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:

a. 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).
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 60-80 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 or to VoIP system.
v.  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.
vi. Networked printer

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

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.