INTRODUCTION AND BACKGROUND

The Commercial and Business Users' Constituency [a.k.a. the ICANN GNSO Business Constituency (BC)] FY19 Outreach Strategy is based on fulfilling the BC’s mission [1] as described in the BC’s approved Charter. The BC Outreach goals support the engagement of business users in gTLD policy development and in ICANN’s overall governance.

Further, it also supports the ongoing enhancement of multi-stakeholder engagement in relevant activities to ensure ICANN’s continued success as the coordinator of the unique indicators of the Internet as provided for in ICANN’s bylaws. The BC Outreach Strategy aligns with ICANN strategic objectives.

Overall BC Outreach Strategy

The BC has a broad Outreach Strategy that is focused on growing BC visibility and engagement in ICANN meetings and in selected and related events where business executives and others from the business user communities participate, as well as governments who may influence ICANN’s stability. The broad BC Outreach strategy is described in this document, with a specific segment focused on the use of ICANN’s Community Regional Outreach Program (CROP) funds and includes using part of its own membership funds, and other special funds [some of which are supported by ICANN funding] in collaboration with ICANN supported activities to increase engagement of business user companies and to support the broader BC Outreach Strategy.

The BC Outreach Strategy utilizes key approaches:

• Effective use of CROP to ensure outreach in least engaged regions;
• Use of BC funds plus partnering with ICANN staff for events both at and external to ICANN for outreach; and awareness, including as speakers and co-sponsors;
• Development and enhancement of BC materials;
• Participation in ICANN Newcomers events, including special sessions and Newcomers Booth.
  
  

The BC Outreach activities will draw on ICANN FY19 CROP travel support for three travelers as defined in the CROP, overseen by the BC Outreach committee and approved by the BC ExCom [and consistent with CROP guidelines] and in keeping with the BC’s regional and other focus priorities. CROP events will benefit from full support from the BC Outreach Committee and always include BC membership materials suited to the event.

Additional engagement and support by the BC in additional support to include a senior leader from each region from its own funds and engagement is included below, which augments and builds on the CROP funded engagement, a critical contributor to ensure broader engagement in the least represented sub-regions for business users in ICANN.

The Outreach Strategy of the BC will:

• Provide mentorship and informal support to business representatives attending ICANN or BC meetings as they learn about the BC and understand how to best participate.
• Present information about ICANN and the BC at ICT and Internet governance related events, particularly in regions where there is limited BC membership and/or at events where attendance by business entities that may qualify to join the BC participate.
• Hold special events both at ICANN and at other related events to inform the broader business user community about ICANN and the BC.
• Provide financial support for BC members with experience and expertise in the BC and in ICANN to attend outreach and recruitment events on behalf of the BC, specifically to do BC membership recruitment, using Community Regional Outreach Programmed (CROP) or other BC approved funding.
• The priority for CROP will be to advance engagement in the least represented sub- regions/regions but, may, as exception, support travel to an ICANN meeting, if a specially organized outreach event justifies such engagement.

Continue and enhance the reporting of all BC funded travelers attending Outreach events relying on the required reporting of the CROP program as a role model for all BC funded engagements, but where needed, include additional BC requirements.

Enhanced visibility of BC’s Outreach engagement via the BC Newsletter on an occasional basis – e.g. BC newsletter for ICANN62 focused on Outreach events from 2017-2018. Previous Newsletters have also included Outreach stories supported by CROP.

COMMUNITY REGIONAL OUTREACH PROGRAM (CROP) – THE BC’S USE OF CROP FUNDS

CROP funds will support travelers to events that are primarily focused on companies— both large and small—that fit the definition of a Business User. The BC presence and participation at events will be further reinforced by materials and presentations developed within the BC’s Outreach Committee and the designated CROP BC traveler. Such materials will be shared via the full BC list, as part of the Meeting Outcome Report required from all funded BC outreach events.

Normally, CROP will primarily support the engagement in or be associated with external to ICANN events where business users can be easily reached, rather than creating unique events, in order to avoid additional organizing costs, other than those that CROP covers. The Outreach Committee will evaluate funding requests from BC members to attend an event, and specifically evaluate the effectiveness of the use of CROP funds to augment BC participation, with any additional expenditures outside the CROP budget to receive final approval from the BC ExCom.  Such expenditures may include printing of brochures or fact sheets for use, which will not be covered by CROP. Responsibility for making recommendations for use of funding lies with the BC Outreach Committee, with  budgetary review by the BC Financial Committee and final approval resting with the BC ExCom. Selected events might require sponsorship or registration fees.

