Meeting Dates: 23 - 28 October 2011
Geographic Region: Africa
Submission Deadline: 30 August 2010
ICANN is seeking sponsors and recommendations on a suitable host city for its 42nd International Public Meeting. Recommendations may be submitted online via the Meeting Location Recommendation Form.
Background
Each year, ICANN holds three International Public Meetings in different regions around the world. Currently, the ICANN Bylaws define the five geographic regions as Africa; Asia/Australia/Pacific; Europe; Latin America/Caribbean; and North America. ICANN sets the dates and regions in which it will hold its meetings.
We are currently soliciting recommendations from ICANN community members in Africa on locations to host ICANN’s 42nd Meeting. In addition, we are soliciting proposals from anyone interested in providing significant financial support for the Meeting.
Proposals should include, at a minimum, funding and coordination for:
- A gala event for all attendees
- Necessary external Internet bandwidth
- Provision and coordination for required IP address space
The meeting selection criteria outlined in this document will be used to guide the evaluation of both community-recommended and ICANN-identified meeting locations. Elements such as cost of the meeting for ICANN and the community, convenience to international airports, availability of sufficient hotel guest rooms in or near the venue, meeting facilities, network infrastructure, personal safety of meeting participants, and total level of financial support will be considered by ICANN in making its final selection of a meeting site.
I. Cost
A major factor in determining the location of the ICANN Meeting will be the cost to ICANN, and to community members. In cases where funding is being offered, it will be considered as part of the overall economic evaluation of recommended locations.
II. Air Travel
Accessibility to international airports, and convenience and cost of travel to and from the recommended city, will be considered by ICANN when selecting a location for the meeting. ICANN will also examine visa restrictions for individuals traveling from specific countries.
III. Local Transportation
The meeting venue should be a reasonable distance from the airport. Access to convenient and affordable public transportation, including but not limited to trains, buses, shuttles, taxis or subways will be considered.
IV. Hotel Accommodations
Hotel accommodations located close to the meeting venue must be available for up to 1000 participants. ICANN will contract guest rooms for approximately 250 Board, staff, and supported community members. ICANN will negotiate special rates for all attendees, and will have the hotel guarantee the lowest possible price. Primary hotel accommodation costs should be reasonable. Supporting hotels should provide accommodations at varying price points.
V. Meeting Facilities
The meeting venue should provide excellent space for required meetings, should be conveniently located in a metropolitan area close to other hotels, restaurants, banks, public transportation, and shopping areas, and should provide a social environment conducive to networking among community members.
The table below outlines the estimated required space to accommodate the ICANN meeting. ICANN will examine facility floor plans and capacity charts to ensure the facility has sufficient space for the meeting.
All meeting space must be available for use 24 hours per day from the start date through Friday, 28 October 2011.
VI. Meeting Space Requirements
| Meeting Space | No. Rooms | Capacity | Sq Ft / Metres | Start Date |
a. Main Ballroom | 1 | 1000 (theatre) | 11000 ft2 / 1023 m2 | Sat, 22 October |
b. Meeting Room | 1 | 300 (theatre) | 3000 ft2 / 279 m2 | Sun, 23 October |
c. Meeting Rooms | 2 | 300 (theatre) | 3000 ft2 / 279 m2 | Sat, 22 October |
d. Meeting Rooms | 4 | 150 (theatre) | 1100 ft2 / 102 m2 | Fri, 21 October |
e. Meeting Room | 1 | 75 (theatre) | 600 ft2 / 56 m2 | Tue, 25 Octobert |
f. Workroom | 1 | 175 (theatre) | 2700 ft2 / 251 m2 | Tue, 18 October |
g. Workroom | 1 | 25 (theatre) | 280 ft2 / 26 m2 | Tue, 18 October |
h. Workroom | 1 | 50 (banquet) | 600 ft2 / 56 m2 | Sat, 22 October |
i. Workroom | 1 | 75 (theatre) | 800 ft2 / 74 m2 | Fri, 21 October |
j. Workroom | 1 | 50 (theatre) | 600 ft2 / 56 m2 | Sat, 22 October |
k. Workrooms | 2 | 10 (theatre) | 120 ft2 / 11 m2 | Sat, 22 October |
l. Workrooms | 4 | 20 (theatre) | 245 ft2 / 23 m2 | Sun, 23 October |
m. Workrooms | 2 | 12 (board table) | 300 ft2 / 28 m2 | Fri, 21 October |
n. Catering | 1 | 100 (banquet) | 1200 ft2 / 112 m2 | Tue/Wed, 25 - 26 Oct ONLY |
o. Catering | 2 | 80 (banquet) | 960 ft2 / 89 m2 | Sun, 23 October |
p. Registration / Coffee | May be one large area or divided space |
| 2000 ft2 / 186 m2 | Fri, 21 October |
q. Internet Café |
| 300 ft2 / 28 m2 | Fri, 21 October | |
r. Exhibit Booths | est. 20 booths | 4000 ft2 / 372 m2 | Fri, 21 October |
VII. Network Infrastructure
The venue must permit the installation of cables and wireless access points in hallways, meeting rooms, and open areas. The total conference space must naturally provide a minimum amount of technology infrastructure and equipment to support a successful meeting. Formal meeting space must also be able to accommodate a variety of audio-visual equipment, with special attention to acoustical separation from surrounding spaces.
VIII. Safety and Security
The meeting location must provide a safe and secure environment for all meeting attendees. ICANN-contracted security assessments, government advisories, and UN phase ratings will be used to determine the overall risk of the proposed location.
IX. Local Host Responsibilities
The following items will be the responsibility of the local host:
a. Assisting ICANN in locating a suitable venue and if needed, additional supporting hotels
b. Identify local vendors to provide required services such as signage and staffing
c. Planning, hosting and financing Gala Event
d. Assisting with immigration and customs problems for travelers; possibly facilitating a airport welcome desk
e. Identify and invite government dignitaries to speak at the Welcome Ceremony
f. Arrange meetings with security providers
ICANN will be responsible for facilitating all other aspects of the meeting.
X. General Information
The submission of a Meeting Location Recommendation Form does not create any obligation on ICANN to select any applicant/host for an ICANN Meeting. ICANN's selection will be based upon the criteria outlined above, and other factors that may or may not be disclosed to applicants. All decisions relating to the selection of the location for the ICANN Meeting remain at all times solely within ICANN's discretion.