FOURTEENTH UNITED NATIONS CONGRESS ON CRIME PREVENTION AND CRIMINAL JUSTICE VOLUNTEERS

20 – 27 April 2020 – Kyoto Japan

INFORMATION ON VOLUNTEERING

No individuals working on the ancillary meetings and related activities indicated on this website are paid. That includes the Coordinator of Ancillary Meetings and Non-governmental Activities and the professional UN-caliber editors, supervisors and interpreters. Several opportunities exist for volunteers and interns. The work is not only interesting, but volunteers are given full access to Congress activities and their work is important and meaningful. Types of volunteer activities include:

Rapporteurs: Duties and Responsibilites

  • Two volunteer rapporteurs attend each ancillary meeting
    • Make sure the panel and participants have all they require in terms of equipment and support
    • Count the audience and note any issues
    • Obtain copies of all papers and visuals (panel members are informed in advance of this)
    • Take notes of the session formal presentations
    • Take notes of the audience discussion
  • Rapporteurs go to Ancillary Meeting Room Office (working under supervision of UN-qualified editor)
    • Prior to the next morning prepare a summary report of the session(see copies of reports of previous Congresses in the "Reference Section")
  • Session chair has until noon the next day to review the session report and offer corrections
  • Report is completed and with copies of relevant visuals and papers placed in an electronic file which delegates can request
  • There may be some specialized meetings of security and criminal justice professionals. Those meetings may be closed to all but invited delegates and the assigned rapporteurs will be expected to maintain confidentiality.

NOTE: The Rapporteurs will be provided Congress Badges and will be able to attend all meetings open to delegates. There will be an orientation prior to the Congress (most likely a day or two before and they will be managed and supported by a United Nations Qualified editor and by the Coordinator of Ancillary Meetings and Non-governmental Activities (Gary Hill – garyhill@cegaservices.com). Certificates will be awarded to each Rapporteur who completes his/her assignment. In some cases funds to help offset the cost of transportation and housing will be provided for individuals not from Japan.


Greeter/Host: Duties and Responsibilites

Greeters/Hosts will wear special identification that will indicate they are a Greeter/Host and the language(s) they speak. Each Greeter/Host will have maps of the Kyoto International Convention Center (KICC) as well as maps of Koyoto and Japan (in print and electronic format). They will have the Congress agenda and meeting schedules as well as general information about Kyoto. They will be in various locations throughout the KICC to answer questions and provide directions. If they have the language skills (speak more than one language) they will be placed in areas where delegates can ask them to help provide very basic interpretation/translation to help people ask a question of another delegate or read a sign in a language they do not understand.

NOTE: The Greeter/Host will be provided Congress Badges and will be able to attend all meetings open to delegates. There will be an orientation prior to the Congress (most likely a day or two before and they will be managed and supported by a Supervsor/Mentor and by the Coordinator of Ancillary Meetings and Non-governmental Activities (Gary Hill – garyhill@cegaservices.com). Certificates will be awarded to each Greeter/Host who completes his/her assignment.


Interpreter: Duties and Responsibilites

These should be professionals or senior/graduate students capable of simultaneous interpretation. They will staff the interpretation booths for the ancillary and specialized meetings. Though the United Nations will have their own interpreters working the official United Nations meetings, they are not allowed to employ interpreters for meetings other than those that are part of the formal Congress agenda (Plenary, Committee I, and Committee II). Therefore the non-governmental activities utilizes highly qualified volunteer interpreters. The official UN languages are: Arabic, Chinese, English, French, Russian, and Spanish). For the 14th Congress, the most prevalent languages for non-governmental interpretation will be Chinese, English, French, and Spanish (we will also provide Japanese) – though interpreters in all languages are welcome to apply.

NOTE: The Interpreters will be provided Congress Badges and will be able to attend all meetings open to delegates. There will be an orientation prior to the Congress (most likely a day or two before and they will be managed and supported by a United Nations Qualified Interpreter and by the Coordinator of Ancillary Meetings and Non-governmental Activities (Gary Hill – garyhill@cegaservices.com). Certificates will be awarded to each Interpreter who completes his/her assignment. In some cases funds to help offset the cost of transportation and housing will be provided for individuals not from Kyoto.


Administrative Work: Duties and Responsibilites

Qualified volunteers will be used to help with:

  • Data Processing – includes data entry and, in some cases, design of forms, certificates, reports, data analysis, data verification. Some may be asked to help people with less knowledge solve basic computer or software problems. Individuals in this area of work should be familiar with the more popular software programs (Microsoft Word, Excel, Access, PowerPoint).
  • Scheduling – Insuring that meeting rooms are properly setup and needed equipment has been provided, speaker signs are properly placed, rapporteurs are in place and have what they need. Scheduling volunteers must have the ability to react to last minute changes in speakers, room changes and related issues that ALWAYS occur during large, complex conferences.
  • General Office Work – Reception in the ancillary meeting office, NGO lounge and similar areas to help with copy machines, answering questions, filing, assembling Standard Operating Procedure booklets for Greeter/Hosts and others as needed. Helping delegates with “emergency” situations (anything from getting their handouts assembled to helping them find (or referring them to services) in Doha or information on travel or medical or personal issues. The word “emergency” is used here not to denote dangerous or life-threatening situations, but many delegates attending the Congress, especially those not part of a governmental organization, will be out of their home nation for the first time and will not know where to turn when something unplanned happens. To many, their presentations are very important to their professional life or are part of a cause they strongly believe in. Therefore, they can be nervous and under stress. One of our jobs is to help reduce or eliminate their stress.


Questions or requests for information should be sent to: garyhill@cegaservices.com

Rapporteur/Greeter/Interpreter Forms:

Several opportunities exist for volunteers and interns. The work is not only interesting, but volunteers are given full access to Congress activities and their work is important and meaningful.

Volunteer