Monday, 11 January
1999.
The Selection Committee of ISOC will visit the most promising locations and
meet with representatives of the Applicants and local governments and businesses. The
Selection Committee plans to complete its preliminary investigations by 9 February 1999. The top three host cities
will be notified by 15 February 1999. Site visits will be scheduled around the week of 8 March 1999. The Committee will report its finding
to the Board of Trustees, which will announce to the Organizations/Applicants, that have
submitted proposals, on or before 15 April 1999.
The selected Host Organization will have from 15 April 1999 until 19 June 1999
to make all sponsorship engagements firm through contracts or direct collection of the
cash sponsorship. If, after the two-month period the Host Organization has not been
able to formalize a large part of the engagements, ISOC may consider canceling its
selection and choosing a different Host Organization in a different location.
Following the historical trend of the INET conferences, INET2000 will be funded by two main sources, registration fees and
sponsorships. ISOC will share the fund raising responsibility with the Host
Organization.
Page 7
2. LOCATION REQUIREMENTS
The proposed host location must comply with the following requirements:
| 1. |
Competing Similar Events: The Host City shall have no
substantially similar event scheduled within three months before or after the expected
dates of the Conference. |
| 2. |
Languages. The Host City must be able to support visitors
speaking multiple languages, especially English, with emphasis upon sufficient local
knowledge of English to support conference attendees. The official language of the
Conference shall be English. |
| 3. |
Population: The Host City must be of sufficient size to
provide access to a wide variety of urban amenities and services. |
| 4. |
Safety: The Host City must be a safe environment for travel
to and from meeting facilities, hotels, and throughout the city. |
| 5. |
Air Transportation: The Host City must conveniently be
accessible by international air transportation links and service from all parts of the
world. The airport must be convenient to the housing facilities for conference attendees. |
| 6. |
Local Transportation: Conference attendees will need access to
convenient and affordable local transportation, including but not limited to buses,
shuttles, taxis, rental cars, subways, or trains. |
| 7. |
Restaurants: A variety of restaurants (including varying price
ranges) should be close to the housing facilities and conference center. |
| 8. |
Downtown: Host City should have an active downtown, including
cultural events, entertainment, and shopping. |
| 9. |
Tourist Attractions: Tourist attractions generate interest in
attendance and possible extended stays, thereby benefiting the Conference and the Host
City/Country. |
| 10. |
Disabled: All buildings used for INET2000 should be accessible by the disabled, including individuals with mobility,
hearing, or vision impairments, in compliance with local law. All facilities must comply
with applicable legislation regarding the disabled. |
| 11 |
Discrimination: ISOC will not select a Host City with
blatant discriminatory legislation or attitudes. All facilities must comply with
applicable anti-discrimination legislation. |
| 12 |
Open Borders: ISOC requires government policies that do not unduly
restrict foreign nationals, equipment, and materials from entering and leaving the host
country. |
| 13 |
Applicable Taxes, etc: The Host City will describe any
duties, tariffs, taxes, etc. that would be incurred by ISOC and/or its sponsors and
exhibitors. |
Page 8
3. CONTENTS OF PROPOSAL
Your proposal should be concisely presented and structured to follow the
order of this RFP to include, not necessarily limited to, the following information:
A one page summary of the proposal
3.2.1 History
Provide a brief history of the organization.
3.2.2 Ownership
You must state if your organization is privately or publicly held.
3.2.2.1 If
for-profit, describe ownership in detail.
If you are a for-profit organization, then supply the following information:
- If publicly held, you must state the exchange(s) on which your company's equity
interests are traded and identify the most recent comprehensive report filed by your
company pursuant to applicable securities laws.
- If privately held, you must identify each person, firm, or corporation which
beneficially owns five percent (5%) or more of your equity or voting rights. You must also
identify any person, firm, or corporation owning options or convertible securities which,
if exercised or converted, would result in their ownership of five percent (5%) or more of
your company's equity and/or voting rights.
3.2.2.2 If non-profit, describe organization, mission, purpose, and
membership, if applicable.
3.2.3 Management
The Host Organization must possess officers and other personnel with the
necessary motivation, skills, experience, and time to manage the responsibilities of
hosting the conference and associated events.
Page 9
3.2.3.1 Description of capabilities of
management personnel, including CVs.
