Host a Meeting
Terms and Conditions for Hosting a LACNIC Event
1. Background
Each year, LACNIC organizes two events in different cities within its service region. These events bring together the Latin American and Caribbean Internet community, with an estimated attendance of 550-600 participants each time.
The first event of the year (held in the month of May) includes the Annual Member Assembly, the Public Policy Forum, as well as technical workshops and training activities. It also includes panels on topics of interest and other technical forums in which the entire regional community participates. Other major regional organizations contributing to Internet development and stability such as LACTLD (the ccTLD Operators Association) and LAC-IX (the Internet Exchange Point Association) co-locate their own annual meetings and member assemblies with the May LACNIC event.
The second annual event (October) is similar to the first and is co-located with LACNOG (the Latin American and Caribbean Network Operators Forum).
By geographically rotating these events, LACNIC seeks to promote local community engagement in participation and decision-making spaces. This makes LACNIC events the most important Internet meeting in the region.
The audience comprises mainly Internet service providers, academic networks, regulatory bodies, ccTLD operators, NAP/IXP operators, civil society organizations, service provider representatives, hardware and software vendors, and telecommunications industry professionals.
2. Incentives for Hosting a LACNIC Event
The organization hosting the event will have the opportunity to position itself as an entity with local and regional relevance. It will receive recognition as the event host and will be able to promote its corporate image both before and during the event:
- the company logo and a link to its company website placed on the official event website to promote it as the local organizer
- the company logo on the official event T-shirt (if applicable)
- corporate branding on promotional materials and signage at the facilities where the event is taking place
- media promotion and publicity as the local organizer in press releases
The LACNIC event offers its host the opportunity to network with industry leaders, as well as major business representatives and decision makers.
The host will get the chance to generate additional local impact by promoting Internet development in its environment: first-hand contact with regional and world-renowned experts, technical training, workshops, forums and panels.
The host will also have the option of providing input and contributing to the event program.
The event provides the opportunity for the local organizer to train its teams through direct contact with experts on various topics of interest that can be applied immediately to the organization's daily operations.
3. Logistical and Technical Requirements
3.1 - Minimum Requirements for the Venue
- An international airport operating daily flights to and from the main cities of the LAC region.
- Not more than one hour distance between the airport and the meeting venue with public transportation available (shuttle, taxi, train, etc.)
- It will be considered a plus if the venue (hotel or convention center) is located in an area with good public amenities such as restaurants, banks, public transportation, shopping centers, etc.
- The venue hotel must meet all the requirements for hosting events and conferences. It will be considered an advantage if the meeting is held at the same hotel where participants will be accommodated. Five-star hotels are preferred.
- The venue hotel must allow the installation of cables and wireless access points in meeting rooms and common areas such as corridors, the foyer and exhibition area, and the use of the existing wiring infrastructure at their facilities.
- The host must sign agreements with local Internet Service Providers to ensure that the bandwidth and infrastructure requirements needed to provide the event's connectivity are met. (See Network Infrastructure Requirements in section 3.5).
3.2 - Accommodation Requirements
Rates
The host must negotiate a daily rate with the venue hotel (preferably a five-star hotel) that is convenient for event participants. (Reference rate: USD 95 to USD 130 per night). This rate must include breakfast, taxes and Internet access in guest rooms.
Blocking rooms for event attendees
LACNIC will block between 140-160 rooms, to be paid for directly to the venue hotel, for the use of LACNIC staff, directors, special guests and sponsored participants.(Additional charges for these rooms are to be paid for by each guest).
A second group of rooms (80-100 rooms) will be blocked so that participants can make their own reservations and pay for their own rooms directly to the hotel (the hotel will determine when these rooms will be unblocked). Accommodation rates and hotel contact information will be published on the event website.
Overflow hotels
Up to four alternative hotels must be selected in the area near the venue hotel (preferably within walking distance). These hotels should be less expensive, as they are intended for participants traveling on a lower budget. Accommodation rates and contact information for overflow hotels will be published on the event website.
If these overflow hotels are not within walking distance of the venue hotel, a system must be implemented for transferring participants to and from the venue hotel on a daily basis.
3.3 - Conference Room Requirements (Capacity, Audio visual and IT Equipment, Schedule)
3.4 - Catering
- 2 daily coffee breaks (5 days)
- Buffet lunch (5 days)
Historic data shows that, on average, attendees at a 450-participant event are distributed as follows:
| Day | CB am | Lunch | CB pm |
|---|---|---|---|
|
Monday |
400 |
400 |
400 |
|
Tuesday |
430 |
430 |
430 |
|
Wednesday |
450 |
450 |
450 |
|
Thursday |
400 |
400 |
400 |
|
Friday |
300 |
300 |
300 |
Please attach menu specifying coffee break and lunch options.
