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@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@gmail.com>, Nigel Hickson < nigel.hickson@dcms.gov.uk> Cc: gnso-secs@icann.org <gnso-secs@icann.org>, soac-leaders-icannmeeting-planning@icann.org < soac-leaders-icannmeeting-planning@icann.org>, soac-chairs@icann.org < soac-chairs@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@gmail.com> *Date: *Tuesday, April 5, 2022 at 5:16 AM *To: *Nigel Hickson <nigel.hickson@dcms.gov.uk> *Cc: *Mary Wong <mary.wong@icann.org>, "gnso-secs@icann.org" < gnso-secs@icann.org>, "soac-chairs@icann.org" <soac-chairs@icann.org>, " soac-leaders-icannmeeting-planning@icann.org" < soac-leaders-icannmeeting-planning@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@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@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__;!!P...> (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@godaddy.com" <aheineman@godaddy.com> *Date: *Friday, April 1, 2022 at 11:07 AM *To: *"Demetriou, Samantha" <sdemetriou@verisign.com>, " philippe.fouquart@orange.com" <philippe.fouquart@orange.com>, Mary Wong < mary.wong@icann.org> *Cc: *"gnso-secs@icann.org" <gnso-secs@icann.org>, " soac-leaders-icannmeeting-planning@icann.org" < soac-leaders-icannmeeting-planning@icann.org>, "soac-chairs@icann.org" < soac-chairs@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@icann.org> *On Behalf Of *Demetriou, Samantha via SOAC-Leaders-ICANNMeeting-Planning *Sent:* Thursday, March 31, 2022 8:40 AM *To:* philippe.fouquart@orange.com; mary.wong@icann.org *Cc:* gnso-secs@icann.org; soac-leaders-icannmeeting-planning@icann.org; soac-chairs@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 or open attachments unless you recognize the sender and know the content is safe. Forward suspicious emails to isitbad@. 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@icann.org> on behalf of "philippe.fouquart--- via SOAC-Leaders-ICANNMeeting-Planning" < soac-leaders-icannmeeting-planning@icann.org> *Reply-To: *"philippe.fouquart@orange.com" <philippe.fouquart@orange.com> *Date: *Wednesday, March 30, 2022 at 7:44 AM *To: *Mary Wong <mary.wong@icann.org> *Cc: *"gnso-secs@icann.org" <gnso-secs@icann.org>, SOAC-Leaders-ICANNMeeting-Planning < soac-leaders-icannmeeting-planning@icann.org>, "soac-chairs@icann.org" < soac-chairs@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@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@icann.org>; soac-chairs@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) _________________________________________________________________________________________________________________________ Ce message et ses pieces jointes peuvent contenir des informations confidentielles ou privilegiees et ne doivent donc pas etre diffuses, exploites ou copies sans autorisation. Si vous avez recu ce message par erreur, veuillez le signaler a l'expediteur et le detruire ainsi que les pieces jointes. 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Thank you. _______________________________________________ SOAC-Leaders-ICANNMeeting-Planning mailing list SOAC-Leaders-ICANNMeeting-Planning@icann.org https://mm.icann.org/mailman/listinfo/soac-leaders-icannmeeting-planning _______________________________________________ By submitting your personal data, you consent to the processing of your personal data for purposes of subscribing to this mailing list accordance with the ICANN Privacy Policy (https://www.icann.org/privacy/policy) and the website Terms of Service (https://www.icann.org/privacy/tos). 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You can visit the Mailman link above to change your membership status or configuration, including unsubscribing, setting digest-style delivery or disabling delivery altogether (e.g., for a vacation), and so on. -- *Bruna Martins dos Santos * German Chancellor Fellow 21' (Bundeskanzler-Stipendiatin) | Alexander von Humboldt Foundation [humboldt-foundation.de] <https://urldefense.com/v3/__https:/www.humboldt-foundation.de/__;!!PtGJab4!s...> Visiting Researcher (Gastwissenschaftlerin) | Wissenschaftszentrum Berlin für Sozialforschung (WZB) [wzb.eu] <https://urldefense.com/v3/__https:/wzb.eu/en__;!!PtGJab4!sYuf_XIgnyy7iurLYVA...> Member | Coalizão Direitos na Rede [direitosnarede.org.br] <https://urldefense.com/v3/__https:/direitosnarede.org.br/__;!!PtGJab4!sYuf_X...> Chair | Non-Commercial Stakeholder Group at ICANN [gnso.icann.org] <https://urldefense.com/v3/__https:/gnso.icann.org/en/about/stakeholders-cons...> Co-Coordinator | Internet Governance Caucus [igcaucus.org] <https://urldefense.com/v3/__https:/igcaucus.org/__;!!PtGJab4!sYuf_XIgnyy7iur...> Twitter: @boomartins [twitter.com] <https://urldefense.com/v3/__https:/twitter.com/boomartins__;!!PtGJab4!sYuf_X...> // Skype: bruna.martinsantos *bruna.martinsdossantos@wzb.eu <bruna.martinsdossantos@wzb.eu>* and bruna.mrtns@gmail.com _______________________________________________ soac-chairs mailing list soac-chairs@icann.org https://mm.icann.org/mailman/listinfo/soac-chairs _______________________________________________ By submitting your personal data, you consent to the processing of your personal data for purposes of subscribing to this mailing list accordance with the ICANN Privacy Policy (https://www.icann.org/privacy/policy) and the website Terms of Service (https://www.icann.org/privacy/tos). You can visit the Mailman link above to change your membership status or configuration, including unsubscribing, setting digest-style delivery or disabling delivery altogether (e.g., for a vacation), and so on.