Guide for delegates to the Conference of the Parties

RE/7//DIV13 Guide for Delegates to the Conference of the Parties Conference of the Parties to the WHO Framework Convention on Tobacco Control Eight session Geneva, Switzerland, 16 October 2018 FCTC/COP/8/DIV/2/REV.1 25 August 2018 Table of contents Information Kit for Delegates to the Conference of the Parties to the WHO FCTC ....................... 2 Venue and dates ..................................................................................................................................... 2 Registration process ............................................................................................................................... 2 Credentials .............................................................................................................................................. 3 Arrival in Geneva ................................................................................................................................... 3 Visa requirements .................................................................................................................................. 4 Entry badges ........................................................................................................................................... 4 Working hours of the session ................................................................................................................ 5 Informal regional meetings ................................................................................................................... 5 Reservation of rooms for bilateral and private meetings ................................................................... 5 Arrangement for conduct of discussion in plenary meetings ............................................................. 6 Arrangement for conduct of discussion in Committee A and Committee B..................................... 6 Interpretation and statements ............................................................................................................... 6 Submissions by delegations ................................................................................................................... 6 Delegates’ consent to be photographed/filmed .................................................................................... 7 Documentation ....................................................................................................................................... 7 Side events ............................................................................................................................................... 7 Marketplace ............................................................................................................................................ 7 Public transport and taxi to access the CICG ..................................................................................... 8 Hotel reservations................................................................................................................................... 8 Arrangements for Parties eligible for travel support ......................................................................... 8 On-site facilities ...................................................................................................................................... 9 Insurance ................................................................................................................................................. 9 Bank/currency exchange facilities ........................................................................................................ 9 Weather and time ................................................................................................................................... 9 Electricity .............................................................................................................................................. 10 Safety and security ............................................................................................................................... 10 Useful contacts ...................................................................................................................................... 10 Annex 1 .................................................................................................................................................. 11 Annex 2 .................................................................................................................................................. 12 FCTC/COP/8/DIV/2 2 Information Kit for Delegates to the Conference of the Parties to the WHO FCTC The Convention Secretariat developed the Information Kit for Delegates to the Conference of the Parties to the WHO Framework Convention on Tobacco Control under the guidance of the Bureau elected at the seventh session of the Conference of the Parties (COP7). It is mainly for new delegates to the Conference of the Parties (COP) who may represent Parties and/or may be attending as observers. It is intended to help delegates understand how the COP operates, as well as its practices and procedures. The Information Kit does not address the substance of discussions at the COP. Instead, it provides practical information to facilitate coordination among delegations, the Convention Secretariat of the WHO Framework Convention on Tobacco Control (WHO FCTC) and