Guide to meeting hosts

1          General guidelines

Potential hosts of WG11 meetings are encouraged to follow the recommendations outlined below when putting forward proposals to host meeting, and when preparing for such meetings.

1.1         Advanced registration/reservation:

1. Advanced registration cut off date for MPEG meeting (early bird discount fee) should not be sooner than at most six (6) weeks before the event.

2. Advanced reservation cut off date for hotels (discount fee) should not be sooner than at most six (6) weeks prior to the event.

3. Hotels should be encouraged to not demand advanced payment for reservation. If not feasible, then they should not charge more than 1 night’s stay as advanced payment.

4. Hotel fees should be negotiated at competitive rate, and should be lower than a direct reservation at the hotel

5. Enough number of hotel rooms for all potential participants should be available.

1.2        Meeting infrastructure fee:

6. MPEG meeting infrastructure fee for on-site registration should be less than 450 Euros / 600 USD.

7. Coffee breaks, social event and dinner at the social event should be organized with no extra charges.

8. Additionally provisions of lunches and/or early light dinner on Friday plenary are highly encouraged.

9. An estimation of meeting budget should be reported to MPEG at least 2 meetings in advance, so as to receive comments and confirmation from WG11 HoDs.

1.3        Cancellation policy:

10. MPEG  infrastructure fee

• Refund at least 90% of the fee if cancelled with more than or equal to 3 weeks in advance of the meeting.

• Refund at least 70% of the fee if cancelled with less than 3 weeks in advance of the meeting.

11. Hotel room reservation

• No hotel room charges should be made if hotel room reservation is cancelled within the normal conditions of the hotel.

• In any case no more than 1 night’s stay should be charged if cancelled within the normal conditions of the hotel.

• These cancellation policies should be clearly mentioned on the meeting related information pages and reservation forms.

1.4        Hotel location and services:

12. Hotels should be located close to the meeting venue in a walking distance, otherwise, free transportation services until late night (until 11pm) should be provided unless there is good public transport serving the hotels and the meeting venue.

13. The hotel rooms should offer the delegates the ability to hook their computer system to the (analogue) telephone system if no Internet access is available in the hotel rooms.

1.5        Related activities:

14. Co-located workshops before or after the MPEG meeting should be discussed with MPEG, if such activities are planned.

2          Meeting rooms, equipment and support

2.1        General:

MPEG meets, in general, for 5 days. Usually a Monday through Friday. In addition, ad-hoc groups (AHG) approved for meetings at MPEG’s prior meeting may hold those meetings on the Saturday and/or Sunday prior the meeting you will be hosting. 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 AHG chairs in order to obtain information of when and how many people will meet in the weekend before the actual meeting. 

Ideally all meeting rooms should be co-located with the hotel accommodation. It is likely that meeting rooms will be required to be available for at least 12 hours per day (8.30am to 8.30pm) with additional flexibility for the Chairs meeting and the Final Plenary to run later. 

Meeting organizers need to take care that the meeting facilities are also accessible for handicapped or disabled attendees. Furthermore the meeting rooms need to be as close as possible if the meetings rooms can’t be provided on a single facility or whenever the meeting facility is distributed over a large complex. 

Meeting organizers need to ensure that the meeting facilities are equipped with the ability to control the environment (air conditioning/heating) directly by delegates or, at least, by easily accessible personnel. 

2.2        Meeting Rooms

2.2.1        Meeting room setup

The larger rooms should be setup classroom style with tables and electrical outlets (to the local standard) and the smaller rooms in "U" or circular style with tables and electrical outlets for portable computer users (allow outlets for 75% of room capacity). 

At a minimum the subgroup meeting rooms will be needed from 8.30AM until 8.30pm everyday that WG 11 meets. The breakout rooms can be scheduled day-by-day if it affects the cost associated with the facilities fees.  

2.2.2        Meeting rooms required

2.2.3        Breakout Room Capacity

Breakout rooms provide each of the subgroups with the ability to form smaller breakout groups.

• 5rooms accommodating 10-25 persons.

• Additionally, a large open area, with chairs and tables, for smaller group meetings between 4 and 10 people.

2.2.4        Equipment in the meeting rooms (plenary, subgroups, AHG and break-out)

2.2.4.1       Tables

In the meeting and breakout rooms, the delegates are sitting behind tables. A delegate should have enough space to work (ideally the spacing should not less than 100 cm of the table length per delegate).

2.2.4.2       Electric outlets

There should be electric sockets close to all-sitting places for laptops to be supplied (at least 1 socket per person for at least  75% of the room capacity) arranged in a safe manner (both electrical: avoid dangerous “Christmas tree constructions' as well as physical: avoid crossing gangways unless taped down).

2.2.4.3       Beamer

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 fault beamer with a spare one).

For the plenary hall (and possibly for JVT or Video room), video projector capable of up to XGA (1024x768) resolution with multiple connection points for multiple PCs is required.

2.2.4.4       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.

2.2.4.5       Sound amplification

 PLENARY ROOM

• Amplification is essential including floor microphones preferably wireless.

Large subgroup rooms and JVT room

• Amplification is desirable, preferably wireless, in all subgroup rooms.

2.2.5        Internet access

The host should provide wireless (IEEE 802.11b and preferably G) internet access for all meeting, breakout and AHG rooms. In each meeting room there should be at least 1 (preferably 2) wired connections to the internet so when there are issues with ad-hocs etc the chair of the meeting and the presenter can still access the internet (since this may be necessary for a) retrieving documents or b) additional information).

