Scheduling

Time Zone Sensitivity

Schedule meetings at times that are as convenient as possible for participants in different time zones. You can use resources like Time and Date, World Time Buddy, and many others to properly identify the best time for meeting.

Public Calendar

All RISC-V Technical Meetings are public available and listed in your timezone at tech.riscv.org/calendar.

Inviting

To ensure that your meeting is included in the RISC-V Technical Calendar, please remember to include tech.meetings@riscv.org in your meeting invitation list during the scheduling process.

Meeting Time Slots

In 2024, RISC-V International undertook a review of its Technical Meetings to enhance their effectiveness and efficiency. This initiative led to the introduction of designated time blocks allocated specifically to various groups. When you are scheduling a new meeting, you must align it with the appropriate time block assigned to your respective group, be it the Governing Horizontal Committee, ISA Committee, Governance, or the Technical Steering Committee.

Preparing

Agenda

Send a detailed agenda in advance, including the meeting’s purpose, topics to be discussed, and expected outcomes. Ideally, share the agenda at least 48 hours in advance. Given RISC-V International global context where different time zones can affect the working hours of attendees. If that's not feasible, ensure it's sent no later than 24 hours before the meeting.

Inclusive Language and Communication

Use clear, simple language and avoid idioms or regional phrases that might not be understood globally. Encourage the use of visual aids or slides to support verbal communication.

Cultural Awareness

Be aware of and respectful towards the cultural norms and practices of all participants. This can include understanding different communication styles, attitudes towards hierarchy, and meeting etiquette.

Zoom

RISC-V International uses Zoom as its primary meeting tool. You can learn how to get started with Zoom here and you can download it here. Zoom also provides a comprehensive set of guides and troubleshooting resources in multiple languages, which can be accessed here.

Subscribing to the RISC-V Technical Calendar

To stay informed about all meetings related to the technical aspects of RISC-V International, please make sure to subscribe to the Technical Calendar on your device.

The URL of the RISC-V Public Calendar is:

Tech Meetings URL

https://calendar.google.com/calendar/u/0?cid=dGVjaC5tZWV0aW5nc0ByaXNjdi5vcmc

You can click on the links below to learn how to import the RISC-V Tech Calendar.

For added convenience, you have the option to download the ICS file for the calendar. However, please be aware that by using the ICS file, you might not receive live updates, such as notifications about meeting cancellations. It's important to regularly check the online calendar for the most current information.

Meeting

Starting a Meeting

For one hour meetings, start 5 minutes after the scheduled time. For 30 minutes meeting, start on time.

Disclosures

For all RISC-V Meetings, it is mandatory to display Disclosures at the beginning of each session. To ensure consistency and adherence to standards, please use the pre-recorded version of the Disclosures, which can be accessed here. This practice helps maintain uniformity across all meetings. The presentation with the Disclosures can be found here.

Only RISC-V Members May Attend Meetings

Non-members are asked to please leave except for Joint Working Groups (JWG). Members share IP protection by virtue of their common membership agreement. Non-members being present jeopardizes that protection.

Code of Conduct

If inappropriate behavior recurs during a meeting, adjourn the meeting immediately and report the incident to either help@riscv.org or the dedicated code of conduct email at conduct@riscv.org. The RISC-V International Code of Conduct can be found here.

Taking Notes Collaboratively

RISC-V International offers Etherpad for taking notes collaboratively during the meeting. It does not requires log in. Access tech.riscv.org/etherpad and create your pad. The data collected in Etherpad should be transient and the meeting minutes should be perpetuated either on GitHub, using the administrative repository at github.com/riscv-admin or at Google Drive.

Meeting minutes should be easy to find by anyone, so ensure you set its location in the Jira related to your Group:

A list of all active Groups can be found here.

Recording

You can record you meeting to ensure others can watch it later and keep up to date with the discussions. Zoom allows you to record locally or in the cloud: always record in the cloud. If you do not receive an email from Zoom with the link for the recording, please send an email to help@riscv.org asking for support.

Follow-Up and Documentation

Provide clear and concise meeting minutes or summaries post-meeting, including action items and responsibilities. Ensure these documents are accessible and understandable to all participants.

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