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Policies

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ianbjacobs edited this page Aug 22, 2023 · 58 revisions

Who can propose a session

TPAC registrants can propose breakout sessions. It is ok for people who plan to register (but have not yet done so) to propose a session.

Sessions do not require formal approval; W3C meeting planners endeavor to schedule all proposed sessions. See more below on scheduling and room assignments.

Session scope

  • Sessions are intended to be for community discussion of topics, whether existing or new.
  • Sessions should not be used for group meetings. For example, a Working Group should not use a TPAC breakout session to have another hour for group discussion. Similarly, a Community Group should not use a TPAC breakout session for a Community Group meeting.

Participation

Each TPAC Web site has pages devoted to breakout session participation policies; please consult that page first.

Note also:

  • By default, sessions are open to non-TPAC participants.
  • It is preferable but not required that the session chair participate in person (when a session is hybrid).
  • There is no requirement that W3C staff participate in a breakout session.

W3C participation policies

Scheduling and Room Assignments

Scheduling order of preference

TPAC breakout organizers observe this order of preference when scheduling:

  • Any reserved tracks (e.g., governance for TPAC 2023 starting with AC open sessions)
  • TPAC sponsor proposals received before the proposal deadline.
  • Proposals received before the proposal deadline and indicated timing constraints.
  • Proposals received before the proposal deadline without timing constraints.
  • Other proposals. These are considered when there are remaining slots, and we will do our best to schedule them based on the remaining slots.

Other scheduling considerations for TPAC organizers

  • Avoid too many sessions in parallel; instead create more slots (e.g., 60- and 30-minute slots).
  • Seek a "best fit" between sessions and room, given session description attendance estimates and other information.
  • Avoid scheduling conflicts between related sessions (e.g., by requesting two very similar sessions to consider merging into a single session).
  • Identify and communicate thematically related sessions (e.g., as "tracks") to make it easier for attendees to choose which sessions to join. Endeavor to schedule these in the same meeting space.

Session deliverables

  • Each session chair is responsible for ensuring that session highlights (at least) are captured in (at least) text.
  • Each session chair is responsible for ensuring there are minutes. The meeting planners will work with session chairs to ensure that the session descriptions include a link to the minutes.
  • When a meeting record is not available on w3.org, W3C may create a copy on w3.org for persistence.

Recording Sessions

Some participants cannot participate in sessions that are recorded, or prefer not to. As a result, we have the following policies regarding video or audio recording of sessions:

  • Session Chairs may only record presenters, and only with their permission.
  • Session Chairs should not record presenters if people at the meeting who wish to participate (either in person or remotely) express concerns.
  • Session discussion must not be recorded.
  • Video and audio recordings must be accessible. See W3C's Making Audio and Video Media Accessible .
    • Recommendation: Use the Zoom captions feature.
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