<div dir="ltr"><div>Hi everyone,</div><div><br></div><div>
<div>I would highlight the usefulness of checking the recording and material provided in the ICANN82 How We Meet Community Feedback Session to learn more about the issue: <a href="https://icann82.sched.com/event/1dafe5fb6ad1d495ebe76635119a20ec" target="_blank">https://icann82.sched.com/event/1dafe5fb6ad1d495ebe76635119a20ec</a>.</div>
</div><div><br></div><div>Also, I would like to share our first answer that was provided when the consultation was made before it was converted into a Public Comment, so we can build up on it. This does not mean that we have to follow the same responses, since more details were provided since this first analysis, and this time we want to provide a deeper justification about our decisions (I've seen the work that is already being done on the Google Doc, and it is looking great!).</div><div><br></div><div>I have added the questions to the message that was previously sent, and the answers are in bold:</div><div><br></div><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex">
<div>Regarding Meeting Locations and Purposes:</div><div>1- Identify well in advance and prioritize meeting locations across the five (5) ICANN geographical regions with economical air travel, hotel accommodation and venue costs: <b>w<span>e</span> are in favor </b></div><div>2- Select repeat meeting locations (while respecting the need to rotate across regions) and enter into multi-year contracts for venues, hotels and other services. Where feasible and subject to the geographical rotation requirement, prioritize returning to locations where we have successfully held previous meetings: <b><span>we</span> are not in favor </b></div><div>3- Review and update the current meeting rotation for greater flexibility in selecting locations (currently, 3 visits per region over 5 years):<b> the proposal impact is unclear and <span>how</span> it will be implemented </b></div><div>4- Review the requirement of having three different types of meetings in a calendar year (Community Forum, Policy Forum & AGM): <b>blank, need to consult with our community</b></div><div>5- Reduce the duration of either the Community Forum or AGM (e.g. by one (1) day): <b><span>we</span> are not in favor </b></div><div>6- Reduce the number of standalone inter-sessional community meetings by moving them to be collocated with an ICANN Public Meeting as much as possible: <b>need to check impact such SPS GNSO council meeting or NCPH meeting</b></div><div>7-
Convert one (1) of the three (3) meetings each year to a virtual meeting: <b>conditional for having two F2F meetings and virtual meeting is to review
the approach for virtual meeting to take into account the challenges</b></div><div><br></div><div>Regarding Meeting Format, Logistics & Funding Sources</div><div>1- Reduce the number of meeting rooms required and/or amount of time/days for which meeting rooms are contracted, based on criteria such as average in-person session attendance at recent meetings (note: this may require a reduction in session numbers): <b><span>we</span> are in favor</b></div></blockquote><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex"><div>2- Develop and impose agreed, community-wide criteria for how sessions are selected and placed on the ICANN Public Meetings schedule. In particular, review the need and agree on criteria for informational, training and similar sessions (e.g. “How It Works”) to take place at ICANN Public Meetings: <b>concern about the feasibility and <span>how</span> this will be implemented by the community</b></div><span><div>3- Revisit audiovisual and related production and equipment needs for meeting rooms, especially the main room: <b>depends <span>how</span> much it impacts remote participation and the experience.</b></div></span><div>4- Consider reducing the number of sessions for which live interpretation and/or live scribing is used (note: this may depend on the reliability of automated or remote services, such as Zoom capabilities, and will require coordination with ICANN’s Language Services function to ensure its feasibility: <b>concerns about local attendance experience.