[NCSG-EC] Fwd: ICANN65 | Marrakech- Supported Travelers/Contractor Travelers Database Due // Friday, 22 February 2019

[Stephanie Perrin]

Hi folks, as you can see, we need to get the names for Marrakech travel in 30 days earlier now than in the best, namely by Feb 22.  Please councillors, let me know if you will not be planning to attend ICANN65, so that we can select a substitute.  As for the NCSG EC, please let me know if you wish to attend ICANN 65 and are not otherwise funded.

cheers Stephanie


-------- Forwarded Message --------
Subject:        ICANN65 | Marrakech- Supported Travelers/Contractor Travelers Database Due // Friday, 22 February 2019
Date:   Mon, 4 Feb 2019 19:17:40 +0000
From:   Terri Agnew <terri.agnew at icann.org><mailto:terri.agnew at icann.org>
To:     Stephanie Perrin <stephanie.perrin at mail.utoronto.ca><mailto:stephanie.perrin at mail.utoronto.ca>, Maryam Bakoshi <maryam.bakoshi at icann.org><mailto:maryam.bakoshi at icann.org>
CC:     gnso-secs at icann.org<mailto:gnso-secs at icann.org> <gnso-secs at icann.org><mailto:gnso-secs at icann.org>


Dear all,

In order to service your travel needs for ICANN65 in Marrakech in a timely fashion, please submit your ICANN65 Meeting database to gnso-secs at icann.org<mailto:gnso-secs at icann.org> by Friday, 22 February 2019.
A timely response would be appreciated in view of visa issues and the OFAC review. The deadline for submissions is critical to allow for confirmed reservation numbers as required for visa and travel arrangements.

Moving forward, all tri-annual meeting funded traveler lists are due 120 days prior to the next ICANN meeting. (This was formerly 90 days prior).



Benefits of having the list 120 Days Before the Meeting:

  *   Allow ICANN to gather the documentation required (hotel and flight confirmations) for funded travelers to apply for their visa.
  *   Allow enough time for funded travelers to complete and submit their visa application, which often vary per ICANN Meeting location.
  *   Allow enough time for funded travelers to apply for a transit visa (if required), which often vary per ICANN Meeting location.
  *   Allow ICANN to purchase less expensive airfares.
  *   Allow the travelers to plan their pre-and-post Meeting Travel in advance.
  *   Allow ICANN to set-up funded travelers in advance as vendors with Finance allowing us to wire their per diem funds in a timelier manner.


Please note:

  *   GNSO supported traveler with a designated hotel accommodation funding, a hotel room is automatically secured for you, please DO NOT book your own hotel as it is un-reimbursable.
  *   All personal data provided to ICANN org in for purposes of providing travel support for participants related to ICANN events will be processed in accordance with the ICANN Privacy Policy<https://www.icann.org/privacy/policy>.  Should you have any questions or concerns about this Privacy Policy and our privacy practices, you may contact us at privacy at icann.org<mailto:privacy at icann.org>.

Please note that when requesting travel support, in the interest of fairness and in light of budget restrictions we would like you to take the following into consideration:


1.               Respond timely to ICANN Travel regarding your upcoming travel.

2.               If you require a visa to enter the country, please make sure to acquire your visa immediately. Please contact the ICANN travel team to let them know you will need a visa.

3.               Requests past the deadline will be handled on a case by case basis by ICANN. All additional travelers added after the 90-day deadline are subject to availability, may NOT be placed in the same hotel as their funded traveler groups, and may not be able to attend due to visa issues.

4.               If possible please book direct travel requests. Detours and multi-stop trips are unfortunately not guaranteed.

5.               Strictly limit your travel from your home to the ICANN meeting venue.

6.               Approved date of arrival/departure for this meeting is Sunday, 23 June – Friday, 28 June 2019

7.               If travelers want to extend their stay this must be done at their own expense and should contact the hotel directly once the ICANN hotel confirmation has be sent to them.

8.               Privately Booked Reservations: ICANN will not refund or take over accommodations directly booked by the funded traveler. If a replacement has an existing hotel reservation, they will need to cancel their reservation and ICANN will not be able to take over their reservation.

 Many thanks for your cooperation!

With kind regards,
Terri
            ---
Terri Agnew
Operations Support - GNSO Lead Administrator
Internet Corporation for Assigned Names and Numbers (ICANN)
Email:  terri.agnew at icann.org<mailto:terri.agnew at icann.org>
Skype ID:  terri.agnew.icann

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