ASP2018 – Preparation K. A. Assamagan BNL

Today’s agenda Fix the the dates of the IOC’s site visit to Namibia Review progress on the poster Review the options for the venue AOB

To Fix the date of the site visit The IOC’s proposed options May 22-26 June 12-16 Invitation letters IOC members that will come for the visit will need invitation letters from the LOC to Motivate and seek approval and support for the trip at their respective institutes Apply for entrance visa to Namibia if necessary Hotel accommodation during the site visit LOC to suggest the hotel and help with the reservation We will inform the LOC soon about the IOC members that will make the trip for the site visit

Poster By the time of the site visit, we need to have a version of the poster that could distributed widely As we are constantly seeking funding, there may be additional logos to be added later

Venue and services We need 3 options We will decide during the site visit We will later need to send 3 quotations for each service (pro forma invoices) to CERN with justifications of our selections, for: Student accommodation Catering services Payments through CERN CERN will pay 20% of the invoices 6-4 months before the school begins Final invoices (no longer pro forma) should be generated at the end of the school CERN will pay the rest of the invoices at the end of the school

Other business We hope that most of the LOC members will be present in Namibia and available during the week of the site visit for Meetings and discussions about all the aspects of the local organization of ASP2018 Final decision on the venue Final decision on students/ lecturers accommodation and catering services Discussions on local transportations, computing facility, internet connectivity, excursion