[NCUC-DISCUSS] Fwd: Report from the meeting of the Executive Committee - Net Mundial

[Marilia Maciel]

Dear all, I wrote a report of the first meeting of the Executive Committee
responsible to plan several aspects of the Global Meeting on future of IG
(or just Net Mundial as it has been labeled). Adam Peake, Carlos Afonso and
I are part of the group. Bill and I though it might be useful to forward
the report to this list. I enclose Adam's additional comments below.

Best wishes
Marília

---------- Forwarded message ----------
From: Marilia Maciel <mariliamaciel at gmail.com>
Date: Tue, Jan 28, 2014 at 12:29 AM
Subject: Report from the meeting of the Executive Committee - Net Mundial
To: "governance at lists.igcaucus.org" <governance at lists.igcaucus.org>, "&lt,
bestbits at lists.bestbits.net&gt," <bestbits at lists.bestbits.net>,
cone-elist at net-equality.org


Dear all,



This is an attempt to summarize the main points discussed today at the
meeting of the Executive multi-stakeholder committee (EMC). Notes are based
on my own perceptions and views. Adam or C.A. may correct or complement
them.



General impression: the meeting went very well, the atmosphere was
cooperative and our chairs managed to balance the free flow of ideas with
discipline regarding schedule. We went through all agenda items and
finished the meeting on time. The down side was that the microphone in the
room did not capture very well those that were sitting far from it. Adam
reported some difficulties and this is something to be improved.



Regarding the substantive agenda:



*1. **Work Plan of EMC*

- The group plans to have 2 more face to face meetings. It was agreed that
each member needs to provide his own funding to attend. Remote
participation will be available.

- Each meeting should be reported with a summary. News will be posted to
the website

- Conference calls will be scheduled as necessary

- Communication in the list will be used to continue the discussion
in-between meetings and calls



*2. April Meeting agenda (main topics)*

- The group agreed with the importance of two items currently on the agenda

- The group identified the need to flesh out the two items a little more to
improve clarity. I believe the paragraphs will be posted to the website.



*3. Participation criteria*

- The group was guided by some basic ideas such as: openness, equality and
flexibility

- The group agreed that the meeting should be open. The practical
limitation is physical space. The exact capacity is yet to be confirmed,
because the location of the event was not decided: there are two options on
the table (see the section "venue" below). But a viable figure seems to be
between 700 to 800 people. The aim is to have balance among stakeholder
groups.

- The meeting will have like a "pre-registration". Individuals will
register on the website (more or less like the IGF) stating their
institutional affiliation, stakeholder group and previous experience with
the theme.

- The group believed that it is very possible that the registrations of
individuals from stakeholder groups will not exceed the number of "slots"
allocated to each stakeholder group. Some of the most experienced people
among us shared this impression too. In this scenario, whoever registers
will be able to attend.

- If "over-registration" happens with relation to any stakeholder group,
some criteria (previously discussed with the stakeholders) will be used for
selection by the EMC. Some criteria was mentioned today, like participation
from developing countries and having previous experience with the theme.
But nothing was decided. The discussion of criteria will take place only if
needed and in consultation with the stakeholders.

- In addition, we took into account that some stakeholder groups may not
fill all their slots. If this happens, we can use some of this spare space
to minimize a problem "over-registration" of another stakeholder group.

- Pre-registration will be open throughout the month of February.
Confirmation of the participation should be received by mid March. These
dates are tentative. (my comment: we can follow-up registrations closely to
assess the scenario).

- Brazil will assist to speed up visas for participants.



Some questions about participation formulated by CS folks were directly
asked and responded:



- What does participation mean? Are all participants able to speak and
contribute to decision-making if the meeting is indeed outcome
oriented? àYes, all would have equal participation in the formulation
of all outcomes.

- There will be travel support? à No, it will work like the IGF. The
organizers of the meeting will not provide travel support. But it was
informally shared that organizations that usually offer support to IG
related meetings are discussing this topic.

- There will be remote participation? à Yes, but LOG will take care, not
EMC. What we discussed today was that RP should include webcasting and
participation as well, so the aim is to have substantive inputs. There will
be some hubs, and any person can also access individually.



*4) Public consultation*

obs: this topic probably needs more inputs from Adam or Carlos since I was
helping with one of the paragraphs at this moment and may have missed
something



- Inputs will be provided through the website

- There will a limitation of length (some said 3-5 pages, per agenda item.
Not yet defined)

- It was mentioned that very broad and open-ended questions could be
proposed to give some reference to submissions. Proposals of questions on
institutional frameworks were sent to the list of EMC.

