APAN 2003 Conference in Fukuoka Date: Nov. 12, 2002 16:30 - 19:00 (JST) ---- Participants --- Masaki Hirabaru, Chair PC Seishi Ninomiya, NR Area Director, PC Jie An, APAN-China/PC Shigeki Goto, Chair OC Koji Okamura, Chair, LA Jaehwa Lee, APAN-KR, PC Katsushi Kobayashi, CRL, PC/LA Deok Jai CHOI, APAN-KR Kilnam Chon, APAN Chair Kazunori Konishi, NOC Director Scott Macdonald, e-side Keiko Date, e-side WC Song, APAN-KR (observer) JW Kim, APAN-KR (observer) --- Agenda + Minutes: --- Part I: Conference Organizing chaired by Prof. Goto 1. Overview - OC/SC/PC/LA Committees - Organizing Committee (OC) Chair - Goto represents most APAN members + key persons from several local sponsors - Program Committee (PC) Chair - Hirabaru - Local Arrangement Committee (LA) Chair - Okamura - Steering Committee members picked from other three Committees deciding basic structure of the Fukuoka meeting and related meetings 2. LA Progress Report (Prof. Okamura) team introduction - 10-20 people working in LA - local Kyushu univ. students and company/institute workers - some members of PRAGMA - employ professional coordination company - e-side - difficult to manage budget -> asked e-side to support - e-side has supported INET, ICANN, IETF, APNIC etc. meetings in Japan venues & rooms - Momochi Cube Building in central Fukuoka - 5 mid sized meeting rooms + 4 function rooms reserved - main room seats 300 - can be divided into 180+120 - seating for 90 - seating for 60 - two small rooms 24 + 24 - PRAGMA room requirements ? (Kobayashi) Is the venue suitable size to be shared with PRAGMA? - PRAGMA requires 2 mid-size, 3 small rooms (Okamura) - when agreement was made with PRAGMA to hold meetings together, the request was accepted based on room requirements of 1 mid-size, two small rooms (Hirabaru) this request has now changed - PRAGMA was originally considered for a separate building however the joint meeting was agreed upon based on the initial room request - rooms cannot be increased at the venue - as such the PRAGMA group must agree to the curent assignment or consider another building - APAN and PRAGMA will meet this week - room assignment plan needs to be fixed this week or next week in order to work on program (Kobayashi) - is room assigment from LA first? or is PC request for rooms first (Okamura) - PC needs to complete program track plan as soon as possible - room assignment and coordination with PRAGMA to be emailed (Okamura) network - 2 projectors + polycom for each room - connectivity to each room 802.11B - external - unsure but minimum 10M to APAN - commercial Internet? - two ISP's - IIJ (commercial) and IMNET? (government) - direct connectivity to APAN Tokyo - each connection to have 10M connectivity - is 10M uplink sufficient? yes accommodations (incl. for fellow) - Fukuoka is expensive - 3 hotels proposed, two currently reserved - Seahawk Hotel - single with breakfast 11,000 yen, double with breakfast 14,000 yen - 60 rooms held - Hotel Twins - single with breakfast 6,000 yen - 40 rooms held - Hyatt Residency - quad aroung 4,000 yen (not yet reserved) - LA must decide still which hotel will be used for fellowship and how it will be reserved receptions & banquet - nothing to report at this time - Banquet may join with PRAGMA but arrangments have not been made yet - both banquet and reception is NOT a requirement - holding one is recommended liaison with PRAGMA - PRAGMA will be held at the same time in the same building - shared rooms, Banquet facilities budget plan (Kobayashi) - important point is that alot of money will be granted for Asia Pacific grid activities from government sources - approx. 10,000,000 yen has been committed by goverment - currently considering how to expand the budget - no exact budget plan yet - LA meeting tomorrow including e-side will discuss budget - details will be available shortly but funding will be sufficient - previous APAN meetings supported 30 fellowship members - budgeting plan is considering fellowship members and also invited speakers from US or developing countries - this point has changed from the Shanghai meeting in Shanghai it was agreed to support 20? fellowship members and additionally Kobayashi proposed to invite speakers to generate goverment funds e-side contract - no contract made at this time - will complete a contract with e-side but this is a complicated issue - in Japan, funding needs to be direct from budget supporters to a conference company - in Shanghai there was agreement that a conference company would be used - would like to confirm among the Committee's that e-side is suitable - APAN's OC needs to confirm this -> OC Chair agrees to this proposal registration web hosting - e-side will provide a web interface for meeting and hotel registration - registration fee - general 10,000 yen (100 US) student/fellow 5,000 yen (50 US) - above is an estimate (past fees) -> this needs to be fixed - includes banquet, reception? (paper proceedings not needed?)] - details to be discussed tomorrow in LA meeting - discussion of web based proceedings needs to made - to be discussed in LA meeting tomorrow visa processing - to be handled by e-side - details to be discussed tomorrow in LA meeting schedule requirements - program committee scheduling requirements etc. need to be outlined - overall schedule outline is very important - to be provided shortly by LAC Relations PRAGMA/Grid APAN Retreat Pre-workshop on NR Genkai/Hyueonhae APRU ICFA-SCIC/ACFA-NWG Fellowship and support - related organizations can be discussed in the course of program issues (Goto) - fellowship and support issues? (Goto) - fellowship committee (FC) - registration, hotel issues - fellowship in general is an issue - well behind schedule Prof. Park and Dr. Fay Sheu have not talked - OC needs to urgently contact FC to solve this issue Part II: Conference Program chaired by Hirabaru - draft program is the main work of program committee - will also recommend a couple of invited speakers - collborate with other meetings 1. CFP/CFS and schedule - behind schedule - a CFP/CFS announcement and deadline needs to be made - schedule needs to be provided by LA group - at Shanghai Meeting each area director (AD) was in charge of planning each area program - AD's are working on program sessions - CFP/CFS is proposing an additional sessions - next meeting will be held on Nov. 29? - draft session structure should be prepared by then 2. Proceedings - no paper proceedings (agreed) - online only - does some Japanese or overseas organization require paper proceedings? - no (Kobayashi), simple print out version is suitable 3. Session ideas ICFA-SCIC/ACFA-NWG joint session - a proposal by Dr. Karita to invite people from high energy field Plenary - APAN Chair/Keynote from host country - canditate - Sekiguchi - others to be proposed by Nov. 29 - someone to represent Kyushu is necessary (Chon) Tracks (incl. EDU-WG) - Ninomiya is the only AD present (natural resources) - track 3 - 6 slots - pre-workshop Sobue san - does natural resource area need to pay for room for pre-workshop? charged in Shanghai - is there a registration fee for pre-workshop? in Shanghai there was no registration fee * this is a budget issue for LA - can network be used for pre-workshop? * this is a budget issue for LA - are rooms available? * yes on Jan. 21 - In case an APAN related activity including Pre-workshop and Retreat requests support in advance, that cost should be included in the meeting expenses. - EDU-WG - Jie An - Jan. 22 - 3 sessions - 11 speakers invited cannot overlap with Plenary Session that closes the day one sseeion to be jointly held with NR on 23rd - APAN Plenary session on end of the first day (22nd) acceptable - 4:00-5:30 then reception or later in the day? 4. Demo Workshop - local interest in demo session for the 21st - multiple demos in one room - would like other APAN countries to participate also - Prof. Shimokawa, Kyushu Sangyo Univ. interested in working on this session - concrete proposal to be made to PC PART III: Other 1. Next teleconference schedule - Nov. 29 17:30 (tentative start time) 2. The following teleconference schedules - upcoming schedule for Dec. + Jan. to be coordinated by email