Request for Proposal to Host an ICANN Meeting
05 April 2004
Each year ICANN holds three meetings in different regions around the world. These meetings constitute an essential part of ICANN's global consensus-development and outreach efforts. The ICANN Meetings Committee sets the regions in which ICANN will hold its meetings. Proposals are then solicited from organizations interested in hosting the ICANN Meeting. The Meetings Committee will then evaluate the proposals and select the host for each meeting. Regional support for a particular proposal is an important consideration. ICANN would prefer to have one proposal from a region where possible.
The specifications outlined in this document detail the minimum required elements of an ICANN meeting and the minimum responsibilities of the hosting organization. If the hosts are going to provide anything above the minimum level required by the specification, please state these additional services. The host is not responsible for the provision or cost of any services not listed in this specification document. The host should disclose to ICANN any local laws or customs which might conflict with this specification.
The Committee will consider all elements of a proposal in making its decision but will pay special attention to the provision of basic/minimum requirements as specified in this document. It is preferred that the meetings be held in the main hotel where the delegates reside. This will minimize time and expenses spent on local transportation. Under exceptional circumstances, ICANN will consider a separate meeting and hotel location if no alternative is available.
Elements such as convenience to international airports, personal safety of meeting participants, meeting space, network infrastructure, and ability of local hosts to meet their financial responsibilities will be considered by the Meetings Committee in making its selection. Local hosts must document in their proposal how their financial obligations will be funded.
Proposals may be submitted by e-mail to email@example.com. Organizations wishing to submit paper copies of their proposals (which is recommended) should contact ICANN at firstname.lastname@example.org to obtain details regarding where those copies should be sent.
Contents of this Document
Typical Schedule for a Meeting
The schedule above is an example of the most common meeting structure. In some cases the meeting may only have a one day public forum, reducing the meeting to 5 days. This schedule is subject to change.
The local organizers must provide meeting rooms for the ICANN Meetings on these days. Supporting organizations may choose to meet on days either before or after the main ICANN meeting. If there are costs associated with providing meeting rooms on days other than 1-6, the organization requesting the room will be responsible for the costs.
The ICANN meeting is traditionally held in a hotel with large conference facilities. We try to maintain this structure because it is advantageous to the meeting. By having the meeting in the hotel, we eliminate local transportation costs for the attendees, but also having the participants in the meeting venue promotes attendance, punctuality, and gives people the opportunity to casually meet in the hotel lobby, etc. without having to make formal appointments. The meeting Hotel/Venue should be conveniently located in a metropolitan area close to other hotels, restaurants, banks, public transit and shopping areas.
The venue must permit the installation of cables in hallways (if required) and wireless network transmission devices/boxes in meeting rooms and open areas. The ICANN staff and Board workrooms must be available for use 24 hours per day.
The venue should have at least one restaurant open from 7am to midnight, which is able to serve rapid meals and refreshments. It is particularly important that a restaurant that can serve lunch to large numbers of people in a quick fashion be available in the venue.
If possible, the venue should have meeting rooms where wireless devices (e.g., cellular phones, Blackberry devices, pdas) can function effectively.
The Main Meeting Room will house the CCNSO Council Meeting, GNSO Council Meeting, the ICANN Public Forum and the ICANN Board Meeting. It may also be used for other large meetings on prior days if necessary, although this room must remain fully available for equipment installation and testing the entire day before the GNSO meeting (Day 2).
The room and technical support is required to be in full operational readiness at least 36 hours before the ICANN Public Forum (before 12 noon on Day 2).
Size of Room: This room is the largest of the meeting rooms and is usually the Grand Ballroom. It must be large enough to have a stage with technical/staff area off to the side (seating for 6), a table for the two scribes in front of the stage, and still accommodate a minimum of 400 persons theater style with a large center aisle.
The ceiling must be at least 12 feet (3.7 meters) high.
For technical setup, which is more time consuming than the seating setup, the main room can be divided into two areas. The Audience Area and the Stage Area. The drawings included in this document are available as Visio and PDF documents, which allow more detailed study and can be down from: ftp://ftp.icann.org/meetings/.
The main meeting room should provide sufficient lighting to allow webcast cameras to operate effectively. Alternately, the venue should be able to provide additional spot light to the stage area.
The Stage Area includes the following equipment distributed as shown in the diagram:
The audience area should be set up in theater style with ample space between rows. There should be a center aisle of approx. 6' in width. The entire main room should have wireless connectivity and the audience area should be set up with at least 60 connections of wired connectivity and ample power for laptop users in the seating area. Any refreshments for the audience should be provided outside the main meeting room to minimize the noise in the room.
