UN Geneva. conference. Division of. management. Innovation at the heart of conferencing
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1 UN Geneva Division of conference management Innovation at the heart of conferencing
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3 Why we exist Key platform for international dialogue and diplomacy Provision of high-quality logistical and substantive services Drive by commitment to multilingualism Many high-level and sensitive political disussions are also organized in Geneva Focus on four main goals
4 Who we are
5 What we do
6 In 2017 UNOG provided services to 11,956 meetings. Nearly 17% (2,081) of which took place outside Geneva. 3,239 meetings were held with interpretation and 8,717 without. Some 71,800,000 words were translated in official documents and publications, making the work of the United Nations widely accessible.
7 Main clients
8 Political discussions High-level and sensitive political discussions Mediators and peacemakers reconize the quality of services Geneva s comparative advantage for discreet negotiations Talks on Cyprus, Syria, Yemen, Libya, Georgia, Afghanistan. Dedicated area- Concordia
9 Innovation
10 Leading innovation and adapting to change DCM 100 day innovation challenge Thinking out of the box and breaking silos! Impact of frontier technologies on conference management Report outlining concrete recommendations Researching, evaluating feasibility, sharing findings and prototyping Innovation team Conference Innovation Periscope: how will we work in 2025?
11 UNOG Conferences and Events: Cost Estimate Calculator BACKGROUND: Large number of varying scenarios for the same event to meet allocated budgets Time-consuming offline communications Cost calculator SOLUTION: Online + self-service application Financial scenario planning tool Launch in September 2018 for UNODA Other UN organizations 2018 Q4, external clients 2019 Q1
12 UNOG Conferences and Events: Cost Estimate Calculator BENEFITS: Security services Simple, user-friendly Cost estimates for meetings/conferences and cultural events Users can select which services to include/ exclude One consolidated cost estimate Clients can generate as many cost estimates as needed Conference services Central Support services All in One Administrative services DPI services UNOG Library services
13 UNOG Conferences and Events: Cost Estimate Calculator
14 UNOG Conferences and Events: Cost Estimate Calculator
15 Decision-making tools
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17 Visual Innovations Production & Support Service Opening our audience s eyes to see the UN s work in a different way Diverse audiences using diverse channels need diverse formats Influencers General public Youth Member States Academics and Researchers Diverse channels Hardcopy Desktops Mobile Social Media
18 Visual Innovations Production & Support Service Diverse formats one message, different products Print Digital Multimedia UNCTAD Annual Report 2017
19 New technologies new channels
20 New technologies new perspectives Behind the scenes of Palais des Nations
21 Leading translation technologies Towards a single workplace environment eluna + language-specific Neural Machine Translation solutions
22 open access terminology in 6 UN official languages feedback option integration with eluna
23 Client focused servicing
24 Conferencing Today and Tomorrowunderstanding your needs How to enhance your conferencing experience today How needs will evolve in the next 5-10 years Analysis of services, innovations and conferencing technologies Several forms of engagement One on one Interviews On-the-spot interviews Survey Workshop November 2018 through first quarter of 2019
25 Client satisfaction surveys conducted in 2017
26 Overall linguistic quality of documentation Overall quality of interpretation % % 50% % 30% % 10% 0 Very Poor Poor Average Good Very Good 0% Arabic Chinese English French Russian Spanish ILC HRC CRPD CAT UNFCCC - COP23 UNECE Very Poor Poor Average Good Very Good Overall quality of conference services Very Poor Poor Average Good Very Good ILC HRC CRPD CAT UNFCCC - COP23 UNECE
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28 Our commitment to you We will take your comments into account. We will relay your comments to other entities within UNOG or client secretariats. You will hear back from us regarding the overall results of the survey or your particular input to the survey. We will work on developing new ways of soliciting your feedback and on increasing the response rate.
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30 Go to Slido.com enter code: M890 or scan QR code
31 How to get the best from your interpreters Speak at a reasonable pace, 120 wpm or foresee one written page for a 2 minute intervention. Speed is one the main challenges when communicating. Intepreters listen, process and speak at the same time. In order to convey your message, high sound quality is required. Thus
32 Communicate Provide any speeches, speaking notes, presentations or documents to the interpreters. On the day via the Meeting Service Assistants and also in advance to: Present and communicate. If a native speaker listening live cannot follow, neither can delegates listening through interpretation. Think about being interpreted, allow time for a reaction and for the interpreters to finish with a 4-11 second time lag.
