Last update: 2012/01/12
The Moving Picture Experts Group (MPEG)
Guide to hosts of MPEG meetings
Executive summary
This document consists of two parts. Part A is intended for prospective meeting hosts, and provides guidance in preparing offers to host a meeting. Part B provides specific guidance on preparing for and hosting a meeting; it is largely intended for hosts that have been accepted to host a WG11 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 WG11 to select meeting hosts approximately 24 months in advance. Potential hosts should distribute their hosting proposal at least one week prior to the WG11 meeting at which the host selection will occur.
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
All proposals to host a WG11 meeting should specify:
1.1.1 Location
- The host city.
- The average minimum and maximum temperature on the dates of the meeting.
- The number and times of day for flights from a major international gateway airport to the host city. Additionally, similar information regarding other means, if any, to travel from a major international gateway airport to the host city.
1.1.2 Finance
- Proposed meeting budget, clearly indicating the main cost elements.
PLEASE NOTE: COMMERCIAL INTERNET ACCESS EQUIPMENT MUST BE USED. Check the following sections and ensure your budget reflects this. - Maximum facilities fee per delegate (specify currency). For example, “total facilities fee not to exceed US$600 per delegate”. The facilities fee should include internet access and coffee breaks.
- Whether the facilities fee includes lunch.
- Maximum hotel cost, including room rate, taxes, breakfast, and in-room internet access. For example, “total standard room cost not to exceed US$150 per night”.
- 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 WG11.
1.1.3 Amenities
- Detailed description of planned network configuration, including the total bandwidth as well as the name and qualifications of the contractor providing internet access (if available). Indicate whether the network will be shared with non-WG11 users, and if so, the expected number of such users.
1.2 Additional information
Additional information the prospective host believes may be useful is welcomed. In particular, the following information would be useful:
- Name of meeting venue and hotel.
- Distance and accessibility of restaurant/downtown areas from venue – 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.)
1.3 Selection
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 WG11 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 WG11, it is expected that the proposal will be followed. WG11 must be notified of any deviations from the proposal as soon as possible. Significant changes (e.g. to host city) may result in WG11 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
2 Web page and communication
It is essential that information regarding the meeting you are hosting be made available as soon as possible. Logistical information must be provided to the convener for circulation with the meeting calling notice before the immediately preceding WG11 meeting.
Hosts must prepare a web page describing the meeting and logistical information (see following sections). The web page should be available within one week of the previous WG11 meeting.
Messages should be sent out on the WG11 reflector (mpeg@itscj.ipsj.or.jp) 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).
3 Registration and facilities fees
3.1 Delegate registration
The following information is to be collected for each registered delegate:
- Delegate name
- Affiliation (company or organization)
- National Body/Liaison Affiliation
It is recommended that hosts permit this information to be provided via the meeting web page.
3.2 Facilities fees
Hosts may choose to request facilities fees up to the limit specified in their hosting proposal.
3.3 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.
3.4 Payment of fees and charges
Where facilities fees are requested, the meeting web page should list the forms of payment accepted (including the types of credit cards 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. Requests for credit card information via email is strongly discouraged for security reasons.
Hosts should note that some payment processing companies do not accept foreign-issued credit cards. Please check with the payment processing company that foreign credit cards will be accepted.
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.
3.5 Advanced registration discounts
Hosts may offer a discount (“early bird discount”) for advanced registration and payment.
The cutoff date for advanced registration must be displayed on the meeting web page, and should not be more than six (6) weeks prior to the start of the meeting.
3.6 Refunds and cancellation
No less than 90% of the facilities fee should be refunded if a registered delegate cancels at least three weeks in advance of the meeting.
No less than 70% of the facilities fee should be refunded if a registered delegate cancels less than three weeks in advance of the meeting.
4 Accommodation
The host should ensure that hotel accommodation is available for all registered delegates.
4.1 Location
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.
4.2 Facilities
All meeting hotels should be equipped with in-room access to the internet, preferably wireless. Hotels with breakfast facilities are preferred.
4.3 Rates and reservations
Hotels should be negotiated at competitive rate. The ‘WG11 rate’ should be no more than the rate applicable for a direct reservation at the hotel or via the hotel’s web site.
The ‘WG11 rate’ shall expire no more than six (6) 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.
