Overview of the Division
• Interpretation Service
• Languages Service
• Production and Support Service
• Central Planning and Coordination Service
Structure of the Interpretation Service
Interpretation ServiceOffice of the Chief
ArabicInterpretation
Section
ChineseInterpretation
Section
English Interpretation
Section
French Interpretation
Section
RussianInterpretation
Section
SpanishInterpretation
Section
Interpretation Service
• There are 100 staff interpreters, who are helped by
freelance interpreters as per the need;
• English, French, Russian and Spanish interpreters
work into their native languages from at least two of
the official languages;
• Arabic and Chinese interpreters work into and from
their native languages and are required to have an
excellent command of one foreign language, normally
English or French.
• Simultaneous interpretation in the official
languages of the United Nations to an average of
3,000 meetings per year including:
– UN Conferences at the Geneva Headquarters
– Conferences held away from the Headquarters
– Special Rapporteurs and other field missions
Interpretation Service
Meetings held or Serviced by UNOG 2006 - 2016
Overview of the Division
• Interpretation Service
• Languages Service
• Production and Support Service
• Central Planning and Coordination Service
Issuance compliance rate
The issuance compliance rate for the last 365 days as of
10 October 2017 stands at 98%
38%
50%
38%42%
37% 40%
57%
82%
98%
2009 2010 2011 2012 2013 2014 2015 2016 2017*
Documents issued on time out of those submitted on time and within the established word limits
*Sessions starting between 1st October 2016 and 30 September 2017
Overview of the Division
• Interpretation Service
• Languages Service
• Production and Support Service
• Central Planning and Coordination Service
Production and Support ServiceAward Winning Publishing• Integrated suite of communication products
• Reduced hard copies, Increased digital presence
• Recycled paper; vegetable inks
• ISO 14001 certification
• Growing client base
Distribution• Distribute documents to participants attending
meetings
• Pre-sort and mail official UN documents and
publications
Support other Services• Mail for UNOG staff in E Bldg
• Provide additional
meeting room attendant capacity
Sustainable Publishing
Fewer copies of more
documents.
Production and Support Service
Information Technology
SectionITS supports over 1,000 users, including
DCM staff, delegates, and conference
participants through:
• IT project management
• Conference Business Analysis
• Collaboration with internal clients
Joint Service with UNOG’s Regional
Technology Centre – Europe (RTC-E)
• Centralised Helpdesk Services – Unite
Service Desk
• Centralized Infrastructure Services
• Centralized Desktop Services
• Cyber Cafe for delegates
• 1st floor E building
Overview of the Division
• Interpretation Service
• Languages Service
• Production and Support Service
• Central Planning and Coordination Service
What CPCS can do for you
• Planning and servicing of over 10,000
meetings and of over 220,000 pages
translated pages per year;
• Allocation of rooms for calendar and non-
calendar meetings;
• Planning and coordination of provision of
conference services such as
interpretation, documentation, technical
services;
• Assistance in the rooms;
• Provision of accessible services for
persons with disabilities: ISL, closed
captioning, Braille documentation.
OHCHR, UNFCCC and UNECE held the largest number of meetings
Meeting Share of Main Clients 2016
Conference Services Practical Guidelines
Part 1
• Booking a meeting room
• Role of Meeting Room Assistants
• Interpretation dos and don’ts
• Indico- online conference management
and registration
• Multimedia services
Facilities• 37 rooms in the Palais des Nations; three rooms
at Palais Wilson;
• Concordia space inaugurated in 2016;
• Accommodate 12 to 1,939 delegates;
• Complemented by office space near meeting
areas;
• 14 rooms equipped for simultaneous
interpretation six official languages; 8 rooms in
five languages;
• Sound recording or automatic sound
amplification;
• All conference rooms equipped with WiFi and
most with a multimedia projector;
• Videoconferencing or audioconferencing
services upon special request.
How the booking process worksIn order to process your query, you will need to provide:
• Basic information
o Title and context of the meeting
o Date and timetable
o Number of participants
o Any other meeting requirements
e.g., interpretation services and other, technical requirements
• Room allocation & electronic booking
Based on availability, MCPU will allocate a room and advise you on the
submission of the necessary (prebooked) request via eMeets 2.0.
Every Permanent or Observer Mission has a generic username and
password to access eMeets.
• Reimbursable services
If need be, a cost estimate will be established for services provided on a
reimbursable basis.
