– 77 – (3.1 – Conferences and meetings/General) 3 CONFERENCES AND MEETINGS 3.1 General R 83 (C-1948, last amended C-1990) Organization, financing and liquidation of the accounts of conferences and meetings The Council, considering a) that all conferences and meetings of the Union should be uniformly organized, as regards both the material provisions and the accounting and liquidation of accounts; b) that the conferences and meetings referred to the Numbers 107 to 109 of the Nairobi Convention, 1982, should not exceed the expenditure authorized by the Council; c) that every effort should be made to reduce the expenditure of conferences and meetings and in the case of conferences the expenses of which are not included in the annual budget to accelerate the recovery of participants’ contributory shares; d) that it is advisable to include, in the agreements to be concluded with inviting governments for the preparation of conferences or meetings, provisions covering cancellation, postponement or change of venue, so that such eventualities should not cause unnecessary prejudice to the Union, resolves that the following provisions shall be applied for all conferences and meetings organized under the aegis of the Union: A. Organization of conferences and meetings when there is an inviting government 1 At such time as he deems appropriate, the Secretary-General shall negotiate an agreement with the inviting government on the arrangements to be made by both the General Secretariat of the Union and that government, in order to supply the conference or meeting with the necessary material means for the satisfactory progress of the work; 2 this agreement, which shall specify the respective functions of both parties, shall be based, as regards its principles, on the arrangements described in Document 166/CA3. It may deviate from them to take into account the views of each inviting government and, in particular, the services which that government is in a position to offer free of charge; 3 in order, however, that the General Secretariat shall not be implicated in matters for which it does not have to assume responsibility, the agreement to be concluded should not deal with any question concerning the application of the Convention, which falls exclusively within the competence of the conference or meeting, or of the inviting government; 4 in particular, the agreement shall include no stipulation concerning the right of administrations in the matter of participation in the conferences, or concerning the Rules of Procedure of the conferences. B. Financing of conferences and meetings when there is an inviting government The agreement to be reached with the inviting government should in so far as possible, be based on the following data: