All you always wanted to know about 3GPP … but were too afraid to ask.

1. All you always wanted to know about 3GPP …but were too afraid to ask. The 3GPP Seminar

2. The 3GPP SeminarModule 5 • Preparation of meetings - a guide for chairmen

3. 3GPP meetings • The following session is likely to be of most interest to chairmen and secretaries …

4. 3GPP meetings • Planning your meeting • 3GPP 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

5. 3GPP meetings • Planning your meeting • 3GPP 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 (EF3) • 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; • not be seen as a holiday resort. mtg

6. (China) (Europe, World) (Japan) (Korea) (USA) • 3GPP meetings • Planning your meeting • 3GPP 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 (EF3) • 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; • not be seen as a holiday resort. mtg

7. 3GPP meetings • Planning your meeting • 3GPP 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 3GPP web: http://www.3gpp.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

8. 3GPP 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 very much longer to issue visas to certain nationalities. Wherever possible, it is recommended that the invitation be available as much as six months in advance. • Issue the formal invitation • Normally the responsibility of the host, though Support Team can offer assistance and advice, and supply a suitable invitation template. • 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

9. 3GPP meetings • A note on the agenda ... The agenda should, insofar as possible, stick to a tried and tested structure: At least 21 days before the meeting … • 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 Issue the agenda 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. mtg

10. 3GPP meetings • A note on the agenda ... At least 21 days before the meeting … • 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 Stock items which should need no explanation. mtg

11. 3GPP meetings • A note on the agenda ... At least 21 days before the meeting … • 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 Some groups may formally approve the meeting report electronically, and this step may be omitted. mtg

12. 3GPP meetings • A note on the agenda ... At least 21 days before the meeting … • The attention of the delegates to the meeting of this Technical Specification Group is drawn to the fact that 3GPP Individual Members have the obligation under the IPR Policies of their respective Organizational Partners to inform their respective Organizational Partners of Essential IPRs they become aware of. • The delegates are asked to take note that they are thereby invited: • to investigate whether their organization or any other organization owns IPRs which were, or were likely to become Essential in respect of the work of 3GPP. • 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. • 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 Mandatory item The chairman reminds delegates of their obligations concerning IPR. mtg

13. 3GPP meetings • A note on the agenda ... At least 21 days before the meeting … • 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 Some incoming LSs are better dealt with directly under the work item to which they relate. mtg

14. 3GPP meetings • A note on the agenda ... At least 21 days before the meeting … • 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 Information and questions for clarification only. Technical substance handled under work items. mtg

15. 3GPP meetings • A note on the agenda ... At least 21 days before the meeting … • 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 Essential corrections. mtg

16. 3GPP meetings • A note on the agenda ... At least 21 days before the meeting … • 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 Usually the bulk of the meeting. Normally split into one sub-item per work item. mtg

17. 3GPP meetings • A note on the agenda ... At least 21 days before the meeting … • 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 May be desirable to subdivide into feasibility studies and technical specification work. mtg

18. 3GPP meetings • A note on the agenda ... At least 21 days before the meeting … • 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 A chance to review the group’s work plan and for the chairman / secretary to disseminate revised rules etc. mtg

19. 3GPP meetings • A note on the agenda ... At least 21 days before the meeting … • 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 Although the formal rules stipulate “at least 21 days”, delegates may start to prepare their contributions considerably in advance of this. The sooner the agenda is available, the easier it will be for delegates to target their contributions to a particular item. If elections for chairman and/or vice-chairmen are to take place, this activity must be placed in a separate agenda item. Any contentious technical matter which might require a vote to resolve must be highlighted on the agenda. mtg

20. 3GPP meetings • Detailed planning As soon as the agenda is available … • 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 • Allocate TDoc numbers • The responsibility of the Secretary to receive requests and allocate numbers. • Currently done manually in some groups via email, whilst other groups use an automated web-based tool. • Some groups find it beneficial to set a TDoc availability deadline. Contributions received after the deadline are only handled if there is sufficient time. But this is not always the most appropriate way to proceed on a matter. mtg

21. 3GPP meetings • Detailed planning After the document deadline has passed(or at least, when most TDocs are available) … • 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 • Allocate every TDoc to (at least) one agenda item • The responsibility of the chairman, assisted by the secretary. • Ensures that no TDoc is forgotten. • Several tools are currently in use to help in this task and in tracking the treatment of TDocs throughout the course of the meeting. mtg

22. 3GPP meetings • Detailed planning Shortly before the meeting starts … • 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 Sometimes, time can be clawed back by reducing the duration of coffee or lunch breaks. But the chairman must get the agreement of the meeting to do this! • Plan the schedule of the meeting • The responsibility of the chairman, assisted by the secretary. • Based on experience, the number of TDocs registered against each agenda item, etc. • Carefully plan the running of the meeting in order to allow sufficient time to address all important topics. • If time seems insufficient, plan to have evening ad hoc sessions, off-line discussions. • It is not always necessary to examine each TDoc in detail. Some documents provided to the meeting for information can be simply noted without opening them, and it is left to delegates to read them in their own time. Curiously, a meeting can sometimes make faster progress if the chairman calls a longer than usual coffee or lunch break, thus allowing off-line discussion which can reach consensus faster than might be possible during the formal meeting itself. If possible, avoid drafting precise text during the formal meeting. This can take a disproportionate time, and is usually more more efficiently accomplished off-line. mtg

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