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IGF NRIs Toolkit

1 Leave a comment on paragraph 1 0 II REPORTING

2 Leave a comment on paragraph 2 0 All IGF Initiatives are primarily accountable to their respective communities. It is the responsibility of the multistakeholder Organizing Teams to report accurately about their annual events to their respective communities, with the main goal of having the wider NRI communities informed as well.

3 Leave a comment on paragraph 3 0 In order for the initiatives to be listed on the IGF website, one of the requirements from the IGF Secretariat is for the initiatives to submit their annual reports duly and timely so that they can be further distributed to the wider IGF community.

4 Leave a comment on paragraph 4 0 The purpose of this section on reporting guidelines is to advise the NRIs on the most effective ways to inform the wider IGF community about the work conducted during the preparatory process of their NRIs’ annual meeting, as well as on the activities of the event day(s) and outcomes achieved.

5 Leave a comment on paragraph 5 0 This section will reflect the desired form and content framework of the final annual reports, with the main objective of having comprehensive report content that illustrates the overall organizational work of the organizing committees.

  1. 6 Leave a comment on paragraph 6 0
  2. NRIs annual reports: Reporting guidelines, format, and content

7 Leave a comment on paragraph 7 0 It is advised for the report to consist of an introductory segment and two major parts.

8 Leave a comment on paragraph 8 0 The first page of the report needs to have a headline that will state the full name of the initiative followed by an acronym, if any [e.g., South Eastern European Dialogue on Internet Governance (SEEDIG)). Below the name, there should be indicated a number of the annual meeting for the particular year (e.g., EuroDIG 2015), date(s) of the meeting, and the meeting venue details.

9 Leave a comment on paragraph 9 0 The report content can start with a summary of content and an introductory section.

10 Leave a comment on paragraph 10 0 The introductory section should state the brief description of the history of the initiative, reflecting the year the initiative was established and the number of organized annual meetings. It is recommended to restate the initiative’s main objectives and operational key principles in the annual report as well.

11 Leave a comment on paragraph 11 0 Finally, this part can be concluded by describing the multistakeholder organizing teams and listing their respective members for the particular meeting the initiative is reporting about.

12 Leave a comment on paragraph 12 0 The following details for the members of the Organizing Team to be providing: full names, affiliations within their organizations, and stakeholder groups.
After this, the report could provide an overview of the major highlights of the preparatory process for organizing the annual meeting.

13 Leave a comment on paragraph 13 0 A website and a contact email address should conclude the introduction.

  1. 14 Leave a comment on paragraph 14 0
  2. Reporting on the preparatory process

15 Leave a comment on paragraph 15 0 The report should indicate the major highlights of the preparatory process for organizing the annual meeting. A timeline of the organizational process could be indicated at the beginning of this section.

16 Leave a comment on paragraph 16 0 It is recommended to elaborate on the following:

  • 17 Leave a comment on paragraph 17 0
  • Number of meetings the organizing core groups held and what subjects or topics were discussed?
  • How was the outreach conducted toward the wider community in order to gather input for developing the meeting agenda?

18 Leave a comment on paragraph 18 0 The first section (bullet point 1) will provide a record for the number of formal meetings organized with different stakeholder groups. The second section (bullet point 2) in particular is very important as it needs to explain how the initiative developed a meeting agenda that is fully inclusive of the needs of a wider community. As previously explained, public consultations are usually run by the organizing committee through the website, official mailing list(s), and social media accounts.

19 Leave a comment on paragraph 19 0 It is recommended to provide a summary reflecting the subject matter of the public consultations, desired results, applied methodology, outcomes achieved, and the ways the outcomes were later used and/or applied.

20 Leave a comment on paragraph 20 0 2. Reporting on the meeting days

21 Leave a comment on paragraph 21 0 In regards to reporting about the annual meeting(s) event itself, the report should provide a full meeting agenda, reflecting the work timeline, session names and types, and presenters’ information details (full names and affiliations).
The next section can have sub-sections reflecting the brief summary report on each of the sessions (submitted at the end of each session to the organizing committee) indicating what was the discussion focus and what were the final outcomes.

22 Leave a comment on paragraph 22 0 The sub-sections should follow the format of indicating at the beginning the names of the session presenters, their affiliation(s), and the countries the institutions they represent are based in.

23 Leave a comment on paragraph 23 0 These brief summaries will provide the concept of the discussion and major key points raised.

24 Leave a comment on paragraph 24 0 Some of the initiatives have adopted the practices of producing concrete messages from each of the sessions, which have become an integral part of the report. Others prefer indicating the main key points that each of the speakers raised.

