Meeting Host Guidelines: Difference between revisions

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== Introduction ==
== Introduction ==


Thank you for agreeing to be a Host for an ETSI meeting.  
This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat.


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.
The host is 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 to be carried out by the host for Technical Groups, 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.
The host is requested and expected to keep ETSI TG Support staff informed of the progress of the meeting preparations, as well as any issues that may arise before or during the meeting.<br>


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.
<br>
== The venue ==
== The venue ==
The first step is to establish/secure 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 hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively.
 
The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  
 
The key elements include the following:
 
* The reservation of a room with the capacity for the foreseen number of delegates
* Multiple rooms if there are WGs or breakout sessions
* Wi-Fi access and a display device (essential)
* Electrical power and a supply of extension cables
* Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools
* Hotels near the meeting location and with good transportation links by rail/metro and road are recommended
* Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.
 
The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.


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.  
The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.


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.
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.
The venue should be located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.
 
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 should be accessible by reasonably priced public transport (train, bus, tram, shuttle, taxi) from the nearest airport.
== 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>


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


<br>
Each room should display a sign on its door indicating the name of the group or meeting, along with the scheduled meeting times, if available.
== 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
Depending on the nature and requirements of each meeting, not all rooms may be in use at all times. Consideration should also be given to joint WG sessions, where larger meeting rooms are needed.
<br>
 
The meeting schedule and the draft agenda, prepared by the TG Chair in coordination with the ETSI TG Support staff, should be available with 30 days before the meeting. This is in accordance with the ETSI Directives. This also enables blind participants or those with low vision to read them beforehand using their own assistive technologies.
 
The meeting schedule should consider participants with cognitive or intellectual disabilities who may require longer or frequent breaks. It is recommended that meetings should not start earlier than 08:00 local time and close later than 19:00 local time.


<br>
The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require.  
== 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.
The host should provide a power plug for each delegate. It is also important to avoid overloading circuit breakers or fuses in the mains power supply.  


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


The meeting schedule should also be highlighted also on the draft agenda, available with 30 days before the meeting.
The host should also clarify before the meeting which assistive devices and enabling technology may be used by delegates with disabilities, verify that the venue provides necessary connectivity (e.g. power outlets and Wi-Fi<sup>®</sup>) and technical support and Wi-Fi/data connectivity for these devices, and inform the TG Chair accordingly.


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.  
The ETSI TG Support staff will ensure the availability of the connection details for web conferencing and online meeting tools.
{| class="wikitable"
|Earliest  room availability time (in the morning):
|''No  earlier than 08:00''


''The usual  Working Groups’ start time = 09:00''
The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require.
|-
|Latest  room availability time (in the evening):
|''No later than 19:00''


''The usual  Working Groups’ end time = 18:00''
=== Meeting content ===
|-
Any digital content shared during the meeting, i.e. slides and documents, should be compliant to the current rules for digital accessibility according to:
|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.
[https://www.etsi.org/deliver/etsi_eg/204000_204099/204061/01.00.00_50/eg_204061v010000m.pdf ETSI EG 204 061 ETSI Guide Accessibility of ETSI Deliverables and Improvement of the Development Process of Deliverables]
<br>


=== Audio/video equipment ===
[https://www.w3.org/TR/WCAG22/ WCAG 2.2 AA Web Content Accessibility Guidelines (WCAG) 2 - Level AA Conformance]
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.
[https://www.etsi.org/deliver/etsi_en/301500_301599/301549/03.02.01_60/en_301549v030201p.pdf EN 301 549 Accessibility requirements for ICT products and services]


Provisioning the mains feeds carefully to avoid overloading circuit breakers or fuses is essential.
The Host, TG Chair and TG Support staff should ensure that all delegates take into account the foreseen attendance of participants with specific accessibility requirements so that contributions and presentations to the meeting are accessible to all.  
* 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.  
Deaf delegates and those with hearing impairments may request that one or several sign-language interpreters be present during the meeting.


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


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


The Meeting host should consider the foreseen number of delegates when dimensioning the internet connections.
The 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 Wi-Fi quality should allow people to meet in a hybrid mode without interruptions.  
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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 ===
The number of microphones should be sufficient to ensure that each delegate in the meeting room can access to 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.
 
