INTERNATIONAL ORGANISATION FOR STANDARDISATION
ORGANISATION INTERNATIONALE DE NORMALISATION
ISO/IEC JTC 1/SC 29/WG 11
CODING OF MOVING PICTURES AND AUDIO
WG 11 N7987
April 2006
Source: HoD
Title: Guide for WG 11 meeting hosts
Status: Approved at 76th WG 11 meeting
Purpose: Information
1. Meeting rooms, equipment and support
MPEG meets, in general, for 5 days. Usually a Monday through Friday. In addition, adhoc groups (AHG) approved for meetings at MPEG’s prior meeting may hold those meetings on the Saturday and/or Sunday prior the meeting you will be hosting. Meeting hosts should consult the list of AHGs formed (see document n + 2 where ‘n’ the WG11 document list from a meeting) in order to determine the potential for such meetings.
Ideally all meeting rooms should be co-located with the hotel accommodations. The hotel rooms should offer the delegates the ability to hook their computer system to the (analogue) telephone system if no Internet access is available in the hotel rooms. It is likely that meeting rooms and the computer room will be required to be open and available on a 24 hours a day basis, particularly later in the week. At least the availability should be guaranteed from 7 AM to midnight.
Provide one or more quiet places in which delegates can take a short nap.
Meeting organizers need to take care that the meeting facilities are also accessible for handicapped or disabled attendees. Furthermore the meeting rooms need to be adjacent in the case that the meetings rooms can’t be provided on a single facility or whenever the meeting facility is distributed over a large complex.
Meeting organizers need to ensure that the meeting facilities are equipped with the ability to control the environment (air conditioning/heating).
1.1 Meeting Rooms
Meeting room setup -
The larger rooms should be setup classroom style with tables and electrical outlets (to the local standard) and the smaller rooms in "U" or circular style with tables and electrical outlets for portable computer users.
At a minimum the subgroup meeting rooms will be needed from 8AM until Midnight everyday that WG 11 meets. The breakout rooms can be scheduled day-by-day if it affects the cost associated with the facilities fees.
Specifically meeting rooms are needed for -
GROUP / CAPACITY / NotesPlenary / 300 / Mon (0900-1400); Wed (0900-1100); Fri (1400 to midnight with the possibility to extend the meeting somhat after midnight even)
Requirements / 60
Video / 100 / Note: Can use Plenary meeting room
Audio / 40
Systems / 50
MDS / 40
SNHC / 15
Test / 15 / Note: please see special requirements below
Implementation / 15
Liaison/Chair/HoD / 25 / Also on Sunday PM prior to meeting for Chairman's Meeting
JVT / 150 / if scheduled
Breakout Room Capacity
Breakout rooms provide each of the subgroups with the ability to form smaller breakout groups.
· 10 rooms accommodating 10-25 persons.
· Additionally, a large open area, with chairs and tables, for smaller group meetings between 4 and 10 people.
1.2 Support rooms
Computer room
Secretariat (office)
1.3 Equipment in the meeting rooms (plenary, subgroups, JVT, AHG and break-out)
Tables
In the meeting and breakout rooms, the delegates are sitting behind tables. A delegate should have enough space to work (the spacing should not less than 100 cm of the table length per delegate).
Electric outlet
There should be electric sockets close to all sitting places for laptops to be supplied (at least 1 socket per sitting place) arraged in a safe manner (both electrical: avoid dangerous “Christmas tree constructions' as well as physical: avoid crossing gangways unless taped down).
Beamer
VIDEO PROJECTOR capable of up to XGA (1024x768) resolution – available in all meeting and breakout rooms. The host should provide clear information about the technical service that should be available for the whole time of the meeting (the service shouls be ready to exchange a fault beamer with a spare one).
For the plenary hall (and possibly for JVT room), video projector capable of up to XGA (1024x768) resolution with multiple connection points for multiple PCs is required.
Screens
The video projectors are often used for presentation of Word documents. Therefore, they must be large enough to provide good visibility of a text.
For the plenary hall, the host should consider 2 or 3 video projectors working in parallel if needed to ensure good screen visibility.
