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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

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Department of Conferences and Meetings Management

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  1. 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

  2. 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 .

  3. 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

  4. 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

  5. TRANSLATION

  6. Translation flow chart

  7. 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.

  8. Requests for translation

  9. In-house vs. freelancers’ translations

  10. 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)

  11. Translation requests by language

  12. Translation requests by GS/OAS area

  13. In-house translations = Savings for the area Total savings $879,293.72

  14. INTERPRETATION

  15. Interpretation flow chart

  16. Meetings with interpretation (month)

  17. Meetings with interpretation (area)

  18. Types of service used in CP/CEPCIDI

  19. Types of interpretation services

  20. 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.

  21. 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

  22. Conference Services

  23. 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.

  24. 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.

  25. 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.

  26. DCMM budget allocationsin 2008, 2009, 2010, and 2011

  27. DCMM personnelin 2008, 2009, 2010, and 2011

  28. 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

  29. Proposals • 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

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