OCG - User contributions [en-gb]

Use of English

2025-07-25T11:58:41Z

Carboninibes: Carboninibes moved page Use of English to Use of English for drafting ETSI deliverables

#REDIRECT [[Use of English for drafting ETSI deliverables]]

Use of English for drafting ETSI deliverables

2025-07-25T11:58:41Z

Carboninibes: Carboninibes moved page Use of English to Use of English for drafting ETSI deliverables

=Scope and Application=

The present guide has been prepared by the ETSI Secretariat and is intended for English-language authors, including Chairs, Rapporteurs and STF TTF Experts involved in ETSI deliverables.

Regardless of whether English is your native language, the aim of this guide is to promote clarity and simplicity in written communication. ETSI deliverables have traditionally been drafted in English since the organization's inception in the 1980s. Over time, the English style adopted by ETSI has evolved to become clearer and less influenced by specific cultural nuances. Factors such as ETSI's location in the south of France, the diverse nature of its staff, and its international membership have contributed to this evolution.

In addition to its technical content, ETSI deliverables are characterized by a consistent writing style and a distinct visual identity. Since its establishment, ETSI's documents have been instantly recognizable to its readership.
This guide serves as a reference for ETSI authors, aiming to streamline the writing process and maintain consistency across deliverables. The transition from the previous version of the 'Use of English' guide to the present wiki format aims to simplify the content, retaining only essential information.

=British vs. American spelling=

Use British rather than American spelling in all cases.

[[File:Figure1.jpg|center]]

=Spelling of -ise / -ize / -yse / -yze=

Following a common convention used by several European SDOS, -ize shall be used when the suffix is added to create a verb from a stem which is a noun. This rule, although contrary to many Britons' instinct, is in fact "better" English than -ise.
An important exception to the above rule is aligning ETSI spelling rules with European Standardisation Regulation in their spelling of the term Harmonised Standard (spelled with "s" rather than "z").

More importantly, -ise or -ize usage needs to be consistently applied in ETSI deliverables.
Please refer to [https://portal.etsi.org/Portals/0/TBpages/edithelp/Docs/ETSI_spelling_List.pdf the complete list of ize/ise words] used in ETSI standards.

[[File:Figure2.jpg|center]]

=Hyphens in Microsoft Word®=

The safest way to not make mistakes is to try and never break words - turn automatic hyphenation off in your word processor, which will tend to hyphenate in American (where the rules are laxer) rather than British English.

[[File:Figure3.jpg|center]]

To control hyphenation in Microsoft Word, please consult [https://support.microsoft.com/en-us/office/control-hyphenation-7d4d2a38-b0e2-4f04-873a-0a8d48ac3923 Microsoft Support]

=Prefixes and when to use hyphens=

A prefix is a half word (e.g. anti-, ex-, post-, pre-) placed before a word to modify its meaning. Most prefixed words can be written with or without a hyphen after the prefix.

Avoid using a hyphen with a prefix. However, if you feel the word appears too odd without a hyphen or if your spellchecker flags it as incorrect, you may use a hyphen.

[[File:Figure4.jpg|center]]

=Apostrophes=

The apostrophe is used to indicate, amongst other things, the possessive case in English. A singular noun is made possessive by the addition of 's.

[[File:Figure5.jpg|center]]

=Contractions=

A contraction is formed by combining two words and omitting one or more letters.
As mentioned above, contractions like "isn't" (is not), "can't" (cannot), "won't" (will not), "it'll" (it will), "it's" (it is), etc. though common in speech, are not allowed in ETSI deliverables. The markers of abbreviations are either apostrophes or full stops.

[[File:Figure6.jpg|center]]

=Abbreviations=

An abbreviation is formed using the initial letters (or sometimes other parts) of a longer word or phrase to represent the whole.

[[File:Figure7.jpg|center]]

=Plurals=

When forming the plural of abbreviations, treat them as regular nouns by simply adding an 's', even if the plural noun does not come at the end of the abbreviated phrase.

[[File:Figure8.jpg|center]]

Some words have irregular plurals. Some compound nouns are also troublesome. Some likely to cause confusion are the following words:

[[File:Figure9.jpg|center]]

See below a list of words which have no plural form.

[[File:Figure10.jpg|center]]

=Use of gender-sensitive terminology=

For further details please consult the [https://ocgwiki.etsi.org/index.php?title=Use_of_gender_inclusive_language gender sensitive terminology guide].

