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APRICOTSummitMemorandumofUnderstandingbetweenAPNICandAPRICOT
Date
12September2017
Parties
ThisMemorandumofUnderstandingismadebetween:A. APNICPtyLtdACN081528101 forandonbehalfofAPNIC (theAsiaPacificNetworkInformationCentre);andB. AsiaPacificInternetAssociationPtyLtdACN166131040 forandonbehalfofAPRICOT (theAsiaPacificRegionalInternetConferenceonOperationalTechnologies)
Background
1. APNICandAPRICOThaveacommoninterestindevelopingtheInternetintheAsiaPacificregion.
2. APRICOTisanon-profitindustryassociationwhoseaimistopromotethedevelopmentandimprovementofknowledge,skills,andcollaborationwithintheInternettechnicaloperationscommunityintheAsiaPacificregion.APRICOToperatesitsannualInternetsummit,theAsiaPacificRegionalInternetConferenceonOperationalTechnologiesSummit(APRICOTSummit).
3. APNICisanopen,membership-based,not-for-profitorganisation.ItisoneoffiveRegionalInternetRegistries(RIRs)chargedwithensuringthefairdistributionandresponsiblemanagementofIPaddressesandrelatedresources.TheseresourcesarerequiredforthestableandreliableoperationoftheglobalInternet.APNICisalsoactivelyinvolvedinthedevelopmentofInternetinfrastructurethroughouttheregion.Thisincludesprovidingtrainingandeducationservices,supportingtechnicalactivitiessuchasrootserverdeployments,andcollaboratingwithotherregionalandinternationalorganisations.
4. APRICOTandAPNIChaveasharedinterestandhistoryinarrangingandsupportingtheAPRICOTSummit,asamajorregionaleventtopromotethedevelopmentandimprovementofknowledge,skills,andcollaborationwithintheInternettechnicaloperationscommunityintheAsiaPacificregion.
Objectives
5. APNICiscommittedsupportingandassistingAPRICOTwitharrangingtheannualAPRICOTSummit,withthefollowingaimsandobjectives:
a. TopromoteanopenandneutralforuminwhichcurrentandupcomingInternettechnologiesandoperationalbestpracticescanbesharedanddiscussed
b. ToassistandpromotediverseparticipationthroughaFellowshipprogrammeandsimilaractivities.
c. ToencourageAsiaPacificInternetorganisationstoco-locatetheirmeetingstofostergreatercollaborationacrosstheentireInternetcommunity.
d. ToprovideavenueforoneofAPNIC’stwoannualconferences.
RecordofUnderstanding
APRICOTSummit
6. APRICOTistheownerofandresponsiblefortheAPRICOTbrandandtheAPRICOTSummit,andhasthefinalsayonallmatterspertainingtotheAPRICOTSummit.
7. APNICwillholdoneofitstwoAnnualConferencesasafullycoordinatedpartoftheAPRICOTSummit.APNICwillhaveresponsibilityanddiscretiontodeterminetheformatandcontentofitsConference.
MutualSupportandFinancialArrangements
8. APNICdesignatesMsMollyCheamastheAPRICOTSummitProjectManager.APNICagreestoallocatesixmonthsFullTimeEmployeeequivalenttime(0.5FTE)toallowMsCheamtosuccessfullyexecuteherdutiesasAPRICOTSummitProjectManager.TheAPRICOTSummitProjectManager’stasksandresponsibilitiesaresummarisedinAppendixA.
9. APNICwillprovidetheneededresourcestoexecutethetasksandresponsibilitiesrequiredtoorganiseeachAPRICOTSummit,asagreedinAppendixA.APNICalsoagreestosponsortheAPRICOTSummitClosingSocialtothevalueofUSD20,000.Inreturnforthissupport,APRICOTwillgrantAPNIC:
• PremiummembershipofAPRICOT
• Co-organiserstatus(includingAPNICmeetingnumberinbanner)
• ComplimentaryticketsforAPNICstaff&ECtotheconferenceweek(40maximum)
• ComplimentaryticketsforAPNIC-designatedguestsfortheconferenceweek(40maximum)
10. APRICOTmanagesthebudgetfortheAPRICOTSummit,andallsponsorshiprevenues(exceptforsponsorshipofAPNICconferencesessions)andregistrationfeesarepayabletoAPRICOT.
