DELEGATIONS

Guidelines for ELSA Delegations to the World Intellectual Property Organisation (WIPO)

ELSA • The European Law Students’Association

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These Guidelines are based on the first edition of ELSA International Delegation’s Handbook

completed by:

Loreta Pivoriūnaitė, Vice President Seminars and Conferences 2006/07

Aylin Farid, Director for Institutional Relations 2006/07.

The present, September 2012, edition of the Guidelines for ELSA Delegations to WIPO is a result of

a joint collaborative work of:

Oleksandr Bulayenko, Director for Delegations 2011/12

Serife Gocmen, Academic Coordinator of Delegations to ECOSOC 2010/11

Marzia Carla Iosini, Academic Coordinator of Delegations to WIPO 2011/12

Claas Seestädt, Academic Coordinator of Delegations to WIPO 2011/12

Stefanie Geiß, Member of the Advisory Board for Delegations 2011/12

Teodora Golomoz, Delegate to the 23rd session of the SCCR of WIPO.

The authors express their sincere gratitude to ELSA delegates for providing their invaluable and

much appreciated output.

Director for Delegations: delegations(at)elsa.org

Academic Coordinators of Delegations to WIPO: dwipo(at)elsa.org

ELSA International

239, Boulevard Général Jacques

B-1050 Brussels

Belgium

E-mail: enquiries(at)elsa.org

Tel: +32 2 646 26 26

Fax: +32 2 646 29 23

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Table of Contents

I. About the European Law Students´ Association ........................................................................................... 4

II. ELSA and International Organisations .......................................................................................................... 4

III. The World Intellectual Property Organization (WIPO) ............................................................................ 5

IV. General Rules of Procedures for Observers in WIPO............................................................................... 7

V. Task Description of ELSA Delegates ............................................................................................................ 8

VI. General Rules of Conduct .............................................................................................................................. 9

Attendance ................................................................................................................................................. 9

Business Cards............................................................................................................................................ 9

Dress Code ................................................................................................................................................. 9

Making a Statement .................................................................................................................................. 10

The Report ............................................................................................................................................... 10

Letter of Confirmation ............................................................................................................................. 11

Certificate of Participation ........................................................................................................................ 11

VII. Geneva ........................................................................................................................................................... 11

ELSA Genève .......................................................................................................................................... 11

General Information ................................................................................................................................. 11

Official Sites ............................................................................................................................................. 12

Accommodation ....................................................................................................................................... 12

1. Short-term Apartments: .................................................................................................................... 12

2. Hostels and Residences: .................................................................................................................... 12

3. Other: ............................................................................................................................................... 14

Airport and Flights ................................................................................................................................... 14

Public Transportation ............................................................................................................................... 15

Meals ........................................................................................................................................................ 15

Currency Exchange .................................................................................................................................. 16

Emergency Phone Numbers ..................................................................................................................... 16

VIII. Fundraising .................................................................................................................................................. 16

IX. Experiences and Tips of the Passed Delegates ......................................................................................... 17

X. ELSA Groups & ELSA Delegations ............................................................................................................ 22

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I. About the European Law Students´ Association

The European Law Students´ Association (ELSA) is an international, independent, non-political and

non-profit organisation run by and for students. It is comprised of students and recent graduates

who are interested in law and have demonstrated commitment to international issues.

Law students from Austria, Hungary, Poland and West Germany founded ELSA in 1981. ELSA is

today the world's largest independent law students’ association and it is represented in more than 300

law faculties in 42 countries across Europe with membership in excess of 32 000 students and young

lawyers.

Our Philosophy Statement

Our philosophy Statement is a guideline for all ELSA members in their activities for ELSA.

Vision

A just world in which there is respect for human dignity and cultural diversity

Purpose

To contribute to legal education, to foster mutual understanding and to promote social responsibility

of law students and young lawyers.

Means

to provide opportunities for law students and young lawyers to learn about other cultures and

legal systems in a spirit of critical dialogue and scientific co-operation.

to assist law students and young lawyers to be internationally minded and professionally skilled.

to encourage law students and young lawyers to act for the good of society.

To read more about ELSA, please visit our website: www.elsa.org

II. ELSA and International Organisations

The European Law Students’ Association has

gained a notable name and reputation in the

international community. ELSA is well-known in

the world of international organisations and

ELSA still makes international institutions aware

of the fact that in case they are looking for a

partner among students’ organisations for co-

operation, there is ELSA to rely on. ELSA

aspires to be the student partner of the legal

profession in Europe (and beyond its borders), as

well as of international organisations.