3.2.3.2 Conference organizing experience of proposed personnel,
including descriptive CVs.
3.2.3.3 Detail conference organizing experience of the
organization.
3.2.3.4 Describe capabilities of personnel you plan to hire for
this project. Include a letter in which they accept working for the Host Organization
if it is chosen to host INET2000.
3.2.4 Technical
capacity
3.2.4.1 Equipment of Host Organization (computers,
telecommunications, Internet Capabilities, etc.).
3.2.4.2 Internet connectivity of the organization.
3.2.5 Financial
information
3.2.5.1 Provide information indicating Host
Organization's financial ability to fulfill its duties as Host Organization for
INET2000.
Relevant factors may include annual budget,
assets and liabilities, income, and cash flow.
3.2.6
Capacity to find sponsorship
3.2.6.1 Experience on identifying and acquiring
sponsorship.
3.2.6.2 Contacts with potential government or institutional
sponsors.
3.2.6.3 Contacts with potential Industry sponsors.
3.2.6.4 Evidence of ability to raise the minimum sponsorship
expected.
3.2.7
Capacity to engage Personnel
The Host Organization, in cooperation with ISOC, is responsible for
filling the following positions with individuals possessing the necessary motivation,
skills, and experience. Applicants for Host Organization must provide ISOC
with the names, contact information, and qualifications of these individuals.
Qualifications include, but are not limited to, areas of expertise, experience with
similar projects, familiarity with the local region and Internet industry, and fluency in
English and the local language(s), if different from English. The Applicants or Host
Organization may replace these individuals at any time, if necessary, provided that
the replacements(s) are similarly qualified to the replaced individuals(s).
The Program Chair or Co-Chairs are appointed directly by ISOC. The Program
Co-Chairs shall establish a Program Committee with the approval of ISOC. The
content of the program as then defined by this Committee is not subject to control either
by the Local Host Organization or by the Conference Committee. The Program
Co-Chairs are responsible for developing a slate of Program Committee members, defining
conference tracks, sessions, and tutorials; soliciting papers for all tracks and sessions;
reviewing all submissions; finalizing the technical program of all sessions; and
coordinating with track leaders, session chairs, and authors to ensure a successful
conference program. ISOC staff shall assist the Program Co-Chairs with collecting
paper submissions, corresponding with authors and by providing other support functions.
Page 10
3.2.7.1 Local Host Chair: Host Organization must
nominate a Local Host Chair who will serve as Conference Co-Chair with someone designated
by the ISOC Vice President for Conferences. The Conference Co-Chairs are
responsible for overseeing the planning and execution of INET2000. The specific duties of the Local Host Chair include helping ISOC
determine overall structure, locations, and budgets for all INET2000 activities; coordinating the work of local staff; suggesting speakers for
plenary sessions; and, with the prior approval of ISOC, requesting local
dignitaries to offer welcome messages during the general sessions.
3.2.7.2 Sponsorship Co-Chair: The Sponsorship Co-Chairs are responsible for
soliciting conference and workshop sponsorships on a global basis. The Host
Organization must appoint a local Sponsorship Co-Chair for local fund raising,
including multinational corporations headquartered within the host region. ISOC
shall appoint a Sponsorship Co-Chair to be responsible for fund raising outside the host
region. ISOC shall monitor and actively assist the Sponsorship Co-Chairs. ISOC
also may name one or more honorary Sponsorship Chairs.
3.2.7.3 Publicity Co-Chair: The Host Organization must appoint one
Publicity Co-Chair to serve with an individual appointed by ISOC. The Publicity
Co-Chairs shall work with ISOC staff and a selected Public Relations Organization
to generate and coordinate all conference publicity, both locally and globally, including
press releases. A main responsibility is generating pre-event coverage from the local
media, including but not limited to interviews and feature articles. In addition, the
Publicity Co-Chairs shall manage the media representatives On-Site during all INET2000 events. This includes staffing and managing the on-site press room at all times,
overseeing the Press Luncheon, and assisting with press registration.
3.2.7.4 Technical Facilities Chair: The Technical Facilities Chair is
responsible for designing, implementing, and managing the INET2000 Internet network for the facilities located in the conference center. Facilities
include the Internet Access Room, all breakout and plenary meeting rooms, the Exhibit Hall
area in the Conference Center, and other pre-conference events. The Technical Facilities
Chair is also responsible for assisting the local workshop liaison in the networking of
the Network Training Workshop space and the workshop residence Internet access room. The
Technical Facilities Chair, or a designated representative, must be on-site during all of
the INET2000 events and
Main Conference and work with the MBone representative designated by ISOC.
