The AP Region has developed some best-practices based on their experienced reaching out to to constituents within their region. They have graciously shared that information below.
Please feel free to e-mail any additional items or processes you have found beneficial when reaching out to your local markets. We will make sure to incorporate it to the guide below.
Reaching Out to your Local Community - A guide
Now that you have the material, the following serves as a guide on things to take note when reaching out to your local stakeholders. You may wish to make use of the localised material and present them at a local event (be it a roadshow or forum discussion etc).
If you are looking to organise your own 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 3 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) 1 week and 1 day before the actual event
- Always prepare a Programme (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 3 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! Survey templates can be downloaded here and here.
Please share with us the feedback you received from your event. Write to us at loctoolkit@icann.org.
If you wish to invite a 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 there, here: https://community.icann.org/category/gse
