Meeting Location Selection Criteria

What information is required to submit a Location Recommendation Form?

We are currently soliciting recommendations from community members on suitable host cities for ICANN Public Meetings. In addition, we are soliciting proposals from anyone interested in providing significant financial support for the Meetings. Recommendations may be submitted online via the Meeting Location Recommendation Form.

Background

Each year, ICANN holds three 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.

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 travelling 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 260 Board, staff, and supported community members. ICANN will negotiate special rates for all attendees, and will have the hotel guarantee the lowest possible room rate inclusive of Internet and breakfast. Primary hotel accommodation costs should be reasonable. Supporting hotels should provide accommodations at varying price points.

For detailed hotel accommodation requirements, see Appendix A.

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.

VI. Meeting Space Requirements

The table below outlines the estimated required space to accommodate the ICANN meeting. All meeting space must be available on a 24-hour basis for the dates specified below.

Availability of the required space for a meeting must be confirmed PRIOR to submitting a Meeting Location Recommendation Form.

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.

For detailed Bandwidth and Infrastructure requirements, see Appendix B.

VIII.  Safety and Security

In keeping with ICANN's commitment to transparency and accountability, a high degree of information and disclosure is required from the prospective host about security, the political situation in the host city and country, and any other issues that could affect the success of the meeting.

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.

ICANN may choose to bring independent security experts into the host country to ensure the safe conduct of the ICANN Meeting. Our ability to do that is requisite to holding a Meeting in the proposed location.

IX. Local Host Responsibilities

The following items will be the responsibility of the local host:
a. Assist ICANN in locating a suitable meeting venue and supporting hotels
b. Plan, host, and fund the Gala event
c. Identify providers and fund installation of necessary external Internet bandwidth
d. Provide and coordinate required IP address space
e. Identify and invite government dignitaries to speak at the Welcome Ceremony
f. Arrange meetings with government security agencies
g. Assist with customs issues
h. Assist attendees with visa invitation letters and immigration issues
i. Facilitate an airport welcome desk, as needed
j. Identify local vendors to provide required services such as A/V, registration staffing, signage, and tour services
k. Provide content for the meeting website such as information about the city, tourism, and local customs

X. General Information

The submission of a Meeting Location Recommendation Form does not create any obligation on ICANN to select the 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.

Location Recommendation Form Requirements

The Meeting Location Recommendation Form provides an option to submit a full location recommendation, a proposal to provide host-level financial support, or both.

1.   Location Details

o        City name and Country/Territory

2.   Recommended Facilities 

o     Up to four (4) recommendations may be submitted for conference centre facilities, hotels with meeting space, and/or supporting hotels.
o     For each recommended facility you will be asked to provide the facility name, address, contact person, telephone, email, website and number of available guest rooms (if applicable).
Note: Availability of the meeting space from up to five (5) days prior to the official start date through the last day of the meeting must be confirmed before submitting a recommendation. Please refer to the Meeting Space Requirements Chart above for detailed meeting room space and date requirements.

3.   Funding - Sponsorship and Support (optional)

o     Up to two (2) proposals to provide host-level financial support (monetary or in-kind) may be submitted.

4.   Motivation for Submitting Location Recommendation and/or Proposal for Host-level Financial Support

o        Short answer required.

5. Submitter Contact Details

o        Contact name, organization, address, telephone, and email.

6. Attachments

o        Submitter will have the option to upload a document for inclusion with the form.

 CLICK HERE to submit a Meeting Location Recommendation Form