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Meetings
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This copy of the ICANN Meeting specs has additional information
to that on the RFP. It is solely meant to help in the coordination between
local hosts and ICANN staff as well as to help the hosts prepare for the meeting.
If the answer to any of the questions is negative this
should be discussed with the ICANN staff to see if this is a major issue or
not.
| ICANN Meeting
Requirements |
The requirements for ICANN meetings are divided into nine
categories: Rooms, Electrical, Audio, Video, Telephone, Network, Computer Hardware, Live Streaming, and Personnel.
Rooms
- Main Auditorium (Days 2, 3, 4)
- A ballroom or auditorium ("main room") with capacity
for 500 (for the main large meetings: DNSO Names Council; DNSO General
Assembly; ICANN Public Forum, ICANN Board Meeting).
- Does the proposed location meet this requirement?
Long table for 20 people on a raised platform or
stage, seated in a U arrangement with 12 seats across the long back
side and four extending forward on each side.
- Yes/No ?
- Podium (large, at least 30" wide).
- Yes/No ?
- Several tables at a front corner of the room for
tech equipment.
- Yes/No ?
- Several additional low tables for computer monitors
in front of raised platform or stage (so Board can see what is being projected
on the screens).
- Yes/No ?
- Two large screens (ideally rear projection), each
measuring at least 15 feet diagonally (ideally 18 or more feet diagonally).
Screens should be of largest possible size given size and shape of room
and given ceiling height. Images should be projected so as to completely
fill the screens, with as little border or wasted space as possible.
- Yes/No ?
- Main room should be available for setup two full
business days before the first meeting is to begin.
- Is this arranged?
- All main meetings must take place in this same room;
no other meetings can take place in this room between when setup begins
and four hours after the end of the last meeting; it must be available
for access by ICANN staff at all times; and it must be completely and
professionally secured (with its contents insured) when not in use
- Orientation session; DNSO Constituency and Working
Group Rooms (Days 1 and 2)
- Three rooms with capacity for 100.
- Yes/No ?
- Four rooms with capacity for 50.
- Yes/No ?
- Two rooms with capacity for 30.
- Yes/No ?
- Each room with audio equipment to record proceedings
onto standard audiocassettes (ideally auto-reversing cassette decks).
- GAC Room (Days 1 and 2)
- A conference room with capacity for 100.
- Tables in a square or rectangle, with seats for 50.
- Additional seats for 50 around the perimeter of the
room.
- An LCD projector (at least 1200 lumens, XGA resolution).
- Screen measuring at least 10 feet diagonally.
- This should all be arranged with the local GAC representative.
- Are you in contact with the GAC rep.?
- Board/Staff workroom (Days 0, 1, 2, 3, 4, and 5)
- Informal workroom with conference table capable of
seating up to 20.
- Yes/No ?
- Laser printer (a standard model, HP LaserJet much preferred
and native-Win98 driver support appreciated, with English-language drivers).
- Yes/No?
- Does the printer have a jetdirect port? (preferable)
- Internet connectivity (Ethernet, with connectivity
to the main auditorium)
- Photocopier., and conference table.
- Photocopier should be capable of copying large sorted
volumes.
- Yes/No ?
- Facsimile machine capable of International calls
- Telephone capable of International calls
- Room and Ethernet should be available beginning 2 days
before first main meeting until one day after the end of the ICANN Board
meeting
It is also preferable to have a seperate room in the
vicinity of the staff room that can be used for serving lunches or for smaler
private meetings. Is such a room available?
- Terminal Room (Days 1, 2,
3, and 4) (if possible)
- Informal workroom for use
by meeting attendees with their own PCs, as well as for use of whatever
PCs local hosts can provide.
- 20+ AC power outlets and 20+
ethernet jacks, ideally distributed throughout one or more long tables
- Access to be available from
approximately 8am to 7pm each day.
- Can you specify what is being supplied for the attendees?
Electrical:
- Main Auditorium
- AC available at numerous locations throughout the
room, with plenty of extension cords and power strips available as needed.
At least sixteen outlets for the Board, at least thirty-six more for technical
equipment. At least 80 outlets in at least eighteen locations for audience
members.
- This is slightly higher than previous specifications.
Based on experience we believe an extention of hardware for this
- is useful? Can this be met? If not please specify
amoun to be supplied.
- Board/Staff workroom
- AC available at the conference table in the workroom.
- Please specify amount being supplied?
Audio:
- Main Auditorium
- Sound reinforcement system
- ten microphones for board members
Yes/No?
- one microphone at the podium
Yes/No?
- one microphones at front of room on floor stand for
audience Q&A
Yes/No?
- one microphone at front technical desk
Yes/No?
- one additional microphone.
Yes/No?
- Must be able to accept at least two signals on standard
XLR or 1/4" connectors from equipment to be provided by ICANN for amplification
through the house audio system, and must provide a mix output on balanced
1/4" or XLR connector to the front of the room.
Yes/No?
- Ideally, the mixer itself would be located at the front
of the room for easy access by technical staff. If the mixer and sound technician
must be located elsewhere, ideally provide a voice communications system
(headset or dedicated telephone) for commmunication between sound technician
and ICANN technical staff.
Yes/No? Please specify manner of communication?
- Must provide professional operator of sound equipment
to adjust levels, etc., as needed.
Yes/No?
- DNSO Constituency and Working Group meetings
Yes/No?
Video:
- One US NTSC VCR ("professional quality"), capable
of SLP recording speed (6 hours of recording on a standard T120 tape) with
audio level meters to verify audio recording .
Yes/No?
- Four standard consumer-grade video tripods.