- It was mentioned that pdf is not a good format for compilation of inputs.
Plain text was suggested (contributions pasted to a form on the website)

- All individual contributions will be made available for consultation in
the website

- All contributions will be treated equally

- I think contributions would be accepted until the first of March (can
others please confirm?)

- A synthesis paper (comprehensive report) should be produced for easy
reference and as an additional input (by the Secretariat? - can others
confirm?)

- It was also mentioned that it would be useful if a draft text on
principles and draft text on frameworks were produced before the event. The
drafts would be only a starting point to help discussions. Participants
would decide what to do with it. These drafts should be done in a
multistakeholder way. We did not have time to continue on this topic.
Further discussion is needed.



*5. Meeting format/meeting agenda*

- The physical space of the hotel does not offer the possibility to split
the audience in two parallel tracks for the two agenda items. There some
other rooms besides the main room, but they are smaller.A basic tentative
schedule was drafted today.



Day 1:

9:00-11:00 - Opening ceremony

11:30-13:00 - Principles

14:00-16:00 - Frameworks

16:30-18:00 - principles



Day 2:

9:00 - 11:00 - Frameworks

11:30 - 13:00 - Principles

14:00 - 16:00 - panel discussion (focus tbd)

16:00 - 18:00 - conclusions/adoption/outcomes



Obs.: The group thought it was good to intercalate the topics in order to
give windows for conversations within stakeholder groups and among
different stakeholders, and to give our ideas some "air" to evolve.



*6. Wrap-up, Next steps*

Obs.: I did not get this part, as I was leaving. But I think the topic was
the dates of the next meetings of the EMC. Others can clarify.



*Venue:*

- Transamerica Hotel is booked, but another hotel, the Hyatt, has just
become available. Hyatt offers some advantages: there are more hotels
around it (including less expensive ones) so shuttles would not be needed.
Hyatt also has more rooms available than Transamerica. The LOG is
negotiating (at least until I left São Paulo today) and final information
on that is coming soon.

- It may be possible to use some of the smaller rooms one day previous to
the event (a "day zero"). LOG will look into that, but cannot commit at
this moment.

- There will be no space for booths or exhibitions. There may be tables for
flyers, publications and similar.



One quick last comment. I believe that all stakeholder groups need to work
harder on gender balance. Today I was the only woman in the meeting, and
actually think I am the only in EMC, though I dont know all the members.
Really something to be improved.



Sorry for the long message, but I hope it will be useful.

Marília




Comments by Adam:

"internet governance principles"

Agreement that a great deal of works has been done on principles, not that
we now need more actual principles, but an attempt to develop a set of
universal principles, to distill what we have.  Some ideas about how to do
this, but no clear agreement.

"roadmap for the further evolution of the internet governance ecosystem"

Issue less developed and less understood.  What the particular sub-topics
might be not as clear.  Expecting input from the ICANN panel looking at the
topic and the high-level panel.  We mentioned that while the panels' input
would be helpful, we did not want to defer to the work of those panels,
they weren't the default content. I think now would be a good time to
introduce the bestbits work on this.

Question: how do we get from her, to some outcome on April 24? Or should we
expect work to continue beyond Sao Paulo? (this is my preference.)

[...]

Date for contributions:  I also had as March 1, but I found some of the
conversations hard to follow (choppy and poorly mic'd room.)

About the Transamerica Hotel:  the conference facilities are available, but
all rooms booked, so would mean many buses in an out from other hotels.
 Since making first inquires about hotels the Hyatt's become available, and
as Marilia mentions has rooms and is also close to many other hotels, of
different classes/cost.  Local leads looking at the Hyatt as we were having
our meeting.

Seeing the meeting schedule reinforces how little time there will be.
 Which affects outcomes.  Organizers are looking for flexibility in use of
the venue later into the evening, and the Hyatt makes this possible.
 Looking at the possibility of an evening session on April 23 (7 to 9:30)
for perhaps stakeholder meetings, perhaps regional.  And if the venue can
remain open late (or not close if you'd like to draft all night).  Got the
impression the logistics side working hard on arrangements, they are pretty
experienced in holding meetings of similar type, and trying to be
imaginative/helpful in arrangements.
-- 
*Marília Maciel*
Pesquisadora Gestora
Centro de Tecnologia e Sociedade - FGV Direito Rio

Researcher and Coordinator
Center for Technology & Society - FGV Law School
http://direitorio.fgv.br/cts

DiploFoundation associate
www.diplomacy.edu
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