[dmwg] IDDR 2012 - action points from the last joint preparatory meeting
Eliska Gerthnerova
eliska.gerthnerova at unwomen.org
Fri Sep 28 10:54:48 BST 2012
Dear all,
First of all many thanks to those who attended today’s last preparatory meeting for the joint IDDR 2012 event. It was productive and I am happy we discussed all the necessary practicalities which will enable us to prepare everything on time (fingers crossed). Please see the attached agenda as it is the latest version. Apart from that, here is the summary of the update and key action points and deadlines which need follow-up.
Main event invitations – GoV counterparts will be invited officially by MARD, the rest will be sent out by Ela (UN Women) and collected back for one consolidated registration list to be used during the registration. There was a which expressed to invite VCCI on behalf of the private sector.
Main event registration – there will be 3 persons to register participants (1 from Oxfam, 1 from Care and 1 from UN Women). UN Comms will have a separate registration desk for media. Participants will receive the UN-Oxfam Policy brief and the printed agenda.
Opening performance/cheo song – the venue will be arranged appropriately, we will use projectors to screen English subtitles for the international audience → DMC to share with Ela the subtitles/narrative by 4th October via e-mail.
Main event speeches – there will be an informal sharing of drafts to minimize the overlap before sending to Viet Lan (UN Comms) on 8th October
VIDEO material – it was confirmed by Tuan (Comms) we will have the video material (DVD) in Vietnamese with English subtitles on time after receiving different footages from different organizations, those who contributed are: Oxfam, Care, Viet Nam Women’s Union and Save the Children. The footage is being edited and the first draft will be shared for feedback of those who contributed on 3rd October. Tuan (Comms) together with the editor will be also working on the narrative which he is going to share for comments. The very final version shall be ready by 9th October. Tuan will contact the contributing organizations individually if there is anything else needed.
Media Session of the main event – will be moderated by Viet Lan (UN Comms); MCD share with the whole group the services of their professional photographer hired for the whole event.
Dong Thap Event - Gia (Save the Children) shared the objectives of the event and the agenda, JANI will produce their own press release for this event.
Joint press release – will be drafted by Viet Lan (Comms) based on the group contributions – Ela (UN Women) to arrange a quote from VWU’s side, Hien (UNDP) to arrange a quite from CCFSC’s side. Eric (Care) to coordinate DMWG for a joint quote and background information – NOTE! The release itself cannot be super long and it will be critically edited by Viet Lan (UN Comms). Media advisory will be sent out by Viet Lan on 2nd October
The Book – Miguel (UNDP) and Giang (UN Comms) updated on the process of finalization of the book design, Save the Children shared they need 7 days for the printing; some of the contributing organization did not provide Vietnamese versions as previously agreed – Miguel and Giang to follow individually, however, on Monday 1st October the book has to go to the printer’s/Save the Children.Miguel (UNDP) wrote forewords which is wll topic-centered (women & girls in the DRR and CCA) rather than naming the organizations and their achievements which got wide approval. There will be also credit information (funded by, edited by…etc.) included.
After the main event…information sharing: the summary of the discussion points from the panel discussion, the speeches, the closing remarks and final list of participants will be shared (by Ela & Hien) for further individual purposes (report writing, etc.) of the group. Viet Lan will later on provide information on the media coverage and Eric the results of the M&E questionnaire.
Key deadlines & Action Points:
1st October, 3 pm COB – feedback on the final version of the book to Miguel (UNDP)
1st October, 4 pm COB – the group members to share proposed lists of invites with Hien (UNDP) who will consolidate the final list together with Ela (UN Women) in accordance to venue capacity available
3rd October, 3 pm – UN Comms Office/UNICEF – meeting on VIDEO, organizations which contributed with footage are needed to participate (max 2 persons per organization)
3rd October – deadline for the quotes and background info for the press release, to be sent to Viet Lan
5th October – Viet Lan to send draft of the media release to the group
5th October - organizations to share with Viet Lan (UN Comms) short personal profile of the panelists for the media session
8th October – approved speeches in both English and Vietnamese shall be sent to Viet Lan, (Ela prepare 40 copies of speeches for the media: 10 English and 30 Vietnamese)
11th October, 1.30 pm – deadline for delivery of communication materials to UN Women Office (72 Ly Thuong Kiet), at 2 pm Viet Lan, Ela and Huong (UN Women) to check and finalize the arrangements of the venue, testing video, sound, arrange extra tables for the communication materials etc. (2.30-5pm).
For logistical/venue/preparations issues in the last week call Ela (UN Women): 0165 494 6426
I hope you managed to read up to this point☺
Please let me know if there is anything missing or shall be corrected.
