Department of Conferences and Meetings Management August 2013 RESOLUTION CP/RES. 982 (1797/11) UPDATE OF COSTS OF CONFERENCES AND MEETINGS FUNDED BY THE.

Department of Conferences and Meetings Management

August 2013

RESOLUTION CP/RES. 982 (1797/11)RESOLUTION CP/RES. 982 (1797/11) UPDATE OF COSTS OF CONFERENCES UPDATE OF COSTS OF CONFERENCES AND MEETINGS FUNDED BY THE OASAND MEETINGS FUNDED BY THE OAS

ContentsContents• Resolution adoption• Mandate• Current rates• New meeting costs and rates• Reasons for updating rates• Cost comparison• Recommendations

Adoption of Resolution CP/RES. 982Adoption of Resolution CP/RES. 982

The OAS Permanent Council adopted resolution CP/RES. 982 on March 30, 2011, mandating a review of the costs of conference services every two years.

The current costs and rates have been ineffect since July 1, 2011.

Mandate of Resolution CP/RES. 982Mandate of Resolution CP/RES. 982

“10. To instruct the General Secretariat to review the costs outlined in operative paragraph 8 of this resolution every two years, and to report to the Permanent Council, before November 30 of the review year, on whether they should be updated. Updated figures shall then be incorporated into the budgeting system, and the various areas, entities, and organs of the Organization shall take them into account when estimating the costs of their meetings and conferences.”

Current Rates for Conference ServicesCurrent Rates for Conference Services

Services per day Current Rate US$

Interpretation (6 hours shift) $550.00

Translation $450.00

Room Attendant $130.00

Control Operator $130.00

Equipment, materials and coffee

$350.00

Reasons for Updating RatesReasons for Updating RatesIn order to comply with the mandate in resolution CP/RES. 982 and keep the OAS competitive with other Washington, D.C. based international organizations that are paying higher rates to translators and interpreters, it is important to review and update our rates periodically in the interests of maintaining high-quality language services (interpretation and translation).

Cost of living in the Washington, D.C. area has gone up 3.02% over the last two years.

Rate Comparison between the OAS and Other International Rate Comparison between the OAS and Other International Organizations for Interpretation Services in 2013Organizations for Interpretation Services in 2013

ORGANIZATIONGROSS RATE

WORK HOURS

% GAP OAS

OASOAS $550.00$550.00 6 hours6 hours

IDB (August 2013) $630.00 6 hours 14.55%

World Bank (July 2013) $620.00 6 hours 12.73%

IMF (July 2013) $660.00 6 hours 20.00%

PAHO (with a 25% tax refund) $628.00 6 hours 14.18%

U.S. State Department (August 2013) $630.00* 8 hours 14.55%

United Nations (August 2013) $639.00 6 hours 16.18%

* U.S. State Department pays a higher rate to the team leader

Rate Comparison between the OAS and Other Rate Comparison between the OAS and Other International Organizations for Translation Services International Organizations for Translation Services

in 2013in 2013

ORGANIZATIONORGANIZATION RATE PER RATE PER WORDWORD

OAS $0.19

PAHO $0.19

World Bank $0.20

IMF $0.17

U.S. State Dept. $0.19

Rate Changes for Contracts CP/RES. 982Rate Changes for Contracts CP/RES. 982

SERVICESSERVICESCurrent Current

Rates 2011Rates 2011Proposed Proposed

Rates 2014Rates 2014ChangeChange

$US$US

Interpretation Services $550.00 $570.00 $20.00

Translation Services per day $450.00 $460.00 $10.00

Translation Services per word $0.19 $0.20 $ 0.01

Translation Services per 1000 words $190.00 $200.00 $10.00

Room Attendants $130.00 $135 $5.00

Control Operators $130.00 $135 $5.00

Overtime $38.00 $40.00 $2.00

Rates per Day for Language and Room Services Rates per Day for Language and Room Services Adjusted for the Consumer Price Index – All Urban Adjusted for the Consumer Price Index – All Urban

Consumers (CPI-U) for Washington, D.C. – BaltimoreConsumers (CPI-U) for Washington, D.C. – Baltimore

ServicesServicesCurrent Current

RateRate

CPI–U CPI–U 2011-2011-20132013

Proposed Proposed adjustment adjustment

based on based on CPI-UCPI-U

% Change % Change US$ US$ ChangeChange

Translation per day

$450.00 3.02% $460.00 2.2% $10.00

Interpretation per day $550.00 3.02% $570.00 3.6% $20.00

Room Services $130.00 3.02% $135.00 3.8% $5.00

Updated Costs per Meeting for 2014 at Updated Costs per Meeting for 2014 at Headquarters and away from HQHeadquarters and away from HQ

Proposed Rates 2014Proposed Rates 2014

SERVICESSERVICESCurrent Current Rates Rates 20112011

Option Option 11

Change %Change %Option 1Option 1

Option Option 22

Change % Change % Option 2Option 2

Option Option 33

Change %Change %Option 3Option 3

1-day meeting $18,685 $19,475 4.06% $19,265 3.01% $18,685 0%

2-day meeting $33,558 $34,951 3.99% $34,741 3.40% $33,558 0%

3-day meeting $48,379 $50,375 3.96% $50,165 3.56% $48,379 0%

RecommendationsRecommendations• Try to schedule meetings in such a way that interpreter teams

can be shared among meetings held on the same day;

• Avoid last-minute cancellations of interpreters, room attendants, and control operators;

• Limit the length of documents to be translated, especially reports;

• Be punctual to maximize time and avoid paying overtime;

• Minimize exceptions;

• Limit the use of interpretation services when holding informal meetings and working groups.

RecommendationsRecommendations

• Please observe with the Guide to Holding Eco-Friendly Conferences and Meetings to minimize the negative impact on the environment when holding OAS meetings

For More InformationFor More Information

CP/RES. 982 - Update of Costs of Conferences and CP/RES. 982 - Update of Costs of Conferences and Meetings Funded by the OASMeetings Funded by the OAS

http://www.oas.org/consejo/resolutions/res982.asp

Guide to Holding Eco-Friendly Conferences and MeetingsGuide to Holding Eco-Friendly Conferences and Meetings

http://scm.oas.org/eco/ecoguia.pdf

Thank You!Thank You!