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

Tue Aug 19 07:11:08 UTC 2014

Hi Lynn,
See below.
Best regards
Alice
----
From: Alice Jansen <alice.jansen at icann.org>
Date: Wednesday, August 6, 2014 8:06 AM
To: Alissa Cooper <alissa at cooperw.in>
Cc: "internal-cg at icann.org" <internal-cg at icann.org>
Subject: Re: [Internal-cg] Reminder - Travel - ICG Mtg #2 - By tomorrow COB

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 ICG¹s 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 ICG¹s face-to-face meeting
(approved dates: 5-7 September) as that will have considerable budgetary
implications and does not fall within ICANN¹s 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 group¹s outreach efforts.

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

Best regards

Alice
----

On 8/19/14 2:50 AM, "Lynn St.Amour" <Lynn at lstamour.org> wrote:

>Hi Alissa, Alice,
>
>can someone tell me how this was resolved (specifically re length of
>stay/hotel coverage), as I cannot find anything in email.  For what it is
>worth, my understanding is the same as Alissa (and Daniel and Russ).
>The main reason for us to hold our 2nd meeting alongside the IGF was for
>additional/new outreach - policy makers (there is a ministerial meeting
>ahead of the IGF), as well as other communities.
>
>In full transparency, I will be taking travel support from ICANN (thank
>you!) as I have no other appropriate funding.
>
>Apologies for bringing this to the entire list, but it did seem an
>appropriate level of transparency.  And, in any case, I feel better
>having this in the open :-).
>
>Thanks in advance for your response.
>
>Lynn
>
>
>On Aug 4, 2014, at 12:57 PM, Alissa Cooper <alissa at cooperw.in> wrote:
>
>> 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 I¹m asking on behalf of supported travelers and for the
>>benefit of the group as a whole as I¹m 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
>>> _______________________________________________ Internal-cg mailing
>>>list Internal-cg at icann.org
>>>https://mm.icann.org/mailman/listinfo/internal-cg
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