Composition 

1. The SEEDIG 7 Programme Committee (PC) will be formed following a public call for volunteers. For efficiency purposes, the group will be composed of up to 10 members. If more volunteers express interest, the SEEDIG Executive Committee (EC) will appoint PC members from among the volunteers, taking into account the need to create a balanced committee, with overall expertise and experience required to prepare a balanced and relevant programme, in accordance with SEEDIG principles.

2. At least one (1) member of the EC is a full member of the PC and contributes to all PC activities.

Roles and responsibilities

3. The PC will work on shaping the programme for SEEDIG 7, in close coordination with the EC and with the involvement of the broader SEEDIG community. The overall responsibility for ensuring that the meeting programme is aligned with SEEDIG’s mission, vision and principles rests with the EC.

4. Members of the PC are expected to, inter alia:

a) Review the proposals submitted for SEEDIG 7 following the public call for issues, discuss them with the SEEDIG community in at least one online planning meeting, and elaborate a draft programme for SEEDIG 7 based on these proposals.

i) Depending on the number of proposals submitted in response to the call for issues, it is possible that not all proposed issues can be included into the SEEDIG 7 programme. In this case, the PC will use its collective judgement to select issues for inclusion into the draft programme, considering aspects such as: the recurrence of certain issues among those proposed by the community; regional relevance; diversity (i.e. to make sure that the overall programme will be interesting for different stakeholder groups); etc.

ii) To ensure that the SEEDIG 7 programme addresses relevant and timely issues, the PC can also introduce topics that did not result from the call for issues. In doing so, the PC can consult regional organisations active in Internet and digital policy.

b) Publish the draft programme for public comment. Then incorporate comments submitted during the public consultation period(s) into the final programme, to the largest extent possible.

c) Define the structure of the programme, considering past SEEDIG experiences as well as the need to adapt the meeting to the needs and realities of the region.

d) Shape and define sessions, creative tracks and other elements included in the SEEDIG 7 programme, in terms of title, focus, format, contributors/key participants, moderators etc.

e) Define guidelines to be followed by contributors/key participants, moderators and others that are involved in the SEEDIG 7 programme, based on similar guidelines from previous meetings. Ensure that such guidelines are communicated to those concerned in a timely manner, and that they are acknowledged and understood before SEEDIG 7.

f) Make sure that the overall programme is cohesive, consistent, focused and relevant. For example, the programme should include topics of interest for as many stakeholder groups as possible (especially those usually less represented at SEEDIG meetings), and the discussions should be focused and relevant for the SEE+ region.

g) Develop mechanisms (such as public consultations, online meetings etc.) to allow the SEEDIG community to contribute to the programme planning process in an open, inclusive, efficient, and effective manner.

h) Actively participate in building the SEEDIG 7 programme, including through participation in online meetings, reviews, drafting of session and track descriptions, identification of, and communication with, possible contributors/key participants and moderators etc.

i) Engage with the EC on matters related to communications and outreach with regard to SEEDIG 7.

j) Be team players, impartial in their judgement, honest and open to discussion.

Working methods and decision making

5. Workload within the PC is evenly distributed among its members.

6. Each PC member takes responsibility for carrying out specific activities pertaining to the duties of the PC, under the overall coordination of the Chair. For instance, each member is  expected to act as lead for at least one element of the SEEDIG 7 programme (e.g. a session, a creative track, etc.) and coordinate related preparations, while also seeking input from the rest of the PC.

7. Should a PC member not be able to fulfil his/her tasks, he/she shall inform the rest of the committee in due time, and provide an indication of when he/she could resume his/her activities.

8. The PC conducts its work online, through online meetings, email exchanges and other communications tools chosen by its members. The PC is encouraged to set a calendar of online meetings at the start of its work; such meetings could occur, for instance, every two weeks at the start of the SEEDIG 7 planning process, and then more often as the SEEDIG 7 dates approach.

9. The PC makes decisions by consensus, to the largest extent possible. Where consensus is not possible, then a formal vote may be held; in the case of voting, decisions shall be taken by simple majority.

10. PC members elect a Chair who coordinates the work of the PC: announcing and chairing meetings, ensuring communication with the SEEDIG community and the SEEDIG EC, working towards ensuring active participation of all PC members etc.