Please be aware that editHelp! encourages the usage rules determined in this guide but does not practise sensitivity reading when reviewing ETSI standards.

=Upper case and lower case=

Proper nouns are always capitalized. Otherwise, nouns are given in lower case, i.e. words such as committee, organization, secretariat, report, government only have a capital when part of a full title, e.g. the ETSI Secretariat.

[[File:Figure11.jpg|center]]

It is to be noted that words such as clause, annex, table, figure are to be used either capitalized or not. What is important in these cases is the consistency throughout the whole document.

=Symbols=

[[File:Figure12.jpg|center]]

=Scientific units=

The use of scientific units can be tricky though ETSI is aligned with current international practices. See below the table for further information.

[[File:Figure13.jpg|center]]

Further examples in the table below.

[[File:Figure14.jpg|center]]

=Foreign words and phrases=

Many words of foreign origin are in common usage, and it can be tempting to use them in ETSI deliverables.
However, these words are to be used with caution and if a British English equivalent exists it is preferable to opt for the most common or widely known option.

Only the most commonly used foreign words are allowed and all others risk being flagged by editHelp!. It is also unnecessary to italicize foreign words.

[[File:Figure15.jpg|center]]

=Numbers=

ETSI uses the same convention adopted by all major SDOs in Europe where the decimal point is represented by a comma, and that the separator between groups of three digits is a space (except four-digit numbers representing years have no separator as well as for pixels).

[[File:Figure16.jpg|center]]

=Infinitive of verbs=

There is often confusion whether to say, for example, "we propose to draft a standard" or "we propose drafting a standard".
The choice is often, as in this case, a matter of personal preference and both are correct. However, there are instances where using the infinitive form is incorrect.

See example in table below.

[[File:Figure17.jpg|center]]

=Negatives=

The basic rule is only one negation allowed in a British English sentence, and any required degree (of negativity) must be added by the use of adverbs.

[[File:Figure18.jpg|center]]

=Verbal forms for the expressions of provisions=

It is important to know the use of modal verbs can be tricky even for native British English speakers.
Therefore to express Requirements, Recommendations, Permission, Possibility and Capability in ETSI deliverables, please refer to [https://portal.etsi.org/Resources/ETSI-Directives clause 3.2 of the ETSI Drafting Rules].

[[File:Figure19.jpg|center]]

=Adjectives: Comparatives & Superlatives=

The general rule is that the comparative is constructed by adding -'''er''' to the root, and the superlative by adding -'''est'''.

[[File:Figure20.jpg|center]]

The following table illustrates instances where the comparative form of an adjective is formed by adding the word "more" before the base adjective, and the superlative form is created by using "most".

It provides typical examples and also showcases adjectives with irregular comparatives and superlatives.

[[File:Figure21.jpg|center]]

="Style" or "person" to be used in ETSI Deliverables=

The two most common styles of narrative in British English are "conversational" and "informational".

[[File:Figure22.jpg|center]]

=The indefinite article=

The form "a" is used except before a vowel sound, when it changes to "an".
Indeed, contrary to most grammar rules, it is the sound of what follows which decides the case, not the spelling.

[[File:Figure23.jpg|center]]

=Italics=

The ETSI Drafting Rules state: "Use italic for citations, linguistic expressions or when a word/text/expression is extracted from a specific context."

Italic font serves to emphasize citations, linguistic expressions, or text and phrases, including foreign words and scientific names. It's important to note that either italics or quotation marks can be used to cite quotations from references and papers.

However, it's been observed that there's a tendency to overuse italics in ETSI deliverables.
Bold should be used only to emphasize text.

[[File:Figure24.jpg|center]]

=For further reading=

For further reading, please take a look at the following:

* [https://www.oed.com/?tl=true The Oxford English Dictionary]

* [https://www.collinsdictionary.com/dictionary/english The Collins English Dictionary]

* [https://www.iso.org/ISO-house-style.html ISO House Style]

* [https://commission.europa.eu/document/download/c45f5b70-2d0e-4da7-b181-b5fe3a16c4bb_en European Commission: English Style Guide]

Members Guide

2024-06-12T09:05:02Z

Carboninibes: Carboninibes moved page Members Guide to Member Official Contacts’ Guide

#REDIRECT [[Member Official Contacts’ Guide]]

Member Official Contacts’ Guide

2024-06-12T09:05:02Z

Carboninibes: Carboninibes moved page Members Guide to Member Official Contacts’ Guide

{{DISPLAYTITLE:Member Official Contacts’ Guide}}

'''Introduction:'''

This document outlines essential information for a '''Member Official Contact''', summarizing the Statutes, Rules of Procedures, and Technical Working Procedures from the [https://portal.etsi.org/Resources/ETSIDirectives.aspx ETSI Directives]. These legal documents define the rights and obligations between ETSI and its members.

