Hybrid Workshop on Strengthening Collaboration on Standardisation for Quantum Technologies

(SCSC 03 2025S)                                                                         30^th – 31^st July 2025

Songdo Convensia, Incheon

Republic of Korea

01. OVERVIEW

Background

This project aims to strengthen collaborative engagement between APEC economies on quantum technologies. As quantum technologies rapidly evolve, supporting Asia- Pacific economies in aligning with international standards is crucial to mitigate the risk of quantum incompatibility between economies. Regional cooperation plays a critical role in creating a strong regional quantum ecosystem and ensuring that the Asia-Pacific can utilise this technology in an interoperable capacity to maximise economic benefit.

Through a regional survey, cross-sectoral dialogue, and research report, this project will identify shared priorities, promote collaboration, and address key standardisation issues related to the rapid advancement of quantum technologies. The development of a regional quantum roadmap will support future standardisation efforts and contribute to the creation of a more unified and interoperable digital landscape across the Asia-Pacific.

Objectives

The key objectives of this event are to:

  ·  Facilitate cross-sectoral dialogue among APEC member economies on quantum technology standardisation.

  ·  Support alignment of regional efforts with international standards.

  ·  Build capacity across economies by sharing knowledge, challenges, and best practices.

  ·  Present initial project findings and gather stakeholder feedback to inform the development of a regional quantum roadmap.

  ·  Identify shared priorities and opportunities for future cooperation on quantum standardisation.

Project Details

APEC Project: Strengthening Collaboration on Standardisation for Quantum Technologies (SCSC 03 2025S)

Proposing Economy: Australia

Co-Sponsoring Economies: Canada, the People’s Republic of China, Malaysia, the Philippines, and the United States

Fund Source: AUS Self-funded project

Agenda

The agenda is attached as Annex A

 02. EVENT DETAILS

All 21 APEC member economies are welcome and invited to attend and actively participate in the workshop.

To facilitate fruitful and meaningful discussion, economies are encouraged to nominate participants from the following categories:

(1) Standards and conformity assessment bodies

(2) Public policy officials, particularly those who work on developing regulatory settings and policies related to emerging technologies

(3) Private sector, particularly those involved in quantum development

(4) Academia

Participation of qualified female participants is particularly encouraged.

Expert Speakers

Members are invited to nominate qualified expert speakers to attend and present at the event for consideration by the Project Overseer.

Nominations of qualified female speakers are particularly encouraged.

Funded Participants

Up to one expert participant from each of the nine (9) APEC economies eligible for Australian Government funding will be supported under this project. The APEC economies eligible for Australian Government travel funding are the People’s Republic of China, Indonesia, Malaysia, Mexico, Papua New Guinea, The Philippines, Peru, Thailand, and Viet Nam.

Representatives from economies not eligible for funding are very much encouraged to attend the workshop on a self-funded basis. 

Appropriate expert speakers may be nominated by SCSC members for the Project Overseer’s consideration. Economies are requested to nominate speakers by completing the nomination form (available here). 

Submission of Nominations

Nominations for funded participants and speakers must be coordinated and submitted online by the economy's SCSC focal point of the travel-eligible economy only.

Nominations for self-funded participants and speakers may be submitted directly online using the Nomination Form (see below).

Nomination Form

The online nomination form is available here.

Due Date for Nominations

The nomination form must be submitted by no later than close of business, 27^th June 2025.

Late nominations may not be accepted.

Review of Nominations

Nominations will be reviewed by the Project Overseer.

Expert speaker nominations: The Project Overseer will consider nominations for speakers in light of the agenda and budget and will contact the nominating economy directly.

Funded participant nominations: The Project Overseer will consider nominations for funded participants in light of the agenda and budget, and will contact each funded participant directly regarding travel approvals once the final list of participants and speakers is received.

Self-funded participant nominations: Once confirmed by the Project Overseer, self-funded participants (other than Non-Member Participants (NMPs)) may move ahead with booking flights and accommodation for in-person events.

Registration through Economy’s DAO

As the workshop will take place on the margins of SOM 3, in-person economy attendees must be accredited and registered through their respective economy’s delegation in advance of the meeting. Nominated economy attendees should seek registration through their economy’s Delegation Accreditation Officer (DAO). If attendees are not attending through a delegation, please work with the organizers on accreditation.

Please note that nomination through the nomination form serves to notify Project Overseers of prospective attendees and only partially confirms participant approval. It is imperative that all participants work with their DAO to complete the SOM 3 2025 registration and fully confirm participation in this event.

Registration will be available at 8:30am in advance of each daily session. All participants are expected to complete the registration form to assist with APEC and Standards Australia's data requirements.

Virtual Participation

Virtual participants will be able to join the workshop sessions via Microsoft Teams. The Microsoft Teams meeting link will be emailed to each registered online attendee in advance. To ensure smooth access, participants should register using a valid email address and log in 5–10 minutes before the session begins.

For attendance tracking and reporting, participants are requested to join using their full name as it appears on the registration form. If any technical issues arise, the event support team will be available to assist.

Evaluation

All participants are required to complete an evaluation form that will be provided by the Project Overseer.

In this form, each participant is encouraged to share their views and advice on the event's impact and efficiency as well as possible suggestions and policy implications for future APEC-related cooperation initiatives and activities.

