Guide for delegates to the Meeting of the Parties

17/ / DI V13 Guide for Delegates to the Meeting of the Parties Meeting of the Parties to the Protocol to Eliminate Illicit Trade in Tobacco Products First session Geneva, Switzerland, 810 October 2018 FCTC/MOP/1/DIV/1 10 August 2018 FCTC/MOP/1/DIV/1 1 Contents Venue and dates ..................................................................................................... 2 Registration process ............................................................................................... 2 Credentials .............................................................................................................. 3 Arrival in Geneva ................................................................................................... 4 Visa requirements .................................................................................................. 4 Entry badges ........................................................................................................... 5 Working hours of the session ................................................................................ 5 Informal regional meetings ................................................................................... 5 Reservation of rooms for bilateral and private meetings .................................. 6 Arrangements for conduct of discussions in Plenary meetings ........................ 6 Arrangements for conduct of discussions in Committee A and Committee B6 Interpretation and statements .............................................................................. 6 Submissions by delegations ................................................................................... 6 Delegates’ consent to be photographed/filmed ................................................... 7 Documentation ....................................................................................................... 7 The Journal of MOP1................................................................................................. 7 List of participants..................................................................................................... 7 Public transport and taxi to access the WHO headquarters ............................ 7 Hotel reservations .................................................................................................. 8 Arrangements for Parties eligible for travel support ........................................ 8 On-site facilities ...................................................................................................... 8 Food and beverages ................................................................................................... 8 Medical services ....................................................................................................... 9 Facilities for disabled people ....................................................................................... 9 Insurance ................................................................................................................. 9 Bank/currency exchange facilities........................................................................ 9 Weather and time ................................................................................................... 9 Electricity ................................................................................................................ 9 Safety and security ................................................................................................. 9 Contacts for the Convention Secretariat ........................................................... 10 Annex ..................................................................................................................... 11 FCTC/MOP/1/DIV/1 2 Venue and dates The First session of the Meeting of the Parties (MOP1) to the Protocol to Eliminate Illicit Trade in Tobacco Products (Protocol) will be held at WHO headquarters, Avenue Appia 20, 1211 Geneva, Switzerland. The meeting will open with a closed session at 10:00 on Monday, 8 October 2018, in the WHO Executive Board Room, and MOP1 is expected to close on Wednesday, 10 October 2018. The closed session will only be open to the Parties to the Protocol and essential staff of the Convention Secretariat of the WHO Framework Convention on Tobacco Control (WHO FCTC) and will consider organizational matters related to MOP1. This includes, among other things, the attendance of observers at the first session. After the closed session, the meeting will continue with the opening Plenary session. Smoking is not permitted in the conference venue and on the WHO campus Registration process Online registration is required for meetings of MOP1. For security reasons, all participants are required to wear photo ID badges in order to access 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 their 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. 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 Protocol website at: http://www.who.int/fctc/protocol/mop/en/. Registration for State Non-Parties, international intergovernmental organizations and nongovernmental organizations MOP1 will begin with a closed session to consider organizational matters and adopt Rules of Procedure. Until that session takes place, no organization can or will have official observer status to MOP1. The following procedure will therefore apply for the following categories of invitees: - States non-Parties to the Protocol: registration will occur in the same way as for the Conference of the Parties (COP) of the WHO FCTC. Attendance to the public1 and open2 meetings of MOP1 is granted to these Parties. - International intergovernmental organizations (IGOs) and nongovernmental organizations (NGOs): Representatives from IGOs and NGOs that are already observers to the COP to the WHO FCTC can also register for MOP1 via the online registration 1 The definition of “public” following from Rule 2 (10) of the COP Rules of Procedure is as follows: sessions or meetings that are open to attendance by Parties, States and regional economic integration organizations that are not Parties, the Secretariat, intergovernmental and nongovernmental organizations accredited by the Conference of the Parties and members of the public 2 The definition of “open” following Rule 2 (11) of the COP Rules of Procedure is as follows: sessions or meetings that are open to attendance by Parties, States and regional economic integration organizations that are not Parties, the Secretariat, intergovernmental organizations and nongovernmental organizations that have observer status. FCTC/MOP/1/DIV/1 3 system. However, official confirmation of attendance at the sessions of MOP1 can only be given after the closed session has officially made a decision. Immediately after MOP1 has made a decision, the Convention Secretariat will communicate the details at the meeting venue and through appropriate channels. 