Here are a few tips we have gathered about speaking at the Sub-Commission. We hope these suggestions help you prepare and present the most effective speech possible for you and/or your organisation.
In some points we have tried to describe informal rules or practices that seem to have evolved. Some of these matters are mentioned in the so-called "yellow book" of Guidelines adopted by the Sub-Commission in 1999 but practice has seemed to depart from some of these guidelines, as mentioned below (for example, the speaking time limits).
We are not aware of any other official reference documents or rules relating to these matters, but if you are aware of any official resources or any corrections to the below guidelines, please let us know.
Last revised: 20 July 2004
NGOs are encouraged to prepare statements ahead of time, and to distribute at least 20 copies to the interpreters before they begin their speech. It is a good practice to be prepared to hand your statement copies to the Secretariat at the table in the center of the room at least 3 or 4 speakers before you are scheduled to speak.
There are normally working copy machines available for NGOs in the hallway in front of Room 18 where the Sub-Commission meets and in the NGO lounge. However, NGOs are normally expected to bring their own copy paper for this purpose. There will usually not be much copy paper in the machines.
If you bring a copy of your statement on a 3.5" diskette, you will probably be able to print a copy out in the UN Library.
Normally other observers in the room are interested in obtaining copies after an NGO speech is delivered. To avoid congestion at the speakers table, these statements should be handed out at the back of the room.
Experts may give a combination of both formal and informal remarks. The distribution of copies of formal remarks beforehand is not required, but is much appreciated by observers and press office personnel.
If your statement criticizes a particular government and the delegation of that government is present in the meeting room, it would be a normal courtesy to provide the government with a copy of your statement before you speak so that they can read along as you deliver it. But this is not required. Governments have a right of reply to such statements, which are normally delivered at the close of each agenda item.
Time limits for statements vary as the workload of the session builds, but normally NGOs have 7 minutes, experts 20 minutes and Governments 5 minutes. The 20 minutes allocated to experts may be used all in one statement, or split between several items in a particular agenda item.
A stop clock will be ticking down during your speech in a lighted display behind the head table of the room. When the clock reaches 30 seconds, it will begin to flash. If you have not finished your remarks by the time the 0 seconds displays, the chair will usually give you a second or two to wrap up. Then he or she will pound the gavel and ask you to stop or to wrap up in a sentence or two.
Normally each NGO may speak only once during each agenda item. However, in recent years there have been times when the Chairperson has opened up the proceedings for a general interactive discussion on a particular topic or study. In these circumstances an NGO may speak even if they have already presented a formal statement (or are scheduled to do so later in the agenda item). But it is expected that an NGO speaker in this type of circumstance would keep their remarks very brief, directed to a particular question or comment regarding the matter that has been raised.
Experts have priority to speak first if they so wish under each agenda item. Normally they choose to speaker later on. NGOs and governments sign up on the speakers list beforehand and will be called in the order of signup, with all NGOs invited to speak first, and then governments. But Sub-Commission experts often ask to speak as an agenda item develops, so the strict order of the NGO speakers list is often interrupted with remarks from time to time by an expert.
Experts who are scheduled to present a working paper or study under a particular item will also be given priority over other speakers. In past years the practice has developed to have a brief interactive session with the expert, after he or she has made one of these major presentations. Sometimes NGOs are invited to participate in these interactive sessions but in such cases, remarks should be brief and to the point and should not repeat the substance of the comments covered in your prepared formal statement delivered during the same agenda item. Also, in these cases, it is not expected that you move to the NGO speakers table to deliver your remarks. Rather you can present your comments by simply raising your hand at a location along the back two rows where microphones are available.
An NGO may sign up for a speech at the signup list maintained at the speakers table during the meetings of the Sub-Commission, or in room E-1008 when the Sub-Commission is not in session. The signup list is normally closed 24 hours before the agenda item is scheduled to begin. Listen to announcements from the chair at the beginning and ending of each morning and afternoon sessions for the latest sign up deadlines for agenda items that are coming up.
The speakers table is a small desk at the right front area of the meeting room, near a bulletin board where the current day's speaker list is also posted.
The presentation of statements at working groups is less formal and tends to vary from group to group. If interested in presenting remarks to a working group it is recommended that you approach the Secretariat staff person for the group before the meeting begins, to determine what the procedure will be. Usually there will be some sort of informal signup process possible through the head table. Sometimes a simple show of hand indicating an interest in speaking will be enough.
Expert members who attend working group meetings may speak whenever they so choose, usually by indicating to the chairperson their desire to speak. Priority will be given to expert members' comments, over NGO statements.
Occasionally NGO speakers are cautioned during their speeches for breaching certain rules of etiquette or for running over the assigned time limits. In these cases a speaker may be interrupted and warned, but permitted to continue, or stopped from speaking altogether if repeated warnings are not heeded. If you hear the chairperson's gavel while you are speaking, be sure to pick up your headphone and listen to what you are being cautioned about.
There are no formal rules of etiquette per se that apply to this case, but the informal rules which seem to get the most attention when NGOs speak are the requirement that an NGO not repeat the same or similar content under several different agenda items, the requirement not to present remarks that could be construed as personal attacks or which are vulgar, crude, or generally inconsistent with conventional diplomatic discourse, and the general rule that only the speaker who has been announced by the chair should deliver an NGO's remarks.
Regarding this last point, if you have another person who will also be delivering a portion of your statement, or if the name of the person who has been indicated in the speakers list is erroneous, be sure to approach the speaker's table before your NGO is called to speak, to clear up the confusion. Otherwise you might be interrupted during your speech, if the Chairperson senses that the wrong person is speaking or that an unauthorized switch of speakers has taken place.
NGO speakers have two designated microphones at the back of the room from which to speak. To efficiently transition from one NGO speaker to the next, each person must quickly move out of the way once his or her speech is finished. The background noise around the NGO speakers' desk must also be kept to a minimum, so as not to interfere with the present speaker's delivery.
Experts each have a microphone for their own use at their desk. Governments and international agencies represented in the room usually have their own microphones at their places also.
Once your name is called by the Chairperson, raise your hand so that the sound engineers above can see where you are. Begin speaking once you see the light come on at the desk table next to the microphone. Sometimes it is necessary to push the black button near the light, if the engineer has difficulty locating you.
Normally you will need to take the headphone off of your ear while you deliver your speech. Hearing yourself with a slightly different time lapse will be confusing. Sometimes the headphone will also produce a feedback "squealing" sound. If you hear the feedback sound, be sure to move the headset further away from the microphone, to remove the squeal!
Once you are finished speaking remember that the microphone is still live until the light goes out. Be careful about rustling papers, whispering or leaving your seat until the microphone is disabled.
It is often difficult for first time speakers to adapt their speaking style to a slow enough pace for proper translation of their remarks. Remember that interpreters are translating your speech in real time into the other official UN languages. This requires a slower speaking pace than normal conversational speech. If you have an opportunity, be sure to listen to other veteran speakers who are delivering their remarks in the room. Get a sense of the best pace. A rule of thumb is that your speech should not be delivered faster than 120 to 140 words per minute.
Sometimes it is helpful when you first deliver a speech, to have a friend or colleague listen to one of the translated versions of your remarks as you deliver them. If the interpreter is having difficulty keeping up with your pace, your friend can give you the signal to slow down.