Hosting a meeting

How to host

Any organization planning to host a 3GPP meeting should take into account the following information.

The 3GPP voting rules rely upon accurate records being kept about individual members participating in TSG and WG meetings.

When registering for a meeting delegates must specify, exactly who they are, which individual member they are representing at the meeting and to which Organizational Partner or Market Representation Partner their company is affiliated.

Meeting invitation

This template provides a basic model for any 3GPP meeting invitation. It can be tailored to your needs (e.g. adding your logo, resources which will be provided by your company), but the main registration details must not be altered in order to ensure that you collect the necessary information about the registered delegates. The template will also include information about access to the meeting, hotels rates and car rental facilities.

Also, delegates may be required to provide their own mains power and voltage adaptors, and their own Wireless LAN card. A useful URL for phone and mains sockets/voltage is: kropla.com

Zip - 25 kb
Invitation template

Download the Invitation template (zip 26 Ko)

Producing a participants List

Every attendee shall register before arrival at each TSG or WG meeting. Each attendee who represents an Individual Member shall declare the precise name of that Individual Member. An attendee may only register to represent one Individual Member. This information shall be used for the preparation of participants lists, and possibly voting forms.

It is the responsibility of the host to record and produce an accurate participants list. The list shall include the information provided by the delegates when they register. At the end of the meeting, the host shall forward the finalized list of participants to the 3GPPcontact@ so that the 3GPP records may be kept fully up to date and used when preparing voting lists.

Zip - 5 kb
Participants List template

Download the Participants List template zip 6Ko)

Working electronically during meetings

Host Requirements

The basic requirements for a hosted meeting are the meeting room(s) with tables and chairs for all participants, at all sessions including plenary sessions. A typical user will need sufficient space on the table for a laptop computer and some paper for notes.

1. Mains power distribution

Mains power distribution should be available so that everyone can plug in their PC. It is not required to provide mains converters or socket adaptors as all delegates should bring their own.

2. Wireless LAN

The host should discuss with MCC prior to the meeting how the Wireless LAN should be configured. MCC can provide one or more Wireless LAN Access points depending on the needs of the meeting.

3. Meeting server

The meeting server is provided by the MCC. Generally it will be assigned the IP address 10.10.10.10, but this may need to vary according to the requirements of the meeting.

4. Meeting printer(s)

To enable the printing of documents, a suitable printer which is shared into the network is useful. Printer drivers should be in a subdirectory off the "Tools" directory called "printer drivers".

5. Access outside of the local network

The local network should be configured as standalone so that only the participants in the room have access to the data. Connections to other networks (e.g. the Internet) may be provided with consideration of appropriate security levels.

6. User Requirements

  • PC
  • Wireless LAN card (802.11 g/b) set to “Access Point” only (i.e. peer to peer wireless disabled)
  • Dynamic IP address
  • Firewall and anti virus software
  • No shared directories (unless you want others in the meeting to see the files in the shared directories)
  • Internet Relay Chat client (e.g. Microsoft Chat client)
  • Power adaptor so that laptop can plug directly into the local supply voltage and local socket type

For document distribution, all documents should be submitted to the directory Inbox. The secretary of the meeting (or owner of the PC which is running the server) should move documents from the Inbox to the appropriate Server directory periodically. Participants should copy documents from the server to their local machine before they open them.