I am starting a series of posts about changes that ICANN should put in place. Number one on the list are meetings. Having been the local host of the Luxembourg meeting of ICANN, I think I know a thing or two about what could be changed.

The ICANN Wiki already lists a few. I will add the following:
First of all, the meeting formats and schedules are to be set well in advance. Well in advance meaning at least six months before the meeting itself. Some arrogant types would like the local host to accomodate those “crucial” last minute meetings, scheduled one week before they take place. They planned 200 attendees and finally 30 show up. The local host is expected to provide this all for free, because it is not an official ICANN meeting and the group does not have anyone that is willing to pay the bill, of course.

ICANN leaves the financial risks for the meeting itself on the local host. A typical ICANN meeting costs USD 0.5 billion. Given that the local hosts usually work on the basis of an outdated RFP, the danger of being above budget is real. The risk should be taken by ICANN of course.

It would also benefit from looking at what others are doing in this area. The IETF is a good example. The IETF has chosen a slightly different path in that it would only meet where most of its members are located, ie North America, Europe and an occasional meeting in Asia. But things are changing there too. There is currently a discussion on the IETF list where some argue that meetings outside the northern part of the globe might actually be cheaper. Others insist that meetings should be located in cities with good international flight service. In that respect, IETF in San Diego, CA does not fit the bill.
Should ICANN concentrate on holding its meetings in a limited numbers of conference centers ? I frankly do not know. This deserves a study. The fact that ICANN was unable to find a volunteer local host in South America and had to ask the Brazilians again is a clear sign that the model is begining to show its limits.