In-person meetings are organized typically 1-2 times per year, and are very valuable for high-bandwith conversations and informal interactions between participants.
For in-person meetings, we request that attendees register in advance so that the host may plan capacity accordingly, and so that the meeting notes may record who was present.
The meeting invitation will contain logistics on location, time, address, parking, nearby hotels, Wi-Fi, and host contact. This invitation will be sent in advance of the meeting, through a pull request on the meetings repository as well as through an email to the Community Group's mailing list.
All attendees are required to be members of the community group prior to attending. The usual WebAssembly code of conduct applies to in-person meetings as well as surrounding events and online interactions.
Any organization can volunteer to host a WebAssembly meeting. Simply contact the chair or bring up the possibility at a meeting.
It is the intent of this group to hold meetings where participants are located, not just in the Bay Area. Meetings usually last 2 or 3 days, during working hours.
Locations should have the following characteristics:
- Near an airport, easily accessible from major travel hubs
- Near a hotel
- Meeting room sufficiently large to host 50 people
- A single-layered circle or square layout is ideal
- Telepresence/videoconference system accessible for remote participation
- Whiteboards and markers
- Bathrooms near the meeting room
- Accessible to people with disabilities
- Electricity to all seats
- Wi-Fi
- Presenter's podium with projector
- Area for attendees to step away for phone calls or meetings
- Provide light snacks and beverages throughout the day
- Have lunch options, paid or not, nearby
- Sensitive to dietary requirements, a vegan option is required
The host is expected to:
- Pay for the meeting location as described above (usually a single room, either in a company's meeting space, a hotel conference center, or academic institution's teaching room), including snacks and beverages.
- Provide travel information for attendees (airport, transportation options, hotel list, visa requirements). The host is not expected to pay for any of these, but can negotiate group rates.
- Commit to the dates sufficiently far in advance that attendees can secure any visas necessary for travel to the site.
- Be available during the meeting to help attendees get in and out of the location.
- Not require that an NDA be signed by attendees.
Optionally, the host can sponsor lunches, and/or organize a dinner; these are sometimes sponsored by the host or a separate sponsor arranged by the host. An RSVP may be required ahead of time.
A list of attendees will be provided to the host ahead of time.
The meeting invitation contains an agenda which will be updated through pull requests in the days leading up to the meeting. Champions for individual features are expected to provide details of their proposal in a timely fashion so that attendees may review the material ahead of time. Champions are also expected to provide a list of questions on which attendees will be polled for consensus. Some meetings may have an overall "theme" which guides which proposals should be discussed in that meeting.
Attendees are expected to familiarize themselves with the proposals before the meeting. It is not acceptable to stall the meeting due to lack of preparation.
Notes are taken throughout the meeting by designated note-takers (who may change throughout the day). Names of each participants, their affiliated company / institution, and what is discussed, are recorded in the notes. This establishes where ideas came from, and how they came about. Before posting the notes publicly to the meeting document, the notes are sent out to attendees to verify correctness and allow clarifications. Notes are subsequently posted to the meeting document.
Consensus is recorded in the notes.