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Call for ICANN Meeting Host Proposals:March 7-9, 2000 |
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Call for ICANN Meeting Host Proposals:March 7-9, 2000 |
ICANN is actively seeking proposals from committees or organizations interested in hosting the next ICANN meetings, to be held March 7-9, 2000. The ICANN Board has indicated a strong preference to hold the meetings in Africa, but proposals will be accepted from any part of the world.
ICANN meetings typically involve three segments: (1) one or two days of advisory committee and supporting organization meetings, (2) one day of a large Public Forum, and (3) one day of an ICANN Board of Directors meeting (open to public observation). By way of example, previous ICANN meetings have been held in Los Angeles, Santiago, Berlin, and Singapore. Local sponsors and hosts have provided essential equipment, logistical, and financial support in each of those locations.
Proposals and inquiries should be sent via email to Andrew McLaughlin <mclaughlin@icann.org>.
The requirements for ICANN meetings are divided into eight categories: Rooms, Electrical, Audio, Telephone, Network, Computer Hardware, Live Streaming, and Personnel.
Rooms: For the main large meetings (ICANN Public Forum, DNSO Names Council and General Assembly, GAC Open Meeting), a ballroom or auditorium ("main room") with capacity for 400. Long table for board members (19 people) on a raised platform (ballroom) or stage (auditorium). Podium. Several tables for tech equipment. Several additional tables for computer monitors in front of board. Two large screens, each measuring at least 12 feet diagonally, ideally 15 or more feet diagonally. Main room should be available for setup eight business hours before the first meeting is to begin (i.e. the day before the start of a morning meeting, or the afternoon before an afternoon meeting). 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 secured and its contents insured when not in use.
For the GAC Meeting, a conference room with capacity for 100, with an LCD projector and screen measuring at least 10 feet diagonally.
For DNSO Constituency Group meetings, seven rooms with capacity for 50, each with audio equipment to record proceedings onto standard audiocassettes.
For the ICANN Board and staff, a workroom with laser printer, Ethernet connectivity to main room, photocopier, and conference table.
Electrical: AC available at locations throughout the room, with plenty of extension cords and power strips available as needed. Ideally, AC available for members of the audience with notebook computers, provided via power strips at a number of locations around the room.
Audio: Sound reinforcement system with ten microphones for board members, one at the podium, two in audience, one additional. 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 custom mix output (via effects send or submaster output) on 1/4" or XLR connector to the front of the room. Ideally, the mixer itself would be located at the front of the room for easy access by technical staff.
Telephone: One telephone and telephone line capable of receiving calls from the US, with detachable RJ9/RJ11 handset connector. Depending on methods of connecting to remote locations, potentially a second telephone line for backup purposes.
Network: TCP/IP access to the Internet cloud via a high-speed connection. The absolute minimum is ISDN 128Kbps (2xBRI), but more bandwidth is required for full remote paritcipation. To function most effectively, about 1.5MBps (T1, ISDN PRI, or high-speed DSL) to allow an in-room RealVideo server, among other uses of network capacity. Room should provide the router and all other line-terminating equipment. Ideally, room should also provide Ethernet hubs (10BaseT) and ample Ethernet cabling. (Ethernet capacity for up to 20 computers for ICANN staff, with various Ethernet cables of all lengths from 3 feet to 50 or 100 feet.) Ethernet autoconfiguration via DHCP much appreciated. Need at least 40 available IP addresses (genuine routable addresses, not virtual addresses, not behind a firewall, proxy server, or Network Address Translation gateway). Ideally, sufficient excess bandwidth, hub capacity, and cabling to provide connectivity to interested board members, audience, etc. as requested -- likely an additional 20 ports and cables.
Computer Hardware: Ten 19" or 21" monitors, or twelve 17" monitors. Two 14" or 15" monitors. One laser printer, ideally Hewlett Packard Laserjet 4, 4Plus, 5, or 4000 (8+ pages per minute, parallel interface, supported by standard Win95/98 drivers, non-host based). Two LCD projectors -- 1000 or more lumens (2000+ preferred), 1024x768 resolution. Several standard notebook or desktop computers with Ethernet cards for audience, ICANN staff, Board to use for general network access.
Live Streaming: Not absolutely necessary, but much appreciated as a backup in case of primary server failure, and also a good way to increase RealServer capacity. In Berlin, Germany.net provided live RealAudio streaming to up to 100 users; ideally, a local ISP on location would provide encoding equipment and server capacity. To assure a reliable link between encoder and server, encoder should be connected by ISDN or other medium-bandwidth uplink that bypasses the Internet cloud. Encoding over the Internet cloud acceptable if sufficient backup capacity (for a signal sent over analog telephone transmission) provided. If intend to use encoding over the Internet cloud, should pretest on location first.
Personnel: One person to operate a video camera. (Requires availability throughout the meetings.) Also, some assistance with running and taping down cables and taking down equipment / repacking. Two or three people helping at those times, potentially including the person who's doing the videotaping.