The 3 GPP Seminar All you always wanted

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The 3 GPP Seminar All you always wanted to know about 3 GPP …

The 3 GPP Seminar All you always wanted to know about 3 GPP … but were too afraid to ask. © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 1

The 3 GPP Seminar Module 5 Preparation of meetings - a guide for chairmen

The 3 GPP Seminar Module 5 Preparation of meetings - a guide for chairmen © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 2

3 GPP meetings The following session is likely to be of most interest to

3 GPP meetings The following session is likely to be of most interest to chairmen and secretaries … © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 3

3 GPP meetings Planning your meeting • 3 GPP meetings need to be planned

3 GPP meetings Planning your meeting • 3 GPP meetings need to be planned well in advance. As early as possible - at least six months ahead, and maybe as much as two years, in the case of TSG plenary meetings … Fix the date of the meeting, bearing in mind … • Possible need to collocate with other groups. • Avoid, if possible, clashes with related bodies (IETF, ITU, …). • Avoid, if possible, clashes with important national and religious holidays. mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 4

3 GPP meetings Planning your meeting • 3 GPP meetings need to be planned

3 GPP meetings Planning your meeting • 3 GPP meetings need to be planned well in advance. As soon as the dates are fixed, even provisionally … Seek a host organization • A single member organization or OP. • Two or more member organizations or OPs sharing the costs and logistics. • A semi-formal group of member organizations such as … • the North American Friends (NAF) • the European Friends (EF 3) • the Japanese Friends In seeking a location, the PCG has strongly recommended that a meeting venue should: • be convenient for access by air with a minimum of hops for most delegates; • be in a country pertaining to one of the regions covered by the OPs; mtg • not be seen as a holiday resort. © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 5

3 GPP meetings Planning your meeting • 3 GPP meetings need to be planned

3 GPP meetings Planning your meeting • 3 GPP meetings need to be planned well in advance. As soon as the dates are fixed, even provisionally … (Europe, World) (China) Seek a host organization • A single member organization or OP. • Two or more member organizations or OPs sharing the costs and logistics. • A semi-formal group of member organizations such as … • the North American Friends (NAF) • the European Friends (EF 3) • the Japanese Friends (USA) (Japan) (Korea) In seeking a location, the PCG has strongly recommended that a meeting venue should: • be convenient for access by air with a minimum of hops for most delegates; • be in a country pertaining to one of the regions covered by the OPs; mtg • not be seen as a holiday resort. © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 6

3 GPP meetings Planning your meeting • 3 GPP meetings need to be planned

3 GPP meetings Planning your meeting • 3 GPP meetings need to be planned well in advance. As soon as the dates are fixed, even provisionally … Essential information for meeting hosts can be found on the 3 GPP web: http: //www. 3 gpp. org/How-to-host • Purpose-designed meeting rooms of appropriate size and number with tables of appropriate dimensions and spacing. • A mains power socket for each place. • Ability to accommodate a dedicated wireless LAN. • Reliable internet connection with no restriction on VPN or FTP, etc. • A fast printer (for name badges, voting ballot papers, …). • Nearby, reasonably priced lunch facilities. • … mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 7

3 GPP meetings Preparing for your meeting At least 28 days before the meeting

3 GPP meetings Preparing for your meeting At least 28 days before the meeting … Although the formal rules stipulate “at least 28 days”, some immigration administrations require Issue the formal invitation very much longer to issue visas to certain nationalities. Wherever possible, it is • Normally the responsibility of the host, though Support Team can offer recommended that the invitation be available as assistance and advice, and supply a suitable invitation template. much as six months in advance. • The invitation should include: • precise venue, details on nearest airports and bus / taxi recommendations, • cost of hotel accommodation (preferably several options), together with booking form • contact coordinates for the hotel and meeting hosts, • information on how to obtain a visa for the hosting country where necessary. mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 8

3 GPP meetings • A note on the agenda. . . At least 21

3 GPP meetings • A note on the agenda. . . At least 21 days before the meeting … The agenda should, insofar as possible, stick to a tried and tested structure: Issue the agenda 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Opening of the meeting Approval of the agenda Approval of the report of the previous meeting IPR declaration reminder Incoming liaisons Reports from subgroups Matters relating to completed work items Matters relating to active work items Newly proposed work items Administration, project management, etc Any other business Close of meeting The sample agenda is for guidance only, and is not intended to be rigidly adhered too. Actual agendas will vary from group to group, and may be much simplified in the case of ad hoc meetings. Extra items will need to be added if elections are to be held. © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 mtg 9