</b></div></blockquote><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex"><div>5- Revisit the block schedule to maximize room space, community time and overall cost effectiveness, including better use of the first weekend. This can also incorporate the suggestion to reduce the meeting duration of the six-day meetings by a day: <b>it is unclear <span>how</span> the block schedule can be revisited, requires more details</b></div><div>6- Reduce the number of networking receptions unless a sponsor is available:<b> no position</b></div><div>7- ICANN org to explore opportunities by pursuing a more comprehensive sponsorship strategy (e.g., increasing assistance, financially or in-kind, and including subventions): <b><span>we</span> are in favor for looking for sponsorship and support </b></div><div>8- Implement a conference registration fee for attendees other than appointed community leaders, session facilitators or speakers, and working group members (note: ICANN org is not currently set up to process payments of this type or to report them as may be legally required): <b><span>we</span> are not in favor</b></div><div><br></div><div>Regarding Travel-Related Matters</div><div>1- Continue to reduce the number of staff traveling to ICANN Public Meetings (including through rotation or limiting travel to staff from that region wherever possible): <b>requires assessment of the impact in terms of support and meeting staff.</b></div><div>2- At a later stage of this project, consider a discussion on updating and aligning Funded Travelers from the community to the purpose of each ICANN Public Meeting (note: data on the current and increased cost of Funded Travelers have been provided to the SOAC leaders): <b><span>we</span> are not in favor</b></div>
</blockquote><div><br></div><div>Cordially,</div><div><br clear="all"></div><div><div dir="ltr" class="gmail_signature" data-smartmail="gmail_signature"><div dir="ltr"><span style="font-family:garamond,times new roman,serif"><font size="1"><font size="2"><b>Pedro de Perdigão Lana</b><br></font></font></span><div><span style="font-family:garamond,times new roman,serif"><font size="1"><font size="2"><a href="https://www.nic.br/" target="_blank">Lawyer</a>, </font></font></span><span style="font-family:garamond,times new roman,serif"><font size="1"><font size="2"><span style="font-family:garamond,times new roman,serif"><font size="1"><font size="2"><span style="font-family:garamond,times new roman,serif"><font size="1"><font size="2"><a href="https://www.gedai.com.br/" target="_blank">GEDAI/UFPR</a> Researcher</font></font></span></font></font></span></font></font></span></div><div><span style="font-family:garamond,times new roman,serif"><font size="1"><font size="2">PhD Candidate (UFPR), LLM in Business Law (UCoimbra)</font></font></span><span style="font-family:garamond,times new roman,serif"><font size="1"><font size="2"><span style="font-family:garamond,times new roman,serif"><font size="1"><font size="2"> </font></font></span></font></font></span></div><div><span style="font-family:garamond,times new roman,serif"><font size="1"><font size="2"><span style="font-family:garamond,times new roman,serif"></span></font></font></span></div><div><span style="font-family:garamond,times new roman,serif"><font size="1"><font size="2">Coordination/Board/EC @</font></font></span><span style="font-family:times new roman,serif"><font size="1"><font size="2"> </font></font></span><span style="font-family:garamond,"times new roman",serif;color:rgb(0,0,0)"><a href="https://www.isoc.org.br/" target="_blank">ISOC Brazil</a>,</span><span style="font-family:garamond,"times new roman",serif;color:rgb(0,0,0)"><font size="1"><font size="2"> </font></font><font size="2"><a href="https://www.ncuc.org/" target="_blank">NCUC</a> & <a href="https://community.icann.org/display/gnsononcomstake/Home" target="_blank">NCSG </a>(ICANN) and </font></span><span style="font-family:garamond,"times new roman",serif;color:rgb(0,0,0)"><font size="1"><font size="2"><a href="https://br.creativecommons.net/" target="_blank">CC Brazil</a></font></font></span><span style="font-family:garamond,"times new roman",serif;color:rgb(0,0,0)">.</span><span style="font-family:garamond,times new roman,serif"><font size="1"><font size="2"><br></font></font></span></div><div><span style="font-family:garamond,times new roman,serif"></span></div><div><font size="1"><span style="font-family:garamond,times new roman,serif">This message is restricted to the sender and recipient(s). If received by mistake, please reply informing it.</span></font></div></div></div></div><br></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">Em sáb., 12 de abr. de 2025 às 15:29, James Olorundare <<a href="mailto:olorundarek@gmail.com" target="_blank">olorundarek@gmail.com</a>> escreveu:<br></div><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex"><div dir="ltr"><div class="gmail_default" style="font-family:comic sans ms,sans-serif;font-size:large"> Hi Tomslin,</div><div class="gmail_default" style="font-family:comic sans ms,sans-serif;font-size:large">This confirms my offer to volunteer regarding "How we meet". I have provided preliminary comments for consideration and remain available for further review. </div><div class="gmail_default" style="font-family:comic sans ms,sans-serif;font-size:large"></div><div class="gmail_default" style="font-family:comic sans ms,sans-serif;font-size:large"><br></div><div class="gmail_default" style="font-family:comic sans ms,sans-serif;font-size:large"><b>Kunle Olorundare</b></div></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">On Thu, Apr 10, 2025 at 8:17 PM Tomslin Samme-Nlar <<a href="mailto:mesumbeslin@gmail.com" target="_blank">mesumbeslin@gmail.com</a>> wrote:<br></div><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex"><div dir="ltr"><div>Thank you for sharing, Rafik.