Maloca COP30 is a multiverse space that promotes, hosts, and hosts events from different partner institutions. To ensure everything runs smoothly, it's important to follow the guidelines below. These guidelines were created to guarantee the best experience for participants and the highest quality for event organizers. The goal is for everyone to have sufficient information about what to do before, during, and after the event.

An FAQ was also created to answer questions regarding partner events.

1. Request for use of the space:
   
   Any partner institution wishing to hold an event at Maloca must send a request by email to maloca

   After contacting us, you will receive a request form that needs to be filled out with the event information: date, time, type of activity, estimated audience, and materials that will be used.

   This data is essential so that the Maloca COP30 team can determine the most appropriate type of space and technical support.
   
   

2. Defining the event's roles:
   
   Each institution must designate at least one moderator, among the roles that will be fundamental to the event's operation:

   • Event Organizer: Acts as a liaison with the Maloca COP30 team, manages the institution's demands, is responsible for filling out an attendance list with participants' names, email addresses, phone numbers, and their institutional affiliation, and validates the attendance list after the event. It should be noted that if the event organizer decides that the event is open to anyone interested, only those participants who have been previously registered by other institutions will be able to participate.

   • Moderator: ensures that the rules of use are respected, controls the event's time, and communicates information to participants.

   • Curator: prepares and validates all materials and content that will be displayed during the event. Only the Curator (or the Moderator in the absence of the Curator) is allowed to place multimedia content (e.g., videos, slides, podcasts) in the designated spaces in the rooms.
     
     

3. Invitation and mobilization of participants:
   
   The partner institution is responsible for inviting and mobilizing its audience using its own communication channels. Maloca COP30 does not directly invite participants.

4. Guidelines for event management roles at Maloca COP30:
   
   4.1. For the Moderation role:
   
   Maloca team will provide a tutorial with technical guidelines for moderators. The General Guidelines for Moderators, Curators and Event Organizers and the User Manual are mandatory reading and are accessible on the website maloca .

   This guidelines document contains instructions on how to use the space, responsibilities, and access to available technical support. After reviewing the guidelines, the moderator must answer a short questionnaire, correctly answering at least 80% of the questions, to receive a certificate of completion for the moderation guidelines.

   Without a moderator, the event may be canceled.

   4.2. For the Curatorship function:
   
   The curator is responsible for selecting and inserting into the room, in the spaces designated for this purpose, the multimedia content that will be displayed and consumed by the participants throughout an event at the Maloca under their curation.

   The curator must follow these steps in the performance of their duties:

   • Select the content that will be displayed and consumed by participants throughout the event;

   • Please send all multimedia files to the Malocaevents team via a shared cloud folder (drive) for preliminary review and approval.

   • After the content has been approved, the curator must schedule with the moderator the time for the content to be added to the designated spaces in the room, necessarily before the start of the event, preferably 48 hours in advance.

   • To add content, the Curator must access the room using their credentials, accept the terms of use and privacy policy, and then follow these steps:

     • With the credentials granted by the Maloca COP30 events team, which allows access to edit the spaces designated for content, the Curator must choose the "placeholders" located in the room according to their preference for position or sequence of content to be placed and click on the "+" button located in the top menu of the screen.

     • The Curator must click the "lock" button on the selected object to open the editing window. After that, click "replace".

     • Then, you must choose the new content that will be inserted in place of the placeholder and upload it.

     • Finally, you must click the "lock" button again to close it, and the content will be updated in the designated space. 

   • After the complete insertion, it is recommended that the Curator perform a test opening and playback of the multimedia files to ensure correct operation.

   • The Curator is allowed to update files, insert new files (provided they have been previously approved by the Maloca COP30 events team), and delete files at any time, including during the event.

   • The Curator is not permitted to grant access to third parties for the insertion of files, links, or any multimedia content in the designated spaces (walls).

   • After the event, the Curator may delete the shared folder or block access, and there is no obligation to make the content or files available. The provision of content and files to participants must be agreed upon with the event Moderator; the Maloca COP30 event team is not responsible for deciding on the release or availability of content outside the event period.
     
     

   4.3. For the Curatorship function:
   

   • The Event Organizer is the representative of the Partner Institution and is responsible for making the event possible through institutional coordination with the Maloca COP30 events team.

   • The Organizer should focus primarily on mobilizing participants, completing request forms and adjustments indicated by the Malocaevents team, completing the checklist, and communicating directly with the Moderator and Curator to ensure the smooth running of the event.

   • The Organizer is allowed to control access for people and, together with the Moderator, analyze the behavior and conduct of event participants in order to ensure that the rules are followed by all people represented by avatars in the room.

   • The Organizer also plays a central role in requesting support and should initiate any type of technical support request throughout the event.

   • It is the Organizer's responsibility to test the space, ensure it is functioning correctly, and report any anomalies detected prior to the event so that the Maloca COP30 event team can take swift action.

   • The Organizer must also ensure that the technical requirements for broadcasting the event are met, such as:

     • Stable internet connection;

     • Microphones available to speakers and event masters, when applicable;

     • Cameras for capturing images and audio correctly positioned to ensure that participants access the transmitted content in its entirety;

     • Streaming transmission correctly connected and stably distributed to participants.

   • Finally, it is recommended that the Organizer assist the Moderator in collecting feedback from the Partner Institution regarding the event.
     
     

5. Support and assistance:
   
   During the event, an operational support channel will be available for technical assistance.

   moderator can be contacted through the official channel: maloca

6. Conduct and rules of use
   
   : Maloca COP30 has a Code of Conduct that must be known and respected by all participants. Access the UNFCCC event Code of Conduct here.

   The moderator should remind participants of the rules at the beginning of the event, including:

   • Permissions to use microphone, camera, and chat, according to the rules of each MALOCA COP30 space;

   • Total time and schedule of the event;

   • Procedures for closing off and respectful coexistence. 

   The Maloca team may, at any time, intervene, suspend, or ban avatars that violate the rules.
   
   

7. Responsibilities after the event
   
   Maloca events team will provide an evaluation and feedback form, which will help improve future Maloca .

   The Organizer and/or Moderator must answer the questionnaire and may also forward it to the other participants.
   
   

8. Official communication channel.
   
   Any support requests, incident reports, or operational questions should be made exclusively through this channel : maloca

    

   By following these guidelines, your institution ensures an organized, safe event with the best possible experience for all participants within Maloca COP30.
   

Plenary Maloca