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

Wed Jan 22 08:45:46 EET 2025

Count me in!

	Julf

On 22/01/2025 00:01, Rafik Dammak wrote:
> 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 ICANN83Prague in a timely 
> fashion, please submit your meeting database tognso-secs at icann.org 
> <mailto: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 <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 <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____
> 
> __ __
> 
> __ __
> 
> __ __
> 
> __
> __
> 
> 
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