Guidelines for SC4 Meeting Host - PowerPoint PPT Presentation

1 / 44
About This Presentation
Title:

Guidelines for SC4 Meeting Host

Description:

All operations will be automated and use as little paper as possible. ... Try to assess attendance numbers ahead of time and plan events/sites that are ... – PowerPoint PPT presentation

Number of Views:26
Avg rating:3.0/5.0
Slides: 45
Provided by: jerry61
Category:

less

Transcript and Presenter's Notes

Title: Guidelines for SC4 Meeting Host


1

111111111111111111111111
SC4 Plenary Meeting
HOST GUIDELINES
ISO TC184/SC4 SECRETARIAT SC4 N2195
Updated 2007/03/29
2
AGENDA
  • Policy
  • Meeting Approval Process
  • Host Role
  • Meeting Promotion
  • Meeting Planning
  • Meeting Support
  • Facility Fees
  • Secretariat Operations
  • Meeting Room Setup Diagrams
  • Post Meeting Reports

3
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.
4
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

5
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.

6
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.

7
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.

8
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.

9
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.

10
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.

11
Formal Proposal Example






12
Acceptance Letter Example
13
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

14
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

15
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

16
Meeting Room Reservations for FUNCHAL meeting Now
Available Suggest Making the Reservation Now
17
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)

18
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.)

19
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)

20
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.
21
Meeting Support (Contd)
  • Computer Support
  • CD Read/Write drive on Master or Server
  • Dedicated black/white printer
  • Hookups for laptop connections to LAN

22
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

23
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

24
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

25
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)

26
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,...)

27
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.

28
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

29
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).

30
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 .

31
Attendance and Facilities FeeRecent Experience
32
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.

33
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.

34
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.

35
SC4 Secretariat Operations (Contd)
  • Adequate power and extension cords for all of the
    above.
  • Meeting room setup as described in the following
    diagrams

36
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
37
MEETING ROOM SETUP
1 Screens 1 Projectors
Power Strips/Sources for Projectors Delegates
All PPC PPC/Convenors Meetings
38
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
39
Post Meeting Report
40
SCHEDULEDFUTURE MEETINGS
  • Summer 2006 Toulouse, France
  • 25 - 30 June
  • Fall 2006 Hershey Pennsylvania, USA
  • 15 20 October

41
Tentatively PlannedFUTURE MEETINGS
  • Spring 2007 - Brazil ?
  • Summer 2007 - Portugal
  • Fall 2007 - USA ?
  • Fall 2008 - Korea

42
  • For Information
  • Meeting Information and Meeting Request Form
    Posted on
  • WWW.TC184-SC4.Org

43
(No Transcript)
44
(No Transcript)
Write a Comment
User Comments (0)
About PowerShow.com