3.5 - Network Infrastructure Requirements
3.6 - Social events
Welcome Cocktail
- Time and date: Monday (first day of the event), 19:00 - 23:00
- An event for participants to meet and socialize at the beginning of the event
- Number of attendees: 350-400
- Format: Cocktail (beer, wine, cocktails, soft drinks) and canapés
- Entertainment: Live music and/or DJ
- Location: A pleasant open space inside the venue, or a location outside the venue
- If an external location is chosen, it is important to consider how participants will be transferred to and from the venue and overflow hotels
- Two or three proposals must be submitted
Meet and Greet Social Event
- Time and date: Wednesday (third day of the event), 19:30 - 23:30
- Most important and attractive socialization activity for participants, large turnout would be expected; opportunity for visibility as a sponsor
- Number of attendees: 450
- Format: Cocktail (beer, wine, cocktails, soft drinks)
- Food: Consider a variety of local food choices served at different stations
- Entertainment: Live music show
- Location: Location outside the event venue, for example a tourist attraction, to be used exclusively for this social event
- Must include transfer of participants to and from the event and overflow hotels
- Two or three proposals must be submitted
Peering Forum Cocktail
- Time and date: Tuesday or Thursday (second or fourth day of the event), 18:30 - 21:30
- Social event for a reduced group of event participants
- Number of attendees: 100-120
- Format: Cocktail (beer, wine, cocktails, soft drinks) and canapés
- Basic audio visual equipment (projection screen and audio) and background music
- Location: Open or closed space inside the event venue
3.7 - Graphic Materials and Merchandising
The local organizer will be responsible for the production of the printed materials to be handed out to attendees (bags or backpacks, notepads, program, pens, T-shirts, etc.) and for the signage and graphic materials needed based on the characteristics of the conference center chosen for the event (main conference room gigantography, directions, banners, etc.). The local organizer will also be responsible for the production of the merchandising items to be handed out to participants and will be in charge of preparing and putting together these materials.
The content, design and layout of these materials will be specified and approved by LACNIC. The local organizer and LACNIC will agree on a schedule for the delivery of the materials such that they will be available 72 hours prior to the beginning of the event. LACNIC will provide a list of these materials.
4. Obligations of the Parties
4.1 - Obligations of the Local Organizer (Host)
The local organizer will be responsible for setting up the local organization needed to coordinate and provide the services and facilities required for holding an event with an estimated attendance of 450-500 people.
The following is a general list of the services and facilities required for the event:
- Selecting a venue hotel with the facilities and conference rooms needed for the event. Alternatively, identifying a main hotel and a convention center with the facilities required for the conferences.
- Negotiating with potential venue hotels for preferential rates for participants (rooms to include breakfast and Internet connectivity).
- Selecting 3 or 4 overflow hotels in the area near the venue and negotiating preferential rates for event participants.
- Hiring audio, video, IT and simultaneous interpretation equipment and services according to the requirements detailed in the conference document.
- Hiring the services needed to hold the social events detailed in the document.
- Hiring coffee break and lunch services for participants according to the requirements detailed in the document.
- Hiring support staff to prepare the materials to be handed out to participants (prior to the start of the event).
- Hiring support staff for tending to conference rooms and participant registration during the event.
- Making available the organization's support staff for coordinating technical services (network and Internet connectivity).
- Providing the support needed for participants to obtain their visas to enter the country, issuing letters of invitation and offering local support to help them complete the process.
- Hiring emergency medical services for event participants at the venue hotel.
- Coordinating the production of printed materials, merchandising items and signage for the entire event.
- Appointing a general coordinator who will remain in constant contact with their LACNIC counterpart.
- Appointing a technical coordinator to collaborate in the preliminary analysis of technical alternatives and in the implementation of the agreed upon solutions, prior to and during the event, so as to guarantee the highest quality standards for both the network and the Internet service.
- Appointing a communications coordinator to work with LACNIC on the local promotion and dissemination of the event.
4.2 - Obligations of LACNIC
LACNIC will be responsible for the general organization of the event, its international promotion and communications, coordinating with other Internet organizations and actors, as well as seeking and facilitating the participation of speakers and participants to ensure an event of the greatest possible relevance for the region.
LACNIC will attempt to support the local organizer at all times so that it may fulfil the general and specific tasks for which it is responsible in order to provide the services required and listed above.
