Doc No: ISO/IEC JTC1/SC22/WG21/SD-5
Reply To: Herb Sutter
1 Microsoft Way
Redmond WA USA 98052
WG21 and PL22.16 (C++) Joint Mailing and Meeting Information
Pre- and post-meeting documents are made available in machine-readable form to all PL22.16 and WG21 members at the official WG21 web site (http://www.open-std.org/jtc1/sc22/wg21/). All documents, including the working drafts of the standard, are made available machine-readable format, specifically in Adobe Acrobat, plain-text, or HTML formats.
There is currently no process for getting paper copies of the documents.
1.1 Mailing Dates
1.1.1 Pre-Meeting Documents Deadline
The deadline for providing to the PL22.16 Vice Chair all documents for the pre-meeting collection is the Monday four weeks prior to the Monday of the meeting week.
The mailing itself will be made available three weeks before the meeting date. By agreement, this will satisfy the PL22.16 "two week rule" for giving members adequate time to consider issues before the meeting.
1.1.2 Post-Meeting Documents Deadline
Post-meeting documents must be submitted within fourteen days of the close of the meeting. This satisfies the NCITS requirement to distribute minutes within two weeks, and helps satisfy the ISO/IEC JTC1 requirement to provide meeting agenda and meeting announcement information three to four months in advance.
WG21 and PL22.16 members interested in sponsoring meetings should contact the WG21 Convener. (See section 4, Contacts.)
2.1 Meeting Dates
Meetings are currently scheduled three times per year, roughly in the months of February, July, and November. WG21 meetings currently run Monday through Saturday.
2.2 Meeting Sponsors and Locations
WG21 meetings should have ISO/IEC JTC1 national body sponsors such as ANSI (US), BSI (UK), DIN (Germany), etc. but that can be pro forma. The financial burden is almost always assumed by corporate sponsors.
The selection of meeting sponsors and locations reflects:
- The need to meet outside the continental United States, and preferably outside North America, annually.
- The need to vary the geographic location of meetings so as to encourage widest participation.
- The attempt to arrange meetings respecting the order in which sponsors have volunteered.
2.3 Meeting Costs
In recent meetings, WG21 has been attended by about 90-140 people.
Based on recent meetings, the cost for hosting a meeting ranges from USD 18,000 to USD 25,000, depending on location and whether the host includes (optional) meals or a reception. Recognizing that these costs can be prohibitive for a single sponsor, we encourage multiple sponsors to join in sharing the meeting cost.
The rules of ISO, as well as some national bodies, do not permit the imposition of a mandatory facilities charge upon attendees. Naturally, the hotel can impose guest-room rates upon each guest, and reasonable charges can be made for meals, but neither can be made mandatory for day attendees.
2.4 Meeting Invitation Letter
The usual process for WG21 meetings begins with a formal invitation from the sponsoring national member body. Using the example of PL22.16 corporate members, the sponsoring company sends an invitation letter to the ITI Secretariat. If the invitation letter demonstrates that adequate support is provided for the meeting, then the invitation letter is forwarded to ANSI for issuance to the SC22 Secretariat and the WG21 convener. Adequate support includes indication of how internet and refreshment needs will be met, in addition to the information provided in the meeting information package. Given the possibility of many delays, it is advisable to send copies of the invitation letter and its attachments to the SC22 Secretariat (Marisa Peacock) and the WG21 convener. If meeting sponsors need assistance, the PL22.16 International Representative and the WG21 Convener may be consulted.
2.5 Meeting Information Distribution
Meeting sponsors should distribute the meeting information package such that it is a available for discussion two meetings prior to the one they are sponsoring. For example, the package describing the spring 2019 meeting should be available at the summer 2018 meeting.
The meeting information package should accompany the national member body meeting invitation letter. The invitation letter must be sent approximately 5 to 6 months in advance of the sponsored meeting. This allows the letter to progress through the national member body (standards organization, e.g., ANSI) where it is eventually sent to the WG21 Convener in time to announce the meeting three to four months in advance as required by ISO/IEC JTC1 rules.
