[Internal-cg] Reminder - Travel - ICG Mtg #2 - By tomorrow COB

Wed Aug 6 23:35:57 UTC 2014

Thanks Alice for the update.

Mary Uduma

On Wednesday, August 6, 2014 7:03 AM, Alice Jansen <alice.jansen at icann.org> wrote:

Dear ICG Members,

ICANN has carefully considered the requests that have come in through the mailing list on the topic of travel and/or lodging support for members traveling to attend the ICG’s face-to-face meeting in Istanbul on 6 September who also wish to attend the IGF in Istanbul that immediately precedes the ICG meeting, as a way to maximize opportunities of engagement with stakeholders from various communities.

To this end and in accordance with our travel policy, for any ICG traveler, we will extend their arrival date in Istanbul to 31 August instead of 5 September. This travel date extension is for airfare only, and in the event the fare extended to include attendance at the IGF is higher than the fare for the travel to the ICG alone, the individual traveler would be responsible for that additional fare. We understand that these additional fares are likely to be minimal, if any. 

While ICANN is able to support ICG members who wish to extend the dates on their airfare to allow for travel to the IGF, we are unfortunately not in a position to provide any rooming accommodations or to cover any other expenses incurred outside of the dates for the ICG’s face-to-face meeting (approved dates: 5-7 September) as that will have considerable budgetary implications and does not fall within ICANN’s standard business practice. 

The composition of the ICG allows for it to effectively maximize the ability of its members to be in attendance at various events where outreach would occur. It was also our understanding that a number of ICG members would be in Istanbul at the IGF as part of their other duties and thus envisioned that a delegation of ICG members would be conducting outreach in this context. Not having all members of the ICG present at any one event should not impede the group’s outreach efforts. 

We hope you will take the above into consideration and thank you for your understanding.

Best regards

Alice

From: Alissa Cooper <alissa at cooperw.in>
Date: Monday, August 4, 2014 6:57 PM
To: Alice Jansen <alice.jansen at icann.org>
Cc: "internal-cg at icann.org" <internal-cg at icann.org>
Subject: Re: [Internal-cg] Reminder - Travel - ICG Mtg #2 - By tomorrow COB

Hi Alice,

Apologies for not catching this earlier:

I believe in London we had some discussion about the importance of ICG participants engaging with constituencies outside of the normal ICANN ones and outside of ICANN meetings. For those who require travel support, having support solely to fly in the night before the ICG meeting, which is taking place after the IGF, seems to severely limit their capability to engage with the broader community attending the IGF. In my view the IGF is perhaps one of the most important broader venues in which ICG participants may engage, since it draws a diverse global audience and has on its own agenda topics related to the work of the ICG. Thus I think it would be preferable if supported travelers can obtain support to arrive in time to participate in the IGF. Please advise the group about this possibility.

(Note that I’m asking on behalf of supported travelers and for the benefit of the group as a whole as I’m not seeking travel support myself.)

Thanks,
Alissa

On 8/4/14, 9:16 AM, "Alice Jansen" <alice.jansen at icann.org> wrote:

Dear ICG Members,
>Should you need travel support to attend the ICG Mtg #2 (6 September), please be kindly reminded to return the attached travel request form to cgtravel at icann.org by tomorrow – Tuesday, 5 August 2014 – COB. See below for more information.
>Thanks,
>Best regards
>Alice 
>From: Alice Jansen <alice.jansen at icann.org>
>Date: Friday, August 1, 2014 2:34 PM
>To: "internal-cg at icann.org" <internal-cg at icann.org>
>Subject: Reminder - Travel & Visas- ICG Mtg #2 
>
>
>
>Dear ICG Members,
>Should you need travel support to attend the ICG Mtg #2 (6 September), this is to kindly remind you to please return the attached travel request form to cgtravel at icann.org as soon as possible and no later than Tuesday, 5 August – COB. Note that delays in providing your information will not guarantee travel support. Supported travelers must book their air travel with ICANN's authorized travel agent, where the cost will be billed directly to ICANN. Hotel rooms and tax for a specified meeting will be arranged and paid for directly by ICANN in accordance with the authorized arrival and departure dates (5-7 September 2014). ICANN will only book and pay for a non-refundable, lowest logical price airfare, and economy airfare. Reimbursement will be permitted for meeting attendance and other reasonable incidental expenses incurred.
>May we also invite you to go to https://www.evisa.gov.tr/en/ for visa-related information.
>Thanks - 
>Best regards
>Alice
>From: Alice Jansen <alice.jansen at icann.org>
>Date: Wednesday, July 30, 2014 11:57 PM
>To: "internal-cg at icann.org" <internal-cg at icann.org>
>Subject: PLEASE READ - ICG Mtg #2 - Travel & RP
>
>
>
Dear ICG Members,

As announced by Alissa, the ICG in-person meeting # 2 will take place on:

** Saturday, 6 September 2014**
At the Grand Hyatt in Istanbul
Meeting room: Tyana 1&2
09:00-17:30 EEST – 06:00-14:30 UTC
See timezone conversion at: http://tinyurl.com/qz5zjh3

Remote participation (RP) features will be available for ICG members who are not in a position to attend the meeting in person. 

Remote Participation & Interpreting
The global multistakeholder community will be able to follow your exchanges through the virtual meeting room: https://icann.adobeconnect.com/icg/. Coordination Group Members participating remotely in the meeting should join the adobe connect room to view any material being displayed in the meeting room. 
The dial-in bridge details will be sent to you in a separate email (off list). 
Please note that we will have interpreting services at the meeting. Links to the respective languages are available below:  
*      English - http://stream.icann.org:8000/icg-en.m3u 
*      French - http://stream.icann.org:8000/icg-fr.m3u 
*      Spanish - http://stream.icann.org:8000/icg-es.m3u 
*      Chinese - http://stream.icann.org:8000/icg-zh.m3u 
*      Russian - http://stream.icann.org:8000/icg-ru.m3u 
*      Arabic - http://stream.icann.org:8000/icg-ar.m3u 
*      Portuguese - http://stream.icann.org:8000/icg-pt.m3u  
The community will be also be able to follow the real time transcript (RTT) at http://www.streamtext.net/player?event=06Sep2014icg (also available in the virtual meeting room).

Travel Support
As indicated in the process published on 6 June 2014, meal and lodging costs for ICG members to participate in ICG meetings will be covered by ICANN, upon request and in accordance with ICANN's community travel support guidelines. Supported travelers must book their air travel with ICANN's authorized travel agent, where the cost will be billed directly to ICANN.

Hotel rooms and tax for a specified meeting will be arranged and paid for directly by ICANN in accordance with the authorized arrival and departure dates (5-7 September 2014) for each supported traveler. ICANN will only book and pay for a non-refundable, lowest logical price airfare, and economy airfare. Reimbursement will be permitted for meeting attendance and other reasonable incidental expenses incurred.

Should you need travel support to attend this meeting, please inform ICANN staff as soon as possible and no later than Tuesday, 5 August – COB. ICANN staff will require your duly completed travel support request form (attached) to process your request – kindly ensure to return it to cgtravel at icann.org within the timeframe identified above. Note that delays in providing your information will not guarantee travel support.

Should you have already made travel arrangements to attend the IGF meeting in Istanbul, please inform staff (off list) whether you need travel support to extend your stay.

Thank you - 
Best regards,
Alice
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