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ELSA Delegation

An ELSA Delegation may consists of ELSA members from any ELSA group and/or members of

the ELSA Lawyers Society (ELS, www.elslawyer.org). The delegations are appointed by the

International Board of ELSA International according to the candidates’ qualifications, contribution

to the ELSA network and motivation.

Our Special Status

ELSA has gained consultative status with several United Nations’ bodies. In 1994 ELSA was granted

Consultative Status in Category C in UN Educational, Scientific and Cultural Organization

(UNESCO), in 1997 ELSA obtained Special Consultative Status with the United Nations Economic

and Social Council (UN ECOSOC) and Consultative Status with the UN Commission on

International Trade Law (UNCITRAL),. Furthermore, in 2000 ELSA was granted consultative status

(recently renamed to Participatory Status) with the Council of Europe. In October 2005, ELSA

finally obtained Observer Status with the World Intellectual Property Organization (WIPO).

III. The World Intellectual Property Organization (WIPO)

The World Intellectual Property Organization

(WIPO) is a specialized agency of the United

Nations. It is dedicated to developing a balanced

and accessible international intellectual property

(IP) system, which rewards creativity, stimulates

innovation and contributes to economic

development while safeguarding the public interest.

WIPO was established by the WIPO Convention in

1967 with a mandate from its Member States to

promote the protection of IP throughout the world

through cooperation among states and in

collaboration with other international organizations.

ELSA obtained Observer Status with the WIPO in

October 2005.

Location:

34, Chemin des Colombettes

CH-1211 Geneva 20, Switzerland

More information on www.wipo.int

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WIPO Decision-Making Bodies

WIPO’s Member States determine the strategic direction and activities of the Organization. They

meet in the Assemblies, Committees and Working groups (WIPO decision-making bodies).

Decision-making bodies can be divided as following:

Governing Bodies

Standing Committees

Permanent Committees

Working Groups

The Governing Bodies are the WIPO General Assembly, the WIPO Conference, the WIPO

Coordination Committee and the Assemblies of the member states of each of the Unions, (e.g. the

Madrid Union Assembly).

WIPO Standing Committees are ad hoc committees of experts. Standing committees are

established by a decision of the WIPO General Assembly for a given purpose.

Standing Committee on the Law of Patents (SCP) is currently engaged in discussing various

issues relating to patent law and the international patent system, as agreed at the Twelfth Session of

the Committee.

Standing Committee on the Law of Trademarks, Industrial Designs and Geographical

Indications (SCT) is currently working on issues identified at its twentieth session, which are the

grounds for refusal of trademarks, technical and procedural aspects relating to certification and

collective marks, possible areas for convergence on industrial design law and practice; article 6ter of

the Paris Convention.

Standing Committee on Copyright and Related Rights (SCCR) is currently discussing the issues

of limitations and exceptions regarding education, libraries and persons with disabilities, particularly

visually-impaired persons; the protection of audiovisual performances and broadcasting

organizations.

Permanent Committees can be constituted by any of the Governing Bodies as required as they did

with the Committee on Development and Intellectual Property (CDIP).

Working Groups can be established by a decision of a Standing Committee or other bodies in order

to examine a particular question more detailed. The Working Group on the Digital Access Service

for Priority Document (DAS) is established due to that reason.

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ELSA Delegations sent to WIPO

Till this day ELSA has sent delegations to the following WIPO bodies:

Standing Committee on the Law of Patents (SCP);

Standing Committee on the Copyright and Related Rights (SCCR);

Standing Committee on the Law of Trademarks, Industrial Designs and Geographical

Indications (SCT);

Intergovernmental Committee on Intellectual Property and Genetic Resources, Traditional

Knowledge and Folklore (IGC);

Committee on Development and Intellectual Property (CDIP);

Provisional Committee on the Proposals Related to the WIPO Development Agenda

(PCDA);

Working Group on the Digital Access Service for Priority Document (DAS).

IV. General Rules of Procedures for Observers in WIPO1

Observers at WIPO have to respect different Rules of Procedures for Observers when they are

participating in the sessions. In the following chapter the most important rules will be clarified by

printing the important extractions.

Chapter II: Participation in Sessions

Rule 8: Observers

(1) The Director General shall invite such States and intergovernmental organizations to be

presented as observers as are entitled to observers status under a treaty or agreement.

(2) In addition, each body shall decide, in a general way or for any particular session or meeting,

which other states and organizations shall be invited to be represented as observers.

(3) Observers shall be accredited by the competent authority of their State or the competent

representative of their organization, in a letter, note or telegram addressed to the Director

General; if they represent a State, such communication shall preferably be effected by the

Ministry of Foreign Affairs.

