Host Guidelines Brief

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Planning Briefing for FUTURE MEETING HOSTS
ISO TC184/SC4 SECRETARIAT
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SC4 MEETING HOST GUIDELINES
ISO TC184/SC4 SECRETARIAT
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Outline

• Scheduling Process
• Policy
• Host Role
• Meeting Requirements
• Recommended Guidelines
• Post Meeting Report

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 are available
from the Secretariat.
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PROCESS -Planned Meetings Process for
Establishing Meeting Date and Location

• 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.
• Potential meeting host makes informal offer to
  host a future meeting with a proposed location
  and date.
• SC4 Leadership makes determination that no known
  schedule or other conflicts exist.
• Meeting place and date are placed as a
  tentatively planned future meeting on the
  official SC4 web site and meeting calendar.

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Host Formal OfferLetter Example

Sincerely,
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PROCESS -Scheduled Meetings Process for
Establishing Meeting Date and Location

• Potential meeting host makes formal offer via
  letter to SC4 Secretariat to host a future
  meeting with a proposed location and date.
• Secretariat makes a determination, in
  consultation with the Chair and other
  interested/potentially affected parties, as to
  the appropriateness and reasonableness of the
  offer.

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PROCESS -Scheduled Meetings Process for
Establishing Meeting Date and Location

• Once determined acceptable, Secretariat issues
  formal Acceptance Letter to the host approving
  meeting date and venue.
• Meeting place and date are placed as officially
  scheduled on the SC4 web site and Future
  meetings calendar.

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Host Meeting Acceptance Letter Example
SECRETARIAT
Technical Committee 184 Industrial Automation
Systems and
¾¾
Integration


SubCommittee 4 Industrial Data
TC184/SC4 N 1342
2002-06-10
Mr.Burt Gischner
U.S. Head of Delegation
Department 450
Electric Boat Company
th
Building 88, 4
Floor, North End
75 Eastern Route Road
Groton, CT 06340
Dear Mr. Gischner,
Recent discussions have resolved the issues
related to meeting fees and delegate safety.
Accordingly, on behalf of ISO TC184/SC4 I am
pleased to inform you that your offer to
host the SC4 Plenary Spring meetings March 9
14, 2003 at Mission Beach in San
Diego, California is accepted.
Sincerely,
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POLICY GUIDELINESfor Hosting Meetings

• SC4 Meeting locations are rotated among venues in
  Europe, Pacific Rim, and North America.
• Hosts are volunteers meeting date and venue
  approved by SC4 Secretariat .
• 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.

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POLICY GUIDELINESfor Hosting Meetings

• Meeting participation is not conditional upon
  payment of any fees
• Attendees are expected (not required) to
  contribute a reasonable fee to offset meeting
  facility logistics expenses.
• Meeting facilities fee is to only cover actual
  expenses of hosting a meeting. Hosts are not
  allowed to make a "profit" from the meeting fees
  requested of Plenary delegates.

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POLICY GUIDELINESfor Hosting Meetings

• Every effort shall be made to reduce meeting
  costs to the minimum.
• If a meeting facilities fee is to be requested of
  attendees, it must be based strictly on direct
  costs for hosting meeting (i.e., only covers
  actual expenses of hosting the meeting).
• All attendees must be treated equally -- there
  can be no discrimination regarding the fees
  assessed. Discounts to certain attendees are
  prohibited.

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POLICY GUIDELINESfor 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.
• TC184/SC4 Meetings are not marketing
  opportunities.

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Role of Hostfor Scheduled Meetings

• Facilitate SC4 Standards Development Process
• Support On-Site Operational Meeting Needs of the
  National Bodies and Delegates
• Support On-Site Operational Meeting Needs of the
  SC4 Officers and the Secretariat

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Role of Hostfor Scheduled Meetings

• 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
• Submit After-Actions Report to Secretariat

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SC4 Meeting Promotion

• Meeting hosts are encouraged to
• Promote SC4 meetings and activities on web sites
  and in selected technical/ professional journals
  and business publications
• 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

• FACILITIES
• Registration Area
• Secure (Lockable) Host Office
• Secure (Lockable) Secretariat Office see below
• Computer Room open to meeting participants with
  printer, Internet access.

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Meeting Support

• FACILITIES
• General Meeting Room to accommodate all attendees
  (sometimes up to 200 people)
• Approximately 15 breakout meeting rooms with
  power strips, projectors, screens, see meeting
  setup diagrams below, and water. NOTE Room
  size requirements for specific meetings vary
  according to number of meeting participants --
  some meetings include up to 40 persons, many
  meetings are approximately 10-12 persons, some as
  few as 5 -6 persons .

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Meeting Support

• FACILITIES
• Provide (on a host-provided website) potential
  attendees with advance information about the
  meeting host country e.g. visa requirements,
  quarantine regulations, specific challenges in
  getting to the meeting site), etc.

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Meeting Support

• FACILITIES
• Provide advance information regarding available
  Lodging and Local Transportation facilities
  (location, costs, contact information).
• Recommend encouraging all attendees to stay in
  one hotel and hold all meetings in that same
  place.

