To Administrations of Member States of the ITU

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1 MIC/TB July, 2012 To Administrations of Member States of the ITU Subject: 9 th Resolution 609 (rev.wrc-07) Consultation Meeting On behalf of the Administration of Japan, it is our pleasure to invite representatives of Administrations, Sector Members and the ITU-BR to participate in the 9 th Resolution 609 Consultation Meeting to be held in Tokyo, Japan on October 17-19, Please note that the meeting will be conducted in English. WLAN facilities will be provided so that documents posted to the Res. 609 Forum web page may be accessed. Representatives planning to attend the 9 th Consultation Meeting are invited to complete and forward the Form in Annex-1 no later than 15 September, For visa requirements, please see further detail at the following link: If you need a personal invitation, please indicate it on the Form in Annex-1 and forward the Form in Annex-3 no later than 31 August, Please note: Hotel accommodation needs to be booked at least 1 month in advance. It is recommended that the delegates should book their accommodation positively before 16 September, A list of suggested hotels and tariffs is enclosed in the Annex-2. If you need a reservation at these hotels, please indicate it on the Form in Annex-1 and forward the Form in Annex-4 no later than 15 September, Further information will be posted on the Res-609 Forum at: as the meeting approaches. If you have any questions, please feel free to contact: res609@soumu.go.jp Yours sincerely, Yuji HOMMA The Director of International Frequency Policy Office Ministry of Internal Affairs and Communications, JAPAN

2 Personal Information ANNEX 1 Representation Form Res th Consultation Meeting Tokyo, Japan October, 2012 Dr. Mr. Ms. Mrs. Miss Family name First name Representing Address Administration, Sector Member, or Affiliation Name of Organization Street City / State/ Postal Code Country Business Telephone Fax Need Visa Supporting Documents YES NO Note: Those participants who need visa-supporting documents are requested to return Annex-3 no later than 31 August, Need Hotel Reservation YES NO Note: Those participants who need hotel accommodation are requested to return Annex-4 no later than 15 September, Please return Annex-1 no later than 15 September, 2012 by fax or to: International Frequency Policy Office Telecommunications Bureau Ministry of Internal Affairs and Communications, Japan Fax: res609@soumu.go.jp

3 Page 1 ANNEX 2 Directions to the Venue and Travel information 1. VENUE 9th Resolution 609 Consulation Meeting will be held at Harmony on the Main Tower 44th floor of Keio Plaza Hotel, Tokyo, Japan. Keio Plaza Hotel Address: Nishi-Shinjuku, Shinjuku-Ku, Tokyo, Japan Tel: Fax: Website: For your information, the map is shown in Section HOTEL ACCOMMODATION Keio Plaza Hotel and Kadoya Hotel are recommended for all participants to stay during the meeting. Hotel locations are shown in Section 4. Participants can book their accommodation through the coordinator (fill up Annex-4 for reservation). Please note that room availability at Kadoya Hotel is limited and reserved on first-come-firstserved basis. If the reservations are full, it will be shifted to Keio Plaza Hotel and the coordinator will inform the corresponding participants about the situation. Hotel Tariff (JPY) Room type 15,000 (incl. breakfast) Single use Double bed (25 m 2 ) 13,000 (excl. breakfast) Keio Plaza 20,000 (incl. breakfast) Hotel Twin use Twin bed (25 m 2 ) 16,000 (excl. breakfast) URL Semi-double bed Single use 9,240 (excl. breakfast) (12 m 2 ) Kadoya Semi-double bed Hotel Twin use 15,750 (excl. breakfast) (23 m 2 ) URL Room rates include tax and service charge. Distance from Venue (km) Room Cancellation Policy The date below is the notified day of the room cancellation and the percentage is a ratio of a penalty fee to the room rate. Keio Plaza Hotel 10%: 9 days before check in date 20%: 1 day before check in date 80%: check in date 100%: no stay Kadoya Hotel 0%: 7 days before check in date 50%: 6-3 days before check in date 80%: 2 days before check in date 100%: check in date

4 Page 2 For details, please contact the hotel. 3. TRANSPORT FROM/TO AIRPORT Limousine Bus The limousine bus serves directly from/to Tokyo International Airport (Haneda Airport) and Narita International Airport (Narita Airport). Bus stops near the hotels are located at Keio Plaza Hotel and Shinjuku Station West Exit, shown in Section 4. Time Table is available at: For example, when you want to view the time table from the airport: 1. Choose your arrival airport (Narita or Haneda) 2. Select Shinjuku for destination area 3. Select Keio Plaza Hotel or Shinjuku Station West Exit for alighting point 4. Click Search button Regarding fare and ticket purchase, please visit Airport Transport Service website at:

Page 3 Train Narita Airport Shinjuku The Narita Express directly connects Narita Airport and Shinjuku Station. For details, please visit: http://www.jreast.co.jp/e/nex/index.