Chapter V: Conduct of Business

1 Extracts from the general rules of procedure of WIPO as adopted on 28 September 1970, and amended

on 27 November 1973, 5 October 1976 and 2 October 1979.

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Rule 24: Observers

(1) Observers may take part in debates at the invitation of the Chairman.

(2) The may not submit proposals, amendments or motions.

Chapter VI: Voting

Rule 39: Observers

Observers shall not have the right to vote.

For more information, please visit: www.wipo.int

V. Task Description of ELSA Delegates

It is not only a great honour, that ELSA has a consultative status at WIPO, but also a great

opportunity for each participant of a delegation. To cope with this responsibility that each delegation

member has, some rules should urgently be considered while participating as a delegate in a session:

1. Represent ELSA International in a professional manner;

2. Be academically well-prepared;

3. Observe the proceedings of the event, attend all meetings and prepare working materials if

requested;

4. Carry out legal research in the framework of the events on the legal topics;

5. Distribute revised editions of relevant ELSA materials to other delegations and

organisations;

6. Inform ELSA International in advance of any official positions or statements the

Delegation wishes to make, attaching a summary of the scientific background (the positions

or statements can be announced only after the approval of ELSA International);

7. Attend briefings and meetings organised by the Head of Delegation and report all activities

carried out;

8. Forward all the contacts made during the event to ELSA International to ensure that the

Network can benefit from them;

9. Give feedback to ELSA by:

a. Submitting a report and an evaluation questionnaire to ELSA International within a month

after the end of the event;

b. Being available to give a presentation to requesting Local Groups in the applicant's country.

ELSA International will also appoint one Head of Delegation out of the delegation. This person is

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responsible for the delegation and due to this special responsibility different aspects should be

considered:

1. Ensure that the work of the Delegation is conducted in accordance with the aim and

purpose of ELSA and with the Institutional Relations regulations of the Council Meeting

Decision Book;

2. Co-ordinate and prepare the delegation academically;

3. Ensure high quality work and appearance during the event;

4. Ensure that a report is submitted on time to ELSA International.

VI. General Rules of Conduct

Attendance

It is extremely important that every delegate attends all the sessions, in order to show a professional

and serious image towards the institutions and organisations. Skipping sessions does not leave a good

impression among the other delegates and it is harmful for ELSA’s reputation. It is the Head of

Delegation’s responsibility to check the attendance.

At the end of the first day or on the second day of the session, a list of participants should be made

available to the delegates at the registry. The Head of Delegations should make sure that names of all

delegates are spelt correctly. If some of the delegates were not able to actually take part in the

delegation, the Head of Delegation should ask personnel at the registry to delete the respective name

from the list.

Business Cards

Especially the Head of Delegation should have business cards when attending the meeting, since it is

most likely that you will receive business cards from the other participants. You should print the

business cards yourself, but you can find a template through the following link:

www.elsaportugal.org/marketing/en/

Dress Code2

The clothes that delegates use during the sessions should be formal. The primary objective of the

dress code is to show a professional image outwardly by wearing a unified outfit. This will also create

a team atmosphere among the delegates.

Suits

A suit always looks professional and is the best option. Be sure to keep suits clean and wrinkle-free.

2 These recommendations are from the United Nations Association of the United States of America (UNA-USA). For further information, please visit: www.unausa.org

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Shirts & Tops

Males should wear a collared button-down shirt. Females may wear a blouse, sweater or button-down

shirt. Dresses are also appropriate as long as they are adequate in length (see the rules set for skirt

length). No T-Shirts.

Pants & Bottoms

Slacks and suit pants are acceptable, preferably in dark colours. Females may wear skirts but should

also wear pantyhose or stockings. Skirts should not be more than two inches above the knee. No

jeans or shorts.

Shoes

Females may wear high-heels but they may prove uncomfortable after some time. Open-toe shoes

must be professional. Males should wear dress shoes. No sneakers or flip-flops.

Hair

The hair should be kept professional at all times; hair style should not detract from the overall

appearance.

Jewellery & Piercings

Piercings on face that is not for cultural purposes or on the ears, it is best to remove the rings or

studs during the conference for a professional presentation.

Making a Statement

ELSA is an independent and entirely non-political association. Through the sending of delegations to

various institutions ELSA provides a forum for its members to take part in the work of international

institutions, thus providing an opportunity to broaden the participants' legal and cultural

understanding. The contribution in working groups and assembly sessions should from an official

ELSA point of view be strictly academic, through for example input on various legal aspects of a

topic or similar. Any statement submitted will be seen as the official standpoint of ELSA’s 42

National groups and 300 Local Groups. Therefore, a statement is only allowed to contain objective

and neutral legal input or legal opinions on a certain matter discussed at the session, in order not to

compromise ELSA’s non-political status. This cannot be stressed enough. ELSA should not take part

in making policy guiding decisions.