3 GPP meetings • A note on the agenda. . . At least 21

3 GPP meetings • A note on the agenda. . . At least 21 days before the meeting … Stock items which should need no explanation. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Opening of the meeting Approval of the agenda Approval of the report of the previous meeting IPR declaration reminder Incoming liaisons Reports from subgroups Matters relating to completed work items Matters relating to active work items Newly proposed work items Administration, project management, etc Any other business Close of meeting mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 10

3 GPP meetings • A note on the agenda. . . At least 21

3 GPP meetings • A note on the agenda. . . At least 21 days before the meeting … Some groups may formally approve the meeting report electronically, and this step may be omitted. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Opening of the meeting Approval of the agenda Approval of the report of the previous meeting IPR declaration reminder Incoming liaisons Reports from subgroups Matters relating to completed work items Matters relating to active work items Newly proposed work items Administration, project management, etc Any other business Close of meeting mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 11

3 GPP meetings • A note on the agenda. . . At least 21

3 GPP meetings • A note on the agenda. . . At least 21 days before the meeting … Mandatory item The chairman reminds delegates of their obligations concerning IPR. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. The attention of the delegates to the meeting of this Opening of the meeting Technical Specification Group is drawn to the fact Approval of the agenda. Members have the obligation that 3 GPP Individual under the Policies their respective Approval of IPR the report ofofthe previous meeting Organizational Partners to inform their respective IPR declaration reminder Organizational Partners of Essential IPRs they becomeliaisons aware of. Incoming Reports from subgroups The delegates are asked to take note that they are Matters relating thereby invited: to completed work items Matters relating to active work items • to investigate whether their organization or Newly proposed items owns IPRs which were, any otherwork organization or were project likely tomanagement, become Essential Administration, etc in respect of the work of 3 GPP. Any other business Close of • meeting to notify their respective Organizational Partners of all potential IPRs, e. g. , for ETSI, by means of the IPR Statement and the Licensing declaration forms. mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 12

3 GPP meetings • A note on the agenda. . . At least 21

3 GPP meetings • A note on the agenda. . . At least 21 days before the meeting … Some incoming LSs are better dealt with directly under the work item to which they relate. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Opening of the meeting Approval of the agenda Approval of the report of the previous meeting IPR declaration reminder Incoming liaisons Reports from subgroups Matters relating to completed work items Matters relating to active work items Newly proposed work items Administration, project management, etc Any other business Close of meeting mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 13

3 GPP meetings • A note on the agenda. . . At least 21

3 GPP meetings • A note on the agenda. . . At least 21 days before the meeting … Information and questions for clarification only. Technical substance handled under work items. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Opening of the meeting Approval of the agenda Approval of the report of the previous meeting IPR declaration reminder Incoming liaisons Reports from subgroups Matters relating to completed work items Matters relating to active work items Newly proposed work items Administration, project management, etc Any other business Close of meeting mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 14

3 GPP meetings • A note on the agenda. . . At least 21

3 GPP meetings • A note on the agenda. . . At least 21 days before the meeting … Essential corrections. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Opening of the meeting Approval of the agenda Approval of the report of the previous meeting IPR declaration reminder Incoming liaisons Reports from subgroups Matters relating to completed work items Matters relating to active work items Newly proposed work items Administration, project management, etc Any other business Close of meeting mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 15

3 GPP meetings • A note on the agenda. . . At least 21

3 GPP meetings • A note on the agenda. . . At least 21 days before the meeting … Usually the bulk of the meeting. Normally split into one sub-item per work item. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Opening of the meeting Approval of the agenda Approval of the report of the previous meeting IPR declaration reminder Incoming liaisons Reports from subgroups Matters relating to completed work items Matters relating to active work items Newly proposed work items Administration, project management, etc Any other business Close of meeting mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 16

3 GPP meetings • A note on the agenda. . . At least 21

3 GPP meetings • A note on the agenda. . . At least 21 days before the meeting … May be desirable to subdivide into feasibility studies and technical specification work. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Opening of the meeting Approval of the agenda Approval of the report of the previous meeting IPR declaration reminder Incoming liaisons Reports from subgroups Matters relating to completed work items Matters relating to active work items Newly proposed work items Administration, project management, etc Any other business Close of meeting mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 17

