Let’s keep the deadline 2017.09.27 EVS1410-G08 Let’s keep the deadline EVS-IWG Secretary Kenichiroh KOSHIKA

Back ground “Why we need to keep the deadline?” The number of IWG meetings we have is limited. So, participants are required to resolved issues within the time limit One solution is a combination of “preparing well organized meeting materials” and “giving enough time for other participants to understand your materials”. 2

Looking back on the phase 1 situation Time line 3-7 days before IWG-Meeting 1 2 Too short to understand Your proposal were submitted Additional comments and questions There was not enough time to understand the proposals in advance. 3

Ideal situation in phase 2 Time line 2 weeks before 3 days before IWG-Meeting 1 2 3 4 You must submit your proposal You may submit your comments and questions in advance You can prepare your presentation with reflection of the advance comments and questions Additional comments and questions Option When you keep the deadline, we can chose beneficial option ! It will help our understanding within the time limit. 4

Points I’m just proposing that we share a common recognition: both preparation and giving enough time for the other people to understand are important. Please imagine there are a lot of people behind each participant. YOU Participant Participant Domestic stakeholders Explain Explain In their country’s meeting room In the IWG meeting room 5

Please, PLEASE, keep the deadline.

Example of deadlines Important dates for Ottawa meeting Time before the meeting Exact date Action 3 months or more 6/1 Preliminary announcement for the next IWG-meeting 3 months 6/23 Secretariat recommended deadline of invitation letters for getting visas 2 months 7/18 Official announcement for the next IWG-meeting (Draft agenda item list and time table) 1 month 8/23 Registration deadline of the meeting participation 4-6 weeks 8/29 Agenda distribution for Co-sponsors teleconference 2-4 weeks 9/6 Co-sponsors teleconference 2 weeks 9/10 Submission deadline of main presentation materials 3 days 9/19 Submission deadline of short presentation materials to the response of the main presentation materials 9/25 Ottawa meeting Secretary will announce the exact dates at each IWG-meeting. 7

To encourage your keeping deadline Priorities will be given to people who submit materials before the deadline in the IWG-meeting. Priority order in IWG meetings Presenters who submit main presentation file before the deadline Presenters who submit short presentation materials as a response to the main presentation materials before the deadline Presenters who submit short presentation materials as a response to the main presentation materials after the deadline, or usual questioner, or usual commenter Presenters who submit main presentation file after the deadline (may lose the opportunities to demonstrate your opinions.) When option is selected 8

Thank you !