The Report

The report should be written and submitted as a Word document to the Academic Coordinator(s)

for Delegations to WIPO at dwipo(at)elsa.org and to the Director for Delegations at

delegations(at)elsa.org. All the reports will be published on ELSA Online (www.elsa.org) and will be

available for all ELSA members. Therefore, it is of high importance, especially for future delegates, to

submit the report to ELSA International in time, no later than a month after the session. Academic

Coordinators of ELSA delegations provide delegates with the Guidelines on Writing Reports.

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Letter of Confirmation

After their appointment Delegates may request a Confirmation Letter from ELSA International

confirming their appointment as ELSA Delegate for fundraising purpose. Names of all delegates and

their national ELSA groups will be mentioned in the Letter.

Certificate of Participation

After the report is submitted to the Academic Coordinator(s), checked and accepted by ELSA

International, the Delegates may request a Certificate of Participation from ELSA International. The

Certificate of Participation confirms that the Delegate fulfilled his/her duties related to the

participation in the delegation and wrote report. The Certificate is individual and contains only the

name of the requesting Delegate.

VII. Geneva

ELSA Genève

c/o Faculté de Droit de l'Université de 40,

Boulevard du Pont-d'Arve

1211 Genève

Switzerland

E-mail: info(at)elsa-geneva.org

Web-page: www.elsa-geneva.org

General Information3

Geneva is the second-most-populous city in

Switzerland (after Zürich) and is the most populous city

of Romandie (the French-speaking part of Switzerland).

Situated where the Rhône River exits Lake Geneva (in

French also known as Lac Léman), it is the capital of

the Republic and Canton of Geneva. While the

municipality itself (city centre) has a population (as of

31 December 2009) of 185,958, the metropolitan area

has 1,240,000 residents, according to a 2007 census.

The Greater Geneva Bern area has 2,800,000 residents.

Geneva is a global city, a financial centre, a worldwide centre for diplomacy and the most important

international co-operation centre with New York because of the presence of numerous international

organizations, including the headquarters of many of the agencies of the United Nations and the Red

Cross. It is also the place where the Geneva Conventions were signed, which chiefly concerns the

treatment of wartime non-combatants and prisoners of war.Geneva has been described as the third

3 Information from Wikipedia, the free encyclopaedia: www.en.wikipedia.org/wiki/Geneva

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European financial centre after London and Zürich, and the world's eighth most important financial

centre by the Global Financial Centres Index, ahead of Frankfurt and Sydney, and a 2009 survey by

Mercer found Geneva to have the third-highest quality of life of any city in the world (narrowly

outranked by Zürich). The city has been referred to as the world's most compact metropolis and the

‘Peace Capital'. In 2009, Geneva was ranked as the fourth most expensive city in the world.

Official Sites

www.geneva.ch

www.ville-ge.ch

www.geneve-tourisme.ch

Accommodation

1. Short-term Apartments:

www.genprop.ch

www.residence-meubles.ch

www.citybaseapartments.com

www.homelidays.co.uk

2. Hostels and Residences:

City Hostel Geneva: www.cityhostel.ch

The booking at this hostel is free. Payment is made on the first day of arrival.

The hostel has:

- a kitchen on each floor with cooking facilities and refrigerators (it decreases the costs of

living in Geneva);

- adapters for Swiss sockets available for refundable deposit of 10 CHF (Swiss francs);

- sink and personal shelves in each room;

- irons in the bathrooms and an iron desk in the basement (thus, there is no need to take

an iron);

- a table football, TV and sofas in the basement.

Geneva Youth Hostel: www.genevahostel.ch

The full price must be paid in order to have a reserved room;

The hostel provides free breakfasts (the price of breakfast is included into the price of stay).

Breakfast usually consists of cornflakes, bread, butter, jam and drinks;

Personal shelves are on the corridors, not in rooms;

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Holders of Hostelling International cards (HI-cards) get a discount. HI-card can be

purchased in any hostel which belongs to Hostelling International network (in many

countries the cost of HI-card is much cheaper than in Switzerland).

Both hostels are located close to the train station and 3 tram stops from WIPO headquarter (tram

stop named ‘Nations’). The hostels provide maps of Geneva, all the linen and the Free Geneva

Transport Card (free transportation by all kinds of municipal transport throughout the stay). On the

day of return by air, this card enables to return to the airport too.

The hostels also provide wireless Internet connection on additional price.

Mandat International: www.mandint.org

If you are looking for an accommodation where to meet other delegates and exchange views and

opinions especially with delegates from developing countries, then Mandat International is the right

solution for you.

