Guidelines for SC4 Meeting Host

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SC4 Plenary Meeting
HOST GUIDELINES
ISO TC184/SC4 SECRETARIAT SC4 N2195
Updated 2007/03/29
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AGENDA

• Policy
• Meeting Approval Process
• Host Role
• Meeting Promotion
• Meeting Planning
• Meeting Support
• Facility Fees
• Secretariat Operations
• Meeting Room Setup Diagrams
• Post Meeting Reports

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POLICY for Hosting Meetings

• SC4 Plenary Meeting locations are rotated among
  venues in Europe, Pacific Rim, and the Americas
  to maximize global participation and
  representation.
• Any entity can volunteer to host a SC4 Plenary
  Meeting SC4 determines the suitability of the
  offer and makes the final determination to accept
  the offer.

SC4 must be assured in advance of approval of
host meeting offer that the venue is safe and
estimated costs/facilities fees are reasonable.
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POLICY for Hosting Meetings

• Every effort should be made to reduce meeting
  costs to the minimum.
• TC184/SC4 Meetings are not to be used as
  marketing opportunities. However meeting hosts
  are encouraged to solicit sponsors to help defray
  a part of the meeting costs
• Sponsor social events
• Provide facilities
• Contribute equipment, manpower and supplies

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POLICY for Hosting Meetings

• Full and detailed financial disclosure of meeting
  income and expense is required to be submitted to
  the SC4 Secretariat within 60 days of the meeting
  closure.
• All Plenary Meeting attendees must be treated
  equally -- with no discrimination regarding
  facility fees.

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POLICY for Hosting Meetings

• Venue for a particular meeting must be located in
  a safe place. The meeting location cannot be one
  which places meeting attendees personal safety at
  risk.
• All operations will be automated and use as
  little paper as possible.
• Note SC4 Meeting Host Guidelines are published
  in document N1398c that is posted on the SC4 web
  site and distributed at Host Planning meetings.
  Extra copies available from SC4 Secretariat.

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POLICY for Hosting Meetings

• Meeting participation is not conditional upon
  payment of any fees
• If a meeting facilities fee is to be requested of
  attendees, it must be based strictly on direct
  costs for hosting the meeting (i.e., only covers
  actual expenses of hosting the meeting).
• Hosts are not allowed to make a "profit" from the
  meeting fees requested of delegates.

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Host Approval Process1
Planned Future Meetings

• Potential meeting host informally notifies
  Secretariat staff of interest in hosting a future
  meeting with a proposed location and date.
• SC4 leadership determines that no known schedule
  or other conflicts exist.
• Meeting place and date are informally placed as a
  tentatively "planned future meeting on the
  official SC4 web site and meeting calendar.

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Host Approval Process 2
Scheduled Future Meetings

• Potential meeting host makes formal offer to host
  a future meeting with a proposed location and
  date via a formal communication on organization
  letterhead to the SC4 Secretariat.

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Host Approval Process 3
Scheduled Future Meetings

• Once determined acceptable, Secretariat issues
  formal acceptance letter to the host approving
  meeting date and venue.
• Meeting place and date are placed as scheduled
  on the official SC4 web site and meeting
  calendar.

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Formal Proposal Example






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Acceptance Letter Example
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Role of The Host

• Facilitate SC4 Standards Development Process
• Support Operational Needs of Meeting
  Participants and the SC4 Secretariat
• Maximize Participation and Meeting Effectiveness
• Assume Financial and Organizational Risk for the
  Entire Meeting Operation
• Make every possible effort to reduce meeting
  costs to the absolute minimum

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SC4 Meeting Promotion

• Meeting hosts are encouraged to
• Promote SC4 meetings and activities on web sites
  and in selected technical journals
• Solicit sponsors for defraying a part of the
  meeting costs
• Sponsor social events
• Provide facilities
• Contribute equipment, manpower and supplies