Hearing-impaired participants may require the provision of dedicated on-site audio systems with speakers and microphones that interface with their assistive technology (e.g. Assistive Listening Devices (ALDs)). If requested, the host should confirm in advance whether the venue is equipped with ALDs.


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.
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>
<br>


<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.  
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.  
ETSI TG Support staff, will send a pre-filled meeting invitation template and visa invitation letter to the Meeting host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. The host will customise the invitation with details of the venue hotel and any local information that could be useful for the participants.


The host will customize the invitation with details of the venue hotel and local information that will be useful for the participants.  
It is also preferable to provide an indicative cut-off date for registration (for security purposes, catering, badges).  


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.
If requested by delegates with a hearing impairment, the meeting invitation, along with other meeting contributions, should be provided to a nominated sign language interpreter in advance, to prepare the necessary information and vocabulary. Any costs for a sign language interpreter would not be covered by ETSI or by the host.  


''See the description of the information required in the meeting invitation in Annex 3.''
''See Annex 2 for the meeting invitation checklist.''


=== When should the invitation be sent? ===
=== 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.
The ETSI Technical Working Procedures require that a plenary meeting invitation be available to delegates at least 30 days 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.
As some delegates may need to undergo lengthy formalities to organise their travel, and minimise travel costs, it is recommended to issue the meeting invitation at least 90 days in advance.


''See Annexes 4a and 4b for the visa invitation letter template.''
''See Annex 1 for the meeting invitation template and visa application letter.''<br>
 
<br>


== Registration ==
== 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 Meeting host can monitor the registrations at any time on the ETSI portal, following the hyperlink in the meeting invitation (using the ETSI-On-Line account that can be obtained via ETSI TG Support staff).


The information is available from the ETSI portal’s meeting details and registration web page on the ETSI portal (hyperlink in meeting invitation).
During registration, a delegate is able to indicate a need for accessibility support, as a drop-down list permits them to specify their needs and submit a request.
<br>
[[File:Portal screenshot- options displayed when Accessibility need is equal to YES.png|alt=ETSI Portal screenshot: options displayed when Accessibility need is equal to YES|center|thumb|490x490px|ETSI Portal screenshot: options displayed when Accessibility need is equal to YES]]


<br>
== Advice for Host staff on-site ==


=== Administrative support: ===
When a delegate submits an accessibility need, the TG Support staff receive an automated notification that must be forwarded to the host. It is recommended that the host together with the TG Support staff contact the delegate to ensure a full understanding of the need, ascertains if the accessibility request(s) can be fulfilled and then informs the delegate in a timely manner of the available resources.  
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:
For transparency, a disclaimer is also included in the drop-down list.
* 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: ===
== Administrative / IT support at the venue ==
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.
It is important for the meeting host to ensure:


They will also be responsible for the audio (microphones) and video (projectors) equipment in all meeting rooms.
* a smooth registration at the beginning of the meeting.


Optionally the technicians should be able to provide some support to delegates experiencing difficulties to connect.
* an interface with the hotel/conference centre/host organisation’s reception on any matters (i.e. rooms requirements, catering, security)
 
* assist the delegates with non-IT-related problems (travel, taxis, local information)
<br>
* accessibility requirements are taken into account
* 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.


== Meeting badges ==
== Meeting badges ==
The Host is responsible for providing badges and badge-holders for all delegates registered in advance.
The host should provide badges for delegates physically attending the meeting.  


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 participants’ list is available from the ETSI portal meeting page and can be exported to CSV for the printing of the meeting badges, as shown below:
[[File:ETSI portal meeting page screenshoot.png|alt=ETSI portal meeting page screenshot showing a participants list|center|thumb|713x713px|ETSI portal meeting page screenshot]]


The host can use the portal feature dedicated to print all badges.
== Security ==
[[File:Picture2.jpg|left|521x521px]]
High priority should be given to ensure that delegates will be safe during the meeting.