Mandat International is not a hostel, but a place to support the participation of the developing

countries and promote cooperation among delegates. The house was recently renovated thanks to

the volunteers and an important part of the work relies on volunteer devotion.

In the house there is also a documentation centre with more than 10.000 books, 200 magazines, etc.

at your disposal. Furthermore, everyday you can find newspapers in the hall.

Mandat International is not in the centre of Geneva and can be easily reached by bus from the

railway station (Cornavin) or from the Nations (bus V to the stop ‘Valadran’). Furthermore, Mandat

provides for a free shuttle bus twice in the morning and once in the evening between the house and

the Nations (at 8.20 and 8.50 a.m. from the house and at 6.30 p.m. from the Nations).

breakfast is included in the price, as well as tea and coffee that are available all the time;

there is a small kitchen at your disposal and you can have dinner prepared for 12 francs;

Internet WiFi is free and there are also computers available 24 hours a day;

there is a conference room for about 20 persons;

photocopies and adapters are available at the reception on additional price.

Curious about this place? For other information and prices, please visit the website www.mandint.org

Home Saint Pierre: www.homestpierre.ch

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Home Saint Pierre is a residence located in the touristic old center of Geneva, one of the beautiful

places in town, near the Saint Pierre Cathedral, the City Hall, the Museum of Art and History etc.

This residence has more than 130 years of history and since the beginning it was dedicated to provide

accommodation for girls who came to study in this city.

Home Saint Pierre has two buildings, one with single or double rooms (for more than 1 month of

accommodation) and another one with two dormitories (on the ground floor). In the dormitory you

can stay for short periods (1 day – 1 month). The booking at Home Saint Pierre is free. You will have

to fill in an accommodation request (you can find it on their website). In case of cancellation you will

be charged depending on the reservation made.

In 2011, for 32.5 CHF/night, Home Saint Pierre offered:

- a small kitchen in the dormitory (entirely equipped); showers at the basement; laundry service; free

Internet; a free bus pass; maps of Geneva.

The staff of Saint Pierre is very kind and always at your service. Between 12 noon and 4 p.m. the

reception is closed (if you arrive in this interval, you will have to wait for them).

Hostel Home Saint Pierre is 5 minutes away from ‘Place de Neuve’. At the end of the hill, there’s a

bus station and No. 5 goes to ‘Bel-Air – Cornavin – Nations – the Airport’. The hostel is also 10

minutes away from the tram station ‘Plainpalais’. Trams No. 13 and 15 are going to Nations; a stop

after Cornavin, you will find 2 supermarkets where you can do your daily shoppings.

3. Other:

www.geneve-tourisme.ch/?rubrique=0000000001

www.hostels.com

www.hostelworld.com

www.glocals.com (section ‘Classifieds’)

Hotel Etap http://www.etaphotel.com (low-cost hotel)

www.unige.ch/dife/bulog/offresenligne.html (information about private accommodation in Geneva

provided by the University of Geneva)

https://espace.cern.ch/cern-market/default.aspx (accommodation in CERN)

Airport and Flights

www.flights.jet2.com

www.easyjet.com

www.flysas.com

www.airbaltic.com

The International Airport of Geneva opens at 5 a.m. and closes at midnight: www.gva.ch. On arrival

by air a free ‘Unireso’ ticket can be taken from the ticket machine (baggage recovery area). The ticket

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enables its holder to take a train from the airport to the central train station ‘Cornavin’ of Geneva

(www.cff.ch) and to use public transport in Geneva city for 80 minutes.

Public Transportation

Buses and trams start running around 5.30 a.m. and stop around 00.30 a.m. Trams number 13 and 15

(direction ‘Nations’) go to the stop ‘Nations’ located right near WIPO and UN headquarters. These

trams stop at the central train station (‘Conavin’) and close to City Hostel Geneva and Youth hostel

Geneva. A ticket from the above-mentioned stops to WIPO costs 3 CHF and is valid for one hour.

Buses 5 (direction ‘Aéroport’ or ‘Palexpo’), 8 (direction ‘OMS’), F (direction ‘Ferney’) and Z

(direction ‘Bois-Chatton’) pass the stop ‘Nations’.

If you are coming to WIPO directly from the airport you may take bus 5 (direction ‘Hopital’) or 28

(direction ‘Jardin Botanique’) and exit at the stop ‘Nations’.

Detailed information about timetable and prices can be found at: www.tpg.ch

Meals

Restaurants:

www.resto.ch

www.geneverestaurants.ch

In general, Geneva is quite an expensive city. When you are visiting WIPO, the best places to have

ordinary lunch (not street food) for a reasonable price are the canteens at the WIPO buildings.

