[WSIS CS-Plenary] note sur la distribution des documents au sein du smsi

[Bruno SALGUES]

i hope we must organize our document distribution on wsis

some comments?

bruno salgues



Document: WSIS-05/TUNIS/ADM/4-E
Date: 19 October 2005
Original: English

Note by the Executive Secretariat
Guidelines for the distribution of publications, documents, and any other
printed materials on the premises of the Summit


The following guidelines have been drawn up on the basis of UN practice for
world summits and for major UN events and meetings.

There are three categories of WSIS documents which follow distinct procedures
for distribution:
WSIS documents
WSIS-related documents
Documents distributed at parallel events

In the case of WSIS and WSIS-related documents (a and b above), the guidelines
are implemented by ITU and the WSIS Executive Secretariat, collectively
referred to hereinafter as "the Secretariat". Documents are defined as
publications, documents, information material, newspapers, books, magazines and
any printed materials as well as electronic (CD, online, etc.) materials.

In the case of documents distributied at parallel events, the responsibility
rests solely with the organizer of the event.

Any document that does not comply with these criteria and procedural guidelines
cannot be distributed and will be removed by the Secretariat without prior
notice. The delegation and/or accredited entity concerned will have the
opportunity to seek clarification from the Secretariat for any action taken in
this regard.


a. WSIS documents

1. What is a WSIS document?
 There are three types of WSIS document:
Type 1: Official documents set out in the agenda of the Summit.

Type 2: Administrative documents such as annotated and daily agendas, time
management plans, Information for participants, etc.

Type 3: Contributions related to the agenda of the Summit such as input
documents and statements delivered in Plenary.

2. Who can submit a WSIS document
 Types 1 and 2: Official and administrative documents are submitted by the WSIS
Preparatory Committee through the Secretariat of the Summit or by the
Secretariat of the Summit.

Type 3: Contributions related to the agenda of the Summit can be submitted only
by government delegations and observers.

3. How to proceed to submit a WSIS document
 Type 1: Official documents are submitted electronically to the WSIS Documents
Service. Official documents are then made available to participants in Arabic,
Chinese, English, French, Russian and Spanish.

Type 2: Administrative documents are submitted electronically to the WSIS
Documents Service. Administrative documents are then made available to
participants in English, French and Spanish.

Type 3: Contributions are submitted to the WSIS Documents Service at
wsis-contributions at itu.int Contributions are made available to the participants
in the language(s) in which the contributions were submitted.

4. Where are WSIS documents distributed? Types 1 and 2: Official and
administrative documents are available on the WSIS website at
www.itu.int/wsis/tunis/official/ and www.itu.int/wsis/tunis/administrative/.

Type 3: Contributions are made available on the WSIS website at
www.itu.int/wsis/tunis/contributions/.

Government delegations and observers wishing to make their contributions
available in hard copy to WSIS participants are advised to provide 500 copies
to the WSIS Documents Service at

"Livraison Documentation"
WSIS Documents Service
PalExpo Kram
SMSI 2005
Porte No. 3
Kram, Tunisie

These contributions are distributed only at authorized distribution points (see
paragraph 8) in the quantities and in the language in which they are received.
Please note that the Summit Secretariat can undertake neither the translation
nor the reproduction of such contributions.

All participants will receive a set of documents in exchange for a document
voucher provided upon registration in Tunis. Additional documents will be made
available as follows:

a. in pigeonholes located at the entrance of the Plenary Hall and assigned for
this purpose1 to government delegations, international organizations and
entities having received a standing invitation from the UN General Assembly;

b. at the Civil Society and Business Sector information desks.



  WSIS statements delivered in Plenary
  Speakers to the Plenary are invited to submit an advance copy of their
statement. The statement should contain a clear indication of: 1) the speaker’s
name; 2) the speaker’s title; 3) the name of the state or organization of the
speaker; 4) the contact details of a contact person; 5) the session of the
Plenary at which the statement is to be delivered; 6) original language of
text. If changes are to be made to the text, the contact person should advise
the WSIS Executive Secretariat at the latest 15 minutes after the end of the
speech delivery. In the absence of an indication, the speech will be posted on
the web 15 minutes after delivery at www.itu.int/wsis/tunis/statements/.
Statements should preferably be submitted by e-mail to the Secretariat at
wsis-statements at itu.int in the language(s) of their choice. They can also be
handed out to the Speakers’ List Officers Desk in the Plenary Hall located near
the podium, on diskette or as hard copy.
Speakers who wish to distribute paper copies of their statements should deliver
the copies of their statement to the WSIS-related Document Service, in the
languages and quantities they wish to make available to participants.

Copies provided will be made available at the designated authorized distribution
points. The Secretariat can undertake neither the translation nor the
reproduction of such statements.



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