Guide to hosts of MPEG meetings
This document consists of two parts. Part A is intended for prospective meeting hosts, and provides guidance in preparing offers to host ISO/IEC JTC 1/SC 29/WG 11 meetings. Part B, which gives specific guidance on actually preparing for and hosting a meeting, is mainly intended for hosts that have been accepted to host a meeting, but may also be of interest to prospective hosts when formulating hosting proposals.
Part A: Guidelines for prospective meeting hosts
1. Meeting planning
It is the intention of WG 11 to select meeting hosts approximately 24 months in advance. Potential hosts should distribute their hosting proposal at least one week prior to the start of the WG 11 meeting at which the host selection will occur (see section B.4.1).All proposals to host a WG 11 meeting should give details at least with respect to location, finance and Internet access, although additional information is welcome. Prospective hosts are encouraged to submit proposals that are as complete as possible. In the event that multiple hosting proposals are received, consideration will be given to completeness.
1.1. Required information
- The host city.
- The average minimum and maximum temperature on the dates of the meeting.
- The number and times of daily flights from major international gateway airports to the host city. Additionally, similar information regarding other means, if any, to travel from any major international gateway airport to the host city.
- Proposed meeting budget, clearly indicating the main cost element
- Maximum facilities fee per delegate (specify currency), which should include Internet access (see below) and coffee breaks, and may optionally include lunch. For example, “total facilities fee not to exceed 600 USD per delegate (not including lunch)”
- Maximum hotel cost, including room rate, taxes, breakfast, and in-room Internet access. For example, “total standard room cost not to exceed 150 USD per night (single occupancy)”
- Expectation of what will be done with any facilities fee surplus or deficit. For example, whether a surplus will be retained by the host or returned to WG 11.
1.1.3. Internet access
PLEASE NOTE: COMMERCIAL INTERNET ACCESS EQUIPMENT MUST BE USED.
A detailed description must be given of the planned network configuration, including the total download and upload capacities, as well as the name and qualifications of the contractor providing Internet access, if available. It should be specified whether the network will be shared with non-WG 11 users, and if so, the expected number of such users.
1.2. Additional information
Additional information the prospective host believes may be useful is welcome. In particular, the following information would be useful:
- Name of meeting venue/hotel.
- Distance and accessibility of restaurant/downtown areas from venue, including availability of public transport, taxi cost, typical opening hours of restaurants, etc.
- How any social event will be funded, e.g., sponsorship or optional charge to delegates.
Note that facilities fees must not be used to pay for the social event.
In the event that multiple hosting offers are received for a particular meeting, one proposal will be selected based upon information available. Therefore, prospective hosts are encouraged to submit offers that are as complete as possible, and sufficiently in advance to permit consideration and requests for clarification.
The prospective host is encouraged to attend the WG 11 meeting at which host selection is made in order to clarify any questions that may arise. Presentations should be kept simple, brief, and factual, i.e., not excessively “flashy” or promotional.
Factors that may be considered when selecting one proposal from among multiple candidates include (but are not limited to): completeness of the proposal; cost to delegates; quality of facilities; location and accessibility; and track record of hosting previous meetings.
In the event a hosting offer is not accepted, the prospective host is not prevented from making any necessary adjustments and using it as the basis for a subsequent hosting offer; indeed, this is encouraged.
1.4. Follow-up information
Any information above that was not provided at the time of the proposal must be provided no later than three meetings prior.
1.5. Modification and withdrawal
Once a hosting proposal has been accepted by WG 11, it is expected that the proposal will be followed. WG 11 must be notified of any deviations from the proposal as soon as possible. Significant changes (e.g., the host city) may result in WG 11 revoking acceptance of the offer.
Offers that are merely “placeholders” or excessively optimistic budgets are discouraged. The ability to successfully host a meeting in accordance with the proposal may be considered when reviewing future hosting offers.