WIPO headquarters have three canteens - one in the PCT building, one in the Procter & Gamble

(P&G) building and one in the new building (the one with the library). Both canteens are located on

the ground floor. The canteen in the PCT building is relatively cheaper. Approximate cost of a meal

is 10-15 CHF.

Important, it is possible to pay only with cash (Swiss francs or Euros) in the canteens. Usually, it is

relatively cheaper to pay in Swiss francs.

Canteens are open during the lunch-time only (normally, after 2:30 p.m. there is no food except some

snacks and drinks). On the 13th floor of the AB building (the main, tower-shaped building at which

sessions are usually held) is a restaurant and a few vending machines with snacks. The vending area is

open until the midnight. In Geneva, most of supermarkets are open until 7 p.m. Alcoholic drinks are

not sold in grocery shops after 10 p.m.

Timetable of some of the supermarkets in the city centre

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Migros (07:00-10:00; Saturday until 18:00; Sunday closed);

Coop (08:00-19:00; Saturday until 18:00; Sunday closed; nearby City Hostel Geneva and Geneva

Youth Hostel);

Aperto (06:00-22:00; open every day; inside the main train station).

Currency Exchange

Currency of Switzerland is Swiss franc (currency designator CHF). You might need to buy some

Swiss francs in order, for example, to pay at WIPO canteens or to buy tickets for public

transportation. The cheapest places for currency exchange are post offices. There is a post office not

far from the central train station at Rue du Mont-Blanc.

Emergency Phone Numbers

Police: 117

Fire brigade: 118

Ambulance: 144

Poisoning: 145

VIII. Fundraising

Since a participation in a delegation can be pricey, the delegates may consider to get fundraised.

Where?

Foundations (consult your local ELSA officers)

Government – Public administration

NGOs

Law firms

Universities

IGOs (CoE, EuCom)

ELSA Network (your own group and the LG of the

location for accommodation)

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What to offer?

As a certificate being accepted to the delegation, you will receive a Letter of Confirmation

upon request from ELSA International

Cooperation with LG – long term/wider scope

Direct/exclusive information

Distribute university materials

Appearance in the Report

Personal report – summary

Promotion

Contacts – speakers

Materials

Important:

Remember to consult your local ELSA group before approaching law firms – remember the

fundraising regulations of ELSA!

If you manage to get a sponsor, remember to thank them afterwards and send a professional

report with pictures

IX. Experiences and Tips of the Passed Delegates

General preparation

Remember, in any conference you will attend as an ELSA delegate there is lots of other delegates

from other NGOs. Ensure you know ELSA´s stand on the issue, whether it has any particular focus

on this issue, and whether it has sent previous delegations to the institution. It would be very

embarrassing if delegates have prior knowledge about ELSA and it contradicts what you say. One

such point would be the IFP (International Focus Programme for the 2007-2009 year), and the

EMC² (ELSA Moot Court Competition on the WTO law: www.elsamootcourt.org). Do not

underestimate, many people have been judges before, so at least understand where the previous

EMC²s were held, and what the problem question was about. Understand the whole context of your

session, what came before, and what are the targets for the future sessions. Go to the ‘Search

Meetings and Documents’ directory of the WIPO web-page

(www.wipo.int/meetings/en/archive.jsp), and search for the session to which you are going using a

meeting code. Meeting code is an official abbreviation of a committee. For example, meetings of

standing committee on copyright and related rights have the code ‘SCCR’. It is strongly

recommended to take a camera with you in order to take photos with other delegates, officials or

near signboards of important institutions in order to use them later in your Report and to share your

experiences via Facebook group for ELSA delegations:

https://www.facebook.com/groups/70874567484/ (please, visit and join us).

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Registration on the first day

Registration might be taking some time depending on the number of delegates. Registration of

delegates and sessions of WIPO Committees are usually held in the AB building. It is the tallest glass

building in the area. It is situated across the road from the United Nations headquarters. Plan at least

20 minutes to register. Fill in the registration form carefully. In the field in which you are asked to

write your official position, write ‘delegate’ or ‘head of delegation’. Registration last until the lunch

time. If you are late and there is no one at the registry be confident and explain the purpose of your

visit to security. Usually, they treat with understanding and you will be allowed to enter the WIPO

premises. Remember to bring a valid ID card or a passport!

Plenaries

Usually plenaries start around 10 a.m. and end by 6 p.m. Make sure you are in time. Nevertheless, the

last working day can be much longer. Leave yourself time. It might be your first plenary. Especially in

plenaries with a lot of delegates, people might have incredible accents. It could take you some hours

to get used to it, so try to stay tuned and understand. Be careful with the earplugs, they might be

quite uncomfortable, in case they do not fit your ear perfectly. You can also bring your own headset.