Have a nice weekend, everyone
Ela
From: Ian Wilderspin
Sent: Friday, September 21, 2012 2:55 PM
To: Nguyen Thi Phuong Dung; Nguyen Van Gia; Phan Thi Lien Huong; Anh Vu Quoc; Nguyen Bao Nga; Nguyen Thi Phuong Dung; Bui Thi Cay; dmwg at ngocentre.org.vn; Tuan, Doan Anh; Dung Mai; Phuong, Duong Hanh; Eliska Gerthnerova; Eric Debert; Nguyen Thuy Hang; Nguyen Thi Duc Hao; Nguyen Minh Huong; Jane Stabb; ntrang at mcdvietnam.org; Suzette Mitchell; Vu Minh Hai; ninh.nguyentrong at plan-international.org
Cc: Hang Thi Thanh Pham; Pernille Goodall; Trinh Anh Tuan; ariyabandu at un.org; Bui Viet Hien; Nguyen Viet Lan; miguel.coulier at ccfsc.gov.vn; Phan Huong Giang; Dang Quang Minh; Nguyen Anh Son
Subject: *** SPAM ***RE: International Day for Disaster Reduction: 'Women and Girls: the [in]Visible Force of Resilience'; MEETING THIS AFTERNOON AT 3PM!
Dear all,
Many thanks for all of those who attended yesterday afternoon’s IDDR meeting.
The main issues and actions points were as follows:
The Agenda
· we still need to confirm Mde Khanh for the opening remarks from the NA, - Hien to confirm
· so far we haven’t heard anything from MARD /DMC on their involvement - Ian to follow up asap
· CARE to confirm panel discussion person – Binh/Eric to check with Peter/Natalia
· “Mistress of Ceremonies” – Ela to check with Suzette; also, re. giving each speaker a copy of the book
· Reminder to all speakers to get their speeches to Viet Lan by the 8th in English and Vietnamese
· Invitations - Ela/Miguel/Ian to draft and invitations to share before next and final pre-meeting (9am, Friday 28th)
· Invitations - to agreed list of GoV officials - will be sent by DMC (tbc – Ian) whilst those for INGOs/UN/RC will go from Ela on the 1st/2nd October – response will come back via email/hardcopy
· Registration – as agreed previously – UN Comms will have a separate table for media to register; UN WOMEN/Oxfam interns will register participants on the day
· Media advisory – need to check the necessity for some further updated facts and figures for media to go out to media list 1-2 weeks in advance of the week of the 8th from UN Comms (Ian/Miguel/Viet Lan)
· Press release – check with UN Comms if they would draft one and share with other stakeholders (by 28th) Ian
The book
· ~ 10-12 English versions of the stories edited by Miguel to be sent back to all authors on Friday 21st (done) for checking/approval/final amendments and translation into Vietnamese by Monday 24th CoB
· Foreword – Ian/Miguel to draft and share with everyone before next meeting
· Preface – Ian to ask Madhavi if she would kindly write the Preface (requested on 21st)
The movie
· Good response from many to this –perhaps 4-5 clips have been made and Tuan (UN Comms, cc) is to work with a film editor in the coming weeks to develop the 10min film; this will be in Vietnamese with English sub-titles; Tuan has been requested to attend the meeting on the 28th so share further updates
· Lots of interest in this and event’s organizers would like to use this elsewhere during the week of activities to celebrate the day
The posters
· By way of this email please let us know on/by the 28th if you have any relevant materials that you would like distributed at the event on the 12th and/or posters that you would like to have exhibited (Ela to check with Hanoi Club re- place for posters and arrange display tables in coffee area) – please note that these must be at the venue on Thursday 11th afternoon and should not be bought on the day!
The events
· Gia described in detail the event to be held in Dong Thap to mark the occasion – who will send out the final agenda asap
· The events list circulated has been populated but it there are other events that you are organizing that are not yet not on the list please complete (see attached) and send back to Viet Lan asap so that she can include this in the media advisory.
Please note that what might be the last IDDR meeting before the event will be on Friday 28th at 9am in the Rose Room, UN CO (Ela and Gia to co-chair).
Forgive/correct me if I have missed anything.
Kind regards,
Ian
From: Ian Wilderspin
Sent: Thursday, September 20, 2012 1:35 PM
To: 'Nguyen Thi Phuong Dung'; Nguyen Van Gia; 'Phan Thi Lien Huong'; 'Anh Vu Quoc'; 'Nguyen Bao Nga'; 'Nguyen Thi Phuong Dung'; 'Bui Thi Cay'; 'dmwg at ngocentre.org.vn'; 'Tuan, Doan Anh'; 'Dung Mai'; 'Phuong, Duong Hanh'; 'Eliska Gerthnerova'; 'Eric Debert'; 'Nguyen Thuy Hang'; 'Nguyen Thi Duc Hao'; 'Nguyen Minh Huong'; 'Jane Stabb'; 'ntrang at mcdvietnam.org'; 'Suzette Mitchell'; 'Vu Minh Hai'; 'ninh.nguyentrong at plan-international.org'
Cc: 'Hang Thi Thanh Pham'; 'Pernille Goodall'; 'Trinh Anh Tuan'; 'ariyabandu at un.org'; 'Bui Viet Hien'; 'Nguyen Viet Lan'; 'miguel.coulier at ccfsc.gov.vn'; Phan Huong Giang
Subject: International Day for Disaster Reduction: 'Women and Girls: the [in]Visible Force of Resilience'; MEETING THIS AFTERNOON AT 3PM!