For CROP and other BC supported funding, priority for funding will be given to BC experienced members who have a speaking role at an approved event, where the speaker has the ability to directly promote the work of the BC (versus speaking on another topic). Where a unique relationship exists between a BC member and an organization [including ICANN regional teams] organizing an outside event that has high visibility within a region/sub-region with low BC membership, CROP can be considered to bring a BC member as a special “recruiter”. Given the limited funding from CROP, priority will be given to proposals that are well documented regarding high opportunity for new BC member(s).

As an exception and due to the limitations of CROP funding for 2019, CROP funding could be used to support participation and the active engagement of one BC member who could not otherwise attend an ICANN meeting or another major ICANN-related event where a BC Outreach event is organized, and a particular BC member brings unique contacts in that region. In these cases, the member’s engagement must augment the legitimacy of the BC’s role and effectiveness of BC outreach within that region. This would be an exception and would be assessed on a case-by-case basis, looking at the needs of the BC and the parameters of the CROP program. Use of CROP would require a specially designated role for the funded BC member in BC outreach activities, noting that CROP guidelines must be adhered to. Any additional supporting funding from the BC for the Outreach activities will follow the usual Outreach Committee and ExCom approval processes.

Documentation:

A written proposal, and documented plans are required for consideration of CROP, as well as any BC funding for Outreach and Awareness/Recruitment. A written report that assesses the effectiveness of a particular event, direct and indirect outcomes is required.

Continuing Outreach and Recruitment in the Sub-Regions/Regions with low BC membership:

The development of specific activities and events that utilize the BC’s presence and membership within at least three (3) developing country regions will be a priority for CROP 2019 for the BC. At this point, continued outreach in Africa, Asia/Oceania; Caribbean Islands/Latin America, Middle East and Eastern Europe and Central Asia are under discussion, given the low BC membership in such regions and BC member interest in engagement. Given the limitations of CROP funding to only 3 slots, priority will be developed by the Outreach Committee, but take a wholistic approach, rather than a first come basis.

Approval of travel to these events is based on proposals submitted at least 2 months prior to the event, as CROP deadlines require six weeks prior to an event, at minimum. The 2- month requirement provides the BC Outreach committee a two-week period to review a travel request and arrive at a decision. While exceptions may occur, every effort by those proposing a CROP supported event will be asked to justify any late submissions to the Outreach Committee.

Similar processes are required to apply for extraordinary budgetary support from the BC from its own financial resources and will be based on BC engagement supportive of the BC’s Outreach Strategy. An example is the BC’s use of small grants to support engagement of 4 BC members in the IGF2017. This initiative required engagement in an event that was  highly supported by ICANN,  and also presented multiple opportunities for the [very partially] funded BC members to have high profile engagement, not only with businesses, but also governments and IGOs.

ACTIVITIES SUPPORTING THE OVERALL BC OUTREACH STRATEGY

Update the two page “mini brief” on an annual basis describing the BC, its role at ICANN, and the benefits of membership, to be used at various events. The Fact Sheet for FY18 is available on the BC website, and will be updated annually. Note: All BC members are encouraged to use the Fact Sheet in any relevant events that they attend. All BC newsletters and fact sheets can be found at http://www.bizconst.org/newsletter.

Completion and publication online of the “Meet the BC” document which provides short profiles of the BC members.

Development of “mini-testimonials” from BC members who volunteer to provide such statements – 100-150 words and head shots, to be posted on the BC website with permission of the BC member – goal 1-2 per ICANN Region.

For 2019, a further enhancement of materials and distribution efforts are planned:

• Continue to translate BC materials into other languages where possible and appropriate, given the event location and dominant UN language in the region and translation services available from ICANN.
• Distribute a special 20th anniversary of the BC in an updated Fact Sheet at the ICANN63 meeting in Barcelona, and at IGF2018 in Paris; and any other ICT and Business events relevant to business – focused on the BC’s history and contribution to the launch and success of ICANN.
• Focus on invitation to BC association members who have newsletters or websites, using AfiCTA as role model to gain articles inserted in members newsletters/websites thus enhanced visibility for ICANN
• Improve the look and feel of the BC website, http://www.bizconst.org/, with continual updates as described, including testimonials and possible blogs.

