The APAC Region has developed some best-practices based on their experienced reaching out to constituents within their region. They have graciously shared that information below.
Please feel free to e-mail any additional items or other processes you have found beneficial when reaching out to your local markets. We will make sure to incorporate them in the guide below.
Reaching Out to your Local Community - A Guide
Now that you have the material, the following serves as a guide for things to take note when reaching out to your local stakeholders. You may wish to make use of the localized material and present them at a local event (be it a roadshow or forum discussion, etc.).
If you are looking to organize your event, here are some tips (it may differ between cultures, but these are general best practices):
- Decide what information you would like to share with your stakeholders/community based on:
- Type of event (is it a roadshow, or a forum discussion, etc.)
- Your audience (business, government, technical community, academics, students, etc.)
- Based on the above, choose the slide decks provided as appropriate.
- Estimate the targeted number of people who would attend your event
- Try to secure a venue at least 4-6 weeks before your event
- Venue locations include partnering schools or office spaces with large meeting rooms; alternatively, Hotels provide function rooms complete with facilities and equipment that can be rented as well.
- Work with your partner/vendor to ensure availability of microphones and projectors for your presentation
- Begin sending invitations at least three weeks before your event
- Always ask for RSVP, so that you can adjust the set up of the room to cater to the number of guests attending if necessary
- Send out a reminder to your guests (including any guest speakers) one week and also one day before the actual event
- Always prepare a Program (i.e., the order of proceedings)
- This helps not only the audience to know what to expect, but for you to manage your time and show flow as well!
- Always check the setup, test the AV and projector system three hours before your event commences
- This gives you lead time to rectify any issues
- Prepare a registration booth to obtain the contact information of your attendees
- This helps you to follow-up with them after the event and expands your network list of contacts
- Feel free to share your translated slides (in PDF) with your guests!
- Ask for feedback! Several sample Survey templates provided by APAC Region were developed and can be downloaded here and here.
Please share with us the feedback you received from your event. You can e-mail us at Community2ICANNLanguages@icann.org.
If you wish to invite an ICANN representative to participate at your local event, you should contact your Regional Global Leader (GL). You may find information about each ICANN region, including the staff available at ICANN GSE