Specifically, LACNIC will be responsible for:
- The general organization of the event
- Preparing the activity schedule for the week (program)
- Identifying potential presenters and panellists and facilitating their participation
- Developing and maintaining the event website
- Any direct expenses incurred by the organization's staff and directors
- Managing the sponsorship program to facilitate the participation of the regional community
- Coordinating with the hotel staff to reserve rooms for LACNIC staff, directors, sponsored participants and guests
- Supporting the management of local and international sponsorships to help finance the event
- Making available a basic document with the general terms and conditions for sponsoring a LACNIC event
- Publicizing the event and promoting the participation of the international community
- Conducting a preparatory visit to the host city in order to support the local organizer in the selection of the venue and in all matters concerning logistics (conference rooms, production of materials, options for social events) and technical aspects (connectivity, network configuration, audio and streaming services)
- Appointing a general coordinator who will remain in constant contact with the counterpart identified by the local organizer.
- Appointing a technical coordinator (engineering) to collaborate in the preliminary analysis of technical alternatives and in the implementation of the agreed upon solutions, prior to and during the event, in order to guarantee the highest quality standards for both the network and Internet services.
5. Contributions by the Host
When selecting a venue, LACNIC will take into account and weigh the contributions that the host organization undertakes to perform in its capacity as local organizer, namely:
- At least 30% of the total event budget
The total event budget is the total cost associated with preparing and running the meeting as a whole. It includes the following services and materials: rooms, audio visual and IT equipment, simultaneous translation equipment and interpreters, food and beverages (coffee-breaks and lunches), social events, graphic materials and merchandising, daily transfer of participants to and from the venue, recruitment of the staff needed for participant registration and tending to the conference rooms, and medical services. - A team of professionals
a general coordinator (logistics, communications), a technical coordinator, and a communications coordinator. (See details under 7. General and Technical Coordination of the Event). - The staff and equipment needed to welcome and register participants, as well as to take care of the conference rooms
A team of six people is required (at least two of these must be bilingual English-Spanish speakers) for the following tasks: preparing the materials to be handed out to participants prior to the start of the event, registering participants and handing out registration materials from Sunday to Friday, meeting room support tasks (changing speaker name displays, delivering gifts, counting the people in the room, etc.). Prior to the start of the event, this team will be provided with training on how to use the registration system. - Agreement with a connectivity provider that will provide the Internet link for the event free of charge
This agreement will be signed between the local organizer and the Internet service provider and will be considered a sponsorship. The provider will receive all the benefits of a sponsor of the corresponding category. (See sponsorship document) - Organization and funding of the Welcome Cocktail
(See details under 3.6 - Social Events) - Active participation in summoning participants to the event, with emphasis on the local community
The local organizer will work hard to summon participants and publicize the event using its own dissemination channels and sharing the information with the local community in coordination with the LACNIC Communications team. - Commitment to involving key leaders of various sectors of the local community so that they will attend the event
(for example the Ministry of Telecommunications, government representatives and other persons to whom the theme of the event would be relevant). - The level of participation of the host organization within the institutional life of LACNIC will be valued.
6. Sponsorships and Registration Fees
Sponsorships will be managed by both LACNIC and the local organizer in accordance with the terms and conditions set forth in the sponsorship document provided by LACNIC.
The contributions of companies and organizations managed by the local organizer will be administered by said organizer so as to help finance their contribution to the event.
Contributions by international companies and organizations, and participant registration fees will be managed and administered by LACNIC.
In the case of sponsorships by international organizations having a subsidiary in the host country or of an organization with which the local organizer has relevant business or institutional ties, the local organizer will have preference to negotiate the best possible conditions for the event.
The registration fee for the event will be USD 300 (three hundred US dollars). This amount may be revised by LACNIC if it is considered necessary based on the location of the event and the particular situation of the country.
LACNIC member organizations may designate two (2) participants who will be exempted from the registration fee. LACNIC will be in charge of exempting registration fees for speakers, sponsored participants and guests.
Other registration fee exemptions which the local organizer wishes to implement must be agreed upon with LACNIC for the purpose of their registration and oversight.
7. General and Technical Coordination of the Event
Once the host organization has been confirmed, LACNIC and the local organizer will appoint the representatives who will be in charge of the event's general and technical coordination.
About general coordinators
- General coordinators will be responsible for ensuring the event's success and must have the experience and technical ability needed to carry out the overall management of the event.
About technical coordinators (engineering)
- The persons designated by the parties will be responsible for compliance with the technical standards (Internet) that apply to connectivity in all event areas (main conference room, rooms used for tutorials, secretariat, board of directors, common areas), as well as audio, video and streaming services.
About communications coordinators
- The persons appointed by the relevant parties will be responsible for establishing a coordinated communications strategy for publicizing and promoting the event both locally and internationally.
8. Application Form
Applicants must send an expression of interest to host the event (to: eventos@lacnic.net) and complete the application form below.
When accepting and selecting a proposal, LACNIC will take into account the items detailed in section 5. of this document, as well as other factors that may be at LACNIC's sole discretion.