[NCSG-EC] Fwd: [GNSO-SG-C-Leadership] Feedback Requested: How We Meet Community Group

Tue Feb 11 08:32:34 EET 2025

hi all,

regarding Meeting Locations and Purposes:
1- I think #1 is common sense practice about deciding and planning earlier
to control cost,
2- I am not in favor of #2, the risk is there will be recurring countries
with challenges for parts of the community to attend i.e.g access to visa
etc. I think IETF does or did that and it is not a good example IMHO of
diversity.
3- #3 proposal impact is unclear and how it will be implemented .e.g are we
will visit some regions more than others within the 5 years time frame?
4- I know it can be almost a taboo but we really should question having 3
meetings per year , it is a non negligible time commitment and I believe it
is a hindrance for many to participate.
5- While it can bring some cost reduction regarding hotels and venues, it
doesn't change the impact on attendees and based on policy forum examples,
it will require overhaul of agenda and schedule. it can also impact the
possibility of having the NCPH day meeting
6- I think that makes sense as an approach as we are trying for an NCPH
meeting but it can possibly impact GNSO council SPS or WGs F2F (I didn't
hear about any since EPDP on RDS)?
7- if it is a virtual meeting in the same format as during the pandemic it
might work fine,  with challenges but can be handled better than full
remote participation as-is now. It will be kind of interessional.

regarding Meeting Format, Logistics & Funding Sources
1- I think that is already ongoing. I think such a constraint will
encourage everyone org and community to rethink what the sessions priority.
2- if that is targeting all sessions, setting criteria and deciding will be
impossible. We usually have a challenge to agree on the community session.
I think it is inapplicable but if it is about some informational session
mostly proposed by ICANN staff, it might be worthy to explore.
3- depends how much it impacts remote participation and the experience.
4- reducing interpretation and scribing, I think that can impact local
attendance experience.
5- not sure how the block schedule can be revisited, GNSO already uses the
weekend (well we used saturday and sunday previously). it might be more
related to other parts of the community?
6- I understand that reduction of networking receptions is already
implemented?
7- that can be explored but as noted requires much effort to work with
local hosts and sponsors. I think it is typical of any conference
8- we can say to that proposal in many languages

Regarding Travel-Related Matters
1- I think it is already being implemented and we need to see the impact in
terms of support and meeting staff.
2- this is a pandora box : who will decide who should attend and it will
create more tension within the community. I highly doubt if that is
effective or good usage of community time.

regarding metrics.
1- average is not a good metric and doesn't give a good idea about
distribution of cost
2- for the rest I guess they are fine to set

We need to consolidate and get a common position. At least we can agree on
what is no-go for us.

Best,

Rafik

Le mar. 11 févr. 2025 à 12:57, Tomslin Samme-Nlar <mesumbeslin at gmail.com> a
écrit :

