WWW6 Concepts (version 1.0 - 25June96)

This is a draft report of the recommendations of the Concepts 
Subcommittee. The content of this report is intended to direct 
and inform the efforts of the implementors of the WWW6 conference: 
the Organizing Committee and the Program Committee, and their 
respective sub-committees. This is a discussion document intended
for those exploring and defining the conference. It is neither a 
marketing brochure, an exhibitor brochure, a sponsor brochure, nor
a business plan.

This report contains the suggestions and work of many people. 
Among these are the conference co-chairs and the members of 
the concept subcommittee. Through this group many others have 
added important ideas and suggestions.

          Chuck Dickens        Nick Ragouzis
          Michael Genesereth   John Reuling
          Kathryn Henniss      Neil Scott
          Christine Quinn      Bebo White

Please make suggestions and ask questions regarding the content 
of this document. 

If you mark up this document, please take care to make your 
comments stand apart from the content -- use <FONT COLOR> 
(to, for instance highlight an offending or questionable item, 
or to add comments) or <TABLE BORDER='1'> to set off your 
comments. Also, include your name in the marked-up document.

Email the pertinent content or separate notes to the concept
subcommittee chairman:

Thank you.

Note: If you wish to print this document we suggest you do so 
      from an environment that will add page numbers.


Section 1 Background
1.1  The Need for A Concept
1.2  Developing the Concept
1.3  The Role of This Document
1.4  Some Important Terms
1.5  The Structure of This Document

Section 2 Theme
2.1  Accessibility
2.2  AccessAbility
2.3  Everyone, Everything, Connected
2.4  Logotype
2.5  Theme Threads - Day Themes and Track Themes
2.6  Style and Usage

Section 3 Concepts
3.1  Revisiting Our Roots
3.2  Mission Values
3.3  Evaluating Activity Priorities
3.4  The Conference Space
3.5  Event Scheduling Overview
3.6  The Connectivity Experience
3.7  The Satellite Conferences
3.8  Web-Participants
3.9  Partner Sites
3.10  Media - Traditional and New
3.11  Tutorial Track
3.12  Developer's Track
3.13  W3C Track
3.14  The Price of Participation

Section 4 Exhibition Concepts
4.1  Exhibition Considerations
4.2  Chosen Scenario - The Rich Mix
4.3  Floor Layout

Section 5 Participation Concepts
5.1  The Opportunity for Innovation
5.2  The Participation Environment
5.3  The Contribution Environment - Papers, Etc.

Section 6 Task Breakdowns - Directions

SECTION 1 Background
Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

1.1  The Need for A Concept
1.2  Developing the Concept
1.3  The Role of This Document
1.4  Some Important Terms
1.5  The Structure of This Document

The Sixth International World Wide Web Conference (WWW6) is part of the efforts of the International World Wide Web Conference Consortium (IW3C2) and the World Wide Web Consortium (W3C) to foster the development of the World Wide Web. This conference is a catalyst and forum for the creation, advancement and sharing of the research, ideas and relationships that will extend the utility of the web.

To be successful this conference must attract and satisfy the professionals and organizations who are now, or will be, performing the most advanced, the most complex and the highest-risk activities on the web, and on the net itself.

In this document we discuss how we intend to achieve this mission.

1.1 The Need for Concept

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

At the first meeting of the organizing committee Bebo White and Christine Quinn reviewed the proposal they had submitted to the IW3C2.

They went on to discuss their idea for a theme that would color all WWW6 activities. That theme was, and is:

Bebo also proposed the following goals for the WWW6:

To develop these ideas, and to address specific questions regarding the character of the WWW6, the Organizing Committee appointed a Concept Subcommittee. This subcommittee is charged with investigating these ideas and, through their refinement, providing guidance to the other WWW6 activities in order to help mount a unified effort in delivering the WWW6.

We, the Concept Subcommittee ('committee' from here on except where it might be ambiguous), see that there are many questions. Some are goal, mission, purpose, and objective-oriented; others are tactical, functional, and event-specific. Among the questions we considered are:

Add to this the line of succession. The WWW6, although a separate effort, is part of a succession of efforts - each contributing to the next. Each is an experiment, with its own failures and successes, in the evolution of the conference series. Each proving the viability, importance and competitiveness of its own, and of the collective, effort.

To contribute our part we must consider the challenges that past conferences, most notably WWW4-MIT and WWW5-Inria, have put at our feet. And, because we must advance the effort, we must anticipate the new challenges appropriate for us to undertake. So, our concept, in addition to answering the hail of questions, must also demonstrate accomplishments in these eight areas:

  1. Solve and put behind us (the conference series) the big hurdles of the past:
    1. Registration (and perhaps the related accounting component)
    2. Contribution (papers, panels, etc.) solicitation, development and review
    3. Optimization of volunteer workforce
  2. Step up to the challenges explored and unresolved:
    1. Involvement of corporate interests, including speakers, in Meeting activities.
    2. The meaning of tradeshow activities - or, for us, the Exhibition
  3. Introduce and test concepts that seem as possibly important to the future (as far as we understand what we are doing!):
    1. World-wide two-way participation
    2. High-engagement and high-participation intellectual activities
    3. The workability of a targeted theme

This document is intended to answer these questions, incorporate these tasks, and set the direction, speed, and manner of the journey to WWW6.

1.2 Developing the Concept

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

Our efforts to develop the concept stem from the early proposal-era discussions, Organizing Committee discussions, observations and discussions at WWW5, and specific work of Concept Subcommittee members.

We undertook to understand the dimensions of accessibility. We adopted and recommended to the Organizing Committee both the accessibility theme and the power of the orthography 'AccessAbility'.

Michael Genesereth developed the question of audience and purpose. He identified three categories:

  1. Developers
  2. Exploiters
  3. Users

After further work and extensive and wide-ranging discussion we produced from his initial ideas the germ of a concept:

  1. Foster development of the WWW,
  2. By assembling technical experts and developers (and the tools, and the programs and content, and the spaces) to share ideas through papers, panels, tutorials, demonstrations, exhibits, and,
  3. Publicize accessible components to the external/using public

We hoped that from this point we could provide the definitive list of qualities by which any considered activity could be judged for suitability. We were unable, however, to develop the list beyond our small tests during our discussions. (sorry Chuck!).

Finally, committee members contributed expansions and details on these basic ideas.

This report is the first attempt at collecting this body of work in a cohesive, external, statement of concept.

1.3 The Role of this Document

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

This document sets the beginning of the process of creating the conference.

We attempt to circumscribe a domain within which the individual sub-committees and professionals can undertake risks and invent activities. Where we've given specific examples or exclusions we've done so to give an example of the principles and factors involved - another implementation fulfilling those same principles and factors would work equally as well.

We have intended to prepare the ground for the implementing sub-committee's creative juices - or, put another way, we leave to them the challenges and details of implementation. We have not, for example, predicted the most significant papers, panels, workgroups, tracks, products or booths topics or sources.

In some cases we've ventured outside the specific domain of concept, especially in the areas of conference pricing, scheduling or operations, where there is no other active conference body.

In continuing to do its job, the Concept Subcommittee will continue to help assure the cohesion of the event - suggesting the features and aspects of proposed activities that will help realize the purposes of the conference.

We recognize that far from being the document of answers, this may more appropriately be called the document of questions: some stated explicitly, hundreds implied.

1.4 Some Important Terms

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

Review this section to gain an understanding of some of the terms used in this document. Terms will be important to effective communication for, in general, this conference and, in specific, this document. Beware - the definitions can contain important information regarding policy and objectives.

These are provisional (and many apply only within the scope of this document and the related discussions) - please invent more and better ones!

Orthographic mutation, and the 'official' spelling for display purposes, of Accessibility.

The word conveying the frame of reference for our conference. Part of the theme.

Active Presentation
The paper, panel, working group, BOF, and possibly tutorial and developer track presentations, that are configured to be fully available and active - in the room (including transcribing room interactions) and over the web. Delegates in the room and (in varying levels and modes) participants from around the world can pose questions, make commentary, interact with each other and the presenter (perhaps through a moderator) over the web. See below Participation Concepts.

Around-the-Globe Meeting
We would like to arrange that the Satellite Conferences plus Partner Sites plus interested parties can contribute to the intellectual development and content of the Conference. The implication is that during the week of the Conference while Santa Clara is (mostly) sleeping, Tokyo and Australia may be refining a problem statement or experimenting with a problem. This is, in turn, passed off to France and the U.K. See below Participation Concepts.

Guide for structuring and conducting the conference.

See WWW6

A presenter of a paper or poster, a member of a panel, a tutorial coordinator, an invited speaker. These are the people who supply the content for the Meeting. This term may cause some confusion to readers of the entire document. A distinction was needed for several kinds of involvement. Throughout this document the words participant and participation are used to describe the involvement of the audience (Delegate, Visitor, Web-Participant, etc.) in the Conference. This is the main meaning of participation in this document. We also speak of Sponsors and Exhibitors as participating. The confusion may arise in the section that discusses the solicitation of papers and posters. That solicitation process is often called a "Call for Participation". Because of the wide discussion in this document of the former type of participation (i.e., audience), and because the section that discusses this later kind of participation (i.e., papers) must also discuss the former we chose Contributor to describe the presenters of papers and these other very important partners in our Conference.

(WWW6) Delegate
Attendee of Meeting. For this purpose, all Contributors, volunteers, staff, etc. fall within this group.

Refers to the component of WWW6 where there are booths (or whatever) intended for observing and browsing. Participation in this component is not as rigorously controlled as in the Meeting. Multi-day, although possibly for shorter period than the Meeting. Highly integrated with Meeting activities with strong commercial element. May have its own associated dinners and events. Management of the space probably subcontracted.

The people and the organizations who comprise the activities in the Exhibition.

The multi-day event of papers, panels, workgroups, posters, tutorials, meetings, discussions, speeches, dinners. Attended only by Delegates and equivalents. Exclusive of the Exhibition

Partner Site
See also Satellite Conference, below. Partner Sites are locations, around the world but anticipated mostly in the S.F. Bay Area, where facilities are provided to give people at that site an experience beyond standard internet observation. WWW6-official video and audio feeds are of MBONE/PIM type or down-link only; custom facilities to do video and audio uplink into the net are likely (especially when sponsor of Partner Site has sponsored an Exhibit). Probably includes high-bandwidth internet connections and systems to facilitate Web-Participant interaction with Meeting or Exhibition activities. See below Participation Concepts.

Prior Availability
We would like to have the Paper, Panel, and Poster material available on the Conference web site prior to the Conference. We would like the web site to facilitate investigation (through indexes, bibliographies, customizable bookmarks) and discussion (through forum, newsgroups). We would institute incentives for Delegates to become engaged with this material in advance of the Conference. See below Participation Concepts.

Satellite Conference
An event conceptually parallel to the WWW6. A satellite conference will conduct parallel sessions and participate in Around-the-Globe Meeting. High-levels of content and logistic coordination with WWW6. Two-way, high-bandwidth connectivity, probably through direct MAE connections.

When used in this document without qualification refers specifically to those organizations providing some kind of financial or in-kind support to any of the activities of the Conference. A typical qualification for a different sort of sponsor is an Exhibit Sponsor, a.k.a. Exhibitor.

The slogan "Everyone, Everything, Connected". Part of the theme. See Theme

Accessibility, AccessAbility, the Tag-Line and the logotype, plus any other mechanisms we dream up that help communicate the frame of reference for the conference. See Theme

Attendee of Exhibition only; not Meeting. Delegates may also attend the Exhibition.

Someone following the activities over the web. Some or all may comment and participate in Meeting and Exhibition activities - with varying costs, level of involvement, priority and response/delay (ranging from minutes to overnight).

The event - all activities: Exhibition and Meeting

Note: There are several instances where specific discussions or documents are included in this document - the nomenclature of those items are not, generally, changed to use these definitions. (Yes, that's confusing.)

1.5 The Structure of this Document

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

A quick check of the Contents will make clear there is nothing surprising about this document's structure.

The only thing worth saying is directed to the paper audience: We apologize for the format of the document (all those links, the extra stuff, the poor indenting and spacing). We blame it all on HTML! (Or perhaps it's the genius of HTML. Either way we are too exhausted (or lazy) to format it. We advise you print it from a program that will add page numbers. Good luck.)

Section 2 Theme
Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

2.1  Accessibility
2.2  AccessAbility
2.3  Everyone, Everything, Connected
2.4  Logotype
2.5  Theme Threads - Day Themes and Track Themes
2.6  Style and Usage

This conference will be (as far as we know) the first of the WWW-series to select and actively promote and integrate a theme.

Although this may be an important development for the framing of our objectives and activities, we must remind ourselves that the root theme remains the same as it has been for the prior conferences. This is, in our words:

To be a catalyst and forum for the creation, advancement and sharing of the research, ideas and relationships that will extend the utility of the web. To attract and satisfy the professionals and organizations who are now, or will be, performing the most advanced, the most complex and the highest-risk activities on the web, and on the net itself.

One expression of this is the attraction and presentation of high-quality technically-advanced refereed papers.

In selecting a theme we are establishing a frame of reference that grows from this root. The choice promotes a particular view, creates an attractor and is an interpretive tool. The results could be powerful. They are the reason we've taken the risk to designate a theme. The trick is to choose something simple, important, broadly applicable and inspiring.

We are aware that there is a downside potential. In choosing we de-emphasize something else. Since we must do this in advance, developments in the interval before the conference could make our choice irrelevant or uninteresting. And there are costs. Where no theme in particular is chosen and advanced, the conference passes the responsibility and the costs to the Contributors and Exhibitors. Where a theme is identified, it falls to the conference to promote to and develop the involvement of Contributors and Exhibitors, and to provide whatever additional structure and content is required to fulfill the promise of the theme.

Yes, we've already promoted a major component of the theme - accessibility. This section documents the selection of that word. And it discussed how we can promote and integrate it and the overall theme.