<br><br>
The location of meeting hotel(s) and meeting venue shall be carefully selected.
<br>
<br>


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.
Locations with known major safety/security issues should be avoided, it is recommended to check the [https://www.diplomatie.gouv.fr/fr/conseils-aux-voyageurs/conseils-par-pays-destination/ French government website] on any potential restrictions in a given country or location.
<br>


It is advisable to inform delegates of the security measures at the meeting venue. If security cannot be guaranteed during meeting breaks, delegates should be informed of the risks of leaving their equipment and documents unattended. 
<br>
<br>
== 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.
== Catering ==
 
Drinking water, coffee, tea, and refreshments should be available during coffee breaks.
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.
The host should inform ETSI TG Support staff & delegates whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site is recommended.


Delegates should be made aware that the Host cannot be held responsible for any loss or degradation of their equipment. 
The host should clarify with the blind participants or those with low vision if any particular assistance may be required for breaks, lunch and social events.
<br><br>
== 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.
<br>


Assistance should be offered discreetly to any participants with a disability, respecting their preference for independence. It is important to create an accessible and inclusive environment.
<br>
<br>
== Social event ==
== Social event ==
There is no obligation to organize a social event.  
There is no obligation to organise a social event. If a social event is planned, it is useful to announce it as soon as possible.  


The expenses for a social event may be covered by the host or covered by sponsors or shared between the delegates.  
The expenses for a social event may be covered by the host or by sponsors, or self-funded by 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.
Dietary restrictions or preferences should be accommodated.


<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 : Invitation Checklist =
= Annex 2: Meeting invitation checklist =
For use by 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.


{| class="wikitable"
{| class="wikitable"
Line 210: Line 184:
|'''M'''andatory/
|'''M'''andatory/


'''R'''ecommended/
'''R'''ecommended
 
'''O'''ptional
|-
|-
|Venue address (city, country)
|Venue address (city, country)
Line 220: Line 192:
|M
|M
|-
|-
|Clear indications on how to access the city from the airport: train, underground, bus, taxi.
|Clear indications on how to access the venue from the airport (train, underground, bus, taxi) including distance and duration information
 
Including indication of trip cost, distance, and duration information.
|M
|M
|-
|-
|List of recommended  hotels, including distance from the meeting place and room price.
|Guidance for delegates with accessibility requirements
|M
|M
|-
|-
|Special  negotiated hotel room rates and the cut-off date for reservation at the  reduced tariff;
|List of recommended hotels, including distance from the meeting place and room price
|R
|R
|-
|-
|Name(s)  of the contact people for the support on-site
|Negotiated hotel room rates and the cut-off date for reservation
|M
|R
|-
|-
|Clear indications on  how to access the venue (including map), taxi cost, local tansport lines (buses, trams, underground), etc.
|Name and contact details of the host (and hotel/conference centre staff if applicable)  
|M
|M
|-
|-
|Lunch options/sandwich shops close to meeting venue
|Lunch options/sandwich shops close to meeting venue
|R
|R
|-
|-
|'''Visas information and  invitation letters:'''
|Information for visa application letter (see Annex 1)
|
|R
|-
|-
|Some delegates may require a personal invitation letter to depart from their home country (ETSI will provide a template letter).
|Optional: Local currency information, weather information.
|-
|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
|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
|}
<br>
= Annex 3a: Template invitation letter (for visa purposes) =
HOST LOGO                                                                                      
Date:
Subject: Invitation to visit <<Meeting details: city-country, Meeting name and dates>>
Dear Sir/Madam,
This is to certify that <<requester First name & Family name>> from << requester company>> would be required to attend ETSI TG#xx for business purposes.
During the stay << requester company>> will pay the accommodation, food and beverage and all the personal cost.
The details for the ETSI TG#xx host company are as below:
Host contact name
Host Company Address
Host company town and postcode
Host Contact Phone: +XX YYYYYYYYY
The venue of the meeting will be:  <<Venue details >>
Please find the following personal data for << requester First name & Family name>>:
{| class="wikitable"
|Family Name (Last Name)
|
|-
|Forename (First Name)
|
|-
|Gender
|
|-
|Birth Date (DD/MMM /YYYY)
|
|-
|Birth Place
|
|-
|Passport Number
|
|-
|Company Name
|
|-
|Company/Mailing Address
|
|-
|Postal Code
|
|-
|Telephone Number
|
|-
|Fax Number
|
|}
|}


Yours truly,
Some delegates may require a personal invitation letter to travel outside of their home country. ''See annex 1 for a visa application letter.''<br>
= Annex 3: Template: visa application letter (for Host) =