Continued use of collaborative engagement with the VP of Business Engagement and per meeting, relevant ICANN regional VPs/staff for targeted outreach to registered attendees [and local associations/businesses] at ICANN meetings from the private sector who are not already members of the BC, through organizing occasional specialized events at ICANN meetings with a goal of holding or joining ICANN’s Business Outreach Activities with a goal of at least 1-2 such events each year. [e.g. example of highly successful outreach during South Africa organized by Affects in collaboration with ICANN business Engagement VP and again at ICANN62.

Building on the ICANN Onboarding Pilot: Enhancing mentoring/coaching within the BC for new or potential members

The BC will continue to examine how to establish partners/mentors for new business user attendees within the BC that identify a topic they would be willing to “mentor” a new BC candidate/member on – still under development within the BC:

• Identify volunteers from current members [goal: to identify at least 3-4 BC members] who are willing to be matched with a newcomer who would shadow them during an ICANN meeting for just their topical area.
• Responsibilities for a “BC mentor” [still to be confirmed by the BC] for an identified “newcomer”, whether brought in from ICANN registration, identification from ICANN or other BC contacts, could include an interactive review of the ICANN agenda ahead of time, but also identification of specific BC activities at an ICANN meeting as suggestions for any newcomers recruited by the BC to be involved in, engaging initially online, and then on site as appropriate – offer BC member introductions and “acting” as a coach for a specific session of mutual interest to a targeted potential BC member.
• Provide the BC newsletters/fact sheets, and special Meet the BC “card” for the ICANN Newcomers booth. The card will advise anyone interested in scheduling a one-on-one meeting with BC members during an ICANN meeting to send an email to the BC Secretariat, who will contact the volunteers to “match-make” on site.
• Utilize Outreach Committee members to review the Fellowship program and full ICANN registered attendance list several weeks out to identify businesses attending and invite relevant newcomers to the BC open sessions or to a special BC meet and greet in the ICANN newcomers booth.
• Once prospective business candidates are identified, provide an individual invitation to any specially organized CSG and BC events [example: formerly the “Commercial Stakeholder Group (CSG) breakfast”] and any other social events organized by the CSG – BC with ICANN, including the Board/CSG session, with the BC providing a coach/mentor for that event to be a session “buddy”, providing introductions informally, and helping to answer any questions the newcomer might have.
• Enhance BC materials including, but not limited to, BC Newsletters and Fact Sheets;
  • Enhance the “Meet the BC” document with continual updates and distribute to GAC and ICANN Board members at least annually.
  • Add the BC members “testimonials”on the BC website when available [volunteer basis but goal to have 3-4 per region.
    
    

Outreach Committee/+ BC members will examine how to further advance benefit of Fellowship and NextGen programs to the BC - 2019-2020 period to work with ICANN staff to increase recruitment from private sector into these programs, including members from small and mid-sized businesses from developing countries, as well as academics focused on business management; etc.

GENERAL OUTREACH ACTIVITIES DURING ICANN PUBLIC MEETINGS

Coordinate with ICANN on any event they are doing already to increase the visibility of the BC and make face to face contact with attending private sector members, while recognizing that the attendance of local businesses can be very challenging, due to their own business priorities that compete with a multi-day ICANN meeting.

Establish a standard invitation to be sent to the local business associations in the relevant country/region, at least two (2) months before an ICANN meeting, when contacts are nominated by BC members, and then followed up with a more detailed invitation, when the ICANN agenda is available, and social events are identified.

Engage with the ICANN Engagement VP for Business as a priority engagement and regional V.P. teams regarding any relevant business groups they are engaging with.

For ICANN meetings, where possible, the BC will include one new senior business leader from the region/with regional affiliation as part of BC Senior Leadership Engagement.

Review the Fellows who self-identify as businesses, to engage interest and inclusion in any relevant BC events/engage with Fellowship staff to determine how best to reach out to self-identified business attendees.