Note that the theme is a multi-part and complex item. It is, in many ways, the personality of our conference. It is what we want everybody (Contributors, Exhibitors, Delegates, Visitors) to notice and keep in mind in preparing for and experiencing the conference. Theme is the sub-strata of the intellectual and information content of the conference - it is the 'mind' of the event.

By comparison, concept is the below-decks sibling to theme; it describes the character and conduct of the event. Concept describes that which fosters and advances the activities spawned by the theme - it describes the 'body' of the event.

2.1 Accessibility

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

You know this. We've chosen accessibility as the theme word. Here are the words Christine Quinn used to describe it:
Since the first invocation of the hypertext transport protocol, the web has been about access. Remote access, universal access, easy access. In keeping with the theme of the web itself, the 6th International World Wide Web Conference will focus on the many and varies connotation of accessibility. From the geographical to the sociological to the physical, new ways of accessing information may well be the hallmark of a changing world culture. ...

This theme word has been widely discussed and is judged to fit the requirements. It's implications are quite broad. Types of accessibility include:

What else can we put on this list? That's the challenge of all our efforts: hosts (including each of the Organizing and Program sub-committees), Contributors, Sponsors, Exhibitors, and Delegates.

Here (for a great laugh -- until they are confirmed by someone who really knows) is a shot at accessibility or its root or similar meanings in a few other languages - some deriving from lat. accessus:



Prositos (place), Enprositos (person)
Greek - more like access

Spanish - more like access

Japanese - more like access: cheap, easy, likely to get (there)

If we are to consider and attract international participation, especially in Satellite Conferences, we must identify the proper words or phrases in many languages. Especially needed are German, Australian English or U.K. English (don't laugh - there may be separate phrases or terms-of-art), Japanese.

2.2 AccessAbility

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

In choosing a common word such as accessibility we must consider how to 'mark' it for our use. Marking is a technique for endowing something with chosen additional qualities that transforms the thing's meaning.

The decision to use the word itself will allow the theme and the additional meanings to be widely communicated.

In choosing AccessAbility we emphasize the dual characteristics of accessibility. For the typically human trait - ability - we emphasize what is in essence a new-found skill, greatly increasing the numbers of people who can provide and make use of the information and experiences available through computers. For the typically physical and conceptual trait - access - we emphasize what is in essence a lowering of barriers, providing accommodation to a virtually unbounded universe.

In making this choice we signal the powerful transformation that happens whenever one acquires a skill (ability) and is given the opportunity (access) to ply it. In giving us both access and ability, the web gives us the opportunity to transform the computer from barrier to enabler in the human dialog and relationship.

2.3 Everyone, Everything, Connected

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

This phrase, identified by Christine Quinn, conveys quickly and absolutely our view of the web, and our intent for the conference.

Christine views this phrase as reflecting the joining of the phrase "World Wide Web" and the theme word accessibility.

Someone pointed out to Christine Quinn that the acronym for this phrase is EEC.

No further discussion was necessary - moved and adopted.

2.4 Logotype

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

Kathryn Henniss and Christine Quinn have each developed ideas for the logotype. Christine's is specifically conceived with three circles (representing spheres/globes) to support the EEC tag-line.

One design guideline is the desirability of continuing the pattern of the prior events - incorporating 3 W's. This need not be prominent nor is it required.

Requirements for the logotype are that it and its variants support:

2.5 Theme Threads - Day Themes and Track Themes

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

Day Themes: For each day we have chosen a flavor on the accessibility theme to mark that day's focus:

We have identified 5 flavors of accessibility for this purpose:

Mon Tue Wed Thu Fri
Accessibility Business Education Collaboration Ubiquity

Theme Tracks: In addition to day themes we will have several tracks (or partial tracks) continuing over several days of the event that will explore a component of accessibility: disability accessibility, ubiquitous accessibility, education accessibility, increasing accessibility with multimedia, etc.

2.6 Style and Usage

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

Our greatest desire for the theme is that it influence all involved in this conference to invent new flavors and variations of accessibility (e.g., in the advanced papers and panel discussions, in tutorials, in developer activities, in web interactions). And that it inspire them to do something innovative around that new view.

To that end, the calls for contributions (e.g., calls for papers), announcements, marketing and advertising, and environments where any participants view or interact with our presence (web or physical), at all levels, will prominently convey the AccessAbility and Everyone, Everything, Connected messages, and explain the depth and breadth of accessibility we intend.

What's the difference between the word AccessAbility and the tag-line Everyone, Everything, Connected? Glad you asked. In advertising AccessAbility would be our lead or trade identity; EEC would be our kicker or service statement, a slogan. A practical example of the difference would be this.

AccessAbility would be used as a banner head or name block. It would appear prominently on the brochure, the program, the passes, specialty items. Our style and usage guidelines would call for this to be (always) used with the formal event name (WWW6), hosts, and location.

The EEC tag-line would be used around and supporting the logotype for our event, it would be the subtext to the banner or name block. Its display would be secondary. Our style and usage guidelines would call for this to be used with the logotype (possibly always) and in association with descriptions of the activities and experiences of the event.

Note that specific sponsors may want to use these items in their advertising related to the event and as part of their sponsorship. We should encourage this, and ensure its use is consistent with our message.

All activities of the Conference are candidates for special names and slogans. The most likely candidates are Conference capabilities and activities especially configured for Delegates: ubiquitous connectivity (our net/web), the Prior Availability characteristic, the Active paper/panel Presentations, the 'Around-the-World Meeting' activities, even the Tent (InTent on Accessibility?)! If named properly (and properly balanced with other aspects) these become mind-share elements, which strengthens our activities, help communications, and increase their attraction to sponsors. We should also consider acronyms. Here's an example that might motivate others to do better: ACCESS - Architecture, Conference, Courses, Eating, Satellite/Remote Sites, Special events.

Such names and slogans are service marks for this Conference. As we may be allowing, encouraging, our sponsors to use these names widely we must execute the appropriate name searches to assure we do not have rights conflicts. AccessAbility and EEC are such (for now) items and must be cleared.

Internal-use only names do not run these risks and do not require the same process. These internal names must, however, be dissimilar from (and avoid derisive implications towards) the product and service names used within this industry.

Section 3 Concepts
Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

3.1  Revisiting Our Roots
3.2  Mission Values
3.3  Evaluating Activity Priorities
3.4  The Conference Space
3.5  Event Scheduling Overview
3.6  The Connectivity Experience
3.7  The Satellite Conferences
3.8  Web-Participants
3.9  Partner Sites
3.10  Media - Traditional and New
3.11  Tutorial Track
3.12  Developer's Track
3.13  W3C Track
3.14  The Price of Participation

The introduction to the previous section, on theme, discussed several of the differences between theme and concept. We say there that concept is the below-decks sibling to theme; and that concept describes the character and conduct of the event. Two manifest differences are: 1) form (concept) vs. content (theme), and 2) the timeframe and perspective of effort - now and through the conference (concept) vs. during and in the conference (theme).

To give a, perhaps, starker contrast of the two we need to introduce a new idea. That new idea is that of a business. Our concept is the nature of the business we are running - in planning, preparing and conducting the conference; the theme is the character, touch, feel and taste of, and our message about, our product and service.

It is to the foundation, character, and methods of the business of the WWW6 that the concept section addresses itself.

This section spans a wide range of topics. We have attempted to address it to the most serious open questions. Little in it is settled material. Rather than prescriptive or proscriptive - we have tried through this section to communicate to the subcommittees and individuals who are charged with making things happen and work. We have tried to set a foundation of principles and directions, a beginning bearing on which to start the journey, and some hint about dependent conditions.

3.1 Revisiting Our Roots

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

In creating answers to the myriad questions facing us, we can and should consider why we are doing this at all.

What Results Must the IW3C2 Get?
This is the organizing body for the series of conferences.

What Results Must the W3C Get?
This is the standards and technologies body for the WWW.

What Results Must the WWW Get?
This is the WWW itself. Though an infrastructure is developed through the standards and carriers, the web itself (representing the totality of the technology's use) needs tending. The very fact that now, as compared to 3 years ago, promoting its use seems no challenge demonstrates that needs do change.

  • The most recent conference (WWW5 - Paris/Inria) made clear that the root standards and technology now significantly lag need - they have not anticipated and responded to the pace and diversity of change. The requests by several people serving on the W3C working groups for more direction from developers and implementors indicates that this may get worse. WE SHOULD EXPLICITLY ADDRESS THIS.
  • The web needs site builders and content providers to better understand the nature of the web sociology and dynamics. As Tim Berners-Lee and others emphasized at WWW5 the web - contrary to our hopes and common wisdom - is now only sparsely connected. Does this difference between belief and fact indicate a potential problem? How should this state of affairs be changed? How will it change to best develop this resource?
  • Expert exploitation of the web's capability is required if it is to remain a mainstream, viable, medium. We cannot be lulled into thinking this is assured. Site sponsors, web masters, data managers, finance controllers, designers and more must be brought forward into optimized exploitation of web capabilities. The implication for our event is that we must push beyond the known and easy. WE MUST PRESENT AND PERFORM THE UNKNOWN AND THE DIFFICULT.
  • The web must further excite and draw to itself those that would advance its exploitation. It is important that our event draw a large dose of web pioneers and recognized visionaries and achievers. OUR EVENT MUST ATTRACT THE NEW PIONEERS: students, product developers (for developers, for end users, site producers, content producers).
  • The web must advance collaboration and interoperation among those using its resources.

What Results Must the Delegates Get?
This question focuses on the Delegates - but even in that group individual requirements vary. Here are a few general results.

  • It must be worth their time. Delegates must feel they are getting results specific to their needs. These results could be: specific technical information, understanding of what others are doing, contacts, getting recharged, or receiving recognition. A particular feeling must result -- that they've jumped ahead of where they would have been if they didn't come.
  • It must be an EVENT -- interesting, fun. Something apart from the proceedings, notes, and business cards.
  • It must be worth their money
  • Presenters must get recognition that they've accomplished something.

What Results Must Stanford and SLAC Get?
Stanford and SLAC do receive the prestige that a successful event will bring. This will leverage their other investments in communicating the value of relationships with Stanford and SLAC. More tangible needs and opportunities are:

  • Demonstrating Stanford and SLAC innovations and technologies. We will not risk accusations of hijacking the event. But this need not be a problem. We have many opportunities to use Stanford and SLAC's technologies and experiences as a basis for our operations: network technologies and innovations, database technologies, education innovations (e.g., Mosquito Nets, Infomaster, experience with ADEPT). This event may represent an interesting opportunity to scale up these technologies or to partner with other organizations in their further development. Further, it could provide preferential access to a forum for the companies who have licensed Stanford technologies.
  • This event can be the catalyst for many internal web-related activities. In maximizing the return of Stanford and SLAC's involvement, visitors to web sites in these facilities should often be reminded of Stanford and SLAC's involvement. In addition, these sites should demonstrate new techniques and features. We must undertake the responsibility to identify such opportunities and encourage such activities. Because it is not within our responsibilities or scope to make those happen we must find and excite the individuals within these two organizations who can foster and sponsor such activity.
  • Our activities must not expose Stanford nor SLAC to undue risk or liabilities.
  • Our activities must not supplant or undermine Stanford or SLAC's funding sources or partnerships; nor put at risk Stanford or SLAC real or intellectual assets or rights.
  • Our activities must be conducted in a fashion compatible with Stanford and SLAC's policies and operating requirements.
  • When (and if) conference profits are being distributed, Stanford and SLAC must receive fair compensation for its staff time and investments.
  • We must represent Stanford and SLAC well.

3.2 Mission Values

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

We have been given fiducial responsibilities - respecting that trust and confidence requires dealing responsibly and with good faith and candor. Regardless of our form of business or financial underwriting we are a business.

Key Mission Values

  1. Maximize expression of the theme
  2. Create an environment of intense, active, intellectual exploration of the complex issues surrounding the Internet and WWW
  3. Create a vibrant social environment; develop a sense of community
  4. Extend the environment of the conference to serve the maximum number of people with, for each class and type of service, the maximum experience and result that also optimizes the overall experiences and results of the conference
  5. Plan and test conference activities to assure a logistically-fluid and safe event
  6. Meet hierarchy of financial goals: move to cash-flow supported, net-income positive operations. Maintain significant 'returns/claims' reserve. Implement full asset and operations finance systems.
  7. Create and support interesting challenges for everyone involved in producing the conference - recognizing that regardless of their organization's financial or business relationship with the conference, these individuals are giving their personal efforts. Recognize these contributions.

A full compliment of objectives flow from the above mission values. (Left as an exercise for the reader.) Here are some additional, explicit objectives.

  1. Deliver a conference program that contains, and an environment that further fosters, high-levels of research, applied science, and intellectual content.
  2. Make the conference activities meaningful to the continuity and renewal of the web community - spur participants to do more of the impossible, and sooner!
  3. Cast the developers as the (show) producers and active observers (sort of as the chief scientists) - as sponsors, coordinators, interrogators attempting to communicate value to and extract value from the exploiters
  4. In complement to the developers, cast the exploiters as research associates - get them actively involved in papers, panels, workgroups, tutorials, demonstrations, etc.
  5. Keep the delegates to the conference highly-connected: create an enveloping technology and social structure
  6. Draw the delegates to the conference early and keep them through to the last - long hours each day and a long week.
  7. Undertake significant risks that are demonstrated to focus on increasing participant (Delegate and Visitor) value while still planning a conference that is produceable and safe.
  8. Use every opportunity to add dimensions to the conference that involve low levels of local committee or operational attention or overhead
  9. For every opportunity that requires high local committee or operational attention or overhead, when judged valuable - seek financial sponsorship and professional participation and support. Use these as the primary indicators of the value of the opportunity
  10. Involve as many people as possible in the production of the conference. Engage them at the highest level possible within the estimated limits of logistics and quality-of-results. Value highly estimated and proven dependability for independently-generated and synergistic results. If persistent performance risks arise, move quickly to correct - recognize that the individual may have valuable organization knowledge that could be useful elsewhere - offer them other opportunities for participation.
  11. Make automatic the non-value adding and nuisance-potential aspects of conference operations. The implication is that we will go so far as to contract out for full, assured, solutions to such problems. Introduce volunteer and local staff to assure adherence to our values. Extend this to actual participation in the implementation only as it does not create a risk in performance. In high-risk areas, such as registration, and especially when proceeding with volunteer or experimental solutions, seek out, maintain and keep informed a secondary source.
  12. Optimize use of sponsorship and merchandising opportunities.
  13. Assist vendors delivering us their products and services in aligning themselves with our objectives. Encourage them, and commit our assistance and advice, to seek sponsorships and underwriting to allow them to fulfill their customer's (that's us) requirements for these higher levels of services. Reserve our direct implementation efforts and secured or potential sponsorship relationships for when these efforts are exhausted and time dictates action.

