– 89 – (3.1 – Conferences and meetings/General) 12 if the inviting government, instead of convening the conference or meeting, announces that it cannot receive the conference at the agreed place or time, the Union shall not be responsible for the expenses incurred by the inviting government in preparation for the conference or meeting; 13 on request by the inviting government, and if exchange conditions are suitable, contributions owed to the Union by that government may be accepted in local currency in such a proportion as will enable the conference expenses to be settled in that currency to be met. C Settlement of the accounts of conferences the expenses of which are not included in the annual budget 14 So as to reduce, as far as possible, the total interest of any sums advanced by the Government of the Swiss Confederation, it is important that the contributory shares of participants in these conferences should be recovered without delay. To this end: 14.1 when a conference covers a period running into the next financial year, the Secretary-General shall forward to the administrations or organizations concerned an account of their share of the expenses incurred during the current financial year; 14.2 if, at the close of a conference, it appears that the final accounts cannot be drawn up within one month, the Secretary-General shall immediately forward to the participants a provisional account of their share of the expenses on the basis of the statement of expenditure approved by the closing plenary meeting; an additional account shall be subsequently forwarded if, when the accounts are finally closed, a balance remains to be recovered. D Limit of the prerogatives of conferences in financial matters 15 A conference has no power to arrange for future sessions of the same conference after the termination of the original session, or for further conferences, except by the procedure prescribed in article 54 of the Nairobi Convention, 1982; 16 no conference other than a plenipotentiary conference has the power to authorize the Secretary-General to ask the inviting government to advance funds or to request the advance of funds from the Government of the Swiss Confederation. The Secretary-General can only act in this matter in accordance with the prescription of the Convention and the directives of a plenipotentiary conference, or of the Council; 17 administrative conferences and plenary assemblies of Consultative Committees must observe the provisions of Nos. 627 and 628 of the Nairobi Convention, 1982. E Publication of the final texts of conferences or meetings 18 In principle, the final texts approved by conferences or meetings, whatever their method of reproduction, shall be published by the General Secretariat in their usual place of publication and with the minimum of cost; 19 however, this rule may be disregarded in recognized cases of urgency and at the special request of the conference or meeting; 20 apart from the final texts distributed to the persons concerned as a conference document, no copy shall be supplied free of charge to participants in the conference or meeting.