[At-Large] ICANN San Juan: Invitation for North American ALS community

Sun May 13 05:08:10 EDT 2007

(French version to follow in due course)

Dear North American ALS Representatives:

ICANN is pleased to invite one representative from each accredited  
and applicant ALS to attend the San Juan ICANN Meeting in June.

The San Juan ICANN Meeting will be held from 25th to 29th June –  
further details may be found at http://www.icann.org/meetings/sanjuan  
- and will feature tutorials, workshops, and stakeholder meetings on  
a variety of issues of interest to end-users (such as  
internationalized domain names and the introduction of new top level  
domain names), as well as public forums and a public meeting of  
ICANN's Board of Directors.

There is expected to be a total of one to two sessions of the North  
American ALS community as part of the San Juan meeting. The first is  
scheduled for Sunday, 24th June, from approximately 09:00 to 17:00,  
with a break for lunch and coffee breaks in the morning and  
afternoon. If another meeting is required, it will be scheduled so  
that it allows all of you to attend the other ICANN events with as  
few conflicts as possible.

Should your MoU with ICANN be completed on or at the San Juan  
meetings, and subject to agreement by the Office of the General  
Counsel on the willingness of ICANN to sign the text you agree on, a  
signing ceremony will be arranged in which those ALSes who wish to  
participate will be able to do so. Like those of all the other  
regions, this will be done as a part of the main public meeting on  
Thursday morning and will be witnessed by the Board of Directors,  
with signing by Paul Twomey, the Chief Executive of ICANN on behalf  
of ICANN.

We will work with you in the interim to determine a draft agenda for  
your meetings. Of course, some of the agenda items are dependent upon  
your pre-conference work on your Operating Principles, Code of  
Conduct, and draft Memorandum of Understanding to form your Regional  
At-Large Organisation with ICANN, as this will determine how much of  
the discussions, if any, will be about these documents and how much  
will be focused on other matters, including elections for regional  
officers if those are not concluded in the remaining weeks from now  
until the June meeting.

Conference documents, draft proposals, and agendas will be published  
online on the NARALO website and linked to the NARALO pages on  
ICANNWiki.

MEETING VENUE: ICANN will make all the technical arrangements for the  
meeting.

REMOTE PARTICIPATION: Remote participation via voice will be  
available for those who are unable to attend in person. Further  
details about this will be provided on the wiki pages devoted to the  
meeting.

MAIN ICANN MEETING ACCESS: You may register for the main ICANN  
meeting from the Lisbon meeting page as above, or you may choose to  
register upon arrival. There is no fee for registration in either case.

TRAVEL SUPPORT: ICANN is able to provide travel support and hotel  
accommodation for one representative of each At Large Structure, and  
candidates for ALS status, who have identified themselves as  
requiring travel assistance, as follows:

Airfare, to and from San Jan, by economy class;
Hotel accommodation at a hotel TBD – for the the period from the  
23rd to 28th June inclusive;
Airport transfers to and from the hotel;

A new travel policy is in the final stages of being put into place.  
This will feature one of the following possible methods to handle  
costs of meals and other incidental costs (ground transportation if  
necessary to and from your home airport and the like):

1)    A reimbursement-based system where you keep your receipts and  
submit a claim for them after the fact.

2)    A lump sum payment made to you in advance of the meeting to  
cover these costs, in which case you do not need to submit expenses  
or ask for reclaiming of expenses, or;

3)    A per-diem payment made in advance to you to cover these costs.

The attached travel policy details all that you need to know about  
the travel and subsistence assistance provided by ICANN. Please read  
it carefully. Once a final determination on the above matters is  
made, you will be informed of it in detail.

VISAS: Please see the attached policy for more information.  
Invitation letters, if you require them, are not issued directly by  
ICANN, but by the host for the meeting. You may find more information  
about this from http://icannsanjuan.pr/visa.php. If you find your  
local US embassy requires additional documentation than what is  
available from the host, send an email to travel-staff at atlarge- 
lists.icann.org and we’ll work to help you.

IMPORTANT NOTE ON VISAS: The USA can often take 90 days to process  
visa applications for many countries. If you require a visa and have  
not applied allowing for a normal processing period as that has been  
defined by the US government in respect of applications from your  
country, ensure you contact your nearest embassy from the URL above  
to ensure that it is possible for you to get a visa in good time to  
attend the San Juan meeting. Note that in some, but not all,  
countries US embassies do have an expedited handling process  
available for events such as conferences like the ICANN meeting.  
These can,  if available, cut the amount of time for an application  
to be processed.

READY TO RSVP?

As per the attached travel policy document, please provide us with  
the information immediately below. This should be sent by email as  
described in the attached travel policy, to travel-staff at atlarge- 
lists.icann.org.

DEADLINE FOR RSPVs: In order to keep costs of travel down, we need to  
receive your RSVPs in good time to take advantage of advance ticket  
purchase windows.

THE DEADLINE FOR RSPVing FOR TRAVEL SUPPORT IS  MONDAY, 21st MAY 2007  
AT NOON UTC. AFTER THAT TIME, YOU ARE FREE TO ATTEND IN PERSON AT  
YOUR OWN EXPENSE, BUT TRAVEL SUPPORT FROM ICANN WILL NOT BE AVAILABLE.

1)    Full name of the delegate (as shown on the delegate’s passport:

2)    Your Nationality (if more than one, the nationality you will  
travel under):

3)    The departure city:

4)    Your departure date (in good time to arrive NLT the evening of  
23rd June):

5)    Your return date:

6)    The city you are returning to:

7)    If you require a visa to attend the meeting, when did you  
apply, and has it been issued?

I acknowledge receipt of the travel policy for At-Large which has  
been provided to me, and I agree to abide by it and any subsequent  
amendments which are sent to me.

Name: _______________________________

Date: ________________________________

Signature: ___________________________

We look forward to welcoming you to ICANN San Juan!

All the best,

ICANN At-Large Staff

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