> Hi all,
>
> *A. Meeting Locations & Purposes*
> I personally support #7. On #1, what I don't see is possible impact of
> booking flights "well in advance" can cause to overall cost due to the risk
> of closer-to-date changes
>
> *B. Meeting Format, Logistics & Funding Sources*
> I find #1 and #2 interesting if done together.
>
> *C. Travel-Related Matters*
> No to the options provided.
>
>
> Warmly,
> Tomslin
>
> On Tue, 21 Jan 2025, 12:32 Rafik Dammak via NCSG-EC, <
> ncsg-ec at lists.ncsg.is> wrote:
>
>> Hi all,
>>
>> there is some update and request for input on "How to meet". We should
>> review the different options proposed in the strawman document.
>> I will share this later with larger NCSG membership and adding some
>> context.
>>
>> Best,
>>
>> Rafik
>>
>> ---------- Forwarded message ---------
>> De : DiBiase, Gregory via GNSO-SG-C-Leadership <
>> gnso-sg-c-leadership at icann.org>
>> Date: sam. 18 janv. 2025 à 00:53
>> Subject: [GNSO-SG-C-Leadership] Feedback Requested: How We Meet Community
>> Group
>> To: gnso-sg-c-leadership at icann.org <gnso-sg-c-leadership at icann.org>
>>
>>
>>
>>    - *Attachments protected by Amazon: *
>>    - Updated Cost Data Related To ICANN Pu...copy.pdf
>>    <https://us-east-1.secure-attach.amazon.com/33f1c678-96e1-4015-8dfb-f02f5c2e62ff/fceed8c9-d3da-417d-aa8d-41514592e7f0> |
>>
>>    - How We Meet - Summary of Input from C...copy.pdf
>>    <https://us-east-1.secure-attach.amazon.com/33f1c678-96e1-4015-8dfb-f02f5c2e62ff/3c682e35-ece6-4488-826b-6517b486832b> |
>>
>>    - 2024 Cost Analysis of ICANN Travel & ...copy.pdf
>>    <https://us-east-1.secure-attach.amazon.com/33f1c678-96e1-4015-8dfb-f02f5c2e62ff/0e35facb-ecde-44e8-8d07-cc01120f2420> |
>>
>>    - 2022 - 2024 Cost Analysis of ICANN In...copy.pdf
>>    <https://us-east-1.secure-attach.amazon.com/33f1c678-96e1-4015-8dfb-f02f5c2e62ff/483dcc57-02b6-4c29-85a3-cce7bef43c46> |
>>
>>    - Final - Charter for the Community Gro...tegy.pdf
>>    <https://us-east-1.secure-attach.amazon.com/33f1c678-96e1-4015-8dfb-f02f5c2e62ff/e8ebf9cf-04c4-4fcc-8f90-4a16faef4b6a> |
>>
>>    - DRAFT - How We Meet Community Group R...Docs.pdf
>>    <https://us-east-1.secure-attach.amazon.com/33f1c678-96e1-4015-8dfb-f02f5c2e62ff/36b9c423-0e0f-446c-8325-34689df8deb9> |
>>
>>    - ICANN
>>    <https://us-east-1.secure-attach.amazon.com/33f1c678-96e1-4015-8dfb-f02f5c2e62ff/865639da-f3f1-4545-a8f4-79fd73d55a9d> |
>>
>>    - ATT00001.txt
>>    <https://us-east-1.secure-attach.amazon.com/33f1c678-96e1-4015-8dfb-f02f5c2e62ff/89a83194-2f45-4aaa-8be7-722c893a9aad> |
>>
>>
>> Amazon has replaced the attachments in this email with download links.
>> Downloads will be available until February 16, 2025, 15:53 (UTC+00:00). Tell
>> us what you think
>> <https://amazonexteu.qualtrics.com/jfe/form/SV_ehuz6zGo8YnsRKK>
>> For more information click here
>> <https://docs.secure-attach.amazon.com/guide>
>>
>> Dear SG/C Chairs,
>>
>>
>>
>> I am hoping for your help gathering feedback on ICANN’s proposals for
>> “How We Meet” (a.k.a. how to make ICANN’s meetings more cost effective).
>>
>>
>>
>> As GNSO Chair, I’ve been tasked with gathering feedback on potential
>> recommendations that will go out to the Community for public comment.
>>
>>
>>
>> Attached are a number of documents breaking down the cost of ICANN
>> meetings, but I think the most pertinent is one titled “How We Meet
>> Community Group Report”. ICANN has labeled this document as a “draft
>> strawman proposal” but it’s really a menu of options for reducing cost. I
>> think a good first step is for each SG/C to review these options and
>> provide feedback on:
>>
>>    1. What options are missing?
>>    2. What options are unacceptable/problematic? (i.e., should not be
>>    put out for public comment).
>>    3. Do you have more granular feedback on the options provided?
>>
>> I think this could give me a starting point for giving feedback to ICANN.
>> I have already flagged to ICANN that the GNSO is a diverse body and will
>> likely have disagreements, so a broader public comment on the “strawman”
>> will be necessary.
>>
>>
>>
>> Please provide any other thoughts you may have as this group starts their
>> work.
>>
>>
>>
>> Thank You!
>>
>>
>>
>> Greg
>>
>>
>>
>>
>>
>>
>>
>> *From:* Alperen Eken via How-we-meet-2025 <how-we-meet-2025 at icann.org>
>> *Sent:* Tuesday, January 7, 2025 1:46 PM
>> *To:* how-we-meet-2025 at icann.org
>> *Subject:* [EXTERNAL] [How-We-Meet-2025] Agenda and Documents - Meeting
>> #1 - How We Meet Community Group
>>
>>
>>
>> *CAUTION*: This email originated from outside of the organization. Do
>> not click links or open attachments unless you can confirm the sender and
>> know the content is safe.
>>
>>
>>
>> Dear all,
>>
>>
>>
>> Happy New Year! I hope this message finds you well and that you’ve had a
>> wonderful start to 2025.
>>
>>
>>
>> Next week, we will hold our first meeting to discuss updates to the ICANN
>> Meetings Strategy. This meeting is scheduled for:
>> Date: 13 January 2024
>> Time: 1700-1800 UTC
>>
>>
>>
>> We’re looking forward to your participation and valuable contributions.
>> Please find attached the meeting agenda, some documents we prepared for
>> this group, and background documents that were previously shared with SOAC
>> Chairs:
>>
>>    1. Meeting invitation ICS file
>>    2. Agenda
>>    3. Final - Charter for the Community Group for the Meeting Strategy
>>    4. Draft - How We Meet Community Group Report
>>
>> Background Documents:
>>
>>    5. How We Meet - Summary of Input from Community Groups
>>    6. Updated Cost Data Related to ICANN Public Meetings
>>    7. 2024 Cost Analysis of ICANN Travel & Meetings
>>    8. 2022 – 2024 Cost Analysis of ICANN Intersessional Meetings
>>
>>
>>
>> We are aware that there are a lot of materials, therefore we are keeping
>> a drive folder for you where you can find all these documents, meeting
>> agendas, and notes of our future meetings in addition to any document that
>> we will be collaborating on. Here is the link:
>> https://drive.google.com/drive/folders/1-IGp5C4QAZjj5OJlkYRARnpsg2HBgtV_?usp=drive_link
>>
>>
>>
>> Your input is essential as we will be working within a tight timeline.
>>
>>
>>
>> I will serve as the project manager for this work, if you have any
>> questions, additional topics to propose for the agenda, or any other issue
>> please feel free to reach out at alperen.eken at icann.org .
>>
>>
>>
>> We appreciate your participation and look forward to seeing everyone at
>> the meeting!
>>
>>
>>
>> Kind regards,
>>
>>
>>
>> Alp Eken
>>
>> Policy Development Support Senior Specialist
>>
>> Internet Corporation for Assigned Names and Numbers (ICANN)
>>
>>
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>
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