Information for Meeting Hosts

SMPTE Technology Committees meet four times each year (generally in March, June, September, December).  The September cycle is usually held in Europe, immediately following the IBC Conference & Exhibition.  Other meeting cycles normally run from Monday to Friday; most take place in North America, but we try to arrange occasional meeting cycles in Asia or Australasia when practical.

Most meeting cycles are made possible by the generosity of a host company that provides facilities without charge to SMPTE.  This is a major factor in SMPTE's ability to minimize the cost of standards participation.  In recognition of the importance of meeting hosts to the SMPTE process, when a company hosts at least four days of SMPTE meetings during a calendar year, all employees of that company are exempt from the Standards Supplement for the following year.

The following information is provided for the information of companies considering hosting a meeting cycle.  Interested companies are requested to contact SMPTE Director of Engineering & Standards Peter Symes to discuss in more detail.  And thank you for considering this form of support to the Society!

If you think that hosting a meeting cycle might be an option for your organization, here is a summary of our needs:

1. General:

a. Meeting cycles generally run from Monday morning to Friday afternoon (we generally try to end by 2:00pm Friday, but occasionally we need to run later).
b. We generally ask for access to meeting rooms etc. from 8:00am to 6:00pm each day; please advise any specific restrictions
c. Attendees will be from multiple countries; facilities that need security clearance for access are not suitable.

2. Facilities:

a. Primary meeting room with:

i.   Seating for about 80 people, classroom style, plus table and at least 2 chairs at front of room
ii.  Power for laptops at all seating locations (including front of room for Chair/Secretary)
iii.  Projector & screen
iv.  Public Address audio system with Chair’s microphone, 2-4 wireless microphones, and interface (bridge) from audio system to telephone line.  (If telephone access is impractical it may be possible to use VoIP capabilities.)
v.  Good Internet connection, suitably isolated from host’s internal network (SMPTE can provide wireless Access Points if requested).
vi. Networked printer

b. Second meeting room with:

i.  Seating for about 30 people, round-table or classroom style
ii.  Power for laptops at all seating locations
iii. Projector & screen
iv. Polycom or similar conference phone.   (If telephone access is impractical, SMPTE may be able to provide an IP conference phone.)
v.  Internet: preferably within range of Room #1 wireless, or with Cat5 connection from Room #1 to Room #2
vi. No printer required

3. Catering:

a. There needs to be provision for attendees to get lunch during a 1 hour break. An onsite cafeteria is good if SMPTE attendees can be admitted. If a cafeteria facility is not available, it is generally necessary to cater a simple lunch. Some hosts generously provide this catering; if this is not possible SMPTE will work with the host to cover reasonable charges, possibly by separate sponsorship or charge to attendees.

b. Coffee/water/juice/soft drink service is always helpful; some hosts supplement this with breakfast pastries and/or afternoon cookies etc. This is always appreciated, but not essential.

c. Some companies like to host a dinner or other social event for attendees one evening during the meetings (generally Wednesday or Thursday will secure maximum attendance). Such an event is always appreciated, but is NOT a requirement.