Organizing Committee's Video/Teleconference Session
Date: 16 December  2005
Time:  9:00-10:00 am BKK (GMT+07:00)
Chair: Scott
Secretary: Tsering

Agenda

  1. Update from PC
  2. Venue Usage/Layout/equipment/lunch/reception
  3. Registration
    http://www.apan.net/meetings/tokyo2006/registration.html
    • currently 191 registered participants (75 from Japan)
    • APAN Sec. registration/191accommodation/visas
  4. Fellowship
    • visa support document status update
    • extended accommodation (beyond support conditions)
    • fellowship fund
  5. Other issues
  6. Next meeting

Supporting Documents:

  1. Venue Plan
  2. Sessions with VC Requirements
  3. Other Requirements

Venue Layout Documents

  1. Apan Schedule_1208
  2. 0125_APAN_5F
  3. 0122-24_APAN_5F
  4. Hall_Separate
  5. Hall_Separate2
  6. Hall_ALL
  7. Hall_ALL2

Minutes

  1. Attendance
    • Prof. Goto, Scott, Satoshi Sekiguchi, Prof. Daeyoung Kim, Jacqueline, Sherrie Shiong, Yuko Oshima, Tsering
    • Prof. Joo was present for a short while.

  2. Update from PC
    • Sherrie Shiong asked for suggestions if her travel to Tokyo was recommended. Prof. Joo replied that it would be better if she could participate in the APAN Tokyo meeting. This would prove beneficial for her in order to better prepare for the next APAN meeting in Singapore. Jacqueline felt the same.
    • After discussions, it was suggested that APAN Secretariat release the unused rooms and inform the local organisers of the final room usage.
    • APAN Secretariat informed the local organisers that no further requests for special arrangements or special equipments were received for sessions after the last OC meeting.
    • On the issue of keynote speakers for the opening plenary, Prof. Goto informed the members that usually one speaker is selected from the local region and the other an international figure. Prof. Goto also informed that he had some discussions with Satoshi Sekiguchi-san on the possible candidates from Japan.
    • Satoshi-san's recommendation from Japan was Prof. Satoshi Matsuaka; an internationaly acclaimed leader in Grid technology and a very good speaker.
    • A potential candidate for the international keynote speaker was Prof. Douglas Van Houweling; CEO of internet2 in the US. Prof. Goto also informed that most of the local organising members also agreed and supported his candidacy.
    • Discussing about the slots available for each of the speakers, Prof. Goto said that they can have three speakers for the plenary but Satoshi-san recommended that two would be better.
    • Prof. Daeyoung Kim suggested that having one speaker from Europe would be good too. Satoshi-san agreed with the idea. Prof. Goto also agreed and suggested that any potential European participant who might be arriving to attend the APAN conference could be a good candidate and suggested that the local organisers inform the OC committee if they know of any good candidate.

  3. Venue Usage/Layout/equipment/lunch/reception
    • Scott explained APAN Secretariat the layout diagrams of the rooms that would be arranged in forms shown in the diagrams during the APAN meeting in January.
    • Each room would be equipped with two projectors, two screens and a polycom.
    • The diagrams were already made available on the Web along with the meeting agenda earlier by APAN Secretariat for everyone to check.

  4. Registration
    • On the issue of waiving registration fee and accomodation for APAN Sec. staff, Scott asked for Prof. Goto's suggestion and advice.
    • APAN Secretariat informed the organisers and the chair that it had been waived in all the past APAN events and in some meetings, the local organisers had even paid for the accomodation of APAN Sec. staff.
    • Prof. Goto informed that there were no hard and fast rules regarding this. It was later agreed upon that he would discuss with APAN Secretariat's Managing Director, Dr. Wanchai on the financial status of APAN Sec.

  5. Fellowship
    • Scott informed tha out of 29 awarded fellows list recieved from the fellowship committee, two had cancelled their participation in the APAN conference.
    • He also appreciated the timely submission of the awarded fellows list from the Fellowship committee.
    • Scott confirmed that four of the fellows had requested for visa.
    • Visa support, he informed, would be concluded before the holidays in Japan.
    • Konishi-san's grant of 2500 US dollars for fellowship support may not be needed and they were considering to carry this amount over for the next APAN meeting in Singapore.
    • Scott informed of requests from some fellows to extend their accomodation beyond the support conditions. But due to the strict restrictions from the accomodation authorities at the National Olympics Youth Centre, it was not possible for the local organisers to oblige. Hence they had to turn down the fellows requests.

  6. Other issues
    • APAN Secretariat requested for more local information such as the temperature, voltage etc. that needs to be made available on the Web for the participants travelling to Tokyo from various countries.
    • Scott agreed that the amount of information currently on the Web was not enough for pariticipants and assured that they would provide a more detailed information as we reach the date of the meeting closer.

  7. Next meeting
    • Prof. Goto asked everyone if more OC meetings were required before the APAN meeting in January.
    • Scott informed that the local organisers feel it necessary to discuss things atleast with the APAN Secretariat. Therefore, it was decided that APAN Secretariat and the local organisers will discuss over e-mails and set dates for future meetings.