[bestbits] Important information for IGF2015 workshop proposers

[Susan Chalmers]

Hi Seth,

Regardless, the composition of the IGF programme fundamentally depends on the volume and diversity of workshop proposals submitted. 

As a MAG member and personally, I'd like to see as many new and fresh and diverse proposals as possible. I know that there are inherent limitations - some people have to surmount greater financial and technical hurdles than others to participate. Events may be scheduled in conflict, and timing might be bad.

But given that this is the process as it stands, I hope that we can make the best of the opportunity. And I do encourage others to encourage other to submit, if they are so inclined.

Sincerely
Susan

Sent from my iPhone

> On 24/03/2015, at 5:58 pm, Seth Johnson <seth.p.johnson at gmail.com> wrote:
> 
> Never mind, I think I'm mistaken.  I thought the IGF was going to
> actually mean something this year, when I thought it was in September.
> The project's status will be sewed up by the end of the year.
> 
>> On Tue, Mar 24, 2015 at 12:49 AM, Seth Johnson <seth.p.johnson at gmail.com> wrote:
>> This was originally going to be in September, right?
>> 
>> On Mon, Mar 23, 2015 at 7:14 PM, Susan Chalmers
>> <susan at chalmers.associates> wrote:
>>> 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 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.
>>> 
>>> 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.
>>> 
>>> 8.    Assign a rapporteur. All workshop sessions this year require a
>>> rapporteur to produce a summary report of the session (based on this
>>> template). 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> 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/ .
>>> 
>>> 
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