[ispcp] Re: Updated Agenda and Logistical Information-- GNSO-NCPH January 2013 LA Meeting Planning

[WUK]

Tony and all,

at the ISPCP call yesterday we developed the following re the intercessional meeting in LA and the advance CSG call today.

Tuesday morning agenda (CSG talk with Fadi, 1.5-2 hrs):
- Outreach: ICANN's role and responsibility
- WhoIS-project: overall targets and challenges
- GNSO review: early SG engagement in developing the review criteria
- Internet Governance after WCIT: Fadi's views on ICANN's role

Tuesday afternoon:
- stakeholder engagement: 	outreach shall be a main topic
							Mikey to contribute about ISPCP wiki

Organizational arrangements:
- Tuesday morning 1.5-2 hrs available for CSG / ISPCP internal meetings
- Is there space and need for an NCPH meeting besides the main agenda to discuss common issues?
- remote participation: all please indicate your name on the agenda attached where you would like to participate remotely and return to me! Glen shall organize the facilities.
- Tuesday night reception: so far no ISPCP invites

I'm scheduled to arrive LAX airport on Monday at 12:40 pm. So I could be available later in the afternoon for a prep drink prior to CSG dinner.

What's other attendees' plan?

Best regards

Wolf-Ulrich




Am 19.01.2013 um 09:23 schrieb Tony Holmes <tonyarholmes at btinternet.com>:

