TC39 hosts six in-person meetings a year. If you want to host a meeting, here's what is required:
- Secure a meeting room and catering.
- Note the meeting logistics in the TC39 Reflector -- address, where to park, how to get in, contact details, etc.
- At least 2 weeks prior to the meeting, the ECMA secretariat will send a Doodle registration link to the reflector to determine an approximate attendee count.
- Send the Doodle contacts to your registration desk so credentials can be printed early.
- Remove any NDA signing requirements. This may be as simple as informing reception that NDAs are not required.
- Reserve a restaurant for the social gathering. The day is flexible (either day 1 or day 2), and costs are shared with ECMA. Note that it is hard to actually get a room for 30+ people so getting started early is recommended.
- Give a short presentation on the facilities - where to find the bathroom, how to use the WiFi, etc.
- A single-layered circle or square is ideal. Lecture-style seating is discouraged.
- Power must be available at all seats.
- There must be an area for attendees to step away for phone calls or meetings.
- Breakfast begins when people are filing in (typically 30-60 minutes prior to the meeting start).
- Lunch begins at around 12:00pm.
- Coffee & tea should be available throughout the day.
- Drinks & snacks (snacks are optional but encouraged - the afternoon break at approximately 3pm is a hungry time)
- Please be sensitive to dietary requirements. Vegan is required. Gathering dietary requirements via reflector is encouraged.
- Whiteboards and markers
- Provide nametags/placards that are ideally visible from both the podium and to other seated delegates. This helps note takers and new members. Pre-printed ones are not necessary. Attendees can fill out their own.
- Some sort of telepresence/video conferencing system is required. Please ensure the system is in working order and you know how to use it.