Sixty-ninth Regional Committee for Europe: Copenhagen, 16–19 September 2019: guide for participants

WORLD HEALTH OR GANIZA T I ON REGIO NAL OFF I CE FOR E UROPE UN City, Marmorvej 51, DK-2100 Copenhagen Ø, Denmark Telephone: +45 45 33 70 00 Fax: +45 45 33 70 01 Email: eugovernance@who.int Web: http://www.euro.who.int/en/who-we-are/governance WORLD HEALTH ORGANIZATION REGIONAL COMMITTEE FOR EUROPE 69TH SESSION Copenhagen, Denmark 16–19 September 2019 Guide for participants 16 July 2019 Guide for participants page 2 Contents Page Date and location ............................................................................................................... 3 Registration process ........................................................................................................... 3 Credentials ......................................................................................................................... 4 Name badges ..................................................................................................................... 4 Provisional list of participants ........................................................................................... 4 Security at UN City ........................................................................................................... 5 Seating ............................................................................................................................... 5 Working languages and documentation ............................................................................ 5 Interpretation and statements ............................................................................................. 6 Submissions by delegations ............................................................................................... 6 Travel arrangements .......................................................................................................... 6 Arrival in Denmark ............................................................................................................ 6 Local transportation ........................................................................................................... 6 Visas .................................................................................................................................. 7 Lunches .............................................................................................................................. 8 Currency ............................................................................................................................ 8 Climate and clothing .......................................................................................................... 8 Electricity supply ............................................................................................................... 8 Insurance ............................................................................................................................ 8 Personal security ................................................................................................................ 8 Medical services ................................................................................................................ 9 Internet ............................................................................................................................... 9 Online and social media .................................................................................................... 9 RC69 app ........................................................................................................................... 9 Social events ...................................................................................................................... 9 Hotel accommodation ...................................................................................................... 10 Annex 1. List of hotels .................................................................................................... 11 Annex 2. Information about UN City .............................................................................. 12 Guide for participants page 3 Date and location The 69th session of the WHO Regional Committee for Europe (RC69) will open on Monday, 16 September 2019, at 09:00 and will close on Thursday, 19 September 2019. The session will be held in Copenhagen, Denmark, at UN City, which is the location of the WHO Regional Office for Europe. Address: UN City Marmorvej 51 2100 Copenhagen Ø Denmark Registration process Online registration is required for all sessions of the Regional Committee. A link to the electronic registration system was included in the letter of invitation circulated to Member States in June. The online registration system allows one focal point to be designated per delegation. The same procedure applies to all categories of invited participants. Once the focal point has been entered into the registration system, he or she will receive an email with a unique user name and password and the link to the registration system. The focal point will then register and submit the names of the delegates and attach a copy of the credentials for all members of the delegation. The Regional Governance Unit at the WHO Regional Office for Europe will verify the information received from the focal point, which will then be processed to generate meeting badges and the provisional list of participants. During the online registration process, one further step is required: to fill in the fields on travel details, hotel booking, dietary requirements, accompanying persons and side event participants. In previous years, such information was registered through forms annexed to the Guide for participants. Online