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Meeting Support

• FACILITIES
• Lodging (individual Hotel Room) requests are
  handled by the Host country -- NOT the SC4
  Secretariat!
• Hotel guest room reservations can be arranged and
  controlled via the host and may offer
  significant potential advantages to the host.
• (e.g., Funchal meeting used a travel agency)

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Meeting Support

• FACILITIES
• Provide means for Officers and Convenors, et al,
  to reserve in advance adequate/ appropriate
  meeting room space.
• NOTE SC4 web site will hotlink to host meeting
  web site for this capability

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Meeting Support

• FACILITIES
• Arrange transportation for attendees to get to
  social events location and back.
• Recommend on-site wireless communications
  capability (e.g., 2-way radio) for use of host
  staff during meeting.

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Meeting Support

• FACILITIES COST DRIVERS
• Experience shows that certain things are real
  cost drivers and careful management of these
  items can significantly reduce overall meeting
  costs
• Number of Meeting Breakout Rooms
• Projectors (Beamers)
• Food Service

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Meeting Support

• 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

• ANCILLARY EVENTS
• Receptions and Social Events are not required but
  are traditionally provided and are excellent
  opportunities for the Host to promote their
  country.
• Try to get attendance numbers ahead of time and
  plan sites that are appropriately sized.
• Plan for shuttle transportation to and from
  social events.

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Meeting Support

• FINANCIAL ASPECTS
• Plan on how to handle funds (credit cards,
  checks, )
• Advance collection recommended
• Adhere to cut-off dates for meeting registration

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Meeting Support

• FINANCIAL ASPECTS
• ISO does not authorize charging a registration
  fee but many attendees are able to reimburse the
  host via an optional facilities fee
• All attendees equally assessed the same
  facilities fee.

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Meeting Support

• COMPUTER SUPPORT
• Sufficient dedicated desktop MS/DOS computers
  with CD drive, floppy drive, internet access, M/S
  Office installed and dedicated printer with
  supplies
• Note Last few meetings have provided a separate
  room for meeting delegate use. They averaged 4
  computers plus 3 hookups for laptops. This is
  becoming more popular and busy each meeting!

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Meeting Support

• COMPUTER SUPPORT
• 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.
• CD Read/Write drive on Master or Server

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Meeting Support

• COMPUTER SUPPORT
• Dedicated black/white printer
• Hookups for laptop connections to LAN
• Secure FTP site for transmitting and holding
  electronic documents

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Meeting Support

• GENERAL
• Provide a preliminary and final attendee list to
  Secretariat and to attendees
• Publish Daily Newsletter highlighting the days
  schedule, meeting locations, notices, reminders,
  etc.
• Find sponsors to help reduce overall meeting
  costs (e.g., social events, contributions of
  equipment, etc.)

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Meeting Support

• GENERAL
• Office Supplies for the total meeting
• Recommend having blank writeable CDs available
• Copy machine supplies for about 15,000 copies
• Supplies for two offices (paper, pens, tape,
  staplers staples)

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Support forSecretariat Operations

• Provide a separate, secure (lockable) room
  dedicated to Secretariat operations which must be
  convenient for delegates to access.
• Provide has workspace and power sources for four
  workstations/lap tops and an additional open
  worktable.

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Support forSecretariat Operations

• Adequate power and extension cords for all of the
  above.
• The Secretariat may use the same copier as the
  host provides for meeting attendees.

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Support forSecretariat Operations

• At least one telephone line to allow attendees to
  reach the Secretariat. The telephone should
  enable local calls and long-distance toll calls
  (I.e., paid by caller calling card or credit
  card).
• Secretariat personnel to have internet access.

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Support forSecretariat Operations

• Projectors (beamers) for each meeting that the
  Secretariat participates in, are to be provided
  as indicated in the Meeting Setup Diagrams.i.e.
  Sunday PPC and PPC/Conveners meetings, Monday
  Opening General Meeting, Wednesday Liaisons
  General Meeting, Friday Closing General Meeting,
  and Friday SC4 Plenary Meetings
• Meeting room arrangements are described in the
  Meeting Setup Diagrams see below.

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Support forSecretariat Operations

• The Secretariat and ISO staff do not pay meeting
  or facility fees.
• Separate payment (if appropriate) for social
  events which they attend will be the same as for
  all Plenary delegates.
• Secretariat can be expected to provide a
  reasonable reimbursement, based upon the Joint
  Travel Regulations designated rates, for meals
  and break-time refreshments actually consumed.

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Mentors

• Consider contacting prior hosts who successfully
  hosted meetings to obtain the benefit of their
  experience (dos and donts)
• Chuck Stark, US PRO
• Ricardo Goncalves, UNINOVA

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Draft
After-Actions Report
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SC4Meeting RoomSET UPDIAGRAMS
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MEETING ROOM SETUP
2 Screens 2 Projectors
Power Strips/Sources for Projectors each
Delegate
Table - Style Seating Arrangement
SC4 Plenary - Monday Opening and Friday Closing
Sessions
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MEETING ROOM SETUP
1 Screen 1 Projector
Power Strips/Sources for Projectors each
Delegate
Table - Style Seating Arrangement
All PPC PPC/Convenors Meetings
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MEETING ROOM SETUP
SC4 Plenary - Friday Business Session
U-Shape Style Seating Arrangement
NB Delegates
Theater Style Seating Arrangement
Other Participants and Observers
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Attendance and Facilities FeeRecent Experience
San Diego 130 850 US