3.2.7.5 Volunteer Coordinator(s): Under the direction of the ISOC
Director of Conferences, the Volunteer Coordinator(s) shall be responsible for determining
the number and type of volunteers needed to support conference activities; recruiting
local volunteers; and managing the on-site activities of the volunteers. The Volunteer
Coordinator(s) shall coordinate with the ISOC office the compensation of volunteers
in the form of free conference registration, as determined by ISOC, and generally
corresponding to the length of time worked. For example, one day of working at the
Conference could equal one day of complimentary registration.
3.2.7.6
Local Workshop Liaison: The Local Workshop Liaison
shall be responsible for providing sufficient logistical and technical support to ensure
the success of the Network Training Workshop. The Liaison shall work closely with the
Network Training Workshop Chair and other NTW personnel.
Page 11
3.3.1 If not available in the premises, provide plans to
install.
3.3.1.1 Internet connectivity (upgrade if present but
insufficient). Please provide a wiring diagram of existing service and the proposed
upgrade (For example, T-1, T-3, fiber optics, category 3, etc.)
3.3.1.2 Mbone – Video broadcasting capabilities in the conference center.
The Host Organization must locate and assure the availability of a conference
center capable of accommodating the expected number of attendees, which is 2,500-3,000. An
additional 5,000 individuals are expected to visit the Exhibition Hall during the three
days of the Conference. The attendance figure includes exhibitors, staff, speakers, and
volunteers. Attendance fluctuates depending on location. More attendees are expected at
INET conferences held in areas with sizeable Internet industries and located in North
America, Europe, and Japan. Applicants not located in those regions can remain competitive
in the Host Organization selection process by emphasizing their other
qualifications. The Conference Center personnel must have access to e-mail and the
Internet through browsers.
The main venue must have:
- A plenary room for 2,500 – 3,000 attendees. The stage will hold a large table with
6 individuals and possibly an I-Mag screen. The room must be equipped with video
broadcasting (MBone) technology and Internet services.
- Eight rooms with the following capacities:
One room for 600 attendees
Three rooms for 400 attendees
Two rooms for 250 attendees
Two rooms for 180 attendees
- A 4,000 square meter hall for holding lunches and the opening reception.
- A 3,000 square meter hall for Exhibits (including 250 square meters for Posters). The
space also needs areas for walking or lounging. The space should be free of pillars and
close to the meeting rooms. It must be available from the Friday before INET starts until
the Saturday of INET week (only half day on Saturday).
- A 1,000 square meter room or hall for the Internet Access Room. If possible this room
should be connected to the Exhibit Hall. The space should be close to the meeting rooms as
well.
Page 12
- A registration area with capacities for four six-meter counters. Three for conference
registrations and one for exhibition registration. The registration area must be located
in close proximity to the entrance of the convention center. The area must allow for lines
of 20-50 people and have sufficient lighting for the attendees to read written material.
- A meeting room for 40 people. A room suitable for lunch must be available near the
meeting room.
- A minimum of 7-10 offices of different sizes.
3.4.1 Please provide the
following Venue Data
3.4.1.1 Name
3.4.1.2 Address or location
3.4.1.3 Dates for which you have confirmed availability
Preferred Dates (Main Conference):
First Option.
16–24 June 2000. The Venue must be available from
Friday 16 June at 8:00 a.m. (for set-up) to Saturday 24 June at noon.
Second Option.
23 June – 1 July 2000. The Venue must be available from
Friday 23 June at 8:00 a.m. (for set-up) to Saturday 1 July at noon.
Applicants may propose alternative dates for the Conference if necessary. These
alternative dates should be within one week of the corresponding option dates.
3.4.1.4 ISOC requires accurate scale drawings with dimensions of all meeting,
registration, and exhibit space. Please include these drawings, floor plans, and
photographs in your proposal.
3.4.1.5
Briefly describe surroundings, distance from downtown, etc.
