Coming to a meeting

If you are coming to a meeting at ETSI, please read the following information prior to your arrival.

Information is also available on a range of meeting services.

Contact point

  • Any administrative enquiries concerning meetings should be addressed to the Meeting Support Team
  • Any technical enquiries should be addressed to the Technical Officer (or his assistant) of the inviting technical committee (named in the letter of invitation).
    See the list of ETSI technical committees and people involved in the different technical committees

Invitation

An invitation is sent by the Technical Officer to all people subscribed to the mailing list of the inviting technical committee approximately six weeks prior to the start of the meeting.

Documents

  • Contributions should be made available in advance to the meeting to be put on the server. In case a late contribution is accepted the delegate submitting it is responsible for providing the copies of this document.
  • Documents available on the file server before the start of the meeting will not be provided in paper copies. Delegates who would rather work with paper copies are requested to bring their own.
  • Documents should be uploaded to our Docbox server (FTP clients are available on each computer). In that way all meeting participants connected to the etsi_public network or the internet will be able to read it.
  • During the meeting the documents will be available in electronic format on 'docbox' and accessible via the meeting network or the internet.
    You may log on to the ETSI network with your laptop. For assistance see Helpdesk
  • Exceptionally, the Secretariat may be able to help in production of documents, but you must appreciate that this takes lower priority than other administrative functions concerning the meeting.

If you do not already have an ETSI username + password to access to the DocBox server, apply for an ETSI OnLine (EOL) account or send a request to This email address is being protected from spambots. You need JavaScript enabled to view it.

Documents list

The preferred layout for documents is given in Section J of the Technical Working Procedures - see ETSI Directives

  • For some groups the document list can be maintained either by the Chairman, the Secretary, the Technical Officer or his Assistant (the person in charge is mentioned on the invitation). In such cases you should consult them in order to get a number for your contribution.
  • For other groups the automatic document numbering application allocates a number and maintains the list by itself. 
    A password is required to use this application: to get one - if your company is an ETSI member - apply for an account
  • The mailing list of the committee is held by the chairman and not by the ETSI Secretariat.

Arrival

On arrival, please visit the Registration Desk near Reception. The registration period is specified in the letter of invitation, and will normally be the half-hour immediately prior to the start of the meeting. At the Registration Desk you will be issued with a personalized badge which we ask you to wear whenever you are in ETSI. If you arrive after the start of the meeting and the Registration Desk is unmanned, ask the Reception.

Registration 

  • We thank you for registering online by clicking on the link provided to you on the meeting invitation at the latest one week prior to the meeting.
  • Additionnally, you can also register on-line for the various meetings from ETSI meeting calendar application.

If you do not register your intention to attend the meeting, we cannot guarantee that you will receive the service you expect from the Secretariat.

Facilities available at ETSI HQ during the meeting

  • The facilities listed below are normally available. For any special requests: contact the Secretariat.
  • We ask you not to use the equipment in staff members' offices.

Reception area

  • Telephones
  • Fax machine
  • Photocopier
  • PCs + printers with access to the network
    For information on how to use and connect to our meeting network see (network facilities)

These facilities are 'self service'

Meeting rooms all meeting rooms are equipped with:

  • Wireless network
  • Overhead projector and PC data display projector
  • Sound amplification system, including radio microphone
  • Flipchart 

For information on how to use and connect to our meeting network see (network facilities)

If you have any questions or comments, feel free to send us an email