Any organization planning to host a 3GPP meeting should take into account the following information.
The 3GPP voting rules rely upon accurate records being kept about individual members participating in TSG and WG meetings.
When registering for a meeting delegates must specify, exactly who they are, which individual member they are representing at the meeting and to which Organizational Partner or Market Representation Partner their company is affiliated.
This template provides a basic model for any 3GPP meeting invitation. It can be tailored to your needs (e.g. adding your logo, resources which will be provided by your company), but the main registration details must not be altered in order to ensure that you collect the necessary information about the registered delegates. The template will also include information about access to the meeting, hotels rates and car rental facilities.
Also, delegates may be required to provide their own mains power and voltage adaptors, LAN card and LAN adaptor cable to either plug into RJ45 socket or connect to RJ45 plug. Details on compatible LAN cards should also be included in then invitation. Also delegates need to be informed about what type of phone socket is available in the meeting / hotel. A useful URL for phone and mains sockets/voltage is: http://kropla.com/index.html
Download the
Invitation template
Every attendee shall register before arrival at each TSG or WG meeting. Each attendee who represents an Individual Member shall declare the precise name of that Individual Member. An attendee may only register to represent one Individual Member. This information shall be used for the preparation of participants lists, and possibly voting forms.
It is the responsibility of the host to record and produce an accurate participants list. The list shall include the information provided by the delegates when they register. At the end of the meeting, the host shall forward the finalized list of participants to the 3GPPcontact@ so that the 3GPP records may be kept fully up to date and used when preparing voting lists.
Download the Participants
List template
The basic requirements for a hosted meeting are the meeting room(s) with tables and chairs for all participants, at all sessions including plenary sessions. A typical user will need sufficient space on the table for a laptop computer and some paper for notes.
Mains power distribution should be available so that everyone can plug in their PC. It is not required to provide mains converters or socket adaptors as all delegates should bring their own.
Small 10BaseT LAN hubs are available on the market at under $50. By chaining several of these together it is possible to provide sockets within a reasonable distance of all the seats in a meeting room. This provides a basic meeting network if at least one of the participants can set their own machine up as a server. All ports provided to users must be 10Mb/s compatible as delegates are not required to have 100Mb/s LAN cards. Cabling to meeting rooms should be duplicated as a backup in case of single link problems.
A meeting server will be needed to make the local meeting network work. This may be provided by the Host or by one of the members (only for the WG). The following configuration is suggested:
Windows NT Server Machine configured as WORKGROUP and NOT as DOMAIN server - this is to allow delegates to log into their own machines in the normal way and not need to use specific login ids for the meetings.
Backup Windows NT Server in case of problems (larger meetings)
DHCP server
IP address of server(s) : choose from 10.10.10.1 to 10.10.10.10
IP addresses within network: 10.10.10.20 to 10.10.11.254
Subnet Mask: 255.255.0.0
Name of server: server
Internet Relay Chat Server (e.g. Parachat IRCD)
Shared Directory called "Inbox" with read/write access
Shared Directory called "Server" with read access
Appropriate directories for documents, "inbox" should be under "server" so that delegates can access (read only) the inbox via \\server\server. The directory "server" or a directory above "server" should be made read/write for the secretariat only so that documents can be moved by them when needed. There should be a "tools" directory under "server" for e.g. printer drivers.
NOTE 1:The IP address range is selected on the basis that it is easy to remember the IP address of the Server.
NOTE 2: The documents "template.rtf" and "doclist.rtf" should be available in the meeting documents directory. template.rtf is a template for new documents and doclist.rtf contains the list of documents for easy access. All other documents should be numbered as per the meeting server (e.g. t2-990429.rtf).
To enable the printing of documents, a suitable printer which is shared into the network is useful. Printer drivers should be in a subdirectory off the "Tools" directory called "printer drivers".
The local network should be configured as standalone so that only the participants in the room have access to the data. Connections to other networks (e.g. the Internet) may be provided with consideration of appropriate security levels.
PC
LAN card and 10baseTcable (users need to be able to connect to both an RJ45 plug and RJ45 socket) or Wireless LAN card
TCP/IP and NETBEUI
Dynamic IP address
Computer name set to something which identifies the person using the computer (e.g. HOLLEY)
No shared directories (unless you want others in the meeting to see the files in the shared directories)
Internet Relay Chat client (e.g. Microsoft Chat client - part of Internet Explorer 5 or greater)
(Optional) LAN hub and patch cable to connect to another hub*
Power adaptor so that laptop can plug directly into the local supply voltage and local socket type
* (don’t forget to check that the power supply works at the voltage of the country you are going to; unfortunately not all LAN hubs come with power supplies which auto-switch between 110 and 240V.). Modern LAN Hubs are quite small – only the size of a larger external floppy disk drive.
For document distribution, all documents should be submitted to the directory Inbox. The secretary of the meeting (or owner of the PC which is running the server) should move documents from the Inbox to the appropriate Server directory periodically. Participants should copy documents from the server to their local machine before they open them.
Download the
PowerPoint slide showing instructions for setting up a LAN system.