Doc No: ISO/IEC JTC1/SC22/WG21/SD-5
 J16 03-0029
Date: April 17, 2003
Project: JTC1.22.32
Ref. Doc:
Reply To: Herb Sutter
 Convener, SC22/WG21
 Microsoft Corporation
 1 Microsoft Way
 Redmond WA 98052
 Tel: +1-425-707-6533
 Fax: +1-928-438-4456

WG21 and J16 (C++) Joint Mailing and Meeting Information

1. Mailings

Pre- and post-meeting documents are made available in machine-readable
form to all J16 and WG21 members. A list of internet sites is
available from the J16 Vice Chairman (see section 4, Contacts) and is
frequently broadcast over the committee's email reflector. All
documents, including the working drafts of the standard, are made
available machine-readable format, specifically in PostScript, Adobe
Acrobat, plain-text, and 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 J16 Vice Chair all documents for the
pre-meeting collection is the Friday that is 31 days prior to the
Monday of the meeting week.

The mailing itself will be made available at least three weeks before
the meeting date. By agreement, this will satisfy the J16 "two week
rule" for giving members adequate time to consider issues before the

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 two to three months in advance.

2. Meetings

WG21 and J16 members interested in sponsoring meetings should contact
the WG21 Convener. (See section 4, Contacts.)

2.1 Meeting Dates

Meetings are scheduled in the months of April and October. WG21 meets
alone Sunday evenings. Co-located WG21 and J16 meetings run Monday
through Friday. (Calendar or logistics problems sometimes dictate
adjustments to these general rules; in the notes below "Sunday",
"Monday" and "Friday" refer to relative days of the meeting, not fixed
days of the week.)

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. J16 meetings require
committee member sponsors such as ATT, Compaq, etc. Hence, co-located
meetings should have two sponsors for each meeting.

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 co-located, so the following discussion of
costs assumes a two-week meeting.  In recent meetings, WG14 has been
attended by about 20-25 people, and WG21 by 50-60 people.

Based on recent meetings, the cost for hosting a meeting ranges from
$10,000 to $16,000, with the higher cost including an (optional)
reception or other entertainment. A significant portion of the cost is
providing network access during the meeting. Recognizing that these
costs could be prohibitive, we recommend that one or more sponsors
join to share the meeting cost. An example of this is the Santa Cruz
meeting in October 1998, when Perennial, SGI, and Plum Hall shared the
costs. 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 J16
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
clerical, copying, 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
J16 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 April
2000 meeting must be available at the October 1999 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 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 $100 per
room per night. Recent experience seemed to indicate a threshold
around $130. The conference hotel in Lund charged about $170 per room
per night so about half the attendees stayed elsewhere. Recent
experience matched those numbers fairly closely. A designated
conference hotel or list of hotels is acceptable.

2.6.3 WG21-Only Meeting Room

WG21 meetings are on Sunday evening prior to the week of co-located
WG21 and J16 meetings. They usually begin at 1800 and last about two
hours. A room accommodating about 25-30 people is required.

2.6.4 Plenary Meeting Room

WG21 and J16 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 a small jet-lag
adjustment. Often technical sessions are scheduled in the evening,
1900-2200. A single room with a computer projector is needed, and
microphones for the speaker at the projector, the joint meeting chair,
and for each 6-8 committee members. Most of the members bring portable
computers, so outlets for each attendee are necessary. Attendance has
been 40-70 people. The usual meeting setup has been the "hollow
square" with all participants around the edges. An alternative for
smaller rooms has been two long rectangular tables with participants
along each side (a "beer hall" setup); the smaller setup has sometimes
obviated the need for participant microphones. It is considered
mandatory to provide each participant with at least four square feet
(one-half square meter?) of table space for laptop computers, notes,
documents, etc.

2.6.5 Break-out Rooms

Subcommittees meet in parallel sessions Monday afternoon through
Thursday. 3-4 rooms for subcommittees should be available; two groups
can meet in the plenary session room if absolutely necessary.

2.6.6 Computer Support

A local area network available in all meeting rooms is a requirement.
Local area network access allows immediate distribution of working
documents, and has greatly reduced the need for printing and

Internet access available in all meeting rooms is a requirement.
Internet connectivity can divert attendees' attention, but allows
access to external ISO web sites and other useful reference material.
Broadband Internet access is desirable and has been available at some
recent meetings, but as of this writing (2003) it is not yet a

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). If these facilities are provided, they are normally paid
for by the host, and cannot be imposed as a fee upon attendees.

2.6.7 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; coffee, tea, soft
drinks, cookies etc at the afternoon break.

2.6.8 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 evening for the reception is Thursday; the worst is probably
Wednesday, since that evening is used to draft formal motions.
Technical sessions are often held Monday or Tuesday.

3. Contacts

J16 Chairman:          Steve Clamage <>

J16 Vice chair:        Clark Nelson <>

J16 International Rep: Clark Nelson <>

ITI Secretariat:       Kate McMillan <>

WG21 Convener:         Herb Sutter <>

SC22 Secretariat:      Matt Deane <>

5. 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, United Kingdom  Symantec
Jul 92  Toronto, Canada         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, Canada        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  Nice, 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, Canada         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