Meeting Host Guidelines - Revision history

Sattij: Fix typos

2025-11-04T10:34:05Z

Fix typos

← Older revision		Revision as of 11:34, 4 November 2025
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	\|Wi-Fi connection		\|Wi-Fi connection
	\|-		\|-
	\|Display ~~devise~~ (projector/beamer) with a cable for connection to a laptop		\|Display device (projector/beamer) with a cable for connection to a laptop
	\|-		\|-
	\|Power sockets with extensions (and adapters for foreign power plugs)		\|Power sockets with extensions (and adapters for foreign power plugs)
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	\|Audio and visual requirements for delegates with hearing impairment or low vision who use ALDs		\|Audio and visual requirements for delegates with hearing impairment or low vision who use ALDs
	\|-		\|-
	\|Badges for participants (with meeting name, delegate’s name and company) for distribution at ~~registration~~		\|Badges for participants (with meeting name, delegate’s name and company) for distribution at check-in
	\|-		\|-
	\|Coﬀee/tea/water for coﬀee breaks (typically 1 break each half day)		\|Coﬀee/tea/water for coﬀee breaks (typically 1 break each half day)
	\|-		\|-
	\|IT Technician staff		\|IT Technician staff

Clarkel: /* Administrative / IT support at the venue */

2025-10-16T15:23:09Z

Administrative / IT support at the venue

← Older revision		Revision as of 16:23, 16 October 2025
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	== Administrative / IT support at the venue ==		== Administrative / IT support at the venue ==
	It is important for the meeting ~~organiser~~ to ensure:		It is important for the meeting host to ensure:

	* a smooth registration at the beginning of the meeting.		* a smooth registration at the beginning of the meeting.
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	* assist the delegates with non-IT-related problems (travel, taxis, local information)		* assist the delegates with non-IT-related problems (travel, taxis, local information)
	* accessibility requirements are taken into account		* accessibility requirements are taken into account
	* the administrative support staff can speak English and act as interpreter, especially with hotel or conference centre staff.		* the administrative support staff can speak English and act as interpreter, especially with hotel or conference centre staff.<br />


	The IT technician(s) on-site will be responsible for the network and audio/video support. They should be able to intervene quickly on any installed equipment (router, access point…) in case of a problem and be able to provide support to delegates experiencing difficulties to connect.		The IT technician(s) on-site will be responsible for the network and audio/video support. They should be able to intervene quickly on any installed equipment (router, access point…) in case of a problem and be able to provide support to delegates experiencing difficulties to connect.

Ordazsanchez: /* Annex 4: Meeting Checklist */

2025-10-16T14:16:20Z

Annex 4: Meeting Checklist

← Older revision		Revision as of 15:16, 16 October 2025
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	Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. The video cable should be within reach of at least one table seat. Check if the most commonly cable and adapter are available (e.g. USB-C, VGA or HDMI) or mini-DisplayPort cable will be required by the TG Chair.		Each meeting room should have a monitor screen and a projector connected to a laptop to display the meeting documents. The video cable should be within reach of at least one table seat. Check if the most commonly cable and adapter are available (e.g. USB-C, VGA or HDMI) or mini-DisplayPort cable will be required by the TG Chair.

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

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	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.		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~~ ===		=== Microphones and speakers ===
	Depending on the audio setup in the meeting room, each delegate in the meeting room should be able to easily use a microphone.		Depending on the audio setup in the meeting room, each delegate in the meeting room should be able to easily use a microphone.

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	The meeting room 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.<br>		The meeting room 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.<br>

	== Meeting ~~Invitation~~ ==		== Meeting invitation ==
	The host, given their knowledge of the location, should work with the ETSI TG Support staff and the TG Chair to prepare the meeting invitation.		The host, given their knowledge of the location, should work with the ETSI TG Support staff and the TG Chair to prepare the meeting invitation.

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

	= Annex 4: Meeting ~~Checklist~~ =		= Annex 4: Meeting checklist =

	For use by the host and ETSI TG Support staff during the meeting preparations:		For use by the host and ETSI TG Support staff during the meeting preparations:
	{\| class="wikitable"		{\| class="wikitable"
	\|'''Meeting Checklist'''		\|'''Meeting Checklist'''
	~~\|'''Available/not available'''~~
	\|-		\|-
	\|Meeting rooms (number of meeting rooms & their capacity)		\|Meeting rooms (number of meeting rooms & their capacity)
	\|
	\|-		\|-
	\|Tables and chairs (and their configuration)		\|Tables and chairs (and their configuration)
	\|
	\|-		\|-
	\|Wi-Fi connection		\|Wi-Fi connection
	\|
	\|-		\|-
	\|Display devise (projector/beamer) with a cable for connection to a laptop		\|Display devise (projector/beamer) with a cable for connection to a laptop
	\|
	\|-		\|-
	\|Power sockets with extensions (and adapters for foreign power plugs)		\|Power sockets with extensions (and adapters for foreign power plugs)
	\|
	\|-		\|-
	\|Microphones and audio-speakers that can be connected to the web conferencing system		\|Microphones and audio-speakers that can be connected to the web conferencing system
	\|
	\|-		\|-
	\|Web conferencing/telephone bridge for remote participants		\|Web conferencing/telephone bridge for remote participants
	\|
	\|-		\|-
	\|Audio and visual requirements for delegates with hearing impairment or low vision who use ALDs		\|Audio and visual requirements for delegates with hearing impairment or low vision who use ALDs
	\|
	\|-		\|-
	\|Badges for participants (with meeting name, delegate’s name and company) for distribution at registration		\|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)		\|Coﬀee/tea/water for coﬀee breaks (typically 1 break each half day)
	\|
	\|-		\|-
	\|IT Technician staff		\|IT Technician staff
	\|
	\|}		\|}