Part B: Guidelines for meeting hosts
1. Web page and communication
It is essential that information regarding the meeting you are hosting be made available as soon as possible. Logistic information must be provided to the convenor for circulation with the meeting calling notice before the immediately preceding WG 11 meeting.
Hosts must prepare a web page describing the meeting and logistic information (see below). The web page should be available within one week before the start of the previous WG 11 meeting. Messages should be sent out on the WG 11 reflector (email@example.com) informing the membership that the meeting information is available.
Hosts are kindly requested to repeat the message several times over a period of several weeks reminding delegates of any relevant cut-off dates, e.g., early bird registration date, last date for guaranteed accommodation reservation, etc.
2. Registration and facilities fees
2.1. Delegate registration
The following information is to be collected for each registered delegate:
- Name: given name(s) and family name(s);
- Main affiliation: company or organization;
- NB (National Body) or liaison affiliation.
It is recommended that hosts permit this information to be provided via the meeting web page.
2.2. Facilities fees
Hosts may choose to request facilities fees up to the limit specified in their hosting proposal.
2.3. Additional charges
Hosts may charge fees for additional services that were not included in their hosting proposal. These services (and associated fees) are strictly optional.
Note that the social event must not be paid for using facilities fees.
This includes “redirecting” a surplus in facilities fees to cover a deficit on the social event. If the social event is not covered by sponsorship or by the host, charges for the social event shall be optional.
2.4. Payment of fees and charges
Where facilities fees are requested, the meeting web page should list the forms of payment accepted, including credit card types. Hosts should note that some payment processing companies do not accept foreign-issued credit cards, and check with the payment processing company that foreign credit cards will be accepted.
It is suggested that the meeting web page allow for online payment of fees and charges. The use of a secure web site (i.e., HTTPS) is encouraged. In any event, the host is expected to use best practices to ensure that security of delegates’ payment information is maintained. Request of credit card information via email is strongly discouraged for security reasons.
Note that facilities fees must not be combined with optional charges. Delegates must be able to “opt out” of such optional charges, for example by un-checking a box.
2.5. Advanced registration discounts
Hosts may offer a discount (“early bird discount”) for advanced registration and payment. The cut-off date for advanced registration must be displayed on the meeting web page, and should not be more than six weeks prior to the start of the meeting.
2.6. Refunds and cancellation
No less than 90% of the facilities fee should be refunded if a registered delegate cancels more than three weeks before the start of the meeting. No less than 70% of the facilities fee should be refunded if a registered delegate cancels less than three weeks before the start of the meeting.
The host should ensure that hotel accommodation is available for all registered delegates.
Hotels should be located close to the meeting venue, ideally co-located or within walking distance. If more than walking distance, free transportation services until late night (at least 23:00) should be provided unless there is good public transport serving the hotels and the meeting venue.
Hosts should ensure that transportation options between hotel and meeting venue take into consideration the needs of mobility-impaired delegates.
All meeting hotels should be equipped with in-room access to the Internet, preferably wireless. Hotels with breakfast facilities are preferred.
3.3. Rates and reservations
Hotels should be negotiated at competitive rate. The “WG 11 rate” should be no more than the rate applicable for a direct reservation at the hotel or via the hotel web site, and shall expire no more than six weeks prior to the meeting.
Hotel rates should not be “pre-paid”. In no event should a deposit of more than one night be requested.
Hosts may take hotel reservations via the meeting web page, or may instruct delegates to contact the hotel directly. However, it should not be necessary to pay the meeting facilities fee prior to making a hotel reservation.
The “WG 11 rate” shall offer a cancellation policy in line with the hotel normal policy. In no event shall the cancellation fee be more than one night stay (including any taxes).
The cancellation policy, and the process for cancelling a reservation, must be clearly displayed on the meeting web page.
4. General meeting arrangements
WG 11 generally meets for five days from Monday m through Friday m+4. WG 11 currently has seven main Subgroups, namely: Requirements, Systems, Video, JCT VC, JCT-3V, Audio and 3DG, which meet separately and simultaneously during the week, typically from 09:00 to 18:00, except when their members are attending the three Plenary meetings, held on Monday morning (09:00‑13:00), Wednesday morning (09:00‑11:00), and Friday afternoon (14:00‑20:00+).