3 GPP meetings • A note on the agenda. . . At least 21

3 GPP meetings • A note on the agenda. . . At least 21 days before the meeting … A chance to review the group’s work plan and for the chairman / secretary to disseminate revised rules etc. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Opening of the meeting Approval of the agenda Approval of the report of the previous meeting IPR declaration reminder Incoming liaisons Reports from subgroups Matters relating to completed work items Matters relating to active work items Newly proposed work items Administration, project management, etc Any other business Close of meeting mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 18

3 GPP meetings • A note on the agenda. . . At least 21

3 GPP meetings • A note on the agenda. . . At least 21 days before the meeting … 1. formal Openingrules of thestipulate meeting “at least 21 Although the 2. Approval the agenda days”, delegates may ofstart to prepare their 3. considerably Approval of the in report of the previous contributions advance of this. meeting The sooner the 4. agenda is available, the easier it will IPR declaration reminder be for delegates to target their contributions to a 5. Incoming liaisons particular 6. item. Reports from subgroups relating to completed work items If elections 7. for Matters chairman and/or vice-chairmen are 8. Matters relating to active work items to take place, this activity must be placed in a 9. Newly proposed work items separate agenda item. 10. Administration, project management, etc Any contentious technical matter which might 11. Any other business require a vote to resolve must be highlighted on 12. Close of meeting the agenda. mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 19

3 GPP meetings • Detailed planning As soon as the agenda is available …

3 GPP meetings • Detailed planning As soon as the agenda is available … 1. Opening of the meeting 2. Approval of the agenda 3. Approval of the report of the previous meeting Allocate TDoc numbers 4. IPR declaration reminder • The responsibility of the Secretary to receive requests and allocate numbers. 5. Incoming liaisons • Currently done manually in some groups email, whilst other groups use an 6. via Reports from subgroups automated web-based tool. 7. Matters relating to completed work items • Some groups find it beneficial to set a 8. TDoc availability deadline. Contributions Matters relating to active work items received after the deadline are only handled is proposed sufficientwork time. items But this is not 9. if there Newly always the most appropriate way to proceed on a matter. 10. Administration, project management, etc 11. Any other business 12. Close of meeting mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 20

3 GPP meetings • Detailed planning After the document deadline has passed (or at

3 GPP meetings • Detailed planning After the document deadline has passed (or at least, when most TDocs are available) … 1. Opening of the meeting 2. Approval of the agenda 3. Approval of the report of the previous meeting Allocate every TDoc to (at least) one agenda item 4. IPR declaration reminder • The responsibility of the chairman, assisted by the secretary. 5. Incoming liaisons • Ensures that no TDoc is forgotten. 6. Reports from subgroups 7. in. Matters relating totracking completed items of • Several tools are currently in use to help this task and in thework treatment TDocs throughout the course of the meeting. 8. Matters relating to active work items 9. Newly proposed work items 10. Administration, project management, etc 11. Any other business 12. Close of meeting mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 21

3 GPP meetings • Detailed planning Shortly before the meeting starts … 1. time

3 GPP meetings • Detailed planning Shortly before the meeting starts … 1. time Opening meetingback by reducing Sometimes, canofbetheclawed 2. of. Approval agenda the duration coffee of orthe lunch breaks. But the 3. Approval of the report of the previous meeting Plan the schedule of the meeting chairman must get the agreement of the meeting to do this!4. IPR declaration reminder • The responsibility of the chairman, assisted by the secretary. Incomingcan liaisons Curiously, 5. a meeting sometimes make faster • Based on experience, the progress number of if 6. TDocs registered against each agenda item, from calls subgroups the. Reports chairman a longer than usual etc. 7. Matters to completed work items coffee or lunch break, relating thus allowing off-line • Carefully plan the running discussion of the meeting in order allowto sufficient timeitems to address 8. which Matters relating active work canto reach consensus faster all important topics. proposed work items than might 9. be Newly possible during the formal meeting itself. to have 10. evening Administration, project management, etc If time seems insufficient, plan ad hoc sessions, off-line discussions. Any other • It is not always necessary If topossible, examine 11. each TDoc inbusiness detail. Sometext documents avoid drafting precise during the 12. Close of meeting provided to the meeting for information be simply noted them, and it formal can meeting. This canwithout take aopening disproportionate is left to delegates to read them time, in theirand ownistime. usually more efficiently • accomplished off-line. mtg © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 22

For more information visit http: //www. 3 gpp. org Or contact john. meredith@etsi. org

For more information visit http: //www. 3 gpp. org Or contact john. meredith@etsi. org © 3 GPP 2009 Mobile. The 3 GPP World Training Congress, Course Barcelona, / Module 19 5 th February 2009 23