APECS has a subscription for Zoom that our APECS committees and project groups as well as some of our partners that APECS has an agreement with can use for their meetings and webinars:
What type of meetings / webinars can I book through the APECS licence?
The APECS Zoom license can hold up to 100 participants per meeting / webinar. As we only have one license, no parallel meetings / webinars can take place. We take care that all of our groups and partners comply with our Zoom booking instructions on our website to ensure that there are no interruptions of ongoing meetings / webinars.
Please let us know the purpose of the meeting so we can provide you with all necessary functions. Please note that by default no moderator is needed for joining the meeting and allowing screen sharing.
If you are unsure whether you need a meeting or webinar, please see differences here. See further explanations in the booking form.
How to book a meeting / webinar?
All groups who want to use our Zoom licences, first have to fill out this online form to reserve the meeting time in our APECS Zoom Use Calendar below.
Afterwards the APECS Directorate will send you the Zoom link for your meeting / webinar after booking it. If you have ...
... booked a Meeting, you will not need any password to start your meeting. The meeting is automatically set up to start "without a moderator / host present". In those cases you and your meeting participants can just click on the link provided to you by the APECS Directorate.
... booked a Webinar, the APECS Directorate will send you not only your meeting / webinar link but also the current password to start the meeting / webinar as host.
All meetings times are to be requested in GMT to avoid confusion with time zones. If you are unsure how to convert your local time zone to GMT, check this calculator https://www.timeanddate.com/worldclock/meeting.html (please check this especially during the spring and fall time changes as different countries around the world change times on different dates and this can lead to confusions and wrong time conversions).
Please allow a half hour time period on either side of meetings / webinars that are happening to avoid crashing meetings / webinars that may run over time or start early. So please book your meeting / webinar not directly back to back with an already listed meeting (unless you have planned in that 30 min gap already in your event time). Unless otherwise indicated, it will be assumed that you are booking a 60 minute time slot. If your event is longer, please indicate this in the form.
Booking requests will be processed in the order of submission. There are many APECS committees / project groups as well as APECS partner organisations using our APECS Zoom license for their meetings / webinars and our schedule can fill up very fast. To ensure you get your requested meeting / webinar time, please book your meetings / webinars as early as possible but at a minimum of 48 hours before your meeting / webinar! If your requested time is already booked by another meeting / webinar who booked earlier, you will be required to change to a different time. The APECS Directorate will contact you after your booking in case there are any difficulties with your requested meeting / webinar time.
We know that sometimes plans change and you have to e.g. change an event time or cancel it completely. Please let us know via the above booking form about these changes so that we can then open up unused time slots to other meetings / webinars.
Please note that the times below are displayed in GMT / UTC.