WUNRN
UN COMMISSION ON THE STATUS OF WOMEN
2008 - 52nd Session
Parallel Events
Request and Coordination System - Online Help
UN Agency
Requesting
Login Credentials
Retrieve
your login and password
Requests
for Parallel Events
Parallel
Event Description List
Parallel
Event Provisional Calendar Parallel
Event Public Calendar Contact DAW
UN Mission
Requesting
Login Credentials
Retrieve
your login and password
Parallel
Event Description List
Requests
for Parallel Events
Parallel
Event Provisional Calendar Parallel
Event Public Calendar
Contact
DAW
NGO
NGO
Participation eligibility
Retrieve
your login and password
Updating
of NGO organizational contact information
Registration
of NGO participants for CSW Sessions
Parallel
Event Description List
Requests
for Parallel Events
Parallel
Event Provisional Calendar Parallel
Event Public Calendar
Contact
NGO Committee
Definitions
DAW has developed an online system to improve the pre-registration of NGO representative and the coordination of Parallel Events during the CSW Sessions.
Please note that DAW coordinates the Parallel Events organized by UN Missions and UN entities.
The NGO Committee coordinates and schedules the Parallel Events organized by NGOs.To assist the NGO Committee, DAW has arranged to collect NGO requests and post scheduled events online on behalf the NGO Committee.
Some of the benefits of this new system are:
- Reduce data entry error
It will reduce data entry errors as each organization will be responsible entering information related to their own Parallel Events requests.- Enhance Communication
There will be enhanced communication between DAW, the NGO Committee and the organizers via automatic email notification of Parallel Event submission and scheduling. Important ad-hoc notifications from DAW and/or the NGO Committee will be sent via email to Parallel Event organizers through the new system.- Dynamic Parallel Events Calendar
Organizers will have access to the dynamic Parallel Event calendar. This calendar will show all Parallel Event requests as they are updated by the organizers and by the DAW or/and the NGO Committee. It will show the current live status of each Parallel Event request such as pending, submitted, and scheduled .
For scheduled Parallel Events requests showing the room locations and times of each. This calendar will be an invaluable tool for organizers who may want to host a joint event or to make use of existing information to choose the timing of their own events. With this dynamic calendar they can coordinate with other organizers are hosting similar Parallel Events.This new system is an ‘one stop shop’ for NGOs because it facilities:
- Registration of NGO participants for CSW Sessions
- Updating of NGO organizational contact information
- Requests for Parallel Events
It will be necessary to update NGO organizational information before proceeding to the Parallel Event request form. There are two main reasons for collecting, updating and correcting the organizational contact and classification information:
- The complete contact information is essential to ensure that DAW and the NGO Committee can communicate quickly and effectively with the organization in question.
- The organization’s classification information is also required. This information includes the scope of coverage e.g. regional or national or local. It also includes the organization’s area of focus e.g. women and poverty or trafficking in women or service provision etc. With this information, DAW and the NGO Committee can more effectively focus its communications with the organization and provide more relevant information and assistance.
Once the organizational information has been successfully updated, a new system menu option will appear in the system's menu called "Request Parallel Event".
Click this menu option to view the current list (if any) of pending, submitted and scheduled Parallel Event requests. From this list a new Parallel Event request can be added or an existing one can be edited or cancelled. Also speakers, invitees or support staff can be added for a specific event, even after an event has been submitted for scheduling.
When adding a new Parallel Event request, please note it does not have to be immediately submitted for scheduling there and then. Organizers can come back and add additional information at a later time.
Please note that only submitted requests are then reviewed by DAW or the NGO Committee for scheduling. All events are scheduled on a first come first served basis.
All data entry fields marked with an asterisk (*) must be filled before a Parallel Event request can be submitted for scheduling.
UN Missions and UN Agencies should fill in the Login Credentials form. Once the Parallel Event form has been submitted an automatic email notification will be sent within 2 working days noting the requested login credentials .
UN Missions click here to register for Login Credentials.
