[hr-wsis] Document on logistics

[Meryem Marzouki <marzouki@ras.eu.org>]

This is a document on logistics with requests from the CS to participate 
to PrepCom2. It has been elaborated by the CS subcommittee on 
participation, and will be send today to WSIS secretariat and other 
relevant recipient.

Meryem
=======
PROPOSALS FOR CIVIL SOCIETY PARTICIPATION AT WSIS PREPCOM 2:

EVENT ORGANISATION AND LOGISTICS.
The following is a general proposal on civil society requirements at 
PrepCom 2 in Geneva in February.  As details are not yet available on 
the structure of this event, or the venue(s), it remains at quite a 
general level.

It was drafted by Sub-Committee 1 on Participation, set up at PrepCom 1 
by civil society organisations there, and part of the Civil Society 
Plenary Group. But it is geared to allow for all civil society 
organisations to secure the space they need to develop and exchange 
ideas, and to organise around the event.

This has been approved both by the Sub-Committee 1 (members below) and 
by the Civil Society Plenary Coordinating Group, which brings together 
two members from each subgroup (caucuses, Working Groups, 
Sub-Committees) of the Plenary Group.

The goal in PrepCom 2 is to maximise participation of civil society in 
terms of enabling wide ranging discussions; facilitating internal 
coherence and mobilisation; disseminating widely and quickly civil 
society ideas and positions; and cooperating and coordinating with 
others, especially the intergovernmental sessions.  This is to be 
achieved by creating multiple spaces for civil society to meet, some 
structured in advance, others not; and effective monitoring, briefing 
and communications mechanisms.

A number of general points:

• Civil Society representatives should, by right, have clear open lines 
of communication with the organisers/Chairs of the intergovernmental 
sessions and activities, such that civil society participation in these 
is carefully planned and executed and not, as in the past, ad hoc; and 
the selection of civil society participants in these should be a matter 
entirely for civil society.
• We have no information yet about the venue(s) to be used for the 
PrepCom.  But it is important that the civil society spaces are close to 
the intergovernmental space.  The Civil Society Secretariat Room, 
morning Briefing Room, and general LAN and Web Access space should also 
be close to each other, as well as to the main intergovernmental space.
• Civil Society representatives should deal directly with the Conference 
logistical organisers, to ensure that ongoing needs are fulfilled in a 
timely manner.
• This document does not cover funding requirements.  Yet all recognise 
that funding is critical to participation from the South, for 
dissemination and debate, and for general civil society effectiveness.  
At the PrepCom assistance in such matters as low-cost accommodation will 
be needed.  These matters will be raised in further communications.
• Neither does this document cover accreditation and modalities for 
participation, which will also be addressed in a later proposal.

Table 1: Spaces and Fora for Civil Society

a/ PrepCom 2 Official Civil Society Spaces and Fora	
b/ Rationale	
c/ Needs facilitated by Secretariat (Located on/by PrepCom site)

1.
a/ Initial advance CS meeting, day before the PrepCom. All welcome, but 
core group there.
b/ For information sharing and detailed planning and task allocation for 
the event
c/ One room, up to 100 people. Low priority interpretation

2.
a/ Morning open briefings sessions.
b/ To report on developments, allocate tasks for the day (such as 
monitoring), and reviewing progress.
c/ Mid size (up to 150) room. 8:00 am – 9:00 am each day . Mid priority 
for interpretation

3.
a/ Civil Society Plenary Meetings: Open Plenary; two mid PrepCom; 
Closing Plenary.
b/ To bring all civil society actors together for coordination and 
consensus building.
c/ Large room (300) *4. Top priority Interpretation

4.
a/ Thematic Discussion: Parallel session to discuss WSIS themes. Many 
civil society interest group will want to organise sessions.
b/ These are the main opportunities for civil society actors to present 
and explore ideas together and come up with coherent positions.
c/ Mid size (up to 150) room.  Two rooms; available every morning and 
afternoon. Mid priority for interpretation

