[ipv6-wg] IMPORTANT: RIPE75 is SPECIAL (call for presentations)

Dear IPv6 Enthusiasts,

We are building the agenda for the next meeting,
so if you'd like to present at IPv6 WG sessions at RIPE75 or
have some ideas/suggestions for the agenda - please contact
ipv6-wg-chairs at ripe.net.

IMPORTANT: There is smth unusual about RIPE75 you should be aware of,
especially if you are planning to present.
Dubai's Department of Tourism and Commerce Marketing (DCTM) have
special requirements for events. The more detailed information could
be found below in the text format (and the .docx is attached for your
reference), but the short summary is:
1) a final list of all speakers at RIPE 75 must be provided to the
DCTM one month before the start of the meeting;
2) all speakers (including remote presenters) need to provide a colour
copy of their passport and a short bio (min 2000 chars).

What does it means for us? Obviously we need to finalize the agenda
much earlier than usual. Also those requirements make it very hard
(almost impossible)
to add new talks at the very last moment or deal with speakers change.

Therefore if you are considering to present but still hesitating it's
better to let us (chairs) know and submit a talk tentatively.

Sorry about hassle and we hope to see as many amazing talks submitted
as usual, despite all those irritating inconvenience! ;)

Additional info:
----
Department of Commerce and Tourism Marketing (DTCM) Permit

General information

The application of a UAE law applies to all events held in Dubai
including the RIPE 75 meeting.

Following this local law, all speakers and attendees must provide
additional personal information to the DTCM in advance of the meeting.
While the impact will be minimal for attendees, the requirement to have
speakers’ passports and other information weeks ahead of the meeting
will require the RIPE Meeting agenda to be finalised much earlier than
usual, and with less room for last-minute agenda changes.

What are the requirements of the law?

1. All RIPE 75 attendees (including RIPE NCC staff) will need to provide
the following information:

Full name
Country of residence
Date of birth
Nationality
Telephone number (mobile or landline)
Email address

This information will be collected through our usual registration form
and will be passed to the event agency that acts on behalf of the
government.

The event agency will use attendees’ information to produce barcodes for
each attendee. The meeting badge will include the barcode and barcode
number.

2. All speakers (including remote speakers) will need to email the
following information to meeting at ripe.net one month before the start of
the meeting. We will forward this information to the DTCM:

Full name, title
A colour copy of their passport
A copy of their Emirates ID (if a UAE resident)
Profile/bio for the speaker (at least 200 characters)
Mobile number
Email

According to the law, a speaker will be rejected if any false
information is submitted and a new application must be submitted.

What does this mean for the WG Chairs and PC?

The agendas for all WG sessions should be finalised one month before
RIPE 75 begins, so that all presenters have time to submit their
information/passports.

The WG Chairs will need to make people aware of this deadline in their
calls for presentations and when soliciting presentations for the meeting.

We suggest that panels be avoided as much as possible, as it might be
challenging logistically to ensure that speakers send in their
information in time. Another option (“loophole”) would be to have the
panel participants contribute as “audience members” from the floor.

Who counts as a speaker?

Essentially, this includes anyone who is presenting on stage - plenary
and WG presenters, panel participants, WG Chairs and PC members and
community members  who are chairing or moderating sessions.

Not included in this definition is attendees who are speaking at the
microphones during Q&A sessions.

Why does the government require this information? How will the data be
handled?

The stated reason is to facilitate greater efficiency for event
organisers and government entities that are responsible for granting
permits. The data is used to conduct analysis, market research and
examine industry trends. The data is not shared with other event
organisers or ticket resellers/registration companies.

We have also been told that the real reason is for security (to avoid
anti-government or anti-religious speakers).

The information on attendees is also used to get an accurate sense of
how many attendees were at the meeting.

We do not know how long they will keep the information supplied or how
it will be handled.

Telephone numbers/email addresses will not be checked.

What are the penalties for non-compliance?

A fee is paid to the government for each individual case of incorrect
data submitted. The attendee is liable for this, not the RIPE NCC.
However, the DTCM has said if we show good faith, they will be
understanding.

Regarding the speakers, the fine is 5-15,000 AUD in the case of
non-compliance. The RIPE NCC would be liable for this.


Are any people exempted from these requirements?

There are some options for a limited number of people to be exempted,
but this is intended for high-level government attendees only.


-- 
SY, Jen Linkova aka Furry on behalf of RIPE IPv6 WG Chairs.
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