General Information

The meeting will take place virtually via the conference tool Cisco Webex.


Meeting Languages

No interpretation will be provided, and the meeting will take place in English only.

All communications with the DG EMPL Events Secretariat will be in English.


Requirements to join the virtual meeting

Devices and connections

To participate in the virtual meeting, you need a computer, a smartphone or a tablet, a good internet connection and audio (from computer speakers, microphone). If you wish, you can also use a webcam (standalone or integrated with your monitor/laptop).

To reduce the possibility of issues that may interrupt the virtual meeting, we recommend that you suspend or pause any internet downloads and close any open browser tabs. Additionally, we recommend that you temporarily disable any background applications that might impact the Internet connection speed, e.g. Skype, etc. Also, turn off VPN on your computer since it can limit the bandwidth available to the conference tool.

How to join the meeting

Step 1
You will receive an email invitation from the organisers. To join the meeting, click on the link in the email. You might be asked to enter a meeting password, which is included in your email invitation.

Step 2
In order to join the meeting via your computer, you do not need to install anything. After clicking the link, Webex launches in your web browser. If you wish, you can also download the Webex application on your computer in order to join a meeting even faster.

If you want to join the Webex meeting via your mobile device there are several possibilities:

  • If you already have the Webex Meetings App installed, tapping the link will open the app and take you directly into the meeting.
  • If you have not installed the Webex Meetings App, you can instantly join the audio meeting by selecting the call button. For the full meeting experience, we recommend selecting ‘Download’ to install the Webex Meetings App from your Playstore.

Step 3
When prompted to add your name in the meeting tool, please use the following format: FirstName LastName (Country or Organisation). Using your full name as well as the organisation or country from where you are from will help the organisers and other participants recognise, who you are and who you represent in this meeting.

  • If you are a Member State representative, this could be for example: John Doe (Belgium)
  • If you are representing an organisation/company, this could be for example: Jane Doe (European Commission)

Before you join the meeting, you will be prompted to choose the settings for your audio and video connections. You can choose if you want to start the meeting muted or unmuted, if your video is turned on or off at the beginning and you can select how you want to hear the audio in the meeting.

After entering all settings, click ‘Join meeting’ to enter the meeting platform.


Essential things to keep in mind as a participant

Stable connection

Make sure that you have a stable internet connection before attending the meeting to avoid missing important portions of the event because of avoidable connection issues.

Log in early

Log in 10 minutes before the start of the event to test the given link ahead of time. Be aware that you may need more time to download and or get familiar with the conference tool.

Mute your microphone

For technical and quality purposes, only the speakers will be able to use their microphone. If the speaker opens the computer or phone lines to let attendees participate, remember to keep your microphone muted unless there is a need for you to speak. This is to prevent unwanted background noise from distracting the speaker and the other participants.

Be an active participant: Use the public chat for questions or comments

Make use of the chat to express your comments or questions to the speakers. Kindly note that not all participants’ questions might be answered during the meeting.

Be respectful

Give your full attention to the speakers as you would if you were in the same room. Don't be distracted by e-mail, Web surfing, or texting. While we encourage you to actively participate, you are requested to only ask and share topic-related information.


How to use Cisco Webex Meetings

Please go to the Cisco Webex website in order to learn more about the meeting controls (video/microphone/sharing/participant list/etc.) available to you during the meeting.