Sound amplification
· PLENARY ROOM
· Amplification with multiple (at least 3) microphones on the podium and floor microphones (preferably wireless).
· Subgroup rooms and JVT room
· Amplification, preferably wireless, in all subgroup rooms.
1.4. Internet access
The host should provide wireless (IEEE 802.11b) internet access for all meeting, breakout and AHG rooms. In each meeting room there should be at least 1 (preferably 2) wired connections to the internet so when there are issues with ad hocs etc the chair of the meeting and the presenter can still access the internet (since this may be necessary for a) retrieving documents or b) additional information).
The host should take particular care of the wireless access in the plenary hall where all delegates may long-in simoultaneously. Enough capacity of the access points as well as routers should be foreseen.
The capacity of the link to the external world should be not less than 100 Mb/s (1 Gb/s advisable).
All PCs and laptops should be interconnected on a single LAN.
For the management of the wireless network, the host may request all the participants to register the physical address of their WLAN card at the registration. Similarl, a key me be used in order to prevent other people to share the bandwidth of the meeting. Nevertheless, the host should use these means carefully as they increase also the numbers of cases of difficulties related to the internet access.
Technical network support must be available to maintain good wireless network service to delegates and enhance provision if necessary.
(2 or more) Printers may be network attached (preferred) or on a print sharing device for direct laptop or PC plugin.
If circumstances will be such that unfettered access to the internet is limited or not possible the meeting host shall inform WG 11 delegates at the earliest knowledge of such restrictions via the general WG 11 email reflector.
1.5. Computer room
Tables
· Tables holding the PCs should have space (50cm/18 inches) on both sides for delegates work area.
· There also need to be additional positions for laptop “touchdown”. These positions should have network access as well as electrical power plugs available. In the case of the meeting being co-located with the guest rooms only 4 to 5 of these positions are required. In the case the meeting location and guest rooms not being co-located 12-18 of these positions are recommended.
Hardware
4 - IBM PC Compatibles with a minimum
Pentium based-1.5GHz or greater
512Mbytes RAM
SVGA 15" display or larger
keyboard/mouse
24X CD ROM or DVD or CD-RW
Network card on all systems – 10/100Mb Ethernet
If wireless (IEEE 802.11b) is possible this makes network connects more convenient. If the wireless LAN access is available throughout the venue delegates will use this facility instead of the wired LAN connectors in the computer room. In this case the requested number of “additional positions for laptop touchdown” can be reduced by half.
PRINTERS
2(or more) – PCL (HP compatible) printers capable of 10-12 ppm
NOTE: printers may be country specific with respect to language. It may be necessary to make available the printers drivers for such printers or to obtain printers that operate with the ENGLISH language version of the operating systems.
Operating System (English Version only)
LINUX or Windows XP/2000
Applications Software (English version only)
· UP-TO-DATE Antivirus software, such as the NORTON anti-virus facility, capable of detecting and removing viruses.
· MS Word 2000 or higher for XP/2000,
MS Excel 2000 or higher for XP/2000,.
· Network Software,
· Adobe Acrobat Reader latest version
· Internet Access
· See notation regarding access above!
· Net Browsers (Netscape 4.7 or Explorer 5.x or higher)
· FTP and TELNET capability with TCP/IP
· e-mail service including SMTP server name for out-bound service
· VPN access protocols, including PPTP, IPSEC Passthru, and SSH.
· PKZIP/UNZIP
· One of the computer room machines is required to be registered with the DNS as “WG11Agenda.domain.domain.country”and have IIS in order to host the WG 11 agenda application.
Supplies
Spare toner cartridges for printers
A4 paper (25 reams)
Some A4 foils able to be used in printers
Electrical power and Air conditioning
The room should have sufficient electric power plugs and be able to power the computers without causing electric power failures. Likewise, the room should have sufficient air conditioning so as to be comfortable for delegates to work long hours.
1.6. Copying
For incidental copy requirements the facilities at the meeting location (hotel, conference center or university campus) should be sufficient.
1.7. Secretariat
· Registration materials (table, badges, sign-up sheets, delegate lists, etc.)
