It should be absolutely clear that the messaging system is an integral part of the conference and fully endorsed by the organisers. Reinforce the point by referring to blank file cards, half-sheets of coloured paper, or pre-printed message forms (see Message Forms / D1) which are in the participants's folder and/or laying conspicuously on tables. If participants are supplied with notepads as part of their folder, they could be encouraged to use them for messages.

Invite participants to use the messaging facility. A verbal announcement should preferably be reinforced by a single sheet explanation in each participant's folder or in the printed programme (examples are given on the following pages).

Unless there are reasons to the contrary, it should be plain that participants are encouraged to contribute messages to indicate any of the following:

• additional issues they would like to discuss
• comments on points made by speakers in plenary (or elsewhere)
• questions, possibly addressed to specific speakers, factions or coalitions
• remarks on statements in the conference documentation, or on the programme as a whole
• initiatives on which they are seeking support from other participants
• invitations to attend spontaneously organized meetings (whether in a conference room, or at some location such as a coffee room)
• organizational or other queries and complaints
• humorous observations, wisdom, meta-reflections (appropriate or otherwise)
• comments on previous messages, etc.

Note that the organizers can themselves insert messages, queries and announcements. The whole process may even be started several months before the conference (see Editorial Pump Priming / E3).

• Orientation to Da Zi Bao
• Guide to using Da Zi Bao
• Some guidelines for messages

Written by Nadia McLaren, Union of International Associations, with revisions and HTML layout by Robert Pollard, Information Habitat: Where Information Lives.