[Rigf_program] Proposal / preIGF roundtable on national and regional IGFs

Wed Sep 4 17:41:26 HKT 2013

Dear Markus and Chengetai,

As per the virtual MAG meeting last week, I've would like to submit for consideration of the secretariat the following proposal for the preIGF roundtable on national and regional IGFs. Although this proposal has not been discussed extensively in the igfregionals mailing list, but some positive comments and suggestions have been received. The proposal is aligned with what was discussed at the IGF consultations in Geneva (notes included at the bottom of this message) and the proposal presented by the APrIGF Multistakeholder Steering Committee (attached), in which other details of the additional activities to be conducted during the IGF are also mentioned. We really hope the secretariat can also provide some guidance about how to proceed to structure the other 2 time slots allocated during the IGF week for the inter-regional dialogue.

We propose the development of a document template based on the questions below, to allow the collection of structured data about the different events, to facilitate analysis, comparison and review.

The contributions will be review/analyze by a small group of volunteers, and the analysis will be presented as an input for the round table.

During the session, the discussion will be facilitated around a set of the proposed questions using facilitation techniques that encourages people to participate and share from their experience. IGF regional/national representatives will be able to decide which questions they would like to concentrate their reports and will have very limited time to present their highlights in 1 slide.

After the IGF a report reviewing the data collected will be produced based on the recommendations from the roundtable participants, remote participation and contributions to the igfregionals mailing list.

**About the template**

The IGF website outlines the current reporting requirements to IGF regional and national initiatives along these lines: 1) Description of the organizing process; 2) Description of how the multi-stakeholder model is maintained; 3) The published agenda and 4) The total number of attendees and a break down of attendance for each stakeholder group at the IGF initiatives meetings.

We propose a structured report, requesting concrete answers to the following questions:

- Name of the event
- Main point of contact (full details)
- Description of the organizing process: Guiding principles, organizational structure description
- Description of how the multi-stakeholder model is maintained: multi-stakeholder analysis, roles and responsibilities
- Nature of the organizing committee: formal membership, ad-hoc, etc
- Communication/collaboration tools used for coordination (list of active mailing lists, website, etc)
- Preparatory process description (timeline, methodology used)
- Communication strategy (website, social media, etc.)
- Funding (event total cost, funding sources, funding mechanisms used, volunteer contribution)
- Registration process (how participants register, how long before the event the registration opens, if remote participants have to register too, software used, etc)
- Link/copy of the final agenda
- Methodologies used to facilitate workshops/panels, etc to provide incentives for participation from the audience
- Cultural considerations/context description
- Steps taken to include gender balance
- The total number of attendees and a break down of attendance for each stakeholder group at the IGF initiatives meetings: Statistics final list of participants, presenters and volunteers (type of organization according to the multi-stakeholder categories, economies represented, gender distribution, age ranges, educational ranges, people with disabilities, etc)
- Remote participation provisions (technologies used, costs, quality, statistics)
- Outcomes produced (printed, online, etc) and how they are published/shared as part of the communications strategy
- Event structure (final agenda, what feeds into what, how notes are taken, who edits them)
- Topics discussed:
  + How were the meeting's overall themes identified, what were the themes?
  + How was the meeting agenda developed, what were the main session/workshop topics?
  + Meeting outcomes, the priority issues identified by the meeting:  What were they? Why important? Next steps to address/consider the topics further?
  + How is the event recognized by other stakeholders (level of participation and commitment, value/influence of the IGF to other national/regional processes.)
  + How does the event tie up to feeder events? For example, in the case of AfricaIGF, LACIGF, EURODIG, ArabIGF it will be to understand how they link up to individual and sub-regional IG initiatives under their geographic area
  + How do regional IGs place the global IGF within their own processes?

We hope to receive support for this proposal so we can implement it as soon as possible to make sure we can collect data before the IGF.

