Note+on+Core+Commitee+March+31

Present: Alan Duncan, Loza Mesfin, Meron Mulatu, Million Gebreab, Peter Ballentyn, Tibebe Gebreamlak, Wubalem Dejene
 * 5th Core Committee Meeting**
 * March 31, 2010**
 * Venue: DG Conference Room-Addis Ababa**


 * April 6th will be closing date for APM 2010 registration. **Peter** will send a reminder about the closing date and poster/market place session.
 * On March 25th, all logistics facilitation arrangement for plenary tent was tested and all are satisfactory [sound system, LCD, etc.].
 * Discussion was made on the draft APM Logistics brochure. The followings were pointes /section revised and/or requested to included **[Loza/Peter]**:
 * Include taxi drivers’ phone number.
 * Add Hiwot’s room number
 * Revise shuttle buss schedule time and add Zebu club [pick up place]
 * Revise contact person for admin assistant section; suggest participants to contact their theme assistant and/or Help Desk for programm, making phone calls and etc. for each theme and others
 * Include housing address for contact person regarding accommodation
 * Inform APM participants are required to eat buffet lunch at the Cafeteria and invited for APM dinner on Saturday.


 * Loza will send invitation for evening events:
 * Thursday: ILRI residence and staff in Addis [Disco at Zebu Club];
 * Friday: Peter will give list of invitees to Loza.
 * APM dinner: ILRI supervisors, professional staff, hosted institute with their science staffs.


 * Discussion on Programme:
 * Check with Leah how many people are expected for Friday’s dinner [**Million**] to decide the venue of the dinner i.e. tent or cafeteria.
 * Recommend Susan and Margaret to come with funny activities on APM dinner or closing programme [.
 * Contact Ketema to assign someone to be available at Help Desk **[Loza]**.
 * Emphasis that participants need wireless internet connection at the hotels Million. Recommend to check availability of wireless connection with IT staff at the Hotels **[Million/Hailu/Ketema].**
 * Discuss with Ketema to allow participants to make international phone calls with their own cost [**Loza**].
 * Prepare signs/posters for key meeting rooms for easy location **[Loza/Apollo].**
 * Prepare signs/posters/ for easy location of buildings, department, and locations in the campus **[Meron, Loza, Apollo].**
 * Contact Finance Department to advice Wegagan Bank to have sufficient cash and be ready logistically **[Loza]**.
 * Lunch for staff will be at 12:45 and 12:00 -12:45 for APM participants. Announcement must be done for ILRI staff **[Million].**
 * Paper folders are ready. Note pad, pen, brochure, What’s Up Addis, invitation for evening reception will be put in the folder **[Loza, Meron, Wubalem].**
 * **Loza** will send out room allocation announcement on April 7th**. Million** has to send out updated list [also cross check with Tibebe’s flight detail list].
 * Send a reminder for early arrivers that the APM dinner will be with traditional dress**[Loza]**.

Visa/Flight Details **[Tibebe]**
 * 17 visa on arrival secured excluding Boards;
 * 38 visa facilitation letters were issued and submitted to Ethiopian embassy in respective countries.
 * 64 people have submitted their flight details.
 * Waiting for Oli’s response for detail information about participants from Nairobi.