Invitation To Submit Expression Of Interest To Host APTLD89

APTLD (Asia Pacific Top Level Domain Association) is a membership-based, non-for-profit organization that serves ccTLD (country-code Top Level Domain) registries in the Asia Pacific region.

APTLD operates as the forum of information exchange regarding technological and operational issues of domain name registries in Asia Pacific region. As an interface to other international Internet coordinating bodies, APTLD fosters and elevates participation of AP ccTLDs in these global fora, as well as acts in the best interest of APTLD members in the global Internet policy making process.

Guided by its Constitution and Accountability and Transparency Framework, APTLD now invites Expression of Interest (EOI) from Members to host the 89th Members Meeting (APTLD89) and Annual General Meeting in February 2026.

The Expression of Interest shall be based upon the attached Members Meeting Requirements and be submitted by email in an arbitrary format and include technical and financial proposals at sec@aptld.org until 31 August 2024. On the basis of the above information, the APTLD Board shall select the APTLD89 host by 30 September 2024.

APTLD reserves the right to accept or reject any Expression of Interest, and to annul the selection process and reject all Expression at any time, without thereby incurring any liability to the affected Members.

TERMS OF REFERENCE/ REQUIREMENTS

APTLD welcomes members’ offers to host APTLD meetings. The following serves as guidelines for a prospective Meetings host.

As the host, you are expected to suggest/ facilitate/arrange:
• Draft contents for the future Meeting website;
• A few venue and accommodation options to the General Manager and advise GM on a best/ most suitable one;
Note: it is the Board who makes the final decision while GM concludes a contract with the venue

• Vendors to conduct the Meeting and a gala dinner (which usually includes some local cultural component);
• Vendors to conduct a tender for arranging A/V/Live Streaming Services;
• English-speaking staff and/or volunteers (for example, students) for:
*Administrative support to carry out and complete preparations for the Meeting and its conduct
• Where it proves impossible for APTLD and/or the venue to arrange, provide 2 computers and people to operate them:
*One computer for presentation displays, and
*The other – to manage the remote participation
• Speakers to address local issues. Where possible, it is highly advisable to ensure participation of a respective government official;
• Official invitation letters and visa support for attendees.
NB: a special attention shall be paid to the matter of eligibility for entry to the host’s jurisdiction of residents of Taiwan.
Note: attendees cover the entry visa costs by themselves; however, it is left to the Host to decide whether it is going to arrange visa waivers and/or covering entry visa fees (valid for APTLD members only and not for invited guests)
• Proactive engagement with neighboring ccTLDs to bring them to the event
• Inviting local media to promote the Meeting (optional)
• Photographer(s), on a competitive basis, to produce a photo account of the meeting, including an official group photo (the local host is expected to share a minimum of two options so that GM can run a competition as prescribed by the APTLD policy)
• A half- or full-day networking tour for Members by suggesting a program for such a tour and also sharing contacts of at least 2 local tourist/travel agencies to run a competition as prescribed by the APTLD policy.
• Staff to accompany APTLD members on such a tour.

• APTLD
  • Fully funds all the activities related to the Meeting and the Meeting itself, unless the Host and/or sponsors decide to cover any;
  • Contribute to the development of the Meeting Website
  • Organizes and promotes the program
  • Organizes sponsorship, if appropriate and possible
  • Runs the meeting
  • Produces the Communique

Budget Considerations – to be considered when selecting the venue
• APTLD has a budget of US$15,000 per meeting. This budget covers venue, catering and A/V services if relevant; however, the budget can be revised based on the Host and staff’s recommendations
• APTLD members expect an accommodation to generally be up to USD100 per night (single occupancy, Bed& Breakfast terms) but more options for different budgets will be appreciated.

Venue
• Meeting setting may vary (classroom, theater, etc.) but the venue should accommodate up to 100 persons and the possibility to hold Meeting in two tracks (that is to say, one room should be for 25 pax and the other one – for 100 pax as a minimum)
• A room or dedicated area for coffee breaks and lunches should be located in a close proximity to the Meeting venue
• The following equipment should be provided by the Venue (and the Host, if need be and where possible)
 Water for participants
 Power extension boards to each table with enough sockets for each seat
 One lectern (podium) with a microphone
 At least two roving (mobile) microphones
 Where panels are involved, a microphone for at least every two panelists, plus a roving
 microphone
 A/V equipment to ensure live streaming of the Meeting
 LCD Projectors and screens
 Small table and chair near podium for presentation laptop and person to manage the presentation laptop
 Registration area
 Flip Chart(s) and/or White Board(s)
 Venue staff on hand to address sound, temperature or other issues.

NB: where APTLD is going to hold the Meeting in a hybrid format, the venue’s broadband should be upgraded to allow a min of 30 mbps UPLOAD to allow an A/V feed to our virtual event platform; if that is the case, then typically such vendors should also supply all the a/v equipment as a bundled service