August 08, 2014

Preliminary document on preparations for the XLV Regular Session of the General Assembly, Pétion-Ville, Republic

of Haiti, June 7-9, 2015

(Presentation prepared by the Office of the Chief of Staff of the Assistrant Secretary General)

General Assembly Preparations

1. Structure of the policy-making bodies

2. Substantive aspects

3. Logistical aspects • Important aspects• Stages of the logistical preparations

1. Structure of the OAS teams responsible for preparations for the General Assembly

2. Reference information • Schedule of activities (XLV Regular Session of the General Assembly• Number of participants (Assemblies 2007 – 2013)• Costs (Assemblies 2007 – 2013)

1. Question and answer section

Structure

Contents

Asamblea General

Consejo Permanente

Reuniones de Consulta

CIDI

Comisión General

Comisión de

Asuntos Jurídicos y Políticos

Comisión de

Seguridad Hemisférica

Comisión de

Asuntos Administrativos y Presupuestarios

PPP 2014

CISC

GT/MISPA IV

DADIN

RVPP

DHPM

CASA

Activities before and during the GA

General Assembly

Plenary of the General Assembly

Preparatory Committee

Permanent Council

General Committee

Contents

Substantive Aspects

General Assembly Preparations (Sustantive Aspects)

1. Activities before and during the General Assembly• Permanent Council • Preparatory Committee of the General Assembly• General Committee of the General Assembly • Plenary Sessions

2. Flow chart• Permanent Council• Preparatory Committee of the General Assembly

Contents

PC activities in preparation for the GA

Asamblea General

Consejo Permanente

Informes

Proyectos de resolución y Declaración

Invitaciones a la AG

Contents

Substantive Aspects

GA/CP activities in preparation for the GAAsamblea General

Comisión Preparatoria

(Proyectos)ü Temarioü Calendarioü Procedimientos

Proyecto de resolución Techo Presupuestario

Proyecto de Declaración

Contents Substantive Aspects

GA/GC activities during the GA

Asamblea General

Comisión General

Proyectos de resolución y declaración no

acordados en el CP

Proyectos de resolución y declaración

presentados durante la Asamblea General

Contents Substantive Aspects

Plenary of the GA (Resolutions, Declarations, Agenda, Schedule, and Procedures)

Asamblea General

Comisión General

Documentos acordados en el CP y

la AG/CP

Proyectos de resolución y declaración no

acordados en el CP

Documentos no acordados en la

AG/CG

Documentos acordados en la

AG/CG

Plenaria de la Asamblea General

Proyectos de resolución y declaración

presentados durante la Asamblea General

Substantive AspectsContents

Flow Chart on preparations GA – PC and GA/CP

General Assembly

Permanent Council

Preparatory Committee

( Drafts ) Agenda Schedule Procedures

Reports

Draft resolutions and

draft declarations

Invitations to the GA

Draft resolution Budget

Ceiling

Draft DeclarationContents Substantive Aspects

Flow chart - PC Julio

Mayo

1 semanaantes

Marzo

Instalación de ComisionesElección de Presidentes, y Asignación de mandatos

Agosto

Comisiones

ü Elección de Vicepresidentesü Plan de Trabajoü Instalación de Grupos (si corresponde)ü Implementación del Plan de Trabajo

Implementación y seguimiento de Mandatos

(Actividad realizada durante todo el año)

Consideración de proyectos de resoluciónü Metodología de trabajoü Establecimiento de fecha límite para la

recepción de proyectos de resolución

Recepción de los informes de las Comisiones y sus

Grupos de Trabajo (Incluye proyectos de resolución y

declaración)

Informe de actividades(Incluye proyectos de resolución y

Declaración considerados)

ü Comisión General (CP/CG)ü Comisión de Asuntos Jurídicos y Políticos (CAJP)ü Comisión de Seguridad Hemisférica (CSH)ü Comisión sobre Gestión de Cumbres Interamericanas y

Participación de la Sociedad Civil en las Actividades de la OEA. (CISC)

