Organizing Committee's Video/Teleconference Session
Date: Nov. 25 2005
Time:  9:00-10:00 am BKK (GMT+07:00)
Chair: Scott
Secretary: Tsering

Agenda

  1. Update from PC
  2. Registration
    http://www.apan.net/meetings/tokyo2006/registration.html
    • currently 22 registered participants (6 from Japan)
    • resend call for participation noting 12/14 deadline and visa issues
    • domestic call for participation early Dec.
  3. Fellowship
    • current application status update
  4. Sponsorship
    • fixed 13 organizations
      Cisco Systems, Inc.
      Force10 Networks, Inc.
      Hitachi, Ltd.
      Hitachi High-technologies Corporation
      Japan Telecom Co., Ltd.
      Juniper Networks, Inc.
      KDDI Corporation
      Mitsubishi Electric Corporation
      NEC Corporation
      Net One Systems Co., Ltd.
      NTT Communications Corporation
      Singapore Telecom Japan Co., Ltd.
  5. Tokyo Meeting web updates
    • sponsor logos
  6. Other issues
  7. Next meeting

Supporting Documents: Venue Plan | Sessions with VC Requirements| Other Requirements

Minutes
  1. Attendance:
    • Satoshi Sekiguchi, Kitamura Yasuichi, Yuko Oshima, Scott, Prof. Goto, Tsering.

  2. Update from PC
    • Program schedule was not reviewed again as the participants were present during the PC meeting.
    • Scott informed APAN Secretariat that the two convention halls on the 2F would be available for sessions use from Jan.23 - 26, Monday through Thursday during the Tokyo meetings.
    • Lists of sessions that have requested special arrangements and those which would need video conference facilities were already forwarded to the local organizers by APAN Secretariat through e-mail. The updated lists were kept on the web as supporting documents.
    • APAN Secretariat put forward the problems of room capacity for some meetings like TEIN2, AP* Retreat and SIP Tutorial as they had requested for rooms with square set up. A request was made in this regard to Scott, local organizer to provide APAN secretariat with information on room capacity in square setup as well. This was agreed by the local organizers.
    • The local organizers confirmed that every room during the next APAN meeting would be equipped with polycom units for video conferencing.
    • APAN Secretariat inquired with the organizing committee about the capacity of video conference facility that would be available during the Tokyo meeting and Satoshi Sekiguchi-san informed that the bandwidth capacity would be upto 10G and it is most unlikely that it would be insufficient.
    • No confirmation on Opening Plenary speakers yet from the local organizers. Prof. Goto informed the OC team that usually one speaker is selected locally and the other one an international figure. He suggested the local organizers to begin work on the selection soon.

  3. Registration
    • Scott informed that 22 participants have registered so far.
    • APAN Secretariat was requested to resend call for participation and a reminder about the registration deadline and visa issues to everyone. APAN Sec. agreed to send and reach as many members as possible.

  4. Fellowship
    • APAN Sec. informed that 34 applications were received which were compiled and forwarded to the Fellowship Chair and Co-chair.
    • The awarded fellows from respective economy was expected to receive by November 26, 2005 from the regional APAN heads.
    • The fellowship application status was on schedule and APAN Sec. agreed with the local organizers that the finalized list of the awarded fellows would be handed to them on November 30 as agreed before.

  5. Sponsorship
    • Scott informed that above listed 13 organizations were fixed for sponsorships.
    • APAN Sec would soon receive the logos of the sponsoring organizations from the local organizers to be put up on the Web.

  6. Other issues
    • APAN Secretariat forwarded Natural Resources organizer's request and enquired with the local organizers if it was possible to arrange NR area meeting from 8:00-9:00am on Jan.26. since the NR organizers would have to report at General Assembly as well. The local organizers agreed to arrange that.
    • Scott informed that the local arrangement team was already in the process of working out proposals and considering options regarding lunch, refreshments for the participants during the upcoming Tokyo meeting. He noted that it would be much helpful if they had information on room/convention halls usage during the meetings. APAN Sec. agreed to provide the information to them. In this regard, it was agreed that APAN secretariat would come up with another version of general schedule on the 21st APAN meeting website where the schedule would be shown sorted by room assignments.

  7. Next meeting
    • Next OC video/teleconference meeting would be held on Friday, 16th Dec. 2005 from 9:00-10:00am BKK time (+7:00 GMT)