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

Tue Feb 11 22:40:38 EET 2025

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),
YouthLACIGF <https://youthlacigf.lat/>, IODA <https://ioda.org.br/> and CC
Brasil <https://br.creativecommons.net/>
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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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