The following text is excerpted from an ongoing discussion on the IGF Advisory Group mailing list. The only changes made relate to an effort to anonymize the comments in respect of the Chatham House rule. The discussion took place between 22 September - 2 October, 2008. (Writer A) I am aware there are direct flights from Kuala Lumpur, Malaysia by Malaysian Airlines, and I believe also from Singapore....for the Asian travellers.... (Markus Kummer) Dear colleagues, Please find below, for your information, the email we sent out to all workshop organizers. Best regards Markus -----Forwarded by Markus KUMMER/DIVERS/GVA/UNO on 22/09/2008 13:50 ----- To: igf@unog.ch From: IGF/DIVERS/GVA/UNO Sent by: Asif KABANI/DIVERS/GVA/UNO Date: 22/09/2008 12:23 Subject: IGF Workshops Dear workshop organizers, We have been working on the schedule for this year's workshops. As you probably know, a strong interest has been expressed by the IGF community that the full and detailed schedule be published as soon as possible. At this point, however, many workshops have neither completed the text describing their sessions nor submitted the list of speakers. The deadline for completing this work has, therefore, been extended until 30 September. It is very important that everyone complete their submission by that time in order for the full program to be published in a timely manner. Please help get this done! In terms of speakers, many leaders from the Indian private sector have expressed interest in contributing to the Hyderabad meeting and have offered joining appropriate workshops. Please let the secretariat know if you would like to include some Indian experts in your workshops. As we have publicized in the programme paper, the meeting rooms come in three sizes (300, 150 and 75). If you have a preference for one of these room sizes, please let us know immediately. Wherever possible we would like to accommodate the workshops in a room sized to requirements and expectations. Finally, as part of the scheduling exercise, we are attempting, wherever possible, to avoid conflicts in scheduling between workshops and other events that involve the same people. Please let the us know of such conflicts you might have so that we can attempt to make this as conflict free a schedule as possible. With both room size and conflicts, we cannot give any guarantees other than we will do our best to meet the complex set of requirements as well as possible. But first, we need all of the information as soon as possible. Many thanks and best regards, The IGF Secretariat (Markus Kummer) Dear colleagues, Please find below, for your information, the email we sent out to all Dynamic Coalitions. Best regards Markus -----Forwarded by Markus KUMMER/DIVERS/GVA/UNO on 22/09/2008 13:52 ----- To: igf@unog.ch From: IGF/DIVERS/GVA/UNO Sent by: Asif KABANI/DIVERS/GVA/UNO Date: 22/09/2008 12:28 Subject: Dynamic Coalitions Dear Dynamic Coalition organizers, We have been working on the schedule for this year's program. As you probably know, a strong interest has been expressed by the IGF community that the full and detailed schedule be published as soon as possible. At this point, we need to know which Dynamic Coalitions (DCs) would like to hold a meeting in Hyderabad . As was discussed during the consultations on 16 September and endorsed by the MAG, only DCs that have submitted a report on their activities during the last year are eligible for scheduling. The deadline for submitting DC reports for 2008 has been extended until 30 September. This extension will make it possible for any DC which has been active in 2008 to send in a report and thus qualify for a slot in the announced schedule. As part of the scheduling exercise, we are attempting, wherever possible, to avoid conflicts in scheduling between events that involve the same people. Please let the us know immediately of such conflicts you might have so that we can attempt to make this as conflict free a schedule as possible. With both room size and conflicts, we cannot give any guarantees other then we will do our best to meet the complex set of requirements as well as possible. But first, we need all of the information as soon as possible. Many thanks and best regards The IGF Secretariat (Writer B) Will you send a similar mail also to the organizers of the best practice sessions, but of course tailored to those sessions? (Writer C) European Dialogue on Internet Governance (EuroDIG.org) Strasbourg, 20-21 October 2008 Hosted by the Council of Europe Room G03, AGORABuilding, Strasbourg Confirmed Speakers/Participants (inter alia): · Erika Mann, Member of the European Parliament · Maud de Boer Bucquicchio, Deputy Secretary General of the Council of Europe · Richard Sweteham, European Commission DG InfoSoc · Markus Kummer, IGF Executive Secretary, · Bertrand de la Chappelle, Envoy of the Information Society of the French Foreign Ministry · Yrjö Lensipuro, Finish Ministry of Foreign Affairs, ICANN GAC · Benoit Mueller, Business Software Alliance · Ilkka Lakaniemi, Nokia Siemens Networks · Ayesha Hassan, International Chamber of Commerce, BASIS · Emilie Taylor, NOMINET · Anette Muehlberg, ver.di, ICANN/ALAC · Avri Doria, Lulea Technology University, ICANN GNSO · Wolfgang Kleinwächter, University of Aarhus · Bill Drake, Graduate Institute for Higher International and Development Studies in Geneva 1. Platform to discuss and shape European multi-stakeholder perspectives on Internet governance (universal access, security, privacy and openness on the Internet, critical Internet resources). 2. Priority given to moderated audience-led discussion (no formal presentations/powerpoints) between all stakeholders (representatives of business, civil society, governments, international organisations, etc.). 