</div><div><br></div><div>Hi all, </div><div>if you'd like to volunteer for the drafting of the comment, please let me know.</div><div>I have created a <a href="https://docs.google.com/document/d/1BJqZx8AuwQNJONaBLiONDdyoJNC51GfInKjAMaZUDy0/edit?usp=sharing" target="_blank">Google doc</a> which is populated with the comment template to ease the drafting.</div><div><div dir="ltr" class="gmail_signature"><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div><br></div><div>Warmly,<br></div>Tomslin<div></div></div></div></div></div></div></div></div></div></div></div></div></div><br></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">On Thu, 10 Apr 2025 at 12:13, Rafik Dammak <<a href="mailto:rafik.dammak@gmail.com" target="_blank">rafik.dammak@gmail.com</a>> wrote:<br></div><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex"><div dir="ltr"><div>hi all,</div><div><br></div><div>A new public comment proceeding is open now , this time about the topic of How We Meet which was also covered in session in the last ICANN meeting in Seattle. We shared input previously regarding a draft proposal. </div><a class="gmail_plusreply" id="m_8735849125091148635m_5749586204705892050m_-4433773574283253111m_-7197033683620203153plusReplyChip-0" href="mailto:mesumbeslin@gmail.com" target="_blank">@Tomslin Samme-Nlar</a> will follow-up with regard to volunteers for drafting NCSG comments.<div><br></div><div>Best,</div><div><br></div><div>Rafik</div><div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">---------- Forwarded message ---------<br><br></div><div><div lang="EN-US"><div><p class="MsoNormal">Dear community leaders,<u></u><u></u></p>
<p class="MsoNormal">We are pleased to inform you that the Public Comment proceeding for the How We Meet project has opened, and will close on
<b>Monday 19 May</b> after the requisite 40-day comment period: <a href="https://www.icann.org/en/public-comment/proceeding/how-we-meet-reviewing-the-implementation-of-the-icann-public-meetings-strategy-09-04-2025" target="_blank">
https://www.icann.org/en/public-comment/proceeding/how-we-meet-reviewing-the-implementation-of-the-icann-public-meetings-strategy-09-04-2025</a>. We’d like to take this opportunity to thank you all for the collaborative and collegial discussions, including
the initial conversations last year at ICANN80 that saw us hold an informal community consultation, paving the way for the more targeted project that is currently underway. We hope that you will also encourage your respective communities to submit input during
this Public Comment proceeding, which in some cases can augment or confirm prior feedback they provided previously.
<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">As you concurrently plan your groups’ sessions for ICANN83 and the rest of the year, we thought it might be useful to share the intended project timeline with you:<u></u><u></u></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal">Wednesday 9 April: Public Comment proceeding opens<u></u><u></u></li><li class="MsoNormal">Monday 19 May: Public Comment proceeding closes (40 days)<u></u><u></u></li><li class="MsoNormal">Wednesday 21 May: Staff to share initial analysis of Public Comments with the How We Meet Community Discussion Group<u></u><u></u></li><li class="MsoNormal">Thursday 22 May: Community Discussion Group meeting to review and discuss the initial analysis<u></u><u></u></li><li class="MsoNormal">ICANN83: Working Session for the Community Discussion Group to continue discussions (open to the community to attend)<u></u><u></u></li><li class="MsoNormal">End-June (planned): Report updated<u></u><u></u></li></ul>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">Thank you!<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">Cheers<u></u><u></u></p>
<p class="MsoNormal">Mary (on behalf of the staff supporting the How We Meet project)<u></u><u></u></p>
</div>
</div><br></div></div></div></div>
</blockquote></div>
</blockquote></div><div><br clear="all"></div><div><br></div><span class="gmail_signature_prefix">-- </span><br><div dir="ltr" class="gmail_signature"><div dir="ltr"><div>Kunle Olorundare (MNSE, PRINCE2)</div><div>+2348036551591</div></div></div>
</blockquote></div>