3.4.1.6 Number and dimensions of meeting rooms
3.4.1.7 Number and dimensions of office rooms
3.4.1.8 Exhibition Space – list dimensions
3.4.1.9 Registration Space – list dimensions
3.4.1.10 Luncheon and Reception Space – list dimensions
Page 13
3.4.2 Supplier Restrictions
3.4.2.1 List any exclusive agreements the venue has with services/vendors ISOC
will be required to contract with.
3.4.3 Connectivity
3.4.3.1 Does the venue have Internet connectivity? If yes,
please describe (band width, redundant paths, etc.), and provide a detailed wiring diagram
of the facility.
3.4.3.2 How difficult is it to install a 10-megabit line from an ISP (Internet Service
Provider)? Please list local ISPs with contact information.
3.4.3.3 Are the meeting rooms wired? If yes, please describe type of wire, provide
wiring diagram and scale drawing.
3.4.3.4 Are the Mbone capabilities in the Auditorium? If not, how do you plan to
arrange for it?
3.4.3.5 Is there already any wiring in the exhibition space? If yes, please describe
and provide wiring diagram.
3.4.3.6 Does the exhibition space have wiring capabilities (such as tunnels)?
3.4.4 Costs
3.4.4.1 Is there an overall venue cost?
3.4.4.2 Cost of each room, office, etc.
3.4.4.3 Cost of exhibition space while exhibiting
3.4.4.4 Cost of exhibition space while building
3.4.4.5 Cost of luncheon space
3.4.4.6 Must registration space be paid for separately? How much?
3.4.4.7 Other Conference hall expenses
3.4.4.8 Cost of installation of a 10-Megabit line
The HO must arrange for a university or other local organization to host the
Network Training Workshop (NTW) for Countries in the Early Stages of Networking
(about 200-250 participants, for 7-10 days). The NTW will be held from Saturday to Sunday
the week before the INET main conference.
Page 14
The venue must have:
- Between four and seven training rooms (150 to 200 square meters each, for 50 people,
with tables and equipment). Rooms must have Internet connectivity.
- Plenary sessions auditorium for 300 people
- Cafeteria or other type of facilities for meals
- Office, Storage Room and Book Room; 50 square meters each
3.5.1 Data
3.5.1.1
Name
3.5.1.2
Address or location
3.5.1.3
Dates for which you have confirmed availability
3.5.1.4
Surroundings. Distance from Downtown.
3.5.2 Logistics, describe the
following:
3.5.2.1
Size of auditorium
3.5.2.2
Number and size of teaching areas available
3.5.2.3
Number and size of office rooms available for the NTW
3.5.2.4
Luncheon/food facilities
3.5.3 Connectivity
3.5.3.1 Does the venue have Internet connectivity?
3.5.3.2 If yes, please describe (bandwidth, redundant paths, etc.)
3.5.3.3 How difficult is it to install a 2-Meg line from an ISP?
3.5.4 Costs
3.5.4.1 Is there an overall venue cost?
3.5.4.2 Cost of each room, office, etc.
3.5.4.3 Other expenses
3.5.4.4 Cost of installation of a 2-Meg line if needed
Page 15
There should be another facility as close as possible to the main conference venue.
This hall will be used on Wednesday evening for the Gala Event and should hold between
2,300 to 2,500 people.
Approximately 40-50% of the 2,500-3,000 attendees expected to attend the Conference
(not including the NTW participants), will require housing arranged by the Host
Organization. The remaining attendees will be from the local area and will not require
housing assistance. These figures will vary depending on such factors as the location of
the Conference and the size of the local Internet industry.
Hotel Sleeping Room Usage
(Main Conference)
1,250 - 1,500 rooms on peak night
Arrival/Departure Pattern for Delegates
(Does not include set-up/tear-down)
Tuesday/Friday (Main Conference)
Sunday/Tuesday (Pre-Conference Events)
This is the usual occupation pattern. Deviation from it should be discussed with
the ISOC Director of Conferences prior to submission of your proposal. The Host
Organization must guaranty that all these rooms will be available in nearby hotels.
The ISOC staff will negotiate directly the prices and complimentary rooms and
prices for its staff and Board.
| |
Monday |
Tuesday |
Wednesday |
Thursday |
Friday |
# of Rooms |
450 |
1050 |
1,250-1,500 |
1,250-1,500 |
600 |
% of Peak |
30% |
70% |
100% |
100% |
40% |
Single (40%) |
180 |
420 |
500-600 |
500-600 |
240 |
Double(50%) |
225 |
525 |
625-750 |
625-750 |
300 |
Other(10%) |
45 |
105 |
125-150 |
125-150 |
60 |
The total ratio of room types should be 40% single, 50%
double, and 10% triple/quad. Besides providing for the expected housing requirement,
proposals should comment on options for expanding this block, if necessary.
