Invitation To Submit Expression Of Interest To Host APTLD92

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 92nd Members Meeting (APTLD92) in September 2027.

The Expression of Interest shall be based upon Members Meeting Requirements and be submitted by email in an arbitrary format to sec@aptld.org cc admin@aptld.org by 23:59 Bangkok time (UTC+8), 5 July 2026. Submissions should include both technical and financial proposals. Based on the above information, the APTLD Board shall select the APTLD92 host.

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.

1. Host Responsibilities

As the host, you are expected to propose, coordinate, and provide the following:

As the host, you are expected to suggest, facilitate, and arrange:

1.1 Event Content & Logistics

●Draft content for the upcoming meeting website and provide necessary logistical information for attendees;

●Present several venue and accommodation options to the General Manager and recommend the best or most suitable choice;

●Collaborate with the General Manager to select best location to guarantee safety and convenience for both Members and participants.

●The host is encouraged to consult with the General Manager during early planning to ensure alignment with APTLD’s financial and logistical expectations.

●Event Promotion & Sponsorship

   ○Active Collaboration with GM: Work closely with the General Manager to promote the event.

   ○Sponsorship Opportunities: Suggest potential sponsorship options.○Prior Meeting Attendance: Attend the APTLD pre-meeting to introduce and announce details about the venue.

1.2. Planning and Operational Support

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

●If APTLD and/or the venue are unable to provide 2 computers and people to operate them:

○One computer for presentation displays, and the other to manage 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.

   ○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 neighbouring ccTLDs to bring them to the event ●Inviting local media to promote the Meeting (optional)

1.3 Photography & Networking Tour

●Engage photographers through a competitive selection process 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 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.

2. APTLD Responsibilities

2.1. APTLD will:

●APTLD funds all activities related to the Meeting, in accordance with its approved budget and procedures. Hosts and sponsors may choose to voluntarily support additional aspects of the event, as has been done in previous meetings to enrich the participant experience.

●Allow hosts and/or sponsors to voluntarily contribute additional support where applicable.

●Contribute to the development of the Meeting and Registration Website;

●Organizes and promotes the program;

●Seek and manage sponsorships where appropriate;

●Runs the meeting;

●Produces the Communique.

2.2 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 (where budget is subject to Board and related to APTLD procedure). ●APTLD members expect the accommodation to generally be up to USD100 per night (single occupancy, Bed& Breakfast terms).

3. Venue Requirements

●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 in a proximity to the Meeting venue

3.1. Equipment & Setup

●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.

3.2. Hybrid Meeting Support

The meeting is to be held in a hybrid format:

●The venue must offer a minimum upload speed of 30 Mbps to support virtual participation.

●Typically, such A/V vendors are expected to supply all necessary equipment as a bundled service.