Following are some of the key steps for participating in negotiations. These include logistical, coordination, and negotiating matters. Some of the steps may apply to all delegations (such as confirming logistical delegations), while other steps might apply more to larger delegations (such as introducing members of the delegation).
- In the days leading up to the negotiating meeting:
- Confirm local logistical arrangements.
- Hold an initial meeting of the national delegation, at which you review the logistical arranagements and contacts; review the session schedule and assign responsibilities; and review the negotiation group meetings.
- Consult key negotiation partners and institutions, including the Secretariat; and hold regional or like-minded group meetings (as appropriate).
- On the first day of negotiations:
- Hold the first general meeting of the delegation; introduce the delegation; review logistics and contacts; review the general approach to negotiations, the roles of the members of the delegation, highlights of the first day and full session; arrange for subsequent meetings;consider holding a delegation reception.
- Throughout the negotiations:
- Regularly and constantly consult key negotiation partners (especially like-minded delegations and regional groups, as well as the Secretariat).
- Identify, track, and manage negotiations on specific issues as well as broader processes, ensuring that priorities are on track for resolution in the final document(s); identify the items that are particularly important and may need high-level decisionmaking.
- Ensure that there is an appropriate flow of information between the delegation and key institutions back home.
- Ensure proper consultation with the key institutions at home. This includes consultation, as appropriate, on overall and issue-specific developments, tatics, and interventions.
- Provide for consultations with other national stakeholders, including local officials, sub-national agencies, and NGOs as appropriate or required.
- Prepare for the High-Level Segment, as required.
- Prepare delegation reports, gather important negotiation documents and relevant material from negotiation partners and from side events.
- In the days prior to departure and the final days of the negotiations:
- Confirm logistics and travel arrangements for departure.
- Ensure proper conclusion of agenda idems, adoption of items in meeting
report (e.g., continuation on the agenda is not necessarily a given); consider input into draft meeting reports; make arrangements for follow-up and subsequent matters with the Secretariat and with negotiation partners; election of officers for subsequent sessions.
- If agreement is to be concluded or documents to be adopted, consider the need for final legal review, communications, and formalities (plan Ministerial formalities in advance.
This checklist draws upon a similar checklist from Negotiator’s Handbook for MEAs, (UNEP/University of Joensuu/Government of Canada 2006).