3.7.1 Please list hotels that have confirmed space availability
for the selected dates.
For each hotel state the following: name, location, category, list price of a
double room with double occupancy, distance from the proposed INET2000 venue, total number of rooms in the hotel
and number and sizes of meeting rooms. Budget rates and hotels must constitute 50% of the
total block. These budget hotels must be within 5-10 minutes walking distance from the
Conference Center.
Page 16
3.7.2 Reservations:
Attendees will reserve their hotel sleeping rooms through a designated Housing Bureau or
Professional Conference Organizing Company (PCO). If the Host Organization has no
experience on hotel room handling, it will have to find a housing bureau. The designated
company will need to be able to do reservations through e-mail. Use of a secure web page
procedure is preferred. Please state your organization’s experience with room
reservations for events of this size.
The NTW will have 200 to 300 participants from developing countries located throughout
the world.
Housing accommodations for the NTW participants will be arranged separately from the
housing accommodations for the rest of the INET2000 attendees. The Host Organization must arrange for room and board for all
NTW participants. The NTW meeting runs from Saturday to Sunday, ending two days prior to INET2000. NTW room and board is usually done in a university dormitory.
A registration area must be present in the housing facilities.
Internet connectivity is required in a 100 square meter computer room in the residence
of participants, with a T-1/E-1 line.
3.8.1 Please describe a housing facility that is close to the NTW venue. The housing
facility should have the above characteristics and would also be available for the stated
dates.
3.9.1
Please describe aspects of the Host City and region that do not comply with the
requirements stated in chapter 2.
3.9.2 Please describe local
Internet Industry
Describe the extent of the Internet industry in your region. A sizeable local Internet
industry is a desirable factor because it indicates that the Host Organization will
be able to attract the amount of attendees and sponsorships necessary for a successful
conference. In addition, a strong local industry will be able to provide representatives
for the Conference Committee.
Page 17
3.10.1 INET2000 Local Office
The HO will need to establish and/or maintain a fixed, full-time, furnished,
fully equipped, and adequately staffed office in the proposed locality of the Conference
from 1 January 1999, throughout INET2000, and three months after the conference has concluded for affairs
to be finalized. This office may be located on the premises of an existing business.
3.10.2 Procurement of Equipment
Donations
Applicants should try to obtain equipment by donations or loans in order to
minimize costs. Otherwise, proposals may provide for the purchase or lease of equipment.
Required equipment is listed in Addendum B.
3.10.3 Speakers:
The HO shall assist ISOC in obtaining appropriate high level national
or regional plenary speakers. Your proposal
should suggest potential speakers along with reasons for your likely success in arranging
for their participation. Describe factors affecting your potential success in this
endeavor.
3.10.4 Local Transportation
Describe transportation from Hotels to Conference Center
The HO shall provide assistance with the procurement, import/export, and setup
of all equipment, training materials, and documentation associated with the INET2000 activities.
Insurance:
The HO will need to obtain general liability and workman's
compensation casualty insurance coverage in the minimum amount of $1 million for the
period of the Conference.
Visas:
When requested, the HO shall assist ISOC in facilitating
the issuance of visas. Applicants for HO should indicate whether they have previous
experience with this type of task. The HO must provide documentation which confirms
that no countries are exempt from obtaining visas in order to attend INET2000 in chosen location.
Page 18
3.12.1 Local Internet Industry.
Describe the extent of the Internet industry in your region. A sizable local
Internet industry is a desirable factor. This indicates that the Host Organization
will be able to attract the amount of attendees and sponsorships necessary for a
successful conference. In addition, a strong local industry will be able to provide
representatives for the Conference Committee.
3.12.2 Plan for
attracting local conference attendees.