05. FUNDING

(5.1) Allowance principles

According to the project budget, the funding for select speakers and eligible Australian Government funded participants invited by the Project Overseer will be provided on following principles:

Speakers: will be provided with round-trip airfare with restricted economy class (Y class or equivalent).  Airfare will be determined based on the most direct route and per-diem will include accommodation fees.

Active participants from eligible APEC member economies: One participant from each Australian Government funding travel-eligible economy will be provided with round-trip airfare of restricted economy class and in the most direct route. Per-diem will also be provided and is intended to cover costs such as hotel expenses, meals, transportation, transfers, travel insurance, visa and departure taxes.  

(5.2) Signing of Undertakings for funded speakers and participants

Once Standards Australia receives the final list of participants and speakers from the organizers, the Project Overseers will contact each funded participant and speaker regarding travel approvals (see Section 8 for contacts).

Once the Project Overseer has approved your air-ticket and itinerary, they will send you a travel undertaking for your signature. The undertaking is a contract between you and the Project Overseer, in which you agree to perform the Terms of Reference and they commit to reimbursing you for your travel expenses. An undertaking must be signed by each Australian Government funded traveler at least 10 working days before their travel commences.

The Project Overseer will not reimburse travel or any other expenses which are not supported by the signed undertaking. The undertaking will be based on the most direct and economical round-trip quotation (including airport and airport taxes, if any).  Funded travelers should obtain this quotation from his or her local travel agent. The complete travel itinerary and quotation should be forwarded to the Project Overseer for approval before the traveler confirms his or her travel arrangements. The Project Overseer assesses received quotations through Internet searches of travel web-sites including, where possible, those in the traveler’s home economy.

Airfare

Expert speakers: Approved speakers will be provided with round-trip airfares of restricted economy class and via the most direct route.

Participants: Approved funded participants will be provided with round- trip airfares of restricted economy class and via the most direct route.

Per Diem

Approved expert speakers and funded participants will be entitled to a per diem allowance to cover costs such as accommodation, meals, transportation, and transfers.

For this event, the per diem amount will be AUD $465 per person per day for a maximum of 2 days (per diem of 3 days plus 75% of one day's per diem allowance to cover miscellaneous expenses). The actual amount to be paid will be subject to the actual approved itinerary.

Approval Process

APEC member economies in the APEC Subcommittee on Standards and Conformance (SCSC) may nominate their participants to attend the Workshop through the following procedure: 

SCSC point of contacts need to complete the Nomination Form (available here) and share with the Project Overseer by the deadline.  We request that non-SCSC delegates who plan to attend the workshop also complete the form so that we have an accurate estimate of required seating.

The deadline for participant/speaker nominations is 27^th June 2025. 

The Final Registration of participants/speakers (Project-Funded or Self-Funded) will be done by their respective economies DAO (Delegate Accreditation Officer). Details on the Registration Procedures will be sent later.

Payment

Airfare and per diem allowance are normally provided on a reimbursement basis by default, which will take 20 working days after the Project Overseer’s receipt of the claim and necessary documents in good order from the funded travelers after the Workshop.

Advance payment is discouraged, and may only be provided on a need-basis, subject to assessment and approval by the Project Overseer. Requests must be justified, and the Project Overseer retains the right to decline a request. A written justification for advance payment request must be provided to the Project Overseer, together with airfare quotation and itinerary in good order, by 4^th July 2025. Thereafter, all payment will be reimbursed after the event.

06. EVENT LOGISTICS

*The official designated accommodation has not been confirmed and is subject to change.

Airport transfers

The nearest international airport in Incheon is Incheon International Airport with a 30-minute drive from the venue, Songdo Convensia. The transfer options available from the airport include taxi, e-hailing services, bus, subway car rental and airport transfers. The most convenient and quickest way to travel is by taking an airport taxi or e-hailing services via mobile applications such as Kakao T, Uber, etc. For further details on transport from Incheon International Airport to Songdo Convensia please visit the following website.

Weather (Incheon – July)

July is summer in Korea, typically hot and humid.

   ·  Average Temperature: 24°C to 31°C (75°F to 88°F)

   ·  Humidity: High

   ·  Rainfall: Possible afternoon showers or typhoon activity

Visas

To determine if your country is eligible for visa-free entry and the permitted duration, please consult the Korea Visa Portal.

Dress code

The dress code will be business casual.

07. APEC GUIDELINES

All APEC event organisers, speakers and participants are expected to comply with APEC's guidelines and policies.

08. CONTACTS

For all substantive and logistics matters regarding the event, please contact the Project Overseer:

Name: Alexandra Dunn-Delvaen

Title: Strategic and International Officer

Organisation: Standards Australia

Economy: Australia

Email: Alexandra.dunn-delvaen@standards.org.au

Other Points of Contact

Name: Alistair Tegart

Title: Standards Advisor – Quantum Technology

Organisation: Standards Australia

Economy: Australia

Email: Alistair.tegart@standards.org.au

APEC Secretariat

Primary Contact

Name: Marianne Gail Luna Bernardes

Title: Program Executive

Organisation: APEC Secretariat

Email: mgb@apec.org

Name: Natta Akapaiboon

Title: Program Director

Organisation: APEC Secretariat

Email: na@apec.org

Annex A – Draft Agenda