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Reserving meeting rooms and conference facilities

  • Contact the Meetings Management Service on (022) 917-3668 or via email at mms@unog.ch.
  • Provide the Meeting Management Service with all the details such as:
    • Date of meeting
    • Start and finish time of the meeting
    • The number of participants
    • Equipment required (audio conference, projector, VTC, etc)
    • If interpretation is required and the languages
    • Room preference, if any
    • Name and details of meetings organizer
    • Name and details of a contact person
  • At this stage, depending on availability, a room will assigned to you and blocked/reserved.
  • Submit your request in eMeets. (Every Permanent or Observer Mission has a generic email and password that gives you access to eMeets.
  • Once the request is submitted in eMeets, the Meetings Management Service will verify the information provided. MMS will also communicate any costs that may relate to your request through a cost estimate prepared with all relevant workload parameters expressed in number of conference servicing staff, work days, duration and required conference rooms and offices.
  • When all details are complete, the request will be approved in the system.
  • Once the request is approved in the system, the system generates an automatic letter of confirmation of approval with all the details to the Focal Point.
  • The Coordination Office colleagues will then liaise with your focal point to finalize the servicing of your meeting.
  • If your request requires no additional services such as Interpretation, the final approval is done on the Monday of the week.
  • If your request requires services such as Interpretation, the final approval will be done on the Wednesday of the week before the meeting
  • Approach the Focal Point in your Secretariat. Each Secretariat has a Focal Point assigned to deal with meetings requests.
  • Focal Points will then contact the Meetings Management Service via telephone or email with the following details:
    • Date of meeting
    • Start and finish time of the meeting
    • Whether the meeting is public or private
    • The number of participants
    • Equipment required (audio conference, projector, VTC, etc)
    • If the meeting requires nameplates or not
    • If interpretation is required and the languages
    • Room preference, if any
    • Name and details of meetings organizer and
    • Name an Contact details of a contact person
  • At this stage, depending on availability, a room will assigned to you and blocked/reserved
  • The Focal Point then submits this request in eMeets
  • the electronic meetings scheduling and resource allocation system
  • Once the request is submitted in eMeets, the Meetings Management Service will verify the information provided. MMS will also then address any costs that may relate to your request. When all details are complete, the request will be approved in the system.
  • Once the request is approved in the system, the system generates an automatic letter of confirmation of approval with all the details to the Focal Point.
  • The Coordination Office colleagues will then liaise with your focal point to finalize the servicing of your meeting
  • If your request requires no additional services such as Interpretation, the final approval is done on the Monday of the week
  • If your request requires services such as Interpretation, the final approval will be done on the Wednesday of the week before the meeting

Costs of meetings, conferences, cultural and special events Meetings, conferences and events that are not provided for in the regular budget of the Organization will entail costs for sponsors. These include costs of all conference and non-conference resources required for the provision of the service, including any additional costs such as overtime payment of staff, costs for the provision of technical or special equipment and cleaning services. For all queries, please contact the Meetings Management Service at (022) 917-3668 or via email at mms@unog.ch.

Meeting Servicing Assistants (MSA)

UN Geneva ensures the proper physical setup, infrastructure and facilities are in place to enable multilateral dialogue, including the provision of the necessary assistance in the rooms. MSAs ensure the smooth and efficient running of meetings under the best possible conditions by providing meeting room services in the conference rooms at the Palais des Nations and Palais Wilson, coordinating with substantive secretariats and ensuring that all arrangements and services in the conference rooms are in line with the protocol and servicing entitlement of the particular intergovernmental body and of the United Nations, and requirements formulated by the substantive secretariat.

  • Ahead of the meeting, the MSA will liaise with you regarding services, podium arrangements, seating protocol and nameplates required for the meeting, as well as any other special requirement for the room such as the provision of flags, IT equipment or photocopiers.
  • The day of the meeting, MSAs are required to be in meeting rooms at least 30 minutes prior to the start of the meeting in order to: (i) check accuracy of the announcement of the meeting on monitors outside the conference room; (ii) check lighting and general appearance of the room; (iii) check cleanliness of the room; (iv) check that each desk has the appropriate chair; (v) check the clock; (vi) check the distribution of interpretation channels and the sound system; (vii) check that the display equipment for presentations (computers and projectors) is on and functions properly. They will alert relevant colleagues concerned of any malfunction so that it can be remedied promptly.
  • The MSA will also set up the conference room with nameplates, including the podium, in accordance with the UN seating order. The MSA will review seating arrangements to ensure that they conform with United Nations protocol and the specific requirements of a particular committee.
  • The MSA will only distribute materials provided by the secretariat to the interpreters, precis-writers and DPI staff. In case of last minute requests, the MSA can/ will make copies for these services specified above. The MSA can also distribute copies of statements, presentations and draft decisions to the delegates. Please note that these copies are to be provided by the delegation or the secretariat.
  • The MSA will assist the substantive secretariat in preparing and carrying out roll-call and secret votes.
  • The MSA will prepare the final list of speakers in consultation with the substantive secretariats.
  • The MSA will convey to the Meetings Management Section and the Interpreters’ team leader any request for an extension of a meeting beyond the scheduled time
  • The MSA will liaise with security to report any behaviour which may disturb the proceedings of a meeting or if there is a doubt regarding the credentials of a person present in the room.
  • After the conclusion of a meeting, the MSA will report to the Meetings Management Section about any incident, and malfunctioning which have occurred during a meeting, or complaints regarding interpretation, translation and documentation.
  • Handle personal requests (make phone calls, make photocopies) for delegates.
  • Distribute invitations to receptions, which must normally be distributed by delegations themselves.Modify the list of speakers at the request of a delegation.
  • Distribute official documents with symbol numbers, which are available at the distribution counter or in special racks in the meeting room.
  • Stay in or in front of the room for the entire duration of meetings without interpretation. They are only required to stay for 30 to 45 minutes and may be re-assigned to another meeting if the need arises.
  • The name and contact of a focal point.
  • A clear indication as to when statements can be distributed to participants in the room.
  • A confirmation by 5:30 pm of what the programme is for the next day.
  • For the computers and printers assigned to the MSA in the room not to be used by the substantive secretariats.