= 1: Getting Started =

== I am a Member Official Contact ==
You became the Official Contact when designated by the signatory of the application form or by replacing the previous contact. As the Official Contact, you are the '''main representative of your organization''' to ETSI and often the Voting Contact for member votes. If no Financial Contact is specified, you assume that role as well.

== My responsibilities ==
Please ensure all '''organizational data is accurate and regularly updated'''. Only Official Contacts can modify membership information via the ETSI Web interface (see 3: "Maintenance of an organization’s membership data"). As an Official Contact, you can also declare additional Voting Contacts by contacting [mailto:membership@etsi.org membership@etsi.org].

You should follow up on the annual membership contribution payment status.

You should reply to requests from the membership team concerning membership reviews for the following year.

== Actions from the ETSI Secretariat ==
All membership information is sent to the Official Contact (e.g., Collective Letters). Please distribute relevant information within your organization. The ETSI Membership team ([mailto:membership@etsi.org membership@etsi.org]) is your contact for membership-related questions or modifications.

The Operations (OPS) and Standardization Services (STS) departments offer advice and support to Reference Bodies (e.g., Technical Bodies (TBs), Industry Specification Groups (ISGs) etc.).

See the [https://portal.etsi.org/People/Commitee-Support-Staff Committee Support Staff].

= 2: Important Deadlines =

== Membership review for the following calendar year ==
All member contributions for the following year are based on the '''declared position as of 30 September''' of the previous year.

As per Article 2 of Annex 2 of the ETSI Rules of Procedure, organizations must review their ICT & Electronics Communications Related Turnover (ECRT) or the country's GDP for administrations and confirm their membership type (ME / SME) before the autumn General Assembly, informing the Secretariat of any changes.

This information is used to calculate each organization's Contribution class for the next year's membership dues and to construct the ETSI annual budget.

The membership team sends a reminder to all official contacts sometime before the deadline.

== Payment of membership contributions or fees ==
All contributions and observer fees are '''due in January''', with a '''5% late payment penalty for payments made after 30 April'''.

'''Suspension of access rights''' in June if payment is not made '''by 31 May'''.

'''Expulsion''' from ETSI membership and file '''transfer to debt recovery agency''' if payment is not made by 31 August.

== Resignation from ETSI membership ==
ETSI membership automatically renews unless the member organization resigns '''before''' '''30 September''', effective at year-end.

To resign your organization’s ETSI membership by year-end, submit a request via the [https://portal.etsi.org/webapp/membershipwithdrawal/PersUpdate.asp web interface] or email [Mailto:membership@etsi.org membership@etsi.org] before September 30. Notifications received after September 30 will result in membership ending on December 31 of the following year, and contributions for that year will still be due.

= 3: Working Tools and related topics =

== ETSI OnLine (EOL) accounts ==
As the Official Contact, you've been granted an EOL account, providing access to password-protected areas within ETSI and facilitating your engagement in technical activities. Delegates representing member organizations can also apply for an EOL account via the [https://portal.etsi.org/CreateAccount#/home ETSI Portal].

It's crucial to note that as the Official Contact, you'll receive notifications regarding all EOL accounts created under your organization's name. These accounts remain active unless you request their deletion. Regularly reviewing the list of individuals representing your organization is encouraged.

When logged into the Portal, any EOL account holder can perform various actions, including [http://portal.etsi.org/pwdretrieval/default.aspx resetting the username and/or password] and [https://portal.etsi.org/Change-Password changing the password] and [http://webapp.etsi.org/teldir/PersonalInfo.asp updating personal contact details].

== Maintenance of an organization’s membership data ==
As the '''Official Contact''', it's vital to maintain accurate and up-to-date data for your organization. Only the Official Contact (and the '''Financial Contact''', for financial details) can request changes to membership information.

With your EOL account, you can access and request changes to your organization’s data as follows:

· [https://portal.etsi.org/webapp/teldir/OrgaInfo.asp View and edit member organization’s general information] (name, address, category, phone number, etc.)

