Doc No: ISO/IEC JTC1/SC22/WG21/SD-5
Date: 2012-09-20
Project: JTC1.22.32
Ref. Doc:
Reply To: Herb Sutter
 Convener, SC22/WG21
 Microsoft Corp.
 1 Microsoft Way
 Redmond WA USA 98052
 Tel: +1-425-707-6533

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
( 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.

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 two times per year, roughly in the
months of April and October. WG21 meetings currently run Monday
through Friday.

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

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 70-85 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.

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

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 spring
2013 meeting must be available at the fall 2012 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 provide a small jet-lag
adjustment. Rarely, technical sessions are scheduled in the evening,

A single room capable of holding 80 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 is acceptable, classroom 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

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:             Herb Sutter <>

SC22 Secretariat:          Marisa Peacock <>

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
Mar 10  Pittsburgh, PA           Carnegie Mellon University
Aug 10  Rapperswil, Switzerland  Hochschule fuer Technik
Nov 10  Batavia, IL              Fermi National Accelerator Laboratory
Mar 11  Madrid, Spain            Telefonica I+D
Aug 11  Bloomington, IN          Indiana University
Feb 12  Kona, HI                 Plum Hall, Bloomberg
Oct 12  Portland, OR             Intel