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

Jennifer Bryce jennifer.bryce at icann.org
Thu Jul 26 12:28:34 UTC 2018

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.

Jennifer Bryce
Senior Reviews Coordinator
Internet Corporation for Assigned Names and Numbers (ICANN)

Email: jennifer.bryce at icann.org
Skype: jennifer.bryce.icann

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