Organisation

WORK TEAMS

-Co-ordination team: 
Responsible: Daniel Pimienta
Support: Margarita Jiménez, Cristina Nogues + whole team
Web interface: Álvaro Blanco
Technical interface: Álvaro Blanco

- Methodology team:
Responsible/interface: Daniel Pimienta
Support: Cristina Nogues, Margarita Jiménez + whole team

- Logistics team (participants + meeting)
Responsible: Margarita Jiménez
Interface participants/hotel: Margarita Jiménez
Interface facilitation: Nicolás Cahen
Support: Nehemiah Souverain , Álvaro Blanco

- Facilitation team
Responsible : Cristina Nogues
Support: Nicolás Cahen, Esteban Domínguez, Daniel Prado, Álvaro Blanco
Language interface: Nicolás Cahen
Group facilitators: Nicolás Cahen, Yacine Khelladi, Daniel Prado, Carine Malfait, Claude Maingé

- Web team
Responsible: Ramón Rodríguez
Support: Álvaro Blanco, Nicolás Cahen

- Technical team
Responsible : Ramón Rodríguez
Support: Álvaro Blanco, Nicolás Cahen

- Languages team –translation
Responsible: Deirdre Williams
Interface: Margarita Jiménez
Support: Professionals in DR

- Languages team – translation during the meeting
Responsible: Carine Malfait
Support: Intérpreters Cardicis1, Daniel Prado, Esteban Domínguez, Nicolás Cahen

- Systematization team
Responsible: Determined by each group
Support: CARDICIS work team

- Time management team
Responsible: Daniel Pimienta
Support: Esteban Domínguez, Vicky Apolinario

- CARISNET project: Yacine, Valerie y Vidya.

LANGUAGES OF THE MEETING

The official languages of the meeting are Spanish, French and English 8. There will be translation of all documents to these 3 languages as well as simultaneous interpretation to these 3 languages.

The interpreters will work for the 3 days. They will stay in the same hotel, sharing with the group and their invited colleagues. There will be no simultaneous interpretation in the work groups; only in the plenary sessions. In the work groups there will be the option of whispering (by the interpreters).

 

9am -10am

10am – 11am

11am-4pm

4pm – 5pm

5pm - 6pm

5/11

PLENARY

PLENARY

PLENARY

GROUPS

GROUPS

6/11

PLENARY

GROUPS

GROUPS

GROUPS

PLENARY

7/11

GROUPS

GROUPS

PLENARY

PLENARY

PLENARY

 

FACILITATION

The meaning of the meeting general facilitation is fundamentally to:

  • lead the meeting and guarantee understanding of the work method
  • monitor the work groups
  • if necessary, negotiate the results in order to reach the broadest consensus

LOGISTICS OF THE MEETING

We have:

  • a permanent plenary room for 50 people (Iguana Hall), from 5 to 7 of December. The plenary room will have a "cyber" and wireless for the ICT4D group.
  • two VIP rooms: afternoon of the 5, all day of the 6 and 7, (maximum capacity of 20 people) for CD and Institutional groups.

The People Gallery will be set up in both VIP rooms; it will hold the material that the participants want to share and it will be used as an informal meeting point in the hours indicated in the agenda.

EQUIPMENT

  • There will be an LCD projector in the plenary room and another one (just in case). The groups will work without a projector, but will have to prepare their results, to share in the plenary session, in Power Point.

MANAGEMENT OF DISCUSSION TIME DURING THE MEETING

In relation to the presentations as well as to the interventions from the floor, to obtain the best benefit from a workshop that brings together more than 50 people and in order to avoid information saturation, it has been decided to have very summary-oriented and very time-controlled communication.

The presentations will have to conclude strictly in the indicated time (or less). Interventions from the floor may not exceed 2 minutes either.

People will receive 3 reminders :

  • the 1st one, very discreet (a ¨guira¨) when 50% of the time has elapsed, (for example when there is 2 1/2 minutes left in a presentation of 5 minutes)
  • a second discreet warning (maracas) when 80% of the time has elapsed and which means that the speaker should finish
  • a drum sound absolutely marks the end of the presentation.

For that reason, all the speakers are asked to summarise their presentations and not to take offense if we see ourselves having to interrupt them. The same goes for the interventions from the floor, knowing that one can always ask for the floor again [9].

Someone will be responsible to measure the time and to sound the 3 "strokes". All this within a spirit of friendship and good humor, with clear collective awareness that if  democracy is the just and balanced sharing of limited resources, the first resource that requires our attention is: time.

For the same reason, puntuality is requested from all participants. We emphasise that it is necessary to arrive at the scheduled times for the beginning of the sessions, at the beginning of each day and after the breaks. The sessions will begin on time.

Finally, the reports of the work groups will given be in Power Point with a limited number of slides.

ACCESS TO THE INTERNET

There will be a wireless Internet link in the plenary work room. Accessing the Internet is not prohibited during the meeting; however discreet usage is requested (not to create annoyance for the rest of the group) and moderate usage so as not to lose concentration in the process.

There will be 2 PCs with access to the Internet for the use, mainly, of the technical team working in relation to the meeting. Access to participants will be allowed exclusively outside the meeting schedules.

COORDINATION AND FOLLOW UP

A discussion list, CARDICIS2, has been opened through which the persons in charge of co-ordination support will communicate.

The new people are subscribed in the CARDICIS discussion list that is the connection mechanism for all the community, through which all the relevant information is going to circulate before, during and after the meeting. The information will be available in the Web site http://cardicis.org as it occurs and is translated to the 3 languages of the meeting



NOTAS

[8] Sadly for reasons of  organization and budget we are not able to offer Creole and Dutch

[9] One person will be in charge of managing the list of people asking to take the floor, in chronological order, but with the possibility to give priority to the participants who haven´t spoken yet. If need be, the same person can shorten the time allotted.