UN Agencies click here to register for Login Credentials.When you have received Parallel Events Request and Coordination System login credentials via email, click here and login to submit a Parallel Event request to DAW.
NGOs can retrieve their login credentials via the "Retrieve your login and password" online form.
Retrieve your login and password
This form allows you to retrieve your login ID and password via email.
UN Missions or UN Entities that are already registered for access to the system can click here to retrieve their login credentials via email.
NGOs that already have access to system can click here to retrieve their login credentials via email.
UN Missions can click here to register for Login Credentials.
UN Agencies can click here to register for Login Credentials.
Parallel Event Description List
When you click the menu option "Request Parallel Event" a list of all Parallel Events you have in the system for the current CSW Session will be displayed.
This list will display the Parallel Event ID number, title, date of submission and the current status of each Parallel Event request. Note each Parallel Event request has been assigned a unique identification number for easy reference.
To edit an existing Parallel Event click the "-Edit-" button of the Parallel Event you wish to update. To simply view all the details of a Parallel Event in the list then click the "-View-" button.
To request a new Parallel Event please click the "-Click here to request a new Parallel Event-" button.
Click the "Request Parallel Event" in the Parallel Events Request and Coordination System menu option to view the current list (if any) of pending, submitted and scheduled Parallel Event requests.
From this list, a new Parallel Event request can be added. Existing requests can be edited, viewed or even cancelled.
Speakers, invitees or support staff can be added for a specific event, even after an event has been submitted for scheduling.When selecting to add a new Parallel Event request, please note it does not have to be submitted for scheduling immediately. Organizers can come back and add additional information later.
Please note that only submitted requests are then reviewed by DAW or the NGO Committee for scheduling and all events are scheduled on a first come, first served basis.
Requesting a Parallel Event Request
The Parallel Events Request and Coordination System is broken into 6 easy steps:
Step 1: Event Type and Description
Step 2: Contact Information
Step 3: Date, Time and Duration of Parallel Event
Step 4: Technical Requirements and Equipment
Step 5: Speakers, Support Staff and Invitees for the Parallel Event
Step 6: Submit Parallel Event form for scheduling
When moving from one Step to the next Step, data is automatically saved to the database.
Some data such as Event Title and Event Type in Step 1 are mandatory data entry fields that must be completed before moving to Step 2. These fields are marked by a red asterisk (*).
All the Parallel Event data entry fields marked with a green asterisk (*) will have to be completed before submitting the Parallel Event request for scheduling.
Complete as much information as available from Step 1 to Step 5. Organizers can return to the Parallel Events Request and Coordination System at a later time to add more information. Please note that Parallel Events are scheduled on a first come, first served basis. The Parallel Event will only have a submitted date stamp upon completion of Step 6 and only then will it be considered for scheduling.
Once submitted (via Step 6) the Parallel Event request is marked for scheduling by DAW or the NGO Committee, Technical Requirements, Speakers, Invitees and Support staff can still be added after submission but no other changes will be allowed, so please review the Parallel Event details in print view format before submitting for scheduling.
This menu option displays all the details for a selected Parallel Event as they are currently in the Parallel Events Request and Coordination System.
Click the menu option "Request Parallel Event" to return your current list of Parallel Events.
The Parallel Events request form is broken into 6 easy steps:
Step 1: Event Type and Description
Step 2: Contact Information
Step 3: Date, Time and Duration of Parallel Event
Step 4: Technical Requirements and Equipment
Step 5: Speakers, Support Staff and Invitees for the Parallel Event
Step 6: Submit Parallel Event Form for schedulingWhen moving from one Step to the next Step, data is automatically saved to the database.
Step 1: Parallel Event Title, Type and Description
Enter the title of the Parallel Event.
Select the type and theme of event.
Enter the description of the event.
Enter the number of participants expected.Click the "Next Step"or the "Submit Request" menu option to save the details you entered in this step.
Enter the cosponsors (if any) for this Parallel Event request.
Enter the contact information of the person who will be organizing this Parallel Event.