ü Comisión de Asuntos Administrativos y Presupuestarios (CAAP)

ASAMBLEA GENERALContents Substantive Aspects

Flow chart - GA/CP

DIC 2014

Max. 30 días

antes

Max. 15 días

antes

Reunión de la AG/CPAprobación del Proyecto de Temario

(artículo 20)

Max. 45 días

antes

Reunión de la AG/CPRecepción del Proyecto de Temario (Enviarlo

a los Estados Miembros, artículo 32)

ü Límite para hacer modificaciones al Proyecto de Temario (Votación 2/3, artículo 20)

ü Límite para la recepción de los informes de la SUB. AAP y el GT Declaración

ü Proyecto de Temarioü Proyecto de

Calendario****ü Procedimientos

ü Techo presupuestarioü Recepción Proyecto

de Declaración (presentado por el país sede)

ü Deliberaciones proyecto de Declaración

Convocatoria Reunión AG/CP Convocada por la Presidencia del CP

SUB. AAP

Primera Reunión de la AG/CP

SUB.TP GT Declaración

ü Instalación de órganos ü Elección de autoridades (Presidencia - país sede)ü Establecimiento del orden de precedencia

Proyecto de Temario a ser enviado a los Estados

Miembros

Proyecto de Temario a ser aprobado por la AG/CP

Proyecto de Calendario

Procedimientos

ASAMBLEA GENERAL

ENE 2015

Contents Substantive Aspects

General Assembly Preparations (Logistical Aspects)

Contents

Logo Budget Agreement Information

bulletins for delegations and OAS staff

Calendar Hotel Venues Ground

transportation Security Website Schedule of

activities

IT Press Registration/

accreditation Protocol Tourist activities

for spouses

General Assembly Preparations (Logistical Aspects – stages)

• Negotiation and pre-planning

• Logistics Planning

• Logistics Implementation

• Execution – XLIV General Assembly

Contents

Negotiation and pre-planning

1. First advance visit2. OAS pre-planning3. Draft agreement4. Appointment of coordinators5. Draft budget6. Hotels7. Distribution of spaces 8. Agreement and second advance visit9. Deposit of host country contribution

Logistical aspectsContents

Logistics Planning

1. Contracting of Services2. Spaces3. Infrastructure4. Transportation services5. Security services6. Other services7. Third advance visit

Contents Logistical aspects

Logistics Implementation

1. Staff list2. Purchase of materials3. Miscellaneous procedures4. Distribution of information bulletin for Delegates5. Accreditation of participants6. Distribution of information bulletin for Staff7. Shipment of materials

Contents Logistical aspects

Execution – XLIV General Assembly

1. Installation of networks,2. Offices (La Antigua, Guatemala), 3. Meeting rooms, and4. Accreditations

Contents Logistical aspects

Forums(La Antigua, Guatemala)

• Conversation with the SG and Civil Society• Press conference • Dialogues • Inaugural Session • Cultural Program • Host country reception for Heads of Delegation• Working Group (if necessary)• Plenary Room• General Committee Room

• Private Luncheon and Dialogue• Official Photograph

• Lucheon + 1• Breakfast or Luncheon SICA (tbd)• Breakfast or Luncheon CARICOM (tbd)• Press Conference• Delegates’ Room (Permanent)• Delegates' Dining Room (Permanent)• VIP Lounge (Delegation Heads) (Permanent)• Holding Room and Regional Bilaterals (Permanent)

Contents Logistical aspects

Distribution of offices (La Antigua, Guatemala)

• Offices MFA, SG, and ASG• Office of Protocol• Accreditation of delegations • Press Accreditations • Printing• Media Center

Contents Logistical aspects

Structure of the task force - GA Preparation

Contents

ASG as Secretary to the PC. Chief of Staff of the ASG, Executive Coordination. Director of the Department of Conferences and Meetings

Management Working group, headed the ASG, with representatives of all

the priority and technical areas.