We must also coordinate and facilitate the work of the Conference organization. This requires establishing an operations data resource.

  • We must record names, relationships, necessary tax information and emergency information on all those involved with producing the Conference.
  • We must centrally track responsibilities of those producing the Conference. This must be universally available among Conference producers.
  • We must maintain a central clearinghouse of external entity contacts - approaches for contribution, sponsorship, exhibition, etc. This must include people, requirements, status.
  • All Sponsorship and entity-level commitments for support must be formally recognized, acknowledged, and recorded.
  • We must maintain records of Stanford and SLAC participation separate from those units' own records.
  • We must maintain a formal record of decisions taken by the decision-making bodies. This is especially required of decisions that delegate and distribute decision-making and commitment-making authority.
  • We must undertake to keep the meetings and dialogs of all production functions available to the entire production team. Posting formal minutes is important. We should also use newsgroups and forums. These facilities can also assist team members in searching for solutions, and in getting notice of potential problems.

In addition we must establish a clear process for selecting and a method for establishing clear expectations, boundaries, and commitments for volunteer work.

3.3 Evaluating Activity Priorities

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

How can we decide what to emphasize when facing a question about implementation? What is the overall most important value for an individual activity?

What follows is an attempt (a first and rough attempt) to answer these questions. Perhaps these aren't the correct categories - certainly there is some domain overlap. Are more categories needed? Is this helpful? Suggestions?

It may be that the value of this table is to encourage each subcommittee to identify and make known the priorities it has identified and adopted.

The Experience
The party, social event, mixing, community. Involves a bit of the technology - to solve message board, activity coordination, etc.

Information Exchange
Active engagement by attendees, including on-computer. Less emphasis on sit and listen; in all three major forums: Meeting sequence - Papers, Panels, Workgroups, Tutorials (including in advance); Discussions - BOF, meals, breaks, social events (even just providing more physical whiteboards!); Exhibition - on floor, off-floor; Satellite Conferences

Space Control
Making the most of all space. Allowing dynamic function reassignment and allocation; helping participants understand the space. Includes the Great America tent.

Important relationship to pre-planned events, tracks, etc.; includes sequencing of pre-conference activities too.
(Key: 1=Most Important)

Exhibition 2 1 4 3
Food - Lunch 1 4 2 3
Hotels 4 3 1 2
Registration 1 2 4 3
Finance 2 3 4 1
Graphics 1 2 4 3
Papers/Panels 3 1 2 4
Satellite Conferences 3 1 4 2
Security 3 4 1 2
Special Event - Food 1 3 4 2
Telecom 3 1 4 2
Transportation 2 4 3 1
Tutorials 3 1 2 4
Volunteers 4 3 2 1
Web sites 2 1 4 3
Workgoups 4 1 2 3

3.4 The Conference Space

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

Although much remains to be defined in this category, the current limitations are important to understand - they impact directly the choice and sequence and quality of the activities of the Meeting and Exhibition.

We are securing the following spaces for the conference proper. Also indicated are probable arrangements and functional assignments. Numbers are approximate people for purpose.

Additional space might be available in the Tech Mart center.

All listed space must be available Saturday preceeding the Conference. This availability does not include time for network and telecommunication system infrastructure - which must be scheduled separately.

Conference Center Prime Meeting Activities - 15 meeting spaces
A-H (250 each), J (300), K+ (300), 1 (175), 2+3 (300), Theater (600), 203+204 (350), 209+210 (350),
Conference Center Secondary Meeting Activities - 2 meeting spaces
201 (100), 212 (100)
Conference Center Adjacent Support Spaces - 6 spaces
202, 205, 206, 207, 208, 211; (50 each)
Conference Center Function Spaces - 5 spaces
Informal and break services; Delegate web access; video monitors
  • Main lobby (probably for registration plus other)
  • In front of Hall B along passageway to J/K
  • In front of J/K
  • In front of 1/2/3 - good space, isolated too
  • Second floor in center of 200's and along those halls.
Conference Center Reception/Casual
Terrace (second floor - outside) (150) - 1 space

Westin Prime Meeting Activities - 4 spaces
Santa Cruz (150) - tutorials?, Westin Theater (60) - panels, tutorials?, Winchester (100), Stevens Creek (100)
Westin secondary Meeting Activities - 6 spaces
Napa I, II, III (60 combined, I or III - 25 each), Lawrence (35), San Thomas (35), Lafayette (40), Camino Real (45), Bayshore W & E(70 combined, or 30 each)
Westin Small Meeting Activities/ Support Spaces - 7 spaces
Rutherford (25), Mendocino (15), Sonoma (15), Alameda (30), Saratoga (20), Central (25), Tasman (20)
Westin Function Spaces - 4 spaces
Informal and break services; Delegate web access; video monitors
  • Lobby in front of Napa, etc. (some walk through)
  • Courtyard (50)
  • Mezzanine Prefunction (can reduce walkthrough - gawkers)
  • Second floor in center of 200's and along those halls.
Westin Reception/Casual - 1 space
Pool deck (250)

Exhibit Hall - Saturday am through Saturday - 230 standard booth units
A & B
Exhibit Hall - Sunday 8:00 p.m. through Saturday - 250 standard booth units
C & D - another function in this space until we can begin move-in at 8:00 p.m.

Great America Parking Lot Tent - 3,000 in banquet setting
Monday am through Friday 5:00 p.m.

This gives us the following, in summary:

Westin Total
Prime Meeting 15 4 19
Secondary Meeting 2 6 8
Small Meeting/Support 6 7 13
Function Spaces 5 4 9
Casual Spaces 1 1 2

3.5 Event Scheduling Overview

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

This is an overview of the conference schedule for the three major venues. In addition to the schedule elements mentioned here there are things such as:
  • Saturday and Sunday Check-in (and possibly including the Delegate tutorials)
  • Speaker Dinner (possibly on Sunday night)
  • Tutorial and Developer events (possibly on Sunday and during the week)
  • IW3C2 Dinner (during the week)

(Key: C/J/R = Caffeine, Juices, Rolls)

Conference Meetings - Convention Center and Westin

Mon Tue Wed Thu Fri Sat

Accessibility Business Education Collaboration Ubiquity
8:00 C/J/R


Optional Events
Meetings Meetings Meetings Meetings Meetings Optional Events

Meetings Meetings Meetings Meetings 1:15-2:25

Great America Parking Lot Tent

Mon Tue Wed Thu Fri Sat

Accessibility Business Education Collaboration Ubiquity
8:00 C/J/R C/J/R C/J/R C/J/R C/J/R
Systems Adapt
Connect Tutorials
Web Demos
Plenary Plenary Plenary
Europe Link
10:00 Plenary

Lunch Lunch Lunch Lunch Lunch


7:00 Gala Event Dinner Dinner Dinner

Note - We will need full network and computer facilities in the tent throughout the entire week. On Monday, during the period from 8:00 through lunch, we will additionally, temporarily, be moving into the tent those operations designed to assist Delegates in configuring their systems and the tutoring sessions to get them familiar with the conference connunications and web facilities.

Exhibit Halls

Mon Tue Wed Thu Fri Sat

Accessibility Business Education Collaboration Ubiquity
Delegates Delegates Delegates Delegates Delegates
Delegates Delegates
(A&B Only)
Delegates Delegates
Until 2:00
then Breakdown
Closed Closed Closed Closed Breakdown

Note - Move-in into A&B can (we are temporarily assuming) begin as early as Saturday morning (or even Friday if we ask for it). Move-in into C&D is delayed until as late as 8:00 on Sunday. A&B and C&D will achieve clean isles by 5:30 on Monday to allow for Reception setup and decoration. Booth preparation could continue after that event through the night.

3.6 The Connectivity Experience

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

The overall tone we want Delegates to perceive is that this conference isn't just a passive activity - it is a place to explore and discover. And that if they do invest themselves in exploration and discovery they'll have a rich, shared experience. We want to them to set their expectation high and commit to being involved. (An approximate model for this would be San Jose's Tech or San Francisco's Exploratorium.)

In support of this we desire and commitment we can establish this clear and definite objective for the functions of this event - the conference, the exhibit halls, the dining facilities, the special events - EVERYTHING - will be connected. Every sub-committee and every person should have, just after safety, the question: How could I increase the connectivity of this thing/area/event/activity?

This question - What can I change to increase the connectivity experience? - must dominate our thoughts, and do so throughout the conference (no, we can't even rest then!).

What are we trying to do? We are trying to extend the outward reach of this conference into every corner of the Delegate's time here and into every corner of the world. AND, we are trying to reach out and grab every web professional in the world.

This is not just a drive to set new records for Internet WWW traffic (although that could be interesting!). It is a drive to:

  1. Provide maximum intellectual benefit for the Delegates and those directly involved in the Meetings
  2. Provide exposure and participation to the millions of web exploiters who cannot attend the Meetings

To understand this it may help to consider this from the point of view of a 'wired' Delegate - you:

  • From the moment your registration is completed, you can access a personal web site on a Meeting server. This site provides some generalized formats for publishing personal information, background, affinities and interests, a universal scheduling system among all Delegates and Contributors, space for your personal pages and content, tools (maybe neat tools!) to help. Yep - you could probably develop your own stuff on here while you've got access. (Hum, an opportunity?) Users would probably not have offsite jump capabilities, yet.
         You can get conference email and news here. The news will be a combination of newsgroups/forums about components of the conference program plus web-related market news (and advertising!). What's the point of pretending we could prevent mail from going off-site - we'll just allow it (but it may have WWW6 and commercial messages plastered in the header!)
         The collection of conference information and the growing web page collection, plus the (probably) growing of collection of trial software, plus the conference email will probably make this a popular site for you to visit

  • Papers/Panels/Posters/Tutorials/Developer/Work Group Contributors would probably post their stuff to this site - protected of course. They would be able to work in the 'real' environment. For some, this is where they'd, eventually, install the browser-side facilities that would be needed for you to experience their stuff.

  • Closer to the event (4 weeks?) this site opens up the content. This content would be made available through a markup-forum capability - giving you a chance to make your own notes, or to submit comments to the Contributor.

  • During this period additional work may continue - your individual web 'pages', with demo sites, with threads. How will this effect the papers? Good question - we'll see if we can get closer on that further down.

  • Pack-up time. You are now (figuratively) 'hooked' on the site -- better bring your notebook computer. Besides the conference says they have lots of support for connectivity. Good thing you upgraded your system and brought up that software they recommended/provided. (There's a wish!)

  • You arrive. Now in the hotel room, how to hook up? To provide only a dial-out line means the connection goes to your IP then back to the conference web site. Hum. And it's over a modem! Hum. "Why isn't this a direct connection to the conference site - Isn't this Silicon Valley?"
    • Ideally every hotel room would have 10mb/s+ to our network. And that's what we want.
    • In some hotels there may be CAT 5 or adequate CAT3 on a second line, we'd like to convince them to transform that to an Ethernet.
    • In others the only way may be through cable modems.
    • In others perhaps through wireless modems to an IP mirroring our site,
    • Or to our own (testing frequency) in-house wireless net.
    • In others perhaps we would have to negotiate a terminal service room in each major living area (e.g., one per floor, sometime one in each wing of a floor)
    • Or maybe we have to be satisfied with 2-conductor CAT 3, and we use the appropriate technology at their switch, and then jump from there
    • Or perhaps we're stuck
         One thing for sure, you knew (and so did the Exhibit Visitors who are traveling in) what services the hotels were offering when you made your choice.
         If those services are there, you will use the advance configuration information and any local information to connect up. It might fail.

  • You arrive on site. Now, if it isn't already set up, the lap top must be made ready for our site. We'll provide the assistance. Plus, because there's even more to the network services than already considered, you will probably want to sit through a quick demonstration and tutorial of the capabilities.

  • Off to the first meeting session. Here every Delegate has universal hook up. Maybe wireless. Connect up and you can review your advance comments about this session, refresh your memory regarding other's comments, make additional comments (using whiteboard and similar software on the web site) during the paper/panel/workgroup. By the way, you can also look in on other sessions' web traffic, and even see the video channel if there is one. And that session could be one in the U.K. at the Satellite Conference there.

  • During the session a panelist mentions a demo system available on site - probably on the exhibit floor. You link over there and take a look at it. Hum, maybe later today or tonight or tomorrow you could try that out with a few other folks (maybe even on a buddy tour) you know would be interested, here and back at the office.

  • Oh look, somebody in the room has started a MOO on the panel.

  • At the end of the session the panelists or a group of folks call for a workgroup to review some of the questions. Before you disconnect you pop in your schedule and preferences and ideas.

  • Later, while taking a quick break you hook up and check your schedule and use your system to go off-site to check your home server mail (unless you've forwarded copies). Your voice mail is also integrated into the system - voice mail from your hotel, and, maybe, from your office. (And the reverse as well - allowing you to check your voice mail to hear if you've received an email from a particular person - and possibly the message header or the full message. Connection to a pager is available too.