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 Protocol and other invited participants 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 engage in any collaborative projects or initiatives with the tobacco industry and its front groups. Queries concerning the registration system can be addressed by email to: mopfctc@who.int, or by calling telephone number: +41 22 791 2111. Online registration will open on 15 August 2018 and should be completed by 27 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 Interest (DOI) form is available to all delegates. It may be signed on a voluntary basis by delegates from State Parties and other invited participants. The DOI is available for delegates on the WHO FCTC Protocol website, http://www.who.int/fctc/protocol/mop/en/ or upon request to the Convention Secretariat at the following email address: mopfctc@who.int. The completed DOI form should be returned to the Convention Secretariat by Tuesday 9 October 2018 either at the MOP1 Reception Desk or via email. Credentials Credentials of participants should 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 should be addressed to the Head of the Convention Secretariat and should 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 should 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 should be issued by the competent authority of that organization, and should 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 submit the 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. FCTC/MOP/1/DIV/1 4 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 at WHO headquarters after the opening of MOP1 or deliver them at the Registration Desk at the International Convention Centre Geneva (CICG) during the Eighth Session of the Conference of the Parties (COP8). In accordance with the Rules of Procedure of the COP of the WHO FCTC, the credentials should be submitted no later than 24 hours after the opening of the session, which is the close of business on 9 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 International 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. 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 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 submitted 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 or Consulate General at least four to six weeks prior to the date of MOP1. The appointment should be booked after receiving the Note Verbale from the Convention Secretariat inviting Parties to MOP1 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 submitted 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, FCTC/MOP/1/DIV/1 5 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 Registration Desk located at the main entrance of WHO headquarters. The Registration Desk will be open as follows: – Friday, 5 October 2018, from 08:00 to 18:00 (at the CICG/COP8 desk) – Monday, 8 October to Wednesday, 10 October from 08:00 to 18:00 (at WHO headquarters) Please note that an ID badge will be issued only to those individuals whose names appear on valid credentials (see the section on credentials above). Access to the conference centre and to the meeting rooms will be restricted to those people wearing conference ID badges. 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, 8 October 2018 10:00–13:00 Organizational Matters MOP1 (closed), followed by the Plenary meeting 15:00–18:00 Plenary meeting Tuesday, 9 October 10:00–13:00 Plenary or committee meetings 15:00–18:00 Plenary or committee meetings Wednesday, 10 October 2018 10:00–13:00 Plenary meeting or committee meetings 15:00–18:00 Plenary meeting and closing of session Informal regional meetings The Convention Secretariat will make arrangements for the WHO regions – African, the Americas, Eastern Mediterranean Region, European, South-East Asia and Western Pacific – to hold informal regional meetings among the Parties to the Protocol as follows: – Monday, 8 October from 08:00 to 09:30 (delegates are requested to register and collect their badges if possible on Sunday, 7 October 2018 as indicated above) – Tuesday, 9 October 08:45 to 09:45 – Wednesday, 10 October from 08:45 to 09:45 FCTC/MOP/1/DIV/1 6 Information on the meeting rooms allocated to each regional group for the above-mentioned meetings will be available on-site and on the MOP1 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 a first- come, first served basis. Regretfully, interpretation cannot be provided for such meetings. Requests should be sent to mopfctc@who.int at least 24 hours prior to the meeting. Arrangements for conduct of discussions in Plenary meetings Interventions by delegates will be monitored by a “traffic light”. Individual statements are limited to three minutes (about 330 words) and statements on behalf of a WHO region to five minutes (about 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 mopfctc@who.int or by telephone to +41 22 791 3933. Delegations are encouraged to opt for group or regional statements, in lieu of individual statements. Arrangements for conduct of discussions in Committee A and Committee B Interventions will be monitored by a “traffic light”. Individual statements are limited to three minutes (roughly 330 words) and statements on behalf of a WHO region to five minutes (roughly 550 words). Delegations wishing to have their delegation’s name placed on the list of speakers in Committee A or Committee B, or wishing to have a draft decision distributed, should contact the secretary of the relevant committee. Interpretation and statements Interpretation is provided in the six official languages of the United Nations (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 meeting room at least 30 minutes in advance. This does not prevent delegates from making changes upon delivery, but it 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 record. 