In addition, groups conducting meetings under WG 11’s auspices, e.g., JCT‑VC and AHGs (Ad-Hoc Groups) formed at WG 11’s prior meeting, may meet during one or several days immediately before Monday m, typically on Sunday m–1, and in some cases also Saturday m–2, but in some other cases starting as early as Thursday m–4. Meeting hosts should determine the potential for such meetings by consulting the output document from WG 11’s prior meeting entitled “List of AHGs established at the nth meeting in City, Country”. The meeting host should contact the JCT‑VC and AHG Chairs to obtain information of when and how many people will meet prior to Monday m.
- Subgroup Chairs (which start at 18:00 on Sunday m–1, Tuesday m+1 and Thursday m+3);
- HoDs (which starts at 18:00 on Monday m);
- Closing Plenary (which starts at 14:00 on Friday m+4) to run later.
Meeting rooms need to be as close together as possible, particularly if all meetings rooms are not in a single facility or if the meeting facility is part of a large complex.
Meeting organizers must ensure that meeting facilities are also accessible for handicapped or disabled attendees, e.g., it should be possible to access meeting rooms without using stairs/steps.
4.3. Climate control
Meeting facilities must be equipped with the ability to control the environment (air conditioning and heating) directly by delegates or, at least, by easily accessible personnel. Climate control should be available during meeting hours, so that the environment is comfortable for delegates at all relevant times.
Hosts providing food (e.g. lunch) must ensure that dietary needs are taken into consideration. For example, vegetarian options should be provided. Hosts requiring advance notice of such dietary requirements should preferably collect this at the time of meeting registration, or provide instructions on the meeting web page detailing how delegates should inform organizers of their requirements.
It is recommended that hosts identify food, e.g. by placing a sign in English next to the food, to help delegates identify items that may not conform to their personal dietary needs.
Generally, food should be of a comparable standard to that served in meeting hotels.
This applies also to coffee and tea breaks, during which coffee, tea and soft drinks or juices should be provided close to the meeting rooms at mid-morning (e.g., 10:30) and mid-afternoon (e.g., 15:30). The break time for the Closing Plenary needs to be coordinated with the Convenor, but is likely to be around 16:00.
4.5. Social event
WG 11 social events generally occur on Wednesday m+2, and should start no earlier than 18:00. If you choose to offer a social event, it should not be located an excessive distance from the meeting venue, e.g., within 30 minutes.
The social event typically includes a formal time with speeches, for which an adequate PA (Public Address) system is an essential requirement in order to get the attention of attendees.
Note that the social event must not be paid for using facilities fees.
If the social event is not covered by sponsorship or by the host, charges for the social event shall be optional.
Providing a “welcome gift” to delegates is not encouraged in order to keep the facilities fee as low as possible. Sponsored “welcome gifts” are appreciated, but by no means required.
If you do choose to provide a gift, please note that many delegates travel light, and may be unable to take home gifts that are bulky or heavy. Also, gifts should not violate security or travel restrictions (e.g., food, or gifts containing liquid, cannot be easily transported).
4.7. Related activities
Co-located workshops before or after the WG 11 meeting should be discussed with WG 11, if such activities are planned.
5. Meeting rooms
5.1. Required main and break-out meeting rooms
As stated in section 4.1, WG 11 currently has 7 main Subgroups, namely Requirements, Systems, Video, JCT-VC, JCT-3V, Audio and 3DG, which meet separately and simultaneously during the main week of the WG 11 meeting, typically from 09:00 to 18:00, except when their members are attending the three Plenary meetings. The following table lists the estimated capacities of the rooms needed to host these main meetings but it must be noted that WG 11 is unable to guarantee a particular level of attendance at any meeting, and that actual attendance fluctuates depending on numerous factors, so hosts should ensure that their logistics and budget have sufficient flexibility to allow for such fluctuations.
