Conference of the Parties Intergovernmental Negotiating Body on a Protocol on Illicit Trade in Tobacco Products Third session Geneva Switzerland, 28 June – 5 July 2009
FCTC/COP/INB-IT/3/DIV/2 27 March 2009
Guide for Participants in the Intergovernmental Negotiating Body The third session of the Intergovernmental Negotiating Body on a Protocol on Illicit Trade in Tobacco Products will be held at the International Conference Centre Geneva, 15 rue de Varembé, 1211 Geneva 20, in Conference Room 1. It will open at 15:00 on Sunday, 28 June 2009 and is expected to close no later than 13:00 on Sunday, 5 July 2009. Regional consultations will be held on the morning of Sunday, 28 June 2009.
CREDENTIALS Delegates are reminded that credentials are required. In accordance with Rule 18 of the Rules of Procedure of the Conference of the Parties to the WHO Framework Convention on Tobacco Control, they shall be issued by the Head of State or Government, the Minister for Foreign Affairs, the Minister for Health or any other appropriate government authority. In the case of a regional economic integration organization, credentials shall be issued by the competent authority of that organization. Original credentials should be addressed directly to the Convention Secretariat as early as possible and, if possible, no later than 24 hours after the opening of the third session of the Intergovernmental Negotiating Body. In order to ensure timely processing and issuance of badges, however, it would be appreciated if an advance signed copy of credentials could be sent to the Convention Secretariat by 15 June 2009, by fax: (+41) 22 791 58 30 or by e-mail to fctcsecretariat@who.int. Parties that are eligible for travel support (see Appendix 1 of Annex 1) are kindly requested to submit to the Convention Secretariat a copy of their signed credentials in advance or in original form by 15 May 2009 to allow timely processing of travel arrangements, accommodation and payment of per diem.
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REGISTRATION Delegates and other participants are requested to register at the Registration Desk in the Conference Centre, which will be open at the following times: Friday 26 June 2009 Sunday 28 June – Saturday 4 July 2009 Sunday 5 July 2009 13:00–17:00 08:00–18:00 09:00–13:00
Delegations that have not communicated their credentials to the Convention Secretariat before the opening of the conference should deposit them at the Registration Desk. Please note that only those individuals whose names appear on a valid credential will be issued with a badge. Access to the Conference Centre and to the meeting rooms will be restricted to persons wearing badges. Contracting Parties will be seated in English alphabetical order at seats displaying their respective country nameplates. States with observer status and other participants will be accommodated in other reserved areas in the room.
WORKING HOURS Sunday 28 June 2009 11:00–13:00 Regional consultations (African Region, Region of the Americas, Eastern Mediterranean Region, European Region, South-East Asia Region and Western Pacific Region) Plenary session
15:00–18:00
Monday to Saturday (29 June – 4 July 2009) 09:00–09:50 Regional consultations (African Region, Region of the Americas, Eastern Mediterranean Region, European Region, South-East Asia Region and Western Pacific Region) Plenary session and/or committees Plenary session
10:00–13:00 15:00–18:00 Sunday 5 July 2009 09:00–09:50
Regional consultations (African Region, Region of the Americas, Eastern Mediterranean Region, European Region, South-East Asia Region and Western Pacific Region) Plenary session and/or committees
10:00–13:00
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ACCESS TO THE CONFERENCE CENTRE By bus Bus number 5 runs from Place Cornavin (railway station) to the rue de Vermont. Get off at the stop marked “Vermont” and cross the road. The rue de Varembé is the first turning on the left. Walk to the far end of the road to reach the main entrance of the Conference Centre. Also from Place Cornavin, you can take bus number 8 and get off at the stop “UIT”. Walk back to the traffic roundabout and turn left into Chemin Louis Dunant. The entrance to the International Conference Centre is a short distance along this road, on the left. Tickets must be purchased before entering buses. Individual tickets are available from vending machines at main bus stops, while an electronic card for multiple trips may be purchased from the Naville kiosk at WHO headquarters, from newsagents in town bearing a sign reading “TPG” or at the railway station (Cornavin). Most hotels in Geneva will provide, on request, a public transport pass free of charge for the duration of your booking. Geneva International Airport offers a free ticket for 80 minutes of public transport in Geneva. This Unireso ticket can be obtained from the machine in the baggage collection area at the Arrivals level.