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SC4 Meeting Promotion

• Take care to send the correct message!
• Much hard work occurs during SC4 meetings.
• SC4 meetings and activities need to be portrayed
  as professional work events not as luxury
  tourist diversions
• Remember that the SC4 web site is open to the
  general public
• SC4 future meetings hot links to sponsor site
• Managers approving participant travel requests
  may visit these web sites
• Carefully consider the message
• e.g., Funchal meeting was advertised as being in
  an Industrial city -- SEE NEXT SLIDE and
  the background picture depicted that image

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Meeting Room Reservations for FUNCHAL meeting Now
Available Suggest Making the Reservation Now
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Meeting Planning

• General
• Adhere to cut-off dates for registration
• Hotel guest room reservations can be arranged and
  controlled via the host and may offer potential
  advantages to the host.
• Create a secure FTP site for transmitting and
  holding electronic documents
• (e.g., Funchal meeting successfully used a
  travel agency)

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Meeting Planning (Contd)

• General
• Provide a preliminary and final attendee list to
  Secretariat and to attendees
• Publish a daily one page newsletter to
  disseminate daily information to meeting
  delegates (meeting room changes, updates, etc.)

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Meeting Support

• Computer Support
• A dedicated desktop MS/DOS computer with CD
  drive, floppy drive, and internet access, M/S
  Office installed as the official meeting
  computer. Often, several additional workstations
  available for delegate use are located in the
  same area. In addition, provision of wireless LAN
  capabilities is very useful.
• NOTE This dedicated workstation should be
  publicly available for meeting delegates to
  access delegate contributions and presentations
  generated during the meeting as well as all other
  SC4 documents via
• (not located in Secretariat Office)

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Meeting Support (Contd)

• Computer Support
• Strongly recommend using a Master or Server
  to hold SC4 meeting proceedings and
  presentations.
• Meeting information and other conference
  information should be available under a folder
  named SC4 Share.

NOTE Trend is to make wireless LAN capabilities
available on site to support meeting operations.
Even if wireless capability is provided, still
also need a dedicated conference computer since
not all delegates have wireless capabilities.
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Meeting Support (Contd)

• Computer Support
• CD Read/Write drive on Master or Server
• Dedicated black/white printer
• Hookups for laptop connections to LAN

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Meeting Support (Contd)

• Facilities
• Approximately 8 breakout rooms with power
  strips, projectors, screens, drinking water
• Registration Area
• Meeting Host Office
• Separate Lockable SC4 Secretariat Office
• General Meeting Room to accommodate all attendees
  (sometimes up to 100 persons)
• Consider using guest rooms (e.g., suites) for
  meeting of small groups as a cost saving
  alternative this could reduce the number of
  separate breakout rooms to be contracted for

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Meeting Support (Contd)

• Facilities
• Arrange local transportation for attendees to get
  to meeting activity locations and back.
• Recommend all attendees stay in one place and
  conduct meetings in that same place, if possible.
• SC4 Meeting Room requests are handled by the Host

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Meeting Support (Contd)

• Facilities
• Provide attendees information about the meeting
  host country e.g. visa requirements, quarantine
  regulations, (on a host-provided website),
  specific challenges in getting to the meeting
  site, etc.
• Recommend wireless contact capability for host
  staff during meeting

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Meeting Support (Contd)

• Meeting Supplies
• Copy machine supplies for up to 4,000 copies.
  NOTE Suggest hiding copy facilities and
  making it cumbersome for delegates to obtain
  copying of paper documents.
• Supplies for two offices (paper, pens, tape,
  staplers staples)

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Meeting Support (Contd)

• Food and Beverage
• REQUIRED morning and afternoon breaks
• OPTIONAL (but traditional) Lunch and breakfast
  each day (if provided, strongly recommend simple
  and inexpensive variety)
• Seriously consider eliminating meals as a cost
  saver
• Provision for special diets (e.g., vegetarian,
  kosher,...)

