Introduction
The Intergroup on Peace Initiatives sets its own programme and has regular meetings. NGOs can suggest subjects for discussion which can be considered for inclusion in those sessions.

The Intergroup on Peace Initiatives can also hold/host special meetings on topics brought to it by NGOs in Brussels. These can only be held during periods when the European Parliament is in Brussels.

The Intergroup on Peace Initiatives may on occasion assist NGOs with the setting up of events organised and managed by the NGO. This would involve making rooms available. This is only possible where the Intergroup on Peace Initiatives has an interest in the subject/issue under discussion. In general, the Intergroup on Peace Initiatives or one or more of its members would want to have the opportunity to make a reasonably prominent input into such events.

Preparation
NGOs wanting to have meetings with the Intergroup on Peace Initiatives should as a minimum:

. Research the European Parliament (EP) website for any resolutions already passed by the EP on the subject/issue in question

. Analyse such resolutions to achieve clarity about what should be the next steps for the EP

. Research the EP website for any oral or written questions asked by MEPs on the subject/issue in question and any answers provided

. Research the MEPs (both within and outside the Intergroup on Peace Initiatives) who might have a particular interest in the subject/issue. It is useful for the secretariat to be made aware of this so that we can ensure that MEPs with such a specific interest are alerted to any meetings in good time

. Think through carefully what they want. Do they want the Intergroup on Peace Initiatives to do anything as a group? Do they want a resolution to be put to the EP? What should such a resolution say? Do you want MEPs to ask questions on the subject/issue? Of whom (Commission or Council)? What questions do they want them to ask?

. How will they introduce the subject? It should not be assumed that everyone present is fully familiar with the issue. What kind of presentation is planned? Is there visual material? Are there handouts (in electronic format)? Can they be circulated before the meeting as preparation?

Understanding the Role of the European Parliament

. Timing is essential - you need to make your voice heard when the issue is under discussion (agendas are available from the EP website and it is possible to identify things that are coming up from Subcommittee and Committee agendas). The Commission website will also be a useful source of information as is Eur-Lex at http://europa.eu.int/eur-lex/en/index.html

. It is important that you are very specific in terms of what you want the EP to do; you might want them to support an initiative, work against it or work for certain specific amendments.

. It is also important to use national channels to influence Member State governments.

The European Parliament has a consultative function in a number of areas. In particular, any matters relating to Foreign Policy and Security Policy are likely to fall into this category. That means the European Parliament can try to influence the EU but cannot force its views upon it. For example, it can make its views known to the Presidency in terms of a specific international issue, but the Presidency is not obliged to follow that view.

The European Parliament can influence the political mood in the EU by taking positions on certain issues. This is an important function but will only bear fruit in the long run if NGOs use the results of this for campaigning at Member State level.

It is also important to approach MEPs from within their constituencies.

For the Meeting Itself

1. Timing

Plan your date well in advance. It will not usually be possible to arrange well attended meetings at short notice. If you want to present an issue to a regular meeting of the Intergroup, please note that the programme for these is likely to be planned several months in advance. If you want a one off meeting or to hold your own event with the support of the Intergroup then good forward planning is even more essential.

Please consult the EP calendar on their website before you pick a date. You cannot have meetings in Brussels when the EP is sitting in Strasbourg; similarly, it is no good trying to have a meeting with MEPs when they have a constituency week.

The secretariat can assist in working this out.

Please note that Monday mornings and Fridays are not good for meetings in the EP.

2. Preparation of Agenda

NGOs should prepare a draft agenda giving due regard to the amount of time available. They should have worked out before the meeting who is going to lead from their side, who is going to address which of the points and how the presentation is to be done.

If you need visual aids (OHP, beamer, screen) you must let us know beforehand so we can try to accommodate this. It is not always possible to arrange this and it is difficult to bring such equipment into the EP (it has to go through security, of course). It is useful to have documents on paper as a fall back.

If you are making specific requests for action: please have a summary of these on paper to hand out. Please keep them short.

3. Logistics

Before the event the secretariat needs to have a complete list of all the people who are coming to the meeting with your group. This is necessary to arrange for access passes. The information required is:

Full name
Full home address
Date of Birth
Place of Birth
Citizenship
Passport Number

On the day, it is important to arrive at least 20 minutes before the time of the meeting at the entrance agreed with the secretariat to go through security, collect badges and to get from there to the meeting room. The EP is a large complex of buildings and it is not always quick to get to a particular room from the main entrance. You will be met at the entrance by the Assistant of one of the Members of the Intergroup who will deal with access arrangements. The secretariat will make sure you know who that is and how to contact them in case of difficulty.

Please note that with a day visitor's badge you will not be able to come and go. You will only be able to access the building in the company of a designated member of staff.

Please note that you have to have your passport or identity card on you when you visit the EP.

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