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SEE 14

The call for a host is now closed.

As the SEE Meetings take place outside of the Netherlands, the RIPE NCC is dependent on a local host for supporting the organisation and delivery of the meeting.

How you can benefit as a SEE Host

Hosting a SEE Meeting guarantees your organisation excellent visibility in the SEE and RIPE communities. After we confirm you as a host, we’ll promote your vital contribution by:

  • Mentioning your organisation’s name in the opening and closing plenaries and in announcements throughout the meeting
  • Inviting you to make a short welcome speech during the opening plenary (no sales pitches please)
  • Displaying your logo on the SEE 14 website, in printed meeting material, on participant badges, on the intermission slides and on roll-up banners at the meeting
  • Providing space in the coffee break area where you can display one promotional roll-up banner during both days of the meeting

Responsibilities of a host

As the host, you will provide general support during the preparation and delivery of the SEE Meeting. This includes the following:

  • Assist the RIPE NCC in finding a venue for the meeting that is available during the given dates. Based on previous SEE Meeting attendance, we typically expect between 200 and 300 participants (depending on the destination), and you should consider these numbers when submitting your proposal
  • Assist in finding a suitable venue for evening social events
  • Provide Internet connectivity at the meeting venue*
  • Support participants by providing them with invitation letters for visas when needed
  • Print the meeting t-shirts for the participants and two roll-up banners (the RIPE NCC will provide the design and pay for them)
  • Provide two members of staff to assist with registration and other duties during the set up day and the meeting (a total of three days)
  • Assist in finding a webcast service and a photographer for the event
  • Provide local PR for the event – i.e. ensure promotion in local press and appropriate mailing lists and invite local government officials

* You can provide this yourself or through a sponsor company

Internet connectivity at the meeting venue

  • Must be excellent: at least 250 Mbps
  • All attendees must be able to connect to the network
  • A separate line for the webcast might be required
  • IPv6 is a plus
  • As the host, you might want to arrange with the hotel to shut off their Wi-Fi network in the meeting areas for the duration of the meeting to avoid interference with the SEE wireless network

Networking dinner

The evening social events are an important part of the SEE Meeting. An evening event can be a dinner, a reception, a boat tour or anything that gives the attendees a chance to mingle in an informal atmosphere.

Interested?

Host proposal should be as detailed as possible, and we require the following information from you:

  • The name of your organisation and a short explanation of why you would like to become a SEE Meeting host
  • The city you are proposing to host the meeting in with some highlights explaining why SEE Meeting attendees might wish to visit the city
  • Accessibility to the city (airport, airlines, railways, etc.)
  • Information on any requirements, laws, or policies of the proposed meeting location that might affect the meeting or its organisation. For example, you must let us know about any special visa requirements, any permits we would need to obtain to hold a meeting in the proposed location, and so on
  • If known, an outline of how you propose to arrange Internet connectivity at the meeting venue
  • A list of at least two suitable meeting venues (hotels and/or conference centres) that are available on the proposed dates. The venues must also have:
    • A plenary room of at least 200-250 seats “theatre-style”
    • A breakout room of at least 100-150 seats “theatre-style”
    • A coffee break area for 250-300 people
    • A restaurant (or restaurants) that can host seated lunch for at least 250 people
    • A list of venues that can host social events (museums, clubs, restaurants, etc.) with a capacity of between 150 and 200

We also invite you to provide any additional information that you think would support your proposal to host the SEE 14/RIPE NCC Regional Meeting.

If you have any queries about hosting a SEE Meeting, please contact us via email.