2015 F2F Meeting Schedule and Hosts

Wed Feb 26 23:39:15 CET 2014

Rex, you have a point, but that could be used as an argument for not having
the Plenary in the autumn/fall, by interchanging the Plenary with one of the
WG meetings. The SC 34 Chairman's report to the JTC 1 Plenary does get
discussed during the SC 34 Plenary, it is true, but only informally. We
generally don't pass resolutions that affect SC 34 submissions to the JTC 1
Plenary.

Let me be clear. I'm not objecting to trying to space the three meetings
evenly - I agree with this aim. And nor do I personally have a strong
preference between your proposal (Jan-May-Sep) and my alternative
(Feb-Jun-Oct). I'm just suggesting, if we're going to try to change the
pattern, that we consider all the options and try to find the one that works
best for the largest proportion of those needing/wishing to attend our
meetings. So far as the Plenary is concerned, we will presumably have to
accept whatever constraints the SC 34 Secretariat and Chairman place on the
discussion.

Francis

From: Rex Jaeschke [mailto:rex at RexJaeschke.com] 
Sent: 26 February 2014 17:57
To: 'SC 34 WG4'
Subject: RE: 2015 F2F Meeting Schedule and Hosts

Francis, I think one reason for the SC 34 Plenary being no later than
September is that the JTC 1 Plenary is usually the first full week of Nov,
and SC's need to get their resolutions and such in more 4-6 weeks earlier to
be considered at that meeting. Of course, JTC 1 does do letter ballots for
issues not ready at its Plenary time.

Rex

From: Francis Cave [mailto:francis at franciscave.com] 
Sent: Wednesday, February 26, 2014 10:21 AM
To: 'SC 34 WG4'
Subject: Re: 2015 F2F Meeting Schedule and Hosts

Are we tied to having the Plenary in September? We probably are for 2015,
because we informally asked the Chinese delegation if they could host the
Plenary in September 2015, but beyond that I think we could shift the
meetings a month later. January is an unattractive time to be meeting
anywhere in the northern hemisphere.

Francis

On 26/02/2014 15:03, Rex Jaeschke wrote:

I'm simply trying to make the gaps between F2F meetings more uniform. And
since we're tied to a Plenary each September, that left only one obvious
alternative, every 4 months around that. We have some good synergy at F2F
meetings and to go up to 6 months between (September to March), I think, has
the potential for us to lose some momentum.

That said, I have no personal stake in the schedule of the non-Plenary
meetings.

We do, however, need to be flexible, depending on when hosts may have space
available. Some National Standards groups allocate their meeting rooms well
in advance.

Rex

From: Francis Cave [mailto:francis at franciscave.com] 
Sent: Tuesday, February 25, 2014 7:07 PM
To: SC 34 WG4
Cc: Francis Cave
Subject: Re: 2015 F2F Meeting Schedule and Hosts

Hi Rex

In 2012 we (briefly) managed an every-four-months pattern of meetings:
February - June - October. Is it your view that a January - May - September
pattern would be easier to schedule?

Francis

On 25/02/2014 23:43, Rex Jaeschke wrote:

[As this affects all WGs who meet with us (WG4) outside plenaries, please
circulate this to WG1, WG5, and WG6 members, as appropriate.]

Here are a couple of things to think about in advance of the Berlin meeting:

Meeting Schedule: When we changed from 4 meetings/year to 3, the schedule
for the non-plenary meetings wasn't adjusted, so we've had March, June, and
September meetings, leaving a 6-month gap between September and March. I
propose that starting in 2015, we adopt a January, May, September schedule,
so meetings are evenly spaced.

January 2015 Meeting Host: I had a tentative offer, but that is no longer on
the table. Please check if you can host multiple WGs for 4-5 days sometime
that month. I'd like to announce a host and date block for that meeting as
soon as a possible, and in any event no later than the close of our Prague
meeting in June 2014.

FYI, below is our meeting location history.

Rex

2009-01 WG4 - Okinawa, JP

2009-03 Plenary - Prague, CZ

2009-06 WG4 - Copenhagen, DK

2009-09 Plenary - Bellevue, WA, US

2009-12 WG4 - Paris, FR

2010-03 Plenary - Stockholm, SE

2010-06 WG4 - Helsinki, FI

2010-09 Plenary - Tokyo, JP

2010-12 WG4 - Beijing, CN

2011-03 Plenary - Prague, CZ

2011-09 Plenary - Busan, KR

2012-02 WG4 - Prague, CZ

2012-06 Plenary - Brasilia, BR

2012-10 Plenary - London, UK

2013-03 WG4 - Copenhagen, DK

2013-06 WG4 - Bellevue, WA, US

2013-09 Plenary - Delft, NL

-------------

2014-03 WG4 - Berlin, DE

2014-06 WG4 - Prague, CZ

2014-09 Plenary - Kyoto, JP

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