INET2000 has a
target paid attendance of 2,500 individuals. In addition, ISOC sets a goal of at
least another 5,000 individuals to visit the Exhibition Hall during the three days when
the Hall is open to the trade (no one under 18 admitted - business card required). A
successful INET2000 will
require a pool of at least 2,000 attendees. Applicants should describe plans for
attracting these target amounts, especially from the local region. Positive indicators of
their ability to do so include a large local Internet industry; extensive support and
commitment from local government officials and businesses; and the prior success of the
Applicants in attracting attendees to conferences similar to INET2000.
In order to assure the success of INET2000, ISOC must prepare a budget in which there is no room for economic
failure. Applicants must provide any information that will help ISOC determine how
their proposal will enable ISOC to minimize its risks and expenses and maximize its
revenue for INET2000.
Although finances are a significant factor to ISOC in the selection of a Host
Organization, ISOC is not obligated to select the Applicant whose proposal
forecasts the greatest surplus revenue for the INET Conference. Two main aspects are
considered: the total cost of the event and the sponsorship that the Host Organization
can gather to pay the overall expenses. In order to evaluate your proposal, we need to
understand the basic expenses and what your fund raising capabilities are [Addendum D].
3.13.1 Costs
At this point you are only asked to include here (in addition to the requirement in
Section 3.13.3):
- Cost of the venues for the conference and the NTW workshop, the accommodation for
the NTW
- Cost of providing Internet connectivity to all three places if it is not present now.
- Information on the cost of renting computers, audiovisual equipment locally, and
decorator costs.
- Estimated meal costs (for lunches, opening reception, and the gala dinner) on a
per-person based upon 2,000 people.
Page 19
3.13.2 Fund Raising.
The Host Organization is expected to play an integral role in procuring
local and regional sponsors for the Conference, only their participation make can make INET2000 actually happen. The Internet Society will focus its fund raising efforts upon
global market opportunities and multinational firms headquartered outside the host region.
The Host Organization will focus on raising funds from sources based within the
host region. Applicants must provide information about their plans for obtaining sponsors.
Specifically, Applicants must indicate their ability to raise a minimum of US
$1,000,000 in cash contributions plus substantial in-kind contributions. Evidence of
this ability includes firm commitments and letters of intent from prospective sponsors.
3.13.3 In-Kind Sponsoring
Please review the list of expenses in Addendum D and tell us which of the materials
can be obtained by the Host Organization, from whom they will be obtained, and what
assurances can be provided of success. Applicants should estimate costs for those items
that they do not expect to obtain through in-kind contributions.
3.13.4 Other Financial
Considerations
3.13.4.1 Co-Division of
Surplus Revenue/Profits
ISOC
shall determine surplus revenues for INET2000 after payment of all expenses and an internal ISOC financial review.
Support is needed for ISOC activities during the year that disseminate Internet
technology and knowledge to developing countries and sectors of critical importance, as
well as special projects relating to these objectives. Depending on the type of
organization(s) involved, and the level of support, the Host Organization may
negotiate with ISOC for keeping a part of the profits. The first US$250,000 will be
retained by ISOC in any case.
3.13.4.2 Division of
Liabilities
Applicants must propose a plan for dividing potential liabilities connected with INET2000 between the Host Organization and ISOC.
Page 20
4. SELECTION PROCESS
Information: Upon request, ISOC shall make a
reasonable effort to provide further information to potential Applicants to help them
prepare their proposals. Any questions about this RFP and the host selection process
should be directed by e-mail to < INET2000-Questions@ISOC.org
>. Supply any graphics as attached files in GIF or JPEG format. ISOC will send copies
of general questions, with answers, to all Applicants.
Financial Assistance: The cost of preparing a proposal, including any
related travel, is not reimbursable, nor can it be included as a direct cost of the
project.
- Deadline: ISOC must receive your proposal no later than 12:00 noon EST, 11 January 1999. The Internet Society may, at its sole
discretion, extend the deadline for the submission of proposals by informing all
Applicants who have indicated interest through their sending of an email, as described in
the cover letter to this RFP.
- Delivery: Proposals must be sent via registered mail or courier service to: Vice
President for Conferences, Internet Society, 12020 Sunrise Valley Drive, Suite 210,
Reston, Virginia 20191-3429, USA The text portion of an unsigned copy of the proposal
shall be supplied by e-mail to < INET2000-Proposal@ISOC.org
> in ASCII text, with any attached graphics (not required) in GIF or JPEG format. A
word processing attachment, in Rich Text Format, is permissible but not required. The
subject line should state "INET2000 Proposal." Facsimile proposals are not acceptable in lieu of
e-mail.
