1. ASP2018 – Preparation
K. A. Assamagan
BNL

2. 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

3. 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

4. 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

5. 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

6. 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