[NCSG-EC] Fwd: ICANN68 | Kuala Lumpur - Supported Travelers/

Thu Feb 6 17:41:39 EET 2020

Dear Stephanie,I am going to Kuala Lumpur and I will also need to confirm my name as soon as we can due to I will have to start my visa process in a Consular office in another country, and I would like to start soon to avoid any further issue.
Best RegardsJuan Manuel Rojas

Sent from Yahoo Mail on Android 

  On Tue, Feb 4, 2020 at 10:06, Stephanie Perrin via NCSG-EC<ncsg-ec at lists.ncsg.is> wrote:    
Please note below the deadline for Kuala Lumpur travel.  Let me know all confirmed travellers, I would ike to get our stuff in early for a change.

cheers Steph

-------- Forwarded Message --------
| Subject:  | ICANN68 | Kuala Lumpur - Supported Travelers/Contractor Travelers Database Due // Friday, 21 February 2020 |
| Date:  | Mon, 3 Feb 2020 21:02:29 +0000 |
| From:  | Terri Agnew <terri.agnew at icann.org> |
| To:  | Stephanie Perrin <stephanie.perrin at mail.utoronto.ca>, Maryam Bakoshi <maryam.bakoshi at icann.org> |
| CC:  | gnso-secs at icann.org<gnso-secs at icann.org> |

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Dear all,

In order to service your travel needs for ICANN68 in Kuala Lumpur in a timely fashion, please submit your ICANN68 Meeting database to gnso-secs at icann.org by Friday, 21 February 2020 in order to be submitted by deadline of Monday, 24 February 2020. 

As a reminder, for the AGM meeting only, incoming Councilors get funding, as well as the then-incumbent Councilors. 

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.

All tri-annual meeting funded traveler lists are due 120 days prior to the next ICANN meeting.

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 [icann.org].  Should you have any questions or concerns about this Privacy Policy and our privacy practices, you may contact us at 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, 21 June 2020 – Friday, 26 June 2020

 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

Skype ID:  terri.agnew.icann

Find out more about the GNSO by visiting: https://learn.icann.org/

Follow @GNSO on Twitter: https://twitter.com/ICANN_GNSO

Transcripts and recordings of GNSO Working Group and Council events are located on the GNSO Master Calendar 

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