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 bodiesStructure of the policy-making bodies 2.Substantive aspectsSubstantive aspects 3.Logistical aspects Important aspects Stages of the logistical preparations 1.Structure of the OAS teams responsible for preparations for the General AssemblyStructure 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

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 AssemblyActivities before and during the General Assembly Permanent Council Preparatory Committee of the General Assembly General Committee of the General Assembly Plenary Sessions 2.Flow chartFlow chart Permanent Council Preparatory Committee of the General Assembly Contents

PC activities in preparation for the GA Contents Substantive Aspects

GA/CP activities in preparation for the GA ContentsSubstantive Aspects

GA/GC activities during the GA ContentsSubstantive Aspects

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

Flow Chart on preparations GA – PC and GA/CP ContentsSubstantive Aspects

Flow chart - PC ContentsSubstantive Aspects

Flow chart - GA/CP ContentsSubstantive 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/accre ditation  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 visit 2.OAS pre-planning 3.Draft agreement 4.Appointment of coordinators 5.Draft budget 6.Hotels 7.Distribution of spacesDistribution of spaces 8.Agreement and second advance visit 9.Deposit of host country contribution Logistical aspectsContents

Logistics Planning 1.Contracting of Services 2.Spaces 3.Infrastructure 4.Transportation services 5.Security services 6.Other services 7.Third advance visit ContentsLogistical aspects

Logistics Implementation 1.Staff list 2.Purchase of materials 3.Miscellaneous procedures 4.Distribution of information bulletin for Delegates 5.Accreditation of participants 6.Distribution of information bulletin for Staff 7.Shipment of materials ContentsLogistical aspects

Execution – XLIV General Assembly 1.Installation of networks, 2.Offices (La Antigua, Guatemala),Offices 3.Meeting rooms, and 4.Accreditations ContentsLogistical aspects

Forums (La Antigua, Guatemala) Conversation with the SG and Civil SocietyConversation 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’ Room Delegates' Dining Room (Permanent) VIP Lounge (Delegation Heads) (Permanent) Holding Room and Regional Bilaterals (Permanent) ContentsLogistical 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) Contents Next

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 PANAMACOLOMBIAHONDURASPERUEl SALVADORBOLIVIAGUATEMALA Foreign Ministers OAS Staff Contract staff Participants* Press Totals *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 HONDURASPERUEl SALVADORBOLIVIAGUATEMALA Civil Society Organizations 98 (147 representatives) 98 (170 representatives) 142 (244 representatives) 91 (130 representatives) 168 (275 representatives) Labor organizations 4 (28 representatives) 2 (36 representatives) 2 (41 representatives) 2 (14 representatives) 2 (8 representatives) Private sector organizations 3 (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 guests416

Costs Previous Assemblies (2007 – 2013) Contents YearHost CountryGS/OAS Contribution Contribution Host Country Estimated Total Cost 2007Panama City - Panama $ 157, $ 399, $ 557, Medell í n - Colombia $ 165, $ 489, $ 654, San Pedro Sula - Honduras $ 168, $ 499, $ 668, Lima - Peru $ 168, $ 648, $ 816, San Salvador - El Salvador $ 168, $ 396, $ 565, Cochabamba - Bolivia $ 168, $ 462, $ 630, La Antigua - Guatemala $ 168, $ 366, $ 534,226.00

Question and answer section