1. Use of Webcasting, Video-on-Demand and Captioning for WIPO meetings IAMLADP, Brussels, June 2014 Janice Driscoll-Donayre, Head, Conference Section World Intellectual Property Organization (WIPO)

2. WIPO Diplomatic Conference in June 2013 - Marrakesh Treaty to Facilitate Access to Published Works for Persons Who Are Blind, Visually Impaired, or Otherwise Print Disabled. Starting in 2010, phased introduction for WIPO meetings of: Webcasting – English + floor language Video on Demand – English + floor language Captioning – in English

3. Live streaming (webcasting) and Video-on-Demand (VoD) of sessions of principal committees and bodies on the WIPO website 2011 Assemblies session of WIPO Member States decision – scope of webcasting and VoD program widened to encompass all principal meetings

4. 2012 live broadcast via Internet (webcasting) extended to all WIPO principal committees - English and the “floor” language. Video-on-Demand (VoD) systematically available on our web site. Benefits: Meetings are more easily accessible to our stakeholders. Facilitates work of delegations (coordination with home offices). Increased transparency. Raises the overall visibility of the organization. Sound file is a facilitating tool for Visually Impaired Persons. Video is a facilitating tool for Hearing Impaired Persons. Live streaming (webcasting) and Video-on-Demand (VoD) of sessions of principal committees and bodies on the WIPO website

5. Video-on-Demand is available for one year from date of posting of the material on our web site. http://www.wipo.int/webcasting/en/?event=vip_dc

6. Internal costs/resources to be taken into account Amortization of investment in equipment PLUS Human resources: 1 sound/audio technician – 1 full day –(present in the sound booth) 1 sound/audio technician - ¼ day (for editing work) IT staff time - ¼ day (for web posting).

7. Webcasting/VoD of meetings MEETING AUDIO / VIDEO ENCODING SERVER STREAMING (External service provider) SERVER STREAMING (External service provider) LIVE STREAMING EDITING WEB on VoD site Live Recording Live Recording WIPOWIPO PROVIDERPROVIDER EUROPE AMERICAS ASIA/PACIFIC AFRICA Remote participants FIREWALL

8. Captioning Benefits: Allows Hearing-Impaired Persons to follow meeting in “real time” Transcript of proceedings is available for meeting secretariats to use for report- preparation and other purposes. Cost-effective solution for both of the above, Captioning services are presently offered in English only Link and password to access the captioning provided to meeting participants, upon request. Possibility exists of integrating captioned text into the live streaming.

9. To put in place captioning/remote transcription services: Technical requirements At the meeting site: Excellent sound feed very important o Telephone feeds are not adequate o As the feed is taken from English interpretation, remote interpretation likely to diminish quality. Reliable, high bandwidth, internet connectivity. Skype (or equivalent service) Digital recording for transmission of sound files to external service provider

10. Service provider (off site) Reliable, high bandwidth, internet connection. Skype (or equivalent service) Back-up phone line Secure FTP or equivalent solution allowing sharing the audio files and the Contractor to place the captioning Well trained, highly-skilled transcription personnel Sufficient availability of personnel (foresee any extended hours, night sessions, etc. in advance

11. Cost elements to take into account when planning captioning/transcription services for a meeting Cost varies substantially from meeting to meeting, depending on: number of sessions, duration of sessions, whether schedule during regular meeting hours or night/weekends sessions Type of service requested live captioning only or finished transcript also Delivery time requested (of edited transcripts) Staff resources required for meeting organizer:  1 meeting secretariat staff – essential to monitor terminology during the meeting, to ensure accuracy.  1 IT staff - to set up and test connections; quickly attend to any technical problems, in- session, and transmit audio files to the external service provider Above meeting organizer staff time offset by substantial savings in staff time which would have been required to transcribe audio files.

12. Arrangement of the services of a captioning/transcription external service provider Common tender could be explored, of, for example, Geneva-based, UN-system organizations, through the Common Procurement Activity Group (CPAG) It would be necessary, however, to: Establish a common set of Term of References and other criteria. Agree on language requirements. Possible cost savings could be achieved, due to larger volume if total number of days were grouped amongst several agencies.

13. Information on caption tender, published on the UN Global Marketplace public website at: https://www.ungm.org/Public/Notice/27257

14. A final note, worth mentioning in the framework of WIPO’s accessibility awareness in conference operations: WIPO’s new conference hall, is to be inaugurated in late-September of this year Equipped with audio-induction loop technology Enhanced sound transmission for audio impaired persons. Sound source transmitted to hearing aid devices, free of background noise.hearing aid Places and desks have been specially designed for wheel chair access.

15. … Thank you for your attention.