APAN30 Event Committee Meeting Date : 12 August 2010 Venue and - PDF document

APAN30 Event Committee Meeting Date : 12 August 2010 Venue and Time : Melia Hotel, Hanoi, 0900 – 1030 hrs Chair : Akira Mizushima (representing Denis F. Vilorente) Vice-Chair : Yasuichi Kitamura Participants : APAN community, local hosts for APAN meeting, other participants Agenda Items Action 1 Report by Vietnam as APAN30 host The Vietnam team would forward statement of accounts for Vietnam team/ APAN30 meeting to APAN Secretariat for verification and payment APAN Secretariat purposes. Action Item: Vietnam team 2 APAN31 Meeting – HK 2.1 Event Information � � APRICOT – APAN 2011 conference is conducted on 21 to 25 February 2011. � � Technical workshops are conducted on 15 to 19 February 2011 before the APRICOT-APAN 2011 conference. � � The conference venue is at HK Convention Centre; 3 floors would be booked. � � There would be a main website incorporating the master timetable, common information, APAN website and APRICOT website. � � HK Team request for sponsorship to support the APRICOT- APAN 2011 conference. 2.2 APAN Program Planning George Mclaughlin emphasized the need for APAN to co-ordinate its programs with APRICOT. Che-Hoo Cheng from HK agreed and stressed that APAN needs to finalise its schedule early to secure APAN room availability. Action Item: APAN

2.3 Registration Fees � � The proposed registration fee for APAN members is US$400. For APAN fellows, it would be US$250. There would be an additional “early bird” discount of 10% for registration 1 month earlier. � � Dae Young Kim and Lawrence Wong emphasised that HK host would need to seek endorsement/ approval of APAN HK Team Board regarding the registration fees to be charged. Action Item: HK Team � � Francis Lee added that future hosts could consider the issue of participants from developing countries. If the registration fee is too high, it could deter their participation. � � On the other hand, Francis Lee acknowledged high costs for HK. APAN would provide support in terms of sponsorship where possible. � � Keep to principle of low fees to encourage high participation in APAN Meetings. Prof Dr.Sureswaran Ramadass from APAN-MY suggested the option of hosting in a university to reduce costs. 3 APAN32 Meeting - Delhi, India India Team to note 3.1 Event Information � � Conducted on 22 to 27 August 2011 � � Host: ERNET, Expected number of participants: 400 3.2 Program Planning � � Ensure that the APAN32 meeting does not coincide with other major events. Dae Young Kim raised the concern of ensuring it does not coincide with ACM SigComm event. � � Dae Young Kim proposed a tiered fee structure of registration fee according to economy affordability. Francis Lee emphasized about keeping things simple.

� � The India team is confident of acquiring the sponsorship fee of US$130,000. � � Lawrence Wong emphasized that the local organisers of APAN meetings would need to submit the recommended registration fees for APAN board approval. � � There should be 1 designated contact person for issuance of visa letters for entry to India. 4 APAN33 - Thailand, Chiang Mai � � Conducted on 13 – 17 February 2012 � � Conference venue: Empress Hotel 5 APAN34 – Sri Lanka � � Conducted on mid-August 2012 3 options for conference venue: � � Hilton Colombo Hotel, Colombo � � Mount Lavinia Hotel, Colombo � � Regency Hotel, Kandy Intended registration fee: estimated US$ 300 One of the key factors to consider for selection of conference venue: proximity and travelling time to conference venue. 6 APAN35 – Hawaii, USA � � Tentative : 13 to 20 January 2013 � � Jointly schedule as “Techs in Paradise” (TIP) with Internet2 Joint Techs � � Conference location: East-West Centre at the University of Hawaii in Honolulu � � Registration fees around US$100 due to sponsorship from Chungnam University. 7 Event Committee Documents � � Some of the links to the event committee documents are APAN Secretariat missing. Refer to http://www.apan.net/ org/event.php � � Action Item: APAN Secretariat would look into this issue and discuss by email. 8 Adjournment � � The meeting ended at 1030 hrs (Hanoi time).