A detailed seven minute tutorial on room booking is available on the website
of the Division of Conference Management at www.unog.ch/conferences.
The Meetings Coordination and Planning Unit
(MCPU) stands ready at any time to reply to
your questions about the conference rooms and
related services, and to provide you with any
help, guidance, and assistance you may require
prior and during the room booking process.
Telephone: +41 (0)22 917 36 68
E-mail: [email protected]
Conference Services Practical Guidelines
Part 1
• Booking a meeting room
• Role of Meeting Room Assistants
• Interpretation dos and don’ts
• Indico- online conference management
and registration
• Multimedia services
Conference Services Practical Guidelines
Part 1
• Booking a meeting room
• Role of Meeting Room Assistants
• Interpretation dos and don’ts
• Indico- online conference management
and registration
• Multimedia services
How to get the best from your interpreters
• Speak at a reasonable pace, 120 wpm or 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…
Please Avoid
• Mobile phones/computers/headsets and ear
pieces near microphones as these cause
interference;
• Phone or Skype links as sound quality is
insufficient;
• Remote participation should be requested well
in advance through MMS to ensure:
– (1) you have a properly equipped room and;
– (2) a sound check can be conducted with
interpreters.
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.
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.
Remote participation and Videoconferences
• IS developed a VC Request Form and a
Recommended Procedure to provide useful
general and technical information to prepare for
a successful remote participation with
interpretation;
• Please indicate your request well in advance to
MMS but also send your completed Request
Form to [email protected];
• Sound and image tests will be conducted with
interpreters and technical services;
• Be aware that not all rooms are equipped with
the necessary technology;
• Be aware that if the remote participant does not
use VC equipment of a minimum quality the risk
of failure is high.
Conference Services Practical Guidelines
Part 1
• Booking a meeting room
• Role of Meeting Room Assistants
• Interpretation dos and don’ts
• Indico - online conference management
and registration
• Multimedia services
Long wait time at the gate to get
badges for entry into UNOG
Limited services to participants
INDICO
Conceived in 2015 ➢ improve IT systems➢ modernise processes
Piloted with UNCTAD XIV in Nairobi in July 2016~7000 participants registered
~6600 badges issued
Full implementation at Palais des Nations to be complete Dec. 2017
The Project
Direct cost 0 $
Indico (Integrated Digital Conference)
The Solution
Worldwide 40 +
Free and Open Source
Used by 40+ institutions &
organizations globally
Modular 100 % Customisable and
scalable
Enterprise-class Developed and used by
CERN since 2004
Shorter and faster queues at the Pregny Gate
Expanded services to conference participants
Once account created, easy to register for events
Support for remote venues
The Benefits
Users of UNOG Indico (Oct.2017)
SSS UNCTAD OHCHR ODA ODG UNIS LIB IGF Permanent
Missions UNECE * UNISDR * WHO * UNAIDS * UNHCR * UNRISD *
DESA UN Women ILC * DGACM * UMOJA *
UNEP UNON/Sec *
UNCCD
* Adoption of Indico is under consideration or in progress
244 conferences and events
3,124 sessions organised with Indico
33,968 approvals
of registrations by Conference Managers
41,645 registrations
by participants to conferences and events
Statistics
28,209 badges printed
by Security
Basic Indico Workflow 1/2
Participants
Secretariats
Set up a conference
Open the online registration
Participants
Share the linkRegister online for
events/Conferences
Secretariats
Approve or reject registrants
If approved, participants receive an eTicket with QR
code by email
Basic Indico Workflow 2/2
Participants register for events/conferences
Participants come to the venue with QR
code and ID or Passport
QR code printed
QR code on mobile
No QR code
Participant has not registered.
So, no e-Ticket
Badge Issued
Conference Services Practical Guidelines
Part 1
• Booking a meeting room
• Role of Meeting Room Assistants
• Interpretation dos and don’ts
• Indico- online conference management
and registration
• Multimedia services
Multimedia Serviceshttps://vimeo.com/185454631
Multimedia production capacity
includes:
• content creation
• development and production
of electronic publications
The UNOG Annual Report was designed, produced and
published as an “App” for Apple and Android tablets and
smartphones in English and French versions.
Scan me!
Scan me!
Multimedia ServicesContent we create includes
videos, 360o photographs,
augmented reality, aerial
footage, social media feeds
and content for interactive
touch screens – some of
which is shown here.