GOVERNANCE FRAMEWORK

BC Outreach strategy is developed and administered by the BC Outreach Committee with the support of the BC Executive Committee and ICANN staff.

The Outreach Committee meets virtually two to three times between each ICANN Meeting, and strives to meet face-to-face during ICANN meetings with the BC membership in attendance. In addition, updates are provided to the full BC membership via the virtual BC working calls.

Events and travel support requests are considered and recommendations made by the Outreach Committee. Reports of all activities are provided to the full BC membership.

The Outreach Committee will notify the BC Executive Committee of any requested additional expenditures, whether from BC or ICANN funding sources, at least four weeks prior to the disbursement date.   These planned expenditures are deemed as approved unless the ExCom raises questions or objections within one week of notification.

EXPECTED OUTCOMES OF OUTREACH EFFORTS

Through our outreach efforts, the BC expects to:

• Reach an in-person audience of qualified fifty/50 potential members through attending and speaking at various events and conferences, with a hard goal of 10 new recruits from the least represented organizations but establishing relationships for follow up with the full 50.
• The total reach for awareness is approximately 3000 during 2018but this is for awareness; only a small number of these contacts will meet membership criteria, yet, benefit from awareness about why ICANN matters to the business user community and can be encouraged to engage with ICANN at the regional level, or via the National IGF events where ICANN is typically a speaker/supporter.
• The BC’s focus is quality, versus quantity, as experience has shown that associations and industry groups can more consistently maintain attendance and contribute to policy development than individual small companies from developing countries.
• Attract 10 new members by the end of FY19. The BC recruited 9 new members in FY17. The Outreach Committee and other BC members will be encouraged to engage in member retention and re-recruitment of former members.
  
  

Goals:

• Distribute 1,000 BC newsletters, 350 BC business cards, and target of 700 factsheets with a goal of 50 percent being external to ICANN meetings. For example, the BC will seek to distribute 500 from all three published items at the ICANN AGM and another 200 at the IGF2018 in Paris using the ICANN booth as a distribution mechanism and providing 100 to the Paris Peace Forum. The additional distribution opportunities will be developed by the events organized for CROP outreach events, and at the ICANN meetings.

• Invite all Association members of the BC to post a story about the BC’s focus on a particular policy area that their members care about in their newsletters or official publications. The topics should focus on those areas where there is strong consensus within the BC. Such story could be provided to any BC association members who might be willing to publish it, with a personal introduction, in their association newsletters.

• Attract more than 200 webpage views through social media enhanced engagement – to be developed further, including encouraging all BC member to like the BC Facebook page and to send at least three (3) tweets a year about their engagement with the BC activities which must be consistent with BC policy positions or activities if the BC is referenced in the tweet/post.
  
  
• Improve the ICANN Board’s understanding of the BC, specifically in regard to the BC’s views and perspectives, and the engagement of Business Users at ICANN, e.g. explore a BC breakfast with full Board and CSG as a special event for ICANN’s anniversary, as a celebration event and provide BC sponsorship with support from other CSG constituencies. This will make engagement with the ICANN Board more useful to BC members and strengthen direct and positive engagement. [Note: this can also be a one- time event that is based on historical engagement of the BC with the Board so in keeping with the 20th Anniversary Celebration.]

Proposed activities that may not lead directly to new members (items described as supporting the multistakeholder model and/or ICANN more broadly), objectives include:

• Visible and senior speaking role at an event for BC designated delegate/s
• Number of people that can be reached via the speaking session
• Number of qualified BC members identified and follow up with
• Rate of growth of BC Facebook page likes
• Rate of growth of Twitter followership
  
  

[1]  The mission of the Business Constituency is to ensure that ICANN policy positions are consistent with the development of an Internet that:

• Is committed to a multi-stakeholder, bottom-up, consensus-driven model of engagement;
• Is technically stable, secure, and interoperable;
• Promotes user confidence in online communications and business interactions; and Offers choice in the supply of registry, registrar, and domain name-related services and such services are offered in a reasonable and pro-competitive manner for the benefit of the business community and users.

[2]  Evolve and further globalize ICANN
[3]  Promote ICANN’s role and multi-stakeholder approach

Date Submitted: August 15, 2018