The host should take particular care of the wireless access in the plenary hall where all delegates may log-in simultaneously. Adequate capacity of access points as well as routers must be provided.

The capacity of the link to the external world should be not less than 100 Mb/s (1 Gb/s advisable). If circumstances mean that access to the internet is bandwidth limited, restricted in other ways or not possible the meeting host shall inform WG 11 delegates at the earliest knowledge of such restrictions via the general WG 11 email reflector. Where there is restricted access to the internet the organizer must make a local server available for MPEG documents to reduce traffic across the link.

All PCs and laptops should be interconnected via a LAN.

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. 

(2 or more) Printers may be network attached (preferred) or on a print-sharing device for direct laptop or PC plug-in.

2.2.6        Computing area:

2.2.6.1       Tables

• Tables for a number of delegates to use wired Ethernet connections for laptop “touchdown” with electrical points

• In the case of the meeting being co-located with the guest rooms only 4 to 5 of these positions are required. In the case the meeting location and guest rooms not being co-located 15-20 of these positions are recommended.

2.2.6.2       Hardware

• 1 or 2 computers or laptops are desirable

2.2.6.3       Network Access

• 10 Ethernet accesses should be available in the computer area irrespective of WiFi availability

2.2.6.4       Operating System

LINUX or Windows XP/2000 (English Version only)

2.2.6.5       Applications Software (English Version only)

UP-TO-DATE Antivirus software, such as the NORTON anti-virus facility, capable of detecting and removing viruses.

• MS Word 2000 or higher for XP/2000,
  MS Excel 2000 or higher for XP/2000,.

• Network Software,

• Adobe Acrobat Reader latest version

2.2.6.6       Internet Access

See notation regarding access above!

• Net Browsers (Netscape 4.7 or Explorer 5.x or higher)

• FTP and TELNET capability with TCP/IP

• e-mail service including SMTP server name for out-bound service

• VPN access protocols, including PPTP, IPSEC Passthru, and SSH.

2.2.6.7       Printers

2 (or more) – PCL (HP compatible) printers capable of 10-12 ppm

NOTE: printers may be country specific with respect to language. It may be necessary to make available the printers drivers for such printers or to obtain printers that operate with the ENGLISH language version of the operating systems.

2.2.6.8       Supplies

• Spare toner cartridges for printers

• A4 paper (10 reams)

2.2.6.9       Electrical power and Air conditioning

The room should have sufficient electric power plugs and be able to power the computers without causing electric power failures. Likewise, the room should have sufficient air conditioning so as to be comfortable for delegates to work long hours.

2.3        Copying

For incidental copy requirements the facilities at the meeting location (hotel, conference center or university campus) should be sufficient.  

2.4        Secretariat

 Registration materials (table, badges, sign-up sheets, delegate lists, etc.)

2.5        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.

2.6        Support

• Receptionist / registration.

• Equipment maintenance on 1 hour call out.

• Amplification operator for plenary PA.

• Coffee / tea / soft drinks mid morning and mid afternoon. Hosts are reminded that the Coffee break for the Friday plenary needs to be coordinated with the Convener but is likely to be around 1600.

• It is advisable to offer the delegates a light supper during the Friday plenary again to be coordinated with the Convener but is likely to be around 1800

• Sandwiches or a light supper for the Chairs and HoD meetings on Sunday, Monday, Tuesday and Thursday is desirable.

• If the meeting facility is at a remote location (not close to restaurants of food courts) it is advised that the meeting organizer provides lunches to the delegates during the full meeting period (including weekend before the meeting during the ad-hoc meetings). It is advised that in this case a spilt receipt is provided to the attendees, one for the facilities part and one for the food & beverages part. 

3          Accommodation

Ideally co-located with the meeting rooms.

• Single rooms for 150 people and double rooms for 50 in main hotel

• Single rooms for 50 people and double rooms for 10 in secondary hotels (ideally within walking distance)

• List of low-cost restaurants for breakfast, lunch and dinner near the main hotel/meeting place

4          Travel Information (available on the meeting webpage)

• Airport information (airport transfers to hotel with 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

• 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 credit cards

  • acceptability of credit cards in general

  • availability of ATM machines, especially 24-hour service

5          Social

It is desirable to provide information to delegates on the following:

• Neighborhood information re restaurants, bars

• Information on pre- and post-meeting sightseeing/vacation opportunities

• Customary Wednesday evening social event including a dinner. (Please note that during the formal part of the social event (speeches) a sufficient PA (Public Address) system is an essential requirement in order to get the attention of the attendees to the formal addresses by officials and the convener)

• Cultural opportunities.

• Sports facilities.

• Available tours etc. for accompanying persons.

• Shopping opportunities, especially local bargains.

6          Registration and facilities fees

6.1        DELEGATES

• Prior to arrival of delegates prepare preprinted name badges for each registered  delegate including

  • Delegate Name

  • Affiliation (company or organization)

  • National Body/Liaison Affiliation

  • Maintain list of registered delegates

6.2        FACILITIES FEES

• Where facilities fees will be requested -

  • List of acceptable forms of payments - including credit card types.

  • Ability of delegates to prepay facilities fee to reduce 1st day congestion

7          Meeting Information

It is essential that information regarding the meeting you are hosting be made available as soon as possible with the logistics information being provided to the convener for circulation with the meeting calling notice before the immediately preceding WG11 meeting.

It is desirable for a web site providing meeting information and additional information relating to visas, travel, hotel and neighborhood information (see 4 above)

Messages should be sent out on the WG 11 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)