Dear all,
A somewhat ‘late in the day’ reminder about our meeting this afternoon, at 3pm in the Rose Meeting Room at UN Country Office.
I attach a few documents for your kind perusal:
· The updated events calendar – are you on the list?
· The proposed evaluation form for the event from JANI – Eric will expound on this!
· The revised agenda – please note the changes and things that still need tbc
· The first draft ideas for the book - Giang from UN Coms will be over to explain this in more detail and get your ideas
Looking forward to seeing you later today.
Ian
---------------------------------------------
Dear all,
Thanks to those of you who attended the meeting yesterday on IDDR.
The meeting continued our series of discussions around the IDDR events from the week of the 8th to 12th October.
The meeting covered:
· The 12th October IDRR agenda – please find attached the revised Agenda for the 12th – please note action points therein!
The lead speakers to talk around the main messages of the day were agreed as follows:
1. Recognize the strength of women and girls in reducing disaster risks! Hãy ghi nhận sức mạnh của phụ nữ và trẻ em gái trong giảm nhẹ rủi ro! Natalia (Viet Nam/NGO perspectives) and Madhavi (international/regional perspectives)
2. Women and girls make a safe community Phụ nữ và trẻ em gái góp phần làm cho (xây dựng) cộng ðồng an toàn UNWOMEN
3. Women and men: hand in hand building safer communities Phụ nữ và nam giới chung tay xây dựng cộng ðồng an toàn hõn National Assembly – UNDP
4. Women and girls: voices to be heard in risk reduction Hãy lắng nghe kinh nghiệm của phụ nữ và trẻ em gái trong giảm nhẹ rủi ro! hoặc or Hãy lắng nghe phụ nữ và trẻ em gái nói về các biện pháp giảm nhẹ rủi ro! Viet Nam Women’s Union/UNWOMEN
Speakers please note that all speeches should be sent in by Monday 8th in both English and Vietnamese to Ms Nguyen Viet Lan nguyen.viet.lan at undp.org<mailto:nguyen.viet.lan at undp.org>. Thanks!
· Progress on the development of the book – more than 12 stories have so far been received and editing is on-going – the deadline was extended until Friday 14th! Edited English versions will be sent back to the sending organizations next week for help with checking accuracy and for completion of the translation into Vietnamese (by respective organizations)
· Videos for the short film to be shown on the 12th – at least 3 videos have been/are being made and others have been received! Please send these asap to Mr. Trinh Anh Tuan trinh.anh.tuan at one.un.org<mailto:trinh.anh.tuan at one.un.org>. Thanks!
· Media coverage
o A media briefing with a panel comprised of the speakers we be held during the morning tea/coffee break. After that, relevant panelist(s) will stay on for one-on-one TV interviews while the rest of the panel will go back to the main event.
o In order to ensure that we get as much attention as possible for the events of the week a media advisory will be sent to all media on the list (previously circulated) comprising the agenda, the invitation letter and short bio on the main speakers, as well as the events around Hanoi and the rest of the country will be sent by UN Comms 1-2 weeks before the event. Linked to this, a press release needs to be discussed at the next meeting: should this be from UN Comms or a joint one with other non-UN organizations, particularly those in the JANI?
· The events from the 8th to 11th October – in Hanoi and in the provinces – the list of events sent some time ago needs completing asap so that we can let media/others know of the events in advance; please therefore take a few minute to complete the attached and send back to Ms Nguyen Viet Lan nguyen.viet.lan at undp.org<mailto:nguyen.viet.lan at undp.org>, thanks. Viet Lan can let the media know.
· AoB
o the issue of the banner was discussed in detail (see mock up attached for comment) – we had some lively discussion around this and need to resolve the issue of whose logos appear asap. Please let me know your thoughts.
o The Dong Thap event being organized by Save (ToR sent around previously) was discussed hotly – some concern was expressed as to the cost of the event and whether, as yet proposed but unfunded events in Hanoi and elsewhere, could benefit from the DIPECHO funds. More should be discussed next time with Gia and Save colleagues!
Please note that the next IDDR meeting will be on Thursday 20th September from 3-5 pm in the UN Country Office Rose Meeting Room. This is likely to be the penultimate meeting before the events from the 8th to 12th October so you are encouraged to attend.
We look forward to seeing you again then.
Kind regards,
Ian
Ian Wilderspin
Technical Specialist (Disaster Risk Management)
United Nations Development Programme
Ministry of Agriculture and Rural Development
Room 304/305, 3rd Floor, Khu Lien MARD
No. 6, Nguyen Cong Tru Street
Hai Ba Trung District
Ha Noi
Viet Nam
Tel: + 84 (0) 4 3733 6640/Ext.108
Fax: + 84 (0) 4 3733 7769
Mobile: + 84 91 538 4896
Email: Ian.Wilderspin at undp.org<mailto:Ian.Wilderspin at undp.org>
Visit our website at http://www.undp.org.vn<http://www.undp.org.vn/>
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