[NCSG-PC] Fwd: ICANN81 | Istanbul | Supported Travelers Database Due | Thursday, 11 July 2024

[Johan Helsingius]

Reminder...

Manju, Peter, Tomslin, Farzaneh, Tapani,

Please let me know if you intend to be in Istanbul in person or not.

	Julf



-------- Forwarded Message --------
Subject: 	ICANN81 | Istanbul | Supported Travelers Database Due | 
Thursday, 11 July 2024
Date: 	Thu, 20 Jun 2024 14:02:02 +0000
From: 	Terri Agnew <terri.agnew at icann.org>
To: 	julf at julf.com <julf at julf.com>, jumaropi at yahoo.com 
<jumaropi at yahoo.com>, benakin at gmail.com <benakin at gmail.com>, 
chair at rysg.info <chair at rysg.info>, aheineman at godaddy.com 
<aheineman at godaddy.com>, mcole at perkinscoie.com <mcole at perkinscoie.com>, 
lschulman at inta.org <lschulman at inta.org>, philippe.fouquart at orange.com 
<philippe.fouquart at orange.com>, sdemetriou at verisign.com 
<sdemetriou at verisign.com>, John McElwaine 
<john.mcelwaine at nelsonmullins.com>, Karen Day <Karen.Day at sas.com>
CC: 	Brenda Brewer <brenda.brewer at icann.org>, gnso-secs at icann.org 
<gnso-secs at icann.org>, Zoe Bonython <secretariat at icannregistrars.org>, 
Andrea Glandon <andrea.glandon at icann.org>, Sue Schuler 
<secretariat at rysg.info>



Dear all,

In order to service your travel needs for ICANN81Istanbulin a timely 
fashion, please submit your meeting database tognso-secs at icann.org 
<mailto:gnso-secs at icann.org>by*Thursday, 11 July 2024. *It is important 
all funded travel air booking is completed by due date given in ICANN 
Travel emails.

Please share with all funded travelers, the travel support guidelines 
wiki space: https://community.icann.org/x/lgvxAg 
<https://community.icann.org/x/lgvxAg> and highlight the communications 
responsibilities section:

ICANN Travel Support attempts to reach a supported traveler four times 
before deeming the supported traveler unresponsive:

   1. ICANN Travel Support sends “welcome email.”
   2. If there is no response after seven business days, ICANN Travel
      Support sends a second email, copying ICANN support staff.
   3. If there is no response five business days after the second email,
      ICANN Travel Support sends a third email, copying ICANN support
      staff and the community group chair.
   4. If there is no response five business days after the third email,
      ICANN Travel Support sends a fourth email, copying ICANN support
      staff and the community group chair.

If there is no response three days after the fourth attempt to reach the 
supported traveler, the community group may substitute another traveler.

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.

*TRAVEL BOOKING PROCESS*

In order for Funded Travelers to start booking travel, they MUST 
complete Steps 1, 2, and 3.

	

*WHO*

	

*WHAT*

1

	

Funded Traveler

	

Register for meeting using the Funded Traveler Registration Link 
provided by ICANN Travel Support

2

	

Funded Traveler

	

Approved for Trade Regulations Review

3

	

Funded Traveler

	

Receive Travel Funding Confirmation Email from ICANN Travel Support

4

	

*Funded Traveler*

	

*Book Air Travel for meeting*

	

	

	

	

*Approved dates of Arrival and Departure*

*ARRIVAL DATE*

	

*DEPARTURE DATE*

*Friday, 08 November *

	

*Friday, 15 November*

For air, this must be booked using either via our online booking 
platform (Concur) or official travel agency (FCM). ICANN org does not 
allow self-booking.

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 and book 
by deadline given in email.

2.If you require a visa to enter the country, please make sure to 
acquire your visa immediately.Follow link here 
<https://community.icann.org/x/fSfxAg> for assistance.

3.Wednesday, 25 September 2024*(45 days before travel)*is the last day 
to submit additions/replacements.

4.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.

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

6.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.

7.*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.

Reminder:

    * 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]
 
<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.icann.org_privacy_policy&d=DwMFAg&c=FmY1u3PJp6wrcrwll3mSVzgfkbPSS6sJms7xcl4I5cM&r=DRa2dXAvSFpCIgmkXhFzL7ar9Qfqa0AIgn-H4xR2EBk&m=A_rkvV7hcBAIOU12pQX6fSkWBC6-P-bPaQDowX2oR_A&s=WwqcPGGS1mvkGHO5BjVc3E9ewPva_WoF-Snq25kq0OM&e=>. 

      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>.
    * As a reminder, for the AGM meeting only, incoming Councilors get
      funding, as well as the then-incumbent Councilors.
    Many thanks for your cooperation!

Thank you.

Kind regards,

Terri

Policy Team Supporting the GNSO