11. NocontractforwhichAPRICOTisliablecanbeenteredintobytheAPRICOTSummitProjectManageroranyotherAPNICstaffmemberwithoutAPRICOT’sexpresspermission.ContractsenteredintoonbehalfofAPRICOT,satisfyingtheabovecriteria,willnotgiverisetoanyfinancialliabilitiesonAPNIC.
12. APNICisresponsibleforcoveringanyroomhirecostleviedbytheconferencevenuefortheAPNICAGMandAPNICprivatemeetingrooms(including,forexample:ECMeetingroom,HostmasterConsultationroom,Videointerviewroom,PrivateSIGWorkingSessionroom).AllotherroomsarepublicaccessforallAPRICOTStaffandAPRICOTdelegatesandthehirecostsarecoveredbyAPRICOTaspartoftheconference.
13. AllcateringcostsfortheworkshopsandconferencewillbecoveredbyAPRICOT,withtheexceptionbeinganyAPNIC-organisedsocialevent,wherethecateringcostsarecoveredbyAPNIC.
14. APRICOTandAPNICMemberswillbenefitfroma20%discountoffthestandardpublishedon-lineAPRICOTSummitattendancefee.
15. APRICOTBoardmembersanddesignatedguests(80maximum)willreceivecomplimentaryregistrationforAPNICstand-aloneconferences.
Location
16. APRICOTwillchooseanddecidethelocalpartner,locationandvenueforeachAPRICOTSummit(inconsultationwithAPNIC).
17. IfitbecomesclearthattheAPRICOTSummitcannotbeheldinachosenlocationduetosafetyorfinancialreasons,thefinaldecisiontorelocatetheAPRICOTSummitwillrestwiththeAPRICOTBoard(inconsultationwithAPNIC).
18. TheannualAPRICOTSummit(heldinFebruary/March)andthesecondofAPNIC’stwoannualconferences(heldinAugust/September),willbelocatedinthefollowingsubregions,inafouryearrepeatingcycleasfollows,andforsubsequentyearsuntilandunlesschangedbymutualagreement:
APRICOT SouthEastAsia SouthAsia EastAsia Oceania
APNIC EastAsia Oceania SouthEastAsia SouthAsia
2017 2018 2019 2020 2021 2022 2023 2024
19. APNICretainstherighttodeterminewhetheritsstaffareabletotraveltoaconferencelocationbasedonitsowntravelsafetyprocedures.
TasksandResponsibilities
20. AppendixAdetailstheagreedtasksandresponsibilitiestoarrangetheAPRICOTSummit.
21. TheassignmentoftasksandresponsibilitiesmaychangeforeachAPRICOTSummit,asagreedinwritingaminimumofthreemonthspriortoeachevent.
ConferenceProgramme
22. Unlessotherwiseagreedinwriting,thedefaultprogrammestructureoftheAPRICOTSummitwillentailfivedaysoftrainingworkshopsandfourdaysofconference(withthetimebetweentheworkshopsandconferenceallocatedforpartnermeetingsofAP*organisationsandothertechnicalorganisations).
23. APNIC’sminimumprogrammesessionrequirementsduringanAPRICOTSummitareonesingletrackoverthefourdays.TheAPNICtrackwouldbesuspendedfortheOpeningandClosingPlenaries.ExamplecontentfortheAPNICtrackincludesbutisnotlimitedto:
a. SIGsessions
b. AGMsessions
c. BoFsessions
d. Generalconferencesessions
24. SchedulingofAPNIC’sprogrammetrackistobeagreedbetweenAPRICOTandAPNICpriortoeachconference.Foreaseofplanningandwebcastinglogistics,theAPNICtrackshouldbeallocatedthesameconferenceroomforthefirstthreedays,withthefinaldayAGMallocatedthemainroom.Onceagreed,anyfurtheramendmentstothisschedulingmustbeagreedbybothparties.
25. IfanyoftheminimumAPNICprogrammesessionswillbeunused,APNICwillreturnthesetotheAPRICOTProgrammeCommitteeforitsusewithatleastonemonth’snotice.Intheeventthesessionisreturnedinlessthanthenoticeperiod,theroomhirecostforthatsessionwillbecoveredbyAPNIC.
26. APNICwillassigntwosuitablyqualifiedindividualstoserveontheAPRICOTProgrammeCommittee.Theassigneeswillbeabletosolicitcontent,providetechnicalreviewsofsubmissionsfortheAPRICOTSummitprogramme,aswellasliaisewithAPNICConferenceplannerstoensurethereisnooverlapincontentbetweentheAPNICConferenceprogrammeandthewiderAPRICOTSummitprogramme.