Most of this is the same for Delegates not having their own portables. Differences exist where the meeting room doesn't have one computer per Delegate. But there are a multitude of systems in the meeting areas and on the exhibit floor.

And for the hotel rooms, even NCs are possible (improbable?). Perhaps we always need to be sure that each floor with a sufficient number of conference guests has a terminal room. This level of access isn't just for telnet convenience. We want the Delegates to participate in the forums available from the Satellite Conferences as they occur later that night and into the next morning.

And our capabilities will have to service PDAs. It would be ideal if we were able to give (for purchase or deposit) a PDA (of selected types, and also PCMCIA/PC Card-type or other application cards containing our chosen applications) to every Delegate -- to encourage participation in the forum/email/newsgroups plus scheduling (and even for the conference's benefit - to coordinate and direct interests). Because of the timing of the conference, and the rate of change, we can anticipate having to accommodate several new capabilities (e.g., devices with embedded web servers and Java chips) in the couple months before the conference.

Pagers represent an opportunity to deliver a high level of connectiveness between Delegates. And for their potential to integrate email/voicemail/web technologies. Two-way text pagers could be very helpful.

Every meeting, function and activity area of the conference will require systems capable of connecting to our web site and providing full access to any conference activities and content. That includes systems on the exhibit show floor.

The show floor, by the way, has the added attraction that many (most?, all?) of the booths are featuring implementations that allow some sort of personal exploration and use. And when you are on the show floor you can get the benefit of the authors and webmasters of those sites. And of the software, hardware, or implementing sponsor's personnel.

And a word about the Westin and the tent. We will need to provide this same level of connectivity in both of these venues as is found in the conference center. For both Delegates and presenters. And for any fancy event-related stuff (such as games/virtual environments/MOOs) too.

3.7 The Satellite Conferences

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

The Satellite Conference is part of the connectivity equation. We hope to establish at least two and perhaps six Satellite Conferences. Our ideal would be to establish direct network links between these conferences via direct MAE or dedicated MAE-forwarded connections (not the common net, not multi-cast/MBONE/PIM). Each of these conferences would also have direct Internet and WWW content (using MBONE/PIM and other).

These conferences would have similar programs focused at the same audience. As much a possible we will want to relate their program to ours. This may mean, for example:

  • A joint session. Such a session is tentatively set up for Thursday morning (Pacific time) with the CHEP group (Bebo, this is wrong isn't it? Which is the correct group?)
  • Outbound broadcast of the video and audio of designated significant program events. Because of the number of programs and the amount of data this will probably be limited to something like 4 activities from our site and maybe 2 from each of the others.
  • Inbound pickup (and distribution through our facilities - via TV monitors, and back on our web server) from all of the satellite conferences.
  • Beyond observing, the possibility to participate in the satellite conference's forums and whiteboard sessions. These could be available for all program events in all conferences.
  • This set of satellite sessions will be arranged to work so that they create a large working group. This is the Around-the-Globe Activities concept. Ideally, a group working in Santa Clara on, say, embedded web servers, will finish its day's work with a summary of outstanding questions, issues requiring more work, and some tests or demonstrations to review or clean up. The first embedded web server session in Japan will then come on-line, and will include for consideration the items from Santa Clara. Japan does the same and passes the ball to Germany. And so on. At each stage potential sub-groups form to, for example, prepare a rough recommendation to a standards body, or, to try to link a result just demonstrated with a paper earlier in the week. And (need I mention it?) many interested people could have varying levels of access or involvement in this process. We will expand on this item below when we discuss how the technical programs might work.

How closely coordinated will these Satellite Conferences be to the Santa Clara 'hub' event? Each Satellite must be viable in its own environment: on the basis of participation, Contribution, and economy. To be a Satellite Conference (rather than a Partner Site) we both must commit to high levels of cooperation. Here are some key areas of cooperation:

  • Accessibility. A Satellite Conference must seek to expand the expression of accessibility. Mirroring the WWW6 approach is a possibility; an expansion on a key aspect of accessibility is another.
  • Connectivity. We anticipate Santa Clara will drive the effort to identify and secure facilities for communications services and support. We will require very high bandwidth, effective performance and capabilities. This will be part of our selection criteria. (We will also consider the individual Satellite's other contributions.) Beyond the support delivered by the providers and Sponsors of this connectivity, each Satellite is responsible for developing and managing its own connectivity and access.
  • Sponsorship. Santa Clara will probably secure Sponsor funding (or in-kind services) for the purpose of establishing Satellite Conferences and for the facilities (such as communications links, Active Presentation software). A Satellite Conference will be required to recognize that Sponsorship to the extent it participates in these facilities.
  • Each Satellite Conference must support in some way the important characteristics of the participation environment (see SECTION 5 Participation Concepts). These include Prior Availability, Active Presentation, and Around-The-Globe Meeting. This impacts their solicitation and handling of papers, their web site, their Meeting.
  • Each Satellite Conference will form its own organizing committees and etc. Although levels of association with us does allow various uses (to be specified) of the WWW6 theme and logotypes, it does not make them a formal, official, part of the IW3C2's WWW6 award, nor the IW3C2 conference series. (We may lobby the IW3C2 to change this.)
  • Those activities which a Satellite Conference proposes to operate in parallel must be defined and developed in close association with the WWW6 Organizing and Program Committees. In particular, any papers, panels, posters, or tracks which are to be a 'global-simultaneous program event' (such as a collaboration session), must be judged to meet the WWW6 requirements for program content.
  • Similarily, any Meeting component that is to be incorporated into the WWW6's Prior Availability, Active Presentation, and Around-The-Globe Meeting components must meet WWW6 Program Committee requirements. How this is done to be done is uncertain - it probably requires that the local calls for contribution use processes and timing parallel to the WWW6, and that the WWW6 Program Committee participate in the referee process of those submissions destined to be 'global'. This may simplify the WWW6 Program Committee's job if there are reviewers associated with Satellite Conferences as these reviewers, once vetted by the WWW6 Program Committee, could participate in the WWW6 process too. If there is this level of coordination, some of the submissions to the WWW6 call for contribution may be recommended for direction to the appropriate Satellite Conference.
  • Activities and events meeting the WWW6 requirements will be included in the WWW6 web site and in the final proceedings. For such activities a Satellite Conference may carry the full (or to-be-determined) WWW6 identity.
  • Each Satellite Conference maintains its own web site, a section of which links to a locally-maintained mirror of the WWW6 site. The WWW6 will reciprocate. Those portions of a Satellite Conference that are parallel or incorporated into the WWW6 activities will be presented under the WWW6 umbrella; the other content will be presented separately (but more prominently that Partner Sites).
  • A Satellite Conference may deploy technologies which must be extended or mirrored in the WWW6 facilities. In such a case, we will, in association with such facilities, carry the appropriate Satellite Conference-specified identity or sponsor information.

Will these satellite conferences be for-fee? Will they have the same level of selectivity and contribution? (Will this actually work?) Possibly, possibly (and possibly). We have had a lot of enthusiasm from capable people.

These satellite conferences probably do not mean additional technical program revenues. They could represent a potential for more sponsor dollars, or perhaps be the gem that makes a sponsor decide to participate at all.

3.8 Web-Participants

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

Web-participants are also part of the connectivity equation. The web-participant has the ability to participate in some or perhaps all on-line forums. In some cases whiteboard interactivity may be available (depends on administration, modeling of meeting interactions and efficiencies.). The Web-participant would have the ability to view those sessions that are web-casted (perhaps MBONE/PIM).

There may be several grades of the web-participant, based on services used and levels of use. And there may be fees associated with each. For example, a moderate cost service, $40.00 for the whole week, may include forum access; $100 may get them whiteboard access. Even more $ may get them full exhibit floor web-business access. We may send off materials or other spiffs. In determining these grades of service, and potential fees, we must be careful to protect the cohesion of Meeting acitivities, the marginal costs for providing particular capabilities at the estimated loading, and the value delivered to the Web-participant.

Perhaps these fees would be more appropriate on a by-session basis. If possible this could raise Web-participant-related revenue to parallel actual activity. It, however, shifts the revenue stream and the payment collection challenge to the time of the session. Ecash makes this less of a problem, but creates a roadblock for access from those countries prohibiting such transactions.

All web-participants (anybody) can see the final proceedings on-line.

3.9 Partner Sites

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

These are sites that use WWW6-proper and the Satellite Conferences' content as a component of a related activity.

We must first understand that our connectivity and broad accessibility to our content will allow anybody to 'ride' our activities. Someone wishing to create an event (and possibly generate revenues!) surrounding our activities will, therefore, need to create a significant value-added - something beyond access. Perhaps speed will be sufficient, but it seems likely that other components would be necessary.

We must next understand that Partner Sites, especially those in the Bay Area will help us manage the demand for physical access to the exhibit hall, and, in a small way, to the Conference.

Further, these can be an important revenue source. We can encourage sponsors to implement these sites, and to look at the exposure there as an important benefit. It is possible that those who participate in the Partner Sites are more likely to use the premium Web-Participant services.

Therefore, the Partner Site concept could be important. We should work to maximize them.

What is a Partner Site? These are physical or cyber locations that provide a forum for their community - delivering an improved and heightened experience of the Conference. Physical locations may have small, related web faires or promotional activities. An aggressive Partner Site may decide to feature each of their most-advanced web installations through a cyber-based Partner Site. Cyber locations may have special tools or assistance to enrich or simplify or integrate our content. These sites will almost certainly have some inherent web-related significance.

As a starting point, Partner Sites will simply have access to our standard web content - as any Web-Participant. The value-add comes next. They may feature our video and audio content in a more significant way than do we. A Partner Site may arrange to have local sysops that help collect and direct their participant's involvement as Web-Participants. Partner Sites will also look to us to help create the value-added they wish to offer. This may require us to provide special connectivity or the use of special software at our site. This case will, almost certainly, involve joint marketing and promotion - in advance (we have a strong interest in this - and may even wish to test penetration at some point and increase our investment here) and during the conference - including allowing them to modify our content to add promotional content (according to our rules in protection of our other commitments). We will probably have a 'Partner Site' gallery where we place some of their content, including daily updates - like video/audio clips (to provide fast access to the Conference Delegates, etc.) and give jump links.

Partner Sites do pay a fee. Our largest sponsors and Exhibitors are important candidates for Partner Sites - and we must consider if this is a separate component. Partner Site fees may be adjusted according to the services they wish to pass through, or according to their audience size.

3.10 Media - Traditional and New

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

To all of these specialized access methods we must add the traditional media and their new electronic cousins. We will arrange news reports and standard broadcast press coverage of this event. We may enhance that coverage through use of special-focus crews and reports - perhaps developing concepts (such as show-floor reports, special interviews, staged events) with some of the technology-focus producers in the Bay Area and elsewhere. C|Net, NextStep, Richard Hart's new effort, Individual, Inc.'s Newspage, and ZDTV have been suggested.

Some of the traditional media will have a parallel electronic component. Some of these media will be electronic-only. One such example is the webzine. Using this media (which couples a passive site plus email) we should attempt to create our own news stream - possibly on our own, but probably in partnership with one of the current producers. With updates of the activities and developments from the Meeting (including the Satellite and Partner sites) and the Exhibition Floor plus focus spots on technology, techniques, organizations (a.k.a. Sponsors) and general or related technology news.

This an important part of our communications efforts, and our marketing and promotional activities. It will reach many of the people who do hold web decision-making power yet who do not have nor care to access our event in the higher forms.

3.11 Tutorial Track

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

No longer just Tutorial Day; the extends throughout most of the conference.

Our concept is to promote the Tutorial Track as an anchor component to a particular audience - the generally-technical exploiter. It is similar, but less detailed, than the Developer's Track. It possibly does not consume the entire day - allowing its participants to attend other Meeting activities. It may repeat several of its main elements to accommodate scheduling conflicts. A good model for this could be for the Track to begin on Monday and continue through Wednesday.

To attract this kind of attendee, and to enhance the focus on the Tutorial Track, we may package and promote our Conference around the Track.

The Call-for-Contribution is integrated with the process described above. As with other areas, integration with the other Meeting activities, Exhibit floor, Satellite Conferences and other participants is highly valued. Exhibit floor tutorials, including the Exhibitor contribution, and W3C tutorials may be appropriately coordinated as part of this track.

This Track includes separate social functions - perhaps having focus on building Tutorial participants into future Developers and even Paper/Panel presenters. Look for leverage off of Conference and individual Day Themes. More ideas are needed here!

3.12 Developer's Track

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

No longer just a day - Developer Day now extends throughout the conference.

Our concept is to promote the Developer's Track as an anchor component to a particular audience - the highly-technical exploiter and developer. It is similar, but more detailed, than the Tutorial Track. It possibly does not consume the entire day - allowing its participants to attend other Meeting activities. It may repeat several of its main elements to accommodate scheduling conflicts. A good model for this could be for the Track to begin on Wednesday and continue through Friday.

To attract this kind of attendee, and to enhance the focus on the Developer's Track, we may package and promote our Conference around the Track.

The Call-for-Contribution is integrated with the process described above. As with other areas, integration with the other Meeting activities, Exhibit floor, Satellite Conferences and other participants is highly valued. Exhibition floor coordination, especially in the private hours in the morning (and even extending those hours earlier and adding hours at night) would be great. We should work expand developer exposure to funding and partnership opportunities. We should incorporate special social events.

The W3C should be encouraged to provide in this track the detailed expression of its general W3C Track content.

Development contests may be part of this. Charity implementations may be part of this. Should endeavor to incorporate a large dose of parallel and cooperative work with the Papers and Panels - possibly including design reviews and code walk-throughs of presented material.

Look for leverage off of Conference Theme and individual Day Themes.

