Parent: MeetingGuide
Related: MeetingPolicies

Table of Contents


It is important for the meeting to take place in it's normally held place, since that's where late-comers are going to come looking for the meeting, not in the restaurant downstairs or across the street, etc.


Given the importance of continuity, never cancel a meeting except for:

  • Incredibly inclement weather (i.e., a major threat to health and safety)
  • Loss of meeting place

Loss of Speaker

Should a speaker cancel, hold a meeting anyway. Get the group who showed up together, and go to the normally designated meeting place, and hold a meeting. This can be either a formally planned "backup" talk, or can be something as simple as a Q&A session.

Another good idea, for those who have been to USENIX conferences is the BoF (Birds of a Featherr) session where 1 or 2 people lead the discussion on a specific topic with "audience" participation. For example, I could start the BoF off on the topic of Mail Clients. As I expound upon my favorite client, people could jump in with questions or comments about what I'm saying, others in the group could then jump in and answer or comment on those questions/comments.

Loss of Coordinator

If the Meeting Coordinator is unable to make it, either a secondary should be designated, or, someone should take the initiative to lead the meeting.


If anything about the meeting has changed (speaker, topic, parking, etc.), send a message to the AnnounceList, and (if appropriate) update our home page.

Based mainly on a message from PaulLussier, with input from BruceDawson.

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Topic revision: r5 - 2023-12-13 - BenScott

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