5.
a/ Tri-Partite Roundtables, bringing together government, civil society 
and private sector.
b/ To enable coordination of the process, convergence of ideas and 
positions, and collaboration on final Declaration .
c/ One room, up to 100 people. Mid priority interpretation


Table 2: Logistical support needed.

a/ Logistical/organising Spaces 	
b/ Rationale
c/ Needs

6.
a/ Civil Society Groups’ Secretariat Room and services 	
b/ Need a centrally located point from which organisation and 
communication can be coordinated
c/ Small room with desks; copying, computers, LAC access.  Also need 
notice boards

7.
a/ Caucus Rooms for use as the need arises (thematic, regional etc.)
b/ Often in mid-PrepCom, meetings must be organised at short notice.  
Needed are easily-booked designated spaces
c/ One or more small rooms, 30- 40 each, available on request.. Low 
priority interpretation

8.
a/ Media Group room.  This could be adjoining the Secretariat
b/ A civil society Media group is needed to inform those not able to 
travel to Geneva; and liase with Press locally and globally
c/ Small room or space with PCs, copying, and LAN access.

9.
a/ Common LAN and Web access and photocopying
b/ These are basic logistical needs
c/ Space for laptop use, computers, photocopying.  Need not be exclusive 
to civil society.

10.
a/ Translation of key documents
b/ Effective participation from non English speakers requires timely 
translation, before during and after the event.
c/ Access to translators, and/or funding to support travel and 
subsistence of volunteers


Membership of Sub-Committee on Civil Society Participation

This sub-committee is open to all civil society organisations. Current 
members as follows approve these proposals:
ARTICLE 19. John Barker, johnb@article19.org.za
Association for Progressive Communication. Peter Benjamen, 
peter@sn.apc.org
Bread for All, Chantal Peyer,  peyer@bfa-ppp.ch
Civil Resource Development & Documentation Centre (CIRDDOC). Oby 
Nwankwo, cirddoc@infoweb.abs.net
Communities Online. Claire Shearman, claire.shearman@mcr1.poptel.org.uk;
Communication Rights in the Information Society: CRIS. Bruce Girard, 
bg@comunica.org
CONGO. Renata Bloem, rbloem@ngocongo.org
ECCR: European Consortium for Communications Research. Jan Servaes, 
freenet002@pi.be
ENDA-SYNFEV: Environment and Development in the Third World, 
Marie-Helene Mottin-Sylla; mhms@enda.sn
Global Contract Foundation. Fritjof Finkbeiner,  
frithjof.finkbeiner@t-online.de
Heinrich Böll Foundation. Andreas Gebhard, Ralph 
Bendrath@zedat.fu-berlin.de
IAIA: International Alliance on Information for All. Chris Zielinski, 
informania@supanet.com
Institute for Media and Information Sciences  Wolfgang Kleiwächter, 
wolfgang@imv.au.dk;
IRIS, Imaginons un réseau Internet solidaire. Meryem Marzouki, 
meryem.marzouki@dial.oleane.com
MISA: Media Institute of Southern Africa, Tracey Naughton, 
broadcasting@misa.org.na
NEXUS Research Cooperative, Seán Ó Siochrú, sean@nexus.ie
Niger Delta Women for Justice. Emem J. Okon, emem_o@yahoo.com
Privaterra, Robert Guerra, rguerra@privaterra.org;
Telecommunities Canada, Gareth Shearman e-mail: shearman@victoria.tc.ca
Transparency International. Shadrach Basheerhamad, 
bshadrach@transparency.org
Union for Democratic Communications, Lisa McLaughlin, mclauglm@muohio.edu
VECAM, Valérie Peugot, vpeugeot@vecam.org
WACC World Association for Christian Communication. Pradip Thomas, 
pt@wacc.org.uk
World Civil Society Forum, Information Society Section. Thomas Ruddy, 
thomruddy@yahoo.com
Youth for Intergenerational Justice and Sustainability, YOIS. Maike 
Sippel,  maike.sippel@gmx.de

To become involved in Sub-Committee 1, please send an e-mail to 
sean@nexus.ie