3.13 W3C Track

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

The W3C will continue its successful track of the preceeding conference. This Track provides the Delegates with direct exposure to the activities and results of the W3C working groups.

The W3C focus will also be presented, in varying levels of detail, in other forums: Tutorial Track; Exhibition Floor tutorials and briefings; Developer's Track; Press and Executive Briefings.

3.14 The Price of Participation

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

Three concerns are paramount in setting pricing: Cost recovery; Value positioning, packaging and expression; Precedence. We have tried to balance these in recommending this preliminary pricing structure.

Our presentation of this event will include a strong emphasis on the variety of ways in which someone can participate: Web-participant, Partner Sites, Satellite Conferences, the Santa Clara site.

For those attending the Santa Clara site we will package the event to emphasize four perspectives:

  1. Delegate with emphasis on Tutorials
  2. Delegate with emphasis on Developing
  3. Delegate without emphasis
  4. Visitor


Base Delegate Price  All Delegates pay a base price for attendance to the general Meeting sessions and functions. This base price is $1,200. It may be discounted if the Delegate selects the Tutorial or Developer Tracks or is of a particular class of Delegate.

The general Delegate may only attend the general Meeting sessions and functions. They are not eligible for Tutorial or Developer Track activities (except as occur on the Exhibition floor).

All Delegates get full Visitor privileges.

Tutorial Track Price  Tutorial Delegates select and register for the specific Tutorial sessions and related events. They may also attend other general Meeting sessions and functions. The fee for this Track is $600 plus a 65% discount in the base price - $1,380.

Developer's Track Price  Developer Delegates select and register for the specific Developer sessions and related events. They may also attend other general Meeting sessions and functions. The fee for this Track is $600 plus a 65% discount in the base price - $1,380.

Tutorial plus Developer's Track Price  Although directed to mostly distinct needs, a Delegate could attend both the Tutorial and Developer Tracks. The fee for this would be $900 plus a 65% discount in the base price - $1,680.

Academic Class Delegate
Academic Delegates receive an 85% discount of the base fee component; the special Track fee component is not discounted. Respectively - $1,020, $1,263, and $1,563.

Student Class Delegate
Student Delegates receive an 70% discount of the base fee component; the special Track fee component is not discounted. Respectively - $840, $1,146, and $1,446.

We may limit the number of Delegates of this class. We should seek Sponsor funds to assist student attendance.

Satellite Conferences
Satellite Conferences and their participants will probably not pay to interact; nor would we in the reverse.

Partner Sites
Partner Sites may pay a single fee (probably similar to an equivalent sponsorship level), plus their attendees could choose to participate as Web-Participants.

Web-Participants would get basic interactions free. Additional capabilities for forums, whiteboards, experimentation may have fees: $40 and $100 one-time for different classes of service. Or perhaps we should have separate fees for separate capabilities.

Exhibition Visitors
Visitors one-day passes are valued at $150.

Delegate base fees are refundable up to 90 days prior to the conference. Tutorial and Developer Track fees are non-refundable. Partner Sites fees are handled similar to Sponsorships and have those refund characteristics. Web-participation and Exhibition Visitor fees are non-refundable.

SECTION 4 Exhibition Concepts
Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

4.1  Exhibition Considerations
4.2  Chosen Scenario - The Rich Mix
4.3  Floor Layout

For all prior conferences the commercial exhibition was an important way to demonstrate the viability and vitality of the web. This demonstration was, especially for the earliest conferences, relevant and important to the Delegates. The staging of the commercial exhibition extended down through Paris. In Paris it was an important showcase for the European development of the web - involving, necessarily, the opening the exhibition to the world beyond the Meeting Delegates.

For Boston and Paris the exhibition was, also, an important source of funds for the Delegate-specific activities.

These historical considerations remain relevant to us. An additional consideration is venue control - we must control the exhibition facility or face the probable presence of a distracting (or incompatible, or, improbably, competitive) event.

4.1 Exhibition Considerations

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

We must optimize the utility of the exhibition while maximizing the relevance for Delegates and the web. But what activity and for what audience? Defining this aspect of the conference has been one of the most difficult tasks we faced.

To understand these considerations review these two implementation scenarios.

Scenario: Full Commercial Exhibition
A full commercial exhibition implementation compels us to attract commercial entities and interested professionals in large numbers. We must compete with and differentiate ourselves from the growing number of web exhibitions. We expect exhibitors will be more inclined to demonstrate their standard products - with much less risk-taking and intellectual engagement than the science-faire scenario discussed next. In this scenario, in delivering a large opportunity-potential to our exhibitors and sponsors, we maximize the proceeds available to the Meeting's activities. The exhibition, however, is less relevant to the Meeting

Because it would operate in spaces shared with the Meeting, the large numbers of exhibition Visitors would detract from the Delegate's Meeting experience. Even the Visitors may find the crowd a bit "detracting" so it would be prudent to consider how we could work to relieve the attendance crush and improve the experience of both non-exhibition-attending Delegates plus exhibition-attending Visitors. Providing alternate ways of experiencing the exhibit (e.g., through Partner Sites, the web, and media) and making, in advance, those alternates means widely known could help.

Exhibition entrance fees are traditionally negligible (free through Exhibitors and in advanced, low cost at the door).

Scenario: Science Faire Exhibition
A science-faire exhibition implementation compels us to carefully stage the involvement of non-commercial and commercial entities (including but also different from the traditional exhibition units) and interested professionals in a closed activity. Only the Delegates would visit this event. This would probably motivate Exhibitors to undertake risky activities - including more hands-on and more intellectual engagement. In this scenario we, probably, maximize our relevance to the Meeting and the Delegate experience.

The low number of Visitors (only the 3,000 Delegates would be eligible - with approximately 450 attending at any one time for most of the Meeting program) would, however, present a reduced incentive for extensive Exhibitor effort. Although we would be foregoing a significant revenue opportunity, the impact of funding on Meeting activities (i.e., the net from the exhibition) might be small if we develop methods for those who fund the exhibitors to form and communicate their message to their constituency. We must keep in mind, however, that we cannot hope to extract Exhibition and Visitor-equivalent revenues from these companies with promises of media time and advertising. These companies feel, properly so, that they are better at generating their own general marketing and publicity. In this, again, providing alternate ways of experiencing the exhibition will be helpful - necessary.

The considerations described above, the illustrative scenarios, and our overall objectives, lead us to propose these as the functions we must optimize (most-important first):

  1. Relevance to overall Conference
    Relevance is increased as we add higher levels of parallel activities, linking into the Conference's general connectivity, reinforcing the Conference theme. We value a standard commercial exhibition as least relevant; through the strengthening of these characteristics it may be made highly relevant. Funding and other areas are relevant, but treated separately.

  2. Delegate value
    Strong intellectual and exploratory characteristics are highly valued. To view in the booths the standard products will be of some, but little, value to Delegates. Linking into the Conference's general connectivity is also highly valued. As is some relationship with a paper or panel in the Meeting. The implication is that the experimental, the incomplete, the demonstrative will be of the most interest to Delegates. They will also highly value being able to try things themselves, to experiment.
         Crowding affects Delegate value. A large crowd will unquestionably suppress the values we seek. A Delegate-only Exhibition would maximize the exploratory values. A moderate crowd, however, can improve Delegate experience of what is wanted and needed in the web environment - observing other developers, exploiters and users. A moderate crowd can offer important experiences and contacts.
         In examining the spectrum of Delegate value we consider that there is little risk that a Delegate will assess their Meeting participation itself as less valuable because they are thrown together with with Visitors in the exhibition. Delegates receive significant other differentiating benefits, and could have different, extended, capabilities even on the exhibition floor.

  3. Contribution to Meeting funding
    Net proceeds from Exhibition activities plus other commitments made possible by Exhibition activities (e.g., restricted or unrestricted cash and in-kind sponsorships) would fund Meeting expenses. An example of this last category would be an organization that contributes to a Meeting activity because the activity leverages their participation in the Exhibition.

  4. Sponsor attraction
    Sponsors highly value exposure to those who direct the science and research of the technology and to those who direct the application and deployment of the technology's products and services. The Meeting is delivering a large component of this, and Sponsor participation in the Meeting is central to its existence. Sponsor participation in the Exhibition is also crucial - for building the infrastructure surrounding and supporting the Exhibition, and for linking the two (Meeting and Exhibition).

  5. Exhibitor attraction
    Exhibitors highly value exposure to high-quality and highly-qualified prospects (prospects for purchasing, for partnerships, and for spreading the word about their products and services).
         Many Exhibitors may also be Sponsors. This is attractive to the connectedness of the Conference. It can also be important to the Exhibitor/Sponsors because it gives them a larger canvas on which to demonstrate their capabilities. It may be sufficient for us to deliver only the Delegates in a highly-engaged form. Further, the largest of crowds but of unknown qualification is of much less interest than a high-quality, highly-qualified crowd of individuals with whom they can have detailed interactions. Our challenge is to deliver to Exhibitors the largest effective audience - and one that feels it is getting value. In doing this we maximize our Sponsor and Exhibitor return and differentiate ourselves from the many other commercial exhibitions.

  6. Visitor value
    (Note: Delegates as Visitors are covered above.) Visitors highly value the ability to view and to gain an understanding of an entire category of products and services - servers, browsers, or service providers; through demonstrations, interactions at the booths, literature. General overviews and introductory tutorials will be highly valued by Visitors of low technical qualification; complete and detailed implementations of current and announced products will be highly valued by Visitors of high technical qualification. The extent and level of this exposure must match the expectations of the Visitors - we must manage these expectations and the Exhibition content to satisfy Visitors (as well as everyone else).

4.2 Chosen Scenario - The Rich Mix

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

Our task was to find the proper values for the variables of these functions which will optimize the entire result. Here is our recommendation.
  1. The Exhibitors will be strongly encouraged to exhibit web technology exploitation and technology which enables web exploitation. We will encourage them to involve principle-implementors in their 'exhibits' - the actual webmasters and developers who are responsible for the exhibit's intellectual content.
         This is the crucial element. It has significant impact on the Meeting and on Sponsorship as well. In presenting this component to the Exhibitors and Sponsors we must raise their awareness that, because of the high velocity of web change, they must be here and must participate in this fashion to create a unique event. In other words: If they aren't seen here, and they aren't participating à la mode (viz. 'blood-on-the-keyboards' or 'in-the-raw'), then the kind of Delegates and Visitors we will deliver won't view them as a serious player in the web's future. (Be there in form and spirit or else be forgotten or ignored!)
         Our approach will include, and perhaps primarily be through, the webmasters and Internet and intranet channels. We will ask potential Exhibitors to look to events such as web faires for examples of work worthy of showcasing. And to approach us or Sponsors for assistance in doing so. See below for more information about soliciting contributions.

  2. The Exhibit floor will be organized to encourage hands-on engagement of the Visitors and visiting Delegates. See below.

  3. Because of the above the Exhibitors may find it more appropriate to use smaller, less marketing-focused booths. Our rules in height, access, and arrangement will 'assist' in this.

  4. The Exhibition (floor and function) will be highly connected to the Meeting activities. When on the floor, Delegates will have extended capabilities to use those systems in the same was as they can in the Meeting. As part of the Meeting, Delegates will be able to 'experience' the Exhibition at a higher level than can other audiences. Visitors will have the same capabilities as they would as Web-participants in the Meeting plus extended capabilities with the Exhibits.

  5. The Exhibition (floor and function) will be highly connected to the Satellite Conferences, including 2-way video feeds, and all the other connectivity modes discussed above.

  6. The Exhibition floor will contain areas for demonstrations and investigations.

  7. Exhibitors will demonstrate in their booths many of the intellectual components of the Meeting. This includes expressing the Conference theme and day-themes.

  8. Our marketing communications will present a variety of experiences, within a hierarchy of access, personal investment, and costs, to those wishing to participate in the Conference.
         At the highest level is attendance as a Delegate. Satellite Conferences offer an alternative to Delegate status. Partner Sites offer an experience, one that would be unusual and presents an attractive level of learning and involvement.
         Web-participation will be a way to observe and participate in Exhibition and Meeting functions. Many who initially feel that Visitor-level involvement is the only attractive involvement short of as a Delegate will find, through web-based interactions during the longer-term build-up to the Conference, that web-participation is a highly-engaging and effective, and very flexible, way to get value. They may supplement this with a visit to a Partner Site. Our promotions, especially in the S.F. Bay Area, can position this as The way to participate - encouraging professionals in our target audience to consider this a premier virtual conference and one that 'Smart' folks will visit virtually.
         To attend as a Visitor will require a commitment of funds and, probably, some personal connections. We will restrict the numbers of additional Visitors to the Exhibition each day. Our estimates of what would be the limits of an effective crowd on the Exhibition floor, from the Delegate's, Visitor's and Exhibitor's standpoints, is approximately 3,500. Included in Delegate packages will be unlimited access to the Exhibition - we estimate that approximately 15% will be in the Exhibition while other Meeting activities are scheduled.
         Market positioning will help us 'select' the remaining 3,000 daily Visitors. Our messages, as discussed above, will be designed to help our audience to choose the most effective method for participating. To that we will add the positioning with our Sponsors, Exhibitors and Delegate companies. We will sell a large portion of the reservations to the Exhibition through them - allowing them to select from their partners and customers the ideal (given the nature of the Exhibition content) Visitors. The remaining would be sold to the public at large - promoted to targeted professionals.

