Oral proceedings by videoconference – the attorneys’ view
The EPO operates two VICO platforms
Please select the one suited to your needs
Please use a high-quality microphone, namely a USB headset with integrated microphone or a unidirectional USB microphone (clip-on or stand-alone) with echo-cancelling function.
For oral proceedings involving simultaneous interpretation, in particular,
a computer, wireless headsets connected to the computer via its built-in Bluetooth, phone earbuds (even if wired) or standard VICO room equipment with omnidirectional microphones, which are often shared. None of these perform adequately for remote interpreting because hey do not cover the frequency range of 125 Hz to 15000 Hz that simultaneous
interpreters need to listen and speak at the same time; as stipulated in ISO/PAS
standard 24019: Simultaneous interpreting delivery platforms - Requirements and recommendations.
Note that if two or more people are physically present in the same room and intend to speak during the proceedings, they should avoid echoes and each have their own headset/microphone and camera. Preferably they should remove their mask while speaking.
Always use “join with computer audio” when joining a meeting and check that you have selected the correct device in the Zoom audio settings.
Watch the video: some dos and don'ts for online meetings with interpretation (8 mins)
Parties who are attending oral proceedings for the first time, or participating in oral proceedings with simultaneous interpretation for the first time, or who have changed their technical set-up since the last time are strongly advised to arrange a test call before the date of the oral proceedings. This should be done in good time (at least ten working days, ideally two to three weeks beforehand), but not more than a month in advance, because of potential software updates. Needless to say, the test call should be carried out from the location and with the equipment that will actually be used by the party during the proceedings.
To arrange a test call, contact the EPO ServiceLine (telephone +31 70 340 4444 or email email@example.com). They will schedule a 30-minute test session (available Mondays to Fridays between 08.30 and 18.00 CET) and send you an invitation with the connection details for the call.
The test will be an opportunity to check that:
Should you experience any issues in establishing the connection, please contact the EPO videoconferencing service on: (+31) (0) 70 340 4444.
Users involved in oral proceedings on Zoom are invited to familiarise themselves with the following technical requirements and recommendations.
The EPO supports the following technologies for connecting to oral proceedings in opposition held as a VICO:
Please note that due to its limited functionality, the Zoom web client is not suitable for attending oral proceedings requiring simultaneous interpreting. It is thus not possible to use the Zoom web client for those cases.
Regardless of which Zoom set-up you have, you are advised to run a compatibility test of your equipment with the EPO, preferably at least 10 working days before the oral proceedings are due to take place (see "Test call" above).
For more information see Getting started in the Zoom help centre.
Users involved in an interview or oral proceedings held by VICO using Skype for Business should familiarise themselves with the following technical requirements and recommendations.
The EPO supports the following technologies for connecting to interviews and oral proceedings held as a video-conference:
If you have a Skype for Business or SIP/H.323 setup you are advised to run a compatibility test of your equipment with the EPO well before the oral proceedings are due to take place (see "Test call" above).
If you prefer to connect to the EPO via web browser, the Skype for Business Web App is freely usable without the need for any software download.