If the proposal is accepted, we would like to request the secretariat's help to:

-Sent direct invitations to national and regional organizers to participate in the round table, highlighting the importance of arriving 1 day before the IGF starts to join the roundtable.
-Request representatives to share their contributions in the proposed template and sent them to specific email alias (maybe the regional-track?) or dropbox folder (or similar) to collect all contributions in a single place, so the group of volunteers can start working on them.

Looking forward to your prompt response.

All the best,

Sylvia

From: Sylvia Cadena <sylvia at apnic.net<mailto:sylvia at apnic.net>>
Date: Thursday, 23 May 2013 9:06 PM
To: Regionaltrack <regionaltrack-bounces at intgovforum.org<mailto:regionaltrack-bounces at intgovforum.org>>, Igfregionals <igfregionals at intgovforum.org<mailto:igfregionals at intgovforum.org>>, Program Committee APrIGF <program at aprigf.asia<mailto:program at aprigf.asia>>
Cc: Paul Wilson <pwilson at apnic.net<mailto:pwilson at apnic.net>>, Marilyn Cade <marilynscade at hotmail.com<mailto:marilynscade at hotmail.com>>, Markus Kummer <Kummer at isoc.org<mailto:Kummer at isoc.org>>, Chengetai Masango <cmasango at unog.ch<mailto:cmasango at unog.ch>>, Farzaneh BADII <FBADII at unog.ch<mailto:FBADII at unog.ch>>, Ricardo Pedraza Barrios <ricardo.pedraza.barrios at gmail.com<mailto:ricardo.pedraza.barrios at gmail.com>>
Subject: Notes from meeting about regional & national IGFs

Dear all,

My name is Sylvia Cadena (APNIC) and I've volunteer at the discussion
group this morning to take notes. Notes below include Marilyn and Paul
comments/notes and are a first attempt to summarize the discussion. If you
know about someone working on a regional, national or thematic IGF
initiative, please share this and encourage them to follow the existing
mailing lists (as listed below) in the interest of openness and inclusion.
My apologies if I've omitted any comments/concerns. Just 2 cents to
contribute to the discussion.

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Notes  early session on regional & national IGFs

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Facilitated by Marilyn Cade & Paul Wilson.

Participants: 26 people (full list of attendees to be shared later)

Remote participants: 6 (full list of attendees to be shared later)

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Coordination mechanisms at the disposal of people interested in the
regional, national & thematic IGF initiatives

There are 2 mailing lists currently open to address issues related to
regional & national IGFs as well as specific initiatives, such as youth.

IGF Regionals:
http://mail.intgovforum.org/mailman/listinfo/igfregionals_intgovforum.org

Farzaneh (secretariat) explained that this list operates since 2010. Is
has been used to organized the inter-regional dialogue session. It
includes regional initiatives, national initiatives, youth initiatives.

Regional Track: Recently open by the secretariat to address the way in
which the regional and national IGFs will be included into the global IGF
agenda/program for 2013
http://mail.intgovforum.org/mailman/listinfo/regionaltrack_intgovforum.org

There is information about regional initiatives for 2013 in the following
website, which we encourage ALL to update to make sure is updated
http://www.intgovforum.org/cms/component/content/article/121-preparatory-pr
ocess/1278-2013-calendar

IMPORTANT NOTE: It is important for the MAG members recall that NOT all
organizers/coordinators are MAG members and will not be up to date on MAG
discussions, including decisions MAG took about not including workshop
proposals from regional and national IGF initiatives. The Secretariat will
assist in ensuring that we all get onto a single integrated list, so that
the Coordinators/Organizers are fully informed and able to engage in
planning.

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IGF initiatives organizational principles

http://www.intgovforum.org/cms/igf-initiatives

People organizing IGF initiatives at the regional, national or thematic
level have to follow the following principles to be listed on the IGF
website.

Regional and national IGF initiatives should follow the principles and
practices of open, inclusive, non commercial, and multi-stakeholder
participation in both formulation of the initiative and in any other
initiative related events.