· [http://webapp.etsi.org/teldir/OrgaInfo.asp Change the official, voting, or financial contacts' names]

· [http://webapp.etsi.org/teldir/ListPers.asp Request removal of delegates representing the member organization]

· View the payment status of invoices and pay via the online interface by credit card ''(to be published soon)''

Please note: All change requests made via the web interface are forwarded to the Membership team for database updates, following your clarification if needed.

= 4: Rules and Policies =

== ETSI Directives ==
The ETSI Directives can be downloaded from the [https://portal.etsi.org/Resources/ETSI-Directives ETSI Portal].

== ETSI Information Policy ==
The summary of the Information Policy can be [https://www.etsi.org/images/files/membership/ETSI-Information_Policy.pdf downloaded from our website].

= 5: Frequently Asked Questions (FAQs) =

== Membership contributions or fees ==
Invoices for ETSI membership contributions or fees are emailed to the Official Contact (and Financial Contact, if different) at the year's end for the following year. All contributions and observer fees are due in January, with a 5% late payment penalty for payments made after 30 April.

Non-payment results in a Final Demand by registered letter, and access to ETSI Online services is suspended from 1 June. Upon payment, access rights are reinstated, but you and your organization’s delegates must re-register for mailing lists. Failure to pay within deadlines can lead to expulsion from ETSI and transfer of debt to a recovery agency.

Re-application for ETSI membership is not possible until any outstanding debt is cleared.

== Useful URLs for membership and participation in technical work ==
ETSI '''membership details''' are accessible on the [http://portal.etsi.org/ Portal home page].

'''3GPP Membership:''' An ETSI member with a Class of Contribution of 1 or 2 who applies for 3GPP membership via ETSI pays an extra fee. From class 3 onward, the 3GPP membership is covered by the ETSI membership contribution.

To check the 3GPP membership status of your organization, please view the [http://webapp.etsi.org/3gppmembership/QueryForm.asp 3GPP website].

To apply for 3GPP membership see the various Organizational Partners via the [http://webapp.etsi.org/3gppmembership/QueryForm.asp 3GPP website].

In addition to the ETSI/3GPP membership contribution, ETSI/3GPP members are asked to indicate their expected attendance at face-to-face meetings to support 3GPP F2F meeting funding. For more information see the information on the [https://www.etsi.org/membership/dues ETSI website] or contact [Mailto:membership@etsi.org membership@etsi.org].

'''oneM2M Membership:''' Any ETSI member can join oneM2M with no additional fees. Apply for oneM2M membership through their [http://www.onem2m.org/membership/join-onem2m dedicated portal].

To participate in '''Approval Procedures for ETSI Standards (ESs) and ETSI Guides (EGs)''', use the [http://portal.etsi.org/eApproval/ eApproval application]. Only Member Official Contacts or designated Voting Contacts can vote or comment on ESs and EGs.

'''Access various mailing lists''' through the [http://webapp.etsi.org/TBMembershipList/ TB Membership application].

Explore additional resources such as the [https://www.etsi.org/newsroom/magazine ETSI ENJOY! MAGAZINE], [http://www.etsi.org/events EVENTS list], and access to [https://www.etsi.org/media-library/brand-and-trademarks ETSI Logos].

Stay updated with the [http://webapp.etsi.org/meetingcalendar ETSI Meetings Calendar], [http://webapp.etsi.org/workprogram/simplesearch/queryform.asp Work Programme] and [https://www.etsi.org/standards#Pre-defined%20Collections Web Standards Search], where you can set alerts for updates on your chosen deliverables.

= 6: Contact Information ETSI membership =

== ETSI membership team for administrative matters ==
[Mailto:membership@etsi.org membership@etsi.org]

+33 (0)4 92 94 42 69 or +33 (0)6 83 19 31 40

[https://www.etsi.org/membership www.etsi.org/membership]

'''Postal address:'''

ETSI

Membership team

650 Route des Lucioles

06921 Sophia Antipolis CEDEX

== Director for Membership Development (questions of potential members) ==
[Mailto:claire.desclercs@etsi.org Claire.desclercs@etsi.org]

+33 4 92 94 43 83 or +33 6 72 28 52 64

{{DEFAULTSORT:Member_Official_Contacts’_Guide}}

Host Guidelines

2023-08-03T12:08:35Z

Carboninibes: Carboninibes moved page Host Guidelines to Meeting Host Guidelines: Renaming the page title

#REDIRECT [[Meeting Host Guidelines]]

Meeting Host Guidelines

2023-08-03T12:08:34Z

Carboninibes: Carboninibes moved page Host Guidelines to Meeting Host Guidelines: Renaming the page title

== Introduction ==

Thank you for agreeing to be a Host for an ETSI meeting.