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. Rules of the Procedure of the COP will be applied to the conduct of business until MOP1 adopts its own Rules of the Procedure. Rule 33 of the Rules of Procedure of the COP requires that “proposals FCTC/MOP/1/DIV/1 7 and amendments shall not be considered if they have been circulated less than 24 hours before the meeting”, unless the COP decides otherwise. Therefore, submissions should be handed in 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 (mopfctc@who.int). The Convention Secretariat is available upon request to provide logistical, editorial and information support, as time allows. Delegates’ consent to be photographed/filmed Representatives of Parties, as well as any other participants in MOP1, acknowledge that the Convention Secretariat may take photographs and/or video record all or part of the public and open meetings. By attending MOP1, it will be considered that Parties’ representatives and any other participants have consented to being depicted in such photographs and video recordings, and have agreed 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 MOP1, paper copies of the official pre-session documentation will not be printed and dispatched to Parties, but will be available once released on the official MOP1 site for download and on the MOP1 mobile app 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 mopfctc@who.int as far as possible before the opening of the session. A Document Distribution Desk will be operating at WHO headquarters from which participants may collect in-session documents. Only documents distributed through this desk are considered official for the session. The Journal of MOP1. The daily Journal of MOP1 contains the most up-to-date information on meetings and events scheduled during the meeting. It also includes procedural summaries of the daily discussions. A preliminary Journal will be published before MOP1 convenes. List of participants. A provisional list of participants from the Parties will be available and posted on the MOP1 documentation website before 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, 7 October 2018. A revised list will be issued at a later date. In the event of any official change in the composition and details 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 mopfctc@who.int. The form should be signed by the chief delegate. Public transport and taxi to access the WHO headquarters By bus: Line No. 8 (direction OMS) runs from Cornavin (railway station) to the WHO directly. By tram: Line No. 15 runs from Palettes to Nations, passing through Cornavin (railway station). After getting off at Nations, you can easily transfer to Line No. 8 to OMS. FCTC/MOP/1/DIV/1 8 By car: WHO headquarters has very limited parking space. Participants are encouraged to take public transport. There are taxi queues in almost all the main squares in Geneva, and taxis can be also ordered from the WHO headquarters main entrance. Taxis can be called by dialling 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 or the nearby area, if needed. Arrangements for Parties eligible for travel support The same travel policy for the COP will apply to the Parties to the Protocol. Decision FCTC/COP7(24) established that 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 the Annex. 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 the Annex are requested to register online by 31 August 2018 at the latest, 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 to process the visa application, the Convention Secretariat cannot guarantee that it will be possible to provide financial support after the deadline of 10 September 2018. In the case of the same delegate, who is planning to attend both the COP8 and the MOP1, Parties are encouraged, as appropriate and feasible, to request eligible financial support to the same delegate to contribute to the cost saving. 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. Arrangements made or costs incurred by a Party or a participant following a change of an approved itinerary that has not been agreed upon beforehand with the Convention Secretariat will not be reimbursed. On-site facilities Food and beverages The WHO cafeteria and restaurant is located on the first floor of the main building. The opening hours are 11:30–14:00 daily. Café Ritazza on the ground floor of the WHO main building serves hot and cold snacks. Opening hours: 07:00–16:00 daily. FCTC/MOP/1/DIV/1 9 Internet cafe. Internet booths are available at on the first floor at WHO headquarters for Internet, email and word processing. The WHO headquarters is fully equipped with a Wi-Fi system. The network name and password will be shared in the Executive Board Room. Post Office. There is a Post Office located within WHO headquarters that provides full postal, telegraph and facsimile facilities. It is open from 08:00 to 11:30 and 12:30 to 16:30, 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 Staff Health and Welfare Services, situated on Level 1; telephone number: +41 22 791 9302. Delegates requiring urgent medical attention outside of WHO 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 will 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 within WHO headquarters. Two ATMs can be found next to the Café Ritazza on the ground floor; as well as a Postfinance branche located in the Postal Office on the ground floor. Weather and time In October, the temperature in Geneva is normally around 10° C. Standard time in Geneva is GMT +01:00. 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. FCTC/MOP/1/DIV/1 10 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. Contacts for the Convention Secretariat Convention Secretariat: Telephone: (+41) 22 791 3933 Fax: (+41) 22 791 5830 Email: mopfctc@who.int Website: http://www.who.int/fctc FCTC/MOP/1/DIV/1 11 Annex Parties eligible for travel support for MOP13 (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. Benin Burkina Faso Chad Comoros Gambia Guinea Madagascar Mali Niger Senegal Togo Low- and lower-middle income countries (LMICs) : In accordance with decision FCTC/COP7(24), LMICs will receive travel support (airplane ticket) for one delegate. Congo Côte d'Ivoire India Mongolia Nicaragua Pakistan Sri Lanka 3 Parties eligible for travel support are requested to register online by 10 September 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 September 2018.