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

2. 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

3. 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

4. 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

5. 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

6. Please, PLEASE, keep the deadline.

7. 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

8. 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

9. Thank you !