The GNSO hold a day of constituency meetings 2 days before the Public Forum (Day 2). These meetings must be held on the same day. The local host will be responsible for providing and allocating adequate meeting rooms for these individual groups.
|Constituency Group Name||Number of Persons|
Each constituency meeting room must be capable of accommodating the specified number of persons listed in the table below. In addition, each room should be equipped with a projector, screen, microphone with adequate amplification, and fresh water. The room should also have a telephone line with international access and a Polycom (conference telephone) for conference calls. Connectivity should be provided to these meeting rooms if feasible.
The Governmental Advisory Committee meets for 4-5 days in Plenary, special session or large working group sessions. These meetings will take place in the GAC Meeting Room. Additional smaller working group meetings may take place, normally in separate meeting rooms. These involve up to four half-day sessions in rooms accommodating approximately 20 people. These rooms should have a VGA/Video projector and screen. The GAC Secretariat will identify the need for these additional rooms at least one month before the meeting. The GAC Meeting Room shall be available for five days, starting two days before Day 1 of the meeting.
Main GAC Meeting Room
The Option will be decided nearer the time, partly based on the numbers of registrations and expected participants.
Additional GAC Facilities
The staff requires a working environment from which they can organize and facilitate the meeting. This room should be fully operational at least 48 hours prior to day 1 and remain operational for at least 24 hours after the ICANN Board Meeting.
The Staff Workroom should have ample space and must contain the following:
Diagram of Staff Room (PDF) - (A Visio Diagram can be found here).
The Board requires a working area separate from the Staff workroom. Preferably the room should be next to the Staff Workroom. The room should be fully operational at least 24 hours prior to Day 1 and remain operational at least 24 hours after the ICANN Board Meeting.
The Board Workroom should have ample space and must contain the following:
Diagram of Board Room (PDF) - (A Visio Diagram can be found here.
ICANN Committee Meeting Room & Breakout Room
The ICANN staff requires two small meeting rooms, preferably located near the ICANN staff workroom. These should accommodate 10 people and have network and wireless connectivity. The Committee room should have a telephone line capable of making international calls. These rooms will be required for Day 1 through Day 5. The rooms must be capable of being locked - two keys will be provided to the ICANN staff.
A small room must be available for the placement of servers and other technical equipment, where the local technical staff can work from. Requirements for set up of the room will be defined by the local host.
A small room must be available to provide members of the press a quiet work environment. This room shall contain the following:
A meeting room sufficient for 12 people at a conference table, or 25 people theater-style is needed for the ALAC on Day 2 through Day 6 of the meeting. The room should have fully functional network connectivity. Adequate power must be provided for laptops.
A room or area must be provided for the placement of terminals for public use. Common areas within the meeting venue are often used for this purpose. The Terminal Facilities area must contain the following:
Due to the nature of the conference and its attendees the Network infrastructure is an essential and critical aspect of the planning. Attendees MUST be able to reliably send and receive both encrypted and unencrypted data freely. The importance of adequate and reliable systems cannot be expressed enough.
External bandwidth must be in the form of dedicated circuits of at least 10Mbps capacity and must include redundant paths. Preference may be given to proposals that contain higher capacity and more detailed redundancy planning. As most attendees are reliant on the use of a network during the meeting, the Network Infrastructure must contain the following:
Representatives from the local host and its' subcontractors must be able to be reached on a 24 hour basis. A dedicated representative from each department (host, hotel, IT, AV, Copy Machine, etc.) must be able to respond immediately to help resolve issues that may arise. It is essential to the success of the meeting that all systems are functional, reliable, and have back up equipment and service.
The local host will provide ICANN with 6 local mobile phones for use during the meeting. These phones must be capable of making and receiving international phone calls. The primary purpose of these phones is for local contact with the host, staff, and contractors. This has proved essential for the facilitation of the meeting. ICANN will pay the costs of these phones.
Accessibility to international airports and convenience of travel to and from the meeting venue will be considered by the Meetings Committee when selecting a location for the meeting. Information regarding number and frequency of international flights to the meeting location must be provided, along with specific schedules when available.
The Proposal must indicate any restrictions on any individuals traveling from specific countries. It is important that any participant, who is financially able to attend an ICANN meeting, be able to obtain the required documentation from the host country. Where problems exist, the local host must indicate how these difficulties will be addressed to ensure the widest participation possible. Local hosts must indicate the assistance that will be provided to those who do not have access to the host country's consulates. It is recommended that consulates worldwide be informed of the meeting to expedite the processing of any necessary documentation. A list of the countries requiring visas for entry into the host country, as well as locations offering visa services on behalf of the host country should be provided.
Local hosts must be prepared to assist meeting participants with local customs issues. Many participants will be traveling with electronic equipment. Additional equipment may need to be shipped to the meeting. Assistance must be provided to participants to minimize costs and delays with customs.
Whenever possible, it would be helpful for the local host to provide a welcome desk at the airport to assist the meeting participants. When practicable, local transportation from the airport to the meeting venue would be helpful.
