Requirements for ITU Technical Meetings July 2023
This document outlines the typical requirements for ITU technical meetings scheduled for July 2023. It includes information on delegate numbers, room capacities, ITU staff, local staff requirements, and meeting durations. The content emphasizes the importance of accurate representation and discusses the potential changes that may occur in meeting specifications. Hosts and participants will find this information valuable for planning and organizing successful ITU technical meetings.
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Typical requirements for ITU technical meetings July 2023 www.itu.int 1
Introductory note This document provides a solid basis for discussion for potential hosts of ITU technical meetings. Figures and technical requirements are indicative and may be subject to change for certain meetings. The delegate numbers provided represent the Study Groups and Working Parties participants for 2019. As the last full pre-COVID-19 year, this represents the baseline currently available and provides a good overview of standard requirements. Meeting participation figures for 2023 will provide a more accurate representation of the current situation. ITU will update this presentation with 2023 figures once fully available. www.itu.int 2
BR specifications Number of delegates per ITU-R Study Group (SG) & Working Party (WP) 2019 figures 300 250 200 150 100 50 0 SG 1 WP WP 1B WP 1C SG 3 WP WP 3K WP 3L WP 3M SG 4 WP WP 4B WP 4C SG 5 WP WP 5B WP 5C WP 5D SG 6 WP WP 6B WP 6C TG 6/1 SG 7 WP WP 7B WP 7C WP 7D 1A 3J 4A 5A 6A 7A SG 1 SG 3 SG 4 SG 5 SG 6 SG 7 www.itu.int 3
BR specifications Table 1a: Requirements per ITU-R Working Party (WP) and Task Group (TG) meeting NUMBER OF DAYS PER MEETING 2 ROOM CAPACITY IS SERVICES (including 300Mbps) GROUP 1 OCCURRENCE INTERPRETATION ITU STAFF LOCAL STAFF 1 x 200, 2 x 100, 1 x 50, 1 x 10, 4 x Chair offices 1 x 140, 4 x 50, 2 x 30, 1 x 10, 5 x Chair offices 1 x 320, 2 x 150, 2 x 50, 1 x 30, 1 x 10, 4 Chair offices 1 x 280, 4 x 100, 1 x 70, 3 x 30, 2 x 10, 4 x Chair offices 1 x 220, 1 x 150, 1 x 100, 1 x 50, 1 x 30, 1 x 10, 2 x chairman s offices 1 x 120, 1 x 100, 2 x 50, 2 x 30, 1 x 10, 4 x Chair offices 1 x 180, 1 x 150, 1 x 100, 1 x 30, 1 x 10, 2 x Chair offices 1 x 120, 1 x 100,1 x 50, 1 x 30, 1 x 10, 5 x Chair offices Registration, Security, Usher, IS Registration, Security, Usher, IS Registration, Security, Usher, IS Registration, Security, Usher, IS Registration, Security, Usher, IS Registration, Security, Usher, IS Registration, Security, Usher, IS Registration, Security, Usher, IS 2 x year 8 days Not required Remote, Projection 7 WPs 1 1 x year 9 days Not required Remote, Projection 7 WPs 3 2 x year 13 days Not required Remote, Projection 8 WPs 4 2 x year 12 days Not required Remote, Projection 9 WPs 5 3 x year 10 days Not required Remote, Projection 7 WP 5D 2 x year 9 days Not required Remote, Projection 7 WPs 6 2 x year 10 days Not required Remote, Projection 7 TG 6/1 Not required 2 x year 6 days Remote, Projection 7 WPs 7 1 Working Party meetings are scheduled in parallel but may not take up the same number of days 2 Number of meeting days does not include weekend days www.itu.int 4
BR specifications Table 1b: Requirements per ITU-R Group (SG) meeting NUMBER OF DAYS PER MEETING 2 ROOM CAPACITY IS SERVICES (including 300Mbps) GROUP OCCURRENCE 1 INTERPRETATION ITU STAFF LOCAL STAFF 1 x 150, 1 x 10, 4 x Chair offices 1 x 100, 1 x 10, 5 x Chair offices 1 x 200, 1 x 10, 4 x Chair offices 1 x 200, 1 x 10, 4 x Chair offices 1 x 120, 1 x 10, 4 x Chair offices 1 x 120, 1 x 10, 5 x Chair offices Remote, Projection, Captioning Remote, Projection, Captioning Remote, Projection, Captioning Remote, Projection, Captioning Remote, Projection, Captioning