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


Host contact@address
= Annex 4: Meeting checklist =


<br>
For use by the host and ETSI TG Support staff during the meeting preparations:
= Annex 3b: Alternative template invitation letter (for visa purposes) =
 
<city>, <dd.mm.yyyy>
 
Mr. xxxx
 
Company name
 
Company address
 
'''Invitation to the xxxx'''
 
'''<Date1> – <date2> <month> <year> (travel time included)'''
 
'''Held in <city>, <country>'''
 
Dear Mr./Ms. XXX,
 
On behalf of Mr./Ms., General Director/CEO, <company> is pleased to invite you to the XXX meeting which will be held from '''<Date1> – <date2> <month> <year>.'''
 
The meeting will take place in:
 
<name of the building>
 
<address>
 
Should you need to be contacted during the meeting, you may be reached on the following numbers:
 
{| class="wikitable"
|Tel: ……………………………….
|Fax: ……………………………..
|}
 
The meeting is due to start at hh:mm on dd.mm.yyyy and will end on dd.mm.yyyy at hh:mm.
 
We look forward to seeing you in <address>.
 
Name of the organizer
 
Signature
 
<br>
= 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"
{| class="wikitable"
|'''Meeting  Checklist'''  
|'''Meeting  Checklist'''  
|'''Available/not  available'''
|-
| colspan="2" |'''Essential''' 
|-
|Meeting  rooms (number of meeting rooms & their capacity)
|
|-
|-
|Tables  and chairs (and their configuration)
|Meeting rooms (number of meeting rooms & their capacity)  
|
|-
|-
|Wi-Fi  connection to internet
|Tables and chairs (and their configuration)
|
|-
|-
|Projector/beamer  with a cable for connection to a delegate's laptop
|Wi-Fi connection  
|
|-
|-
|Power  sockets with extensions
|Display device (projector/beamer) with a cable for connection to a laptop
|
|-
|-
|Microphones  and audio-speakers that can be connected to the Web Conferencing system
|Power sockets with extensions (and adapters for foreign power plugs)
|
|-
|-
|Web  conferencing/telephone bridge for remote participants
|Microphones and audio-speakers that can be connected to the web conferencing system
|
|-
|-
|Badges  for participants (with meeting name, delegate’s name and company) for distribution  at registration
|Web conferencing/telephone bridge for remote participants
|
|-
|-
|Coffee/tea/water  for coffee breaks (typically 1 break each half day)
|Audio and visual requirements for delegates with hearing impairment or low vision who use ALDs
|
|-
|-
| colspan="2" |'''Desirable''' 
|Badges for participants (with meeting name, delegate’s name and company) for distribution at check-in
|-
|-
|Printer 
|Coffee/tea/water for coffee breaks (typically 1 break each half day)
|
|-
|-
|Several  adapters for foreign power plugs
|IT Technician staff
|
|-
|Flip  chart/whiteboard
|
|-
|Staff  available (Assistant, IT Technician)
|
|}
|}
= Annex 5: Abbreviations =
For the purposes of the present document, the following abbreviations apply:
* ALD - Assistive Listening Devices
* TG - Technical Group
* WCAG - Web Content Accessibility Guidelines
* WG - Working Group

Latest revision as of 10:34, 4 November 2025

Introduction

This document describes the essential elements of the role of an ETSI Meeting host, and the support available from the ETSI Secretariat.

The host is 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 to be carried out by the host for Technical Groups, Plenary, Ordinary, Working Groups, Ad-Hoc, and Joint Meetings.

The host is requested and expected to keep ETSI TG Support staff 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.

The hosting organisation may be able to host the meeting in their premises or negotiate special rates with a local hotel or conference centre. An alternative solution could be for several companies to host the meeting collectively.

The size of every ETSI Technical Group (TG) and the number of Working Group (WG) sessions governs the parameters, as well as accommodation, food and beverage requirements. The key is to liaise with the TG Chair or ETSI TG Support staff to determine the precise requirements.  

