Workshop Host Requirements

<!DOCTYPE html PUBLIC "-//W3C//DTD HTML 4.01 Transitional//EN" "http://www.w3.org/TR/html4/loose.dtd"> <html> <head> <meta http-equiv="content-type" content="text/html; charset=UTF-8"> <title>Workshop Host Requirements</title> <link rel="stylesheet" href="https://www.w3.org/Project/guide-style.css"> </head> <body text="black" bgcolor="#E0FFC0"> <a href="https://www.w3.org/"> </a> <a href="https://www.w3.org/"><img alt="W3C" src="https://www.w3.org/Icons/WWW/w3c_home" border="0"></a> <h1>Standard Venue Arrangements for W3C Events: Conferences, Workshops, and Meetings </h1> <h3>Venue Requirements: Space, Internet, Audio Visual, Meals, Local Logistics and Contact Information</h3> <ol> </ol> <h2>Meeting Facility Space, Services and Local Support </h2> <ol> <li>Meeting room: appropriate sized meeting room to accommodate estimated attendance +/- 20 (a traditional walled meeting room is preferable versus an open or common area</li> <li>Seating: schoolroom seating works best for larger groups like an AC Meeting or a Conference with attendance greater than 50 attendees. U-shape or Hollow Square is preferred for working style meetings, Working/Interest Groups, etc. </li> <li>Wheelchair accessible space to include venue entrance, meeting room, lunch room, registration area, and bathrooms</li> <li>space at the front of the room for for a speaker panel (usually 2-4, 6 foot skirted tables with chairs)</li> <li>Registration and break set-up: sufficient space for registration tables and meeting materials: name badges, folders, banners, and catering (three to five, 6 or 8 foot skirted tables)</li> <li>Lunch space options: 1. separate room, 2. meeting room, or 3. facility cafeteria (separate room or reserved area in facility cafeteria are the preferred options) <ul> <li>cafeteria option usually requires coordination with facility manager in advance of the Event to organize reserved seating</li> <li>it should be made clear whether lunch is provided by the host or self-funded by Event attendees, and payment options must be made clear in advance of the Workshop.</li> </ul> </li> <li>Local admin and/or facility support to handle all aspects of meeting setup/breakdown. It is helpful for someone to act as a local point of contact and to be available to accept catering deliveries, maintain a clean meeting area and handle any issues that may arise that require local assistance </li> <li>Nice to have: <ul> <li>Private room for side-meetings and recruiting conversations.</li> <li>Name badges to include attendee name and company affiliation. </li> </ul> </li> <li>Wireless Internet and Audio Visual <ul> <li>wireless internet for every attendee: <a href="https://www.w3.org/2006/03/hostnetworkrequirements.html">W3C Systems Team bandwidth requirements</a> <ul> <li>it would be very helpful if well-debugged written instructions for using the network were made available at the Workshop or sent in advance</li> </ul> </li> <li>electricity at every seat for laptops</li> <li>appropriate sound system and number of microphones to accommodate speakers and audience q&a (speaker microphone, 1-3 microphones to accommodate panel speakers if needed, and 1-2 microphones for audience q&a)</li> <li>appropriate lcd projector and screen to accommodate room size and attendance (75, 150, 300 etc.)</li> <li>live steaming if deemed appropriate by Program Committee </li> <li>audio visual on-site support or point of contact to report issues</li> <li>flip charts and markers</li> <li>other equipment deemed necessary by the Program Committee or requested by Speakers </li> </ul> </li> <li>Food and Beverage <ul> <li>Meal package frequently includes: 4 catered events <ul> <li>breakfast: coffee, decaf, tea with pastries and fruit one day and bagels and cream cheese with fruit another day for example (include low carb items)</li> <li>mid-morning break: coffee, decaf, tea with bottled waters</li> <li>lunch (buffet or boxed for example)</li> <li>afternoon break: combination of hot/cold beverages: coffee, decaf, tea, and a variety of cold beverages with a light snack to include low carb items</li> </ul> </li> <li>Special Meals: Host to advise on whether special meal requests will be accommodated (allergies, kosher, gluten-free, vegan, etc.)</li> </ul> </li> <li>Local Hotels: If it is peak season during the Event, and local hotels expect to sell out, a guest room block may be appropriate (especially if there are limited local hotels). <ul> <li>Event Chair to work with local host to ensure attendees are informed of local hotel options and costs.</li> <li>Event Host to advise. </li> </ul> </li> <li>Local Logistics Information - Getting to the Meeting Venue <ul> <li>closest international airport and surrounding airports</li> <li>local hotel information to include corporate discount rates (if any): hotel name, address, telephone and uri</li> <li>directions to the Workshop venue, google maps, etc.</li> <li>ground transportation suggestions and details: taxi, bus, train, etc.</li> <li>venue parking information to include availability and cost</li> <li>a list of local restaurants would be extremely helpful </li> </ul> </li> <li>Venue Access and Security Policies <ul> <li>Are there any security check-in procedures at the Workshop venue? If so, explain.</li> <li>Does the Venue require a list of registered participants prior tro the Workshop? If so, by what date prior to the Workshop?</li> <li>Will workshop participants require building passes to enter the facility? If so, how will passes be distributed? </li> </ul> </li> <li>Accessibility for Meetings: <ul> <li>Live Captioning</li> <li>Interpreting Services</li> <li>Translation Services</li> </ul> </li> </ol> <ol> <li> <ul> </ul> </li> </ol> <hr> <address> <a href="mailto:workshops@w3.org">Susan Westhaver</a>, W3C Meeting Planner and Head of Administration MIT-W3C last revised $Date: 2020/07/23 13:42:59 $ by $Author: susan $ </address> </body> </html>

CINXE.COM

Workshop Host Requirements