Usually it is no problem to leave plenary for relieving yourself, however do it discreetly. Ensure your

cell phone is silent, and never play with it in plenary. It is inevitable that sometimes topics might bore

you because normally discussions proceed to a level which is far deeper than you would expect. Most

people working for the committees are specialized in that particular field of law for decades. If you

choose to relieve your boredom, such as going on the internet and doodling, ensure that others

cannot see what you are doing, and appear like you are taking careful notes.

The AB building of WIPO has two internet stations with desktops which delegates may use without

any charge. One internet station is located on the ground floor near the security desk. It has a

printing machine which delegates may freely use. Another station is located on the inside balcony of

the first floor. Use an elevator to get there. Free wireless Internet connection is available in all the

WIPO buildings.

Frequently side events are organised during the main session. Usually they are held in room B located

on the ground floor or rooms U. Uchtenhagen and J. Bilger on the first floor.

Make sure you have all the relevant materials: all the session materials published on the WIPO

website are available for free on the reception desk near the entrance to the Session hall.

Often, number of sits in the Session Hall is lower than number of delegates. Therefore, some of

delegates sit in the room B. This room has a big screen with a life broadcast from the Hall. Usually,

ELSA delegates sit in the Hall by turn in order to give every delegate an opportunity to experience

the actual atmosphere of an international forum. Remember, do not take a sit of another delegation

even if it is empty.

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Sometimes, for example, during sessions of the Standing Committee on Copyright and Related

Rights, steating text of what participants say (real-time on-line records) at a meeting is available. The

link to the web-page with the records and a password can be obtained at the reception desk. If you

access the web-page with the records after the beginning of the session the previous records will be

not available. Therefore, it is important to access the web-page before the beginning. The records are

of a great aid for making a report after the attended session.

Delegates of ELSA and other NGOs International are allowed to attend meetings of NGOs and

meeting to which all the delegates are invited. However, they cannot enter rooms where group

meetings of countries are held.

Usually, WIPO organises a reception in the lobby of the AB building for all the delegates after the

first working day of a session. Invitations to the reception can be found on every table. This is merely

a formality – everyone is welcomed at the reception.

On the second day of the session ask for the list of participants at the reception. Make sure that the

title of our organization and names of its delegates are spelt correctly. Later, this list will be included

to the draft report of the session prepared by the Secretariat and published on the official web-page

of WIPO.

How to Approach Other Delegates

Never in a group, meaning never more than 2 people. They will feel intimidated, especially from

countries as they are sceptical of all NGOs. When approaching delegates, smile and make visual

contact. Just introduce yourself as part of ELSA International. Do not be afraid, ELSA has a good

reputation and the overwhelming majority of people who already know ELSA responds very

positively. If they do not know ELSA, you could tell them that:

ELSA stands for the European Law Students´ Association which is the biggest law students

association in the world, having 35000 members all over Europe, from 36 countries.

ELSA is non aligned to any political parties.

If they press on, react on the spot! You should know enough to answer their questions. Hint: read

the philosophy statement of ELSA before the first day.

Head of the Delegation

The head of delegation is meant to represent the whole delegation in front of others. He has to be

the best prepared delegate, not merely in terms of the conference matters, but in matters of history of

institution you are sent to, brief history of NGOs, and who ELSA might be interested in contacting.

In addition to that, solid knowledge of the current ELSA work on both international and national

level is essential.

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DO:

Trust your fellow delegates. They are carefully chosen by the International Board concerning

both academic and ELSA background.

Be the social link between delegates. They do not know each other in most of the cases and

are alone in a foreign city.

Keep looking for the greater good. Even if there might be conflicts between single delegates

ensure that this image is not projected to externals.

Be innovative. You might face situations you did not expect at all, so do not lose your smile

and try to solve it as fast and as efficient as possible.

Confirm the delegations’ participation in the particular sessions with conference officers.

Think of sites to go after plenary or workshops. The delegation itself is also a great

opportunity to socialize for all of the delegates.

DO NOT:

Don‘t be cocky about your position.

Don‘t be cocky about your position.

Don‘t be cocky about your position ... remember that.

Don‘t publish your status unless it is absolutely necessary i.e. for logistics or registry.

Don‘t circle and intervene into existing conversations unless introduced by your fellow

delegate.