3. Visibility to and linking of different European initiatives related to Internet governance, including planned European-led workshops held at the global Internet Governance Forum (IGF) 2008 in Hyderabad, India. 4. Reach out to/for European actors who will not be able to participate in the 2008 IGF in India. 5. Discuss future plans and initiatives for European dialogue on Internet governance. 6. Report back to the 2008 IGF in India about European perspectives and initiatives There is no Conference fee but participants should register under www.eurodig.org (Writer A) As a new member of IGF MAG, I had a very good and learning session in Geneva last week where I met a lot of stakeholders and learnt from them with regard to the critical issues facing the future of Internet. For those who are involved in the organisation of the main session and open forum on "Fostering security, privacy and openness", I wish to have the opportunity to contribute to its organisation, as it is a topic I know something about. Pl cc me on its organisational activities. I am also happy to be made aware of the other main sessions' organisation, and wherever relevant I am happy to provide input. (Markus Kummer) Dear colleagues, As we discussed at our meeting in Geneva two weeks ago, we have a block booking with the Novotel at the conference venue. All MAG members have a pre-reservation and you can now book your room. The preferential rate for a room with single occupancy is approximately USD 250. The hotel will hold the rooms for you until 31 October. We would be grateful to hear from those who don't intend to book a room at the Novotel, so we can give the rooms back to the hotel. (As you can imagine, there is a strong demand for these rooms.) Please let us know, should you prefer to stay in another hotel. I recommend arriving at least the day before the opening. On a practical note, please make sure to get the date right when making the reservation. Most flights from Europe arrive or leave after midnight. This means that when your plane arrives on 2 December you would have to book for the night from 1 to 2 December. Best regards Markus PS: Please note that you don't need a registration code for booking the hotel room. We agreed last week with the host country representatives to simplify procedures and do away with the regitration code. (Markus Kummer) Dear colleagues, ?? We have not yet received all the information from all panel sessions, but we have received assurances that the final information should be made available shortly. Please make every effort to complete the list of speakers and the session notes by the end of this week.?? While waiting for the final missing pieces, let me repeat some points that came up in individual discussions. ?? You will recall that after the first two meetings we had bad press for the number of panellists. When discussing the maximum number of panellists for each panel session, our Chairman came down in favour of a restricted number of four panellists. The main reason was to give each panellist more time to develop his/her ideas and also to allow for interaction with participants. Up to six panellists would seem reasonable and manageable, but we cannot go beyond that number. ?? The need for a balanced representation was generally recognized. At the same time there was an understanding that it will not be possible for every single panel to represent a 'perfect balance'. Instead, such a balance should be sought at an aggregated level of all sessions combined. Furthermore, it was generally criticized after Rio that our panels did not reflect an adequate gender balance. All things being equal, every effort should therefore be made to give preference to competent women. ?? All in all, we may therefore have to make adjustments to some of the panels once we have the general picture, so that we achieve the best possible overall balance. I wonder whether you have given some thought to the moderators for your related open dialogue sessions? The general feeling at the MAG meeting was that they should preferably have knowledge of the substantive issues under discussions. Suggestions would be welcome. As a fall-back position we can always rely on the professional TV moderators. I take it there was general support for the BBC's Nik Gowing to moderate once again the 'emerging issues' session. Apart from this, no particular name was put forward.? In addition, I am pleased to inform you that our hosts agreed to publish a printed programme for distribution to all participants. In order for the printed programme to be as complete as possible, the full information for all sessions will need to be provided by 26 October. Please also send us a short narrative bio of all the speakers/moderators (200-250 words in flow text) and an electronic photograph. We are nearly there, but please help to make sure that we can keep this deadline. ?? Last but not least, physical accessibility for people with disabilities is an important aspect of our meeting. We will make sure that the podium in the main hall is accessible for people in wheelchairs. Please let us know should any of your panellists have any other special needs. We will do what we can to ensure accessibility to and within the venue and to comply with special requirements you may have in this regard. Please send the above requested information to: igf@unog.ch.??Best regards ?Markus (Writer D) thank you for this information. I take it we don't violate the Chatham house rule if we forward your email to the groups who prepare the main session workshops? (Markus Kummer) Please, by all means, feel free to distribute my email to everybody who is involved in the planning of the panel sessions. My oversight, I should have asked you to do so at the outset!