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

[Tomslin Samme-Nlar]

I am going

Warmly,
Tomslin

On Wed, 22 Jan 2025, 10:02 Rafik Dammak, <rafik.dammak at gmail.com> 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 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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