W3C Process Document

On 1 August 2014, W3C began a transition away from this document; see the current W3C Process Document.

4 W3C Events

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W3C may organize several types of shorter term events that do not demand on-going participation by Members or the Team.

This document defines three types of W3C events:

4.1 Workshops

A workshop brings experts together for a single meeting, typically for one or two days. Workshops generally fall into two categories: those convened so that Members may exchange ideas about a technology or policy and those convened to address the pressing concerns of W3C Members.

Organizers of the first type of workshop should use the workshop to gather information about issues that interest its Members, opportunities to pursue activities, directions for W3C, and possible resource commitments. The organizers should plan a workshop program that includes position papers and talks. These papers should be distributed to other workshop attendees. The organizers may select among position papers to choose attendees and/or presenters. In order to allow speakers and authors adequate preparation time, the call for participation must occur no later than eight weeks prior to the workshop's scheduled date.

Organizers of the second type of workshop have a different goal: to address concerns of Members and resolve differences as quickly as possible. Although organizers must clearly specify the scope of the workshop in their proposal, they will not solicit papers. Due to the more urgent nature of this type of workshop, the call for participation must occur no later than six weeks prior to the workshop's scheduled date.

A workshop does not guarantee further investment by W3C in a particular topic. However, a workshop may result in proposals for new Activities or groups.

4.1.1 How to Announce a Workshop

The Director announces (in a "call for participation") to the Advisory Committee that a workshop will take place. The call for participation must include the following information:

The Team schedules the workshop and coordinates (with Members and other interested parties) the workshop's program and organization.

4.1.2 Communication

Workshop minutes will be taken by the W3C Team and made available in the Member Web site. The minutes of the workshop must be published at the Member Web site before the Director may propose any new Activities to the Advisory Committee based on the workshop.

4.1.3 Deliverables

Any deliverables must be specified in the workshop call for participation. A W3C Team member will be assigned to edit any conclusions reached as a result of the workshop (e.g., a proposal that W3C examine this topic more closely in a new or existing group).

4.2 Symposia

A symposium brings interested parties together for expert presentations on a given subject. Typically lasting one or two days, a symposium is intended to educate.

A symposium is initiated following the same procedure as for a workshop (type one). However, the call for participation in a symposium includes the following information instead:

There are no deliverables or criteria for success for a symposium.

4.2.1 Participation

A symposium is open to all W3C Member organizations. Seats should be allocated evenly to all W3C Member organizations, but seats not claimed one month before the registration deadline may be released and re-allocated equitably to other W3C Members.

4.2.2 Communication

Minutes shall be taken by the W3C Team and made available at the Member Web site.

4.3 Conferences

A conference is a large, multi-subject, multi-day meeting. W3C does not, as a general rule, organize conferences. It does, however, sponsor the World Wide Web Conference. This conference is coordinated by the International World Wide Web Conference Committee (IW3C2).