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Department for General Assembly and Conference Management

Central Planning and Coordination Division

The two major planks of the Department’s conference management work – meetings and documentation – come together in the Central Planning and Coordination Division, whose work takes place in recurring cycles. Before any meeting can take place and before any document can be processed at the UN headquarters in New York, the Divisions carries out an in-depth review of all conference servicing requirements, as spelled out in the legislative mandates of the intergovernmental bodies, both for meetings and for documentation. Those requirements, once established, are then planned against time frame of the intergovernmental process as well as the servicing capacity of the Department to ensure that all requests can be met in the most timely and efficient manner.

In addition, given the limitations of physical resources such as conference and meeting rooms and servicing staff – those who provide documentation and interpretation services, a balance between needs and capacity must be found. An overload in the meetings sector at a given time, for example, would result in a surge in the documentation workload. The Division ensures that such situations are avoided to the extent possible. Sophisticated IT applications are instrumental in planning and managing conference services.

Once all conference servicing requirements and the expected timing of their delivery have been established in writing – in the form of a meetings calendar or a documentation forecast, the work of the Division shifts from planning and forecasting to execution: documents are received, processed and issued in a timely manner to those bodies that have requested them for consideration; meetings take place with the services they require, as they do every day in the life of the Organization.

The Division includes the following organizational units:

 

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