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    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; generally each year two meetings are held in North America, and one in Asia or Australasia.​

    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. 

    The following information is provided for the information of companies considering hosting a meeting cycle.  Interested companies are requested to contact SMPTE's Manager of Engineering Services Mauricio Roldan 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:

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

    2. Facilities:

    a. Primary meeting room with:

    1. Seating for about 60-80 people, classroom style, plus table and at least 2 chairs at front of room
    2. Power for laptops at all seating locations (including front of room for Chair/Secretary)
    3. Projector & screen
    4. Public Address audio system with Chair’s microphone, 2-4 wireless microphones, and interface (bridge) from audio system to telephone line or to VoIP system.
    5. Good Internet connection, suitably isolated from host’s internal network (SMPTE can provide wireless Access Points if requested).  Note that many delegates need to connect more than one device to WiFi.
    6. Networked printer

    b. A second meeting room may be required, generally only for the first 2-3 days, with:

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

    3. Catering:

    1. There needs to be provision for attendees to get lunch during a 1 hour break. An onsite cafeteria is ideal 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.
    2. 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.
    3. 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.

    Standards

    A Standard is a document that states basic specifications, dimensions, or criteria that are necessary for effective interchange and/or interconnection within the system described.

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    Registered Disclosure Documents

    Registered Disclosure Documents (RDDs) are not Engineering Documents and do not represent findings, representations, or recommendations by the Society.

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    Public Committee Drafts

    Public CDs are open documents that are distributed for review and comment by the professional community for a limited time.

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    Engineering Reports

    Download the latest Engineering Reports from our Technology Committees

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    Recommended Practices

    A Recommended Practice is a document that states basic specifications, dimensions, or criteria that are not necessary for effective interchange and/or interconnection but that facilitate implementation of systems.

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    Engineering Guidelines

    An Engineering Guideline is an informative document, often tutorial in nature, which incorporates engineering Consensus on specifications, dimensions, and/or Version practices.

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    Overview Documents

    These Overview Documents are available at no charge.

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    Advisory Notes

    An Advisory Note is a brief informative document developed by consensus of a Technology Committee detailing an issue before the Technology Committee.

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