HOST

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SC4 Plenary Meeting
HOST GUIDELINES
ISO TC184/SC4 SECRETARIAT SC4 N1398
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AGENDA

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

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POLICY for Hosting SC4 Meetings

• SC4 Plenary Meeting locations are rotated among
  venues in Europe, Pacific Rim, and North America.
  
• 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.
• TC184/SC4 Meetings are not marketing
  opportunities.

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POLICY for Hosting SC4 Meetings

• All operations will be automated and use as
  little paper as possible.
• Every effort should be made to reduce meeting
  costs to the minimum.

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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 Secretatiat within 30 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

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

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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.
• Note SC4 Meeting Host Guidelines are published
  in document N1398 that is posted on the SC4 web
  site and distributed at Host Planning meetings.
  Extra copies available from SC4 Secretariat.

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Meeting Approval Process
Planned Future Meetings

• Potential meeting host makes informal offer to
  host 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
  tentativelyplanned future meeting on the
  official SC4 web site and meeting calendar.

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Formal Proposal Example






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Meeting Approval Process (contd)
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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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
• Solicit additional meeting sponsors if desired to
  help defray meeting costs

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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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Meeting Support

• General
• Adhere to cut-off dates for registration
• Provide a preliminary and final attendee list to
  Secretariat and to attendees
• Hotel guest room reservations can be arranged and
  controlled via the host and may offer potential
  advantages to the host.
• (e.g., Funchal meeting used a travel agency)

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Meeting Support (Contd)

• General
• Secure address and location for shipping and
  secure holding of materials before the meeting.
• Secure FTP site for transmitting and holding
  electronic documents

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Meeting Support (Contd)

• Computer Support
• Must have sufficient dedicated desktop MS/DOS
  computers with CD drive, floppy drive, internet
  access (including wireless), M/S Office installed
  and dedicated printer with supplies for meeting
  delegates to use.
• Note Last few meetings a separate room was
  available for delegates to use the host-provided
  computers. They averaged 4 computers plus 3
  hookups for laptops (now considered as a bare
  minimum recommend considering additional!) .

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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.

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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 15 breakout rooms with power
  strips, projectors, screens, drinking water
• Registration Area
• Lockable Host Office
• Lockable Secretariat Office
• General Meeting Room to accommodate all attendees
  (sometimes up to 200 persons)

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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.
• 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)
• Recommend wireless contact capability for host
  staff during meeting

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Meeting Support (Contd)

• Meeting Supplies
• Copy machine supplies for about 10,000 copies
• 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, and strongly
  recommended) Lunch and breakfast each day
• Provision for special diets (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 promote their
  country).
• Try to get attendance numbers ahead of time and
  plan events/sites that are appropriately sized.
• Plan for shuttle transportation to and from
  social events.

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Facility Fees

• Attendees are expected (not required) to pay a
  reasonable fee to offset facility expenses.
• The Secretariat and ISO Staff do not pay meeting
  or facility fees.
• Social events they attend will be paid for
  separately.
• Secretariat staff will pay per diem allowance
  for provided meals and break-time refreshments.

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Facility Fees (contd)

• Financial Aspects
• ISO does not authorize charging a registration
  fee but many attendees are able to be reimbursed
  for 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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Facility Fees (contd)

• Financial Aspects
• Plan on how to 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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Attendance and Facilities FeeRecent Experience
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SC4 Secretariat Operations
(Contd)

• Provide a separate, secure and lockable room
  (Secretariat Office), dedicated to Secretariat
  operations.
• 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 Secretariat and for 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 at least 1500 pages.
• The Secretariat may use the same copier as the
  host provides for meeting attendees.

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SC4 Secretariat Operations(Contd)

• A dedicated desktop MS/DOS computer with CD
  drive, floppy drive, and internet access, M/S
  Office installed (not located in Secretariat
  Office).
• NOTE This workstation should be publicly
  available for meeting delegates to access SC4
  documents and presentations

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SC4 Secretariat Operations (Contd)

• One (1) projector (beamer) for each meeting that
  the 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 each
Delegate
All General Meetings
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MEETING ROOM SETUP
1 Screens 1 Projectors
Power Strips/Sources for Projectors each
Delegate
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 Business Meeting
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Post Meeting Report
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FUTURE MEETINGS

• SCHEDULED
• Fall 2003 - Poitiers France 26-31 Oct
• Spring 2004 - TBD
• Summer 2004 TBD

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FUTURE MEETINGS

• PLANNED
• Spring 2004 - North America
• Summer 2004 - Bath, United Kingdom
• SC4 20th Anniversary Meeting
• Fall 2004 - Brazil?? Central America??
• Spring 2005 - Brazil?? Central America??
• Summer 2005 - France??
• Fall 2005 - China
• Spring 2006 - Australia / New Zealand

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

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