registration for RC69 should be completed no later than Monday, 2 September 2019. Guide for participants page 4 Credentials Credentials shall be issued by the Head of State, the Minister of Foreign Affairs, the Minister of Health or any other appropriate authority, such as permanent missions or senior government officials. Although a copy of the credentials will have been submitted through the online registration system, Member States are required to deliver the original credentials to the Secretariat (Regional Governance Unit) before the opening of the session. Only original documents are considered formal credentials by the Committee on Credentials. In accordance with Rule 1 of the Rules of Procedure of the Regional Committee for Europe, not more than two representatives may be nominated by each Member State; however, alternates and advisers may accompany representatives. Name badges Registration will take place at UN City. It will open on Sunday, 15 September 2019, from 15:00 to 19:00 and will continue on Monday, 16 September, from 07:30. Name badges will be issued at registration. Provisional list of participants A provisional list of participants (document EUR/RC69/DIV/2) will be distributed at the opening of the session. This list will be compiled on the basis of the credentials received by the Secretariat by 16:00 on Monday, 2 September 2019. Participants are requested to check the information contained in the provisional list of participants and to report any changes or corrections to the Secretariat for inclusion in the final list. The provisional list of participants will be available only on request, and will be sent electronically. Paper copies will be made available to each delegation at the beginning of the RC69 (further paper copies will not be distributed). Guide for participants page 5 Security at UN City Admittance to UN City is through a security check- point. All hand luggage will be scanned upon entry. Participants are advised to arrive 45 minutes before the beginning of the session on the first day to allow time for the security check at the point of entry. Transport from the hotels listed in Annex 1 will take this into account. After the initial security check, participants will receive a name badge and an access card that they must wear at all times to access the venue and meeting room. In view of the security measures applied at UN City, all delegates are kindly encouraged to pick up their name badge and access card on Sunday, 15 September, if possible. Delegates are kindly requested to return their access card to the Secretariat before leaving UN City on the last day of their stay. Seating Member States will be seated by country name in English alphabetical order. Working languages and documentation The working languages of Regional Committee sessions are English, French, German and Russian. Statements made in any of these languages will be simultaneously interpreted into the other three languages. The official documentation of RC69 will be available in English, French, German and Russian on the home page of the Regional Committee (http://www.euro.who.int/en/about- us/governance/regional-committee-for-europe) from early August. Documents will not be dispatched by post. Please note that participants are requested to bring all documents to the session, as hard copies will be available only by request in order to make the session a “green” event (please refer to Annex 2 for details). Guide for participants page 6 Interpretation and statements Interpretation is provided in the official languages (English, French, German and Russian) to help delegates to follow the discussions. Delegates are requested to send a copy of statements they plan to make to eurorc69@who.int or to give a paper copy to a conference assistant in the room at least 30 minutes in advance. This does not prevent delegates from making changes on delivery but will facilitate clarity and accuracy of interpretation in all languages. When submitting by email, please specify the name of the country/group and the relevant agenda item number. Statements provided in advance are treated as confidential and checked against delivery for the purpose of compiling the official report. Submissions by delegations According to the Rules of Procedure, delegations wishing to have draft resolutions distributed to the Regional Committee should submit them to the Secretariat at least two days before the proposal is to be discussed, to allow time for translation into the working languages, reproduction and circulation to delegations. The Secretariat is available, upon request, to provide logistic, editorial or information assistance as required. Travel arrangements Delegates should make their own travel arrangements for both their outward and return journeys. However, in case changes to travel arrangements are required during the session, assistance will be provided. Arrival in Denmark Copenhagen offers a good public transportation network; if arriving by air, the city centre can be reached from the airport either by Metro, train or bus (Metro and railway stations are located in Terminal 3 of Copenhagen Airport). Tickets for the Metro and train are available from the DSB ticket office and self-service ticket machines in the station area. The Metro operates around- the-clock, seven days a week. For more information, participants are advised to check the Visit Copenhagen website. Local transportation Shuttle buses will be arranged each day to transfer participants between their hotels and UN City. Transportation in connection with social events will also be provided. Participants should check the timetables and notices that will be displayed in the lobby of their hotels and at UN City. Guide for participants page 7 Transportation will only be provided