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:
You can book both Webinars and Meetings via the APECS Zoom licence. For Meetings, you can book two different types:
Option 1: Basic Meetings: These are meetings where you just meet with each other and use audio / video / chat and screen share function (e.g to show a presentation / document to the rest of the meeting participants) . But you will not use extra function like recording. For these meetings you will not need a password for our Zoom system. You and your participants can just click on the Zoom link that the APECS Secretariat provides for you and the meeting will start automatically.
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 and so we are very strict with all of our groups and partners to comply with our Zoom booking instructions on our website to ensure that there are no interruptions of ongoing meetings / webinars.
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 Secretariat will send you the Zoom link for your meeting / webinar within 24 hours (on weekdays) after booking it. If you have ...
... booked a Basic 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 Secretariat.
... booked an Advanced Meeting or Webinar, the APECS Secretariat will send you not only your meeting / webinar link but also the current password to start the meeting / webinar.
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 (no exceptions made). 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 (no exceptions made). The APECS Secretariat will contact you within 24 hours (on weekdays) 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.