  9. Visitors pay $150.00 - non-refundable - for a single days' pass to the Exhibition. Exhibitors, Sponsors and Delegates can purchase and redistribute these passes.
         Here is an example of how this may work. The required entrance 'pass' to the Exhibition is a reservation number. It is the days' reservation that the potential Visitor purchases. This reservation number gives them access to the associated on-line capabilities, triggers a channel of cyber and physical mail, and maybe gets them a spiff or specialty item from the Conference. It links them with any additional services that may be available at their hotel. Presentation of a valid reservation number at the entrance gets a Visitor the appropriate one-day badge. If they hold more than one day's reservations the Visitor can process them all on the first day.
         We will make the slots for reservations available on a phased basis. Exhibitors, Sponsors, even Delegates can secure a number of slots (after special comp's for sponsorship or exhibition purchase, at the full, non-refundable, $150 each) - if they later require more slots they can purchase them in proportion to the distribution partitioning in effect at that time; and we may request to repurchase unused slots at certain times (say Conference minus 90 days). These slots are actually simply a count. Each organization determines how to distribute and inform parties about these slots. In a similar way, the Exhibition/Conference itself will manage the marketing and distribution of the public at-large slots.
         Every potential Visitor (including these 'slot holders') must get on-line to the Exhibition system (or through email or telephone to the Conference office) and secure a reservation for the desired day. Once on-line, the reservation process includes questions of demographics, interests and referrals. If they code that this is a Sponsor, et. al., referral, the reservation is held for approval by the Sponsor (or perhaps matched with pre-approvals submitted by the Sponsor, or the use of pre-arranged validation systems/ids). If they code for a demographic or interest that is unavailable (full or distribution is being controlled - perhaps S.F. Bay Area representation is already topped out in preliminary distribution) they will be put on a call-back (email, integrated web alert) basis. This process results in the needed reservation number.
         Every reservation is for a particular day. Multiple days require multiple reservation numbers, each costing $150.00. Where a day of a sequence of days is currently unavailable the potential Visitor is booked for their second and third choices and put on call-back for the first or second choices.

  10. We will encourage Exhibitors to use the Exhibition web site to post information about their demonstrations and technology presentations. This includes schedules. It would be nice if our Delegate scheduling capability could be extended to allow Exhibitors to use it for scheduling Visitor/Delegate bookings with their Exhibition and related (e.g., floor - demos, tutorials; or external - hospitality or user) events.

  11. We should consider preparing Visitor-focused packages: to include briefings with developers, meetings with W3C members, updates on Meeting progress, special meals and events, and even some entertainment and getaway packages.

  12. Because we hope to attract principles as the Exhibitors (or at least hosted by Exhibitors) we should recognize them as potential consumers of technical information. For those who are not also Delegates, and especially for those associated with Delegates (the same company, related to a paper) we should provide briefings from the W3C working group members, updates on meeting progress (maybe an official distribution of news, including from the Satellite and Partner sites, just to them - perhaps requiring a special effort), special events, and support/entertainment packages.

Here is a rough look at the values of our objective functions for this mix and the other two scenarios presented above. A high score (the top is 5) is better:

Rich Mix Closed
Relevance to overall Conference 1 4 5
Delegate value 2 4 5
Contribution to Meeting funding 5 5 2
Sponsor attraction 3 5 4
Exhibitor attraction 3 5 4
Visitor value 2 4 3

4.3 Floor Layout

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

We should design the layout of our exhibition floor to reinforce the desired focus of the Exhibition. We want a slower pace, one that presents many options for Visitor engagement. We also want to challenge Exhibitors to not use their traditional full-suite marketing booths.

The recommended design is one similar to arcades and new focused-market malls. It avoids the regimented grid of large exhibitions - providing an irregular pattern with many 'oasis' (just a temporary name for this) for exploration. Each of these oasis contains computers, chairs (probably stools), flip charts, whiteboards, or other discussion facilitators, and possibly video displays.

The image below demonstrates five different collections of standard booth units into arrangements that can serve our objectives. Notice that this allows us and Exhibitors to use standard booth equipment.

  1. A corner unit. Simply demonstrates our commitment to the irregular patterns. This represents less than 60% efficiency of this space (lost booths, shifting or enlargement of the aisle)
  2. Demonstrates typical positioning of interaction oasis - at the mid-point of the aisle. Here the collection of booths at either end might be a 4-plex of one Exhibitor. This preserves the opportunity to offer premium positioning - at the endcaps of the aisles.
  3. The interaction oasis needn't be in the middle of the aisle. This shows two end-cap oasis - at the top, is a 'capture' oasis where visitors are between the systems panel and the booths (a 2-plex here).
  4. This collection demonstrates how several different booth units can be configured to create 'theme' or function spaces. One important aspect of this is that none of the booths are particularly disadvantaged by positioning - the draw of the oasis can deliver a higher benefit for what would traditionally be a lessor position (inset and mid-aisle).
  5. Here is, possibly, a traditional anchor booth of a large vendor is surrounded by four demonstration areas. Or a collection of 8 booths connected because they relate to the same concepts, techniques, markets, or products.

We estimate that this kind of booth layout, before other considerations, will result in 60% efficiency in the overall space.

Simple sample layout components labeled A through E.

Some of the other considerations include the use of the space for presentations, demonstrations and tutorials. We will allocate at least three areas for such functions. Each will be outfitted for the specific purpose, including accessible computers and teaching support in the tutorials area; large projection screen for presentation and training area; and computers, video equipment and product display areas for the demonstrations. All three will have video and audio drops and pickups to the Internet. Exhibitors and Sponsors will schedule events here; we will schedule presentations here too (such as W3C reports).

When this is included in our considerations our efficiency drops from 60% to near 50%. That is, of the approximately 500 booth units we estimate only 250 will be subscribed with all others lost to function space, oasis, and low-efficiency space utilization.

We also have made a preliminary assessment of the layout of the overall space. This layout is impacted principally by the knowledge that not all Exhibitors will want to play it our way (or maybe will want to do both). Plus there is the attraction to Exhibitors to control the entry/exit paths. And also by the calendar - we are able to get spaces A & B as early as Saturday, but C & D will not be available for move-in until 6 p.m. on Sunday evening. As a result we recommend that the space in A & B be allocated, primarily, to those Exhibitors using standard and complex booth setups arrayed in the appropriate oasis configuration. We hope that this space will be no more than 1/2 consumed by these booths (equivalent to approximately 40 4-plex booths). The other part of A & B will be consumed, primarily, by function space and transition zones. Most of C & D will be consumed by the smaller booths and collections of booths into special interest areas.

We will establish transition zones. At Visitor entrances we will place information kiosks - web-connected systems, video, and postings to inform them of layouts, schedules, events. We will also construct transition zones between the standard booths section within A & B and the other areas of A & B and C & D.

SECTION 5 Participation Concepts
Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

5.1  The Opportunity for Innovation
5.2  The Participation Environment
5.3  The Contribution Environment - Papers, Etc.

We called this section Participation because in it we discuss the many ways in which the audience (Delegates, Satellite Conferences, etc.) can participate in the conference. In this document this is called Participation. But in this section we also talk about what is required (the characteristics, the process) to solicit and develop the kind of content necessary for that participation. Although this solicitation - and sometimes even the presentations themselves - is often also called participation (e.g., call for participation) in this document it is called, instead, Contribution. See: 1.4 Some Important Terms.

Note: A required reading for those involved in this component of our Conference is Bob Hopgood's excellent Postscript to the WWW5 conference. In it he discusses the complex and difficult process of developing papers and posters components of their conference. He documents important experiences, successes and problems, and points the way for improvements in the next effort. (We should aspire to do the same for the next conference!)

5.1 The Opportunity for Innovation

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

The root role of this Conference, and of the continuing series of conferences, is that it be a catalyst and forum for the creation, advancement and sharing of the research, ideas and relationships that will extend the utility of the web. It must attract and satisfy the professionals and organizations who are now, or will be, performing the most advanced, the most complex and the highest-risk activities on the web, and on the net itself.

One measure of our success will be the attraction and presentation of high-quality technically-advanced refereed papers. Another measure will be the level of audience engagement.

The prior conferences have made significant advances to the process of calling for and judging papers and posters. The result is clearly excellent. Delegates show high levels of energy and commitment to these conferences. The continuing series of these conferences are themselves testimony to their success.

Yet many of those directly involved in producing the past conferences (at the international and local levels) express concern about the quality of the material that is submitted and from which they must choose. They are troubled even further by the manner in which the resulting papers are presented within the conference.

These concerns are well-founded. The Delegates are a highly demanding and critical group - a group that requires of organizers a strong committment to exellence. Although they are mostly happy with the material and its presentation, the Delegates too are concerned about quality and technical value and about the presentations themselves.

The clear implication is that we must identify the areas for improvement and seek the innovations that will make this Conference a success.

Two Important Environments
What are the characteristics and processes that will deliver the desired (achievable) levels of qualities? We must consider this question in two, inter-dependent, environments:

  • The environment for the solicitation, identification, nurturing and development of the Conference (Meeting, Exhibition) content (Contribution).
  • The environment in which this content will be presented and discussed - the Conference itselt, the Meeting and the Exhibition.
It is our judgment that improvements to the current solicitation and identification (judging and juroring) environment will maintain or provide modest improvements in the quality of the content. It is also our judgement that the environment for audience participation draws its inspiration from the way conferences 'have always been done', without seeking to integrate the interactive and engaging nature of the web. To achieve our objectives, and set the conference series on a new road, we must, therefore, undertake the risk of fundamental innovations within these two important, inter-dependent, environments.

Fundamental Innovations

  • Recognize and support in the Contribution process the fast-moving, highly-fluid nature of the web technology. This presents the need for an innovation in the solicitation, formation, and judging of Contribution, particularily to allow updates (possibly several) while maintaining refereed-quality papers.
  • Engage the Delegates directly in the presentation of the papers and panels. This presents the need for an innovation in Meeting conduct.
  • Conceptually and physically integrate all components of the Conference - Papers, Panels, Posters, Workgroups, Tutorials, Exhibition, BOF/Affinity/Round Table, Developers. This presents the need for innovations in the solicitation and formation of Contribution, and in the Conference technical and process infrastructure.
  • Make possible the high-level engagement of external participants - Satellite Conferences, Partner Sites, Web-Participants. This presents the need for innovations in the coordination of programs, coordination of Contribution, and in Conference technical and process infrastructure.
  • Make possible new categories of engagement and involvement - not just for fun (although some element of fun is appreciated!) but also as proof statements and exploratory demonstrations of web technologies and capabilities. These are by nature unknown - we must prepare ourselves to recognize and support them, and to implement the innovations they require. Examples suggested thus far are:
    • Conference-specific games (learning and exploring games demonstrating web-based exploration
    • WebMOOs and MUDs
    • Community-based font development
    • Development contests (such as charity applications)

Recasting Past Participation and Contribution
The strenuous efforts and excellent results of the past conferences allow us to illustrate how our Conference may seek to innovate. The list below shows how some of the past Contributions could be recast in our imagined innovated Participation and Contribution environments:

Open Meeting
Encourage the presenter to set up and conduct one. Our whole conference and each paper or panel session should have some component of this.
Web Development Versioning and Collaboration
Show it - on the Exhibition Floor, or as part of a Charity Implementation. Involve Sponsors and their customers (our the presenter's own proof cases).
Distributed Objects and Object-Oriented Development
Make multiple libraries from multiple developers available to Delegates prior to the event. Allow them to experiment - and to submit their experiments with comments to the presenter. The main thrust of the 'paper' presentation may be a comparison of those submitted experiences. Or the presentation could be made within the Developer's Track and, instead, be a design review or code walkthrough of these submissions. Perhaps have a contest to adapt installations using these objects, or for the development of objects. Various choices could shift the balance between paper, panel, tutorial, developer session, exhibition presentation. Or maybe several of these.
Form partnerships with Exhibitors to include different forms of caching. Demonstrate functionality. Subject these to typical and extreme caching environment stresses and failures. Communicate results in real-time (through direct monitoring, or through the Conference web pages, and other means.)
Software Design
Integrate and utilize other papers and Exhibitor implementations. Set up a forum/BOF (real or virtual) for these folks to present their processes and walkthroughs (particularly of new processes and technologies - such as style sheets). Again, do it live at the Conference.
Database Integration
Facilitate Delegate exploration - perhaps by making it possible for them to try their data in the proposed environment or with the proposed process.
Education and Training
Encourage the demonstration of innovations in the Conference program - in Tutorials and Developer's sessions. Maybe provide on-line capabilities for Delegates to generate their own exploratory teaching sequences using the paper's innovations. Involve Delegates in advance.
New Media
Establish exploratory labs for Delegates to get hands-on with knowledgeable guides.
Have it working. Ecash for Meeting and Exhibition reservation. But also fun stuff to allow experimentation - an Ecash system on the floor to allow Delegates and Visitors to 'pay' for spiffs and for participation in tutorials or games. (The 'cash' for this could be scrip - it could be included as part of their fees. Real Ecash purchases are an opportunity worth investigating.)
Embedded Servers and Browsers
Locate demonstration devices throughout the Conference; connect them and make them inspectable/observable through the Conference web site.
Follow-up Sessions
Ask past presenters to make follow-up reports. Where they don't have time or interest use Conference news-generating capabilities (through a Sponsor perhaps) to interview them, to investigate the general area (including later derivative works - papers or implementations) and report.
On-line and integrated with the Meeting and Exhibition
Papers, Posters, Panel Presentations
On-line and open for comment in advance of the Conference. Provide combined index and bibliography to facilitate true investigation and understanding.
Medical Library/Search Application
Facilitate Delegates and Visitors in the search and use of this facility. Put it up as a serviced application (or simply 'permanent' bookmark) on the Conference systems.

From this analysis of the opportunity for innovation, and this look at past contributions, we can build recommendations for each of the two environments.

5.2 The Participation Environment

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

This is one of the two inter-dependent environments that are critical to our success. The other is the Contribution environment, discussed below, which delivers the content fueling Participation.

We would like to seek innovations in two key areas:

  1. Manifestation of paper, poster and panel ideas and innovations throughout the Conference - in Meeting and Exhibition activities.
  2. Continuous intellectual development of the paper, poster and panel ideas and innovations in the run-up to, and during, the Conference. Structure this development to involve the entire web community.