5 Page 3 Train Narita Airport Shinjuku The Narita Express directly connects Narita Airport and Shinjuku Station. For details, please visit: Haneda Airport Shinjuku The Tokyo Monorail or the Keikyu Line is available. You have to transfer to/from JR Line. For details, please visit:

6 Page 4 4. MAP Location from Shinjuku Station Keio Plaza Hotel (Meeting Venue)

Sta. West Exit Haneda Airport Limousine Bus Terminal

7 Page 5 Limousine Bus Terminal / Station Exit Keio Plaza Hotel Limousine Bus Terminal Keio Plaza Hotel Shinjuku Sta. West Exit Haneda Airport Limousine Bus Terminal Shinjuku Sta. West Exit Narita Airport Limousine Bus Terminal

8 Page 6 Keio Plaza Hotel Floor Guide 2F (Entrance) ELEVATOR ELEVATOR Main Tower South Tower 44F (Venue, Secretariat) HARMONY (Meeting Venue) ELEVATOR ELEVATOR

9 Ministry of Internal Affairs and Communications, JAPAN Telecommunications Bureau Kasumigaseki, Chiyoda-ku, Tokyo JAPAN Tel: Fax: Attention to: Yuji HOMMA (Mr), The Director, International Frequency Policy Office ANNEX 3 Participant Information for VISA Supporting Documents 9 th Resolution 609 Consultation Meeting October 17 ~ 19, 2012, Japan Notice: *-Please complete this form in block letters *-Please immediately send us this completed participant information by or facsimile above no later than 31 August, 2012 (Sorry, after this deadline, we will not able to accept your application.) All the information below MUST be necessary for issuing your Visa supporting documents. 1. Mr. / Ms. (FAMILY NAME) (Middle Name) (GIVEN NAME) YOUR FULL NAME in Chinese characters ***If you are a Chinese participant, please write your name in Chinese characters. 2. Official Title: ***If you are a Chinese participant, please write your official title in Chinese characters. 3. Organization: ***If you are a Chinese participant, please write your organization in Chinese characters. 4. Office Address: 5. Country(where you live): 6. TEL: FAX: 7 Passport Details: DATE OF BIRTH: PASSPORT NO: EXPIRE DATE: (Day,/Month,/Year) 8. Nationality: 9. Flight Information (To/From Tokyo) Arrival Flight No../Date/Tine/Airport Departure: Flight No../Date/Time/Airport (Day,/Month,/Year) *If your flight is not fixed yet, please inform us planned flight No./Date/Time/Airport would be acceptable at this time. 10. Accommodation in Japan Hotel name: or Other accommodation: Check-in date: Check-out date: (Day,/Month,/Year) (Day,/Month,/Year) After obtaining all above information, we will draft and issue your VISA supporting documents. Please apply your VISA to the Japan Embassy in your country with these documents. Your quick action would be much appreciated. Thank you for your cooperation.

10 Ministry of Internal Affairs and Communications, JAPAN Telecommunications Bureau Kasumigaseki, Chiyoda-ku, Tokyo JAPAN Fax: ANNEX 4 FAX SHEET for HOTEL RESERVATION 9th Resolution 609 Consultation Meeting October 17 ~ 19, 2012, Japan Notice: *-Please complete this form in block letters *-Please immediately send us this completed sheet by or facsimile above no later than 15 September, Name Mr. / Ms. (FAMILY NAME) (Middle Name) (GIVEN NAME) 2. TEL: FAX: 3. Hotel Name Keio Plaza Hotel (incl. breakfast) Keio Plaza Hotel (excl. breakfast) Kadoya Hotel 4. Room Type Single Use Twin Use 5. Check-in and Check-out Date: Check-in date: Check-out date: 6. Smoking or No Smoking Smoking No Smoking 7. Pay Method Cash Credit Card 8. Passport Details: DATE OF BIRTH: PASSPORT NO: EXPIRE DATE: 9. Confirmation Reply from Coordinator FAX Your FAX No. Your Address 10. Signature and Date

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