This document describes the essential elements of your role, what ETSI expects from its Meeting Hosts, and the support that you can expect from the ETSI Secretariat. It applies to Technical Groups and only to Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.

As Meeting Host you are the prime contact point for all local meeting arrangements both before and during the meeting week. The present document is a step-by-step guide describing the various tasks you are expected to carry out as the ETSI Meeting Host.

You are requested and expected to keep ETSI Secretariat informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.

 
== The venue ==
The first step is to establish/secure the venue.

Your organization may be able to host the meeting in your premises or may be able to negotiate special rates with a local hotel or conference centre. An alternative solution could be to find a group of companies willing to host the meeting collectively.

The size of every ETSI Technical Group and the number of Working Group sessions governs the parameters, as well as accommodation, food and beverage requirements. Please liaise with the Chair, Secretary or ETSI Support Staff to determine the precise requirements.

Typically, they may include the following:
* The reservation of a room that will have the capacity for the foreseen number of delegates;
* Multiple rooms if there are WGs or breakout sessions;
* Wi-Fi access is essential, as well as a projector for presentations and to facilitate the online editing;
* Conference call facilities may also be required; (The Technical Officer shall always offer to use the ETSI web conference tools)
* Depending on the size of the meeting room, microphones may be required.
* Hotels near the meeting location and with good transportation links by rail/metro and road should be recommended;
* Access to the meeting room for disabled delegates.
Planning needs to start as early as possible: many hotels take reservations for their conference facilities a year or more in advance.

The venue should be situated within a reasonable distance from a major airport which is either a major hub in its own right or has good connections to at least one major hub. Ideally, most delegates should not require more than two flight-legs to reach the venue.

It should be accessible by reasonably priced public transport (train, bus, tram, shuttle, taxi) from the nearest airport.

It is useful to post signs at the meeting venue to ease the access for attendees.

 
== Layout of the meeting room ==
The Meeting Host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI Staff
 

 
== Number of rooms and their availability ==
The number and size of the room(s) required depend mainly on the number of delegates and the meeting types. There may also be a requirement for additional meeting rooms for working groups or other smaller meetings held in parallel with the main meeting. The Meeting Host should seek confirmation of room figures (number and capacity) with ETSI Support ideally 2-3 months before the meeting.

Each room should have a notice on its door indicating the name of the group and its allocated meeting times, if available.

Depending on the type and requirements of the meeting, not all the rooms may be used throughout the meeting. The Chair or ETSI support staff should provide the timetable which will outline when rooms are required, especially if it is planned to split into several working groups. Consideration must also be given to joint WG sessions, where larger meeting rooms are needed.

The meeting schedule should also be highlighted also on the draft agenda, available with 30 days before the meeting.

The Meeting Host, the TG Chair and ETSI Support need to synchronize with the daily availability of meeting rooms (earliest availability in the mornings and the latest possible times in the evenings) but also on the coffee and lunch breaks.
{| class="wikitable"
|Earliest room availability time (in the morning):
|''No earlier than 08:00''

''The usual Working Groups’ start time = 09:00''
|-
|Latest room availability time (in the evening):
|''No later than 19:00''

''The usual Working Groups’ end time = 18:00''
|-
|Coﬀee breaks time:
|Depending on the common decision taken by the group
|-
|Lunch breaks time:
|Depending on the common decision taken by the group
|}
Information related to room size and shape is handy for preparing a meeting. ETSI support would appreciate receiving this information as soon as it is available.

Sufficient places should be provided (e.g., hallways, bars, lounges, open meeting rooms, open restaurants) for people to hold chats, offline conversations and group discussions in the combination of spaces offered by the meeting venue, hotels and bars/restaurants in the surrounding area, within a reasonable walking distance.
 

=== Audio/video equipment ===
Every delegate should bring their own laptop to the meeting and power adaptor for the country where the meeting is hosted.

There should be an adequate supply of electrical power and extension cables.

