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

[Rafik Dammak]

thanks Pedro,
we need to summarize the response then.  For the meeting frequency, we can
go with 2 F2F and raise the point about the impact of virtual meetings.

Regarding Meeting Locations and Purposes:
1- we are in favor
2- we are not in favor
3- the proposal impact is unclear and how it will be implemented
4- meeting reduction (a big change that requires buy-in in the list
otherwise I will leave that blank)
5- we are not in favor
6- need to check impact such SPS GNSO council meeting or NCPH meeting
7- conditional for having 2 F2F meetings  and virtual meeting is to review
the approach for virtual meeting to take into account the challenges

Regarding Meeting Format, Logistics & Funding Sources
1- we are in favor
2- concern about the feasibility and how this will be implemented by the
community
3- depends how much it impacts remote participation and the experience.
4- concerns about local attendance experience.
5- it is unclear how the block schedule can be revisited, requires more
details
6- no position
7- we are in favor for looking for sponsorship and support
8- we are not in favor

Regarding Travel-Related Matters
1- requires assessment of the impact in terms of support and meeting staff.
2- we are not in favor

@everyone last chance to send your input as the deadline is today, let me
know if you have concern about responses above.

Best,

Rafik


Le mer. 12 févr. 2025 à 05:40, Pedro de Perdigão Lana <
pedrodeperdigaolana at gmail.com> a écrit :

> Hi Rafik,
>
> I think there is already a high level of agreement among us three, at
> least. The biggest divergence seems to be around having one online meeting
> a year (I think just reducing it from 3 to 2 and improving the online
> decentralized methodology of work is better).
>
> And I'd still get back to my first suggestion, reg: possible downgrade
> regarding what hotels ICANN chooses, even if it is not popular (but, then
> again, nice to have vs. necessary to have). Maybe something a bit less
> luxurious, while still very comfortable, would already have a substantial
> impact, but ICANN should look a bit more around that so this could be
> objectively evaluated since it could heavily affect the "experience"
> criteria mentioned in the documents.
>
> Cordially,
>
> *Pedro de Perdigão Lana*
> Lawyer <https://www.nic.br/>, GEDAI/UFPR <https://www.gedai.com.br/>
> Researcher
> PhD Candidate (UFPR), LLM in Business Law (UCoimbra)
> Coordination/Board/EC @ ISOC BR <https://isoc.org.br/>, NCUC
> <https://www.ncuc.org> & NCSG
> <https://community.icann.org/display/gnsononcomstake/Home>(ICANN),
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>
>
> Em ter., 11 de fev. de 2025 às 03:32, Rafik Dammak via NCSG-EC <
> ncsg-ec at lists.ncsg.is> escreveu:
>
>> 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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