ConferenceSponsorship
27. APNICagreesthatallsponsorshipenquiriesfortheAPRICOTSummitwillbedirectedtotheAPRICOTSummitProjectManager(MollyCheam).EnquiriestosponsorparticularAPNICsessionsduringtheAPRICOTSummitwillbealsohandledbytheAPRICOTSummitProjectManager.
InformationDisclosure
28. APRICOTandAPNICacknowledgethatinworkingtogethertoarrangeeachAPRICOTSummit,eachpartymaybecomeawareofinformationdeemedconfidentialorproprietarytotheotherparty.APRICOTandAPNICagreethat,unlessotherwiseagreed,theywillnot:
Appendix1:APRICOTSummitTasks
[Asundertakenduringthe2017APRICOTSummit]
DefinitionsofResponsibilities:
1. APRICOT:APRICOTundertakesthisactivity(includesAPRICOTStaff)
2. APRICOTPM:TheAPRICOTSummitProjectManager(MollyCheam)undertakesthis
activity
3. APNIC:APNICemployeesundertakethisactivity
4. LocalPartner:LocalpartnerundertakesthisactivityunderguidanceofAPRICOTPM
Activity Notes AgreedResponsibility
Sitevisitsandcity/’host’selection
• Negotiatingwithpotentialhostsponsors
• VisitingpotentialhostcitiesandvenuestodeterminesuitablelocationsforAPRICOT
• Venueselection,costnegotiationandcontractmanagement
APRICOT+APRICOTPM
Venuemanagement • Allpre-eventplanningandlogisticswiththevenue
• Managingalllogisticsduringtheconferencewiththevenue
• Post-conferencedebrief,billingandreconciliation
APRICOTPM
SupplierLogisticsManagement
• Identifyandmanagesuppliersfortheconferencerequirements
APRICOTPMassistedbyLocalPartner
Sponsorshiprecruitmentandmanagement
• Determinesponsorshiptiers
• Identify,approachandsecuresponsorsincludingcontractmanagement
• Ensureallsponsorentitlementsaremet
• Postconferencereportingtosponsors
APRICOT+APRICOTPM
Webcasting • Allwebcastingequipment,setup,filmingandstreamingviaYouTubeLive
• Providingsufficientstafftooperatecamerasandmixingdesk
• Appropriatesetupofwebcastingsitesandintegrationintowebsite
Opening&ClosingPlenary–APNIC
APRICOTsessions–localhostorAPNIC
APNICsessions–APNIC
ConferenceWebsite • Websitedesignandcreation
• Websitecontentproductionandmaintenance–includingprogramme,speakers’info,venueinformation,travel,accommodation,fellowships
• Continuousupdatesduringconferenceweektomaintainaccuracy
APNICunderdirectionofAPRICOTPMandAPRICOT
Pre-eventComms • Allannouncementsregardingofficialfunctionsanddeadlines–conferencedates,fellowships,callforpapers
• Regularpromotionviaemail,socialmedia,blog,regionaleventsandtraditionalmediatopromotetheconferenceanddriveregistration
APRICOT,APRICOTPM,APNICandLocalPartner
RegistrationDeskOnsite • Manageregistrationdeskandbadgecollectionattheconference
• Processon-sitepaymentsforwalk-upregistrations
APRICOT,APRICOTPM+LocalPartnerstaff
Systems–submission,fellowship,presentation
• Developandmaintainthesubmissionsystemsfortheconference
• Systemsincludethefellowshipsystem,speakersubmissionsystem,finalpresentationuploadsystem
APNICunderguidancefromAPRICOTandAPRICOTPM.
