Ref. Ares(2019)1598515 - 10/03/2019
RECORD OF MEETING IN MINISTRY OF TRADE WEDNESDAY
PREPARATIONS FOR FINAL STAGES OF VISION GROUP PROJECT
(1) Meetings
-
Vision Group Meeting III on Sunday 1st and Monday 2nd May
-
Meeting with Trade Commissioner de Gucht on Wednesday 4th May
-
Dissemination event Jakarta proposed for Thursday June 16th
-
Dissemination event Brussels proposed for Thursday June 23rd
(2) Deadlines
-
Final Report to be completed by Monday 16th May
-
Published report to be available by about Wednesday 8th June
-
Deadlines for translation and printing to be elaborated on this basis to
give time for copy editing, layout, printing, binding.
1. LOGISTICS
MoT prefers to take in hand organization and financing of Vision Group III
as for meetings I and II probably based on the superior room specified on
first floor of Hotel Borobudur above reception.
MoT agreed that VG III can start with a buffet lunch at 12.00 on Sunday 1st
May and then conclude at no later than 18.00 leaving Sunday evening free.
That on Monday 2nd the meeting could start about 08.30 and finish at no
later than 18.00 and include a buffet lunch and an evening dinner.
MoT would aim for a slightly more up market style for VG III, for example
with easier access to microphones for participants.
Mot also agrees that for the Jakarta Dissemination Event we should
envisage a formal introduction of perhaps only 45 minutes starting about
08.30, a coffee break, a press conference for one hour from about 09.30
until 10.30.
A round table with 4 speakers could be started at about 11.00 and finish no
later than 15.00 and include a lunch, in the style of Chamber of Commerce
lunchtime meetings. MoT could provide its own hall for this and could
target perhaps 200 stakeholders.
Expenditure could be focussed on good equipment, also for example on
appropriate lunch and coffee break facilities at the start and finish, and on
the folders or goody bags with documentation and USB.
2. BUDGET
So far the MoT appears comfortable to cover the cost of the VGIII (two
buffet lunches and one dinner plus three coffee breaks) from its own
budget. But this could be confirmed by MoT to EUD in the next proposed
meeting between the two.
MoT will have saved 4,500 Euros from the ADE budget on the three VG
meetings by contributing the cost itself via its Secretariat. MoT prefers to
re-allocate this to publication and communications strategy costs.
The amount allocated by ADE contract for translation and publication is
5,000 Euros. The amount allocated to the dissemination meeting in Jakarta
was 8,000 Euros (but was this increased to 9,000 Euros at some stage ?).
MoT proposes a more ambitious communications strategy including 500
copies of report (as per ADE Contact) but also including distribution of
USBs (possibly +1,000) and possibly CDs in a small package or wrapper,
with an explanatory short leaflet (2 sides). Both USBs and CDs are cheap to
produce and can be replicated later at low cost.
MoT also wonders if the budget could help support materials to replicate
the dissemination meeting outputs in selected provincial cities (Surabaya,
Medan, Makassar) and will raise this in their next meeting with EUD.
[ Please see rationale for suggested communications stratgey below].
3. VISION GROUP COMMUNICATIONS STRATEGY
MoT has taken note of the various comments on the importance of
Communications Strategy, both directly for the Vision Group outputs and
for the wider role of MoT in relation to senior Government officials, the
DPR, other Ministries and government agencies, including at provincial and
local government level.
MoT seeks to convince its government partners of the overall positive
arguments for the opening of joint talks and actvities on the proposed
CEPA/FTA (presuming this is the outcome of the VG) but concludes that
many of those who need to be convinced do not read long documents.
Therefore MoT suggest several ideas as a basis for a more realistic
communications strategy with a better chance that the message will reach
the target groups nationally and in the provinces and local government.
The printed publication will be used to reach the national and provincial
DPRs, senior government officials, key ministries and research institutions.
Many such officials receiving this report will only look at the suggested
four page summary by the Co-Chairs and ask their officials to read the rest.
The published Report will probably be in two languages, perhaps in ther
syle of EIBD, rather than two reports in one language each. But then the
length should come to 100 pages with the translation, or longer. We will
look at the costs involved and at the length of the document proposed in
English, based on the content to be provided.
The MoT is also concerned to distribute the VG conclusions to a large
number of government officials and agencies including at provincial and
local government level and to have the materials available for future
workshops and seminars.
The 500 printed and published Final Reports will be divided up for
distribution in Europe and In indonesia. MoT suggests not to extend the
print run but to replicate a larger number of USBs, with a motive or trade-
mark printed on them. This is an increasingly popular way to disseminate
results of meetings. This will give the advantage that users can select how
much information they want to access, ranging from short summaries
possibly through to some of the background studies and documents used
in the Vision Group process, which could be included in the USB.
MoT therefore suggests that in preparing the VG dissemination and
communications strategy the Project Group should oversee the following :
1. The content of the Published Report including 4 page summary by the
co-chairs; the main report (about 25 pages); 2 page summaries on key
issues and any other agreed items explaining trade issues. There would
also be a need to decide which addresses should be included so that
readers can contact at least MoT and EUD. Should the published Final
Report contain any other published addresses (for example the list of
MoT overseas offices or BKPM etc?).
2. The proposed USB version of the report, for wider dissemination
purposes, gives the opportunity to include background material and to
give lists of EU and Indonesian Chambers of Commerce, overseas
offices of MoT, or commercial attaches of Indonesian Embassies.
3. The MoT suggests there needs to be a leaflet or very brief brochure to
explain the potential benefits of opening discussions on a bilateral EU-
Indonesia CEAP/FTA and commends the leaflet produced by the EU on
the 10 key benefits for the EU of the EU-South Korea Free Trade
Agreement. MoT feels it needs something short to explain what the VG
Final Report and recommendations are about.