Secretariat for External Relations Department of Press and Communication

Department of International Affairs Department of Information and Technology Services Office of Protocol

Example of schedule – Pre-Assembly activities (Guatemala)

1. Private sector forum (May 31, 2013)

2. TIC Américas 2013 –YABT (June 2 & 3, 2013)

3. Conversation involving the SG, the ASG, and Civil Society (June 3, 2013)

4. Press Conference hosted by the Minister of Foreign Affairs of Guatemala, the SG, and ASG (June 3, 2013)

5. Dialogue of the Heads of Delegation, the Secretary General, and the Assistant Secretary General with representatives of civil society, labor unions, the private sector, and other social actors (June 4, 2013)

6. Dialogue of the Heads of Delegation, the Secretary General, and the Assistant Secretary General with the heads of delegation of the permanent observer countries (June 4, 2013)

ContentsNext

Example of schedule – Tuesday and Wednesday June 4 and 5 (Guatemala)

1. June 4, 2013:• Inaugural session• Banquet hosted by His Excellency Otto Pérez Molina, President of the Republic of Guatemala

2. June 5, 2012:• First and second plenary sessions• First and second meetings of the General Committee • Official photograph of the Heads of Delegation • Private Luncheon of the Heads of Delegation with the Secretary General and the Assistant

Secretary General• Luncheon of the Deputy Heads of Delegation. • Private Dialogue of Heads of Delegation accompanied by one delegate, with the Secretary

General and the Assistant Secretary General • Reception hosted by the Secretary General and the Assistant Secretary General

Contents Next

Example of schedule – Thursday June 6 (Guatemala)

• Meeting of the Summit Implementation Review Group (SIRG)• Third and fourth plenary sessions• Third meeting of the General Committee• Luncheon hosted by the Minister of Foreign Affairs of Guatemala, Ambassador Luis

Fernando Carrera Castro, in honor of the delegations • Closing session • Closing press conference

Contents

Number of participants Previous assemblies (2007 – 2013 )

Contents Civil Society

PANAMA COLOMBIA HONDURAS PERU El SALVADOR BOLIVIA GUATEMALA

2007 2008 2009 2010 2011 2012 2013

Foreign Ministers 32 28 28 27 23 18 26

OAS Staff 131 126 112 114 96 95 96

Contract staff 32 33 29 27 25 27 18

Participants* 1040 1040 1060 959 1061 697 865

Press 420 460 310 540 320 340 179

Totals 1655 1687 1539 1667 1525 1177 1184

*Delegates, Permanent Observers, Agencies, and Special Guests (Civil Society Organizations, Labor Organizations, and Provate Sector Organizations)

Number of participants – Civil Society Previous Assemblies (2009 – 2013)

Contents

  HONDURAS PERU El SALVADOR BOLIVIA GUATEMALA

  2009 2010 2011 2012 2013

Civil Society Organizations 98 (147

representatives)98 (170

representatives)142 (244

representatives)91 (130

representatives)168 (275

representatives)

Labor organizations4 (28

representatives)2 (36

representatives)2 (41

representatives)2 (14

representatives)2 (8

representatives)

Private sector organizations3 (6

representatives)5 (12

representatives)6 (17

representatives)6 (8

representatives)8 (15

representatives)

International nongovernmental organizations

3 (8 representatives)

1 (2 representatives)

Other invited guests 4 16

CostsPrevious Assemblies (2007 – 2013)

Contents

Year Host Country GS/OAS Contribution Contribution Host Country Estimated Total Cost

2007 Panama City - Panama  $         157,900.00  $         399,730.00  $         557,630.00

2008 Medellín - Colombia  $         165,800.00  $         489,014.00  $         654,814.00

2009 San Pedro Sula - Honduras  $         168,100.00  $         499,976.00  $         668,076.00

2010 Lima - Peru  $         168,100.00  $         648,429.00  $         816,529.00

2011 San Salvador - El Salvador  $         168,100.00  $         396,963.00  $         565,063.00

2012 Cochabamba - Bolivia  $         168,100.00  $         462,438.00  $         630,538.00

2013 La Antigua - Guatemala  $         168,100.00  $         366,126.00  $         534,226.00

Question and answer section