Remote, Projection, Captioning 7 Registration, Security, Usher, IS Registration, Security, Usher, IS Registration, Security, Usher, IS Registration, Security, Usher, IS Registration, Security, Usher, IS Registration, Security, Usher, IS 1 x year 1 day 6 languages SG 1 (+14 interpreters) 7 (+14 interpreters) 8 (+14 interpreters) 9 (+14 interpreters) 7 (+14 interpreters) 7 (+14 interpreters) 1 x year 1 day 6 languages SG 3 1 x year 2 days 6 languages SG 4 2 x year 2 days 6 languages SG 5 2 x year 1 day 6 languages SG 6 2 x year 1 day 6 languages SG 7 1 Study Group meetings are scheduled before or after the meetings of the related working parties 2 Number of meeting hours per day: 6 hours (2 x 3-hour session) www.itu.int 5
TSBspecifications Number of delegates per respective ITU-T Study Group meeting - 2019 figures 200 180 160 140 120 100 80 60 40 20 0 SG2 SG3 SG5 SG9 SG11 SG12 SG13 SG15 SG16 SG17 SG20 www.itu.int 6
TSB specifications Table 2a: Requirements per ITU-T Study Group as per 2022/3 NUMBER OF DAYS ROOMS CAPACITY IS SERVICES (including 300Mbps) OCCURRENCE INTERPRETATION ITU STAFF LOCAL STAFF 2-3 + (bilingual) Interpreters only for Closing Plenary (only per request) 1 x 100, 2 x 20 (opening & closing) 2 offices for SG/MGT Registration, Security, Usher, IS Upon member s request for Closing 2x year 10 days Remote participation SG 2 14 + interpreters required each and everyday day 1 x 150 (opening & closing) , 1 x 30, 1 office for SG/MGT Registration, Security, Usher, IS 2x year 8-9 days 6 languages (8-9 days) Remote participation SG 3 2-3 +(bilingual) Interpreters only for Closing Plenary (only per request) 1 x 100 (opening & closing), 1 x 50, 1 x 20, 3 x 15, 2 offices for SG/MGT Registration, Security, Usher, IS Upon member s request for Closing 2x year 10 days Remote participation SG 5 2-3 + (bilingual) Interpreters only for Closing Plenary (only per request) 1 x 80 (opening & closing), 1 x 30, 2 x 10, 2 offices for SG/MGT Registration, Security, Usher, IS Upon member s request for Closing 2x year 8 days Remote participation SG 9 2-3 + (bilingual) Interpreters only for Closing Plenary (only per request) 2-3 + (bilingual) Interpreters only for Closing Plenary (only per request) 1 x 100 (opening & closing) , 1 x 30, 6 x 15, 2 offices for SG/MGT Registration, Security, Usher, IS Upon member s request for Closing 2x year 8 days Remote participation SG 11 1 x 150 (opening & closing) , 3 x 30, 2 x 15, 1 x 10, 1 office for SG/MGT Registration, Security, Usher, IS Upon member s request for Closing 2x year 8 days Remote participation SG 12 www.itu.int 7
TSB specifications Table 2b: Requirements per ITU-T Study Group as per 2022/3 NUMBER OF DAYS ROOM CAPACITY IS SERVICES (including 300Mbps) OCCURRENCE INTERPRETATION ITU STAFF LOCAL STAFF 2-3 + (bilingual) Interpreters only for Closing Plenary (as per request) 2-3 + (bilingual) Interpreters only for Closing Plenary (only per request) 2-3 + (bilingual) Interpreters only for Closing Plenary (only per request) 2-3 + (bilingual) Interpreters only for Closing Plenary (only per request) 2-3 + (bilingual) Interpreters only for Closing Plenary (only per request) 1 x 150 (opening & closing), 1 x 50, 2 x 20, 5 x 10, 2 offices for SG/MGT Registration, Security, Usher, IS Upon member s request for Closing 2x year 10 days Remote Participation SG 13 1 x 250 (opening & closing) , 1 x 50, 2 x 30, 3 x 20, 3 x15, 1 x 150 2 offices for SG/MGT Upon members request for Closing Registration, Security, Usher, IS 2 x year 20 days Remote Participation SG 15 1 x 150 (opening & closing), 1 x 30, 2 x 20, 2 x 15, JVET 1 x 150, 1 x 50, MPEG 1 x 350, 2 x 130, 1 x 50, 2 x 30, 2 offices for SG/MGT 9 months (=3 meetings in 2 years) 20 days Remote Participation, Captioning Registration, Security, Usher, IS Upon member s request for Closing SG 16 (including tests) 1 x 200 (opening & closing), 1 x 100, 3 x 30, 3 x 20, 2 x 15, 2 offices for SG/MGT Registration, Security, Usher, IS Upon member s request for Closing 2 x year 20 days Remote Participation SG 17 1 x 200 (opening & closing), 1 x 100, 1 x 50, 3 x 30, 2 x 20, 1 x 15, 2 offices for SG/MGT Registration, Security, Usher, IS Upon member s request for Closing 2x year 10 days Remote Participation SG 20 www.itu.int 8