33 Remote participation and Videoconferences Standard Operating Procedure for Arranging Interpretation of Videoconferences Please indicate your intention to schedule a VC well in advance to your organizer. Sound and image tests with interpreters and technical services Not all rooms equipped with necessary technology VC equipment of a minimum quality required if not, risk of failure is high
34 Please Avoid Omnidirectional microphones, as they pick up too much noise Phone or Skype links as sound quality is insufficient Please Remember To always mute your microphone whenever you are not speaking Remote participation should be requested well in advance to ensure: you have a properly equipped room and; a sound check can be conducted with interpreters.
35 Précis-writing at the United Nations
36 Summary records at UNOG What is a summary record? Main clients Official, permanent record of a meeting Analytical summary, not a verbatim report (unlike CD/PVs for Conference on Disarmament) Generally available to the public on ODS Used to support the intergovernmental process Individual speakers and members of delegation are identified by name in the records International Law Commission Human rights treaty bodies UNHCR Executive Committee Disarmament bodies (e.g. CCW Review Conference)
37 Corrections procedure Cannot be altered post facto i.e. reference can only be made to what was actually said; Any corrections to be transmitted to the Division of Conference Management in the language in which the SR was issued; Corrections to the records will be issued as a technical reissue.
38 Where to find information and documentation DCM website with pages in all 6 languages Targeted tailor-made information Multilingual pages in all 6 languages
39 Useful numbers Documents: General queries on documents management Tel: Opting for electronic versions of documents Meetings: General queries on meetings management Tel:
40 Coffee break 3:50 to 4:05 p.m.
41 Go to Slido.com enter code: M890 or scan QR code
42 Strategic Heritage Plan
43 Conferences benefits Completion date of the SHP is end of State of the art conference centre Versatile, flexible facilities using up to date technology Rehabilitation of Room III as a dedicated conference room Cutting edge digital Press conference room Fully accessible interpretation booths (increase from 21 to 44) Delivery of new building is 2020
44 Conference rooms capacity Former Council Cinema (C Building)
45 New equipment or upgrade Interpretation system & electronic voting system Projection system & presenation system Audio installation/ recording multicasting Video conferencing & webcasting Transcription system Wi-Fi Fire Code compliancy Furnishing (Carpet, ceiling painting) & lighting where necessary Ventilation where necessary
46 Options are currently being explored, costed and assessed Number of non-official calendar meetings (such as side-events, informal panel discussions and consultations) to be reduced For official calendar meetings, options being considered use of alternate conference facilities creating temporary conferencing spaces converting portions of the existing buildings Discussions with the Host Country on alternative venues Maintaining business continuity throughout the renovation is a priority
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48 Opportunities Accessibility
49 Captioning Remote captioning can be provided in English, French, Spanish and Russian Outsourced through companies holding a contract with Procurement Use of technological equipment enabling picture-in-picture streaming (i.e. mix the different images such as sign language interpreters and captioning to be streamed into the Webcast) Future challenge would be to identify on the market a voice recognition software which can be managed locally
50 Sign language interpretation International Sign Language provided by accredited Free lance interpreters; National Sign Language can also be provided to Treaty body meetings depending on State requests (country reviews); Please contact relevant secretariat to inform them of such requests in good time; Delegations could assist in identifying National Sign interpreters; Closed captioning (max 2 languages due to physical constraints) also complements Sign Language; Same conditions and dos and don'ts as for spoken interpretation.
51 Accessible documentation: making sure no one is left behind : Pilot project to adapt core CRPD documents into plain English (outsourcing). 2018: One document adapted in-house as an ad hoc reasonable accommodation for a member of CRPD. Plain language makes information accessible for a wide audience Easy Read makes information accessible for persons with intellectual disabilities
52 UNOG accessible services equation Mandate Budget New services Societies will never achieve the SDGs without the full participation of everyone, including people with disabilities. Antonio Guterres
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54 Please tell us what you think. English French
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