Accommodations must be available for 500 participants. Hotels should be available in a variety of price ranges to accommodate those traveling on a limited budget. These hotels should be located close to the meeting hotel.
The main hotel must be priced reasonably. This is difficult to define as costs vary from city to city, but past hotels have ranged from $100.00 to $190.00. The local host should negotiate special rates for all attendees and have the hotel guarantee the lowest possible price. A minimum of 60 rooms must be available for ICANN to hold as a block for board and staff members.
The host shall arrange for an Emergency Contact. This must be a telephone number with a representative available 24 hours to assist in the event of an emergency. The emergency contact can be one person or several persons working in shifts. The person responsible should be someone local and familiar with the city. They should speak fluent English as well as the local language. They must be familiar with and be able to assist in obtaining medical, police, legal, or other types of emergency assistance. This information should be included on the back of the badges provided to all registrants.
The host will provide photo badges for all attendees. An example of the badge format will be provided. ICANN will provide the host with a list of all registered participants 5 days prior to the beginning of the meeting. The badges must contain required information as well as pertinent meeting information and the Emergency Contact number. ICANN will assist in obtaining name tags and holders should they be unavailable to the host.
The local hosts will provide a registration desk at the meeting venue, staffed by a minimum of 3 people to prepare badges and distribute registration packets and meeting information to the participants. The registration desk should be staffed from 08:00-18:00 all 6 days of the meeting. It is recommended that on Day 1 and Day 2, the registration desk be staffed by at least 5 persons. ICANN will setup and manage the registration website and provide registration information to the host. A photo ID is required of participants to obtain the Meeting Badge.
The personal safety of the participants in the ICANN meeting will be considered when selecting the meeting location. Steps that the local organizers plan to take to assure the safety of the participants must be detailed in the proposal. The equipment, which is used for the ICANN meeting, also needs to be secured. New locks may be required on rooms containing computer equipment. 24-hour security may also be required in certain locations to assure the owners of the equipment that it will be protected from theft and vandalism.
Local hosts must solicit local sponsors to meet their financial responsibilities. They must, however, submit the names of their sponsors to ICANN to ensure that the mission and activities of sponsors does not conflict with ICANN policies. Additional sponsorship to offset meeting expenses may be available through ICANN. ICANN will assist where possible.
Sponsorship acknowledgment will be prominently displayed at the venue as well as on the host website. Designated space will be provided for sponsors to distribute company materials, depending upon the amount of their sponsorship. Since this meeting is not a trade show, an organization that is not a sponsor will not be permitted to distribute commercial materials in the meeting area itself outside of the designated space. ICANN reserves the right not to accept sponsorships from organizations whose missions and activities conflict with ICANN policies.
Local hosts will provide a website which will be linked to the ICANN meeting site. ICANN reserves the right to review and request deletion of any posting, which does not conform, to ICANN policies. The local website should provide information for travelers, such as currency rates, weather, visa and customs requirements, and local transportation.
ICANN encourages participation of the local Internet community in the ICANN meetings. Please detail your plans to achieve regional outreach to the local community to encourage attendance at the ICANN meeting.
Location Costs: The hosts are responsible for all room and equipment costs that are specified within this RFP. Those requesting rooms or equipment not specified in this RPF will be responsible for the additional costs.
Catering: The local host is responsible for catering of coffee breaks. Minimum required catering is two coffee breaks on full meeting days and one on the day of the board meeting. Participants are generally left to provide for their own breakfasts, lunches and evening meals. Catering to the staff and board rooms and the stage area of the main meeting room are financed and organized directly by the ICANN staff. Any additional requests for catering are the responsibility of the requesting party.
Some third parties may have specific catering requests. In these cases the organization and payment must be arranged directly between the third party and the local provider of those services.
ICANN must have a veto on any such services that may conflict with the requirements of the main meeting.
Travel & Accommodation: All participants, or their respective sponsors, are responsible for arranging and financing their own travel and accommodations.
Changes: The ICANN staff may request changes to the above specifications. The changes will be the responsibility of ICANN, unless they are of de minimus cost to the host.
Cancellation: To date, an ICANN meeting has never been canceled. Cancellation costs and penalties for cancellation for any meeting costs including the meeting location and hotels should be detailed in the proposal. Should the circumstances arise where ICANN Board cancels the meeting, ICANN will be responsible only for cancellation costs, which are detailed in the proposal.
Insurance: ICANN will require Host to obtain insurance for the ICANN Meeting. Specific requirements can be discussed with ICANN Staff.
The creation of this specification does not create any obligation on ICANN to select the recipient or any applicant/host for an ICANN Meeting. ICANN's selection will be based upon pricing, location, and other factors that may or may not be disclosed to the applicants. All decisions relating to the location and selection of hosts of any ICANN meeting remain at all times solely within ICANN's unfettered discretion.