4.4 Cancellation
The negotiated ‘WG11 rate’ shall offer a cancellation policy in line with the hotel’s normal policy. In no event shall the cancellation fee be more than one (1) night’s stay plus tax.
The cancellation policy, and process for canceling a reservation, is to be clearly displayed on the meeting web page.
5 General meeting arrangements
5.1 Meeting dates and times
WG11 generally meets for five days from Monday through Friday. In addition, groups conducting meetings under WG11’s auspices, e.g. ad-hoc groups (AHG) approved for meetings at WG11’s prior meeting, may meet as early as the previous Thursday. Meeting hosts should consult the list of AHGs formed (see document n + 2 where ‘n’ the WG11 document list from a meeting) in order to determine the potential for such meetings. The meeting host should contact the JCT-VC and AHG chairs in order to obtain information of when and how many people will meet prior to the actual meeting.
It is likely that meeting rooms will be required to be available for at least 13 hours per day (08:30 to 21:30) with additional flexibility for the Chairs meeting and the Final Plenary to run later.
5.2 Accessibility
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.
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.
5.3 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.
5.4 Food
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. Coffee, tea and soft drinks/juice should be provided mid-morning and mid-afternoon. Coffee and tea breaks should be located close to the meeting rooms.
Break time for the Friday plenary needs to be coordinated with the Convener, but is likely to be around 16:00.
5.5 Social event
WG11 social events generally occur on Wednesday, 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 (speeches). A sufficient PA (public address) system is an essential requirement in order to get the attention of attendees.
5.6 Gifts
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).
5.7 Related activities
Co-located workshops before or after the WG11 meeting should be discussed with WG11, if such activities are planned.
6 Meeting Rooms
6.1 Meeting rooms required
GROUP |
CAPACITY |
Notes |
Plenary |
500 |
Mon (0900-1300); |
Requirements |
60 |
|
Video |
75 |
|
Audio |
75 |
|
Systems |
75 |
|
SNHC |
15 |
Note: Can use Chair/HoD room |
Chair/HoD |
25 |
Also on Sunday PM prior to meeting for Chairman's Meeting |
JCT-VC |
500 |
Can use Plenary meeting room |
| Breakout | 10-30 | 4 room |
Despite these capacities, WG11 is unable to guarantee a particular level of attendance at a meeting, and actual attendance at meetings fluctuates based upon numerous factors. Hosts should ensure that their logistics and budget have sufficient flexibility to allow for such fluctuations.
6.2 Meeting room setup
The larger rooms should be setup classroom style with tables and electrical outlets and the smaller rooms in "U" or circular style with tables and electrical outlets (see below for electrical information).
At a minimum the subgroup meeting rooms will be needed from 08:30 until 21:30 every day that WG11 meets. The breakout rooms can be scheduled day-by-day if it affects facilities fees.
6.3 Breakout Room Capacity
Breakout rooms provide each of the subgroups with the ability to form smaller breakout groups.
- 5 rooms accommodating; ~ 40, 30, 25, 20, 15 persons.
- Additionally, a large open area, with chairs and tables, for smaller group meetings between 4 and 10 people.
6.4 Equipment in meeting rooms (plenary, subgroups, AHG and breakout)
6.4.1 Tables
In the meeting and breakout rooms, the delegates sit behind tables. Each delegate should have enough space to work (ideally the spacing should not less than 100 cm of the table length per delegate).
6.4.2 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 electrical: avoid dangerous “Christmas tree” constructions as well as physical: avoid crossing aisles unless taped down).
6.4.3 Projector
VIDEO PROJECTOR capable of up to XGA (1024x768) resolution – available in all meeting and breakout rooms. The host should provide clear information about the technical service that should be available for the whole time of the meeting (the service should be ready to exchange a faulty projector with a spare one).
For the plenary hall (and possibly for JCT-VC or Video room), video projector capable of up to XGA (1024x768) resolution with multiple connection points for multiple PCs is required.
6.4.4 Screens
The video projectors are often used for presentation of Word documents. Therefore, they must be large enough to provide good visibility of a text.
For the plenary hall, the host should consider 2 or 3 video projectors working in parallel if needed to ensure good screen visibility.
6.4.5 Sound amplification
Plenary room and JCT-VC room
Amplification is essential. This must include sufficient density of floor microphones (e.g. one microphone per 50 seats in the room), preferably wireless.
