Organizing Committee's Video/Teleconference Session
Date: 1 April 2005
Time: 8:00-9:00am BKK (GMT+07:00)
Chair: Vicky
Secretary: Pipot

Draft Agenda

1. Opening Plenary Speakers (final choice)
2. Other meetings in conjunction with APAN and how these affect the availability of rooms (Venue Allocation Table)
3. Visa issues
4. Identified sponsors for the meeting
5. Provisional Agenda (http://www.apan.net/meetings/taipei2005/schedule-v1.html)
6. Other Matters

Draft Meeting Minutes:

1. Opening Plenary Speakers (final choice)
- Tony Hey is not available during the 20th APAN Meeting
- From the nominations before, Fred Baker and Tom Defanti remains in the list
- Organizing Committee were requested to make a final decision on the 2 plenary speakers for the Opening Plenary soon so that the identified speakers can be contacted soon and formal invitation be sent immediately

2. Other meetings in conjunction with APAN and how these affect the availability of rooms (Venue Allocation Table)
- There are several meetings (IPv6 Summit, APNG,AP*) happening during the APAN meeting. Vicky informed the group that this will not affect the room availability for the APAN meeting
- Local Organizers already reserved 9 meeting rooms for APAN and the other parallel meetings
- Vicky is requested to discuss with the hotel venue about size and configuration of the meeting rooms and check on their flexibility depending on the needs/requests of the session/workshop chairs

3. Visa issues
- Participants coming from China are requested to send the filled out application form to Vicky on or before April 15 so that they will have enough time to process the papers
- More information about the visa requirements and processing will be sent to APAN secretariat for posting in the APAN website
- Invitation letters (in English) from the Organizing Committee will be sent to Chunyan to assist the Chinese scholars wishing to participate in the APAN meeting
- Chunyan raised some specific questions about how to fill out the forms and decided that a phone conversation with Vicky will be better in discusssing this

4. Identified sponsors for the meeting
- the local organizers are still working on getting sponsors for the meeting

5. Provisional Agenda
(http://master.apan.net/meetings/taipei2005/schedule-v1.html)
- No issues raised for this item but it was mentioned that this is just to assist the organizers in reserving rooms

6. Other Matters
- From the Venue Allocation Table, there are only 3 rooms that can accommodate at least 40 participants using the classroom style setup.
- Prof. Goto requested Vicky to check the hotel about their flexibility regarding room size and setup to fit the needs of the APAN sessions.