[council] ICANN Yokohama meeting arrangement

[intl-sec@nic.ad.jp]

(Please feel free to circulate this message to related parties.)

							13th April, 2000

To whom it may concern,

   As the host of ICANN Yokohama meeting to be held from 14th to 17th
July, 2000, here we would like to express our willingness to work for
relating meeting arrangements.  We would like to propose the following
procedure:

1. The host committee will very much appreciate if each SO and GAC
   will designate a single contact person for meeting arrangements and
   report his/her name to

		intl-sec@nic.ad.jp

   with their requirements(i.e. size of room, time and equipments
   they need) no later than April 21, 2000 GMT.

2. All ICANN related parties, especially three SOs and GAC, but not
   limited to those, which need meeting arrangements outside of the
   14-17 July window may also contact intl-sec@nic.ad.jp with the name
   of the contact person and their requirements no later than April
   21, 2000 GMT.

3. The host committee will work for arrangements of meetings on 14th
   to 17th July with consultation by ICANN staff.  The cost for rooms
   will be payed by ICANN and/or JPNIC.

4. The host committee will voluntarily make effort for meeting
   arrangements outside of the 14-17 July window.  The result will not
   be guaranteed, the venue might be in some neighboring hotels so
   that it will cost a lot, but anyway it will try.  This process will
   be done solely by the host committee without consultation by ICANN
   staff.  Each party has to pay all cost for the meeting.

5. The host committee would like to figure out rather detailed meeting
   schedule by the end of April.  It thinks it is extremely difficult
   to reserve a room after that time in this hectic city Yokohama.

Thanks in advance for your cooperation.

					Naomasa Maruyama
			The chair of the ICANN Yokohama host committee

PS.

   Here is some background information:

   JPNIC proposed ICANN last January a plan of hosting ICANN meeting
in Yokohama from 14th to 17th of July, 2000.  In connection with this
proposal, the ICANN board resolved in Cairo, that the Public Forum and
the Board Meeting to be 15th and 16th of July, 2000.

   Recently in the Name Council mailing list, discussion about the
meeting schedule in Yokohama has emerged.  One proposal appeared in
the discussion was:

>July 14 (Friday):
>         - DNSO GA (morning)
>         - DNSO Names Council (afternoon)
>
>July 15 (Saturday):
>         - ICANN Public Forum
>
>July 16 (Sunday):
>        - ICANN Board (morning)
>        - DNSO Constituencies (afternoon;  morning also?)
>
>July 17 (Monday)
>        - DNSO Names Council (morning)
>        - DNSO Constituencies (afternoon, if needed)
>        - DNSO Working Groups (afternoon, if needed)

In addition to these, the host committee can probably arrange meeting
rooms for ASO, PSO and GAC on 14th July.