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<p class="MsoNormal"><span style="font-size:11.0pt">Dear SSR2 Review Team,</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">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. </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">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).
</span><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">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
</span><span style="font-size:11.0pt">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. </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">Meetings at ICANN meetings</span></b><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">In addition, as requested, below is some general information about requesting face-to-face meetings around ICANN meetings:
</span><o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;margin-left:0in;mso-list:l2 level1 lfo3">
<span style="font-size:11.0pt;border:none windowtext 1.0pt;padding:0in;background:white">Requests are required to be submitted 90</span><span style="font-size:11.0pt;color:windowtext;border:none windowtext 1.0pt;padding:0in;background:white">
</span><span style="font-size:11.0pt;border:none windowtext 1.0pt;padding:0in;background:white">days prior to the proposed meeting dates. Any f</span><span style="font-size:11.0pt;color:windowtext;border:none windowtext 1.0pt;padding:0in">ace-to-face</span><span style="font-size:11.0pt;border:none windowtext 1.0pt;padding:0in;background:white">
meeting requests less than 90 days prior to the event date(s) </span><span style="font-size:11.0pt;color:windowtext;border:none windowtext 1.0pt;padding:0in">will be reviewed and considered by the Meetings Team and/or ICANN management on a case-by-case basis<span style="background:white">
</span></span><span style="font-size:11.0pt;border:none windowtext 1.0pt;padding:0in;background:white">due to the required length of time for the contracting processes, travel booking, and overall time needed to properly plan a quality meeting.</span><o:p></o:p></li><li class="MsoNormal" style="color:black;margin-left:0in;mso-list:l2 level1 lfo3">
<span style="font-size:11.0pt;border:none windowtext 1.0pt;padding:0in;background:white">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.</span><o:p></o:p></li><li class="MsoNormal" style="margin-left:0in;mso-list:l2 level1 lfo3"><span style="font-size:11.0pt">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.</span><o:p></o:p></li><li class="MsoNormal" style="margin-left:0in;mso-list:l2 level1 lfo3"><span style="font-size:11.0pt">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). </span><o:p></o:p></li></ul>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:black">Meetings outside of ICANN meetings</span></b><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">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<span style="color:#2E75B6">.</span></span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">We would be happy to answer any questions on the content of this email or the attached slides.</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Best,</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Jennifer </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:10.5pt;color:black">-- <o:p></o:p></span></p>
<div>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Source Sans Pro";color:#595959">Jennifer Bryce</span></b><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Source Sans Pro";color:#595959">Senior Reviews Coordinator </span><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Source Sans Pro";color:#595959">Internet Corporation for Assigned Names and Numbers (ICANN)</span><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Source Sans Pro";color:black"> </span><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Source Sans Pro";color:#595959">Email: jennifer.bryce@icann.org</span><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Source Sans Pro";color:#595959">Skype: jennifer.bryce.icann</span><span style="color:black"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Source Sans Pro";color:#595959">www.icann.org</span><span style="font-size:11.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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