Yes/No?
- If possible, in the ICANN Board/Staff Workroom, a standard
US NTSC television with audio in and NTSC video in (on standard RCA connectors).
Yes/No?
Telephone:
- One telephone and telephone line capable of receiving
extended-duration (8-hour) calls from the US, with detachable RJ9/RJ11 handset
connector on main auditorium.
Yes/No?
- At least one telephone and telephone line capable of
making international calls in the staff/board room
Yes/No?
Network:
- TCP/IP access to the Internet cloud via a high-speed
connection.
Yes/No?
Please specify details
- At least 1.5Mbps, ideally 2Mbps.
Yes/No?
- To be accessible both from main room and from Board/staff
workroom.
Yes/No?
- Local hosts to provide the router and all other line-terminating
equipment.
Yes/No?
- Ethernet hubs (10BaseT) and ample Ethernet cabling for
ten network connections at Board table, twenty at tech table, and no less
than fifty at no fewer than twelve locations around the room for audience
members.
Yes/No?
- Ethernet autoconfiguration via DHCP.
Yes/No?
- IP addresses (at least for tech table, and ideally throughout)
should be genuine routable addresses, not virtual addresses, not behind a
firewall, proxy server, or Network Address Translation gateway. ICANN staff
will need to know IP address block at least seven days in advance to configure
external IP-based security.
Yes/No?
- Public SMTP server (configured to accept connections
from local IP block) for outgoing mail from meeting attendees.
Yes/No?
- Ideally, wireless ethernet (802.11b) at least in the
main hall, and perhaps in nearby spaces also.
Yes/No? If yes please describe extent of coverage?
- In order to support necessary Board and staff work, network
connectivity should be available starting two days before the ICANN meetings,
and lasting until 1 day after.
Yes/No?
- If possible, a "straight shot" Category 5 UTP
wire (without any intervening hubs, switches, or other network devices) to
the tech table in the main auditorium.
Yes/No?
Computer Hardware:
- Twelve 19" or 21" monitors. Alternatively, sixteen 17"
monitors, or fourteen 15" XGA (1024x768) LCD panels. (If LCD panels to
be used, panels must have standard analog inputs on VGA 15-pin "D"
connectors.) One 15" monitor.
Yes/No? Please describe which solution ahs been chosen
- One laser printer, ideally Hewlett Packard Laserjet 4,
4Plus, 5, 4050, or 4100 (8+ pages per minute, parallel interface, supported
by standard English Win/98/2000 drivers, non-host based) ( for main room)
Yes/No?
- One laser printer, ideally Hewlett Packard Laserjet 4,
4Plus, 5, 4050, or 4100 (8+ pages per minute, with HP Jetdirect or similar
interface, supported by standard English Win/98/2000 drivers, non-host based)
(for staff workroom).
Yes/No?
- Two low-profile 15" XGA (1024x768) LCD panels suitable
for placement on the podium. (Sony N-50PS or similar.) One 15" XGA (1024x768)
LCD panel capable of toggling between two distinct input signals. (Sony N-50
suggested.) All panels must have standard analog inputs on VGA 15-pin "D"
connectors.
Yes/No?
- Two LCD projectors -- 2000 or more lumens (2500+ preferred),
XGA (1024x768) resolution. Carefully and fully take into account the placement
of projector relative to audience and tech equipment; in general, the only
workable options are rear projection (via a very short-throw lens) or standard
front projection with an exceptionally long-throw lens. Have additional lenses
on-site for use as needed in case of last-minute changes. Provide long high-quality
VGA 15-pin "D" connector extension cables for each; video source to be PCs
at front of room. Provide video pass-through to front of room.
Yes/No?
Please state make and model number of projectors
- If possible, one plasma screen (ideally, two) measuring
at least 40" diagonally, accepting a XGA (1024x768) computer signal on
standard VGA 15-in "D" connector. Cabling to receive video signal
from front of room. SVGA (800x600) input signal acceptable if sufficient notice
given to ICANN staff.
Yes/No?
- Ideally, computer terminals for audience -- primarily
placed in a "terminal room" outside the main room, with one computer
in the main room for use by a few audience members during meetings.
See section on terminal room above
- One PC computer in the workroom for ICANN Board/staff
work. (Running Win95, 98, 2000, or ME; with Word, Excel, and PowerPoint; connected
to the Internet.)
Yes/No?
Live Streaming:
- As available, supplemental streaming audio/video encoding
and serving capability. ICANN provides publicity, registration, wrapper HTML;
local hosts to provide additional streaming capacity. RealMedia, Windows Media,
or alternatives all acceptable as available. At least 100-200 streams of server
capacity strongly preferred.
Yes/No? Note that ICANN has licences so this is not
a must.
- If no such servers available,
an additional 2MBps of bandwidth to be made available. It is acceptable to
have this additional bandwidth available at a remote location so long as high-speed
IP connectivity is available from this location to the main meetings, and
so long as other location is readily and quickly accessible via reasonable
transportation methods (and has reliable power and IP connectivity).
Yes/No?
Personnel:
- Audio equipment operator.
Yes/No?
Yes/No? Please state amount of people
- Assistance with running and taping down cables and taking
down equipment / repacking (two days before meeting starts, and four hours
after last meeting ends).
Yes/No?
- English skills helpful with all personnel, as available.
- At least three registration desk workers on Days 1, 2,
and 3, with good English skills. These workers will take registration information,
and distribute and print name tags, schedules, and directions.
Yes/No?
Page Updated 20-June-2001
(c) 2001 The Internet Corporation for Assigned Names and
Numbers. All rights reserved.