By tram Trams numbers 13 and 15 can be taken from Place Cornavin to Place des Nations. After getting off at Place des Nations, walk towards the UNHCR building and take the first right into rue de Varembé.
By car The car park in the Place des Nations, capacity 1200 places, is only one minute’s walk from the Conference Centre.
By taxi There are taxi ranks on most main squares in Geneva and outside the Conference Centre. Taxis can be called by telephone at the following numbers: 022 331 41 33, 022 320 20 20 and 022 320 22 02.
Shuttle bus between WHO and the Conference Centre A shuttle bus will run continuously between WHO and the Conference Centre from Sunday, 28 June to Sunday, 5 July 2009, between 07:30 and 22:00. It will leave from the main entrance at the Conference Centre and go directly to WHO. Smoking is not permitted in any of the WHO buildings or the Conference Centre.
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DISTRIBUTION OF DOCUMENTS The documents for the session will be dispatched to the Parties and observers at the latest 60 days before the opening of the session. In addition, delegates may collect documents produced before and during the meeting from a documents desk at the Conference Centre. Documents may also be accessed on the internet at http://www.who.int/fctc/inb in the six official languages of the Conference of the Parties, as they become available, starting from 10 April 2009. The Convention Secretariat regrets that it cannot dispatch documents home on behalf of participants at the conclusion of the session.
TRAVEL AND HOTEL ARRANGEMENTS Parties that are eligible for travel support (low and lower–middle income countries, listed in Appendix 1, Annex 1) are requested to refer to the information and instructions contained in Annex 1 concerning arrangements for travel, accommodation and payment of per diem. For other participants, a limited number of rooms in selected hotels (see Annex 2) have been booked. Participants who wish to reserve rooms in these hotels at the WHO rate are requested to contact the hotels directly as soon as possible, with the booking reference “Meeting INB3”. Bookings will be made on a first-come, first-served basis. The Secretariat cannot guarantee the availability of rooms after the deadline indicated in the Annex. Delegates wishing to change or confirm their flights during the conference are advised to do so in town, as there is no travel office at the Conference Centre. American Express has a branch at WHO headquarters. Major airlines have offices in the vicinity of the Cornavin railway station, in rue de Mont Blanc and rue de Chantepoulet.
VISAS Attention is drawn to the strict provisions in force regarding entry into Switzerland, which now applies the Schengen visa regulations. Participants are requested to verify with the nearest Swiss Embassy or Consulate whether they need a Schengen visa to enter Switzerland. Participants should note that procedures for obtaining a Schengen visa may, in some cases, take up to 21 days; they should therefore apply for a visa well in advance of their departure date. Participants who need a support letter from the Secretariat to apply for a Schengen visa should inform the Secretariat as soon as possible by e-mail (fctcsecretariat@who.int) or by fax (+41 22 791 5830). Provided that the demand is made in a timely manner, the Secretariat will issue a letter, which should be presented to the competent Swiss representation when applying for a visa. It should be noted, however, that the decision to issue a visa to any applicant rests with the competent Swiss authorities. Please note that a Schengen visa cannot be obtained upon arrival in Geneva.
COMMUNICATION FACILITIES Cybercafé: Internet booths are available at the Conference Centre for internet, e-mail and word processing. The Conference Centre is fully equipped with a wireless fidelity (WI-FI) system.
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Post office: There is a post office at the Conference Centre that provides full postal, telegraph and facsimile facilities. It is open from 08:30 to 12:00 and 14:00 to 18:00, Monday to Friday. Local, intercity and international calls can be made from the post office, the charge being payable to the post office clerk on completion of the call.
