[bestbits] Important information for IGF2015 workshop proposers

[Susan Chalmers]

Dear colleagues,

As many of you are aware, the deadline for IGF2015 workshop proposals is
fast approaching (30 March).

I see that Lea shared the MAG's *Call for Proposals
<http://www.intgovforum.org/cms/workshop-proposals/considerations-for-workshop-proposers#considerations-for-workshop-proposers>*
document
a week or so ago, and I write as a follow-up. Mindful that there have been
a number of changes that proposers may not be aware of, I write to ensure
that everyone is on notice of these changes so that there are no last
minute surprises.

For instance, panel sessions *require* a background paper this year, while
different session formats (for example debate, birds of a feather, etc.) do
not. Rapporteurs for each session are also required, and fully-thought out
remote participation plans will be well-received. All of this information
is contained within the *Call* (excerpt provided below) but, understanding
that we are all very busy, I wanted to be sure to point these things out
expressly.

Unofficial translations for this information in Arabic, Chinese, French,
Hindi, Japanese, Russian and Spanish are available here:
http://www.intgovforum.org/cms/workshop-proposals/considerations-for-workshop-proposers#unofficial-translations

Please do share this information widely with your respective networks.

Don't hesitate to contact me if you have any questions. I am happy to help.

Sincere regards,
Susan



Susan Chalmers
susan at chalmers.associates

*CHALMERS* & ASSOCIATES
http://chalmers.associates

*10 things for IGF workshop proposers to consider*

1.    Use a new session format. The MAG will be looking for proposals that
use new and innovative formats to encourage greater diversity and
participant interaction. Break-out group discussions, debates, roundtables,
birds of a feather, and flash sessions are all options this year for
workshop sessions. You could also propose your own format for the session.
These six formats exist in addition to the traditional panel format, a
proposal for which requires a background paper (see number 7).

2.    Submit a proposal even if you have never been to an IGF. During the
evaluation process, preference is given to first-time workshop proposers,
in an effort to welcome new voices to the IGF discussions.

3.    Attention to proposers from developing countries, including least
developed countries: Preference is given to proposals from your areas, to
encourage greater diversity at the IGF event.

4.    Be clear about why the session should happen and how it will happen.
It is important to be clear on what Internet Governance issue the session
will address and how this will be discussed.
        o    Why: In your proposal, give a concise description of the
Internet Governance issue that your session is designed to explore.
        o    How: Then explain how the issue will be addressed through the
session format. For example, if the session is a debate on the “right to be
forgotten” explain what aspect of the issue will be discussed, the major
discussions points, and the perspectives to be covered. In addition,
provide the agenda of the debate, including timings for debaters, moderator
and audience.

5.    Choose the length of your session wisely. Workshop Sessions are
either 30, 60 or 90 minutes long. Pick the amount of time that is best for
your session. For example, if you wish to give a brief presentation on a
topic, the 30 minute Flash Session would be a good duration and format.
Panel sessions require longer times. Note that different formats have
different durations. Check the formats here
<http://www.intgovforum.org/cms/workshop-proposals/session-format-outline-2015>
.

6.    Plan for remote participation: The IGF is a global discussion, and
those who are not “on location” also need to be able to participate. This
year the MAG will pay special attention to the proposer’s plan for remote
participation, so ensure that you have considered how to accommodate remote
participants and that you have nominated a remote moderator in your
proposal. You could even check to see if a “remote participation hub” is
being planned by members of the Internet community in your locality or
region, and work with them.

7.    Background papers are required for panel sessions, optional for
others. The MAG has introduced a requirement this year for proposals in the
panel format. Panel session proposals must include a background paper.
Check the guidelines for this paper here
<http://www.intgovforum.org/cms/workshop-proposals/igf-2015-format-of-background-paper-for-panel-sessions>
.

8.    Assign a rapporteur. All workshop sessions this year require a
rapporteur to produce a summary report of the session (based on this
template
<http://www.intgovforum.org/cms/workshop-proposals/igf-2015-reporting-template-for-workshop-sessions>).
Reports must be submitted to the IGF Secretariat no later than two weeks
following the IGF event. If a report is not submitted, then the workshop
proposer will not be allowed to submit a workshop proposal for the next IGF.

9.    Participants/Speakers need not be confirmed in the proposal. The MAG
understands that it is difficult to ask workshop session participants to
confirm their attendance to the IGF at the proposal stage, so confirmation
is not required. What is more important is a description of the part each
participant/speaker is meant to play in the workshop (e.g. one speaker will
share technical expertise on the issue, while another speaker will address
the economic considerations of the issue).

10.    Reach out if you need help. Please contact the secretariat of the
IGF at <igf[at]unog.ch> <igf at unog.ch> if you have questions about
submitting a proposal.

Finally, remember that you don’t need to organize or participate in a
workshop to participate in the IGF. All stakeholders are welcome to join
the meeting in Brazil. All relevant information can be found at
http://www.intgovforum.org/ <http://www.intgovforum.org/cms/> .
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