Information that needs to be included and general format for its submission in the sub-regional meetings in Latin America and the Caribbean
In addition to using the generic Terms of reference as a guide
for their individual meeting's aide memoires, workshop/seminar
organisers should follow the following guidelines:
The background should consist of a short section regarding the
Forum tself, as well as a part stating the Forums goals and
mission. Finally the background should include a short
description of the organising institution and its overall goals.
Goals and objetives
What are the specific objectives of the sub-regional meeting?
What is it that the meeting will specifically address and
achieve? For example: the identification, analysis and
validation of Best Practices, the elaboration of case studies
materials, the promotion of the Forum and identification of new
What concrete outputs will come of the meeting?
National/sub-regional plans of action or work programmes, case
studies, identification of Best Practices, etc.
This section should explain the various outputs to be produced
as well as plans for their dissemination. For example: reports,
home pages, publications, elaboration of media strategy, etc.
Potential end users should also be identified.
What types of partners will be invited to attend the
workshop/Seminar and why.
Identify organisations or types of organisations invited, what
these organisations do, how they are related to the overall goals
of the Forum, how were they identified, how was the Forum's
existing network included in the identification of potential
participants, and finally what these institutions will contribute
to the meeting and the longer term goals of the Forum.
Process and activities
How will the meeting be conducted, explain working methods and
proposed agenda. What materials will be assembled for the meeting
and how will they be employed. (These should use a common format
to facilitate exchange and sharing).
Detailed budget and time line
A proposed budget must be submitted detailing the organising
institutions as well as inveited partners contributions to the
The budget should detail the amount of resources expected to be
- Organising Institution:
mobilised for the meeting and explain how and from where they
will be obtained.
Specifications of logistical support should also be included
Finally, if financial support is required from UNCHS, the amount
should be specified, clearly detailing what specific costs these
funds are to cover.
- meeting rooms indicated;
- resource people identified (preferably people directly
involved in Best Practices);
- secretarial support;
- travel arrangements, etc.