BANK A branch of the UBS is located across the road from the main entrance of the Conference Centre. The address is Chemin Louis-Dunant 17bis, Vermont-Nations, 1202 Genève. It is open between 08:30 and 16:30, Monday to Friday. Automated teller machines are also available.
USEFUL TELEPHONE NUMBERS WHO Conference Centre Convention Secretariat 022 791 21 11 022 791 91 11 022 791 54 84/50 43
A telephone directory with the names and functions of the staff serving the meeting will be available at the documents desk.
REFRESHMENT FACILITIES The restaurant at the Conference Centre which seats up to 600 people is located on the first floor. Seats cannot be reserved, as it is a self-service restaurant. The opening hours are 11:45–14:00 daily. The Bar Léman on the ground floor serves hot and cold snacks. The opening hours are 08:00–18:00 daily. At WHO, the restaurant Le Crystal, located on the ground floor, seats 50 persons. Tables must be reserved. Open 11:30–14:00 Monday to Friday. For reservations, call 022 791 40 13. The self-service WHO cafeteria is on the ground floor. It is open 08:00–17:00 Monday to Friday; hot meals are served between 11:30 and 14:00. The Ritazza Café on the ground floor is open 08:00–16:30 Monday to Friday. It serves refreshments and sandwiches.
MEDICAL FACILITIES A nurse will be on duty during the sessions at the infirmary of the Conference Centre, situated at Level 1. A nurse will also be on duty throughout the session in the Medical Services Office of the Conference Centre for simple treatment and injections, including injections of prescribed drugs, upon presentation of a valid medical prescription.
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Delegates requiring urgent medical attention away from the Conference Centre are advised to contact the Service d’urgence de l’Association des Médecins de Genève (the Geneva emergency medical service), telephone 022 320 25 11.
FACILITIES FOR DISABLED PERSONS One central lift is situated on each floor. On the ground floor, the lift is near the main entrance and the registration area. Toilets for disabled persons are available on each floor. There are access ramps leading to rooms 2, 3 and 4.
PARKING FACILITIES See “Access to the Conference Centre”.
PERSONAL SECURITY Although Geneva is a fairly safe city, incidents, including robberies and assaults, are becoming common. Delegates are advised to take precautions when moving around the city, with the following guidelines: • stay alert; watch your luggage and briefcase; • avoid walking alone at night; keep to well-lit areas; • beware of individuals posing as police; always ask for proper identification before surrendering your passport or wallet; • be particularly vigilant at the airport, the train station and when checking into your hotel; • note the following telephone numbers: – – – – Police: Fire brigade: Ambulance: Traffic police: 117 118 144 140
Take the utmost precautions with all personal property. WHO cannot be held responsible for the loss of personal objects left unattended at meetings.
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ANNEX 1 Information to Parties eligible for travel support and payment of per diem in respect of their participation in the third session of the Intergovernmental Negotiating Body on a Protocol on Illicit Trade in Tobacco Products (low and lower-middle income countries, listed in Appendix below) Arrangements for the issuance of air tickets and for accommodation in Geneva To facilitate the participation of Parties that are low and lower–middle income countries (listed in Appendix 1), travel and per diem will be provided for one delegate from each Party on the basis of credentials received by the Secretariat. The third session of the Intergovernmental Negotiating Body on a Protocol on Illicit Trade in Tobacco Products (INB3) is being organized in cooperation with and co-financed by the European Commission, which will cover the costs, among others, of travel and accommodation for one representative from each Party entitled to receive travel support and payment of per diem. All practical arrangements for the issuance of the ticket and booking of the hotel in Geneva will be handled directly by the company Team Work on behalf of the European Commission. On the basis of the credentials received by the Secretariat, Team Work will contact directly the representative designated by the Party entitled to receive travel support. Team Work will provide an e-ticket or pre-paid ticket for the participant. Team Work is also responsible for accommodation arrangements and will, therefore, select and book a hotel room for the participant designated by the Party in connection with his or her attendance at the session. Confirmation of the hotel reservation will be sent by Team Work directly to the participant. Team Work will also pay directly to the hotel the cost of the room, including breakfast but excluding any other costs, booked for the participant. Team Work is the only contractor authorized to handle travel and accommodation arrangements for INB3 for Parties that are eligible for travel support. Any arrangement made directly by the Party or the participant will not be reimbursed by Team Work or by the Convention Secretariat.