Large subgroup rooms
Amplification is desirable, preferably wireless, in all subgroup rooms.
7 Internet access
The host must provide wireless internet access in all meeting, breakout and AHG rooms. Internet access should be at least IEEE 802.11b, and preferably IEEE 802.11g/n.
NOTE: COMMERCIAL ACCESS POINT EQUIPMENT MUST BE USED. RESIDENTIAL (CONSUMER) ACCESS POINTS ARE NOT SUITABLE FOR THE VOLUME OF USE ASSOCIATED WITH WG11, AND WILL FAIL UNDER STRESS.
As part of meeting preparations, you should be prepared to inform WG11 of the brand/model of access point you plan to use at the meeting prior to the one you will host.
Access points should be placed and configured so as to provide good coverage, particularly in the plenary room where large numbers of delegates may connect simultaneously.
Additionally, in each meeting room there should be at least one (preferably two) wired connections to the internet so that the meeting chair and presenter continue to have access to the internet in the event of problems with the wireless network.
The capacity of the link to the external world should be not less than 500 Mb/s (2 Gb/s advisable). Capacity is must be documented as part of the hosting proposal, i.e. it must be known in advance by WG11.
For the management of the wireless network, the host may request all the participants to register the physical 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.
Technical network support must be available to maintain good wireless network service to delegates and enhance provision if necessary.
The network must be configured to support VPN access protocols, including PPTP, IPSec passthru, and SSH.
An SMTP server should be provided for outbound email service.
8 Computing/IT and office facilities
8.1 Computing area
8.1.1 Docking area
- Tables should be provided so that four or fivedelegates can use wired Ethernet connections to connect their laptops to the internet at a time. Electrical power sockets should be easily accessible.
- Hosts may wish to also offer ‘USB charging’ stations for mobile devices.
8.1.2 Computing facilities
It is desirable that at least one or two computers (desktop or laptop) with internet access are 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, Windows XP/Vista/7, MacOS), and have a current internet browser (e.g. Internet Explorer, Firefox) and Adobe Acrobat reader installed.
All computers provided for use by delegates should have current, up-to-date anti-virus software capable of detecting and removing viruses.
8.1.3 Printers
At least two printers should be provided, preferably network attached. It should be possible to print from either the on-site computers (see previous section), or from delegates’ laptops. Printers should be PCL (HP compatible) and capable of 10-12 ppm.
In the event printer drivers are required in order to print from delegates’ laptops, the host should make an English language version of the drivers available. On-site computers should also have the English-language printer drivers installed.
8.2 Copying
For incidental copy requirements the facilities at the meeting location (hotel, conference center or university campus) should be sufficient.
9 Other meeting arrangements
9.1 Secretariat
Registration materials (table, badges, sign-up sheets, delegate lists, etc.)
9.2 Audio/Visual/Test Equipment
If the subgroups want to provide specific test facilities in the meeting then they are responsible for finding and supplying the equipment, but the meeting organizers should try and make suitable locations available for the specific tests if required. Any such facilities must be requested at least 3 months in advance of the meeting.
9.3 Support
- Receptionist / registration.
- Equipment maintenance on 1 hour call out.
- Amplification operator for plenary PA.
- It is advisable to offer the delegates a light supper during the Friday plenary. Time is to be coordinated with the Convener, but is likely to be around 18:00
- Sandwiches or a light supper for the Chairs and HoD meetings on Sunday, Monday, Tuesday and Thursday is desirable.
10 Travel logistics
The following information should be published on the meeting web page.
- 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 hotel and meeting rooms
- Train / subway information if appropriate
- Visa requirements (check with your corporate travel agent or the appropriate consulate nearest you)
- Vaccination requirements
- Time zone and change for summer (if any)
- Average weather conditions for the meeting dates
- Information about the electricity supply (e.g. shape of plug, 110 or 240V)
- 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-hour service
11 Social
It is desirable to provide information to delegates on the following, ideally via the meeting web page.
- Neighborhood information re restaurants, bars
- Information on pre- and post-meeting sightseeing/vacation opportunities
- Whether a social event is planned, and details about it
- Cultural opportunities.
- Sporting/exercise/recreational facilities.
- Available tours etc. for accompanying persons.
- Shopping opportunities, especially local bargains.
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