any other Party or observer during the COP. Link to the Information Kit for Delegates to the Conference of the Parties to the WHO FCTC. Venue and dates The eighth session of the Conference of the Parties (COP8) to the WHO FCTC will be held at Centre International de Conférences Genève (CICG), rue de Varembé 17, 1202 Geneva, Switzerland (see map of the CICG in Annex 2). The first plenary meeting will open at 10:00 on Monday, 1 October 2018, at CICG, and the session is expected to close no later than 13:00 on Saturday, 6 October 2018. Smoking is not permitted in the conference venue. Registration process Online registration is required for meetings of the COP. For security reasons, all participants are required to wear photo ID badges in order to access the meeting rooms. For this reason, during the online registration process, the focal points will be asked to upload a passport-style photograph for each member of the delegation. A conference badge issued by the Convention Secretariat will be the only ID considered valid to enter the conference venue. United Nations ID badges will not be accepted. Accredited observers from the United Nations and its agencies, including World Health Organization (WHO) delegates, should register with the Convention Secretariat and use the COP8 badge. Instructions for online registration, guidance on the requirements for the photo image for registration and ID badges, and brief instructions on how to upload and resize an existing image are available on the WHO FCTC website at: http://www.who.int/fctc/cop/sessions/cop8/ In accordance with Article 5.3 of the WHO FCTC and the Guidelines for implementation of Article 5.3 adopted by COP in 2008, Parties should not nominate any person employed by the tobacco industry or any entity working to further its interests, or any person benefiting from the proceeds of tobacco trade. In the spirit of Article 5.3 of the WHO FCTC and the Guidelines for implementation of Article 5.3, States that are not Parties to the Convention and other observers accredited to the COP should ensure that any person nominated as a delegate should not have any conflict of interest arising from a relationship with the tobacco industry, work directly or indirectly to further its interests, or engages in any collaborative projects or initiatives with the tobacco industry and its front groups. FCTC/COP/8/DIV/2 3 Queries concerning the registration system can be addressed by email to: copregistration@who.int, or by calling the following telephone number: +41 22 791 2111. Online registration will open on 10 June 2018 and should be completed by 10 September 2018. For delegates who need to apply for a Schengen visa, registration should be made prior to the application, so that necessary documents/visa support letters can be provided in a timely manner. Note: a Declaration of Interests (DOI) form is available to all delegates. It may be signed on a voluntary basis by delegates from State Parties and States that are not Parties but are attending the COP as observers. International intergovernmental organizations (IGOs) and nongovernmental organizations (NGOs) accredited to COP are also strongly encouraged to sign the DOI on behalf of the entire delegation after taking necessary measures to identify any potential conflicts of interest through individual DOIs submitted by members of their delegation. The DOI is available for delegates on the WHO FCTC website or upon request to the Convention Secretariat at the following email address: copfctc@who.int. The completed DOI form shall be returned to the Convention Secretariat by Friday 5 October 2018 either at the COP reception desk or by email via the same address cited above. Credentials Credentials shall be issued by the Head of State or Government, the Minister for Foreign Affairs, the Minister of Health or any other competent government authority. Credentials shall be addressed to the Head of the Convention Secretariat and shall include, in addition to the full title of the meeting, the following information for each participant: LAST NAME (in capital letters), first name, title and institution. Additionally, the credentials shall explicitly specify the Head of Delegation and the alternates in order of precedence. Credentials addressed to any officials of WHO, including the Director-General, Regional Directors or Heads of WHO country offices, are not valid and will therefore not be accepted. In the case of a regional economic organization, credentials shall be issued by the competent authority of that organization, and shall include the same information as required for delegations from State Parties. An electronic copy of the credential, submitted through the online registration system, is valid for official registration. Original credentials are not necessary, but Parties may still handover originals. Any subsequent change in the composition of the delegation shall also be submitted through the online registration system by an electronic copy of the amended credentials issued by the same authorities as indicated above. Delegations whose credentials have not been submitted to the Convention Secretariat before the opening of the session, through the online registration system, should register and deliver their original credentials at the registration desk of the CICG. In accordance with the Rules of Procedure of the COP, the credentials shall be submitted no later than 24 hours after the opening of the session, that is close of