How to request to speak via microphone

This guide provides instructions on how participants in a hybrid or virtual AGM can request to speak.

To participate remotely and speak at the AGM participants need access to a smart device with a functioning microphone. Supported operating systems include Windows, iOS, Android, and Linux. Notably, the remote speaking function is compatible with popular web browsers like Chrome, Firefox, Edge, and Safari. For an exhaustive list of supported configurations, please refer to the bottom of this page.

Before the meeting, it's advisable to test your hardware compatibility by visiting a dedicated test page at https://demo.videosync.fi/agm-compatibility?language=en (comprehensive testing instructions are available here)

If you have the capability to request to speak via microphone, you will find a "Request to speak" section on the event page.

Requesting to speak and audio device settings

To request permission to speak, simply click on the "Request" button within the "Request for Permission to Speak" box on the AGM event page, located below the video player and presentation slides. Please be aware that when you request to speak, there will be a temporary interruption in the video and audio broadcast. This interruption is a normal part of the process and should not impact your overall participation experience. After making the request, you will continue to hear and see the meeting as usual.

Next, the browser will ask you to allow the use of the microphone. In most browsers, a dialog box will appear at the top of the screen. Click "Allow" to enable microphone access. If you decline microphone access at this stage, you will not be able to speak during the meeting.

To ensure your audio settings are correctly configured, click on "Audio Settings" next.

The settings window will appear above the video player. Ensure that the right microphone (Input device) and headphones or speakers (Output device) have been chosen. You can confirm your microphone's functionality by observing the waveform icon moving to the left of the "Test your mic" text. To check your speakers, click on "Play test sound." When you've completed these steps, close the settings by clicking the "X" in the top right-hand corner.

Speaker queue and Remote Speaking

Speakers are placed in the queue based on the order in which they've click the button “request to speak”. At this stage, your voice isn't audible to others, and you can monitor your position in the queue from the title. In the example below, the individual requesting to speak holds the first position in the queue, with no other speakers currently in line. Please await the chairperson of the meeting, who will call you by name to grant you the floor.

It's essential to understand that requests to speak are managed by agenda items. In other words, your request to speak is always associated with the specific agenda item under discussion when you requested to speak. If you intend to address an upcoming item, kindly wait until that particular agenda item is being discussed.

Taking the floor. The chairperson of the meeting will invite you to speak by addressing you by the name you used for registration and login. Once your name is called, you will receive permission to unmute your microphone. Please note that, for privacy reasons, your microphone will not be unmuted automatically. At this point, click ”Unmute microphone ”. Your comments will then be audible to both the chairperson and all participants, whether they are in the physical meeting room or attending online.

Microphone Activation. The interface will clearly display that your microphone is active, as shown in the image below. Now, you are ready to share your comments and pose questions. After you've completed your remarks, simply click “End speaking turn”. This action will promptly remove your request from the queue and deactivate your microphone.

Exiting Speaker Mode or Requesting to Speak Again. If you no longer wish to participate as a speaker in the meeting, you can revert to normal participation mode by clicking on "Return to broadcast." However, if you intend to share comments on upcoming agenda items, you have the option to remain in speaker mode. This allows you to stay engaged with the meeting's progress. If you decide to speak again in the future, simply click on "Request to Speak Again."

Supported browsers and devices

• Desktop
  • Chrome 74 and newer
  • Safari 12.1 and newer
  • Firefox 78 and newer
  • Microsoft Edge 74 and newer
• Mobile devices
  • iOS 12.1 & Safari and newer
  • Android 5.0 & Chrome and newer
  • Android Chrome, Firefox, Samsung Internet