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 that we try to:
- meet outside the continental United States, and preferably outside North America, annually;
- vary the geographic location of meetings so as to encourage widest participation; and
- 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 30,000, 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
The usual process for WG21 meetings begins with sending the WG21 convener a formal confirmation that the sponsoring company commits to hosting the meeting with a range of acceptable potential dates, including providing adequate support including internet service and morning/afternoon break refreshments.
2.5 Meeting Information Distribution
Meeting sponsors should distribute the meeting information package (2.6.1) no later than 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.
2.6 Meeting Support Requirements
2.6.1 Meeting Information Package
Meeting sponsors must prepare a meeting information package which includes:
- final meeting dates;
- the nearest major airport and its distance to the meeting facility;
- the meeting hotel(s) and their distance to the meeting facility;
- available ground transportation for getting from the airport to the lodging and meeting facility, which could include comments on price and relative convenience of train, taxi, subway, and bus transport; and
- the address and telephone numbers for use in locating the hotel and meeting locations and to make reservations as necessary.
Information on local attractions is optional but appreciated.
It is strongly preferred that:
- there be a single primary meeting hotel, although some attendees may elect to stay at other nearby hotels (e.g., before of their employers' travel requirements); and
- the meeting rooms are at the hotel or within a 10-minute walk of the hotel, otherwise transportation shuttle arrangements between the hotel and meeting location would be required each day and for any evening sessions.
If the sponsor desires to use meeting rooms in corporate, academic, or standards institution facilities, 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. Examples of unacceptable arrangements would include non-disclosure agreements, national-security requirements, country-of-origin requirements.
2.6.2 Lodging Arrangements
Attendees of North American meetings like to pay less than USD 200 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 140 people is needed for the plenary sessions at the beginning and end of the meeting: Monday morning 0800 to (approx.) 1030, and Saturday 0800 to 1400. At other times, the committee into typically five or six subgroups at a time, the largest of which is typically about 50 people. Thus, the minimum requirements are one large and 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 not acceptable.
Essentially every attendee will bring a computer, and therefore there should be adequate power strips to plug in and adequate desk space to use a laptop 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.
Daily morning and afternoon refreshment breaks are expected to be provided at 10:15 (Mon-Sat) and 15:30 (Mon-Fri), with 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!