Ordazsanchez: /* Number of rooms and their availability */

2025-10-16T14:11:34Z

Number of rooms and their availability

← Older revision		Revision as of 15:11, 16 October 2025
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	The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.<br>		The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.<br>

	=== ~~Number of~~ rooms and their availability ===		=== Meeting rooms and their availability ===
	The number and size of the room(s) required depend mainly on the number of delegates. 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 host should seek confirmation of room figures (number and capacity) with ETSI TG Support staff ideally 3-4 months before the meeting.		The number and size of the room(s) required depend mainly on the number of delegates. 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 host should seek confirmation of room figures (number and capacity) with ETSI TG Support staff ideally 3-4 months before the meeting.

Ordazsanchez: /* Annex 1: Meeting Invitation Template */

2025-10-16T13:58:49Z

Annex 1: Meeting Invitation Template

← Older revision		Revision as of 14:58, 16 October 2025
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	<br>		<br>
	= Annex 1: Meeting ~~Invitation Template~~ =		= Annex 1: Meeting invitation template =
	[https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]		[https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]

	= Annex 2: Meeting ~~Invitation Checklist~~ =		= Annex 2: Meeting invitation checklist =
	For the host to check that all the required information has been included in the invitation.		For the host to check that all the required information has been included in the invitation.

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	\|R		\|R
	\|-		\|-
	\|~~Invitation letter~~ for visa application (see Annex 1)		\|Information for visa application letter (see Annex 1)
	\|R		\|R
	\|-		\|-

Ordazsanchez: /* Administrative/ IT support at the venue */

2025-10-16T13:56:12Z

Administrative/ IT support at the venue

← Older revision		Revision as of 14:56, 16 October 2025
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	For transparency, a disclaimer is also included in the drop-down list.		For transparency, a disclaimer is also included in the drop-down list.

	== Administrative/ IT support at the venue ==		== Administrative / IT support at the venue ==
	It is important for the meeting organiser to ensure:		It is important for the meeting organiser to ensure:

Ordazsanchez: /* Layout of the meeting room */

2025-10-16T13:55:41Z

Layout of the meeting room

← Older revision		Revision as of 14:55, 16 October 2025
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	It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).<br>		It is useful to post signs at the meeting venue to ease the access. For delegates with cognitive disabilities, signage accompanied with symbols is recommended, (considering the text may not be in their native language).<br>

	== ~~Layout of the meeting~~ room ==		== Meeting room layout ==
	The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.<br>		The host should discuss the room requirements and layout with the ETSI TG Chair and with the ETSI TG Support staff and check that access to the meeting is possible for delegates with disabilities.<br>

Ordazsanchez: /* Annex 3: Template: visa application letter (for Host) */

2025-10-16T13:52:30Z

Annex 3: Template: visa application letter (for Host)

← Older revision		Revision as of 14:52, 16 October 2025
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	= Annex 3: Template: visa application letter (for Host) =		= Annex 3: Template: visa application letter (for Host) =

	[https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx ~~Meeting invitation template and letter~~ for visa application]		[https://ocgwiki.etsi.org/images/9/9a/Annex_3a_Template_invitation_letter_%28for_visa_purposes%29.docx Letter for visa application]

	~~= <!-- To be removed -->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 =		= Annex 4: Meeting Checklist =

Ordazsanchez: /* Annex 1: Meeting Invitation Template */

2025-10-16T13:48:45Z

Annex 1: Meeting Invitation Template

← Older revision		Revision as of 14:48, 16 October 2025
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	<br>		<br>
	= Annex 1: Meeting Invitation Template =		= Annex 1: Meeting Invitation Template =
	[https://ocgwiki.etsi.org/~~index.php?title=File:~~Annex_1_Meeting_invitation_template.docx Meeting invitation template]		[https://ocgwiki.etsi.org/images/9/9b/Annex_1_Meeting_invitation_template.docx Meeting invitation template]

	= Annex 2: Meeting Invitation Checklist =		= Annex 2: Meeting Invitation Checklist =

Ordazsanchez: /* Annex 3b: Alternative template invitation letter (for visa purposes) */

2025-10-16T13:47:40Z

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

← Older revision		Revision as of 14:47, 16 October 2025
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	<br>		<br>
	= Annex 1: Meeting Invitation Template =		= Annex 1: Meeting Invitation Template =
	[https://ocgwiki.etsi.org/images/9/9b/ What links here Related changes Upload file Special pages Printable version Permanent link Page information File:Annex 1 Meeting invitation template.docx File Discussion Read Edit Edit source View history Unwatch More File File history File usage Annex_1_Meeting_invitation_template~~.docx~~.docx Meeting invitation template]		[https://ocgwiki.etsi.org/index.php?title=File:Annex_1_Meeting_invitation_template.docx Meeting invitation template]

	= Annex 2: Meeting Invitation Checklist =		= Annex 2: Meeting Invitation Checklist =