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