business on 2 October 2018. Arrival in Geneva Delegates, representatives and other participants travelling by air, will arrive at the Geneva International Airport (formerly and still unofficially known as Cointrin Airport), and those travelling by train at Geneva main station (Cornavin). Please note that when arriving at the Geneva airport by plane, you can collect a free ticket for public transport from the appropriate vending machine in the baggage collection area on the Arrival level. FCTC/COP/8/DIV/2 4 This UNIRESO ticket, offered by Geneva International Airport, allows you to use public transport in Geneva free of charge for a period of 80 minutes. Your hotel in Geneva may offer you a "Geneva Transport Card" free of charge. With this card, public transport in Geneva is free for the full duration of your stay. This personal and non-transferable card will be given to you when you arrive at your accommodation. It permits unlimited travel on Geneva's public transport network – UNIRESO: bus/tram (TPG), train (CFF) and boat (Mouettes Genevoises) – for the full duration of your stay. Otherwise, bus, tram, train and boat tickets must be purchased before entering the bus, tram, train or boat. Individual tickets are available from vending machines at the bus stops. The normal fare for one adult ticket is CHF 3.00. Be aware that some vending machines do not provide change. Visa requirements Attention is drawn to the strict provisions in force regarding entry into Switzerland. The Swiss authorities refuse entry to people who do not have the required entry visa. Since 12 December 2008, Switzerland has applied the Schengen Agreement regulations concerning visas. As a result, participants requiring a visa to enter Switzerland must obtain a Schengen visa from the Swiss Embassy or Consulate General responsible for handling their visa application in their country of residence. In countries where there is no Swiss representation, the visa application might have to be lodged in another country where representation is located. Please note that Switzerland has agreements with certain countries where it is not represented by a diplomatic or consular entity. Under certain conditions, these agreements allow for the issuing of visas by a Schengen state in a country where Switzerland is not represented. It is therefore strongly recommended that all participants check directly with the Swiss Embassy or Consulate General whether such agreements apply in their case. Participants can find the nearest Swiss Embassy or Consulate General responsible for their place of residence by consulting the following link: https://www.eda.admin.ch/eda/en/home/laender-reise-information.html Participants should book an appointment with the appropriate Swiss Embassy/Consulate General at least four to six weeks prior to the date of the meeting. The appointment should be booked after receiving the Note Verbale from the Convention Secretariat inviting Parties to the COP8 and prior to receiving the visa support letter. The delivery of a Schengen visa may take up to 20 days, so any visa application should be lodged well in advance of the expected date of travel. It is recommended that participants apply for a Schengen Type C visa, which entitles the holder to visit or transit other Schengen states, including neighbouring France. Exceptional cases may arise when this type of visa does not allow entry to all Schengen states. We therefore strongly advise everyone to check their visa before booking their travel to or transiting through other Schengen states. Applicants must attach a visa support letter to their application. Requests for a visa support letter should be sent, as soon as possible, to visafctc@who.int and include a copy of the passport together with the function/title, employer of the applicant and a copy of the delegation’s credential. Entry badges Participants will be able to collect their ID badges before the opening of the session at the WHO HQ as follow: Thursday, 27 September 2018: from 9:00 to 18:00 Friday, 28 September 2018: from 9:00 to 18:00 FCTC/COP/8/DIV/2 5 At the registration desk of the CICG located on the ground floor. The registration desk will be open as follows: – Sunday, 30 September 2018: from 14:00 to 18:00 – Monday, 1 October to Friday, 5 October from 08:00 to 18:00 – Saturday, 6 October from 08:00 until the closure of the session. Please note that an ID badge will be issued only to those individuals whose names appear on valid credentials (see section on credentials above). Access to the conference centre and to the meeting rooms will be restricted to those people wearing conference ID badges. Also, kindly note that COP8 badges will not give access to WHO building and any other United Nations buidlings. For security and identification purposes, all participants are requested to wear their badges at all times, whether attending meetings or social functions. Working hours of the session Monday, 1 October 2018 10:00–13:00 Opening ceremony and first plenary meeting 15:00–18:00 Plenary meeting Tuesday, 2 October to Friday, 5 October 2018 10:00–13:00 Plenary or committee meetings 15:00–18:00 Plenary or committee meetings Saturday, 6 October 2018 10:00–13:00 Plenary meeting and closing Informal regional meetings The Convention Secretariat will make arrangements to allow the WHO African Region, the Region of the Americas, the Eastern Mediterranean Region, the European Region, the South-East Asia Region and the Western Pacific Region