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Public Comment CloseStatement
Name 

Status

Assignee(s)

Call for
Comments Open		Call for
Comments
Close 		Vote OpenVote CloseDate of SubmissionStaff Contact and EmailStatement Number


02 October 2017


Proposed Dates for ICANN Public Meetings 2021–2023


ADOPTED

14Y, 0N, 0A


Yrjo Lansipuro


02 October 2017


02 October 2017


03 October 2017


09 October 2017


02 October 2017


Tanzanica King
tanzanica.king@icann.org


AL-ALAC-ST-1017-01-01-EN

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Brief Overview

Purpose: The purpose of this public comment proceeding is to solicit and collect feedback from the community on the proposed dates for ICANN Public Meetings to be held in 2021, 2022, and 2023. The advance notice gives the community an opportunity to identify potential conflicts before ICANN posts the official dates. It also gives participants enough time to plan their travel and attendance.

Current Status: The Meetings and Global Stakeholder Engagement Teams worked together to select preliminary dates for ICANN Public Meetings for 2021, 2022, and 2023. These proposed dates are now available for public review and comment from the community.

Next Steps:After the public comment period closes, ICANN will review comments and re-evaluate the dates and if needed, make changes. ICANN cannot accommodate every request, but is committed to avoiding conflicts with holidays and community events. The final step is for ICANN to publish the official ICANN Public Meeting dates for 2021, 2022, and 2023.

Section I: Description and Explanation

ICANN attempts to post dates for our triannual Public Meetings at least five years in advance. In selecting dates for meetings from 2021 to 2023, we take care to avoid scheduling conflicts with:

  • Global, national, and religious holidays
  • Community events

Proposed Dates for ICANN Public Meetings:

2021Proposed Dates
ICANN70 Community Forum20 – 25 March 2021
ICANN71 Policy Forum28 June – 1 July 2021
ICANN72 Annual General Meeting23 – 29 October 2021
2022Proposed Dates
ICANN73 Community Forum5 – 10 March 2022
ICANN74 Policy Forum20 – 23 June 2022
ICANN75 Annual General Meeting15 – 21 October 2022
2023Proposed Dates
ICANN76 Community Forum25 – 30 March 2023
ICANN77 Policy Forum19 – 22 June 2023
ICANN78 Annual General Meeting21 – 27 October 2023

Section II: Background

The Meeting Strategy Working Group (MSWG) recommendations, which the ICANN Board adopted in June 2014, defined the focus and length of ICANN's triannual meetings:

  • First meeting: Community Forum – six (6) days
  • Second meeting: Policy Forum – four (4) days
  • Third meeting: Annual General Meeting – seven (7) days

The recommendations also specified goals for selecting meeting dates:

  • Maximize the quality of participation through global rotation of locations, remote participation, translation, outreach, and newcomer onboarding.
  • Avoid conflicts with community events and globally recognized non-working or religious observance days.
  • Schedule meetings, as much as possible, on recognized working days (Monday through Thursday).
  • Rotate meeting locations so that in a period of five years, each geographic region hosts three meetings.
  • Maintain a transparent process and solicit community feedback on the proposed dates.

Section III: Relevant Resources

Proposed Dates for ICANN Public Meetings 2012 – 2023 [PDF, 636 KB]

Section IV: Additional Information

Section V: Reports

Staff Contact

Tanzanica King
tanzanica.king@icann.org

FINAL VERSION TO BE SUBMITTED IF RATIFIED

The final version to be submitted, if the draft is ratified, will be placed here by upon completion of the vote. 


 

FINAL DRAFT VERSION TO BE VOTED UPON BY THE ALAC

The final draft version to be voted upon by the ALAC will be placed here before the vote is to begin.


The ALAC welcomes the publishing of tentative dates for ICANN meetings in 2021-2023 well ahead of time so that possible conflicts with community events and globally recognized non-working or religious observance days can be identified and avoided.

The tentative dates for 2021-2023 do not entirely avoid conflicting or being too close with major, globally recognized holiday periods of certain religions or regions. On the former, ALAC has noted the following examples:

  • The 2023 Community Forum will be at the beginning of Ramadan. 

  • The 2022  Annual General Meeting (15 – 21 October) falls near the end of the Jewish Holiday season

Midsummer, celebrated in several countries of Northern Europe, is  an example of important regional (non-religious) holidays. The Community Fora are planned immediately before (2022 and 2023) or after (2021) it.

We realize the need for compromises, and the need to schedule around and in coordination with other critical meetings, and we understand that not every regional holiday can be taken in account. At the same time, we appreciate the effort to share the inconveniences as equitably as possible.

 

FIRST DRAFT SUBMITTED

The first draft submitted will be placed here before the call for comments begins.


The ALAC welcomes the publishing of tentative dates for ICANN meetings in 2021-2023 well ahead of time so that possible conflicts with community events and globally recognized non-working or religious observance days can be identified and avoided.

The tentative dates for 2021-2023 do not entirely avoid conflicting or being too close with major, globally recognized holiday periods of certain religions or regions. On the former, ALAC has noted the following:

  • The 2023 Community Forum will be at the beginning of Ramadan.

  • The 2022  Annual General Meeting (15 – 21 October) falls near the end of the Jewish Holiday season, notably  Shmini Atzeret (eighth day of Assembly) and Simchat Torah (Celebration of the Torah). ideally,  the meeting should be held  one week later to avoid the Jewish holidays.

There are also  important regional (non-religious) holidays that are celebrated in certain regions only, like Midsummer in Northern Europe.

Since the Community Fora are either immediately before (2022 and 2023) or after (2021) the Midsummer holidays, travel and various pre- or post-meetings interfere with them.  Ideal meeting dates would be a full week removed from the Midsummer holidays. In practice, this would mean moving the Policy Forum one week earlier in 2022 and 2023 and two weeks earlier in 2021.

We realize the need for compromises, and understand that not every regional holiday can be taken in account. At the same time, we appreciate the effort to share the inconveniences as equitably as possible.

4 Comments

  1. Maureen Hilyard

    Thank you Yrjo.

    Personally, I would delete everything after you say.. "As far as we can see, the tentative dates for 2021-2023 do avoid conflicting with major, globally recognized holiday periods."

  2. Sebastien Bachollet

    Thanks Yrjö and all the participants on the mail exchange.
    I would like to raise your attention on 2 points

    The ICANN meeting dates must take into account a lot of other meetings olan by other organizations (IETF, IGF,ISOC, ITU....)

    We need also for our comments to take into account not just the religions/feasts/holidays of the one participating to the discussion.

    For that it will become not manageable.

    I suggest that our comments talk about sharing the peine (not always the same be impacted).

    SeB

  3. Tijani Ben Jemaa

    Many thanks Yrjö.

    I think we said that we will say that while we understand that any arrangement couldn't avoid every Global, Regional, Subregional, Religious and cultural celebration, we do think that ICANN meetings shouldn't be in conflict with major events important to an important number of people.

    Also, I find this statement focusing on a specific and particular case that might not be among in the cases we are advocating for (major events important to an important number of people).  

  4. Alan Greenberg

    In the 2nd bullet, first sentence, there is no need to go into the details, so you can stop  the first sentence after ...Holiday season.

    The two paragraphs on Midsummer should be merged into one.

    I think that Sebastien has some good points and I suggest that, at the least, the two religious holidays be cited "as examples" and that the last sentence start with "We realize the need for compromises and the need to schedule around and in coordination with other critical meetings, and we understand ...."