Following are some of the key steps for preparing for negotiations. These steps may vary depending on the particular context of the State (including the size of the delegation and institutional arrangements).
- In the months before the negotiations:
- Ensure that there is a sufficient mandate or other need to consult with the Cabinet; proceed accordingly.
- Consult with other Departments, Agencies, and institutions as appropriate (develop core and general consultation lists).
- Brief and seek direction from senior officials.
- Designate lead negotiators, develop positions, and produce necessary policy materials.
- Consult key negotiation partners (including States of like-minded and regional groups, as well as the MEA Secretariat).
- Review the status of financial obligations, and make appropriate arrangements.
- Provide input to the Secretariat on the agenda. Review the draft agenda and existing negotiation texts and papers (consider translations and line-by-line analysis, particularly on key issues). Consider election of officers for sessions and bodies.
- Make travel and logistical arrangements for the delegation, taking into account the local context and the needs of your delegation.
- In the weeks before the negotiations:
- Produce briefing books. These briefing books may include the delegation lists, contact and logistics information, position papers and background documents, and intervention materials.
- Determine the membership of the delegation and the roles of the various members. Notify the Secretariat in advance, in order to ensure appropriate arrangements. Establish the "home team", especially if consultations regarding fallback positions are necessary.
- Draft opening statements, initial interventions, and key intervention points.
- Arrange for the initial delegation and negotiation group meetings, and ensure that contact information is distributed.
This checklist draws upon a similar checklist from Negotiator’s Handbook for MEAs, (UNEP/University of Joensuu/Government of Canada 2006).