|Plenary||350||Mon 09:00-13:00, Wed 09:00-11:00, Fri 14:00-21:00+|
Min: Mon-Fri 09:00-18:00 (except at Plenary times)
Max: Mon-Fri 08:00-22:00 (except at Plenary times)
|Chairs||10||Sun, Tue, Thu 18:00-23:00; may use 3DG room|
|HoDs||25||Mon 18:00-20:00+; may use 3DG room|
|JCT-VC||250||May use Plenary room|
|JCT-3D||100||May use Video room (when Video plenary is not held)|
In addition to these 8+ main meeting rooms, several other spaces must be available so that each Subgroup is able to form smaller break-out groups if needed:
- five meeting rooms accommodating approximately 40, 30, 25, 20, and 15 persons;
- one or more large open area(s) with chairs and tables, for smaller break-out groups of 4-10 pax.
The break-out rooms may be scheduled day-by-day if it affects facilities fees. The meeting organiser may ask the Subgroup Chairs to provide each morning a schedule of planned room usage for that day, although they should still be able to request a room at any time.
5.2. Meeting room setup
The larger rooms should be set up in “classroom style”, while the smaller ones may be set up in “U or circular style”, but all must have tables and enough electrical outlets (see below for electrical information).
5.2.2. Electrical outlets
There should be at least one electrical socket per person assuming rooms are occupied at 75% capacity. Electrical sockets should be located close to sitting places, and be suitable for powering a laptop computer. There should be sufficient electrical power so that the utilization of all sockets does not lead to power failures.
Electrical sockets are to be arranged in a safe manner, both electrically (avoid dangerous “Christmas tree” constructions) as well as physically (avoid crossing aisles unless taped down).
5.2.3. Video projectors and screens
A video projector capable of up to XGA (1024x768) resolution must be available in all main and break-out meeting rooms.
For the Plenary/JCT‑VC room, the host should consider having not only one but two or three video projectors and screens working in parallel to ensure good visibility. The video projector(s) for the Plenary room must be able to switch between several inputs coming from several computers.
The host should provide clear information about the technical service that should be available for the whole time of the meeting, and that should be ready to exchange a faulty projector with a spare one.
5.2.4. Sound amplification
For the Plenary/JCT‑VC room, sound amplification is essential. This must include sufficient density of floor microphones (e.g., one per fifty seats), preferably wireless.
In other large Subgroup meeting rooms, sound amplification is also desirable, but one or two floor microphones, preferably wireless, should suffice.
5.2.5. Audio/video/test equipment
If any Subgroup wants to provide specific test facilities in the meeting, then it is responsible for finding and supplying the corresponding equipment but, if required to do so, the meeting organizers should try and make suitable locations available for the tests. Any such facilities must be requested at least three months before the start of the meeting.
6. Internet access
The host must provide wireless access (at least IEEE 802.11b, and preferably IEEE 802.11g/n) to the Internet in all meeting and break-out rooms, including those used for AHG or special (e.g., JCT‑VC) meetings during the days prior to Monday m.
IMPORTANT NOTE: COMMERCIAL/PROFESSIONAL WIRELESS INTERNET ACCESS EQUIPMENT MUST BE USED. RESIDENTIAL/CONSUMER ACCESS POINTS AND DHCP SERVERS ARE NOT SUITABLE FOR THE VOLUME OF USE ASSOCIATED WITH WG 11 MEETINGS, AND WILL FAIL UNDER STRESS.
As part of meeting preparations, you should be prepared to inform WG 11 of the brand/model of the wireless access points and DHCP server you plan to use at the meeting prior to the one you will host.
The download capacity of the link to the external world should be not less than 500 Mb/s (2 Gb/s advisable), and must be documented as part of the hosting proposal, i.e., it must be known in advance by WG 11.
Access points should be placed and configured so as to provide good coverage, particularly in the Plenary room where large numbers of delegates (easily 350+) may connect simultaneously.
