[ALAC] Fwd: [soac-chairs] Further Follow Up: Thematic Pilot and Plenary Session Planning for ICANN74

Maureen Hilyard maureen.hilyard at gmail.com
Wed Apr 6 19:52:07 UTC 2022


Here is the latest communication on the results of the  discussion among
the SOs and ACs about (1) the thematic approach and (2) plenaries.


---------- Forwarded message ---------
From: Mary Wong via soac-chairs <soac-chairs at icann.org>
Date: Wed, Apr 6, 2022 at 8:58 AM
Subject: [soac-chairs] Further Follow Up: Thematic Pilot and Plenary
Session Planning for ICANN74
To: Bruna Martins dos Santos <bruna.mrtns at gmail.com>, Nigel Hickson <
nigel.hickson at dcms.gov.uk>
Cc: gnso-secs at icann.org <gnso-secs at icann.org>,
soac-leaders-icannmeeting-planning at icann.org <
soac-leaders-icannmeeting-planning at icann.org>, soac-chairs at icann.org <
soac-chairs at icann.org>


Dear SOAC leaders and members of the Community Meetings Planning Group,



Thank you again for your input on how we should approach ICANN74 scheduling
and planning! As your feedback on the idea to pilot a thematic approach for
ICANN74 and on a plenary session was quite clear, the org support team
would like to suggest that you provide comments and take any necessary
decisions on a way forward via email. We hope that doing it this way will
allow your respective staff support teams to submit your session requests
as early as possible when the Event Management Scheduling system for
ICANN74 goes live this coming Monday.



On piloting a thematic approach for Day 1 of ICANN74:

   - We understand that most groups would like to keep the planning for the
   first hybrid meeting since November 2019 as straightforward as possible;
   and it may be more timely to consider piloting a thematic approach only
   after we have completed one or two such hybrid meetings.
   - In view of the limited room capacities due to the need to implement
   physical (social) distancing measures, we should aim to have an ICANN74
   schedule that allows ample time for all groups to conduct their priority
   policy work.
   - Considering all the input, may we suggest that:
      - *Instead of piloting a thematic approach for ICANN74, we can use
      the first 90-minute session on Day 1 (i.e. Block 1) for a session on
      current topics relevant to the work on New gTLD Subsequent Procedures
      (SubPro).* While not a priority or topic of interest for all
      community groups, there seems to be some interest in a community
session to
      discuss agreed and timely issues in respect of this project.
         - Note: This session is not intended to replace or duplicate any
         individual group discussions or bilateral meetings on
specific topics of
         interest to that group or groups.
      - *This first session will not be an un-conflicted slot.* In other
      words, a group is free to schedule a different session of
interest in that
      slot.
         - The rest of the sessions on Day 1 (and for the duration of the
         meeting, subject to any plenary session(s) (see below) and
the Geopolitics
         Forum) will not be themed to any specific topic. Groups
should aim to plan
         their sessions in accordance with the overarching objective
of the Policy
         Forum, which is to progress SOAC policy work and outreach, including
         inter/cross community discussions.



On plenary session planning:

   - We understand that your overall preference is to have, at most, one
   (1) plenary session, if at all (note: a few groups are comfortable with not
   having a plenary session at this Policy Forum).
   - We received only one (1) proposal for an ICANN74 plenary session – the
   ccNSO proposed a follow up plenary session on “Five Year Follow Up to Who
   Sets ICANN’s Priorities?” (note: the RSSAC had mentioned a DNS privacy or
   technology-related topic, but we believe it was in relation to the need to
   plan such a topic for ICANN75 rather than ICANN74).
   - At the moment, and based on the suggested approach (above) to SubPro,
   we are looking at two un-conflicted slots at ICANN74: one that has been set
   aside for the Geopolitics Forum and the other that is being held for a
   plenary session.
   - As such, *may we have your views and decision on whether to retain one
   (1) un-conflicted slot at ICANN74 for a plenary session on the
   ccNSO-suggested topic?* For scheduling purposes, it will be very helpful
   to know your thoughts on this as soon as possible, so we will very much
   appreciate it if you can reply to this thread at your earliest convenience.



Thank you all again for your time and helpful input.