The key elements include the following:

  • The reservation of a room with the capacity for the foreseen number of delegates
  • Multiple rooms if there are WGs or breakout sessions
  • Wi-Fi access and a display device (essential)
  • Electrical power and a supply of extension cables
  • Conference call facilities and microphones (essential), together with appropriate audio-support for delegates with disabilities. The ETSI TG Support staff shall always offer the ETSI web conference tools
  • Hotels near the meeting location and with good transportation links by rail/metro and road are recommended
  • Easy access to the venue, the meeting room and facilities with the necessary ramps, elevators and ideally, automatically opening doors. The host should ensure that the venue is designed to facilitate easy navigation for wheelchairs, those with impaired mobility, blind participants or for those with low vision. A printable document with the layout of the building or floor before their arrival is recommended.

The host is encouraged to do their best to accommodate accessibility requirement(s) as much as possible and to inform delegates promptly if a requirement cannot be met.

The host may also contact the ETSI Accessibility Ombudsperson, the TG Chair or the ETSI TG Support staff for any additional clarifications.

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 located within a practical distance from a major airport that either serves as a key international hub or offers reliable connections to at least one. Ideally, most delegates should be able to reach the venue with no more than two connecting flights. It should be accessible by reasonably priced public transport (train, bus, tram, metro, taxi) from the nearest airport.

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).

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.

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.

Each room should display a sign on its door indicating the name of the group or meeting, along with the scheduled meeting times, if available.

Depending on the nature and requirements of each meeting, not all rooms may be in use at all times. Consideration should also be given to joint WG sessions, where larger meeting rooms are needed.

The meeting schedule and the draft agenda, prepared by the TG Chair in coordination with the ETSI TG Support staff, should be available with 30 days before the meeting. This is in accordance with the ETSI Directives. This also enables blind participants or those with low vision to read them beforehand using their own assistive technologies.

The meeting schedule should consider participants with cognitive or intellectual disabilities who may require longer or frequent breaks. It is recommended that meetings should not start earlier than 08:00 local time and close later than 19:00 local time.

The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require.

The host should provide a power plug for each delegate. It is also important to avoid overloading circuit breakers or fuses in the mains power supply.

Audio/video equipment

Each delegate should bring their own laptop to the meeting with a power adaptor for the country where the meeting is hosted.

The host should also clarify before the meeting which assistive devices and enabling technology may be used by delegates with disabilities, verify that the venue provides necessary connectivity (e.g. power outlets and Wi-Fi®) and technical support and Wi-Fi/data connectivity for these devices, and inform the TG Chair accordingly.

The ETSI TG Support staff will ensure the availability of the connection details for web conferencing and online meeting tools.

The host should check that the meeting room includes the possibility for audio descriptions or other aids that blind participants or those with low vision may require.

Meeting content

Any digital content shared during the meeting, i.e. slides and documents, should be compliant to the current rules for digital accessibility according to:

ETSI EG 204 061 ETSI Guide Accessibility of ETSI Deliverables and Improvement of the Development Process of Deliverables

WCAG 2.2 AA Web Content Accessibility Guidelines (WCAG) 2 - Level AA Conformance

EN 301 549 Accessibility requirements for ICT products and services

The Host, TG Chair and TG Support staff should ensure that all delegates take into account the foreseen attendance of participants with specific accessibility requirements so that contributions and presentations to the meeting are accessible to all.

Deaf delegates and those with hearing impairments may request that one or several sign-language interpreters be present during the meeting.

Display device

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. 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

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

The 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

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

Hearing-impaired participants may require the provision of dedicated on-site audio systems with speakers and microphones that interface with their assistive technology (e.g. Assistive Listening Devices (ALDs)). If requested, the host should confirm in advance whether the venue is equipped with ALDs.

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.

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.

ETSI TG Support staff, will send a pre-filled meeting invitation template and visa invitation letter to the Meeting host with meeting dates, venue and hyperlinks to the meeting registration page on the portal. The host will customise the invitation with details of the venue hotel and any local information that could be useful for the participants.

It is also preferable to provide an indicative cut-off date for registration (for security purposes, catering, badges).

If requested by delegates with a hearing impairment, the meeting invitation, along with other meeting contributions, should be provided to a nominated sign language interpreter in advance, to prepare the necessary information and vocabulary. Any costs for a sign language interpreter would not be covered by ETSI or by the host.

See Annex 2 for the meeting invitation checklist.

When should the invitation be sent?