Additionally, in each meeting room there should be at least one (preferably two) wired connections so that the meeting chair and presenter continue to have access to the Internet in the event of problems with the wireless network.
For the management of the wireless network, the host may request all the participants to register the physical (MAC) address of their WLAN card at the registration. Similarly, a key may be used in order to prevent other people sharing the bandwidth of the meeting. Nevertheless, the host should use these measures carefully as they tend to increase the instances of difficulties related to the Internet access.
The network must be configured to support VPN access protocols, including PPTP, IPSec, and SSH.
An SMTP server should be provided for outbound e-mail service.
Technical network support must be available at all meeting times (including Saturday m-2 and Sunday m-1) to maintain good network service (wireless access, DHCP pool, etc.) to delegates and enhance provision if necessary.
7. Computing/IT and office facilities
7.1. Computing area
7.1.1. Docking area
Tables should be provided so that 4-5 delegates can use wired Ethernet connections to connect their laptops to the Internet at a time. Electrical power sockets should be easily accessible at those tables.
Hosts may also wish to offer “USB charging” stations for mobile devices.
7.1.2. Computing facilities
It is desirable that at least one or two desktop or laptop computers with Internet access be available for the occasional use of delegates, e.g., to print boarding passes, or in the event of personal computer failure. Such computers should run the English language version of a popular operating system (Linux, MS Windows XP/Vista/7, Apple MacOS), and have up-to-date versions of an Internet browser (e.g., MS Internet Explorer, Mozilla Firefox, Apple Safari), Adobe Acrobat Reader, and some anti-virus software capable of detecting and removing viruses.
At least two printers should be provided, preferably attached to the network. It should be possible to print from either the on-site computers (see previous section), or from the laptops of the delegates. Printers should be PCL-compatible and capable of printing 10‑12 ppm (pages per minute).
In the event that printer drivers are required to print from the laptops of the delegates, the host should make an English language version of the drivers available. On-site computers should also have the English language printer drivers installed.
For incidental copy requirements, the facilities at the meeting location (hotel, conference centre or university campus) should be sufficient.
8. Other meeting arrangements
- Receptionists and registration staff.
- Equipment maintenance on 1 h call out.
- Amplification operator for Plenary PA.
- Sandwiches or a light supper for the Chairs and HoD meetings (see section 4.1) are desirable.
- It is also advisable to offer all delegates a light supper during the Closing Plenary at a time to be coordinated with the Convenor, but likely to be around 18:00.
9. Travel logistics and miscellaneous information
<p style=" Visa requirements (depending of country of origin).
<span style=" font-family:symbol'=" "="" lang="EN-GB">The following information should be published on the meeting web page.
- Visa requirements (depending of country of origin).
- Vaccination requirements (if any).
- Time zone, possibly including some adjustment for daylight savings time.
- Average weather conditions for the meeting dates.
- Flight information (nearest airports, suggested connections).
- Airport information (means of travel from airport to hotel with frequency, cost and transit times).
- Departure tax requirements (if any)
- Car rental availability and representative price.
- Detailed map and directions for self-drive to hotels and meeting venue.
- Train/subway/public transport information if appropriate.
- Whether a social event is planned, and details about it.
- Information about the electricity supply (e.g., 110V vs. 220‑240V, shape of plug).
- Drinking water warnings (if any).
- Local currency information:
- exchange rate;
- currencies accepted;
- service fee information for banks, hotels, currency exchange centers, etc.;
- availability of cash using foreign credit cards;
- acceptability of credit cards in general;
- availability of ATM machines that accept foreign cards, especially 24 h service.
It is desirable as well to provide information on the following, ideally via the meeting web page:
- Neighborhood information about restaurants and bars.
- Information on pre- and post-meeting sightseeing/vacation opportunities.
- Cultural opportunities.
- Sporting/exercise/recreational facilities.
- Available tours etc. for accompanying persons.
- Shopping opportunities, especially local bargains.