SUMMARY OF AD HOC MEETING OF THE SPACE MISSION PLANNING ADVISORY GROUP (SMPAG)

23 July 2025

(MS Teams)

The ad hoc meeting of the Space Mission Planning Advisory Group (SMPAG) took place on 23 July 2025 in a virtual format (MS Teams), with a view to discuss and agree upon the Terms of Reference for the SMPAG Apophis Flight Missions Working Group (AFM-WG) and the nominated coordinator for the AFM-WG, Mr Gerhard Kminek (ESA).

The meeting was chaired by the European Space Agency (ESA), the current SMPAG Chair (2023-2025) and supported by the UN Office for Outer Space Affairs (UNOOSA) as the secretariat.  

Agenda and main goals of the meeting

1.   Recap of SMPAG hypothetical asteroid impact exercise for 2025 IAA PDC

2.   Discuss and agree on Terms of Reference for the SMPAG Apophis Flight Missions Working Group (AFM-WG) and on the nominated coordinator of the AFM-WG, Gerhard Kminek (ESA)

3.   25th SMPAG meeting, 8-9 October 2025, at the Minor Planet Center, Smithsonian Astrophysical Observatory, Cambridge, Massachusetts, USA

Attendance:

The following agencies and institutions were represented at the meeting: ASI, CSA, DLR, ESA, FFG, JAXA, NASA, UKSA as well as observers for COSPAR. Representative of IAWN, ex officio member, participated at the meeting. attended the meeting. The meeting was also attended by the coordinator for the SMPAG Legal Working Group.

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1. Recap of SMPAG hypothetical asteroid impact exercise for 2025 IAA PDC

The SMPAG Chair, Detlef Koschny (on behalf of ESA) opened the discussion on lessons learned from the SMPAG hypothetical asteroid impact exercise for 2025 IAA Planetary Defense Conference. Held in Stellenbosch, South Africa, from 5 to 9 May 2025. The hypothetical exercise kicked off with a hypothetical notification from the IANW on 1 August 2024 and was held in a series of weekly Friday meetings over more than half a year.

In the discussion, it was emphasized that the hypothetical exercise was very valuable, in particular splitting the work into work packages that addressed specific elements of the potential missions needed in response to the hypothetical asteroid “2024 PDC25” (view from NASA delegate). It was also stressed that the exercise ended without concluding on all aspect of the work packages, e.g. payloads (view from DLR delegate) although this was to some extent due to limited time delegations had available to vest into the exercise, in addition to regular work. The summary report on the hypothetical exercise will be prepared for the 63rd session of the Scientific and Technical Subcommittee, held from 2-13  February 2026 in Vienna, Vienna International Centre.  

2. Discuss and agree on Terms of Reference for the SMPAG Apophis Flight Missions Working Group (AFM-WG) and on the nominated coordinator of the AFM-WG, Gerhard Kminek (ESA)

Draft Terms of Reference, for consideration by the SMPAG Heads of delegations were shared in an email with SMPAG heads of delegations on 24 April and 3 July. 

The participating delegations at the ad hoc SMPAG meeting on 23 July 2025 discussed the latest version of the draft TOR for the AFM-WG, taking into account comments received by the secretariat on the previous versions.

The nominated candidate, Mr Gerhard Kminek (ESA) introduced himself: currently he is  the Mars Sample Return (MSR) Lead Scientist and acting Head of the Mars & Beyond Science Office at the Directorate of Human and Robotic Exploration at ESA,  and has before that served as Planetary Protection Officer of ESA for 15 years.

Kminek presented his vision for this Working Group, stressing the importance of the AFM-WG as a practical, concrete platform for information exchange on plans for flight missions to Apophis, facilitating collaboration between missions to reduce unnecessary redundant activities and maximize mission achievements, and deconflicting potential periods of multiple mission operations and activities where unintended interference might otherwise occur. 

This SMPAG AFM-WG will also underscore SMPAG mandate and work, and international visibility.

