A guide for attending EES events

As well as running our own programme of events, we also occasionally host events by other initiatives and organisations. In any event, the views expressed by speakers are not necessarily representative of the views of the EES.

We hope to see you at an event soon!

1. Attending an EES event
   1. How do I join a free EES event?
   2. How do I join a paid EES event?
   3. What do I need to participate in an online event?
   4. How do I turn Closed Captions on and off for online events?
   5. How do I listen to Language Interpretation during online events?
   6. What should I do if I encounter technical problems?
2. Webinar guidance
   1. General behaviour and etiquette
   2. Questions and interactions during the event
3. Registration terms
   1. Terms for online attendance
   2. Terms for in-person attendance
   3. Privacy policy
   4. Cancellation policy
   5. Refund policy
4. FAQs

1. Attending an EES event

1.1. How do I join a free EES event?

Step 1

Find the event you want to attend in our event listing. Select ‘Book’ and follow the instructions on our website to register your attendance.

Step 2

We will send an invoice and confirmation email detailing your registration, including a link to your events page where you can manage your booking, download your invoice and find your personalised Zoom link (if relevant). You will then receive reminder emails including a link to join the event (if relevant) and the venue information (if relevant) one week, one day and one hour before the event, depending on when you registered for the event. If you did not get an email, please check your junk folders before contacting the EES.

Step 3

Online: 5-10 minutes before the event starts, follow the ‘Join’ link in the email sent to you. Enter your name and any other details needed and get comfortable (pour a hot drink, grab your nibbles, and get your notepad). If the host has not yet started the event, then you will be held in a waiting room until the event starts to broadcast. 
In-person: Arrive 15 minutes before the event starts, please find a member of the EES team, who will guide you to the event space. Mark your attendance at the registration desk and find a comfortable seat for the event.

Step 4

Online: Once the event begins broadcasting, you may have access to the online ‘chat’ function (depending on the event), and you can greet other attendees there before the event begins. Ensure that you send your messages to ‘Everyone’ so that everyone can see your message. Sit back and enjoy the online event.
In-person: Once the event begins, we ask you to follow our general behaviour and etiquette outlined below.

1.2. How do I join a paid EES event?

Step 1

Find the event you want to attend in our event listing. Select ‘Book now’ and complete the joining form to make your booking using a Credit/Debit Card or PayPal.

Step 2

We will send an invoice and confirmation email detailing your registration, including a link to your events page where you can manage your booking, download your invoice and find your personalised Zoom link (if relevant). You will then receive reminder emails including a link to join the event (if relevant) and the venue information (if relevant) one week, one day and one hour before the event, depending on when you registered for the event. If you did not get an email, please check your junk folders before contacting the EES.

Step 3

Online: 5-10 minutes before the event starts, follow the ‘Join’ link in the email sent to you. Enter your name and any other details needed and get comfortable (pour a hot drink, grab your nibbles, and get your notepad). If the host has not yet started the event, then you will be held in a waiting room until the event starts to broadcast. 
In-person: Arrive 15 minutes before the event starts, please find a member of the EES team, who will guide you to the event space. Mark your attendance at the registration desk and find a comfortable seat for the event.

Step 4

Online: Once the event begins broadcasting, you may have access to the online ‘chat’ function (depending on the event), and you can greet other attendees there before the event begins. Ensure that you send your messages to ‘Everyone’ so that everyone can see your message. Sit back and enjoy the online event.
In-person: Once the event begins, we ask you to follow our general behaviour and etiquette outlined below.

1.3. What do I need to participate in an online event?

You will need a device such as a computer (PC or laptop), a tablet or a smartphone with internet access. We recommend using a PC or laptop – mobile phones, tablets and anything with a small screen can make it hard to see the slides and the ‘chat’ function can become a distraction.

Please pay special attention to your internet connection. These are live events, so your connection speed is going to influence how well you see and hear the host and presenter. We recommend you check that you have the volume turned up, do not download any large files during an event, and close all applications that could influence the connection speed.

You do not need a webcam or microphone to attend an online event though if the event is on a meeting platform, you may have the option to turn them on if you have them. Please listen to instructions from the meeting host and speaker and remain muted when asked.

1.4. How do I turn Closed Captions on and off for online events?

On a PC, click the 'Closed Captioning' button located at the bottom of your screen (near the 'Chat' and 'Q&A' buttons). 

On a mobile device or tablet, prior to (or following) a webinar, go to your Zoom app on your phone or tablet. Tap Settings (or gear symbol) and then on Meetings, scroll down and click on 'Closed Captioning'. To turn OFF Closed Captioning, toggle the green button to off. To turn ON closed captioning, toggle the button so that it turns green.

More information can be seen via Zoom Support.

1.4. How do I listen to Language Interpretation during online events?

On a PC, click the Interpretation button located at the bottom of your screen (near the 'Chat' and 'Q&A' buttons). Then, click the language that you would like to hear. (Optional) To hear the interpreted language only, click Mute Original Audio.

On a mobile device or tablet, click on the more (...) button and click 'Interpretation'. Then, select the language that you would like to hear. (Optional) Tap the toggle to Mute Original Audio. Finally, click Done.

More information can be seen via Zoom Support.

1.5. What should I do if I encounter technical problems?

If your connection with the event is interrupted or the video and audio become frozen, exit the event and re-enter by clicking on the ‘Join’ link in your confirmation email again. If the problem persists, then you should check your internet connection and upgrade your systems before joining the next online event.

2. Attendance guidance

2.1. General behaviour and etiquette

As an attendee, you are expected to show respect to the host, presenter, and other attendees. Any disrespectful, threatening, or aggressive behaviour will result in the host removing you from the event without warning. It is at the hosts’ discretion to decide whether your behaviour is inappropriate. You may be banned from attending the current or future events if you behave inappropriately during or outside of the event.