to hold informal regional meetings as follows: – Monday, 1 October from 08:00 to 09:30 (delegates are requested to register and collect their badges if possible on Sunday, 30 September 2018 as indicated above) – Tuesday, 2 October until Saturday, 6 October from 08:45 to 09:45 Information on the meeting rooms allocated to each regional group for the above-mentioned meetings will be available onsite and on COP8 mobile app. Reservation of rooms for bilateral and private meetings There is limited space for bilateral or private meetings; however, upon request, a limited number of rooms can be designated by the Convention Secretariat for specific appointments on first-come, first served basis. Regretfully, interpretation cannot be provided for such meetings. Requests should be sent to fctccopmeetingroom@who.int at least 24 hours prior to the meeting. FCTC/COP/8/DIV/2 6 Arrangement for conduct of discussion in plenary meetings Rule 32 of the Rules of Procedure of the COP states that sessions of the COP shall be held in public, unless the COP decides that they shall be open or restricted. Interventions by delegates will be monitored by a “traffic light”. Individual statements are limited to three minutes (330 words) and statements on behalf of a WHO region to five minutes (550 words). Delegations wishing to speak in the general debate are invited to notify the Convention Secretariat as soon as possible by email with the subject line “Party’s request to general debate statement” to copfctc@who.int or by telephone to +41 22 791 2276. Delegations are encouraged to opt for group or regional statements, in lieu of individual statements. Parties are invited to note that at its third meeting, in April 2018, the Bureau elected at the seventh session of the COP, in 2016, adopted the theme for the General Debate: The WHO FCTC inclusion in national plans for the Sustainable Development Goals (SDGs). Arrangement for conduct of discussion in Committee A and Committee B Interventions will be monitored by a “traffic light”. Individual statements are limited to three minutes (330 words) and statements on behalf of a WHO region to five minutes (550 words). Delegations wishing to have their name placed on the list of speakers in Committee A or Committee B, or to have draft decisions distributed, should contact the Secretary of the Committee concerned. Interpretation and statements Interpretation is provided in the UN official languages (Arabic, Chinese, English, French, Russian and Spanish). Delegates are requested to send a copy of the statement they plan to make to interpret@who.int or to give a paper copy to the conference officers in the room at least 30 minutes in advance. This does not prevent delegates from making changes upon delivery but will facilitate clarity and accuracy of interpretation in all languages. Please include in the title of the statement, the name of the country/group, the meeting (Plenary, Committee A or B) and the relevant agenda item number. Statements provided in advance are treated as confidential and checked against delivery for the purpose of (the) official records. Delegates are requested to deliver statements at a normal speaking pace. Rapid delivery risks impeding clarity and accuracy in interpretation. Submissions by delegations Delegations wishing to have draft decisions distributed to the Plenary or one of its committees are requested to hand them to the Secretary of the Plenary or to the Committee concerned. Rule 33 of the Rules of Procedure of the COP requires that “proposals and amendments shall not be considered if they have been circulated less than 24 hours before the meeting”, unless the COP decides otherwise. Therefore texts should be handed as early as possible, preferably prior to the opening of the session – in both hard copies with signature, and electronic copies – to allow time for translation and reproduction in the working languages. In this regard, Parties are requested to submit such proposals and amendments as early as possible to the Governance and International Cooperation Team of the Convention Secretariat (copfctc@who.int). The Convention Secretariat is available upon request to provide logistical and editorial or information support whenever time allows to make such arrangements. FCTC/COP/8/DIV/2 7 Delegates’ consent to be photographed/filmed Representatives of Parties, as well as any other participants in the session of the COP, acknowledge that the Convention Secretariat may take photographs during and/or video record all or part of public and open meetings. By attending the COP, it will be considered that Parties’ representatives and any other participants have consented to being depicted in such photographs and video recordings, and to agree that the Convention Secretariat may, at its sole discretion, reproduce and publicly disseminate any of these photographs and/or any such video footage on its website and/or in other materials and through other outlets, and/or authorize third parties to do the same. Documentation Contributing to a reduction in the carbon footprint of COP sessions, paper copies of the official pre-session documentation will not be printed and dispatched to Parties, States that are not Parties to the WHO FCTC and other accredited observers, but will be available for download on the WHO FCTC website and on the COP8 mobile app 60 days before the opening of the session. Parties encountering difficulties in accessing or downloading documentation on the