Preparation, Submission and Processing of Meeting Documentation

General

The Secretariat working papers will be action-oriented and are expected to form a sound basis for discussions and deliberations on all agenda items. The Secretariat working papers will be circulated as early as practicable before the Conference. Papers will be published on the AN Conf/14 website from 30 April 2024.

To facilitate the timely reproduction of documentation and its use by the Conference, you are requested to observe the rules governing the format, content, and length of meeting documentation as outlined herein. It is important to note that the deadline for submission of documentation will be strictly enforced and no additional documentation will be accepted for distribution at the site of the meeting.

In compliance with previous decisions of the Council to enhance the efficiency and effectiveness of the work of the Conference, the following guidelines will be applied for meeting documentation.

Preparation and submission

To ensure consistency of Conference documentation, working and information papers should be prepared using the Conference templates available at the AN-Conf/14 website.

“Working papers” should be brief, action-oriented and concise, and must adhere to a strict four-page limit for text including appendices. Only one agenda item to which the paper relates to should be indicated (please refer to Attachment A for the agenda items). Longer papers will be presented as information papers and will be published in the language versions provided. If the subject of such longer papers is considered essential to the Conference, a summary of not more than four pages should be provided for translation. Working papers that do not propose any substantive action will be reclassified as information papers and will not be translated. The Member States and international organizations concerned will be informed accordingly.

“Information papers” contain useful background information (such as lengthy technical studies) for the Conference to note but no proposals for action. They should be as short as possible and will only be published in the language(s) they are submitted.

All working and information papers should be submitted by e-mail at anconf14-papers [at] icao.int (anconf14-papers[at]icao[dot]int) in Microsoft Word format as soon as possible but no later than the established deadlines as per the table below. Meeting documentation will be considered final upon submission to the Secretariat and no revisions will be accepted.

Requests from Member States and international organizations to add additional supporters to their published working papers will instead be reflected on the AN-Conf/14 website under the page “Additional Supporters”.

The following deadlines for submission of documentation from States and international organizations will be strictly enforced.

Processing and publication

In processing working papers, the guiding principles, as well as the guidelines under the section “Preparation and submission” above will be strictly adhered to.

ICAO will be performing some light editing to the working and information papers submitted to ensure that templates have been used correctly, to correct the most obvious format and spelling errors, and to clarify ICAO-related titles and document references.

To minimize delays in the availability of documents to be presented to the Conference, the papers will be published non-simultaneously whereas both the original submissions and the English versions will be published first, followed by the other language versions as soon as they become available.

Meeting documentation will be uploaded to the AN-Conf/14 website on an ongoing basis and all participants are requested to continually check the website for documentation updates and to familiarize themselves with the papers before the Conference.

Presentation of Working Papers

In order to allow for sufficient time for the discussions of all working papers, the presentation time of two minutes per working paper will be strictly adhered to; please prepare your introductions appropriately so that you make the most significant points within that time period.