Attending by videoconferencing

Appearing via video conferencing

Be prepared and submit any paperwork to the tribunal in advance of the hearing.

On the day of the proceeding:

  • be ready to start the hearing at least five (5) minutes before the start time
  • consider using a headset, headphones or earbuds
  • if using headphones with a microphone, test it is working before the hearing begins
  • turn off or eliminate background noise and distractions
  • ensure that you have a stable internet connection
  • join with your audio and video turned on
  • make sure you will not be interrupted during the call.

During the proceeding:

  • mute your microphone when not speaking
  • close all non-essential programs running on your device to increase audio quality
  • listen carefully to the other party and the Tribunal member. Do not interrupt or talk over anybody else
  • all attendances/conversations are recorded just as if the proceeding was happening in the hearing room
  • monitor the quality of your video. If it starts to freeze or the audio is delayed, it might be that there are bandwidth issues. If this occurs, turn off your video (mute your video), and use audio only.

Can I be directed to attend my hearing by video conferencing

The Tribunal may direct your hearing or other proceeding to be conducted using video conferencing.

Your Notice of Hearing will provide you information on how to attend.

Documents to rely on at the video conference

Unless a Tribunal member directs otherwise, you must provide to the Tribunal, in writing, any other information upon which you wish to rely no later than seven (7) days prior to the hearing date.

Who’s in the videoconference

Hearings are conducted by a QCAT member as the member considers appropriate.

The member has ‘presenter rights’ allowing them to manage all aspects of the videoconference. This includes:

  • sharing their screen and/or sharing documents; and
  • the option to move parties in and out of the waiting room or breakout rooms.

All parties, excluding the QCAT member, are participants.

All steps are taken to prevent unauthorised access to the videoconference.

What happens after you join

You are automatically placed into a ‘waiting room’. The waiting room is a ‘virtual lobby’ that all parties enter when they first join.

You need to wait for the QCAT hearing support officer to give you access to enter the hearing.

When you have access to the hearing, you will be asked to confirm your name and role in the case

QCAT conducts this process with all parties, including legal representatives, interpreters and witnesses.

What happens in the videoconference

The same rules and hearing etiquette apply. For example, you must call the member ‘Member’. They tell you if you need to use another title, like Deputy President.

Read more about addressing QCAT decision-makers and what happens on the day.

Recordings

All QCAT hearings, including videoconferences are recorded.

Internet connection for video conferencing

When appearing at a proceeding via video conferencing, it is recommended to access the internet from a WiFi or cable connection. Parties using mobile data without being on a WiFi connection may result in significant data charges.

Should parties not have a strong internet connection, this could result in delays to the video conference, freezing video feeds, or a difficulty in being heard by, or hearing, the Tribunal member and other parties.

Use only one device in the room

To avoid feedback and poor audio quality, make sure parties and legal representatives are not in the same room, if you’re using separate devices.

If you do need to use multiple devices in the same room for accessibility purposes, ensure all microphones are muted, and parties are using headphones or only one speaker is switched on to avoid feedback and poor audio quality.

Who pays for the data to attend by video conferencing?

QCAT will not pay to connect parties video conferencing. Parties attending by video conferencing will be responsible for any data related costs.

Can I have an interpreter?

QCAT can organise for an interpreter to assist you during your hearing over the phone or via video link.