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1. To participate in CROP, each eligible community group must comply with all the following requirements: 
   1. Create an outreach and strategic plan for that fiscal year. The plan (to be developed based on the template provided by the CROP administrator) must include details of the group’s outreach goals, strategies, and expected activities and outcomes for that fiscal year in sufficient detail to permit coordination of the group’s specific activities with the appropriate GSE team.
   2. Obtain concurrence on the plan from the appropriate regional GSE vice president(s), following review by the community group’s leadership. Each group’s appointed program coordinator will certify, within the template, when these reviews have taken place and communicate those results to the CROP administrator.
   3. Submit all trip requests by the deadlines.
   4. Submit all trip assessment reports by the deadlines.
2. No CROP trip request will be entertained prior to the finalization and concurrence of a group’s outreach and strategic plan. All eligible community groups are strongly encouraged to collaborate proactively with the appropriate regional GSE teams, to ensure that their outreach and strategic plans are, as much as is feasible, directly and demonstrably related to ongoing ICANN policy, technical, or advisory work and consistent with the ICANN org strategic plan for that region.
3. All trip requests must be submitted for the requisite concurrence by the relevant regional GSE vice president as well as approved by the applicant’s community group (in accordance with any criteria developed for CROP) no less than seven weeks before the start date of the proposed trip. No exceptions will be allowed. This period is the absolute minimum time and is not to be considered a "best practice." 
   1. Notice to and planning with the appropriate regional GSE team should therefore take place as much in advance of the trip as possible. To ensure that there is sufficient time for ICANN Travel Support to book the trip, concurrence from the relevant regional GSE vice president should be received no later than one week following submission of the trip request. This will allow a minimum of six weeks to confirm the trip and book travel. 
   2. By way of illustration, if the requested travel date begins on Monday, 23 January 2023, the first day of the six-week travel deadline (and thus the last day for obtaining the necessary concurrences and approvals) will be Monday, 12 December 2023 and the last day for submitting the concurrence/approval request will be Monday, 5 December 2023.  
4. For each trip taken, the supported traveler must submit a trip assessment report to abr-reports@icann.orgwithin three weeks of the end of the trip as booked by ICANN Travel Support. The trip assessment report should clearly and specifically include the following details: 
   1. If/how the original purpose(s) and outcome(s) were realized
   2. Details of the supported traveler’s activities at the event, including sessions attended, written or oral contributions made to specific sessions, etc.
   3. Specific plans for follow-up activities to enhance and continue the objectives of the trip for the community group
5. ICANN org will track all trip assessment reports, including the dates that they were submitted. If a trip assessment report is not submitted, or is submitted after the due date, it may impact the allocations available to that community group in future fiscal years.
6. If an approved trip is voided or cancelled for some unanticipated and/or extraordinary reason, a replacement trip may be allocated to the affected community group within the same fiscal year, subject to available funding. Where the cancellation involves a trip for which funds have already been disbursed, it will not be possible to reallocate the trip.
7. Trip "compounding" or "splitting" of expenses or any other strategy with a goal of increasing the number of individual trips assigned to a community group is strictly not permitted.