FAO/WHO Regional Conference on Food Safety for Asia and the Pacific

Annex 3

TIMETABLE FOR PREPARATORY ACTIONS
FOR THE FAO/ WHO REGIONAL CONFERENCE
ON FOOD SAFETY FOR ASIA AND THE PACIFIC

(based on proposed Conference date of May 2004)

• First preparatory meeting with FAO permanent representatives [April 2003];
• Distribution of minutes of FAO permanent representative meeting for comment [May 2003];
• Possible preparatory meeting with WHO representatives [June/July 2003];
• Contacts with the Host Government and establishment of a Letter of Agreement outlining the responsibilities of FAO/WHO and of the Host Government in the organization of the Conference [June-July 2003];
  
• Contacts with potential donors to secure the necessary extra-budgetary funding for the Conference [May-July 2003];
  
• Second preparatory meeting with FAO permanent representatives and national technical officials [July 2003];
• Establishment of the joint FAO/WHO secretariat and agreement on the division of responsibilities and frequency of periodic remote consultations [July 2003];
• Receive feedback from countries on objectives, themes, and potential authors for documents [June-July 2003];
• Contacts with the national authors/consultants identified by the Preparatory Meetings to prepare the Conference technical documents, and issuing of the authors' contracts for the same [June-August 2003];
  
• Development and posting of a website for the Conference [June-July 2003];
• Finalization of the venue of the Conference/ hotels/ local arrangements [July-September 2003];
  
• Development of Conference advertising (posters, etc) [August-September 2003];
• Submission of the first draft of the papers and their review by the Secretariat, involving all concerned units in FAO and WHO; provision of comments to the authors [October-November 2003];
• Convening of possible national level pre-conference workshops/meetings [October-November 2003];
• Site visit by the Joint Secretariat to the Conference site to confirm logistical details [November/ December 2003];
  
• Submission of the second draft of the papers and their final review by the Secretariat and other concerned units in FAO and WHO [December 2003-January 2004];
• Finalization of the provisional and annotated agenda [January-February 2004];
  
• Issuing of the letters of invitation to member countries and to observers [February 2004];
  
• Finalization, translation (if needed), posting on the website and dispatch of the papers to all invitees [March-April 2004];
  
• Finalize travel arrangements for supported delegates [March-May 2004];
• Final arrangements for the Conference including opening session, press coverage, parallel events (NGO forum?), etc. [March-May 2004];
• Convening of the Conference [May 2004];
• Printing and dispatch of the final report [June 2004].