Registrationsystem • Provideandmanageonlineregistrationsystem
APNIC(requirementtotrackAPNICmembers)andAPRICOT,incoordinationwithAPRICOTPM
Paymentsystem • Provideonlinepaymentsystemforregistrationandmanageallregistrationpaymentqueries/issuesthatmayarise
• Manageandreconciledirectdebitpaymentstoregistrations
• Processrefundsifrequired
APRICOTandAPRICOTPM
Registrationfraudmanagement
• Identifyandmanagefraudulentregistrationswithpaymentprovidersandimmigrationdepartmentsprocessingvisas
APRICOTandAPRICOTPM
WHSinspection/documentation
• InspectingvenuetoensureitmeetsWHSrequirementsandworkingwithvenuetoensureanyexceptionsareremedied.AllWHSdocumentationsignedoff
APRICOTPM
Delegatevisamanagement/assistance
• Provisionofvisalettersandinformationasrequired
• Assistdelegateswithvisaqueries/difficultiesbyworkingwithlocalimmigrationdepartment
LocalPartner
Gifts–speaker,VIP • Selectandpurchasethank-yougiftstobeprovidedtospeakers/VIPs,includingdesign,printingandframingofcertificates
APRICOT&APRICOTPM
(APNICtakescareofthisforanyAPNICspecificsessionneeds)
Workshopcertificates • Design,printanddistributecertificatestoworkshopattendees
APRICOT&APRICOTPM
Conferencesignageandbranding
• Designconferencebrandingtobeusedonallmaterials
Design:APNIC,APRICOTPMandAPRICOT
• Designandproduceallconferencesignage,includingworkingwithin-countrysuppliers,sponsors,venueandhost
Printing:APRICOT&APRICOTPM
Eventmarketingcollaterals(lanyards,shirtsetc)
• Designofalleventmarketingcollaterals
• Productionofalleventmarketingcollaterals
Design:APNIC,APRICOTPMandAPRICOT
Printing:APRICOT&APRICOTPM
DelegateHelpdesk • Handlingallconferenceandworkshopenquiriesfromdelegatesbeforeandduringtheevent
APRICOT,APRICOTPM+LocalPartner
WorkshopInstructormanagement
• Providetravelsupportforworkshopinstructorsincludingtravelarrangements,visaassistance
• Coveringthecostoftravel,accommodationandreasonableexpenses(whererequired)
APRICOT&APRICOTPM
Exhibitionspacemanagement • Allocatingexhibitionspacetointerestedexhibitors
• Managingexhibitors’enquiries/logisticspre-conference;managingexhibitorspaceduringconferenceincludingalllogistics
APRICOTPM+localcontractorforon-sitemanagement
Fellowshipprogrammemanagement
• Agreeingfellowshipprogrammeparametersfortheevent
• Invitingandevaluatingfellowshipsubmissions
• Confirmingfellows
• Managingfellowsonsiteattheconference
APRICOTFellowshipCommittee
Fellowmanagement:APRICOTPM,APRICOT&LocalPartner
EventInsurance • Negotiatingandcoveringthecostofpublicliabilityinsurancefortheevent
APRICOT
Programmedevelopmentandmanagement
• Determinesessionavailabilityandroomallocation
• Recruitconferencespeakers
• Evaluatespeakersubmissionsandselectspeakers
• Managespeakerenquiriesandpresentationson-site
• Speakerpresentationuploads
APRICOTProgrammeCommittee
APNIC(forAPNICsessions)
Networkinfrastructure • Designandinstallnetworkinfrastructurerequiredforconference
• Monitorandmanagenetworkinfrastructureduringconference
APRICOT+LocalPartner
Accommodationnegotiation • Identifysuitableaccommodationprovidersandnegotiatecapacityandspecialratesfordelegatesandorganisers
APRICOTPM&APRICOT
Partnermanagement • Workcloselywithco-locatedeventpartners(eg.APTLD,APCERT,APSTAR,APIX,APNIC)toensureallrequirementsaremetandlogisticsaremanaged(Agreelevelofsupportforeach/financialarrangements)
APSTAR:APRICOT&APRICOTPM
APIX:APNIC
APTLD:APNIC&APRICOTPM
APCERT/FIRSTTC:APNIC
ISOC:APRICOTPM
Billingandfinancials • Manageallvenueandsupplierpaymentsprior,duringandpostevent
• Manageposteventfinancialsandaccountsreconciliation
APRICOT
APNIC(forAPNICspecificrequirements)
AdditionalAPNIC-onlytasks
Stenography • Arrangeandmanagestenographersforevent–includingintegrationwithonsiteA/Vandwebcast
• Stenosupportduringeventtoassistwithcorrecttranscriptionduringfeed
• Reviewoffinaltranscriptstoensureaccuracy
APNIC
Communicationsduringevent • LivetweetingofsessionsviaTwitter
• Regularsocialmediapostseachdaywithphotography,news,video,eventreminders
• Videointerviewswithspeakersandcommunitymembers,distributedviaYouTubeandusedacrosssocialmedia
• Regularblogpostsreportingonsessionsattheconference
• Mediamanagementonsiteincludinginterviewrequests
• Conferencereportprovidedonwebsiteattheconclusionoftheconference
APNIC