Department of conferences and meetings management
Download
1 / 32

Department of Conferences and Meetings Management - PowerPoint PPT Presentation


  • 110 Views
  • Uploaded on

Department of Conferences and Meetings Management. Report on Language Services and Measures to Achieve Savings in the Provision of Conference Services for OAS Meetings. November 30, 2010/AGC. Mandate. AG/RES. 1 (XL-E/10) III.A.12.a 12. Conference and meeting services

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about ' Department of Conferences and Meetings Management' - nibaw


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
Department of conferences and meetings management
Department of Conferences and Meetings Management

Report on Language Services and Measures to Achieve Savings in the Provision of Conference Services for OAS Meetings

November 30, 2010/AGC


Mandate

AG/RES. 1 (XL-E/10) III.A.12.a

12. Conference and meeting services

a) To reiterate to the General Secretariat the need to expand its review of the Organization’s interpretation and translation services to include the whole area of conferences and meetings services, and to present for consideration of the CAAP, progress reports on the current services and needs of the Department of Conferences and Meetings Management, including information on the most efficient and cost-effective means of delivering these services, at headquarters and away from headquarters, taking into consideration member states’ requirements and overall needs and limitations of the Organization in fulfilling its mandates .


Language Services SectionDCMM

  • Provides in-house translations of 45% of the documents requested by all the areas of the GS/OAS, giving priority to the PC and GA

  • Coordinates outside translations of the remaining 55%

  • Identifies the best translator for each document, based on his or her experience and specialty

  • Reviews translations and/or original documents at the request of the areas

  • Exercises quality control of all translations

  • Tests translators before adding them to the roster of freelance translators

  • Advises the delegations of the member states at Style Committee meetings

  • Compiles and updates glossaries and style manuals in order to unify and preserve OAS vocabulary and style


Language services section dcmm
Language Services SectionDCMM

  • Coordinates interpretation services for all GS/OAS meetings at and away from Headquarters

  • Advices the areas on the most appropriate and efficient ways of hiring interpreters

  • Identifies interpreters certified by professional associations in the member states

  • Provides in-house interpretation services for:

    • Meetings of the Chair of the PC and regional coordinators

    • Meetings of a highly confidential nature

    • Missions of ministers and/or ambassadors

    • Ambassadors’ private and negotiation meetings

    • Private meetings of the SG and ASG




Translation statistics
Translation statistics

January – October 2010

*Equivalent to 25,320 source pages requested. The number of words delivered was higher (10,884,499) because the same source document is sometimes translated into more than one target language.




In house translators by language
In-house translators by language

English: 1 translator/reviewer Spanish: 1 translator/reviewer

1 translator

Portuguese: 1 in-house translator/reviewer French: 3 translator/reviewers

1 translator/reviewer (CPR)











Regional program to expand the number of interpreters and translators
Regional Program to Expand the Number of Interpreters and Translators

  • Objective:

  • To identify qualified translators and interpreters in the member states in order to reduce the cost of providing translation and interpretation services at meetings away from headquarters and to comply with requests by governments to hire local professionals.


Regional program to expand the number of interpreters and translators1
Regional Program to Expand the Number of Interpreters and Translators

  • Results:

  • Peru Interpreters, June 2009: 10

  • Brazil Interpreters, December 2009: 12

  • Colombia Interpreters, July 2010: 7

  • Colombia Translators CITEL, November 2010: 5

  • Mexico Translators and interpreters, November 2010: currently being evaluated

  • Ecuador Translators and interpreters, February 2011: currently being organized


Conference services
Conference Services Translators


Measures to enhance efficiency in the provision of conference services
Measures to enhance efficiency in the provision of conference services

Green meetings

  • Promotion of a “Paper Light Policy,” to reduce the use of paper by distributing documents electronically.

  • Promotion of a “Printing on Demand" policy and printing on both sides of the paper.

  • Minimizing the quantity of participants’ supplies (notebooks, print-outs, pencils, folders, etc.)

  • Use of biodegradable or Forest Stewardship Council (FSC)-approved materials.


Measures to enhance efficiency in the provision of conference services1
Measures to enhance efficiency in the provision of conference services

Green meetings

  • Implementation of separate waste collection, recycling or re-use practices wherever meetings are held.

  • Setting the air conditioning systems in meeting rooms at levels at which they consume as little energy as possible.

  • Promoting the use of tools, such as social media (Twitter, Facebook, Youtube or RSS) to access meetings.

  • Greater use of technology as a support tool (document links, websites for each meeting, laptops for each participant).

  • Involve participants directly and promote their role as multipliers of this effort to generate greater environmental awareness.


Measures to enhance efficiency in the provision of conference services2
Measures to enhance efficiency in the provision of conference services

Videoconferences 2009 – 2010

Sir Arthur Lewis Multimedia Room

* Since April 2009, when the Sir Arthur Lewis Room was inaugurated.

** Until October 15, 2010.

Note:

The savings calculation is based on a conservative estimate of four airfares per videoconference and an estimated maximum of a three day stay per videoconference.

When more than one country is involved, the calculation has been based on the country with the lowest costs.


Dcmm budget allocations in 2008 2009 2010 and 2011
DCMM budget allocations conference servicesin 2008, 2009, 2010, and 2011


Dcmm personnel in 2008 2009 2010 and 2011
DCMM personnel conference servicesin 2008, 2009, 2010, and 2011


Measures to enhance efficiency in the provision of conference services3
Measures to enhance efficiency in the provision of conference services

New videoconferencing capacity in the Simón Bolívar Room

Joint effort by DOITS and DCMM

New capabilities include:

  • Video / Teleconference (VTC) with capacity for up to 5 simultaneous connections

    • Six cameras in the room

    • Each delegate can speak from his/her own microphone

    • Visualization of the other parties on all screens and monitors in the room

    • IP (via Internet) and ISDN (via telephone line) connections

  • Audio Teleconferencing (ATC)

  • Control panels for video – teleconferences and local presentations

  • Recording

  • Local presentation capabilities


Proposals
Proposals conference services

  • Update Resolution 872:

    “Update of the Costs of Conferences and Meetings”

  • Limit the number of pages per report: 15 -20 pages: A common practice in international organizations

    Translation costs: 10 pp. = 2,500 words = US$425

    15 pp. = 3,750 words = US$637.50


ad