Enter the secondary/backup contact person who will be organizing this Parallel Event, if any.Please note, when adding phone numbers and fax numbers that New York phone numbers are preferred with city code, otherwise ensure the fax and/or phone number contains BOTH the country and city phone codes too.
Click the "Next Step"or the "Submit Request" menu option to save the details you entered in this step.
Step 3: Date, Time and Duration of Parallel Event
Enter a maximum of 3 possible dates and time when you would like to hold this Parallel Event on.
Enter the time duration of this Parallel Event.
If you have additional information that will aid in setting up the Parallel Event, please enter it in the "Additional Comments" box.Click the "Next Step"or the "Submit Request" menu option to save the details you entered in this step.
Step 4: Technical Requirements and Equipments
Please enter the quantity of each item required for your Parallel Event.
Please note:
- COST: please click here for current standard rates for equipment usage in the UN buildings.
- No computer or laptop can be provided for any of the events.
- Interpretation booths can be provided at a cost to organizers but no interpretation service will be provided for any of the Parallel Events. Dag Hammarskjöld Library (DHL) and the UN Alphabet conference rooms have no interpretation booths.
Click the "Next Step"or the "Submit Request" menu option to save the details you entered in this step.
Step 5: Speakers, Support Staff and Invitees for the Parallel Event
This step displays the current list of Speakers, Support Staff and Invitees for the Parallel Event that has been added so far for the current Parallel Event.
Add new attendees for this Parallel Event by clicking the "-Step5: Click Here to add more Attendees for this Parallel Event-" button.
Unlist (delete) attendees for this Parallel Event by clicking the "-Unlist-" button.New attendees for this Parallel Event can be added even after submitting the Parallel Event request for scheduling.
Note: if you need to change an Attendees details simply click the "-Unlist-" button and add as a new Attendee.Click the "Save" button to save the person's details.
(Step 6:) Submitting a Parallel Event for scheduling.
Click the "Submit Request" menu option to submit the Parallel Event for scheduling by either DAW or the NGO Committee. The system will then verify that all the required data has been entered correctly and will display appropriate error messages, allowing corrections to be made.
Once successfully submitted (via Step 6), the Parallel Event request is marked for scheduling (by DAW or the NGO Committee). Technical Requirements, Speakers, Invitees and Support staff can still be added after submission but no other changes will be allowed, so please review the Parallel Event details in print view format before submitting for scheduling.
An automatic email will be sent containing all the details of the Parallel Event will be sent to the organizer. Please store this email for future reference.
This feature is available to NGO's only.Click the "Representatives" in the system's menu option. A list of the current representatives who have been registered by the NGO to participate in the upcoming CSW Session will be displayed, under the heading "Current List of Representatives for CSW 51st Session".
There are 2 options:1 ) Add new representatives for the CSW session by clicking the "-Click Here to add more Representatives for the CSW 51-" button.
2) Unlist (delete) representatives for the CSW session by clicking the "-Unlist-" button.
Updating NGO organizational contact information
This feature is only available to NGOs.
It will be necessary to update NGO organizational information before proceeding
on the Parallel Event request form. There are two main reasons for collecting,
updating and correcting the organizational contact and classification
information:
- Complete contact information is
essential to ensure that DAW and the NGO Committee can communicate quickly
and effectively with each organization.
- The organization’s classification information
is also required. This information includes the scope of coverage e.g.
regional or national or local. It also includes the organization’s area of
focus e.g. women and poverty, trafficking in women or service provision
etc. With this information, DAW and the NGO Committee can more effectively
focus its communications with the organization and provide more relevant
information and assistance.
All fields in the NGO organizational online form are mandatory and are
marked by a red asterisk (*).
Click the "Save" button when the organizational
information has been updated. Then a new option will appear in the Parallel
Events Request and Coordination System menu called "Request
Parallel Event".
Registration of NGO participants for CSW Sessions
This feature is only available to NGOs.
Click the "Representatives" system's menu
option. A list of the current representatives who have been registered by the
NGO to participate in the upcoming CSW Session will be displayed.
There are 2 options:
- Add new representatives for
the CSW session by clicking the "-Click Here to add more
Representatives for the CSW 51-" button.
