[Rt4-whois] London Agenda and Hotels

Sat Dec 11 01:02:34 UTC 2010

Hi All,

I have no authority to sign contracts and those that do are either in Cartagena or not in the office. Realistically, I do not think this can be accomplished by Monday (which is Sunday night/very early morning Monday morning my time). Everyone in Cartagena will just be returning home and it is quite likely that they will not come into the office on Monday.

Alternatively, I think it would be best if I book the approved dates as "one offs" for each individual. This would mean that I would make the arrangements and pay for the rooms directly.  The benefits of this scenario are:

*         Members would not have to be out of pocket (as an FYI, our Accounts Payable Departments takes up to 30 days to make a wire. There is then the issue of returns, holds, etc.);

*         Sharon and her organization do not need to make a guarantee for such a large amount of money;

*         I would be able to cancel rooms and receive a refund if members are unable to attend;

*         Hotel information could quickly be given to those who need it for visa purposes; and

*         I am able to book the rooms for less than quoted.

One additional point to consider is the time frame we are working with (end of Cartagena, holidays, new years, etc.). If I book the rooms directly, I feel we would be able to accomplish this task mush more quickly.

To be clear, this would just be lodging and not conference rooms. If you are in need of conference rooms I apologize but I am unable to assist.

Please let me know how you would like to proceed.

Thank you,

Matt Ashtiani
Constituency Travel Coordinator
ICANN
4676 Admiralty Way, Suite 330
Marina del Rey, CA 90292

Tel: +1(310)823-9358
Dir: +1(310)578-8675
Fax: +1(310) 823-8649
Mob: +1(310) 892-3247

From: Olof Nordling
Sent: Friday, December 10, 2010 6:09 AM
To: sharon.lemon at soca.x.gsi.gov.uk; emily.taylor at etlaw.co.uk; bill.smith at paypal-inc.com
Cc: belinda.shean at soca.x.gsi.gov.uk; rt4-whois at icann.org; Matt Ashtiani
Subject: RE: [Rt4-whois] London Agenda and Hotels

Dear Sharon and all,
It is not unusual that ICANN signs contracts, in fact, quite the contrary;-) - I copy this to Matt for his assessment of how quickly this can be done here. I realize that there seems to be a hard stop very soon from the hotel side and if the timing doesn't work for an ICANN-signed contract the alternative would be to provide an ICANN guarantee for the hotel bookings and thank you Sharon for front-ending the arrangement with the hotel.
Thanks
Olof

From: rt4-whois-bounces at icann.org [mailto:rt4-whois-bounces at icann.org] On Behalf Of sharon.lemon at soca.x.gsi.gov.uk
Sent: Friday, December 10, 2010 7:52 AM
To: emily.taylor at etlaw.co.uk; bill.smith at paypal-inc.com
Cc: belinda.shean at soca.x.gsi.gov.uk; rt4-whois at icann.org
Subject: Re: [Rt4-whois] London Agenda and Hotels

NOT PROTECTIVELY MARKED
Dear All,

As ICANN do not sign contracts, I am going to undertake that on behalf of the group with the hotel.Obviously this comes with a liaibility to pay whatever happens and  I need to do this early next week, so really do need to press on how many, and for how long.

I am happy to accommodate you all as long as possible, as we have waited for a long time to meet and the subject matter and surrounding issues are very complex.  I really hope this is going to be the solid foundation on which we build our work.

So - very flexible this end - am keeping most of week clear to accomodate any special requests or travel arrangements - but need to now hotel numbers and dates by Monday.

Have a good weekend, and happy travels to those travelling from Columbia.

Best Wishes

Sharon
-----Original Message-----
From: rt4-whois-bounces at icann.org [mailto:rt4-whois-bounces at icann.org] On Behalf Of Emily Taylor
Sent: 09 December 2010 09:10
To: Smith, Bill
Cc: rt4-whois at icann.org
Subject: [Rt4-whois] London Agenda and Hotels
Dear all

I've been reviewing these threads re: London.

I appreciate the comments that have been made, and the work that Olof Alice and the staffers are doing on the logistics.

Given that so few of us made it to Cartagena, I view the informal meeting up the night before as an important part of our team building.  I can understand that travelling from Brussels may be possible on the morning, but hear what others say about the length of flights from other European destinations.

Please can we extend an extra night in the hotel for members of the team who do not want to travel on the morning.

I'm also looking at the agenda over the next day or two, and hear what the US contingent say about planning for 2 full days.

Before Kathy and I take this on board - are there any comments in favour of the original plan, ie stopping around 1400 or 1500 to allow those with flights home to catch them.  My usual experience of the last afternoon of meetings of this kind is that the group dwindles in size as people catch their planes.

Any comments?
On 8 Dec 2010, at 22:43, Smith, Bill wrote:

Olof,

I appreciate, support, and practice responsible spending. I think we also need to be respectful of individuals and what we might be asking them to do in the name of fiscal responsibility and the risks we are taking by asking people to arrive on the first day of our meeting and leave on the second. WIth that in mind, I believe we are under-estimating the number of hotel nights that we will need for a two-day meeting (or even the current proposal for a day and a half).

While it may be possible for some to arrive in London the morning of our meeting, to do so may require them to secure very early morning flights or trains and we run the risk that those individuals will be delayed, perhaps significantly. I have attended meetings with very tight travel arrangements, but tend to do so only when absolutely necessary. Also, asking that we plan to leave London on the evening of our second day is impractical at best for some of us.

Regards

Bill

On Dec 8, 2010, at 2:07 PM, Olof Nordling wrote:

Hello Kathy,
Our thinking was to be parsimonious with the budget and count on Europeans being able to reach London the same morning (like Alice and I have planned), especially since UK time adds a cushion of one hour for those in continental Europe.
However, it's the Review Team's choice - and there is also a risk factor with counting on early morning flights into London in January (for obvious reasons like snow - 5 cm is enough to close Heathrow- and fog, as long as the EU hasn't harmonized European climate to Portuguese standards...) so yes, it is possible.
All the best
Olof

From: Kathy Kleiman [mailto:kKleiman at pir.org]
Sent: Wednesday, December 08, 2010 4:51 PM
To: Olof Nordling; Alice Jansen; Denise Michel
Cc: rt4-whois at icann.org<mailto:rt4-whois at icann.org>
Subject: London trip -- dates

Hi All,
The agenda is still under review, but let me share with you the vision that we have, and the agenda overview that we are planning (below). It is modeled on the schedule of the PIR Board agenda (which works well for getting a lot of work done in a short time).

Given the long day of the main meeting (Wednesday), it is central that people arrive the day before... and be fully rested and refreshed for our long day on Wed!  Is that possible?

Best,
Kathy
--------------------------------------------------

Agenda of the Whois Review Team (Kathy note: schedule bits only)
Face to Face meeting, London,
19 to 20 January 2011
Tuesday, 18 January 2011
Arrival by members of the Whois Review Team.
A location for evening  drinks will be established at or near our hotel (further details to follow).

Wednesday, 19 January 2011 - DAY 1
Full day F2F Meeting
09:30 - 18:00 - including lunch, and an nice evening dinner to follow (with Whois Team and ICANN Staff - we would be pleased if you would join us -- Location to be announced).

Thursday, 20 January 2011
DAY 2
09:30 - 14:00 including lunch.

Kathy Kleiman
Director of Policy
.ORG, The Public Interest Registry
Direct: +1 703-889-5756 | Mobile:+1 703-371-6846|  www.pir.org<http://www.pir.org> |

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