Doc No: ISO/IEC JTC1/SC22/WG21/SD-5
Reply To: P.J. Plauger
60 Thoreau Street, Ste. 367
Concord MA 01742
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
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 Friday that is at least 24 days 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 Deadlines
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 March, July, and November. WG21 meetings currently run
Monday through Saturday, or Monday through Friday when necessary.
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 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
WG21 and WG14 meetings are scheduled back to back at the same
location when possible. In recent meetings, WG14 has been attended
by about 20-25 people, and WG21 by 50-60 people. The discussion
below is confined to the (rather larger) cost of hosting WG21.
Based on recent meetings, the cost for hosting a meeting ranges from
USD 10,000+ to USD 20,000+, the higher cost possibly including an
(optional) reception or other entertainment. Recognizing that these
costs are often prohibitive for any one enterprise, we encourage
multiple sponsors to join in sharing the meeting cost. In fact, WG21
now welcomes individual contributions, preferably of USD 5,000 or
more, that can be decoupled from the actual administrative effort of
finding a venue and organizing the logistics of the meeting. It
has become a significant burden on the Convener simply soliciting
administrative hosts and multiple contributors for each meeting.
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 (Matt
Deane) and the WG21 convener. If meeting sponsors need assistance, the
PL22.16 International Representative and the WG21 Convener may be
2.5 Meeting Information Distribution
Meeting sponsors must distribute the meeting information package such
that it is a available for discussion at the meeting prior to the one
they are sponsoring. For example, the package describing the March
2009 meeting must be available at the October 2008 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 3 to 4 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
- 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 130
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 Friday in joint session. Sometimes
the daily schedule is 0830-1730, sometimes it is 0800-1730. Usually
the Monday session starts 30 minutes later to provide a small jet-lag
adjustment. Rarely, technical sessions are scheduled in the evening,
A single room capable of holding 60 people is needed for (at least)
the Monday session, the second half of the penultimate session
(Thursday or Friday), and the second half of the last session
(Friday or Saturday). If the large room is available all week, it
can be used for the largest breakout room. When the committee is
not in full session, as above, it breaks into at typically three
subgroups, the largest of which is typically about 25 people. Thus,
the minimum requirements are one large and two or three smaller
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 is acceptable, classroom style
is least desirable.
Essentially every attendee will bring a laptop, 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. Attendees will also need internet access even when
meetings are not in session.
Access to a printer and/or a copier service at the meeting location is
desirable but not required (the use of networking is obsoleting this
2.6.4 Refreshment Services
Lunch service is not necessary, but advice on where to eat is welcome.
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 1000 and 1500 are fairly standard and
appreciated: coffee and tea at the morning break; soft drinks, cookies,
etc. at the afternoon break.
2.6.5 Evening Reception or Entertainment
Some meeting sponsors host an evening reception. This is purely
optional. To contain costs, other companies might be involved in the
planning and funding of a reception. Some members travel with
families, especially for the outside-USA meetings, 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.
PL22.16 Chairman: Steve Clamage <Stephen.Clamage@sun.com>
PL22.16 Vice chair: Clark Nelson <firstname.lastname@example.org>
PL22.16 International Rep: Barry Hedquist <email@example.com>
ITI Secretariat: Kate McMillan <firstname.lastname@example.org>
WG21 Convener: P.J. Plauger <email@example.com>
SC22 Secretariat: Sally Seitz <SSeitz@ansi.org>
4. Acknowledgments -- Previous Meetings and Corporate Sponsors
Meeting Location Corporate Sponsor
------- ----------------------- ------------------------------
Dec 89 Washington, DC Hewlett-Packard
Mar 90 Somerset, NJ ATT
Jul 90 Seattle, WA Microsoft
Nov 90 Palo Alto, CA HP
Mar 91 Nashua, NH DEC
Jun 91 Lund, Sweden Lund Inst.
Nov 91 Dallas, TX Texas Instruments
Mar 92 London, UK Symantec
Jul 92 Toronto, ON IBM
Nov 92 Boston, MA OSF
Mar 93 Portland, OR Sequent, Tektronix, Mentor Graphics
Jul 93 Munich, Germany Siemens Nixdorf
Nov 93 San Jose, CA Taligent
Mar 94 San Diego, CA ATT/NCR
Jul 94 Waterloo, ON Watcom
Nov 94 Valley Forge, PA Unisys
Mar 95 Austin, TX Motorola
Jul 95 Monterey, CA Sun Microsystems
Nov 95 Tokyo, Japan IBM
Mar 96 Santa Cruz, CA Borland
Jul 96 Stockholm, Sweden Ericsson
Nov 96 Kona, HI Plum Hall
Mar 97 Nashua, NH Digital
Jul 97 London, England, UK Programming Research
Nov 97 Morristown, NJ AT&T
Mar 98 Sophia Antipolis, France ILOG
Oct 98 Santa Cruz, CA Silicon Graphics, Plum Hall, Perennial
Apr 99 Dublin, Ireland Martin O'Riordan
Oct 99 Kona, HI Plum Hall
Apr 00 Tokyo, Japan ITSCJ
Oct 00 Toronto, ON IBM, Eastman-Kodak, PeerDirect
Apr 01 Copenhagen, Denmark DS
Oct 01 Redmond, WA Microsoft
Apr 02 Willemsted, Curacao AtosOrigin
Oct 02 Santa Cruz, CA Dinkumware, Perennial
Apr 03 Oxford, UK ACCU, Microsoft, Adobe
Oct 03 Kona, HI Plum Hall
Mar 04 Sydney, Australia Whitesmiths
Oct 04 Redmond, WA Microsoft
Apr 05 Lillehammer, Norway RAP, Dinkumware
Oct 05 Mont Tremblant, PQ Maurya Software, Sun, Dinkumware
Apr 06 Berlin, Germany DIN
Oct 06 Portland, OR Intel
Apr 07 Oxford, UK ACCU, Microsoft, Sun, Seymour
Jul 07 Markham, ON, Canad IBM
Oct 07 Kona, HI Plum Hall
Feb 08 Bellevue, WA Microsoft
Jun 08 Sophia Antipolis, France INRIA
Oct 08 San Francisco, CA Google
Mar 09 Summit NJ EDG, Dinkumware, Plum Hall, Sun
Jul 09 Frankfurt, Germany Interactive Data Managed Solutions
Oct 09 Santa Cruz, CA Dinkumware