Discussion also revolved around membership in the AFM-WG, in particular that members should consists of representatives from space agencies and offices and other scientific and commercial entities intending to conduct or contribute to a flight mission that will approach Apophis in the period of one year before and after its close approach to Earth in April 2029, and that this is the understanding of the present TOR.

The nominated coordinator, Gerhard Kminek, also stressed the importance of this understanding, and that he will, if confirmed, invite, with the assistance of the secretariat SMPAG delegations to nominate experts. He also stressed the importance of ground-based observations for Apophis flight missions and that the TOR also state what the AFM-WG will not be addressing, i.e. it will not discuss missions’ objectives.

After discussion, there has been one additional change proposed to the draft ToR in point 4.e – ‘in agreement’ with the …’  was changed to ‘in coordination’ with the …’.

The participating SMPAG delegations agreed to the Terms of reference for the SMPAG Apophis Flight Missions Working Group (AFM-WG), as amended.

The final TOR of AFM-WG are contained in annex to the meeting minutes.

The coordinator of the SMPAG Apophis Flight Missions Working Group, Mr Gerhard Kminek (ESA), was endorsed.

The SMPAG Chair expressed sincere appreciation to representatives of COSPAR for drafting initial TOR for the AFM-WG .

3) Next meeting - 25th SMPAG meeting, 8-9 October 2025, at the Minor Planet Center, Smithsonian Astrophysical Observatory, Cambridge, Massachusetts, USA

The SMPAG Chair encouraged delegations to participate in person to benefit from the venue and the tour of the Minor Planet centre.

SMPAG delegations and observers are asked to indicate whether they will participate in-person or virtually to SMPAG secretariat as soon as practicable.

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Annex

23 July 2025

TERMS OF REFERENCE

FOR THE

SPACE MISSION PLANNING ADVISORY GROUP (SMPAG) APOPHIS FLIGHT MISSIONS WORKING GROUP

This document constitutes the Terms of Reference (ToR) for the Space Mission Planning Advisory Group (SMPAG) Apophis Flight Missions Working Group (AFM-WG) and describes the basic principles of its work and purpose, namely, to provide a forum for identification, presentation, planning and collaboration on missions to Apophis by space agencies and other entities.

1.         Rationale

The historic close approach of the asteroid Apophis in spring 2029 provides a unique and exciting opportunity for multiple space agencies and other entities to send a space flight mission to a Near Earth Asteroid. These missions’ objectives may range from in-depth small body science investigations to demonstrations of planetary defence- related technology, or simply just demonstration of space capabilities and testing of technologies.

Regardless of their objectives, there is potential for multiple missions by the international space community to Apophis in the months surrounding its close approach to Earth in April 2029. Therefore, a mechanism is needed to identify planned missions, including commercial ventures, coordinate their activities in preparation for the mission periods during the flight to and around Apophis. This may include sharing of acquired scientific and engineering data, and foster collaboration wherever possible to maximize both individual and collective mission outcomes. These goals align with the purpose for which SMPAG was established: to facilitate international interagency collaboration on missions in planetary defence, and the Apophis encounter provides a prime opportunity to show how SMPAG can facilitate common goals.

2.         Scope

2.1. The work of the SMPAG Apophis Flight Missions Working Group includes:

  1. Identifying among its members and other entities plans for potential flight missions to Apophis.
  2. Allowing a forum for flight mission projects to present their plans to the SMPAG community.
  3. Facilitating collaboration between projects to reduce unnecessary redundant activities and maximize mission achievements.
  4. Deconflicting potential periods of multiple mission operations and activities where unintended interference might otherwise occur.
  5. Facilitating mission-related data exchange amongst the SMPAG community
  6. Providing international visibility for the individual mission activities and achievements.

2.2  The Apophis Flight Missions Working Group will not:

  1. Proscribe mission objectives or styles of mission management.
  2. Prohibit mission operations but will attempt to moderate compromises, if revealed to be harmful to other missions.
  3. Manage the planning and implementation of interfaces and operations between projects, including data sharing, after the need for interchange is identified. All projects manage themselves with their specified interfaces.
  4. Fund any activities associated with these cooperative and collaborative efforts.  All Working Group involvement and activities are funded internally by the participating agencies and projects for their mutual benefit.

