Working Group Guidelines

How to organise open WG online sessions

Any internal / coordination meetings are the sole responsibility of the group contacts.

If possible, try to present a schedule of public online sessions planned for the year with the IETM Secretariat in advance. 

The WG main contact(s) should coordinate the organisation with the IETM Secretariat for public online sessions that involve either only IETM Members or a wider audience. We can support the WG by setting up the registrations for the online session(s) and promoting it via the IETM website, database and social media channels. 

Try to contact the IETM Secretariat at least one month prior to the intended date of the activity. Ideally, each session's page should be published on the IETM website at least 3 weeks before the session is to take place, in order to have a window of time to promote it in the best way possible.

Aim to provide an outline of the session you want to organise (including date and start and end times) that we can use for a dedicated event page on the IETM website.

Please specify the maximum number of participants and whether the meeting is open to non-members.

Registrations

Registrations for each session will be available via the IETM website.

This means that everyone that wishing to attend a session should:
 

1.  Create a profile on the IETM website or log into their existing one,
2.  Register for the session via the specific link published on the session event page.
    

After completing their registration, all participants will receive a confirmation email, including the Zoom link to access the session.

Sessions at IETM Meetings

IETM Plenary Meetings

Whenever possible, we encourage WGs to gather at IETM Plenary Meetings. Depending on room capacity, we can provide a space and a slot in the programme for WGs sessions.

Around 9 to 6 months before the following Plenary Meeting, the IETM secretariat will get in touch with the contact persons of all WGs, in order to communicate about room availability and production conditions at the upcoming Plenary Meeting.

Working groups are expected to meet on the first day of the Plenary Meeting but adaptations can be made, depending on individual circumstances.Time slots will depend on room availability and on the structure of the main programme.

At the end of each Plenary Meeting, the contact person(s) of the group is/are encouraged to get in touch with the Events contact person at the Secretariat to share any feedback about the session (namely about its attendees engagement, production, scheduling and duration). If the dates of the following Plenary Meeting are known at this point, the contact person(s) should express whether they have the intention or not to lead a new session then.

Financial support

There is no specific financial support linked to IETM working groups. Neither for their contact persons nor for any speakers or experts that the group might want to involve.  This applies both to online and on site sessions and refers both to travel costs and to speaker fees.

Communications

Each WG can directly engage and communicate with all IETM members, using the features of the IETM website: direct messaging and the IETM forum. We suggest using the forum as the main direct communications channel between the WGs and the membership, since there is a dedicated forum thread for WGs.

The IETM Communications Team will contribute to the promotion of the WG’s public activities, such as online sessions and live sessions during IETM meetings, via:

• The IETM Website
• The IETM Members Newsletter (members and public)
• The IETM social media channels
• Targeted emails using the IETM database