Delegates

Be motivated. Usually a lot of people apply for delegations and you have been selected to represent

ELSA. So beware of your duty and responsibility. Try to get along with everyone. In the inevitable

situation conflicts arise, do not make this explicit in front of externals. Always appear cohesive no

matter what. Give brief summaries whenever possible on which delegates you have made contact

with in order to avoid double introductions, as it would make ELSA appear extremely fractured. Do

not interrupt or circle conversations which your other delegates are currently involved in. Rather

enjoy your spare time. Make yourself look useful even when you are not. Carry a cell phone with you

and have enough credit. Read all emails before- hand and do not leave out anything which ELSA

International sends. If possible, take a laptop with you.

General Behaviour

Handshakes should be firm. Make visual contact and smile. Mind your body language (posture etc)

especially when something displeases you, do not make it obvious through your body language. Do

not impose and keep a certain physical distance to people, at least 80cm. Appear interested in

whatever other delegates are saying. When introducing yourself to a group of strangers, always shake

the women’s hands first, unless the male is obviously higher in seniority. Do not yawn at all.

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Choose your topics carefully, avoid political issues. You never know what expert is standing in front

of you. If you do not know, just nod and smile.

Receiving Business Cards

Take a look at it for about 10 seconds. Seem interested. Put it either in your business cards envelope

or in your inner pocket of your jacket. Never put it in your trousers pocket and never ever in your

back pocket of your trousers. If Asians especially Chinese or Japanese give you business cards,

receive the business card with both hands and bow a little. Same further steps apply.

Being Academically Well-Prepared

Make sure to prepare in advance. Visit the Organisation’s homepage and find out what will be

discussed at the session you are going to attend. Get an idea of the structure and work of the

Organisation. Go to the recommended websites to get an overview of the general topic.

The work needs to be divided between the delegates before coming to the session. In order to be

sure that a session will be entirely covered by notes of delegates it is recommended to take notes by

turns (for example one delegate covering the morning session, another the afternoon). Such system

increases the responsibility of delegates for their part of work and, eventually, the quality of the

covered material. Long presentations made by the authors of studies (papers) should preferably be

covered by different delegates.

It is recommended to have business cards with you. It is good to have them when you want to

approach a delegate from a State or another NGO. The approach has to be friendly.

Hold regular meetings with you colleagues to plan what you are going to attend, give them a report

of what was discussed and exchange impressions.

For the schedules of the session and side and parallel events refer to the handouts. Sometimes

additional events or schedule changes will be posted on the notice boards. Attend the NGO briefings

on the morning to update the schedule and have the possibility to ask questions concerning time

table matters as well as questions on substance.

Attend the linkage caucus in the evenings after the official plenaries in order to connect with other

NGOs and have the possibility to ask questions in an informal environment.

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X. ELSA Groups & ELSA Delegations

Promotion

Local ELSA groups have different options to promote the delegations announced by ELSA

International.

First of all they have the general marketing material like flyers, which can handed out to interested

students, or posters which can be placed at the faculty. The possibility of participating in one of the

UN-delegations could be included in the general presentations (i.e. for freshers). This even is a

chance for local groups to reach even more students as future ELSA members.

As special promotion campaign the ELSA group could cooperate with the professors of law and give

a special presentation about delegations during lectures. Especially suitable would be a cooperation

with Professors of international law, because usually the students interested in international law and

UN law participate in these lessons.

Moreover, the local group can offer special fundraising support, in case there is a member

participating in a delegation. In this area it would be possible to give tips or help actively in

fundraising, or use the contacts of the group for the benefit of the delegate (for example, including

the participation in a sponsorship offered by a law firm).

Finally, the group usually can use the promotion of delegations as occasion for other UN-law-related

events, like a seminar, a Lawyers at work event or a Legal Research Group. Even an institutional visit

to Geneva or Vienna seems to be possible to inspire the participants for application.

Benefits

The promotion of delegations means at the same time promotion for the ELSA local group. So the

delegations can help the local group to find more interested members. Moreover, the local group can

benefit from the contacts, which they have built up to Professors in presenting delegations during the

lessons.

If a member of the local group was chosen for the delegation and participated successfully, the local

group can request for a presentation or a report afterwards. The student can report what he

experienced and be open to questions by interested persons. This is automatically a good promotion

again for the next delegation announcements. In addition, the groups can ask for advice from the

previous delegates in building the academic programme for their events.

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Delegation of ELSA International to the Diplomatic Conference on the Protection of Audiovisual

Performances (Beijing, China, 20-26 June 2012) with the Director General of WIPO, Mr Francis

Gurry.

From left to right: Mr Efe Tanay (ELSA Turkey), Ms Marzia Carla Iosini, Head of Delegation

(ELSA Italy) and Ms Alicja Dżuryk (ELSA Poland).

The Diplomatic Conference concluded with the adoption of the Beijing Treaty on Audiovisual

Performances.