> Wolf-Ulrich
> I’ve forwarded this message from Rob Hoggarth which contains all the latest information, including an updated agenda.
> There are a number of key discussion points where we need to take a view including;
> - remote participation requirements
> - thoughts on the Tuesday morning agenda and topics to be covered (in advance of a CSG call being arranged for Tuesday evening UTC)
> - the need to feedback on outreach (what will we offer)
> - ISP invites for the reception on Tuesday
>  
> I’m sorry I won’t be able to join the ISPCP call to discuss this, please keep me informed of the outcome of the ISPCP call next week.
> Regards
> Tony
>  
> From: Robert Hoggarth [mailto:robert.hoggarth at icann.org] 
> Sent: 18 January 2013 23:30
> To: 'Marilyn Cade'; Robin Gross; Rafik Dammak; michaeladams at mayerbrown.com; mtrachtenberg at winston.com; Alain Berranger; Klaus Stoll; Tony Holmes; William Drake; David Cake
> Cc: David Olive; Joseph de Jesus; Karen Lettner; Glen de Saint Géry; Margie Milam; Metalitz, Steven; Kristina Rosette
> Subject: Re: Updated Agenda and Logistical Information-- GNSO-NCPH January 2013 LA Meeting Planning
>  
>  
>  
> Thank you all for your recent emails and input on final agenda modifications and meeting logistics.  This message is designed to address all the various issues raised in the past week including (1) revisions to the agenda (attached), (2) the complete list of planned attendees (attached), (3) information about the Tuesday evening reception (with a soft copy of the reception invitation card attached), and (4) some potential “homework” to help Staff prepare for the meeting.  I have tried to array the information generally in bullet point form so that all the useful information categories are easy to review. 
>  
> Revised Agenda and Meeting Room Arrangements:
>  
> Driven by meeting logistics requiring additional time to change over the meeting rooms between certain sessions, the latest and now firm agenda (vFirm) attempts to balance the requests for more community time and the requests for more briefing time on identified issues.  I am hopeful that we have achieved an appropriate balance.
>  
> The first day (Tuesday) morning-to-early-afternoon time period now provides more flexibility for each SG to have a substantive meeting with the CEO and to set aside some individual meeting time for each SG or Constituency. The time block has been expanded by almost two hours to create more opportunities for individual community meetings. You should consider the time between 9:00 am to 2:00 pm as a block of time with three primary components – (1) Exclusive SG time with the CEO – 90 minutes; (2) Flexible SG time to work as an SG or in breakout Constituency meetings – 90 minutes; and (3) an additional 90 minutes (as a working lunch) within your SG, your Constituency or in bilateral/multilateral discussions with other community groups.
>  
> That last 90-minute session option at lunchtime is a function of the need for the IT Team to help us re-set the Postel Meeting Room for the afternoon joint sessions.  That time is necessary to move walls, re-arrange meeting tables and chairs, connect microphones, etc.
>  
> With morning agenda revised, I was also able to build back in an additional 15 minutes per topic for the Tuesday afternoon briefings.  As a result the briefing session will slide a little later into the late afternoon/evening and the evening reception start time has moved back 30 minutes.
>  
> Glen de Saint Géry and I have been working to arrange remote participation connections for all the various session times and meeting rooms that are reflected in the agenda, so please advise us as soon as possible if you or your community would like to plan on some individual meeting time.  We particularly need to know if you are expecting to make use of any remote participation tools during any of your community break out meetings.
>  
> You’ll see when we are all together in the ICANN Office, that the available space is somewhat flexible but tight, as there are a number of other activities scheduled for the office that week.  Just in case, we’ve arranged an extra meeting room at the DoubleTree Hotel that will be available for breakout meetings.  The room will be able to accommodate 15 people.  We are still negotiating the need (and cost) of phone and wi-fi facilities for the room.  As you’ll see, the hotel is only a short 3-minute shuttle ride from the office and we will have the shuttle service available to us all day so that the meeting room should be quite convenient to access and use.
>  
> Remote Participation Arrangements:
>  
> Glen and the IT Team are creating new Adobe Connect Rooms and phone bridges as a result of this meeting.  We’ll be providing those links and numbers to you next week so that you can make them available to any of your community members who plan to join any meeting sessions remotely.
>  
> We’re planning to run each joint meeting session in a manner similar to the arrangements at an ICANN Public Meeting where remote participants will be able to raise their hands, type questions and comments in the AC chat room as the vehicle for sharing their views and questions.  Breakout discussions will be managed by each community in the manner they typically conduct their meetings.
>  
> Recording via the phone line links will stop and start between various sessions so that MP3 files will be accessible and manageable for future listeners.
>  
> We’re building out a special meeting site wiki page - https://community.icann.org/display/ncph/InterSessional+-+January+2013 -that will host all the meeting recordings, transcripts and other documentation shared during the two days.
>  
> Breakout Meeting Rooms:
>  
> Breakout rooms will be available for use even during some of the joint briefing sessions.   Remote participation for those sessions will be at the discretion of each community’s leadership consistent with their community’s standard meeting processes for phone bridges, and remote access.  Our sense is that the existing community phone bridges and Adobe Connect Rooms (as previously issued by Glen) can be used for any of those individual meetings.  Due to other ICANN activities in the office going on during our meeting, scheduling of those rooms will be tight, so please let Glen and me know if you will want to schedule some meeting time in any of the available rooms.
>  
> Tuesday Evening Reception:
>  
> The Tuesday evening reception start time has been shifted by 30 minutes.  It is now scheduled from 7:30 to 9:30 pm in the Culver Club at the DoubleTree Hotel.  We’ll have staff in the room at 7:00pm to greet any early arrivals.  The Travel Team has created an invitation card for the meeting that you are free to use and circulate.  A soft copy of the card is attached to this message.  The card is intended to be general so you can supplement the invitation with your own cover note.
>  
> The reception is open to all meeting attendees, local LA guests invited by the community leadership teams and available ICANN staff.  Recall that one of the original aspects of this pilot project included an outreach element, so we hope you will all be able to invite local LA contacts and connections who might be interested in ICANN’s work.
>  
> Where possible, please share with me by the end of next week how many people you have invited to the reception.  It would be great to have names of any confirmed RSVPs ahead of time so that we can get badges/name tags prepared, but if you only have invitee numbers by that time it will be helpful.
>  
> Based on a preliminary understanding of the pool of prospective local LA invitees, we are planning for an event of approximately 80 people,
>  
> We had investigated the possibility of a second reception for the community on Wednesday evening but weren’t able to solidify that opportunity.  So Wednesday evening has no reception of other scheduled event.
>  
> Discussion Preparation:
>  
> To help Staff prepare for a number of the sessions, please take the opportunity to provide a list of any specific questions, hot topics and priority discussion issues that you would like addressed during each session.  Several Senior Staff have said they want to focus on what is of interest to you and tailor their remarks and preparation appropriately.  I have listed each session for which we are seeking feedback below:
>  
> CEO Roundtable Discussion with the CSG and the NCSG (Slot A)
> Stakeholder Engagement Dialogue (Slot C) -- To answer Marc’s question about this session, it is largely intended to give community members the opportunity to share with senior ICANN Staff what outreach efforts they are making, how they are collaborating internally and to discuss how they can leverage their community efforts with Staff plans and resources. Advice and insights on ICANN outreach and community engagement are also welcomed. This is a potentially broad area for discussion.  It is an opportunity for the community to meet the Staff responsible for these efforts, for Staff to hear generally how they can best help the community in both outreach and engagement and to share some of the ideas and proposals they have been developing to work with the community in an effective manner.  I am hopeful there may also be opportunities to hear about plans and ideas for the upcoming Public Meeting in Beijing and to share some ideas about the evolving new “MyICANN” collaboration platform.
> RAA Negotiation Briefing and Discussion (Slot D)
> WHOIS Initiatives Briefing and Discussion (Slot E)
> New gTLDs (Slot F)
> Internet Governance Landscape (Slot H)
> Community Needs (Slot I)
> GNSO Toolkit Phase 2 (Slot J) For background or inspiration on this topic, I have attached a copy of the FY14 Draft Checklist or the GNSO Toolkit.  I hope that document will spur additional questions for me and Glen.
> FY14 Budget Discussion (Slot L)
>  
> If you choose to submit any suggestions, please simply list the session title or slot number and any questions, topics or issues you would like to discuss during each particular session.  I’ll collate the list and send messages to each scheduled staff speaker by next Wednesday (23 January) COB. I have also expressed to all presenters the request that they share any presentation materials as far in advance of their meeting sessions as possible.
>  
> Other Training Opportunities:
>  
> A couple of you have asked about community training opportunities on the ICANN Confluence Wiki Tool during the meeting. I have discussed this request with our IT Team.  They do not currently have a standard training package in place at this time beyond manuals currently posted on the community wiki page.  I have discussed developing such a package with them and I think we will be in a position to offer some training opportunities via webinar beginning later next month, but not during the two days we are all in Los Angeles.  I would be happy to follow-up with any of you who are interested in scheduling some wiki training opportunities between now and the Beijing Public Meeting.
>  
>  
> You have all been very helpful and thoughtful in your various comments, questions and observations.  All those “intercessions” have really helped to influence our planning efforts and I expect they will help assure a successful meeting “implementation” as well.  Thank you!
>  
> Best,
>  
> Rob
>  
>  
> <Agenda - NCPH Inter-Sessional (vFirm- Jan17).docx><Attendees (Scheduled) for Jan 2013 GNSO NCPH LA Mtg (vFirm).xls><Intersessional Reception Invite.png><GNSO Toolkit Services Checklist-Jan 2013 (v3).doc>

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