TG Open Sessions

Introduction

• The event is open to ETSI Members as well as non-ETSI Members. It will be created and set up accordingly in the ETSI portal, allowing registration of external participants (without EOL account).
• The access to the event is free of charge.
• The event addresses a targeted audience and is handled upon invitation only by the Technical Group to existing contacts/lists. No public e-mail invitation should be sent, and no registration link should be shared on social media.
• It can be a F2F, online or hybrid event. A meeting room in the ETSI premises can be booked to host the event in F2F or hybrid.
• In terms of duration, ½ day is recommended, 1 day maximum.
• Anti-trust guidelines should be followed and compliance with GDPR rules is required.
• The Technical Group Chair is the coordination lead for the session with the support of the Technical Officer (or relevant ETSI Staff).

Content of the Open Sessions

• No technical contributions to specifications are permitted, no editing/drafting of specifications permitted/no work on ETSI deliverables.
• No commercial matters should be discussed, no promotional presentations can be conducted. No confidential information should be disclosed.
• Content presented during the Open Session must be re-submitted to a regular TG meeting by an ETSI member to be used as inputs to a TG meeting.
• The session should be moderated by ETSI Technical Group Chair or Vice-Chair(s). Another moderator can be appointed by the TG Chair upon TG consensus.

Technical Group Open Session vs Technical Group Meeting

• The Open Session should be held outside of the regular Technical Group meeting. It must be a separate meeting—a separate day or half-day—with a defined beginning and end, a defined entry in the meeting calendar, and a different invitation.
• No regular meeting document numbering is permitted.

Case of hosted sessions

• In the case of hosted events (F2F/Hybrid), ad-hoc display of logo(s)/brand items is not allowed; there should be no specific promotion for/by the host(s) to ensure that the event is ETSI-branded only.
• A written approval from the Host confirming their agreement to host the event in their premises is required.
• The participant list can be provided to the host for the sole purpose of the Open Session. The host is responsible for providing badges for all delegates. If additional registration process is required for security reasons (or other purposes), the host shall handle it directly and is responsible for complying with GDPR.
• No pre- and post-event promotion can be done by the host on their own, e.g. no press/news release. Pre- and post-event promotion is managed by ETSI, materials may be shared with the host.

Sponsorship and promotion

• Sponsorship and related promotion by external company(ies) are NOT allowed.
• Pre- and post-event promotion is managed by the ETSI marketing team.
• Specific support from ETSI Marketing: The Marketing team can support the organization of the activity with the production of different assets as relevant, e.g., a dedicated webpage in the events section of the ETSI website, creation of assets for communications (e.g. web banner, social media banner), pre-and/or post-event promotional support (e.g. social media, news release… as relevant). IMP: we do not recommend including the registration link on the webpage and/or the ETSI social media post if the F2F capacity is limited.
• Use of ETSI brand items (e.g., logo): compliance with the ETSI Brand Guidelines is required. No other branding is permitted.
• No dedicated budget is available for such activities, and no onsite support will be provided by the Marketing/Events team.

Naming

• The title of the event should be called “ETSI <> Open Session on <>,” e.g., ETSI NFV Open Session on <>, ETSI MEC Open Session on <>…
• No other term should be used. Terms like Conferences, Workshops, Summits, Webinars, Seminars are reserved for the use of specific events organized by the ETSI Events department.
• Do not use ETSI only; always include the name/acronym of the Technical Group.
• If the event is hosted, the name of the host will be mentioned as follows: ETSI <> Open Session on <>, facilitated by ETSI <> and hosted by <>. The host's name will be included on the invitation, promotional items as relevant, and PPT cover page.No logo and no further promotion for the host should be done.

Sign off process

• The Technical Group will define the scope, content, and format of the Open Session and coordinate logistics (e.g., location, date…, etc.).
• The Technical Officer (or relevant ETSI Staff) will inform the relevant ETSI Secretariat stakeholders via a dedicated online form.
• The Marketing team will inform relevant stakeholders (e.g. ESG), sign off the activity and confirm agreed support/materials.
• The Technical Group will run their Open Session with the support of the Technical Officer (or relevant ETSI Staff)
• The process must be kicked off at least 2 months before the Open Session.

Version 1.0 - July 2024