Timing and Location of the Commission and its Committees in 2025

Abstract: This paper provides a hosting proposal by the Secretariat if no Member is accepted to host COM09, TCC08 and FAC07. As well, the recommendation is to commit to a regular timing of the meetings (i.e., designate certain weeks to be the “NPFC meeting weeks”) so that other international fisheries meetings would know generally when our Commission related meetings occur.  This is common with other RFMO and might facilitate offers to host. The proposed timing takes into account the Lunar New Year as well as fisheries operations (notably Pacific saury). This information is provided to assist Members in planning Commission meetings. The timing of the Annual Report deadline also needs to be considered or other approaches used to provide Member/CNCP information for the Compliance Monitoring Report. Funds for the 10th anniversary recognition is also identified. Members are requested to take note of the proposals in this working paper (timing, hosting costs if borne by the Secretariat and the 10th anniversary recognition) and provide guidance to the Secretariat.

Introduction: The timing and location of NPFC Commission and associated subsidiary body meetings are determined by Members typically one year in advance of the meeting. The requirement is outlined in the NPFC Convention:

• Article 5.3 The Commission shall hold a regular meeting at least once every two years at a time and location to be decided by the Commission and may hold such other meetings as may be necessary to carry out its functions under this Convention.

The Commission may wish to consider a procedure to facilitate the scheduling of Commission meetings (and currently associated TCC and FAC). Taking into account the dates of other RFMO related meetings (Appendix 1), the Lunar New Year and the fishing season in our Convention Area, the timing has historically moved.

The Secretariat proposes the timing of the Commission meetings in March as a fixed date for further years. For the next three years the Lunar New Year and the period between the dates and the Commission meeting is shown in Appendix 2 and the period is at least 22 days.

For 2025, the Secretariat has confirmed cost estimates and availability for two locations in Tokyo that fall within the allocated budget from COM07.  This takes into account using the purchased conference microphone system which allows a significant reduction in meeting venue costs for setup and maintenance. This system was used for 2024 Niigata science meetings and a similar one for SC08 in Nanaimo. The recommended one for the quality of the facility and cost is a public facility called the Tokyo International Exchange Centre