to and from the hotels listed in this Guide. Delegates not staying at the hotels recommended in this Guide must organize their own transportation to and from UN City. Consult the Journey Planner website to use public transportation for your journey. Visas Visas to enter Denmark are required for nationals of the following countries: Albania*, Armenia, Azerbaijan, Belarus, Bosnia and Herzegovina*, Georgia, Kazakhstan*, Kyrgyzstan, Montenegro*, North Macedonia*, Republic of Moldova*, Russian Federation*, Serbia*, Tajikistan, Turkey*, Turkmenistan, Ukraine* and Uzbekistan. (*Possible exemptions depend on the type of passport held; please check the following website: https://www.nyidanmark.dk/en- GB/Words%20and%20Concepts%20Front%20Page/US/ Visum/Must_have_a_visa_countries_and_countries_wit h_visa_exemption?anchor=63F86BF9BAE84296B4002 8C26E06EF02&callbackItem=E7DB3F82B9C14DCFA A314EB1A72DDEC5&callbackAnchor=7AE6F57AB5 784B20BEE028BB58B3CC23.) Participants are advised to check visa requirements when making their travel arrangements and should be aware that the processing of visas can take up to 60 days. Please apply for your visa in a timely manner. The official WHO invitation letter should accompany an application for a visa to any Danish embassy or consulate general where they are processed or to embassies that represent Denmark in visa matters. The Danish Ministry of Foreign Affairs will invite its diplomatic missions to facilitate the issuance of entry visas to Denmark upon presentation of the letter of invitation from WHO. Should you require a personal letter issued by the Regional Office to support your visa application, please send a request to eurorc69@who.int. More information about visas for Denmark can be found on the Ministry of Foreign Affairs website. Guide for participants page 8 Lunches A lunch buffet will be served at UN City every day from Monday, 16 September, to Thursday, 19 September, courtesy of the Regional Office. There will also be two refreshment breaks (morning and afternoon) each day. Special dietary requirements should be communicated on the online registration form. Currency The monetary unit used in Denmark is the Danish krone (DKK). Foreign currency can be changed in banks and exchange offices, which are widely available in the city centre. A cash dispenser is available in UN City (for Danish kroner, euros and US dollars). Climate and clothing The temperature in Copenhagen in September is likely to be between 10 °C and 16 °C. Dress is informal for all occasions. Electricity supply The main electricity voltage is 220 V and 50 Hz. The central European-type wall socket (two-pin plug) is standard in Denmark. Insurance The Secretariat cannot accept liability for personal accidents or loss of or damage to the private property of participants or accompanying persons during or indirectly arising from attendance at RC69. Participants should make their own arrangements with respect to health and travel insurance. Personal security As in all large cities, delegates are advised to take precautions when moving around Copenhagen. • Stay alert: watch your luggage and briefcase or handbag; avoid displaying attractive and valuable items. • Always ask for proper identification before surrendering your passport. • Be particularly vigilant at the airport, train station and when checking into your hotel. The police, ambulance and fire emergency number is 112. Guide for participants page 9 Medical services A medical team will be available during the day throughout the session. Enquire at the information desk for assistance. Internet Internet access and printing facilities will be available to participants during the session. Online and social media RC69 will be webcast live on the RC69 website (http://www.euro.who.int/en/RC69). Photographs and videoclips will be taken during the session, and images and footage of participants and proceedings may be posted on the Internet. Participants may opt out of photos and videos while registering online. Participants are encouraged to engage in the online conversation during the Regional Committee by using the hashtag #RC69CPH. We also invite you to follow the Regional Office’s official social media accounts for coverage of the Regional Committee throughout the week: Twitter: @WHO_Europe @WHO_Europe_FR (French) @WHO_Europe_DE (German) @WHO_Europe_RU (Russian) Facebook: http://www.facebook.com/WHOEurope Instagram: @whoeurope). RC69 app An RC69 mobile app containing all the documents for the session, programme details and practical information will be made available to participants by 31 August 2019. The app can be downloaded free of charge for iOS and Android devices. More information about the app, including instructions on how to use it, will be provided before the opening of the session. Social events Sunday, 15 September 2019 19:00 Welcome reception hosted by the WHO Regional Office for Europe Monday, 16 September 2019 19:00 Reception hosted by the Minister of Health for Denmark (location to be advised) Tuesday, 17 September 2019 19:30 Reception hosted by the WHO Regional Director for Europe. Guide for participants page 10 Hotel accommodation Due to other major, international conferences taking place in Copenhagen at the time of the Regional Committee, there may be great demand for hotel rooms in the inner city. The Secretariat has therefore pre- booked a number of rooms at hotels with a central location in Copenhagen for RC69 participants. The hotels are listed in Annex 1. The pre-bookings made by the Secretariat can only be held until 31 July 2019, after which date they will be released in order to avoid penalty charges to the Organization. All participants wishing to avail themselves of the pre-booked rooms are therefore asked to send their request for