Best regards,

Mary (on behalf of the ICANN org team supporting ICANN Public Meeting
planning)





*From: *Bruna Martins dos Santos <bruna.mrtns at gmail.com>
*Date: *Tuesday, April 5, 2022 at 5:16 AM
*To: *Nigel Hickson <nigel.hickson at dcms.gov.uk>
*Cc: *Mary Wong <mary.wong at icann.org>, "gnso-secs at icann.org" <
gnso-secs at icann.org>, "soac-chairs at icann.org" <soac-chairs at icann.org>, "
soac-leaders-icannmeeting-planning at icann.org" <
soac-leaders-icannmeeting-planning at icann.org>
*Subject: *[Ext] Re: [SOAC-Leaders-ICANNMeeting-Planning] On planning for
closed sessions and sign-up rooms at ICANN74 (Re: FOLLOWING UP: Materials
from ICANN74 kick-off planning call (24 March 2022))



Also support this request from Nigel as there has been some confusion to us
internally on how to move on with this new meeting approach.



Best,

Bruna



On Tue 5. Apr 2022 at 10:57, Nigel Hickson via
SOAC-Leaders-ICANNMeeting-Planning <
soac-leaders-icannmeeting-planning at icann.org> wrote:

Mary and colleagues



Good morning; thanks for the mail.   With respect to ICANN74,and following
the feedback on the proposed thematic approach, think it would be very
useful to have an SO-AC  discussion  (as last month) on the way forward.



best



Nigel











On Mon, 4 Apr 2022 at 16:23, Mary Wong via
SOAC-Leaders-ICANNMeeting-Planning <
soac-leaders-icannmeeting-planning at icann.org> wrote:

Dear SOAC leaders and members of the Community Meetings Planning Group,



Thank you all for your timely and helpful responses to the questions and
proposals we discussed during our first ICANN74 Production Call on 24
March. We will be following up shortly via a separate email to address your
feedback about piloting a thematic approach and plenary session planning at
ICANN74.



For now, we’re writing to respond to Sam’s question about the possibility
of scheduling closed sessions and the availability of sign-up rooms. We
appreciate that at previous ICANN Public Meetings some community groups
have needed to hold closed sessions in order to discuss confidential or
sensitive matters. We also appreciate that you understand the need to
implement room capacity limits for ICANN74 and, as such, we are grateful
that many groups are actively prioritizing sessions that focus on timely
policy topics. From ICANN org’s perspective, if these priority sessions are
on topics that require a closed session in the same way as in the past,
there is no physical bar to your requesting such a session. We do ask,
however, that you understand that these types of sessions will likely be
held in rooms (if available) that hold the expected number of actual
attendees from the requesting group, and we will do our best to make sure
the rooms have remote participation facilities to enable your members who
are attending remotely to join the session.



Where sign-up rooms are concerned, at this time we do not yet know the
number or type of session requests that all community groups will be making
through your respective staff support teams. We will need this initial
information in order to develop a preliminary meeting schedule that takes
into account the room capacity limits as a result of the physical (social)
distancing requirements at the venue. Additionally, as you will probably
have seen from the initial set of Frequently Asked Questions
[74.schedule.icann.org]
<https://urldefense.com/v3/__https:/74.schedule.icann.org/health-safety__;!!PtGJab4!sYuf_XIgnyy7iurLYVAjNjNDH4kU2gHojV7N7BkYZtrYu9Zn3EYapZJpa5slrOOMUAedJ5A$>
(FAQ)
that we published on the ICANN74 meeting website, we will be discontinuing
on-site and walk-up registrations. Instead, meeting attendees must
pre-register for ICANN74 by 8 June 2022. During the first Production Call,
we also mentioned that registered meeting attendees will have to sign-up in
advance for sessions they wish to attend in-person.



Having this type of data will allow us to adjust and modify the schedule
and preliminary room assignments (if necessary) to ensure that we are
optimizing all available meeting space to meet each community group’s
requirements for their sessions. As such, we would like to ask for your
patience and understanding as we work to develop a more detailed meeting
schedule over the weeks leading up to ICANN74. We assure you that we will
do our best to provide you with more information about the availability of
sign-up rooms as soon as we possibly can once we have what we believe to be
a stable meeting schedule.



