SSC Meeting Arrangements

Meetings are held six times a year in a Singapore hotel on the second Friday of every even month (except where holidays conflict, in which case it will usually be moved to the first Friday). The nominated contact representatives for each member company will be notified of each meeting by the SSC Chairperson or SSC Secretary about 2 weeks prior to that meeting (the SSC currently uses the secretarial services of SEAPEX).

Meetings start at 11.00 a.m. and include lunch; they are an exchange of hard-copy reports to encourage interaction and business activities. In order to distribute and collate the various activity reports, members are requested to arrive prior to 10.30 a.m. in order that the meeting can start promptly.

Members are expected to send one attendee to each SSC meeting but may send up to two attendees. More than two attendees can only be permitted with the permission of the host and the SSC Chairperson. The SSC Secretariat will register the members’ attendees upon their arrival at the meeting, check on the lunch attendance numbers, and collect at least one copy of each member’s activity report.

The SSC Secretariat will distribute reports from members who are unable to attend, and then co-ordinate the collection of the other company reports for these non-attending but reporting members. Members not submitting reports at a meeting are not entitled to the other members’ reports for that meeting. It is a non-attending member’s responsibility to arrange for the collection of other companies reports.

In order to fulfill the SSC reporting requirements, any member who is unable to submit an activity report at a meeting may submit an e-mail report to the SSC Secretariat within one week following that meeting. The SSC Secretariat will forward e-mail reports so received to all other members or place them on a password-protected ftp, or secure website, but will not undertake the printing of such reports nor forward hard-copy reports to members so reporting.

A single copy of each report will be held securely and confidentially by the SSC Secretariat for up to 1 year in case any members require replacements. Back copies of reports distributed prior to a member joining or for members who did not supply a report at a meeting are not available for distribution.