accommodation to the Secretariat by 31 July 2019. If the names of all representatives and participants are not known by the booking deadline, an advance indication of the number of rooms, preferred hotel, and approximate arrival/departure dates will be accepted until personal details can be provided. Such a request should be made directly to the Secretariat by email to Gitte Andersen Havn at eurorc69@who.int. Any changes to the number of pre-booked rooms and dates of occupancy after 15 August may be subject to no-show fees charged by the hotel. Requested changes to dates and numbers of rooms, along with confirmation of the names of occupants, must be provided to Gitte Andersen Havn at eurorc69@who.int. All rates quoted are in Danish kroner and are inclusive of value added tax and service charges. Major credit cards are accepted by all hotels. Please note that the Regional Office cannot guarantee accommodation or rates for requests received after 31 July 2019. Guide for participants page 11 Annex 1. List of hotels Single room rate Double room rate All rates quoted are in Danish kroner and are inclusive of VAT and service charges Copenhagen Admiral Hotel (4*) (110 rooms reserved) Toldbodgade 24–28 1253 Copenhagen K Tel: +45 33 74 14 14 Email: admiral@admiralhotel.dk Website: www.admiralhotel.dk DKK 1215 Breakfast buffet DKK 155 per person DKK 1480 Breakfast buffet DKK 155 per person The Admiral Hotel is in the centre of Copenhagen in a converted 18th century warehouse near the Royal Palace and the Copenhagen harbour area. Hotel Alexandra (15 rooms reserved) H.C. Andersens Boulevard 8 1553 Copenhagen V Tel: +45 33 74 44 44 Email: general@hotel-alexandra.dk Website: www.hotelalexandra.dk DKK 1395 Breakfast buffet incl. DKK 1445 Breakfast buffet incl. Hotel Alexandra is a Danish design boutique hotel centrally located next to Copenhagen City Hall and the Tivoli gardens. Phoenix Hotel (4*) (50 rooms reserved) Bredgade 37 1260 Copenhagen K Tel: +45 33 95 95 00 Email: phoenixcopenhagen@arp-hansen.dk Website: www.phoenixcopenhagen.dk DKK 1995 Breakfast buffet incl. DKK 2335 Breakfast buffet incl. The Phoenix Hotel is situated in a former palace dating back to 1680. It is in the centre of Copenhagen, a few minutes’ walk from the Royal Theatre and the main shopping area. Wakeup Copenhagen, Borgergade (2*) (40 rooms reserved) Borgergade 9 1300 Copenhagen K Tel: +45 44 80 00 00 Email: borgergade@wakeupcopenhagen.dk Website: www.wakeupcopenhagen.dk DKK 1020 Breakfast buffet incl. DKK 1210 Breakfast buffet incl. Wakeup Copenhagen is a modern budget hotel in the inner city, a few minutes’ walk from the Royal Theatre and the main shopping area. Guide for participants page 12 Annex 2. Information about UN City UN City, which opened in April 2013, is the home of 10 United Nations agencies in Denmark. Approximately 1200 staff from 104 countries work there. The building is shaped like an eight-pointed star, reaching in all directions. The building earned the European Commission’s esteemed Green Building Award in 2012 and was the first United Nations complex to receive the platinum certificate for Leadership in Energy and Environmental Design (LEED). To be eligible for the prestigious platinum LEED, UN City had to satisfy several environmental criteria, including using sustainable building materials, reducing waste, minimizing impact on surrounding ecosystems, and promoting indoor air quality, energy efficiency and smart water use. The wood used in the construction of UN City was harvested from sustainably managed forests located within 800 km of the building site to reduce emissions from transport. The building employs environmentally friendly technologies, such as the collection and use of rainwater for toilets, which contributes to a 60% reduction in water use; in addition, 1400 solar panels line the roof of the building, thereby reducing the electricity needed from the grid (which itself uses green electricity from windmills, thus contributing to sustainability). Taking advantage of the building’s location in the harbour area, cold seawater is pumped into its cooling system, which further reduces electricity needs. Solar shades on the building’s facade prevent overheating while maintaining natural light in offices and open areas. Vegetation covers 2% of the total surface. As a result of these measures, UN City uses 55% less energy than other office buildings of a similar size. Recycling systems are in place to reduce and reuse waste, and bicycling as a primary mode of transportation is encouraged, with 500 parking places made available for bicycles. Making the 69th session of the WHO Regional Committee for Europe a “green” event The location of the WHO Regional Office for Europe in this impressive, environmentally friendly building is an incentive to make the 69th session of the WHO Regional Committee for Europe a truly “green” event. To support this aim, the Secretariat will not distribute hard copies of documents. Participants are encouraged to use their smart devices to download the RC69 app for quick access to documents and all the practical information they need. Documents can also be downloaded from the Regional Office’s website. Meeting participants who do not have access to the Internet can go to the documentation desk, where Regional Office staff will process print requests, including delivering the documents to the meeting room. The intention is to use as little paper as possible and save trees. During the event, water will be served in bio-degradable packets and the coffee that will be provided originates from sustainable coffee plantations. When selecting venues for social events, a major consideration was proximity to UN City and to the hotels listed in this Guide, in order to reduce travel time and carbon footprint. = = =