Thank you for continuing to work with us to adapt to the health and safety
requirements and other precautions we will have in place in The Hague. We
truly appreciate your cooperation and understanding.



Best regards,

Tanzanica & Mary





*From: *"aheineman at godaddy.com" <aheineman at godaddy.com>
*Date: *Friday, April 1, 2022 at 11:07 AM
*To: *"Demetriou, Samantha" <sdemetriou at verisign.com>, "
philippe.fouquart at orange.com" <philippe.fouquart at orange.com>, Mary Wong <
mary.wong at icann.org>
*Cc: *"gnso-secs at icann.org" <gnso-secs at icann.org>, "
soac-leaders-icannmeeting-planning at icann.org" <
soac-leaders-icannmeeting-planning at icann.org>, "soac-chairs at icann.org" <
soac-chairs at icann.org>
*Subject: *[Ext] RE: [SOAC-Leaders-ICANNMeeting-Planning] FOLLOWING UP:
Materials from ICANN74 kick-off planning call (24 March 2022)



Thanks and a big +1 to much of what has already been said.  Namely, the
RrSG thinks that a thematic approach is interesting in principle, but this
first meeting in a revamped hybrid format is not the best place to test it
out.  Therefore, we’d like to pass on the theme for ICANN 74 and reconsider
for future meetings.



The RrSG also does not have a proposal for a plenary session but will be
happy to assist in coordinating if one is agreed upon.  Further, we also
would not be opposed to **not** having a plenary for this meeting so that
we had more time PDP work and other stakeholder/community engagement
opportunities… specifically, meeting rooms and time slots.



Thanks again,



Ashley Heineman

RrSG Chair



*From:* SOAC-Leaders-ICANNMeeting-Planning <
soac-leaders-icannmeeting-planning-bounces at icann.org> *On Behalf Of *Demetriou,
Samantha via SOAC-Leaders-ICANNMeeting-Planning
*Sent:* Thursday, March 31, 2022 8:40 AM
*To:* philippe.fouquart at orange.com; mary.wong at icann.org
*Cc:* gnso-secs at icann.org; soac-leaders-icannmeeting-planning at icann.org;
soac-chairs at icann.org
*Subject:* Re: [SOAC-Leaders-ICANNMeeting-Planning] FOLLOWING UP: Materials
from ICANN74 kick-off planning call (24 March 2022)



Caution: This email is from an external sender. Please do not click links
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Hi all,



Thanks very much to Staff for putting together these materials and for all
the work that they have put into figuring out how to make ICANN 74 as
successful and productive as possible.



The views of the RySG are very much in line with Phillipe’s views below,
especially that as a Policy Forum, ICANN 74 should focus on progressing PDP
work and other important work efforts that are currently underway and could
benefit from increased face-to-face interaction. There was not a lot of
enthusiasm from RySG members to pursue a themed approach to one of the
meeting days, especially in light of the schedule constraints that will
exist for this first hybrid meeting. I also support Alejandra’s advice to
try to keep this meeting as simple as possible so that we all can learn
from this experience.



One key question that came up in my discussion with the RySG was whether
there will be any ability to hold “closed” meetings at ICANN 74, which is
to say, meetings where attendance is closed to just the individuals working
in a specific group or on a specific topic and not open to public observers
(e.g., the Community Representatives Group working on selecting the IRT
Standing Panelists). These used to be a regular feature of face-to-face
meetings and will be critical to advancing some important work streams. For
ICANN 74, we would need the ability to have such closed meetings but also
facilitate remote participation to members of those groups who are
attending remotely. It would also be very helpful to know if there will be
any ability to reserve sign-up rooms for smaller meetings while on the
ground in The Hague, or if everything must be scheduled in advance.



At this point, the RySG does not have any topics to suggest for a Plenary
session, but again is concerned with putting further constraints on an
already tight schedule. Our priority for this meeting is to provide as much
time as possible for working sessions and meetings.



Thanks again for all the work that has gone into the planning so far.