· Telephone service - a bank of 2-3 phones with some measure of privacy for use by delegates
1.8. Audio/Visual/Test Equipment (specific for each meeting needs to be checked/confirmed with Convener).
· Potentially a D1 tape machine and 1 high resolution monitors (check with Video Subgroup chair – Jens-Rainer Ohm (), and JVT chair Gary Sullivan (), beforehand)
· Audio reproduction equipment, e.g. DAT players and loudspeakers (check with the Audio subgroup chair Skyler Quackenbush – (), beforehand)
· Test subgroup equipment – please check with Test Subgroup chair Tobias Oelbaum (), requirements below are a default set up.
· Room for the test subgroup: small room at a quiet place (so not next to the place where the coffee brake will be), with no natural light (so no windows or windows that can be completely darkend).
· the room should have dimable lights, however if this is not available two small extra lamps which can be placed anywhere in the room are required.
· the room does not need to hold more than 10 people (so a room with a size of 3x5 m is enought).
· only one (small) table (to hold one laptop, one monitor and one keybord), and not more than 8 chairs.
· Projection for the test subgroup, a DLP projector with a minimum native resolution of 1024x768 pixel. A LCD projector is not suitable for the tests.
· if possible the DLP projector should have a DVI input.
· the projector needs to have a ‘top dow’ installation modus
· the projector needs to be installed top down approximately 2 meters above the floor. At many previous meetings this was reached by a pyramid of tables/chairs, the installation can be done by the test chair.
· a remote control for the projector shall be available.
· a white projection screen (no white board or white walls) is needed.
· PC for the test subgroup, a up to date PC (no Laptop) with the following requirements:
· a fast harddrive (S-ATA or SCSI, standard IDE is not fast enough) with at least 70Gbyte of free disk space. If possible this disk should not hold the operating system.
· at least 1 GByte of RAM
· at least one free USB 2.0 connection port.
· a DVD drive.
· the grafics card needs to be dual head.
· if the projector has a DVI input at least one of the outputs of the grafics card needs to be DVI.
· a standard display (CRT, LCD or similar) with a minimum size of 17''
· full size keyboard (including number block on the right part), if possible with english layout.
· a mouse
· english Microsoft operating system (Windows 2000 or later)
· network connection
· Microsoft Office (Excel, Word)
· Acrobat Reader
· internet browser
· as less other programs as possible
· Odds and Ends for the test subgroup:
· power plugs for at least three additional devices.
· there is a possibility that voting sheets need to be printed, so a printer should be available somewhere at the meeting
· about 10 pencils (red would be perfect)
· a pocket rule (or something similar to measure distances in a range from 10 cm to 2m)
· sticky tape to mark different positions for the chairs on the floor.
· 6 cardboards of size A4 as a pad to write on (6 slightly thicker magazins or similar have the same effect)
1.9 Support
· Receptionist / registration.
· Equipment maintenance on 1 hour call out.
· Amplification operator for plenary PA.
· Coffee / tea / soft drinks mid morning and mid afternoon. Hosts are reminded that the Coffee break for the Friday plenary needs to be coordinated with the Convener but is likely to be around 1600.
· It is advisable to offer the delegates a light supper during the Friday plenary again to be coordinated with the Convener but is likely to be around 1800
· Sandwiches or a light supper for the Chairs and HoD meetings on Sunday, Monday, Tuesday and Thursday is advisable.
· If the meeting facility is at a remote location (not close to restaurants of food courts) it is advised that the meeting organizer provides lunches to the delegates during the full meeting period (including weekend before the meeting during the ad-hoc meetings). It is advised that in this case a spilt receipt is provided to the attendees, one for the facilities part and one for the food & beverages part.
2. Accommodation
Ideally co-located with the meeting rooms.
Single rooms for 250 people and double rooms for 50 in main hotel
Single rooms for 50 people and double rooms for 10 in secondary hotels (ideally within walking distance)
List of low-cost restaurants for breakfast, lunch and dinner near the main hotel/meeting place
3. Travel Information (available on the meeting webpage)
Airport information (airport transfers to hotel with cost and transit times)
Departure tax requirements (if any)
Car rental availability and representative price
Detailed map and directions for self-drive to hotel and meeting rooms