[Ssr2-review] Planning for face-to-face meetings

[Matogoro Jabera]

Dear Jennifer and Team,

I am out of office with limited access from 30th July to 17th August, 2018.
However, I will try my best to read and react on action items that require
my attention for the successful face-to-face meeting and work ahead us.

Regards,
MATOGORO Jabhera
Assistant Lecturer
College of Informatics and Virtual Education
The University of Dodoma
P.O Box 490,
Dodoma.
Website: www.udom.ac.tz
*IEEE Membership ID: 93934185*


On Thu, Jul 26, 2018 at 3:28 PM Jennifer Bryce <jennifer.bryce at icann.org>
wrote:

> Dear SSR2 Review Team,
>
>
>
> Per the team decision on the 19 July call to plan to meet before the ICANN
> meeting in Barcelona, we are confirming that we have submitted the request
> for a 2-day meeting to be held in Barcelona on 18 and 19 October. These are
> the only available dates for ICANN63 pre-meetings.
>
>
>
> Please note that requests are limited by available space and resources. We
> will let the review team know when the meeting is confirmed (likely in
> early August).
>
>
>
> Once confirmed, please note that the review team will have until
> approximately mid-August (exact date TBD) to cancel the meeting request. If
> the confirmed meeting is cancelled after the mid-August date, the review
> team will incur a fee as the contracts for space, resources and equipment
> will already be in place.
>
>
>
> *Meetings at ICANN meetings*
>
> In addition, as requested, below is some general information about
> requesting face-to-face meetings around ICANN meetings:
>
>    - Requests are required to be submitted 90 days prior to the proposed
>    meeting dates. Any face-to-face meeting requests less than 90 days
>    prior to the event date(s) will be reviewed and considered by the
>    Meetings Team and/or ICANN management on a case-by-case basis due to
>    the required length of time for the contracting processes, travel booking,
>    and overall time needed to properly plan a quality meeting.
>    - ICANN’s meeting team will advise which days are available for
>    face-to-face meetings prior to ICANN meetings in good time for the review
>    team to meet the 90-day deadline.
>    - During ICANN meetings, room availability is limited to short blocks
>    of time. Additionally, many review team members have demands on their
>    schedules to participate in various sessions. As such, full-day
>    face-to-face meetings during ICANN meetings are not feasible.
>    - Typically, due to contractual restrictions of the ICANN meeting
>    venues, face-to-face meetings are not feasible after ICANN meetings
>    (ICANN63 was confirmed as a location where post meetings are not possible).
>
>
>
> *Meetings outside of ICANN meetings*
>
> For future planning purposes, the attached slides provide an overview of
> steps, timeframes, and cost estimates that ought to be considered when
> planning a face-to-face meeting.
>
>
>
> We would be happy to answer any questions on the content of this email or
> the attached slides.
>
>
>
> Best,
>
> Jennifer
>
> --
>
> *Jennifer Bryce*
>
> Senior Reviews Coordinator
>
> Internet Corporation for Assigned Names and Numbers (ICANN)
>
>
>
> Email: jennifer.bryce at icann.org
>
> Skype: jennifer.bryce.icann
>
> www.icann.org
>
>
>
>
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>
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