Aerial
360o photo
Coffee break
3:50 to 4:15 p.m.
Conference Services Practical Guidelines
Part 2
• Documents classification and prioritization
• Summary records & corrections procedure
• Distribution counters & print on demand
• Where to find information and
documentation
– DCM website
– UNTERM
Translation – Principal Users for 2016
238,777PAGES
Provision of official documentation
• Documents managed in line with pertinent rules and guidelines:
Editorial directives;
Submission, processing and issuance within prescribed timelines(10-4-6/ 8-4-4 rules);
Prioritization based on categories (pre-, in- & post-); and timelyversus late.
• Also assigned to service conferences outside Geneva for which DCM coordinates remote translation and availability of documents on site, including UNFCCC and UNCCD conferences;
• Upstream and downstream services before and after submission.
Upstream PlanningAdvance workload forecasting and slotting of
documentation
• Substantive secretariats documentation forecasts reviewed, negotiated and approved in line with:
Clear legislative mandates and budgetary entitlements, as necessary;
Feasibility of submission and request dates in line with established patterns;
Established word limits, e.g. 10,700 or 8,500 words;
Overall volume of documentation;
• Parliamentary documents slotted based on agreed submission/ issuance dates and volume of text;
• Mutual commitment i.e. the substantive department agreeing to submit by the agreed deadline and DCM agreeing to issue in time (in 4 weeks for documents within established limits);
• Forecasting information shared with DCM processing sections/units for capacity planning purposes.
Downstream ManagementDocuments submitted by substantive secretariats and
assigned for processing
• Documents cross checked upon submission to ensure that they comply with forecast and criteria set for official UN documentation;
• Documents scheduled for processing according to type of submission (in-, pre- and post session documents) and submission compliance, i.e. timely vs. late submitted;
• Guidance and feedback to submitting departments;
• Coordination of all required actions and monitoring of jobs to ensure: Timely issuance and availability in time for conferences Simultaneous distribution in all languages
• Permanent Missions can manage receipt of hard copies;
• Official documents can be accessed on ODS
Simultaneous distribution
• In line with the Organization’s policy on multilingualism;
• As per pertinent General Assembly rules, documents considered issued when all requested languages are available;
• Simultaneous distribution of documents strictlyrespected;
• Under the close scrutiny of the Committee on Conferences.
Conference Services Practical Guidelines
Part 2
• Documents classification and prioritization
• Summary records & corrections procedure
• Distribution counters & print on demand
• Where to find information and
documentation
– DCM website
– UNTERM
Summary records & corrections procedure
• Provide an analytical summary of the discussions;
• Not to be confused with verbatim records;
• Cannot be altered post facto i.e. referencecan 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.
Conference Services Practical Guidelines
Part 2
• Documents classification and prioritization
• Summary records & corrections procedure
• Distribution counters & print on demand
• Where to find information and
documentation
– DCM website
– UNTERM
Distribution counters• Door 40, 2nd floor, E Building (servicing HRC,
UNCTAD and all other meetings taking place at the E building).
• Door 6, 3rd floor, C Building, C-337 (servicingECE and the Conference on Disarmament).
• Palais Wilson (servicing Human Rights Treaty bodies).
• Meeting Rooms
• Permanent Missions Pigeonholes
– Quai 49 (E Building)
Print-on-Demand
• UN policy to minimize paper consumption
• Documents pre-printed for meetings in limited
numbers
• Supplementary copies reproduced as and when
requested
• Documents made available online digitally
Digital Document Distribution
• Official Document System (ODS)
Secretariat Websites
• Tablets
• QR Codes
Conference Services Practical Guidelines
Part 2
• Documents classification and prioritization
• Summary records & corrections procedure
• Distribution counters & print on demand
• Where to find information and documentation
– DCM website
– UNTERM
Where to find information and documentationDCM website with pages in all 6 languages
Targeted tailor-made
information
Multilingual pages in all 6
languages
UNTERMThe United Nations Terminology Database
• Multilingual terminology management system
• Global Terminology Project
• Over half million multilingual records:
• All UN Secretariat Duty Stations / Regional
Commissions
• Public, web based access:
Terminology
Nomenclature
Proper Names
Phraseology
untermportal.un.org
Country
Names
Global Terminology
• Global project
standardization
harmonization
consolidation
feedback
• Fully integrated with other tools in the document
processing chain
consistency
global team
work
Questions & Answers