Doc No: ISO/IEC JTC1/SC22/WG21/SD-5 Date: 2009-06-17 Project: JTC1.22.32 Ref. Doc: Reply To: P.J. Plauger Convener, SC22/WG21 Dinkumware, Ltd. 60 Thoreau Street, Ste. 367 Concord MA 01742 Email: pjp@dinkumware.com Tel: +1-978-371-2773 Fax: +1-978-371-9014 WG21 and PL22.16 (C++) Joint Mailing and Meeting Information ============================================================ 1. Mailings 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 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. 2. Meetings 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 consulted. 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 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 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, 1900-2200. 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 rooms. 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 requirement). 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. 3. Contacts PL22.16 Chairman: Steve Clamage PL22.16 Vice chair: Clark Nelson PL22.16 International Rep: Barry Hedquist ITI Secretariat: Kate McMillan WG21 Convener: P.J. Plauger SC22 Secretariat: Sally Seitz 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