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Meeting Support (Contd)

• Ancillary Events
• Receptions and Social Events are not required but
  are traditionally provided (these are excellent
  opportunities for the host to showcase their
  country and local cultures).
• Information about event sponsors can be
  appropriately acknowledged.
• Try to assess attendance numbers ahead of time
  and plan events/sites that are appropriately
  sized.
• Arrange for shuttle transportation to and from
  social events.

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Financial Aspects

• Plan in detail how to specifically handle funds
  (credit cards, checks, )
• Advance collection recommended
• Adhere to cut-off dates for meeting registration
• Provide a Preliminary and Final attendance list
  to the SC4 Secretariat and to attendees

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Financial Aspects

• Facilities Fees
• ISO does not authorize charging a registration
  fee to participate in SC4 meetings but attendees
  are expected to help reimburse host for actual
  meeting expenses via an optional facilities fee
• All attendees must be equally assessed the same
  facilities fee (no discounts nor other forms
  of discrimination allowed).

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Financial Aspects
Facilities Fees (Contd)

• Attendees are expected (not required) to pay a
  reasonable fee to offset facility expenses.
  Experience shows that some attendees elect not to
  pay the fee.
• The Secretariat and ISO Staff do not pay meeting
  or facility fees.
• Social events Secretariat Staff attends will be
  paid for separately.
• Secretariat staff will pay for provided meals
  and break-time refreshments based upon US Federal
  per diem allowance .

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Attendance and Facilities FeeRecent Experience
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SC4 Secretariat Operations
(Contd)

• Provide a separate, secure and lockable room
  (SC4 Secretariat Office), dedicated to SC4
  Secretariat operations.
• SC4 Secretariat office must be convenient for
  delegates to access.
• Provide workspace and power sources for three
  laptops and an additional open work table.

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SC4 Secretariat Operations
(Contd)

• At least one telephone line to allow attendees to
  reach the SC4 Secretariat and for SC4 Secretariat
  personnel to have internet access. The telephone
  should enable local calls and long distance toll
  calls (i.e., long distance to be paid by caller
  credit card).
• Printer with supplies for up to 1,000 pages.
• The SC4 Secretariat may use the same copier as
  the host provides for meeting attendees.

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SC4 Secretariat Operations (Contd)

• One (1) projector (beamer) for each meeting that
  the SC4 Secretariat participates in, i.e. Sunday
  PPC and PPC/Convenors meetings, and
• two (2) beamers for the Monday Opening General
  Meeting, Wednesday Liaisons General Meeting,
  Friday Closing General Meeting, and Friday SC4
  Plenary Meeting.

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SC4 Secretariat Operations (Contd)

• Adequate power and extension cords for all of the
  above.
• Meeting room setup as described in the following
  diagrams

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MEETING ROOM SETUP
2 Screens 2 Projectors
Power Strips/Sources for Projectors Delegates
All General Meetings (Mon AM Opening Plenary
Wed AM Liaison Plenary Fri AM Closing Plenary
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MEETING ROOM SETUP
1 Screens 1 Projectors
Power Strips/Sources for Projectors Delegates
All PPC PPC/Convenors Meetings
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MEETING ROOM SETUP
2 Screens 2 Projectors
U- shape Seating arrangement for National Body
Delegates
National Body Delegate Seating sequence
determined by Host
Theater Style for Extra Attendees
SC4 Plenary (Business) Meeting Friday AM
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Post Meeting Report
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SCHEDULEDFUTURE MEETINGS

• Summer 2006 Toulouse, France
• 25 - 30 June
• Fall 2006 Hershey Pennsylvania, USA
• 15 20 October

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Tentatively PlannedFUTURE MEETINGS

• Spring 2007 - Brazil ?
• Summer 2007 - Portugal
• Fall 2007 - USA ?
• Fall 2008 - Korea

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• For Information
• Meeting Information and Meeting Request Form
  Posted on
• WWW.TC184-SC4.Org

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