2.6 Meeting Support Requirements
2.6.1 Meeting Information Package
Meeting sponsors must prepare a meeting information package which:
- identifies the nearest major airport and its distance to the meeting facility
- identifies the lodging facility or facilities and their distance to the meeting facility
- identifies available ground transportation for getting from the airport to the lodging and meeting facility; this could include comments on price and relative convenience of train, taxi, subway, and bus transport.
- provides the address, telephone numbers, and facsimile numbers for use in locating the hotel and meeting locations and to make reservations as necessary.
Information on local attractions is optional but appreciated.
If the sponsor desires, it is acceptable to host the meeting in corporate, academic, or standards institution facilities rather than a hotel. Transportation arrangements for the day and any evening meetings would be required. Using non-hotel facilities has the advantage that sponsors need not be locked into binding arrangements with hotels and attendees may feel free to stay in the hotel of their choice. On the other hand, having the entire committee at the same location fosters off-hours communication. However, if using a corporate location, the sponsor must be sure that security arrangements will be acceptable to all the attendees. The following arrangements have usually been acceptable: signing-in, signing-out, wearing a "guest" badge, even wearing an "escort required" badge. Examples of unacceptable arrangements would include non-disclosure agreements, national-security requirements, country-of-origin requirements, etc.
2.6.2 Lodging Arrangements
Attendees of North American meetings like to pay less than USD 150 per room per night. If the venue hotel is more expensive, it is highly desirable to have cheaper alternatives nearby. A designated conference hotel or list of hotels is acceptable.
2.6.3 Meeting Rooms
WG21 and PL22.16 meet Monday through Saturday in joint session. The daily schedule is usually 0830-1730 or 0800-1730. Normally, the Monday session starts 30 minutes later to allow for initial setup. Rarely, technical sessions are scheduled in the evening, usually 19:00-22:00.
A single room capable of holding 100 people is needed for (at least) the Monday session, the second half of the penultimate session (usually Friday after lunch), and the second half of the last session (usually Saturday after lunch). When the committee is not in full session, as above, it breaks into at typically four subgroups at a time, the largest of which is typically about 30 people. Thus, the minimum requirements are one large and three or four smaller rooms. If the large room is available all week, it can be used for the largest breakout room; if it can be split with a divider, it can be used for two breakouts.
Microphones for the large room have proved useful in the past, but are optional. A computer projector for each room is ideal, but committee members have brought projectors as needed in the past. The best setup for the each is a hollow square, with attendees around the outside. Tables in rows (classroom setup) is acceptable, seats without tables (theater style) is least desirable.
Essentially every attendee will bring a computer, and hence needs a nearby power strip to plug it in and adequate desk space to use it comfortably. Good internet access is essential. The committee makes extensive use of a wiki (off premises) with international access, to facilitate exchange of information and participation by those who cannot attend in person. Attendees will also need internet access even when meetings are not in session.
2.6.4 Refreshment Services
Morning coffee, tea, and pastries (bagels, danish, muffins, etc) are expected to be provided one-half hour prior to morning start time. If most attendees are staying in the meeting hotel, and if the hotel provides the coffee-and-pastry service to all the guests, then the host need not provide redundant service in the meeting room.
Refreshment breaks at 10:00 and 15:00 are fairly standard and appreciated: coffee/tea/juice/sodas and snacks.
Lunch service is not necessary, but advice on where to eat is welcome.
2.6.5 Evening Reception or Entertainment
Some meeting sponsors optionally host an evening reception. To contain costs, other companies might be involved in the planning and funding of a reception. Some members travel with families, so please indicate if families are welcome at the reception.
The best evenings for the reception are, in decreasing order of desirability, Thursday, Wednesday, or Tuesday.
To inquire about hosting a meeting, please contact the WG21 Convener.
4. Acknowledgments -- Previous Meetings and Corporate Sponsors
See the meeting list for previous meetings and sponsors. Thank you to the many past hosts for your support for C++ standardization!