3.         Reports and findings

Findings of the SMPAG Apophis Flight Missions Working Group shall be presented to SMPAG. It is the prerogative of SMPAG members to decide how to act on these findings. Data, findings, and reports of the SMPAG Apophis Flight Missions Working Group shall only be released to the public after approval by SMPAG. Release of such information may then be accomplished via the SMPAG web site, papers prepared for scientific journals or conferences, via news media, or other means.

4.         Membership

  1. SMPAG shall decide by consensus on the Apophis flight missions that participate in the SMPAG Apophis Flight Missions Working Group. The missions include those that would approach Apophis in the period of one year before and after its close approach to Earth in April 2029. This excludes mission concepts.

  1. Representation to SMPAG by the Working Group Membership is normally limited to two nominations per flight mission – one with technical and programmatic expertise, the other with scientific or mission objective expertise; exceptions may be authorized by SMPAG. The representatives should be familiar with all relevant stages of their planned Apophis flight mission planning, operation and both scientific and technology demonstration objectives.

  1. The International Asteroid Warning Network (IAWN), which coordinates the Earth-based telescopic observation campaigns for Apophis, and the United Nations Office for Outer Space Affairs (UNOOSA) will have ex officio representation on the Working Group.

  1. The Working Group’s efforts are facilitated by a group coordinator, whose responsibilities are to help with the organization of meetings, preparation of documents, text input, internal communication, and similar matters. SMPAG will appoint the coordinator by membership consensus.

e.   In consultation with the coordinator, the members of the Working Group and SMPAG members may also invite supporting experts or observers to participate in meetings of the Working Group.

5.         Relation to SMPAG

SMPAG will direct and prioritize the activities of the SMPAG Apophis Flight Missions Working Group by:

  1. Appointing the group coordinator and approving new flight missions as members of the Working Group.
  2. Proposing issues and questions to be considered by the Working Group.
  3. Participating in the meetings of the Working Group, as appropriate.

d.   Assessing reports and any other products from the Working Group.

e.   The Working Group’s coordinator shall present the activities of the Working Group in SMPAG meetings.

6.         Meetings

Regular meetings of the SMPAG Apophis Flight Missions Working Group will be organized by the group coordinator at a cadence agreed to by the Working Group members. Meetings, facilitated by UNOOSA as SMPAG secretariat, may be in person or online, at the consensus of the members and extra/special topic meetings may be organized, as needed.

7.         Other Terms and Conditions

  1. These ToR demonstrate the mutual interest of the members of the SMPAG Apophis Flight Missions Working Group to exchange information on flight missions to Apophis in accordance with the Rationale of these ToR. These ToR do not establish any obligation or legal requirement to do so, nor do they establish any obligation to conduct any particular cooperative activity.

  1. The SMPAG Apophis Flight Missions Working Group members provide their own funding and resources to support their participation in the Working Group.

  1. These ToR may be modified or terminated by consensus of SMPAG.

 

Preliminary list of potential members, by mission represented:

NASA OSIRIS-APEX          Melissa Morris, NASA Program Executive

Tom Statler, NASA Program Scientist

ESA RAMSES                      Paolo Martino, ESA

                                                Richard Moissl, ESA

JAXA DESTINY+                 Yoshikawa Makoto, JAXA

Ex Officio Representative IAWN

Ex Officio Representative UNOOSA

Industry representatives if new commercial Apophis missions are identified

More TBD

Appendix A: Tasks of the Working Groups’ Coordinator

  • The Coordinator develops a workplan of the Working Group, in coordination with SMPAG Chair.
  • The Coordinator calls for meetings and sets agenda for the meetings, prepares documents and ensures internal communication.
  • The Coordinator provides reports to SMPAG on activities and any potential issues, ensuring that all views of the Working Group members are heard at meetings and reflected in the reporting.

The work of the Coordinator in the organization of meetings of the Working Group and coordination with SMPAG is supported by UNOOSA as SMPAG secretariat.

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