Manifestation of Ideas and Innovations
We would like to see every P/P/P (Paper/Panel/Poster) to have some component of its central theme represented in the implementations in the Meeting or Exhibition. These are encouraged to be experimental. (We will construct an environment that encourages, recognizes and rewards experimental implementations - working to overcome the usual fears.) We would like these implementations be available for experience and experimentation by the Delegates. A P/P/P proposal that sets as its challenge to demonstrate and compare the subject capabilities during the session in collaboration with Exhibitors, Sponsors, Satellite Conferences, and even Web-Participants will be highly valued. (This would have the also highly-valued result that the session would not be the simple and deadly reading of the paper or slides!)

Intellectual Development of Ideas and Innovations
There are three dimensions to this:

Prior Availability
We would like to see the P/P/P material be available on the Conference web site prior to the Conference. We would like the web site to facilitate investigation (through indexes, bibliographies, customizable bookmarks) and discussion (through forum, newsgroups). There is no true deadline problem for this. If we allow presenters to embargo the portions of their material which is announcement-date sensitive then even the last two conference's deadlines provide the timing to allow the content to go live before the Meeting. To capitalize on the advanced discussion we should also consider the possibility of updateable papers (see the next section - The Contribution Environment). As part of preparing the Delegates we must inform them that it is important to review this material in advance - the bulk of the session, after a brief abstract, may be entirely composed of a discussion of the forum contributions! See also, Active Presentation, below.

Active Presentation
Active Presentation denotes the character and conduct of the actual session. In such a presentation, those in the room and remotely, participate in the discussion through collaborative tools - whiteboard, forum, etc. These interactions are not relegated to the question period, but develop during the session. And because of the Prior Availability facility the session actually begins with a collection of observations and questions.
     In an Active Presentation web-based participants, including those in the room, pose questions and interact regarding the content. These discussions are moderated by P/P/P-provided facilitators and/or Conference facilitators. This facilitation includes categorizing and condensing comments and questions, respecting the relative priorities of access (highest being those in the room, then Delegates, then Satellite Conferences, then Visitors (whether present on the floor or remote), then Partner Sites, then Web-Participants). These facilitators record new material that is presented, developed or discussed during the session - transcribing, for example, any flip chart or overhead notes; including audience suggestions, comments, and questions. They may actually provide answers and direction to the forum. The presenters can view the activity on the web whiteboards and forums and can answer directly. When a remote video audio or video feed is available (at a Satellite Conference, for example) the video/audio may be presented and may be 2-way.

Around-the-Globe Meeting
This is an extension of the Prior Availability and Active Presentation concepts in that it requires and benefits from those capabilities. It has, however, its own dimension. The Around-the-Globe Meeting concept is the idea that the P/P/P presentation is not the end, but rather just one point of the intellectual engagement process. A walk-through is probably the best way to explain it.
  • After the Paper presentation a panel could be convened to discussion the session (or a series of related topics/sessions). The discussion could include precedence, implications, identification of action or question areas. These discussions would also Active Presentations) and be live on the web.
  • Later that evening the 'next' Satellite Conference (say, Australia) takes up these results. They integrate their papers and discussions, suggesting some directions to take.
  • Workgroups and BOFs can form and meet (physically and virtually) at this and the next 'site' (say, U.K.)
  • Now the next day has come around at the WWW6 site and a new P/P/P or Workgroup or BOF can be formed to further develop the statements of requirements; needed technology investigations, improvements or specifications; enumeration of example sites; evaluation of trial or contest entries.
We see that this is not limited by any sequence. Several related papers may be being simultaneously presented in each of the Satellite and Main Conference sites. A significant P/P/P may be still to come in the Meeting sequence. The Around-the-Globe components could be entirely Meeting-local or simply Web-Participant based. These Meeting discussions may compel subsequent speakers to address the relevancy of their work to the discussions. They may highlight the need for a semi-formal session to address a specific question area that hadn't been covered locally (or at all!).

5.3 The Contribution Environment - Papers, Etc.

Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

In the preceeding section we have disussed the Participation environment and the areas and ideas for innovation there. In this section we discuss the other of these two inter-dependent environments: the Contribution environment.

It seems certain that the historical process, which places the burden of innovation on the individual contributors, would result, for the most part, in the same ( mostly high-quality) material as last conferences. It would not, however, produce the integration and scope we wish. We would like to seek innovations in several key areas in the Contribution environment:

  1. Soliciting a sufficient number of high-quality intellectual contributions for this Conference.
  2. Informing contributors of the merit of their contributions, with allowance for improvement.
  3. Fostering collaboration within the web community - in advancing the science and application of the web, and in the presentation of these advances.
  4. Continuous intellectual development (allowing, even facilitating, revisions) of the paper, poster and panel content in the run-up to, and during, the Conference.
  5. Assistance and guidance from the web community.

In addition to the benefits we seek, a new process implementing innovations in these areas could also benefit the Contributor's organization and engender greater support for their involvement. Academic institutions should see our referee process as expanded and extended. Valuable technical and financial collaborations could result from our new process. Commercial organizations would get the benefit of a broader exposure of their contributions and development. They could use the Satellite Conferences, Partner Sites, and Web-Participation methods to make their activities more widely known to their partners. Yet we cannot allow the commercial aspect dominate the Contribution environment. If we did, those without resources would be at a disadvantage; those with resources, or who already have a 'packaged' event would dominate (and we'd the poorer for it). We must find some other way to bring these elements together.

Soliciting and Developing Contributions
Our proposal is to request Contribution in a way that reinforces the values we want in the Meeting, in the Exhibition, in the Satellite Conferences, and in other areas in our program. Our proposed method of doing this follows the form of an open, progressive, auction.

Here is how it might go:

  1. Describe the Conference  We publish a description of the way we hope to conduct the conference. With that is a complete description of the methods discussed above (Prior Availability, Active Presentation, Around-the-Globe Meeting). Parallel descriptions are made for Sponsors and Exhibitors.

  2. Sponsor Committments  We add (and update) the names of Sponsors and Exhibitors who have made commitments (possibly specific level cash commitments) to assist us in achieving this. Some of these funds will be directed or facilitated through WWW6 (some on a restricted basis - requiring specific pre-approval - to avoid the usual corporate problems at each end of the relationship and some on an unrestricted basis - to give us the opportunity to choose those programs we judge as most important).

  3. Preliminary-Call-For-Contribution  This preliminary round allows potential contributors to understand the likelihood of selection, their areas of strength and weakness, the opportunity for collaboration or sponsorship. Success in this preliminary call does not assure final selection. It would probably be entirely optional. We must structure it to benefit both the Conference and the Contibutors - and to encourage participation by Contributors and referees.
         We publish the Contribution rules (this process) and the categories. This list of categories evolves as we receive submissions and get suggestions from the web community. Subchairs for each of the special tracks add and update their own requirements (Developer's track, Tutorials, etc.). These categories are on two (or more) dimensions:
    • The kind of contribution (Papers; Panels; Posters; Work(ing)Groups; Tutorials; Developer Sessions; Demonstration; Support System - e.g., Live Meeting support; etc.)
    • The specialty area (Authoring, Style Sheets, Caching, HTTP-ng, Content Negotiation, Multimedia Integration, Java, Kiosks, etc.).

         Submitters submit the appropriate materials:
    • Categories: Kind and Specialty Area
    • Impact: On standards, on accessibility, on a particular problem
    • Biography and implementations; credentials
    • Prior art which the proposed work extends or can be compared.
    • Private abstract - for rating the proposal
    • Public abstract - required, but may be minimal. The public abstract is used, along with the other information, as the public part of the auction.
    • Prior Availability component
    • Active Presentation component
    • Around-the-Globe Meeting component
    • Exhibition component
    • Requested and self-selected sponsorship. Type (develop original research, develop working demonstration, deploy Meeting components, Exhibition, deploy Conference components); likely sponsors (categories, specific Conference-secured, specific self-located)

  4. Scoring Preliminary Submissions  At the deadline we categorize, review, rank, and score the proposals. This is a preliminary review - not a detailed review. (This fact, and the fact that passing this step does not guarantee selection must be made clear to all submitters.) The categories may include:
    1. Technical innovation, line of development, credentials, level of completion
    2. Contribution to each of Prior Availability, Active Presentation, Around-the-Globe Meeting.
    3. Special track component (e.g., Developer's Session or Tutorials)
    4. Satellite Possibilities
    5. Exhibition Floor Connection

         The score is calculated based on the ranking of the proposal, and the relative values of each of the category areas (the first on the list above being valued the highest).

  5. Preliminary Score Notification  Authors are notified. In addition to the following information, they also receive an identifier, and a detailed breakdown of the ranking and score categories. The proposals are published - this includes the categories (kind and specialty area), the involvement in the various components of the Meeting, etc., the public abstract (no embargoed materials), the sponsors, the scores. We publish benchmark or threshold scores in each of the areas (from papers to exhibition-floor demonstrations) that indicate the better submissions.

  6. Formal Call-For-Contribution  Simultaneous with release of the preliminary scores, we make the formal call for contribution. We've entered the development and partnering period as the possible and hopeful Contributors attempt to build strong and rich submissions which will be submitted for full review.
         Someone who has received a greater-than-threshold score in the preliminary round could possibly just develop and submit the paper/work/commitment (in the case of contractual-type work - e.g., whiteboards). But they aren't guaranteed selection because some other final submission could edge them out.
         Someone wishing to develop their proposal or secure sponsorship will want to find and develop partnerships and relationships. We will encourage collaboration among all categories - including collaboration among authors. Someone seeing a potential to reinforce a weakness (say in providing integration with the Exhibition floor) and boost their relative standing may search for a partner among the other published information. (We should generate an environment of aggressive pursuit to achieve and enhance - driving everybody to work to enhance their submissions.) They will be able to send email to that author (through the Conference web/email system - it is to their identifier, not a specific name (unless the target author allowed that)). Authors and sponsors can develop it on their own, or approach the Conference to assist. Where we see strong and attractive candidates for collaboration we will suggest and help develop that collaboration.
         New submissions may be made. (We may even publicize and seek out remedial submissions.) This is especially important for filling holes in the program.

  7. Scoring Formal Submissions  The submission deadline passes. Now the detailed evaluation, juroring and judging is undertaken. Each program component (Papers, Panels, Posters, Demonstrations, etc.) reviews the submission from within its own framework and, possibly, committee. For each submission the cross-program and integration aspects are judged in cooperation with the other framework. We consider fully the novelty, relevance, quality, and suitability of the work. We mark down as appropriate the submissions containing material that is key but is to be embargoed from Prior-Availability.
         We verify and secure the commitments from Sponsors and Exhibitors.
         We classify those submission that do not qualify for their chosen categories as possible candidates for other categories (e.g., Papers -> Posters). We designate alternates (for no-shows, etc.). And, in general, we attempt to find a possible (and valuable) spot for every good (above-the-line) proposal.
         We publish the selections (using the same coding system as before) and get confirmations from the authors.

  8. Publish for Prior Availability  We publish the technical materials (sans embargoed material) and fully disclose the Sponsorship and levels of participation. We prepare and open the forums and newsgroups.

  9. Facilitate Continuous Development  We monitor, advise and shepard (perhaps as technical editors, using appropriate tools) the (proposed) changes to the technical content - including from addition to the bibliography to correction, refinement, extension of central components. These developments could be the result of discussions conducted as part of the Prior Availability forums and newsgroups.

  10. Presentation  The actual Meeting and Exhibit contribution.

  11. Content Capture  After the conference the content is captured for publication in print and CD-ROM forms.

SECTION 6 Task Breakdowns - Directions
Contents | Background | Theme | Concepts | Exhibition | Participation | Tasks

In this section each of the task areas listed in the WWW6 Task Breakdown list(s) receive, as necessary, additional direction. Some sections have been renamed or components addressed separately. In the main, however, the significant direction is established in the preceding sections.

Working Groups (previously Workshops)
The rename is an attempt to signal that these are not spectator events - the people participating in these groups are working on establishing agenda, outlining needed standards, committing to do future work and produce reports.

This is not to say we want to make these exclusive. In fact the Active Presentations and Around-the-World Meeting concepts are designed to increase the need for these types of sessions. We will make it easier to assemble and conduct such sessions. We will include these sessions in the general Call for Contribution - suggesting areas we feel are in need of development. (The last conference's sessions are a good starting point.)

BOFs are a more relaxed version of a Working Group. A BOF session is designed to just explore and share - they could create the need for specific working groups later in the day or the conference.

Technical Program
See above for attempts to invigorate, innovate, and integrate this.

Significant challenge from which we may have to choose a subset and leave the rest for future conferences. Includes dinners for Speakers, etc. Significant requirement for Conference infrastructure. Should include efforts to model operational aspects. Must include significant component for training presenters to participate and lead in the Active Presentation and in leading/participating in the Around-the-World Meeting discussions of their papers. (This also addresses the problem of training presenters to not just read their paper or their slides!).

Look for leverage off of Conference Theme and individual Day Themes.

Poster Sessions are actually fully integrated into web-based part of Conference. It may be appropriate to look to them are likely presenters on the Exhibition floor.

Day Themes
We should look for opportunities within the Technical Program to emphasize the Day Themes. This could extend from speakers to panels. Even if there isn't a determinant relationship, we should try to bring to the rooms and discussion some elements of the Conference Theme and the Day Themes

Horizontal Tracks
We should look for tracks to carry throughout the program. In some slots the track's theme would be exploited in the Meeting, in other slots at a Satellite Conference, or on the Exhibition Floor. Example tracks: K-12 Education; Art; History; Design; Social Impact; Graphics and Interface Design.

Keynote Speakers
We would like to secure keynote speakers who can address (with wit and excitement) the challenges the web and its community are facing. Historical and future-vision is important. Theme Day applicability is important. World-wide visibility is important, and may lead to at least one dual-speaker day. The implication is that we would not seek speakers who's main claim is a high-profile or name recognition.