BDT specifications Number of delegates per ITU D Study Group (SG) and Rapporteurs Group Meeting (SG RGM) - 2019 figures 200 180 160 140 120 100 80 60 40 20 0 SGs SG RGM www.itu.int 9
BDT specifications Table 3: Requirements per ITU D meeting type PERIOD OR REQUESTED DATE ROOM CAPACITY IS SERVICES (including 300Mbps) OCCURRENCE INTERPRETATION ITU STAFF LOCAL STAFF Registration, Security, IS, room ushers Registration, Security, IS, room ushers Registration, Security, IS, room ushers Registration, Security, IS, room ushers Registration, Security, IS, room ushers Registration, Security, IS, room ushers 2 weeks Projection, Webcast, Remote, Room plan 20 1 + SGs 2023 1 x year 6 languages 2 1 x 200, 1 x 30 2 October-10 November Interpreters (TBC) Languages tbc 2 (between 2 and 6 languages) 4 weeks 15 April-10 May Projection, Webcast, Remote 20 1 + SG RGM 3 2024 1 x year 1 x 80, 1 x 30 Interpreters (TBC) 2 weeks February-April (before TDAG) Projection, Webcast, Remote, Room plan 20 1 + SGs 2026 1 x year 6 languages 2 1 x 200, 1 x 30 Interpreters (TBC) 1 week April-June (after SGs and before Council) Projection, Webcast, Remote, Room plan 20 1 + TDAG 4 2026 1 x year 6 languages 2 1 x 200, 1 x 30 Interpreters (TBC) Languages tbc 2 (between 2 and 6 languages) Languages tbc 2 (between 2 and 6 languages) Projection, Webcast, Remote 20 1 + EGTI-EGH 5 2026 1 x year 1 week September 1 x 150 Interpreters (TBC) 4 weeks Projection, Webcast, Remote 20 1 + SG RGM 3 2026 1 x year 1 x 80, 1 x 30 15 September-15 December Interpreters (TBC) 1 Please see below a breakdown of the staff concerned: BDT Management: BDT Content: 11 (each Question has a BDT Focal Point as secretary who need only be present for the meeting of his/her Question) BDT Support : 5 (SG1 counsellor during SG1, SG2 counsellor during SG2, SG assistant, registration and overall organization and logistics) IT & AV: 2 Security: 1 TOTAL : 20 Note: Depending on the meeting, 1 additional staff from interpretation service may be needed. 2 For meetings of two weeks or four weeks, if interpretation is required for 5 working days, a total of 20 interpreters would be needed per week; the number of contract days for interpreters will vary. 3Rapporteurs Group Meeting 4 Telecommunication Development Advisory Group 5 Expert Group on Telecommunication/ICT Indicators and Expert Group on ICT Household Indicators www.itu.int 10
Specifications |Annex 1 Calendar of technical meetings for one year requiring a host (for indicative purposes only based on the annual regular schedule of meetings pre-Covid-19 and subject to change) JANUARY FEBRUARY MARCH APRIL MAY JUNE I: Interpretation W: Webcast R: Remote A: Audio recording C: Captioning ITU-R SGs ITU-R WPs ITU-T SGs ITU-R WPs ITU-R SGs ITU-R WPs I, W, R, A, C I, W W, R I, W I, W, R, A, C I, W ITU-R WPs ITU-T SGs ITU-T SGs ITU-R WPs I, W I, W, R, A, C I, W, R, A, C I, W ITU-R SGs (I, W, R, A, C) ITU-T SGs ITU-D SG1 ITU-T SGs I, W, R, A, C I, W, R, C I, W, R, A, C ITU-D SG2 I, W, R, C JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER ITU-R WPs ITU-R SGs ITU-R WPs ITU-T SGs ITU-R SGs ITU-T SGs I, W I, W, R, A, C I, W I, W, R, A, C I, W, R, A, C I, W, R, A, C ITU-T SGs ITU-R WPs ITU-T SGs ITU-D SG2R ITU-R WPs ITU-D SG1R (I, W, R, C) I, W, R, A, C I, W, R, A, C I, W I, W, R, C I, W ITU-T SGs ITU-D SG1R ITU-T SGs I, W, R, A, C I, W, R, C I, W, R, A, C www.itu.int 11
