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

[Cheryl Langdon-Orr]

Sounds like an excellent plan Sylvia I wholeheartedly support it... and of
course am happy to assist in any practical way I can... Let me know of you
need some assistance with the wrangling of all this material  etc.,

*Cheryl Langdon-Orr ...  **(CLO)*
 http://about.me/cheryl.LangdonOrr


On 6 September 2013 11:12, Sylvia Cadena <sylvia at apnic.net> wrote:

>  Thanks Markus. Glad you like the proposal so far.
>
>  We will go ahead with the preparation of the reporting template and
> share it with the mailing list.
>
>  It will be great to know if the secretariat can share an actual list of
> the IGF regional and national organizers contact points, just in case they
> are not following the mailing list so that all organizers are contacted.
> Will this be possible?
>
>  We will organize a place to collect the reports and provide that
> information to the secretariat later on, so it can be
> published/store/archived.
>
>  All the best,
>
>  Sylvia
>
>
>   From: Markus Kummer <Kummer at isoc.org>
> Date: Friday, 6 September 2013 8:11 AM
> To: Sylvia Cadena <sylvia at apnic.net>
> Cc: Internet Governance Forum <igf at unog.ch>, Chengetai Masango <
> cmasango at unog.ch>, Program Committee APrIGF <program at aprigf.asia>,
> Igfregionals <igfregionals at intgovforum.org>, Laura VUILLEQUEZ <
> lvuillequez at unog.ch>
> Subject: Re: Proposal / preIGF roundtable on national and regional IGFs
>
>   Dear Sylvia,
>
>  Many thanks - this is an excellent proposal!
>
>  My only concern is not to burden the Secretariat with too many extra
> tasks, considering their very limited resources. Can we not drive this
> through this list and invite organisers of the various national and
> regional IGF initiatives to subscribe to this list, if they have not
> already done so?
>
>  Best regards
> Markus
>
>
>
>
>
>  On Sep 4, 2013, at 11:41 AM, Sylvia Cadena <sylvia at apnic.net> wrote:
>
>  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>
> Date: Thursday, 23 May 2013 9:06 PM
> To: Regionaltrack <regionaltrack-bounces at intgovforum.org>, Igfregionals <
> igfregionals at intgovforum.org>, Program Committee APrIGF <
> program at aprigf.asia>
> Cc: Paul Wilson <pwilson at apnic.net>, Marilyn Cade <
> marilynscade at hotmail.com>, Markus Kummer <Kummer at isoc.org>, Chengetai
> Masango <cmasango at unog.ch>, Farzaneh BADII <FBADII at unog.ch>, Ricardo
> Pedraza Barrios <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.
>  -------------------------------------------------------------------
>  Notes ­ early session on regional & national IGFs
>  -------------------------------------------------------------------
>  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)
>  -------------------------------------------------------------------
>  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.
>  -------------------------------------------------------------------
>  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
>  -------------------------------------------------------------------
>  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
>  -------------------------------------------------------------------
>  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.
>  -------------------------------------------------------------------
>  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
>  ------------------------------------------------------------------
>  --
>  Sylvia Cadena  |  Community Awards and Grants Specialist |
> 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
> 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.
> <APrIGF_open_consult_21May copy.pdf>
>
>
>
>
>
>   --
>
>   Sylvia Cadena  |  Community Awards and Grants Specialist |
> 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
> 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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