[LAC-Discuss] LAC 1st General Assembly / ICANN San Juan Meeting Invitation (EN)
Nick Ashton-Hart
nick.ashton-hart at icann.org
Wed May 16 14:15:51 EDT 2007
Dear LACRALO 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 two sessions of the LACRALO
ALS community as part of the San Juan meeting. This will be the first
General Assembly of the RALO after formation of the RALO in December
2006. Since your region will be the first to hold its General
Assembly, your meeting represents a milestone in At-Large community
development.
The General Assembly 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 the General Assembly decides
that a second sessioin is required, we will work with you to try to
ensure that it will be scheduled so that it allows all of you to
attend the other ICANN events with as few conflicts as possible.
We will work with your Regional Secretariat in the interim to help it
in any way necessary to ensure the meeting preparatory materials are
available in good time and translated into Spanish and Brazilian
Portuguese. Of course, you should ensure that you contribute what
agenda issues your ALS considers important to your Secretariat to
help him create the draft Agenda.
Conference documents, draft proposals, and agendas will be published
online on the LACRALO website at http://www.lacralo.org.
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 decision on which reimbursement model will
be used has been made, it will be forwarded to you.
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
and ALS (or candidate ALS):
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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