1. APAN 2003 Conference in Fukuoka Preparatory Meeting Agenda (draft) August 28, 2002 12:00 – 13:30 Shanghai Place, Date, Hosts, Sponsors Committee Member Candidates Organizing Committee Program Committee Local Arrangement Committee Budget Plan Registration Fee (Banquet) Fellowship Convention Company / Invitations Local Arrangement Status / Requirement (Room Assignments) Network Experiments and Broadcasting Video Conferencing Pre-Workshop NR Relationship with PRAGMA Joint participation & Banquet Inputs to Prog. Committee Education track

2. APAN 2003 Conference in Fukuoka Access: Fukuoka International Airport, 20 min by taxi, 30-45 min by public transport. Accommodations: Hyatt Residential Suite (8000 JPY/single, 3800 JPY/quad), Hotel Twins (4900 JPY), Sea Hawk (all within a few minutes on foot) Information will be available at http://www.jp.apan.net. (done) Date: January 22 (Wed) – 24 (Fri), 2003 Pre-workshop January 21 (Tue) Place: SRP Center Bldg., Momochihama, Fukuoka City, Japan http://www.fukuoka-srp.co.jp/Eindex_2.html near Fukuoka Dome and Fukuoka Tower with high-speed Research Internet access. PRAGMA is scheduled to hold its meeting at the same venue on January 23 and 24. Hosts: ISIT, KYUSHU U, QGPOP, MAFFIN, ITRC, AIST, CRL Sponsors: KEPCO

3. Committees Organizing –Shigeki Goto / APAN-JP / Waseda U. (*) –Yukio Matsuda / MAFFIN –Keijiro Araki / ISIT / QGPOP –Yuji Oie / Kyushu Inst. Tech. / QBP –Hiroki Nogawa / ITRC / Osaka U –Koji Okamura / Kyushu U. –Satoshi Sekiguchi / AIST –(CRL) –… Program –Masaki Hirabaru / ISIT (*) –Francis Lee / Tech. Area –Markus Buchhorn / User Area –Seishi Ninomiya / NR Area –Tan Hock Soon (EDU WG) –Yasuichi Kiramura (Int’l) –Daeyong Kim (Next) –(Video by Koji Okamura) –(Social & Culture by Koji Okamura) –(CN by Jie An) Steering Shigeki Goto (OC Chair) Masaki Hirabaru (PC Chair) Fay Sheu (Fellowship) Yongjin Park (Secretariat) Koji Okamura (LA & Finance) Deayoung Kim (Next) Local Arrangement –Koji Okamura / Kyushu U. (*) –Yoshiaki Kasahara / Kyushu U. –Yoshiaki Hori / Kyushu Inst. of Design –Toshihiko Shimokawa / Kyushu Sangyo U. –Hitoshi Morioka / ISIT –(KEPCO / QIC) –(ITRC)

4. Workshops (NR) 1/21 All day Reception 1/21 Evening Area Meetings (3) 1/24 Afternoon 1 Parallel Sessions (3+1) 1/24 Morning 1-2 Banquet (joint) 1/23 Evening Parallel Sessions (3+1) 1/23 Afternoon 1-2 Parallel Sessions (3+1) 1/23 Morning 1-2 BOFs 1/22 Evening Plenary Session 1/22 Afternoon 2 Parallel Sessions (4+1) 1/22 Afternoon 1 Parallel Sessions (4+1) 1/22 Morning 1-2 Parallel Sessions (4) Session Banquet (joint) Session Reception APAN PRAGMA (plan) 1/24 Afternoon 2Committee MeetingParallel Sessions (4) EDU WG

5. Meeting Room Assignment (draft) 1/ Mo Tu We Th Fr Sa 19 20 21 22 23 24 25 Room A+B (300, 180 + 120) aa AA AA AA Room C1 (90) aa AA AA PP PP Room C2 (60) aa AA AA AP Room D (24+26) aa AA AA AA Network (24) aa AA AA AA AA Secretariat (12) aa AA AA XX XX Functions rooms x4 (12x1, 18x3) AA AA AA PP(2) *AA = APAN *XX = shared by APAN and PRAGMA *PP = PRAGMA *aa = room preparation All rooms: Two LCD projectors and two screens Video conferencing Equipments (Polycom x 4) High speed Internet access to APAN (10M, hopefully 1G) 802.11b wireless LAN access (all global IP address)

6. Expense (running cost only, draft) Meeting Rooms $14,000 Main: 300 (A 200 + B 100)$1,300 x 4 days (21-24) Room C1: 90 $700 x 3 days (20-22) Room C2: 60 $600 x 3 days (22-24) … + 1 day Room D: 24 + (26) $300 x 4 days (21-24) Secretariat: 12 $120 x 5 days (20-24) Network: 24 $300 x 5 days (20-24) Functions rooms (x4) $400 x 4 days (21-24) Proceedings ($20 x 250)$5,000 Equipment Rental & etc. ($2,500 x 4) $10,000 Student Staff ($100 x 5 x 5 days)$2,500 Receptions ($30 x 150)$4,500 Banquet ($70 x 150) $10,500 … + 50 fellow & students Coffee Breaks ($500 x 8 times)$4,000 Breakfast ($8 x 3 x 200)$4,800 Posters & panels$2,500 Staff lunch ($10 x 20 x 5)$1,000 Staff Accommodations ($70 x 5 x 4 nights)$1,400 Total $60,200

7. Income (for running, draft) Hosts (7 organizations)$28,000 KEPCO and local companies $4,000 Registration Fee ($100 x 150)$15,000 –Incl. Reception & Banquet Students & Fellow ($50 x 50) $2,500 –Incl. Reception & Banquet Governmental Support$10,700 Total$60,200

8. Expense (additional, draft) Convention Company $27,200 –Coordinators ($400 x 2 x 4) $3,200 –Web page make$2,000 –Registration processing ($10 x 200)$2,000 –Visa processing ($50 x 100)$5,000 –Indirect cost (20%) $10,000 –Transportation & accommodations$5,000 Travel support (5 – 10 x airfare) ??? LA Secretariat (one person) ??? Fellowship support (keep the same number) $4,000