- Proposal Form: Applicants must submit their proposals within the attached Proposal
Form, which requires identification information and lists terms and conditions to which
every Applicant must agree.
- Format: The proposal (including the Proposal Form) must be completed in full,
signed, typed or printed, and in English. In the event of variation between the paper and
electronic copies, the paper copy shall govern or the Internet Society may, at its sole
discretion, view the discrepancy as grounds for disqualification.
Page 21
- Confidentiality: Except for the names and contact information of successful
Applicants, all proposals will be considered confidential. The Internet Society shall
exercise reasonable care to prevent the disclosure of information contained in the
proposals. Notwithstanding the foregoing, trade secrets or proprietary information shall
not be subject to disclosure, provided that the Applicant provides ISOC
with written notice that specifically identifies the data or materials to be protected and
states the reasons for protection. The proprietary or trade secret material submitted must
be identified by some distinct method such as highlighting or underlining and must
indicate only the specific words, figures, or paragraphs that constitute trade secret or
proprietary information. The classification of an entire proposal document as proprietary
or trade secrets is not acceptable and will result in rejection of the proposal.
- Oral Presentation: Applicants may be required to give ISOC an oral presentation of
their proposals in order to clarify or elaborate on provisions therein.
ISOC will create an Evaluation Committee, headed by the ISOC Vice President
for Conferences, to review the proposals. Selection criteria will not be scored or
weighted numerically. The Evaluation Committee may visit promising locations in order to
assess their suitability for INET2000 and to meet with representatives of the Applicants and area
dignitaries. The host applicant will underwrite the site-visit expenses. The Evaluation
Committee hopes to complete its preliminary investigations by 3 April 1999, the ISOC Board of Trustees will consider the
proposals and make a final decision by 15 April 1998. In case any member of the Board of
Trustees is directly or indirectly involved in any of the proposals, he will not
participate, with either voice or vote, in the decision process. The Evaluation Committee
is not obligated to recommend any of the Applicants submitting proposals.
After receiving the recommendation of the Evaluation Committee, ISOC will
consider the proposals and make a final decision. ISOC plans to announce its final
decision by 15 April 1999. ISOC is not bound
to select any of the Applicants as Host Organization.
The final decision will be published on the ISOC website and by press release. ISOC
plans to notify representatives of each Applicant directly by 17 April 1999.
Page 22
5. SELECTION CRITERIA
Selection of the Host Organization shall be determined by a variety of
criteria. These include, but are not necessarily limited, to the following:
The ability of the Host Organization to execute its contractual
responsibilities. This ability is indicated by its Qualifications, Work Schedule,
Personnel, and Finances.
The ability, demonstrated by documents, of the Host Organization to produce the
necessary resources to fund INET2000, as well as to attract other sponsors and attendees.
The ability of the meeting and housing facilities to accommodate all of the INET2000 activities and attendees as described in the meeting requirements.
ISOC
will judge the extent to which the potential Host City satisfies the
requirements listed in Section 2.
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ADDENDUM A: INET2000 SCHEDULE
Friday 16 June
Offices setup
Storage Room setup
Saturday 17 June
Offices setup
Exhibition Hall wiring
Sunday 18 June
Offices setup
Registration setup
Tutorial Rooms Setup
K-12 Room Setup
DCNS Room Setup
Exhibition Hall setup
Monday 19 June
Registration desk open 07:30 – 17:30
Technical Tutorials 09:00 – 17:30
Developing Countries Network Symposium 14:00 – 17:30
Exhibition Hall setup 10:00 – 19:00
Tuesday 20 June
Registration desk open 07:30 – 17:30
K-12 Workshop 09:00 – 17:30
Exhibition Hall setup 10:00 – 19:00
Press Day 12:00 – 16:00
Developing Countries Network Symposium 14:00 – 17:30
Opening Reception 18:00 – 21:00
Wednesday 21 June –
Registration desk open 07:30 – 17:30
Opening Plenary Session 08:00 – 10:30
Exhibition Hall Open 10:00 – 19:00
Breakout Sessions 10:30 – 18:00
BOF Meetings 18:00 – 19:30
Gala Evening 19:00 – 23:00
Thursday 22 June
Registration desk open 07:30 – 17:30
Plenary Session 08:00 – 10:30
Exhibition Hall Open 10:00 – 19:00
Breakout Sessions 10:30 – 18:00
BOF Meetings 18:00 – 19:30
Friday 23 June
Registration desk open 07:30 – 12:30
Breakout Sessions 08:00 – 10:00
Exhibition Hall Open 08:00 – 13:00
Closing Plenary Session 10:00 – 12:30
ISOC Chapter Development Workshop 14:00 – 17:00
Saturday 24 June
Offices open – close down of meeting, packing, and shipping
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ADDENDUM B: EQUIPMENT REQUIREMENTS
1. Sources - The Host Organization shall seek to obtain suitable equipment
through donations or loans but may purchase or lease equipment if required .