25 Leave a comment on paragraph 25 0 Some initiatives provide a short reflection on each session’s activity on social media accounts, as per the records obtained from the official hashtags of each session.

26 Leave a comment on paragraph 26 0 In case any type of documented input were shared during the presentations, it is recommended to reflect them, and to attach the full version as annexes to the report.

27 Leave a comment on paragraph 27 0 Each of the sessions’ summary reporting may be supported by the direct interventions coming from the onsite and online participants, while intervening from the floor, in a form of a quote or brief summary, in case relevant.

28 Leave a comment on paragraph 28 0 Official photos for each of the session should be included in the report as well.

29 Leave a comment on paragraph 29 0 3. Reporting on meeting records

30 Leave a comment on paragraph 30 0 The section on the Meeting Records need to provide the information in regards to the following elements:

  • 31 Leave a comment on paragraph 31 0
  • Total number of participants present on-site and online, with breakdown per stakeholder group. For having most accurate information on this, it is recommended having official records based on the total number of badges distributed to the registered participants.

32 Leave a comment on paragraph 32 0 The NRIs are encourage to provide information on the demographics and geographical characteristics of the participation in order to allow the assessment of under-represented areas. On this way it will be possible for the initiatives to illustrate if there is equal distribution of participants accords the regions and countries, or there is a significant concentration of participants coming from a particular region/city.

  • 33 Leave a comment on paragraph 33 0
  • A breakdown per gender of all registered participants onsite and online (i.e., remote participants) should be included. It is important for the initiatives to be gender sensitive when gathering such data.

34 Leave a comment on paragraph 34 0 Above described records should be illustrated using text but also supported by graphical illustrations whenever possible.

35 Leave a comment on paragraph 35 0 The report should conclude by providing a summary of the participant’s feedback. Depending on the ways the feedback was gathered, initiatives can illustrate these in different ways, for example, by providing a summary of all feedback received and directly quoting the most relevant statements representative of what was discussed, issues/challenges raised, solutions offered, etc.

36 Leave a comment on paragraph 36 0 4. Reporting on budget

37 Leave a comment on paragraph 37 0 The report should briefly explain how the initiative is funded and list the sponsor and the in-kind support from sponsors (such as offering a meeting space for free).

38 Leave a comment on paragraph 38 0 An overview of the budget for the particular event the organizing committee is reporting about should be provided in a table. Budget items with estimated and actual costs should be indicated as well.

39 Leave a comment on paragraph 39 0 Additionally, the related information of the main sponsors and supporting organizations should also be provided.

40 Leave a comment on paragraph 40 0 5. Contact details and meeting main information sources

41 Leave a comment on paragraph 41 0 A section detailing the main contact details should be provided, in particular the:

  • 42 Leave a comment on paragraph 42 0
  • Official website of the initiative;
  • Official email address of the initiative;
  • Official mailing list and/or open website details, and
  • Official social media account information with official  #hashtag(s) details.

43 Leave a comment on paragraph 43 0 A section with resources related to the initiative’s annual meeting should be provided, containing the following information in particular:

  • 44 Leave a comment on paragraph 44 0
  • A link to the report on the initiative’s’ website as well as on the IGF website;
  • Links to the online location of all session transcripts, video recordings, and photos; and
  • Links to the meeting program agenda.

45 Leave a comment on paragraph 45 0 6. Deadline to submit the report

46 Leave a comment on paragraph 46 0 It is recommended to publish the final version of the report within twelve (12) weeks from the day the meeting ended and before Global IGF meeting.

47 Leave a comment on paragraph 47 0 The first draft version of the report should be available for public discussion for up to two (2) weeks, where the received input should then be reviewed and incorporated before publishing the final version.

48 Leave a comment on paragraph 48 0 Once the NRI Coordinator submits the report, the IGF Secretariat will review the submission. If it complies with the IGF’s main principles, the IGF Secretariat will recognize the initiative as an official IGF initiative and include it with the other recognized national and regional IGF initiatives by listing it on the IGF website.

49 Leave a comment on paragraph 49 0 To stay listed on the website, the initiatives are required to submit their updates throughout the year, and submit the report after their annual meeting(s).

50 Leave a comment on paragraph 50 0 Not all NRIs organize their events on a yearly basis due to various reasons. As long as the multistakeholder organizing team exists and the community expresses its need to discuss relevant Internet governance-related topics in a unique multistakeholder forum, the IGF Secretariat will keep the initiatives listed.

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Source: https://www.intgovforum.org/review/toolkit-to-help-communities-to-establish-igf-initiatives/6/