Payment of per diem by the Convention Secretariat In accordance with WHO rules and procedures, as the accommodation costs for eligible Parties will be paid directly by Team Work to the hotel, the Convention Secretariat will pay directly to the delegate 50% of the applicable per diem in Geneva to cover meals and incidental expenses. Payment of 50% per diem will be subject to receipt by the Convention Secretariat of the official credentials of the Party’s designated representative (or an advance signed copy). Payment of 50% per diem will be made at the Conference Centre; delegates are requested to contact the information desk upon arrival for practical arrangements. To allow timely travel and accommodation arrangements, Parties eligible for travel support (listed in Appendix 1) are urged to communicate their credentials (original or advance signed copy as indicated above) to the Convention Secretariat as soon as possible and no later than 15 May 2009.
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APPENDIX PARTIES ELIGIBLE FOR TRAVEL SUPPORT Albania Algeria Angola Armenia Azerbaijan Bangladesh Benin Bhutan Bolivia Burkina Faso Burundi Cambodia Cameroon Cape Verde Central African Republic Chad China Colombia Comoros Congo Cook Islands Democratic People’s Republic of Korea Democratic Republic of the Congo Djibouti Ecuador Egypt Gambia Georgia Ghana Guatemala Guinea Guinea-Bissau Guyana Honduras India Iran (Islamic Republic of) Iraq Jordan Kenya Kiribati Kyrgyzstan Lao People’s Democratic Republic Lesotho Madagascar Maldives Mali Marshall Islands Mauritania Micronesia (Federated States of) Mongolia Myanmar Namibia Nauru Nepal Nicaragua Niger Nigeria Niue Pakistan Papua New Guinea Paraguay Peru Philippines Republic of Moldova Rwanda Samoa Sao Tome and Principe Senegal Solomon Islands Sri Lanka Sudan Swaziland Syrian Arab Republic Thailand The former Yugoslav Republic of Macedonia Timor-Leste Togo Tonga Tuvalu Uganda Ukraine United Republic of Tanzania Vanuatu Viet Nam Yemen Zambia
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ANNEX 2 LIST OF HOTELS The rates for a standard category single room, breakfast and taxes included, are shown at preferential United Nations rates. Participants should cite the reference “Meeting INB3” when making individual reservations at one of the hotels. The Secretariat cannot guarantee the availability of rooms after the deadline indicated below. Parties eligible for travel support are requested to refer to the information and instructions contained in Annex 1. Their accommodation will be handled and covered, by Team Work on behalf of the European Commission.
Hotel contact 14, rue des Alpes CH-1201 Genève Tel: +41 22 731 22 00 Fax: +41 22 731 16 89 www.hotelalpes.ch E-mail: hotel.alpes@bluewin.ch 10, Place de Cornavin CH-1201 Genève Tel: +41 22 732 66 30 Fax: +41 22 732 62 39 www.hotel-suisse.ch E-mail: reservation@hotelsuisse.ch 7, rue Butini CH-1202 Genève Tel: +41 22 716 48 48 Fax: +41 22 738 00 07 www.hdlge.ch E-mail: reservations@hdgle.ch
Room rate (CHF) 139.95
Deadline 15 May 2009
Hotel des Alpes (***)
172.00
12 May 2009
Hotel Suisse (***)
157.95
15 May 2009
Hotel Drake & Longchamp (***)
Participants may also wish to consult the full list of hotels at preferential United Nations rates, available on www.who.int/fctc/cop.
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