website may request hard copies by informing the Convention Secretariat by email at copfctc@who.int as far as possible before the opening of the session. A document distribution desk will be located in the conference centre, from which participants may collect in-session documents. Only documents distributed through this desk are considered official for the session. The Journal of the COP: the daily Journal of the COP contains the most up-to-date information on meetings and events scheduled during the Conference. It also includes procedural summaries of discussions taking place. A preliminary journal is published before the COP opens. List of participants: A provisional list of participants will be available and posted on the WHO FCTC website at the opening of the session. This list will be issued on the basis of valid credentials received by the Convention Secretariat up to 12:00 on Sunday, 30 September 2018. A revised list will be issued later. In the event of any official change in the details and composition of a delegation, the Convention Secretariat asks that it be notified in writing during the session using the official form available at the registration desk, which can be returned to the registration desk or sent by email to copfctc@who.int. The form should be signed by the chief delegate. Side events Proposals to host a side event during COP8 shall be put forward jointly by three Parties, as co- sponsors. The Convention Secretariat in collaboration with the Bureau will select proposals for side events. Proposal for side events shall be submitted to the Convention Secretariat by 15 July 2018 through the following email address: copfctc@who.int. The organization and cost of the side events are the responsibility of the organizers. Payment of the cost needs to be settled before the events are finalized. Marketplace The aim of the Marketplace is to provide new forms of engagement/networking and reinforce international cooperation. It will be a space where issues and needs, as well as possible solutions, can be brought together. Parties will be able to showcase progress made in the implementation of the FCTC/COP/8/DIV/2 8 treaty, and observers will be able to showcase the support they can offer Parties in implementing the Convention. The cost for a Marketplace booth is the responsibility of the organizer. Payment of the cost needs to be settled before the space is confirmed. Interested in having a booth? Please contact the Convention Secretariat at copfctc@who.int by 15 July 2018. Public transport and taxi to access the CICG By bus: Line No. 5 runs from Thônex-Vallard to Aéroport (airport), passing through Cornavin (railway station) to rue de Vermont. Get off at the stop marked “Vermont” and cross the road. Rue de Varembé is the first turn on the left. Walk to the far end of the road to reach the main entrance of CICG. Also from Cornavin, you can take bus 8 marked “OMS” and get off at the stop “UIT”. By tram: Line No. 15 runs from Palettes to Nations, passing through Cornavin (railway station). After getting off at Nations, walk towards the UNHCR building and take the first right turn on rue de Varembé. By car: The Parking de la Place des Nations’ public car park, Rue de Varembé, 1202 Geneva, capacity 1069 places, is only a minute’s walk from CICG. For more information, please visit the website (in French only): https://www.geneve- parking.ch/fr/parkings/place-des-nations There are taxi ranks in almost all the main squares in Geneva and outside the CICG. Taxis can be called by dialing the following numbers +41 22 320 2020, +41 22 320 2202 and +41 22 331 4133. Hotel reservations Delegations are fully responsible for making their own hotel arrangements and are encouraged to make accommodation reservations well in advance. Party delegations should request their permanent diplomatic missions in Geneva, or where applicable embassies or consulates in Bern, to make the necessary reservations with a hotel in Geneva (area) if needed. Arrangements for Parties eligible for travel support In accordance with decision FCTC/COP7(24), financial support, consisting of an air ticket (the most economic airfare) and a per diem for one delegate, will be available to facilitate the participation of least-developed countries. Financial support for low- and lower-middle-income country Parties consists of an air ticket (the most economic airfare). The list of eligible Parties is available in Annex 1. Travel arrangements will only be processed by the Convention Secretariat upon receipt of valid credentials, either in the form of an advance copy through the online registration system or of originals. To facilitate timely travel arrangements, Parties eligible for travel support as listed in Annex 1 are requested to register online by 10 August 2018, and to indicate which delegate should receive such financial support and to provide full contact details, including an email address and a phone number for the supported delegate. Due to budgetary constraints, and considering the increasing cost of air tickets, as well as the time required for the application of visa, the Convention Secretariat cannot guarantee that it will be possible to provide financial support after the deadline of 10 August 2018. Participants to whom per diem payments are made in advance of the session and whose participation is subsequently cancelled will be asked to refund to the Convention Secretariat the total amount received. FCTC/COP/8/DIV/2 9 Arrangements made or costs incurred by a Party or a participant following a change of an approved itinerary that have not been agreed upon beforehand with the Convention Secretariat will not be reimbursed. On-site facilities Food and beverages The CICG restaurant is located on the first floor of the conference centre and seats up to 450 people. There is no possibility of reserving seats as it is a self-service restaurant. Opening hours: 11:30–14:00 daily. Bar Léman on the ground floor serves hot and cold snacks. Opening hours: 07:00–17:00 daily. Internet café: Internet booths are available at the conference centre for Internet, email and word processing. The conference centre is fully equipped with a Wi-Fi system. 