2. Plan
2.1. Internet Access Room - The Internet Access Room shall require one computer system
for every 15 attendees. Based on the current estimate of attendees, the Conference shall
require between 150-200 computers, in the ratio of 4 Wintels to each Macintosh.
2.2. Meeting Rooms
2.3. Each meeting room used shall require:
Two Internet-connected computer systems (PC/Windows
and Macintosh)
Presentation and productivity software (please
specify what software will be provided).
Projection equipment for computer-based
presentations, transparencies, and 35mm slides
3. Network Training Workshop - The Network Training Workshop requires a very
significant amount of equipment; including routers, hubs, switches, modems, servers, PCs
(operating using some combination of BSDI, Free BSD, Linux, Windows), printers, scanners,
a rudimentary telephone switch, and other assorted hardware and software. The exact
compositioin changes from year to year since it tracks the networking technology currently
available. However in terms of volume, it is likely that there will be 15-20 routers, and
multiple other devices required. In the past, much of this equipment has been made
available as in-kind sponsorship donations.
- Cables
- Plugs
- Digital Camera
- Printers
- External CD-Writer
- 150m of tel cable
- 100 power cable
- 2 CSU/DSU
- Color printer
- Flat-bed scanner
- Photocopier
- Fax machine
- Livingston PM
- 60 hubs Geostax/E16
- 149 MS licenses
- 20 mobile phones
- 2 Megabites modem 768
- 2 Airpro 64s modems
- DAT drive
- CD writer
- 20 prepaid cards each of a value of ¿
- Iomega zip drive
- Computers peripherals
- External modems
- Internal modems
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ADDENDUM C: CHECKLIST
INET2000 Proposal Checklist
Item
addressed in the Proposal |
Requirement
Fully Met |
Requirement
Partially Met |
Requirement
Cannot be Met |
| Host Location Requirements |
|
|
|
| Work Plan |
|
|
|
| Venue for the Conference |
|
|
|
| Venue for the Network Training
Workshop |
|
|
|
| Venue for the Gala Evening |
|
|
|
| Housing for Conference |
|
|
|
| Housing for NTW |
|
|
|
| Compliance with Requirements |
|
|
|
| Other Local Arrangements |
|
|
|
| Other Duties to be Assumed by
the Host Organization |
|
|
|
| Local Promotion |
|
|
|
| Finances |
|
|
|
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ADDENDUM D: BUDGET
| BUDGET SUMMARY |
|
Attendees - 2000 |
%/Bud |
Revenue
| INET99 Registration Fees
|
|
| Sponsorships: Cash |
|
| VAT Tax |
|
| Sponsorships: In-Kind |
|
| Interest |
|
Total Revenues:
Expenses
| Bank Fees - INET
Conference |
|
| Overnight - INET
Conference |
|
| Credit Card Fees -
INET |
|
| Insurance - INET |
|
| Materials/Supplies - INET |
|
| Meeting Expense - INET Conference |
|
| Meeting Expense - Site |
|
| Miscellaneous - INET Conference |
|
| Contingency - INET |
|
| Membership Dues Transfer |
|
| NTW Transfer |
|
| Postage - INET Conference |
|
| Printing - INET Conference |
|
| Professional Services - INET |
|
| Shipping - INET Conference |
|
| Telephone/Fax |
|
| Temporary Help |
|
| Travel - INET Conference Non-Employee |
|
| Travel - INET Staff |
|
| Marketing - INET |
|
| Salaries |
|
Total Expenses
Page 28
Net Revenue (Deficit)
Net Revenue including Contingency
BUDGET DETAIL
Revenue