In order to be listed on the IGF website as an IGF initiative, IGF
initiatives should provide the following information to the IGF
Secretariat:

1. A report of past activities indicating: the members of the initiative,
description of the organizing process, description of how the
multi-stakeholder model is maintained, published agenda and total number
of attendees and a break down of attendance for each stakeholder group at
the IGF initiatives meetings

2. A list of members or main organizers comprising at least three
representatives of different stakeholder groups

3. A dedicated webpage or website, with a contact person and a working
email address

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Concerns from the people attending the session where:

- Move from reporting only into a more productive format for the dialogue
- Need to keep a level of reporting for future reference using a common
format
- How the regional, national and thematic IGF initiatives will have
visibility in the global IGF, how they will contribute to the discussions
- How to bring back from the global IGF to the regional, national and
thematic IGF iniatives
- How to share experiences about the operation, management and
sustainability of this initiatives
- Need to retrieve proposals submitted by the regional, national and
thematic IGF initiatives to make sure their organizers are included in
this discussion
- Having an opportunity for an off-record sharing of successes and
failures discussion
- Guided discussions based on a list of policy questions
- How to preserve the fabric of the local, national and regional
discussions
- Identification of common and different themes addressed at the regional,
national and thematic IGF initiatives (different interpretations of
different issues)
- Identification of tools and techniques used in the different spaces and
exchange of experiences on what works and what doesn't work
- Identification of ways to increase participation, expand their networks

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Quick round around to know a little bit about the status of regional,
national and thematic IGF initiatives.

Very short information shared about the Pacific IGF, LACIGF, NetHui,
Italian IGF, Portugal IGF, East/West Africa IGFs, USA IGF, APrIGF.

Coordinators/people involved should provide information to the secretariat
to update the list/map.

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Proposals/recommendations agreed by the group

- Move away from reporting only: Do the reporting prior to the global IGF
using a common format that is saved/keep in the IGF website for future
reference

- Do a pre-IGF polling of regional initiatives (via coordinators and/or
mailing lists) to identify themes (commonalities, differences and
diversity of interpretations). Open to all initiatives, remote
participation should be provided.

- Pre-IGF half-day working session to share regional initiative
experiences and successes, also organizational issues such as program
structure and committees, how to conduct/manage the events, logistics,
funding, etc.

- Identify members of the regional/national IGF initiatives as speakers in
the different workshops/main sessions, based on when there is a 'fit'
between work within the Initiative and 'fit' to the workshop or main topic.

- Participants on this regional, national, thematic group to attend
workshops and sessions during the week, to have an eye to identify during
the week the content that link to regional/national contexts to bring back
from the global IGF to the regional/national discussions to participate in
IGF workshops and other sessions, to bring relevant content from regional
initiatives into those sessions.

- Secure one or two time slots in the IGF agenda (one at the beginning of
the week, the other one at the end) with the clear purpose to focus on
issues of common or special interest arising from IGF initiatives.

- At the taking stock main session share a summary of the main findings
from the above listed sessions plus the regional content identified during
the main sessions.

- Update list of 2013 IGF initiatives, existing reports, people involved
to be provided to the secretariat for future reference, follow up and
inclusiveness

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--

Sylvia Cadena  |  Community Awards and Grants Specialist | sylvia at apnic.net<mailto:sylvia at apnic.net>
ISIF  Asia Information Society Innovation Fund

Asia Pacific Network Information Centre (APNIC)
6 Cordelia Street, South Brisbane, QLD,  4101 Australia | PO Box 3646
Tel: +61 7 3858 3100 |  Fax: +61 7  3858 3199
http://www.apnic.net | http://www.isif.asia

sip: sylvia at voip.apnic.net<mailto:sylvia at voip.apnic.net>
skype: sylviacadena
https://www.facebook.com/ISIF.asia
http://gplusme.at/ISIFAsia
Twitter @ISIF_Asia

* Sent by email to save paper. Print only if necessary.
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