Examples and thought provoking for the process of finding real speakers - not decided and certainly not committed:

Mon Tue Wed Thu Fri Sat

Accessibility Business Education Collaboration Ubiquity

(Stanford and SLAC welcomes)
(accessibility leader)
Jock Gill
Arno Penzias
Paul Saffo
(Adobe - Warnock, Russell Brown?)
Kim Polise
(education leader) The Satellite Conference connection Tim Berners-Lee

Invited Speakers (other than Keynotes)
We also have the challenge of presenting interesting programs for the break out tracks (Tutorials, Developers), the Exhibition floor, press tutorials, and special on-line sessions, and the evening events. We should seek out a combination of accomplished and entertaining presenters for these. These are not

For the evening events we should favor speakers who will be brief and humorous, yet topical.

Special Events within the Meeting Context
One such event has been proposed. Michael Genesereth has brought forth a concept to have an on-line, Internet, simultaneously-produced choir recital. This would be a tour de force and a significant event (perhaps week-long). We should look for other opportunities.

Bird's of a Feather sessions will be incorporated in the stream of technical activities through the Active Presentation and Around-the-World Meeting concepts. We must support these through coordination and personal scheduling features of our web site, interaction with the Satellite Conferences, and facilities and support services scheduling capabilities (to select and reserve a room, and have it serviced - possibly with our theme in mind and possibly with dinner or other meals as required).

Because individuals will be able to publish affinities, and there will be significant discussion in advance of the Meeting, we should anticipate that this area will grow significantly. Candidate participants have voiced a desire for much stronger support of BOFs.

Disability Accessibility
We must provide extensive deaf and blind (much of the activity will also be only on the web!) accessibility assistance. We should approach Sponsors for their assistance here. Industrial Light & Magic's Avitar technology was mentioned at the last conference as a method of quickly translating voice into full-body-equivalence signing.

Language Accessibility
English is the language of the conference. We should provide translation services for the large events into the primary alternate languages as indicated by the registrations.

Read all of the above. In addition, it is important to note this implication: the exhibition management firm will not have unilateral control of the Exhibit hall, the activities there, nor the Sponsors. We must find, develop, and select a firm with a willingness to help make our vision happen in an integrated fashion.

In addition to objectives and requirements mentioned above (from special in-room hotel connectivity to simple AV) we must be prepared to scale back our wish list as costs and timing become difficult to surmount. We may need to abandon partially implemented projects - leaving other Conference activity chairs, Sponsors and volunteers disappointed.

Something of which those involved in this area are well aware, but is worth making others aware, is the paramount need for 100% and transparent performance in this area. This area will require extensive testing and redundant systems, plus the readiness of every Contributor (from Sponsors to Presenters) to step forward and recover in times of failure or trouble.

This will get complicated fast. Every member of the Conference team must understand their authority (to commit, to spend) and responsibility (to plan, to optimize, to protect, to report) in this area.

Consider external services firm for handling payouts on consulting contracts.

Asset management, Cash management, A/P, A/R, account management, contract administration, projections and reporting, controller.

Sponsorship Program
This is a highly complex area. Almost every area of the Conference offers an opportunity for sponsor participation. From early web calls for promotion (the web sites, the messages on the site), to the final distribution of updated proceedings (the permanent web site, the CD-ROM content, the mailings). This includes Meeting support activities, including things as 'minor' as transportation signage and even the crossing to/from the 'Tent'.

The sponsor program committee should undertake to spur the creative juices of every other committee. Approach them for the things they'd like to do, and the things they are doing. Develop a complete profile of sponsors-able activities and funding levels.

An important point for maximizing the contribution of sponsors is to recognize the potential for small organizations. We can develop 'promotional' opportunities for them through our web site and other electronic distributions.

Consider general or pooled sponsorship programs: sponsor an event/meal, sponsor a disadvantaged Delegate, sponsor one or more Student Delegates, sponsor an award, hospitality suites, etc.

The usual participation is open to us: equipment and expertise. These are especially important due to the highly-connected and distributed environment. Work to get significant technical talent to operate as anything from floor coaches to trouble-shooters. Some equipment may be directed through us to charity or Stanford and SLAC - this is another Sponsorship opportunity.

Software for our sites: operation and infrastructure as well as for web-based use by Delegates and web-Participants.

Consider as prime sources those companies who have implemented technology licensed or developed at Stanford and SLAC.

Marketing, Promotion, Merchandising
A significant and complex program. World-wide scope. Involves marketing to educate and encourage multiple levels and full participation through the web. Should seek market segmentation for world-wide markets.

Full-scale integration with all Conference media: web site, email, paging, voice mail, physical mail, artifacts associated with conference attendance (including virtual attendance), video, custom broadcast recordings and new programs. Many sections above discuss appearances of associated marketing, positioning, packaging, and merchandising opportunities.

Everything is open to merchandising. From banners in the Exhibition and Meeting rooms, to logos on clothing. Web sites to email: this includes the Delegate sites and the email that is part of Delegate-to-Delegate communication. Clothing, cups and mugs, pens and posters, bags, calendars. Some of this could be distributed through Ecash (a fake store - everyone would be entitled to them, Ecash is just a way to turn in your chit; on the other hand what would limit us from having a full line for sale?) on the Exhibition floor. Get an inventory from each subcommittee of what may be required and then consider the merchandising opportunities. Invent value to support the opportunity. Then we'll coordinate and bundle these into cohesive programs.

We will collect the demographics of those involved in Conference activities, including web and internet identities. We will make various reports of this information available (in the appropriate forms) to many interested parties.

Promoting Web-Participation
In the run-up to the Conference we should build the expectations of the web-participation experience among the general web development and exploiter community. Get to point that people will request 'an in-place day off' to allow them to participate via the web. Can we find a gimmick to make this work/help those who wish to do it?. Individuals may supplement this with a visit to a Partner site.

We will require an efficient and quick method of developing contracts and getting legal advice about those contracts and other commitments. Stanford is an important source for this. It may also be important to consider other sources - especially those practicing in the web technology arena.

See above. Badging at the conference should be settled-art well before the conference. Badges must be capable of supporting the multiple functions we are considering. Investigate the inclusion of Ecash support on the badge (or provide a special-function Ecash card).

Slots for reservations/registrations will be released on a controlled basis. We will provide remedial distributions to encourage international participation - preventing complete sell-out to local professionals. This is true of both Delegate and Visitor participation.

Establishing credentials and 'registering' Press and Industry should proceed in parallel with the other 'registration'. These individuals should receive the appropriate levels of web access and the appropriate communications. As with Meeting reservations, the Press reservations should trigger their participation in other events at the Conference (such as invitations to Press Tutorials).

Getting Delegates Connected
We must dedicate significant resources to helping Delegates get connected and productive in our environment. New arrivals should have a location to visit that will work out their configuration, show them how to use it for basic capabilities, and show them how Active Presentations and other interaction options work. This is probably best done in a combination of in-advanced and on-site work, including documentation, one-on-one, and small-group tutorials.

Satellite Conferences, Partner Sites (formerly Remote Sites and Distributed Sites)
Satellite Conferences - aggressively seek and establish. Use our Sponsorship funds to help start Satellite Conference efforts. Participate on their production bodies; share development information.

Partner Sites - crucial in the S.F. Bay Area to control the crowd and to give big visibility to the event. Must secure early - tie the release of local reservation slots to development of Partner Sites. Helps create an event for these companies - this is a large opportunity for revenue and Sponsorship.

Require aggressive collaboration-builder here. Must coordinate with many other functions.

Meals, Food
In addition to the set events, consider partnerships with nearby establishments (including packages or, differently, computer setups). Work with infrastructure and Meeting committees to integrate themes and content.

One clear direction collected from Delegates at the Paris conference - be sure to have (my favorite) coffee. This means we must have U.S., European, Expresso, and perhaps other types of coffees available. And in large cups.

Be prepared to support informal food requirements. BOFs and other ad hoc meetings are examples. Attempt to 'carry over' the main event into these sessions - to encourage them and to keep them from feeling isolated.

Everyone, everything, connected. Effectively and reliably. A significant challenge that must be met in a way that allows us to step out from behind the challenge and look at opportunities.

Remember the need for support equipment along with all the other stuff. Wide presence of printers, fax machines, conference-linked telephones.

In addition to the many distributed systems we will still need full terminal rooms. To prevent past problems we recommend naming these with neutral labels - the Red Room - and then provide branding/Sponsor identity separately.

Systems must be maintained by replication software to reload O/S and application environments each evening. (Delegate data is kept in a distributed file space and is not disturbed.)

Presenter/Speaker Support
Presenters and speakers will be working in an entirely new environment - Active Presentations being just one of the challenges. We must set up orientation and assistance programs to get them comfortable and effective in this environment. We should consider conducting 'Speaker College' to give them a full taste of what to expect.

Part of the training must occur in advance because, for Papers and Panels, a lot of traffic will be generated in the forums related to their materials. They will need remote assistance in configuring and facilitating that discussion. And for linking it into their content!

We require a full graphics program. It must support multiple production-levels - from low-cost to high-value. It must include content for all of our media.

Conference Favors
See Marketing, Merchandising; and Sponsor and Exhibitors.

Videotapes. Every Meeting room should have a video capability. This is primarily for monitoring by volunteers and people outside of the room (to keep traffic low). If we find it practical these may also be used to produce video masters. (Is this necessary? The proceedings will be transcribed on to the web, etc.)

Conference Web Site
Both of the phases of this task (the pre-conference, and during the conference) are extremely complex. This will probably require us to distribute our web site among the parties responsible for the various components. We must work to maintain a cohesive appearance. This is important for participant experience as well as Sponsorship and marketing and related programs.

Distributed file system with full authentication and access control. This space should provide a wide selection of public domain and sponsored-licensed software.

We should consider establishing mirror sites with the Satellite Conferences and others.

The web site should reflect and promote the accessibility theme, and the day and track themes.

Will include the usual Meeting and Exhibition materials. Also possible is materials for the Satellite Conferences, Partner Sites, and Web-Participants.

Significant component of Sponsor and merchandising opportunities.

Delegates (and others?) probably don't get CD-ROM until after Conference is complete. (Remember - the web site contains all of this stuff.) Proceedings on CD-ROM would contain all of the Active Presentation and Around-the-World Meeting developments.

Consider the possibility that we don't provide printed literature automatically - that is be provided on-site through a print-on-demand capability (select your own pamphlet of material) and that they can later request (or for others, purchase) official printed and CD-ROM collections.

Companion Program
We would like to build a strong program here - one that can attract Delegate companions early (Sunday), and keep them through Saturday. Feature strong options, including technology tutorials (from technical to application-specific to fun), and sponsored events. Consider events for Sunday before the receptions/early registration, and Saturday events (in addition to the Conference event - possibly a Stanford-related event).

Aquarium, Redwoods, Bay walk (even arrange for quick getaway during Meeting lunches - provide picnics), Ocean beach walk, Wine country trip.

A word before we begin - can we get these buses connected? Wireless. Video? (even pre-recorded from the Conference custom broadcast the prior day, plus previews for the days' events).

Make transportation options universal. Standard routes plus custom transportation (to arrange a van to and from Palo Alto or similar for lunch or dinner or afterward). From and to airports, or be sure to coordinate communication with hotels.

Work closely with Sponsorship and Merchandising program.

Publicity/Information/PR/Press Relations
Provide full support for this. Orchestrate strong events for them to cover. Help companies participate. Stage tutorials and other participation events for this group.

This should include exhibition tours, special tutorials and briefs, and receptions.

Our Conference will run only with the full commitment of volunteers. We must fully support them with housing, transportation, food, support equipment. We must make it possible for them to participate in the Meeting. We must make it clear to Delegates that these are not just minions but rather highly qualified technical and service professionals who have volunteered their time to the effort of putting on a great event.

We should establish a Sponsor program covering volunteer activities - the related merchandising will be ubiquitous in the conference.

Christine, Bebo, and Nick have long lists of suggestions and needs from volunteers. Get this on-line in a volunteer forum and solicit additional comments. Maintain this forum as a team-building and planning tool.

One tool that volunteers have mentioned would provide a significant advantage is video monitors in each of the Meeting rooms. In some cases these would be the live-to-web and MBONE feeds. In others this capability might be present to record a master tape of the event (for reproduction and resale). In the remaining rooms the capability might be a simple fixed video camera.

Volunteers will be active over a long time - they will comprise the majority of the forum sysops during the pre-conference period; and will be integral to the conduct of Papers, Panels, Working Group, and BOFs - they will transcribe and direct the interaction with the web-sourced material.

One element creating another requirement on the telecommunications subcommittee is the need for operations control systems for the production staff during the conference. Cellular phones, special pagers, voicemail, activity communication and control systems - including portable computers and PDAs.

One - Consider expanding the awards to recognize web-wide accomplishments (extend beyond SoftQuad award). Involve the W3C and IW3C2.

Two - Expand our (WWW6) awards to cover all categories and character of Meeting and Exhibition participation.

Three - Automate the recording of class evaluations and feed into the award process. (Also, provide quick feedback to the speakers!).

Special Events
We are now probably looking at trying to turn every night in the tent into a special event. Consider and recommend structures and services that would be required.

Example / Demonstration Implementations
Seek out and identify example systems we should implement - to provide excitement and services to the Delegates and Visitors. Medical library, games (WebQuest from Paris), examples of embedded web technology (such as copiers), Ecash.

Stanford and SLAC Web-Involvement Committee
We should appoint someone the responsibility of leveraging Stanford and SLAC's hosting of this Conference. They would work to deploy Stanford and SLAC innovations within the Conference, and work to motivate activities within Stanford and SLAC to operate within their own organizations in partnership or in parallel with the Conference.

End of document: WWW6 Concepts (version 1 - draft - 25June96)