Provisioning the mains feeds carefully to avoid overloading circuit breakers or fuses is essential.
* Ensure that meeting rooms can deliver enough power for all equipment that will be connected;
* Provide a power plug to each participant’s seat, for each access point in the meeting room and the projector.
Conference call or web conference facilities shall be available for delegates participating remotely to the meeting.

The ETSI Secretariat will provide GoToMeeting/Teams connection details for web conferencing and online meeting tools.

==== '''Projector''' ====
Screens should be visible to all the delegates.

Projectors should be bright and clearly readable from anywhere in the meeting room.

Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. Documents will be projected from the top table; hence the free end of the video cable should be within reach of any top table seat. An HDMI cable plus adapter for VGA or mini-DisplayPort cable is often requested by Chair.

==== '''Internet Connectivity''' ====
The provision of free internet access is mandatory (usually via Wi-Fi); network set-up and support are the Meeting Host's responsibility.

The Meeting host should consider the foreseen number of delegates when dimensioning the internet connections.

The Wi-Fi quality should allow people to meet in a hybrid mode without interruptions.

The delegates must be aware of any possible limitations of the wireless LAN at the meeting venue.

The internet service shall not be subject to firewall, traffic shaping, packet limiting, billing equipment, and unnecessary routers which might limit the number of simultaneous connections and reduce the effective bit rate. Many delegates will wish to run VPN back to their employers’ networks, and there should be no limitation on such connections.

On-site network Support: An IT technician responsible for the network setup should be on-site at least the first two mornings to provide immediate support and troubleshoot any potential network problems.

==== '''Microphones and Speakers''' ====
The number of microphones should be sufficient to ensure that each delegate in the meeting room can access to a microphone.

In the meeting room, we should have audio-speakers connected to the web conferencing tool(s) and the sound should be of good quality to run a hybrid meeting in good conditions.
 

 
== Meeting Invitation ==
As you, as Meeting host, have the best local knowledge, you should help the ETSI Technical Officer and ETSI TG Chair to prepare the meeting invitation.

ETSI Staff, in association with ETSI TG Chair, will send a pre-filled meeting invitation template to the Meeting Host with meeting dates, venue and hyperlinks to the meeting registration page on the portal.

The host will customize the invitation with details of the venue hotel and local information that will be useful for the participants.

The hyperlink to the meeting page on the portal should be included in the invitation as it displays the registration link. It is also preferable to provide an indicative cut-off date for registration, it may assist with the creation of Wi-Fi accounts and badges.

''See the description of the information required in the meeting invitation in Annex 3.''

=== When should the invitation be sent? ===
The ETSI Working Procedures require that a plenary meeting invitation be available to delegates at least four weeks before the start of the meeting.

As some delegates will need to undergo lengthy formalities to obtain a travel visa, it is usual to issue the meeting invitation around 60 days, in advance.

Once the venue details are established, the invitation should be issued immediately.

''See Annexes 4a and 4b for the visa invitation letter template.''

 

== Registration ==
The host can monitor the registration progress at any time on the ETSI portal (this requires an ETSI-On-Line account that can be obtained via ETSI Support).

The information is available from the ETSI portal’s meeting details and registration web page on the ETSI portal (hyperlink in meeting invitation).
 

 
== Advice for Host staff on-site ==

=== Administrative support: ===
Local administrative staff support is most important at the beginning of the Meeting to finalise the meeting badges and ensure a smooth registration.

Role of the administrative support staff:
* Interface with the hotel/conference centre on any matters (i.e. rooms requirements, catering)
* Assist the delegates with non-IT-related problems (travel, taxis, local information).
The administrative support staff must be fluent in English and often act as interpreter with the hotel/conference centre staff.

=== IT and audio/video support: ===
The IT technician(s) will be responsible for the on-site network and audio/video support. They should be familiar with the network infrastructure set-up and be able to react immediately on any installed equipment (router, access point…) in case of a problem.

They will also be responsible for the audio (microphones) and video (projectors) equipment in all meeting rooms.

Optionally the technicians should be able to provide some support to delegates experiencing difficulties to connect.

 

== Meeting badges ==
The Host is responsible for providing badges and badge-holders for all delegates registered in advance.

The participants’ list is available from the meeting details page on the ETSI portal; it can be exported to CSV for the host to print the meeting badges.

The host can use the portal feature dedicated to print all badges.
[[File:Picture2.jpg|left|521x521px]]

 
 
 

It is suggested that the Host reviews the list of pre-registered delegates shortly before the start of the meeting to account for late registrations.
 

