59th Annual DPI/NGO Conference (6-8 September 2006)

 

Minutes of the 10th Planning Committee Meeting: 11 May 2006

 

Conference website: www.unngodpiconference.org

 

1.0  Pre-Meeting Comments. The meeting was chaired by Michaela Walsh and was a Co-Chairs meeting only. It was suggested that everyone should introduce themselves before making a statement so members of the Planning Committee know each other.

 

2.0 Adoption of the Agenda. The Agenda was adopted as presented.

 

3.0 Adoption of the Minutes. The minutes were adopted including some minor changes.

 

4.0 Discussion of Plenary and Roundtable Themes

  • It was seconded to have a different moderator for each roundtable and plenary session. Regarding the conclusion of the moderators on each session, which would be given at the closing of the Conference, it was suggested to have a young person work on the summary together with the moderator. A member of the Planning Committee raised the idea of concentrating on young professors in this regard.
  • Sol mentioned that the Conference programme would have to be translated into French and therefore that a decision on the plenary session and roundtable descriptions would be needed soon. Michaela added to send in suggestions and changes as soon as possible, otherwise they could not be considered.

 

5.0 Recommendations of Speakers

  • Michaela stated that starting next week UN invitations, signed by Shashi Tharoor, USG for Communication and Public Information, would be sent to speakers that expressed availability for the Conference.
  • Michaela stated that Jessica Matthews, President, Carnegie Endowment for International Peace would unfortunately not be available to speak at the Conference. Also a phone call to the assistant of President Morales, Bolivia, had been made and an invitation from Secretary-General Annan was needed to be sent as a next step.
  • Michaela said that Robert Redford would be invited and Sherrill mentioned knowing someone who could contact Angelina Jolie to speak at the Conference.

 

6.0 Subcommittee Reports

 

(i)                 Midday Workshop:

 

  • It was reported that online registration was up on the Conference website.
  • All correspondence for the Midday Workshops were e-mailed and mailed by the Committee which was now receiving many questions regarding the online registration. The Committee emphasized that the setup of the online registration needed to move forward.
  • Regarding the summaries of the Midday Workshops, it was suggested to have undergraduate students with an international focus take notes and work on the summaries together with young professionals. The UN as well as the Permanent Missions to the UN hosted several young staff members.
  • The next meeting would be held on Wednesday, 17 May 2006.

 

 

(ii)              Media Committee

 

  • The Committee sent out the word about the Conference to their media contact and was now being contacted concerning the online registration for the Conference.
  • It was suggested to have a short film or documentary on a certain issue, for instance women’s rights, constantly shown during the Conference by Conference Rm. 4.
  • The Committee expressed their wish to get a quote from Juan Carlos Brandt for the media.
  • Joan stated that the Committee was planning on having student editors from college newspapers working for them during the Conference but that there had been problems with press accreditation and credentials in the past. Juan Carlos offered to contact Gary Fowlie, Chief, Media Accreditation and Liaison Unit in this regard.
  • Jeff stressed the film festival was a good mean of fundraising for the Conference and mentioned a young producer, Eva Nagorski in this regard.

 

 

(iii)            The Networking Committee

 

  • Fannie said that the Networking Committee was also planning on having a continuous film showing in the tent.
  • The Networking Committee did not hold a meeting
  • They were writing a letter to Conference participants to solicit their input in putting together Conference programme. They wanted to look at best practices regarding MDGs, and wanted to put together a questionnaire to talk about how NGOs use networking to get their programme out.
  • Fannie pointed out that the Committee was planning on having an informal and a formal networking session during the Conference. Regarding the informal session, they were trying to get someone who was knowledgeable about effective networking and who could inform them about using networking as a tool and present best practices.

 

(iv)             The Internet Committee

 

  • Vanessa stated that the launch of the website would be posted as the new intern Anja gets here.
  • The Planning Committee seconded that the webstite needed to be promoted prior to the Conference. The idea of organizing a separate briefing with press people was raised.

 

 

 

(v)                The Multigenerational Committee

 

  • Gala stated that the Committee was working closely with Hunter and that he had been looking into the network of young people and youth groups around the world. Some youth groups would like to set up small conferences during the DPI/NGO Conference and those could be webcast.
  • After a question was raised, Sol said that DPI was asking for the whole Conference to be webcast but that it was not decided yet on how much of the Conference would be webcast.
  • It was suggested to send out a questionnaire to all NGOs, asking them what they expect from the Conference. An analysis could then be distributed to the moderators and speakers prior to the Conference. Juan Carlos liked the idea but emphasized that filtering the information would need a lot of time.
  • Gala suggested writing a letter explaining why one of the five NGO representatives attending the Conference should be under 30 years of age.

 

(vi)             Resource Centre Support

 

  • Paolo noted that Nancy was still working on the design and functionality of the online registration, which would be done by 25 May.
  • The Committee had 21 volunteers that could help with the online registration and would have six extra interns for the Conference. For Conference registration seven computers would be requested.
  • Members of the Planning Committee underlined the need for instructions on the use of the online registration and Paola agreed to forward that request to the Resource Centre.
  • Paola agreed to send Michaela an update on what had been prepared for online registration so far.

 

(vii)           Events and Fundraising

 

  • Sherrill said that potential supporters were very interested in the speakers and that we needed to provide them information about invited speakers.
  • Compared to the past years, the Committee had not received many donations so far.
  • Joan Kirby commented that the M +5 group planned to honour Kofi Annan at the reception. She said that we needed to invite him, and make sure that he would attend.
  • The idea of having an art auction with Olympic Champions was renewed and someone suggested to also organize an auction of celebrity items of UN Goodwill ambassadors.
  • Sherrill mentioned that Airline Ambassadors could also be potential volunteers for the Conference. In this regard, Juan Carlos stressed the possibility of having an official DPI/NGO Conference airline. The airline would have the privilege to call itself “Official Conference Airline” and would in return grant DPI price reductions on plane tickets for speakers.

 

 

 

7.0 Other Items

 

  • It was suggested to have people say what activities they would like to attend at the Conference when they register online. That way the Planning Committee could get an idea on how many attendees to expect for each roundtable, plenary sessions and Midday Workshops.
  • It was suggested to have a constant title/subject when sending out information so NGOs know that the information is Conference-related.
  • It was seconded to have no more than five speakers per roundtable.
  • Sol said that anyone requesting technical equipment for the Conference, e.g. monitors should contact her.