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. Medical services A nurse will be on duty throughout the session for simple treatment and injections, including injections of prescribed drugs upon presentation of a valid medical prescription, at the CICG infirmary situated on Level -1; its extension is +41 22 791 9302. Delegates requiring urgent medical attention outside of the CICG are advised to contact the Service d’urgence de l’Association des Médecins de Genève (the Geneva emergency medical service, Telephone number: +41 22 320 2511). Facilities for disabled people There is one central lift on every floor, situated near the main entrance and the registration area. Restrooms for disabled people are also available on each floor. There are access ramps also leading to rooms 2, 3 and 4. Insurance Participants should note that the Convention Secretariat shall not be held liable for any claim resulting from death, injury, sickness or other disability in connection with their participation in the session. Participants are therefore responsible for making their own insurance arrangements, as necessary. Bank/currency exchange facilities A branch of UBS bank 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. Weather and time In October, the temperature in Geneva is normally around 10° C. Standard time in Geneva is GMT +01:00. FCTC/COP/8/DIV/2 10 Electricity 220 volts at 50 Hz. Adaptors may be needed. Electric plugs have three cylindrical pins. Safety and security Geneva can generally be regarded as a safe city with a low rate of violent crime. However, pickpocketing and snatching of handbags or mobile phones do occur in the vicinity of, or within, the train and bus stations, the airport and in public parks. Delegates are advised to take the following precautions when moving around the city:  stay alert;  watch your luggage and briefcase;  avoid walking alone at night;  keep to well-lit areas;  be aware of individuals posing as police;  always ask for proper identification before surrendering your passport or complying with any requests;  be particularly vigilant at the airport, train station and when checking into your hotel;  never leave anything on car seats as doing so attracts the attention of thieves; and  never leave valuables in a parked car. Geneva emergency telephone numbers are:  police 117  ambulance service 144  fire 118  roadside assistance 140. If you face a security-related emergency at WHO headquarters, please contact WHO security on extension 11117, by phone (+41 22791 1117) or by email at security@who.int. The Convention Secretariat cannot be held responsible for the loss of personal objects left unattended at meetings. Useful contacts Convention Secretariat: Telephone: (+41) 22 791 3611/5043 Fax: (+41) 22 791 5830 Email: copfctc@who.int Website: http://www.who.int/fctc Conference centre: Tel.: +41 22 791 9111 Website: http://www.cicg.ch FCTC/COP/8/DIV/2 11 Annex 1 Parties eligible for travel support for COP8 1 (as of 18 January 2018) Least-developed countries (LDCs): In accordance with decision FCTC/COP7(24), LDCs will receive financial support for travel and per diem for one delegate. Afghanistan Angola Bangladesh Benin Bhutan Burkina Faso Burundi Cambodia Central African Republic Chad Comoros Democratic Republic of the Congo Djibouti Ethiopia Gambia Guinea Guinea-Bissau Kiribati Lao People's Democratic Republic Lesotho Liberia Madagascar Mali Mauritania Mozambique Myanmar Nepal Niger Rwanda Sao Tome and Principe Senegal Sierra Leone Solomon Islands Sudan Timor-Leste Togo Tuvalu Uganda United Republic of Tanzania Vanuatu Yemen Zambia Low- and Lower-middle income countries (LMICs) : In accordance with decision FCTC/COP7(24), LMICs will receive travel support (airplane ticket) for one delegate. Armenia Bolivia (Plurinational State of) Cabo Verde Cameroon Congo Cook Islands Côte d'Ivoire Democratic People's Republic of Korea Egypt El Salvador Georgia Ghana Guatemala Honduras India Jordan Kenya Kyrgyzstan Micronesia (Federated States of) Mongolia Nicaragua Nigeria Niue Pakistan Papua New Guinea Philippines Republic of Moldova Sri Lanka Swaziland Syrian Arab Republic Tajikistan Tunisia Ukraine Uzbekistan Viet Nam Zimbabwe 1 Parties eligible for travel support are requested to register online by 10 August 2018 and to indicate which delegate should receive such financial support and to provide full contact details, including an email address and a phone number for the supported delegate. Due to budgetary constraints, and considering the increasing cost of air tickets and also the time required for the application of visa, the Convention Secretariat cannot guarantee that it will be possible to provide financial support after the deadline of 10 August 2018. FCTC/COP/8/DIV/2 12 Annex 2 MAPS OF THE CICG