The ETSI Technical Working Procedures require that a plenary meeting invitation be available to delegates at least 30 days before the start of the meeting.

As some delegates may need to undergo lengthy formalities to organise their travel, and minimise travel costs, it is recommended to issue the meeting invitation at least 90 days in advance.

See Annex 1 for the meeting invitation template and visa application letter.

Registration

The Meeting host can monitor the registrations at any time on the ETSI portal, following the hyperlink in the meeting invitation (using the ETSI-On-Line account that can be obtained via ETSI TG Support staff).

During registration, a delegate is able to indicate a need for accessibility support, as a drop-down list permits them to specify their needs and submit a request.

ETSI Portal screenshot: options displayed when Accessibility need is equal to YES
ETSI Portal screenshot: options displayed when Accessibility need is equal to YES


When a delegate submits an accessibility need, the TG Support staff receive an automated notification that must be forwarded to the host. It is recommended that the host together with the TG Support staff contact the delegate to ensure a full understanding of the need, ascertains if the accessibility request(s) can be fulfilled and then informs the delegate in a timely manner of the available resources.

For transparency, a disclaimer is also included in the drop-down list.

Administrative / IT support at the venue

It is important for the meeting host to ensure:

  • a smooth registration at the beginning of the meeting.
  • an interface with the hotel/conference centre/host organisation’s reception on any matters (i.e. rooms requirements, catering, security)
  • assist the delegates with non-IT-related problems (travel, taxis, local information)
  • 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 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.

Meeting badges

The host should provide badges for delegates physically attending the meeting.

The participants’ list is available from the ETSI portal meeting page and can be exported to CSV for the printing of the meeting badges, as shown below:

ETSI portal meeting page screenshot showing a participants list
ETSI portal meeting page screenshot

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.

Locations with known major safety/security issues should be avoided, it is recommended to check the French government website on any potential restrictions in a given country or location.

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

Catering

Drinking water, coffee, tea, and refreshments should be available during coffee breaks.

The host should inform ETSI TG Support staff & delegates whether lunch will be provided, and if not, a list of restaurants/sandwich shops within walking distance of the meeting site is recommended.

The host should clarify with the blind participants or those with low vision if any particular assistance may be required for breaks, lunch and social events.

Assistance should be offered discreetly to any participants with a disability, respecting their preference for independence. It is important to create an accessible and inclusive environment.

Social event

There is no obligation to organise a social event. If a social event is planned, it is useful to announce it as soon as possible.

The expenses for a social event may be covered by the host or by sponsors, or self-funded by the delegates.

Dietary restrictions or preferences should be accommodated.


Annex 1: Meeting invitation template

Meeting invitation template

Annex 2: Meeting invitation checklist

For the host to check that all the required information has been included in the invitation.

Information in the invitation Mandatory/

Recommended

Venue address (city, country) M
Closest airport M
Clear indications on how to access the venue from the airport (train, underground, bus, taxi) including distance and duration information M
Guidance for delegates with accessibility requirements M
List of recommended hotels, including distance from the meeting place and room price R
Negotiated hotel room rates and the cut-off date for reservation R
Name and contact details of the host (and hotel/conference centre staff if applicable) M
Lunch options/sandwich shops close to meeting venue R
Information for visa application letter (see Annex 1) R
Optional: Local currency information, weather information. R

Some delegates may require a personal invitation letter to travel outside of their home country. See annex 1 for a visa application letter.

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

Letter for visa application

Annex 4: Meeting checklist

For use by the host and ETSI TG Support staff during the meeting preparations:

Meeting Checklist
Meeting rooms (number of meeting rooms & their capacity)
Tables and chairs (and their configuration)
Wi-Fi connection
Display device (projector/beamer) with a cable for connection to a laptop
Power sockets with extensions (and adapters for foreign power plugs)
Microphones and audio-speakers that can be connected to the web conferencing system
Web conferencing/telephone bridge for remote participants
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 check-in
Coffee/tea/water for coffee breaks (typically 1 break each half day)
IT Technician staff

Annex 5: Abbreviations

For the purposes of the present document, the following abbreviations apply:

  • ALD - Assistive Listening Devices
  • TG - Technical Group
  • WCAG - Web Content Accessibility Guidelines
  • WG - Working Group
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