Annual Session 2007







INFORMATION CIRCULAR

The 36th Annual Session of the Pacific Islands Applied Geoscience Commission (SOPAC) will be hosted by Tonga in Nuku'alofa from Thursday 22nd to Thursday 29th November, 2007, at the Government Conference Centre. A preliminary timetable is attached.

The purpose of SOPAC Annual Sessions is to bring together member country representatives, advisors from supporting governments, organisations and institutions and, scientists and technicians working in the Pacific Islands region. It provides an opportunity to review the progress and directions of the SOPAC Work Programme, and to stimulate and plan new, emerging initiatives needed in the region.

The Official Opening of Governing Council is scheduled to begin at 0900am on Monday 25th November. The Official Opening will be preceded by a 3-day meeting of STAR (Science, Technology and Resources Network) to be held from Thursday 22nd to Saturday 24nd November. Sunday 25th November is a rest and recreation day.

During Council a 2-day combined meeting of Council and its Technical Advisory Group (TAG) will be held Monday 25th and Tuesday 26th November. The purpose of this combined meeting is for member countries and other delegates to discuss the SOPAC Work Programme.

Space will be provided for poster displays, maps and other material relevant to the SOPAC Work Programme. Slide and overhead projection facilities will be available for STAR presentations.

Daily sessions will be held during the hours 0900 - 1230 and 1400 - 1730. Time will be made available in the evenings for presentations that may be longer than can be fitted into the main programme, or are on topics not directly related to the SOPAC Work Programme.

Annual Session documents and STAR Abstracts will be provided to all delegates at the start of the Annual Session. In addition a summary record of proceedings will be produced and provided to all delegates at the close of the Annual Session.

REGISTRATION

Early registration is highly recommended. Please indicate your intention to attend the 36th Annual Session by completing and returning the attached Preliminary Registration Form to the SOPAC Secretariat as soon as possible but no later than Monday 1st October, 2007. At the time of responding please indicate your proposed travel and hotel accommodation arrangements. This will ensure that you will be met at the airport on arrival. If you have special needs please advise laisa@sopac.org

ANNUAL SESSION DOCUMENTS

During the Annual Session, substantive matters which participants may wish to raise under each appropriate agenda item may be outlined in a brief written Annual Session Document. These will be bound together and provided to delegates at the start of the Annual Session.

Annual Session documents should be sent to the Secretariat by Monday 1st October. They should be no more than two pages in length, with a separate document for each topic. Other papers may be presented by participants, but will not be included as formal Annual Session documents. In this regard delegates should bring a minimum of 80 copies for distribution at the Annual Session.

COUNCIL WORKING GROUPS

Working Groups of Council may be established at the start of the Session to consider issues of particular importance that may be raised in the Agenda, including work programme and budgetary matters. Some Working Groups may be established during the Session as issues arise in discussions. Reports from the Working Groups will be presented and considered at appropriate times during the Session and will be included in the Annual Session Proceedings.

STAR

All delegates are invited to make STAR presentations and participate in STAR Working Groups. It is the responsibility of the STAR Chair to report to Council on the STAR presentations in so far as they indicate new science and technical directions or have implications for the SOPAC work programmes.

Those delegates who wish to make a presentation should indicate their intention on the Registration Form. Details of STAR themes and guidelines and working groups for the submission of STAR abstracts are available as a separate circular from the Chair of STAR, John Collen (john.collen@vuw.ac.nz) / the SOPAC Secretariat / the SOPAC Homepage.Annual Session 2007 - Kingdom of Tonga Abstracts should be sent to John Collen no later than September 21st 2007.

This year, the overall themes of the STAR meeting will be "Pacific Marine Resources and
Geohazards, with particular respect to 1. Geoscience and the ECS Challenge and 2. Coastal Hazards and Protection�. As usual, presentations on any theme related to Pacific geoscience are welcomed for consideration.

FLIGHT DETAILS

There are international flights in/out of Nuku’alofa from New Zealand and Fiji and as well via Apia, Samoa. Air New Operates Tonga- New Zealand flights five days a week whilst there are daily flights from Fiji (Tuesdays and Saturdays from Nadi, Monday, Wednesday and Fridays from Suva). There is a once weekly flight via from Los Angeles to Tonga via Apia. Pacific Blue operates a twice weekly service via Sydney (Mondays/Thursdays).

HOTEL INFORMATION

Please note that the number of rooms in Nuku’alofa are limited and accommodation must be pre-booked. Whilst there are a number of places to stay, the number of rooms per hotel or motel is limited. It is preferred that participants book directly with the respective hotels specifically stating they are attending the SOPAC Annual Session. Block bookings have been made with the following hotels, motels and lodges. Please refer to page 6 of this Circular for further details.

1) International Dateline Hotel
2) Waterfront Café & Lodge
3) Villa Guest Lodge
4) Harbourview Motel
5) The Lagoon Lodge
6) Seaview Lodge & Restaurant

GENERAL INFORMATION
Tonga forms a group of islands. Tonga comprises some 176 islands that The Kingdom of Tonga consists of four groups of islands, the Niuas, Vava’u, Haapai, and Tongatapu between latitudes 16oS and 23oS and longitudes 173o40 W and 175o20 W. The 500-km-long Tongan chain is a mix of coral and volcanic islands.
Nuku'alofa, the capital, is located on the main island of Tongatapu.

Entry Formalities and Baggage: A valid passport and valid onward ticket together with proof of funds is a requirement for all participants. All delegates will be issued a visa upon arrival. There is a Departure Tax of TOP 25

Foreign Exchange: The standard unit of currency is the Pa’anga. As at 9th August 2007 100 TOP was equivalent to 58 Australian dollars or 50 US dollars.

Weather/Dress: Tropical climate and humid. Dry in late May to early December and temperature averages about 20-24 degrees Celsius throughout the year. Bathing suits restricted to hotels/resorts.

Electrical Supply: Supply is 240 volts, 50 cycles AC for Australia/NZ type 3-pin plugs.

Communication: There are reliable telecom facilities in/out of Nuku'alofa.

Time: GMT/UTC + 13