[NCSG-PC] ICANN83 | Prague | Supported Travelers Database Due | Monday, 10 February 2025

[Rafik Dammak]

Dear councillors,


We need to confirm who from travel supported councillors will be able
attend ICANN meeting in Prague. Please respond within the next 7 days.


Best,

Rafik

---------- Forwarded message ---------
Dear all,

In order to service your travel needs for ICANN83 Prague in a timely
fashion, please submit your meeting database to gnso-secs at icann.org by *Monday,
10 February 2025. *It is important all funded travel air booking is
completed by due date given in ICANN Travel emails. There seems to be some
struggle in this area, if you could please make sure all names put forward
understand the deadlines.

Please share with all funded travelers, the travel support guidelines wiki
space: 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*

*Sunday, 08 June *

*Friday, 13 June*



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.               Friday, 25 April 2025* (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.
   - 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
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