UN and EU Institutional Type Meetings Leena Sipila Helsinki City Tourist & Convention Bureau

Transcription

1 UN and EU Institutional Type Meetings Leena Sipila Helsinki City Tourist & Convention Bureau

2 Over 3300 meetings 135 in Finland ASEM Summit Informal meeting of Heads of State or Government in Lahti EUROMED Foreign Ministers in Tampere 10 informal Ministerial meetings EU Third country meetings Senior Official meetings and working groups 78 meetings organised by LOC Saariselkä Kittilä Rovaniemi Kuusamo Oulu Kajaani Vaasa Kuopio Joensuu Jyväskylä Tampere Imatra Hämeenlinna Lahti Naantali Lappeenranta Turku Porvoo Espoo Helsinki Ahvenanmaa

3 Intergovernmental Meetings New challenges Different structure for meetings Size and composition of delegations Funding arrangements Scale of logistical effort Burden of protocol Security considerations Accommodating interpreters Embracing chaos

4 Meetings - Different formats mean different needs Meeting of Heads of Governments or States (HOGS) Ministerial Meetings Working group meetings (officials) EU-Third Country Meetings Retreat format -meeting Plenary / Session / Closed Session SOM meeting (Senior Officials) Coordination meetings Bilateral meetings (number of meetings increasing) Listening rooms Working lunches and dinners Considerations Time tables Specific format to each type of meeting Variety of meeting formats demands flexible venues Needs of media must always be considered

5 Working dinner

6 Funding - Massive budgets, massive costs Increased budgets Rules for who pays depend on type of meeting Host country typically responsible for all costs EU Finland total: 33m meeting arrangements, 23m additional staffing costs, 10m security ASEM Summit 11.8m, Lahti 4.5m Additional costs Cumbersome procurement process Web of contracts High season rates Minimal role for sponsors

7 Meeting arrangements (costs) Catering Interpretation and congress tech Venue Materials, gifts Construction Transportation and logistics IT solutions

8 Venue selection - Different considerations Prepare for lengthy venue scouting process Consider demands of Ministries / Ministers Assess infrastructure of host city: accessibility, hotels Prioritise flat floorspace - ensure enough SPACE for entire meeting Bear in mind building and dismantling times Needs of broadcasting companies

9 ASEM Summit 2006

10 Around the meeting room First circle Interpreters Note takers Messangers Personal security Host country security Liaison officers Protocol aid First aid VIP lounge Rest rooms Secretariat Ceremonial areas Prayer room First circle

11 Around the meeting room Second circle Lunch, dinner areas Secretarial offices Delegation offices Listening room Press office Bilateral rooms VIP relaxing rooms Press briefing rooms Place for family picture First circle Second circle

12 Around the delegates Third circle Media Center Accreditation Rest areas for security, drivers, liaison officers Catering Overall control room Storage areas Parking area for motorcades Dish park (TV) First circle Second circle Third circle

13 Accreditation - Much more than registration Applies to delegates, media and staff Size of the delegation = head + x delegates (always restricted) Considerations Heads NEVER alone Hierarchy VERY important Last minute process!! Complex but consistent system of badges and codes Badges generally without pictures Liaison officer takes care of badges PCO/agent can take care of accreditation Media accreditation via Internet

14 Accommodation Considerations Order advance allotments, SUITES! Be clear about terms (guarantees, no-shows) Accept that room lists will be distributed very late Host typically compensates basic costs but usually no extras Be aware of impact of security classification Co-operate with embassies Media bookings via Internet Other arrangements

15 Protocol - A burden... or a blessing? A burden Meetings follow a fixed behavioural pattern Hierarchy very important Seating plan for meetings, dinners and lunches Official photo sessions, family photo Official greeting Advance visits Protocol maps Airport Moving chaos A blessing? Meetings follow a fixed behavioural pattern There is always a head of delegation Role of Ambassadors

16 Security arrangements - A massive operation Tasks Classification Secured communications (classified material) Security for meeting facilities, hotels and dinner venues Liaising with foreign security Background checks for staff Police, security domestically and at borders (Schengen etc.) Liaising with First Aid/Rescue Department Impacts Space, scheduling, construction - everything Limited clearance for organisers

17 Interpretation Considerations Very strict SCIC specifications regarding interpretation booths Language regime a diplomatic question Different types simultaneous, consecutive, whispering; active/passive languages Interpreters to be treated like delegates Impacts Space requirements for booths, offices Protocol Length of sessions - one team or two? Noise control

18 Conclusions - What you need to be aware of Fixed pattern to intergovernmental meetings Protocol hierarchy, cultural differences Need for solid finances Things change at the last moment......so be prepared for suprises Last minute process The media is watching you...

19 Thank you!