Be punctual. We recommend logging into the online event ten minutes before the official start time to ensure you have updated your software and have access to the event. Any notification sent to the EES after the start time will not be picked up, and we will not be able to provide tech support to you. Similarly, we recommend arriving at the physical venue at least 15 minutes before the official start time to accommodate for any travel delays. 

You will not be able to display your webcam during a webinar unless asked to do so by the host. No webcam or microphone is required to attend an EES online event (unless you are a speaker). However, if joining a meeting, please be mindful of using your webcam. Any inappropriate behaviour on webcam will not be tolerated and the host will remove you from the event without warning, this includes nudity, offensive gestures and/or backgrounds, and anything the host may consider inappropriate. It is at the hosts’ discretion to decide whether your actions are inappropriate.

2.2. Questions and interactions during the event

Attendees of online events should remain muted during the event, but may be asked to unmute by the host or speaker. Please follow their instructions. You are also able to provide comments via the ‘chat’ function, as well as ask questions using the ‘Q&A’ function if available. Attendees of in-person events should respect the Chair and only ask questions when asked during the discussion section of the event.

Questions in the ‘Q&A’ function will be asked by the event hosts providing time is available. Not all questions can be answered. If your question is not answered, this is usually due to mere volume and not deliberate neglect. You can always email any unanswered questions to [email protected] to be passed onto the speaker afterwards. 

Ask questions concisely. Our online events are focused, so please be sure your questions are relevant to the event topic. Avoid wasting time in lengthy introductions, and don't self-promote or spend a lot of time sharing your opinion before asking a question. If you have comments, ask yourself if they will help others before commenting. If considered inappropriate, then your question may not be asked and may be dismissed by the host.

Do not ask personal questions or non-relevant questions during the event, these will not be asked and may be dismissed by the host.

Please do not gossip in the ‘chat’ function once the event has started. We make allowance for socialising at the start and end of the events, but please respect speakers and other attendees by not using the ‘chat’ for social talks or ‘jokes’ during the event – you wouldn’t do this in a physical lecture. Please keep other attendees in mind when you make comments. Attendees come from all over the world and many ‘jokes’ do not translate socially or culturally and may be considered insensitive.

3. Registration terms

3.1. Terms for online attendance

The Egypt Exploration Society uses Zoom to provide our online events (www.zoom.us).

The registration/purchase of event attendance is for use by the registrant only, and login details (webinar ID or password) should not be shared with third parties; doing so may hinder your own access, as event entry is by prior registration only. If you are found to be sharing links, then you may be banned from attending future events.

Responsibility for the confidentiality and security of registration information lies with the registrant. If you believe that a third party has obtained details in an unauthorised manner, please notify the EES.

It is not permitted for you to record the presentations when they are provided or live stream the events, and the Egypt Exploration Society does not guarantee to provide recordings of webinars following the event. However, you can see whether a recording will be provided on the event page. Photographs may be taken throughout, but a credit line of "Courtesy of the Egypt Exploration Society" or tagging via social media is required.

The virtual event facility (Zoom) allows audio, video, questions, and chat during the event to be recorded. By joining an event, you automatically consent to such recordings for marketing and promotional purposes.

By registering to attend an EES online event, you are expected to follow the guidance detailed above. Any disrespectful behaviour that distracts from the event will be dealt with as outlined above.

3.2 Terms for in-person attendance

The registration/purchase of event attendance is for use by the registrant only, and an ID may be required at the registration desk; transferring tickets to someone else may only be agreed in advance by contacting [email protected]. If you are found to be sharing tickets, then you may be banned from attending future events.

Responsibility for the confidentiality and security of registration information lies with the registrant. If you believe that a third party has obtained details in an unauthorised manner, please notify the EES.

It is not permitted for you to record the presentations when they are provided or live stream the events, and the Egypt Exploration Society does not guarantee to provide recordings of webinars following the event. However, you can see whether a recording will be provided on the event page. Photographs may be taken throughout, but a credit line of "Courtesy of the Egypt Exploration Society" or tagging via social media is required.

For events held at the EES, the London office is monitored by CCTV cameras. A copy of our CCTV policy is available on request.

Any EES in-person event may be videoed and photographed for use in marketing and promotional materials, including on the EES website and social media platforms. By joining an event, you automatically consent to such videography and photography. Please notify the EES team upon registration if you would like to be blurred from any recordings.

We advise all attendees to keep their belongings with them at all times. The EES will not be liable for any lost or damaged items. 

By registering to attend an EES in-person event, you are expected to follow the guidance detailed above. Any disrespectful behaviour that distracts from the event will be dealt with as outlined above.

3.3. Privacy policy

In order to register your attendance for any event, you will be asked for information that personally identifies you or allows us to contact you ("Personal Information"). The Personal Information that you provide us in these circumstances will be made available to the Society and the event speaker in order to run the event. To do this, the Society and its speakers will use the information you provide to contact you about the event you registered to attend and to provide more information about our event programme, membership, and fundraising activities. It may also be necessary for us to disclose this information for legal purposes.

Please refer to our Privacy Policy for further details relating to our use of personal information.

3.4. Cancellation policy

If you have registered to attend an online EES event but can no longer attend, please ensure that you cancel your registration by visiting your events page or contacting [email protected] as soon as possible. If you have paid for a ticket and believe that you are entitled to a refund, then please see point 3b below. By not cancelling, you stop other people being able to register in your place.

3.5. Refund policy

Refunds can be obtained for paid events by cancelling your registration in advance of the event. If you purchased your ticket through the EES website, then please contact us to request a refund. Refunds will only be issued for cancellations made 14 days in advance of the event or the period specified on the event page. 

4. FAQs

Updated 26 July 2025