Best,

Sam



--



Samantha Demetriou

RySG Chair





*From: *SOAC-Leaders-ICANNMeeting-Planning <
soac-leaders-icannmeeting-planning-bounces at icann.org> on behalf of
"philippe.fouquart--- via SOAC-Leaders-ICANNMeeting-Planning" <
soac-leaders-icannmeeting-planning at icann.org>
*Reply-To: *"philippe.fouquart at orange.com" <philippe.fouquart at orange.com>
*Date: *Wednesday, March 30, 2022 at 7:44 AM
*To: *Mary Wong <mary.wong at icann.org>
*Cc: *"gnso-secs at icann.org" <gnso-secs at icann.org>,
SOAC-Leaders-ICANNMeeting-Planning <
soac-leaders-icannmeeting-planning at icann.org>, "soac-chairs at icann.org" <
soac-chairs at icann.org>
*Subject: *[EXTERNAL] Re: [SOAC-Leaders-ICANNMeeting-Planning] FOLLOWING
UP: Materials from ICANN74 kick-off planning call (24 March 2022)



Dear Mary,



Thanks for putting this together. I’d like to emphasise what I have
mentioned a couple of times in the chat during our call. This is intended
to be a policy forum and (as you know well) a large part of the PDP work
will take place within the WGs, it’s important we give them time and space
for them to meet and work on-site (traveling conditions & time zone
permitting…).



So with this in mind, if

1) the plenaries are to be more than 1 and unconflicted,

2) each SO/AC only has one room assigned as I seem to understand



Then this is an intractable planning equation to solve for the GNSO – and
given the SO/AC representation to some WGs, the impact is probably broader
than just us.



We have had requests from WGs to meet (sometimes multiple requests),
ideally the SG/Cs will also want to meet, we would rather have a couple of
empty slots because people feel they have beaten the issues at hand to
death (and we all know we love doing that) rather than not given them that
opportunity to meet up.



I think we all appreciate that the number of plenaries + number of rooms
will be key in making this a success, hope this can be accommodated in
light of the above.



All the best,

Philippe







Orange Restricted

*From:* soac-chairs <soac-chairs-bounces at icann.org> *On Behalf Of *Mary
Wong via soac-chairs
*Sent:* Friday, March 25, 2022 5:31 PM
*To:* SOAC-Leaders-ICANNMeeting-Planning <
soac-leaders-icannmeeting-planning at icann.org>; soac-chairs at icann.org
*Subject:* [soac-chairs] FOLLOWING UP: Materials from ICANN74 kick-off
planning call (24 March 2022)



Dear community leaders and members of the Community Meetings Planning Group,



Please find attached the relevant materials from the first production call
for ICANN74 that we held yesterday with the Community Meetings Planning
Group. These are: (1) the preliminary overview of what to expect on-site in
The Hague; (2) the slides used on the call; and (3) the requested summary
of the proposal to pilot a limited, thematic approach for ICANN74.



Please also note the following dates and additional points:

   1. On Item (1) – We will be making additional and more detailed
   information available on *31 March*, and updating that information
   regularly as the meeting dates draw nearer.
   2. On Item (2) – While we anticipate maintaining the enclosed production
   schedule, please refer to the summary proposal document for an UPDATED
   illustrative block schedule.
   3. On Item (3) – As requested, we have prepared a summary of the
   proposal to pilot a thematic approach for ICANN74. The summary document
   UPDATES a number of points that were in the original slides, based on the
   group’s feedback and discussion during the call. These include:


   - Suggesting that the pilot be limited to just one daily track rather
      than two or more themes across the meeting;
      - Updating the block schedule to reflect an additional slot (Block
      5); and
      - Clarifying the differences between a “plenary” session and a
      “thematic” work track.



We hope that the summary proposal addresses the questions that were raised
during the call. We hope that, in accordance with the deadlines proposed in
the paper, your community groups can provide feedback as follows:

   - By *31 March* – on the proposed thematic pilot; and
   - By *1 April* – on plenary sessions.



Please refer to the summary proposal for more details about these requests
and deadlines. Thank you!



Cheers

Mary (on behalf of the org team supporting ICANN Public Meeting planning)

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-- 

*Bruna Martins dos Santos *



German Chancellor Fellow 21' (Bundeskanzler-Stipendiatin) | Alexander von
Humboldt Foundation [humboldt-foundation.de]
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