GL E III 11.3 Technical problems

The videoconference will automatically start when the party connects to the EPO's system. If the videoconference does not start at the arranged time, the department contacts the representative or their office by telephone.

GL E III 11.2 Preparations for the videoconference

In addition to the summons, participants will receive an email confirming the date, time and the videoconference contact details to be used to establish the connection (in the form of a link or by other suitable means) and containing any further appropriate information, including on the organisation of the videoconference.

Participants are responsible and bear the costs for their own connection to the internet and any technical facilities at their end.

GL E III 11.1.2 Document camera

A document camera can be made available in each videoconference room. With this device a live image of a paper document can be transmitted to the parties. It is, however, preferable to share documents via email.

GL E III 11.1.1 Videoconference rooms at the EPO

Rooms equipped for videoconferences are available at all locations. The formalities officer will take care of the room reservation as is the case for traditional oral proceedings.

The EPO videoconference studios are for internal use only and therefore not available for applicants' or representatives' own use.

GL E III 11.1 Equipment and technology

Videoconferences will be conducted using IP technology: detailed information on the technology and tools used by the EPO and on the minimum technical requirements is available on the EPO website and will be communicated to the parties; such information may be updated from time to time.

11.1.1 Videoconference rooms at the EPO

11.1.2 Document camera

GL E III 11 Oral proceedings held by videoconference –technical aspects

11.1 Equipment and technology

11.2 Preparations for the videoconference

11.3 Technical problems

11.4 Recording

GL E III 10.4 Request for correction of minutes

If a party to oral proceedings considers the minutes thereof not to fulfil the requirements of Rule 124, it may file a request to that effect, with a proposed correction, as soon as possible after receipt of the minutes in question.

The examining/opposition division is competent to decide upon the request (T 1198/97, T 68/02 and T 231/99).

GL E III 10.3 Subject-matter of minutes

Minutes have an important function as evidence of respect for the right to be heard (Art. 113(1)). They must contain the essentials of the oral proceedings and the relevant statements made by the parties, together with arguments relevant to the decision and not contained in the parties' written submissions.

GL E III 10.2 Language

The minutes are normally written in the language of the proceedings under Art. 14(3), i.e. the EPO official language in which the application was filed or into which it was translated.

GL E III 10.1 Formal requirements

Minutes of oral proceedings must be drawn up.[Rule 124(1); ]

The person conducting the proceedings must ensure that during the whole proceedings an employee is available to keep minutes. If necessary, during oral proceedings different employees may carry out the task of minute-writing in sequence. In this case it must be made clear in the minutes which section was drawn up by which employee. The employees are normally members of the competent department, e.g. the examining or opposition division.