Asia Pacific Regional Internet Conference on
Operational Technologies
Hosting an APRICOT Summit
As from APRICOT 2017 in Ho Chi Minh City, Vietnam, APRICOT moved
to its new operational model, whereby the event was no longer
hosted or financially underwritten by a local host.
Prior to APRICOT 2017, organisations from around the Asia Pacific
region would enter a competitive process to host the APRICOT
conference. After feedback from the community in recent years,
the APRICOT Board determined that this was not an optimal
process, mostly because organisations who didn't have the
financial wherewithal to support the conference's budget would
be detered from bidding to host the event.
This now means that APRICOT itself shoulders the responsibility
for managing the entire budget for the APRICOT Summit,
allowing more flexibility for different economies to support
the event. And this is more in line with APRICOT's mission
to bring Internet technology and operational skills to all
parts of the Asia Pacific region.
The replacement for the bid process is for the APRICOT
Secretariat to seek out partners in the targeted subregion; these
are any of:
- Local Network Operator Group (NOG)
- Internet Exchange Point (IXP)
- National Research & Education Network (NREN)
- Internet Association
or any other organisation or group of organisations who can
demonstrate that they have significant support from their local
Internet community. Priority is given to locations where
APRICOT has never been before (in line with APRICOT's stated
mission)
The work to seek partners starts 2 or 3 years prior to the
APRICOT event, and is usually confirmed the year before the
summit is due to start. This is once a suitable conference
venue has been established.
The APRICOT Summit is implemented by the APRICOT Secretariat,
under the leadership of the APRICOT Project Manager and fully
underwritten by APRICOT itself. The Partner for the particular
summit is part of the organising team and is expected to provide
local logistical support and the Internet access for the whole
summit - this is described in detail below.
Finally, in exchange for agreeing to be APRICOT's official
Partner, APRICOT will recognise the Partner on the website as the
"APRICOT Host".
APRICOT Secretariat Responsibilities
The APRICOT Secretariat, under the leadership of the APRICOT
Project Manager, is entirely responsible for the delivery of
the APRICOT Summit in the chosen location.
The APRICOT Secretariat has full responsibility for the Summit
budget, the venue rooming, the build-up, the layout,
registrations, finances, and all other activities related
to APRICOT. The local Partner is required to assist the
Secretariat with all activities as and when requested, and in
a timely manner.
Local Partner Obligations
The Local Partner for APRICOT is expected to assist with
all local logistical support for the APRICOT Project Manager
and Secretariat. This includes, but is not limited to, the
activities described below.
Venues & Suppliers
- Liaison with the proposed conference venue as directed by the
APRICOT Secretariat
- Liaison with the proposed accommodation suppliers (main
and subsidiary hotels, as well as APRICOT Fellows hotel)
as directed by the APRICOT Secretariat
- Liaison with local suppliers (audio/visual systems for the
conference venue, banners, APRICOT Demonstration Area booth
design and construction, conference delegate souvenirs, etc)
as directed by the APRICOT Secretariat
- Liaison with social event venues and suppliers as directed
by the APRICOT Secretariat
Publicity & Promotion of APRICOT
- Under the guidance of the APRICOT Secretariat, publicity
for and promotion of the APRICOT Summit throughout the whole
local community, via the Local Partner website, and any other
available publicity opportunities. The APRICOT Secretariat
assumes responsibility for promoting APRICOT internationally,
around the Asia Pacific region, and beyond.
- Encouragement of the local Internet Technical and Operations
communities to submit content for the programme, participate in
the programme and fellowship committees, and to register to
attend either the Technical Training or the Conference,
or both, when it takes place.
Technical Activities
- Liaison with the local Internet industry and the APRICOT
Technical Committee to facilitate the provision of at least
1Gbps complimentary Internet access for the conference
venue.
- Liaison with local suppliers for network equipment (routers,
switches, wireless access points) as required for the
conference venue, as directed by the APRICOT Technical Committee.
- Under the guidance of the APRICOT Technical Committee,
provide a small conference Network Operations support for
monitoring the network infrastructure during the conference
week, to ensure that any network outages are dealt with
urgently, and to balance the wireless network should the need
arise.
Logistics, Travel, and Administration
- Assistance with any visa document processing as required by
delegates attending the APRICOT event. This could include
provision of specific organisation documents (e.g. business
registration, tax status), liaison with the local
immigration authorities, and liaison with overseas Embassies or
Consulates to facilitate visa applications for delegates.
- Provision of details, at request of the APRICOT Secretariat,
of local travel recommendations from airport to venue,
including public transport, taxis, etc, as required, suitable
for publication on the APRICOT Summit website.
- At the request of the APRICOT Secretariat, provision of
recommendations for local sightseeing (for delegate
companions), or any technical visits for the conference
delegates.
Programme Development
- Sourcing and inviting a keynote speaker from the local Internet
community for the Opening Plenary, at the direction of the
APRICOT Programme Committee.
- Recommending at least two members of the local Internet
community to participate in the APRICOT Programme Committee,
to assist with the development of the programme for the
conference.
- After outreach to the local community, providing suggestions
and recommendations for specific technical training which
should be provided during the APRICOT Workshop week which would
be of benefit to the local Internet community. The majority
of workshop participants come from the local Partner's home
economy.
- Encouraging the local Internet community to submit presentation
and technical tutorial content to be considered for the
programme by the Programme Committee. This might also include
a keynote speaker for the Closing Plenary, ideas for Birds
of Feather sessions, and content for the conference Lightning
Talks.
Sponsorships
- Seeking sponorships for APRICOT from the local technical
and operational community, and introducing these to the
APRICOT Secretariat so that sponsorship opportunities can be
finalised.
Resources
- The local Partner needs to provide sufficient resource (or
"full time equivalent" staffing) so that all the Secretariat
enquiries and requests made to the local Partner can be
satisfied in a timely manner. The conference preparations
start in full flow about 9 months prior to the February event,
with the busiest period being from early November until after
the event concludes in early March.
- During the conference week itself, the APRICOT Secretariat will
require the local Partner to provide a number of temporary
support staff from the local Partner to assist with
registration, general venue build up, and other general
activities around the conference venue.
Suitable Venues
Venues around the Asia Pacific region show a considerable variety of
layouts and configurations. But the basic requirements for APRICOT are
summarised below.
- APRICOT Workshop Week: 5 rooms around 10m x 8m in size,
classroom layout, large screen, projector, whiteboard, and
Internet access via Ethernet drop. Space is also required for
buffet lunches for around 150 Workshop delegates and their
instructor teams.
- APRICOT Conference Week: 2 plenary halls seating at least
300 each in a mix of theatre and classroom layout, plus one
smaller hall seating at least 150 in theatre
layout. Space for a Demonstration Area is also required
(usually conference venue lobby), allowing build up for 20
or so Sponsor Demonstration booths (2m x 2m). A significant
space for buffet lunches for 600+ delegates is required. In addition,
another 10 smaller rooms (around 8m x 6m in size) are required
to house the Conference Secretariat and accommodation for the
many side meetings taking place during the APRICOT Conference
week.
This is simply a guideline for any entity wishing to offer to
be a local Partner for APRICOT. The APRICOT Secretariat will make
the final determination as to any venue's appropriateness. The
more detailed Venue Requirements
document should be consulted for further information.
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Page last updated on Friday, 21-Apr-2023 15:17:38 AEST.
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