Re: [council] ICANN Yokohama meeting arrangement

[HiroHOTTA <h.hotta@hco.ntt.co.jp>]

NC members and GA Chairs,

We received a mail from ICANN Yokohama host committee about 
the Yokohama meeting arrangement. Unfortunately we are convinced 
by the mail that DNSO has to pay for the rooms if DNSO meets 
outside of the 14-17 July window.

I've checked and known that a meeting room for 80 people in 
a Yokohama area hotel will cost us 7-10 thousand dollars 
/room/day , which we may not be able to afford. (Although a room 
for 30 people will cost us less, it's still expensive for us.) 

As I forwarded to council@dnso.org, I am asking Andrew if Board 
can arrange its meetings on July 15 (Saturday) afternoon and 
July 16 (Sunday) full day. If Board agrees on this, DNSO can 
meet on July 14 (Friday) full day and July 15 (morning) with 
some exceptions. May I have NC member's opinion on this schedule?

Beside this arrangement, the host committee is requesting us to 
notify our room requirements (i.e. size of room, time and 
equipment) no later than April 21. First, I'd like to know "how 
many people" and "how long" each Constituency/WG/GA/NC meets. 
Could you notify this information to me no later than April 19?

Hiro

At 00/04/13 22:57, owner-council@dnso.org wrote:
> (Please feel free to circulate this message to related parties.)
> 
> 							13th April, 2000
> 
> To whom it may concern,
> 
>    As the host of ICANN Yokohama meeting to be held from 14th to 17th
> July, 2000, here we would like to express our willingness to work for
> relating meeting arrangements.  We would like to propose the following
> procedure:
> 
> 1. The host committee will very much appreciate if each SO and GAC
>    will designate a single contact person for meeting arrangements and
>    report his/her name to
> 
> 		intl-sec@nic.ad.jp
> 
>    with their requirements(i.e. size of room, time and equipments
>    they need) no later than April 21, 2000 GMT.
> 
> 2. All ICANN related parties, especially three SOs and GAC, but not
>    limited to those, which need meeting arrangements outside of the
>    14-17 July window may also contact intl-sec@nic.ad.jp with the name
>    of the contact person and their requirements no later than April
>    21, 2000 GMT.
> 
> 3. The host committee will work for arrangements of meetings on 14th
>    to 17th July with consultation by ICANN staff.  The cost for rooms
>    will be payed by ICANN and/or JPNIC.
> 
> 4. The host committee will voluntarily make effort for meeting
>    arrangements outside of the 14-17 July window.  The result will not
>    be guaranteed, the venue might be in some neighboring hotels so
>    that it will cost a lot, but anyway it will try.  This process will
>    be done solely by the host committee without consultation by ICANN
>    staff.  Each party has to pay all cost for the meeting.
> 
> 5. The host committee would like to figure out rather detailed meeting
>    schedule by the end of April.  It thinks it is extremely difficult
>    to reserve a room after that time in this hectic city Yokohama.
> 
> Thanks in advance for your cooperation.
> 
> 					Naomasa Maruyama
> 			The chair of the ICANN Yokohama host committee
> 
> PS.
> 
>    Here is some background information:
> 
>    JPNIC proposed ICANN last January a plan of hosting ICANN meeting
> in Yokohama from 14th to 17th of July, 2000.  In connection with this
> proposal, the ICANN board resolved in Cairo, that the Public Forum and
> the Board Meeting to be 15th and 16th of July, 2000.
> 
>    Recently in the Name Council mailing list, discussion about the
> meeting schedule in Yokohama has emerged.  One proposal appeared in
> the discussion was:
> 
> >July 14 (Friday):
> >         - DNSO GA (morning)
> >         - DNSO Names Council (afternoon)
> >
> >July 15 (Saturday):
> >         - ICANN Public Forum
> >
> >July 16 (Sunday):
> >        - ICANN Board (morning)
> >        - DNSO Constituencies (afternoon;  morning also?)
> >
> >July 17 (Monday)
> >        - DNSO Names Council (morning)
> >        - DNSO Constituencies (afternoon, if needed)
> >        - DNSO Working Groups (afternoon, if needed)
> 
> In addition to these, the host committee can probably arrange meeting
> rooms for ASO, PSO and GAC on 14th July.
>  


----------
Hirofumi Hotta
R&D Strategy, NTT