- Unlist (delete) representatives
for the CSW session by clicking the "-Unlist-" button.
Parallel Events Request and Coordination System Calendar
The system's Parallel Event Provisional Calendar displays the following:
- Date and times
selected by organizers to hold their Parallel Event.
Scheduled date and time selected by DAW or the NGO Committee. - Name of Organization organizing the Parallel
Event.
- Event Id number. This is a unique
identification number for the Parallel Event and should be used in all
correspondence.
- Title of the Parallel Event.
- Conference room where the scheduled Parallel Events
will be held.
- Event Type.
- Event Theme.
- Status of request .
The Parallel Events Request and Coordination System's Public calendar displays the same information as described above but only on scheduled events.
The calendar of Parallel Events can be sorted according to different criteria by clicking the corresponding column headings.
Please note the scheduled date and time of any Parallel Event is liable to last minute changes. Please check the Parallel Events Request and Coordination System's Calendar for latest Parallel Events that have been scheduled by DAW or the NGO Committee.
NGO Committee on the Status of Women
Address:
708 3 Ave.,
5th Floor, Room 101,
New York, NY 10017
Fax number: 1 212-209-7161
Contact Focal Point: Ms. Vivian Pender at ngo_csw_ny@hotmail.com
United Nations Division for the Advancement of Women
Department of Economic and Social Affairs
Address:
2 UN Plaza, DC2-12th Floor,
New York, NY 10017, USA
Fax: +1 (917) 367-0587
DAW Homepage: http://www.un.org/womenwatch/daw/
Contact email address for CSW issues: CSW52@un.org
Lead Organization Name: The name of the Mission, UN Agency or ECOSOC accredited NGO that is the lead organizer of the event.
Co-sponsors: The name of Mission, UN Agency or ECOSOC accredited NGO that is co-sponsoring the event.
Primary Contact Person: The focal person responsible for organizing the event. If the same organization is organizing several events, the primary contact person should be the focal point for all events.
Backup Contact Person: The person to contact if the primary contact person is unavailable.
Type of Event: If the event is not a workshop, panel or caucus, please provide information that explains the type of event. Conference rooms may not be used for art exhibitions.
Number of Participants expected: Please provide a reasonable estimate of the number of participants expected to attend this event.
Agency Budget Account number: UN Agencies are required to enter their Budget Account number. Other Parallel Event organizers will be invoiced by e-mail. The invoice must be paid at the cashier’s office 5 days prior to the event.
Date & Time: Please indicate, in order of preference, the dates and times you would like your event scheduled. Choice of dates and time will be accommodated on a first come, first served basis. Note: The schedule and room assignments are subject to change.
Technical Requirements and Equipment: Specify the type of equipment you will need if you plan to show videos (i.e. DVD, VHS, Beta, etc.) [---to be completed with information from FMD.]
We strongly recommend the request of portable microphones for events held in
the Dag Hammarskjöld Library (DHL) Auditorium for the Q&A.
The Alphabet Conference rooms (A-E) are small enough that they do not require
audio.
Note:
1. Interpretation: If you request translation services, your Parallel Event must include a budget for simultaneous interpretation. The UN does not provide interpreters for Parallel Events, however, you are welcome to invite interpreters and request the use of translation booths, at your expense, for your event. Alphabet rooms and the Dag Hammarskjöld Library (DHL) do not have translation booths.
2. PowerPoint Presentations and videos: You must provide your own laptop computer for PowerPoint presentations and videos on CD-ROM. LCD projectors available at a cost upon request.
Cost: Click on the link [ example ] for an estimate the cost of services and technical equipment needed for your event.
Speakers, Support Staff and Invitees: list the speakers,
support staff and guests that will be attending the event.
Note: Children under 16 are NOT allowed in the UN
Secretariat building.
Temporary Passes to enter the UN building: indicate the number of passes needed for speakers, staff and guests who do not have passes to get into the UN building. Laissez passes and ECOSOC passes are valid for getting into the UN building during the CSW.
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