Travel Policy

Revised April 2015 

Drawing on a small fund raised from noncommercial donors, NCUC can provide limited travel support for members who are actively and verifiably engaged in important policy work and need to attend meetings to represent the Constituency.

Eligibility Criteria

To receive travel support, applicants must be NCUC members in good standing who:

  1. Voted in the previous year’s NCUC election, if eligible at the time;
  2. Are actively and verifiably engaged in NCUC’s work, for example, constituency governance, NCUC/NCSG policy discussions, or GNSO or cross-community working groups;
  3. Need to be at a given meeting because the above-mentioned work will be advanced there;
  4. Agree to participate in any NCUC, NCSG and GNSO meetings held during the meeting;
  5. Agree to write a brief post-trip blog post for the NCUC website reflecting on the meeting’s main developments of relevance to NCUC;
  6. Did not receive NCUC funding to attend the immediately previous ICANN meeting, unless exceptional circumstances require their presence at two consecutive meetings. (Note: this criteria only applies to regular ICANN meetings, as below)
  7. Agree to make their own travel, accommodation, visa, and related arrangements and be reimbursed after the trip. NCUC cannot provide funds in advance of meetings or any administrative support.

ICANN Meetings

NCUC can make available up to US $12,000 per calendar year to facilitate participation at ICANN’s three regular meetings. For each meeting, up to two members may each receive support of up to US $2,000. Covered travel expenses may include conference-related airfare, visas or related fees, lodging, and airport taxis. If the actual cost of these items is greater than $2,000 the member will be responsible for the difference. NCUC cannot provide a per diem or cover other expenses.

The application process is as follows: At least two months prior to each ICANN meeting, the NCUC Chair will send a message to the ncuc-discuss list inviting applications. Interested members have two weeks (until midnight UTC) from the announcement date to submit proposals. Applications should address each of the eligibility criteria and be submitted via email to the NCUC Chair, with a Cc: to one other member of the Executive Committee. The Executive Committee will review the proposals and strive to make decisions within one week of the close of the application period.

Separate from the above process, NCUC may occasionally provide on-demand support to attendees at regular meetings for an additional night of lodging, e.g. arriving one night earlier or leaving one night later in order to participate in essential NCUC work or meetings. The Executive Committee will assess such requests for assistance on a case-by-case basis and strive to make a decision within one week of receipt.

ICANN-Related Meetings

At times it may be in NCUC’s interest to be represented at other meetings where important GNSO/ICANN matters will be discussed. Generally, such meetings would be held by GNSO or cross-community working groups, but on an exceptional basis, they could be organizationally separate events.

NCUC can make available up to US $5,000 per calendar year to facilitate participation in such meetings. A member may receive support of up to US $1,000. Covered travel costs include conference-related airfare, visas or related fees, lodging, and airport taxis. If the actual cost of these items is greater than $1,000 the member will be responsible for the difference. NCUC cannot provide a per diem or cover other expenses.

The application process is as follows: At least two weeks before the relevant meeting, an interested member should submit a proposal that explains the importance of the event to NCUC and what the proposed representation would entail; provides complete information about the program and logistics; and addresses each of the eligibility criteria. The proposal should be submitted via email to the NCUC Chair, with a Cc: to one other member of the Executive Committee. The Executive Committee will review the application and strive to make a decision within one week of receipt.

Reimbursement of Expenses

After completion of a trip, a traveler must a) submit the brief post-trip blog post mentioned in the Eligibility Criteria via email to the NCUC Chair, with a Cc: to one other member of the Executive Committee; and then b) submit scans of receipts for the above-mentioned expenses and a list showing the sums in US dollars via email to the NCUC Chair and Treasurer. Arrangements will then be made to reimburse the itemized expenses via an interbank wire transfer.

Allocation of NCUC Travel Slots Under NCUC Travel Support Policy

Meeting Name Funding Region
Year – 2017
ICANN 59 Johannesburg Bruna Santos Full LAC
ICANN 59 Johannesburg Farell Folly Full Africa
YEAR 2016
ICANN 57 Hyderabad Michael Karanicolas Full North America
ICANN 56 Helsinki Gangesh Varma Partial India/Asia Pacific
ICANN 55 Marrakech Ayden Férdeline Partial UK/Europe
ICANN 55 Marrakech Sonigitu Ekpe (could not attend) Partial Nigeria/Africa
ICANN 55 Marrakech James Njoroge Gita Partial Kenya/Africa
ICANN 55 Marrakech Tatiana Tropina Partial Russia/Europe
ICANN 55 Marrakech Renata Aquino Ribeiro Partial Brazil/LAC
YEAR 2015
ICANN 52 Benjamin Akinmoyeje Full Nigeria/Africa
CCWG Istanbul Meeting Edward Morris Partial England/Europe
CCWG Istanbul Meeting James Gannon Partial Ireland/Europe
Meeting of International Working Group on Data Protection in Telecommunications(IWGDPT) Stephanie Perrin Partial Canada/North America
CCWG Paris Meeting Edward Morris Partial England/Europe
CCWG Paris Meeting James Gannon Partial Ireland/Europe
ICANN 53 Arun Sukumar Full India/Asia
ICANN 53 James Gannon Full Ireland/Europe
ICANN 54 Arun Sukumar Full India/Asia/the Pacific
ICANN 54 James Gannon Partial Ireland/Europe
ICANN 54 Farzaneh Badii Partial Germany/Europe
ICANN 54 Jeremy Malcolm Partial Malaysia/Asia/the Pacific
ICANN 54 Jyoti Panday Partial India/Asia/the Pacific