 
== Security ==
High priority should be given to ensure that delegates will be safe during the Meeting.

The location of meeting hotel(s) and meeting venue shall be carefully selected to make the meeting as easy and safe as possible for the delegates.

Locations with known major safety/security issues should be avoided

It is advisable to inform delegates of the security measures (if applicable) at the meeting venue. If security cannot be guaranteed during breaks, delegates should be informed of the risks of leaving their equipment and documents unattended.

Delegates should be made aware that the Host cannot be held responsible for any loss or degradation of their equipment.
 
== Catering: coffee breaks, refreshments, lunch ==
Drinking water, coffee, tea, and refreshments should be available during coffee breaks.

The Host should inform ETSI Support Staff & attendees whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site should be prepared.
 

 
== Social event ==
There is no obligation to organize a social event.

The expenses for a social event may be covered by the host or covered by sponsors or shared between the delegates.

If a social event is planned, it is useful to announce it as soon as possible in order to generate interest as well as know who will attend.

 
= Annex 1: Meeting Invitation template =
[https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]

= Annex 2 : Invitation Checklist =
For use by the Host to check that all the required information has been included in the invitation.

{| class="wikitable"
|'''Information in the invitation'''
|'''M'''andatory/

'''R'''ecommended/

'''O'''ptional
|-
|Venue address (city, country)
|M
|-
|Closest airport
|M
|-
|Clear indications on how to access the city from the airport: train, underground, bus, taxi.

Including indication of trip cost, distance, and duration information.
|M
|-
|List of recommended hotels, including distance from the meeting place and room price.
|M
|-
|Special negotiated hotel room rates and the cut-off date for reservation at the reduced tariff;
|R
|-
|Name(s) of the contact people for the support on-site
|M
|-
|Clear indications on how to access the venue (including map), taxi cost, local tansport lines (buses, trams, underground), etc.
|M
|-
|Lunch options/sandwich shops close to meeting venue
|R
|-
|'''Visas information and invitation letters:'''
|
|-
|Some delegates may require a personal invitation letter to depart from their home country (ETSI will provide a template letter).
|-
|The invitation must give the details (name and email) of a contact person at the host who will prepare and send the invitation letter upon request.
|M
|-
|It is possible to provide a request form as part of the meeting invitation with fields for the data typically requested by visa-issuing authorities (see in annex of the present document).
|R
|-
|Some hosts will offer an on-line visa letter request form.
|O
|-
|'''Additional information'''
|
|-
|Car hire information;
|O
|-
|Information concerning the proximity of local shops and amenities;
|O
|-
|Currency information;
|O
|-
|Weather information (only if extremely hot, cold, rainy season, etc. … during meeting)
|O
|-
|Tipping policy in the country
|O
|}

 
= Annex 3a: Template invitation letter (for visa purposes) =

[https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Template invitation for visa purposes]

= Annex 3b: Alternative template invitation letter (for visa purposes) =

[https://ocgwiki.etsi.org/images/b/b2/Annex_3b_Alternative_template_invitation_letter_%28for_visa_purposes%29.docx Alternative template invitation letter (for visa purposes)]

= Annex 4: Meeting Checklist =

For use by the ETSI Meeting Host during the meeting preparations and the Chair or ETSI Secretariat to ensure everything is available as expected.
{| class="wikitable"
|'''Meeting Checklist'''
|'''Available/not available'''
|-
| colspan="2" |'''Essential'''
|-
|Meeting rooms (number of meeting rooms & their capacity)
|
|-
|Tables and chairs (and their configuration)
|
|-
|Wi-Fi connection to internet
|
|-
|Projector/beamer with a cable for connection to a delegate's laptop
|
|-
|Power sockets with extensions
|
|-
|Microphones and audio-speakers that can be connected to the Web Conferencing system
|
|-
|Web conferencing/telephone bridge for remote participants
|
|-
|Badges for participants (with meeting name, delegate’s name and company) for distribution at registration
|
|-
|Coﬀee/tea/water for coﬀee breaks (typically 1 break each half day)
|
|-
| colspan="2" |'''Desirable'''
|-
|Printer
|
|-
|Several adapters for foreign power plugs
|
|-
|Flip chart/whiteboard
|
|-
|Staﬀ available (Assistant, IT Technician)
|
|}