Office Location: Hermann-Ehlers-Strasse 10, 53113 Bonn, Germany
Postal Address: PO Box 260129, 53153 Bonn, Germany
Tel. +49 (0) 228 815 2800
Fax: +49 (0) 228 815 2898/99
E-mail: [email protected]
Web-site: www.unccd.int
Guidelines for Official Side and Special Events during sessions of the
Conference of the Parties (COP)
Originally posted:
June 2011
Deadline for submission of side event proposals for COP11 session:
Requests to hold side events during COP 11 should be submitted from 1 June to, at the latest, 31 July
2013. In all cases a formal note confirming or declining the acceptance of the proposals will be sent by
the UNCCD secretariat by 15 August 2013, respectively.
Application forms for Side Ev ents are enclosed as an Annex to these Guidelines. All completed and
signed request forms must be emailed to [email protected] to the attention of: the side e vents
team and/or faxed to (+49-228-815-28 98/99).
Note: Only submissions received at e-mail [email protected] or at fax +49-228-815-28 98/99 will
be considered. Any submission sent through other channels will not be considered.
For more information on side events, please contact:
The UNCCD Secretariat
Email: [email protected]
Tel : +49 228 815-2809
Table of Contents
Page
1.
Preamble
2
2.
Side Events
2
3.
Explanatory notes of the events
4
4.
Guidelines for Special Events organization
4
5.
Reporting on Special Events
5
6.
Submission of Proposals for Side Events or Special Events
5
Annex
1
Preamble
Side events provide the opportunity for participating Governments and other organizations to profit from
a large number of colleagues from different sectors and with different points of view to further address
issues related to the dry lands and desertification, land degradation and drought (DLDD). Side events
organized within the sidelines of the official sessions of the COP and/or its subsidiary bodies convened
by the UNC CD provide a forum for Partie s and accredited observer organizations to highlight d iverse
issues related to the objectives of the Conv ention in a different en vironment from the COP and its
subsidiary bodies’ processes themselves. The successful holding of side events over the years has
culminated in increased outreach of the UNCCD related issues, translated into more and better-quality
events being held with each successive session.
2
Side Events
1.
The proposed side event should be directly related to the goals and objectives of the UNCCD and
should reflect an approach to sustainable development that integrates the dryland perspective.
2.
Every effort should be made to align the prop osed events with the mai n thrust of the agenda of
the respective session of the COP and/or its subsidiary bodies and contributes thematically to the
implementation of the UNCCD 10 Year Strategy.
3.
In order to accommodate as many requests of side events as possible, side event proposals that
involve several organizing partners (jointly organized by t wo or more entities) are particularly
encouraged. Preference will be g iven to events that are organized jointly by CSO, governmental
and intergovernmental partners.
4.
The Secretariat will not produce fliers, distribute notices, or run o ther publicity efforts for side
events; publicizing a side event is the responsibility of its organizers. However, for most side
events, announcement in the daily journal will be made. For other events such as closed
meetings, announcements in the daily journal can be made upon request.
5.
Side events are open to all registered delegates participating at the official sessions of the COP or
any of its subsidiary bodies.
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6.
Observer organizations including civil s ociety organizations and busi ness and indu stry entities
proposing a side event must be accredited with the UNCCD. Organizers of closed events or
unofficial side events aiming for an exclusive audience are advised to obtain alternative locations.
7.
Inter-governmental meetings always have priority over other events or meetings. As per general
practice, no event can be organized during the official meetings of the Conference. Side events
may have to be c ancelled at the last minute if an inter-go vernmental meeting ne eds to us e the
room where the s ide event was sc heduled to take place. In th ese cases, the secretari at will
attempt to reschedule the cancelled event to another location or another date.
8.
Organizers are requested to provide a brief description of the event through e-mail, which will be
posted on the side events page of the UNCCD web site.
9.
Side event organizers can request standard equipment and services for thei r event including
projectors (slide, video, overhead or laptop-to-screen), microphones ( standing microphones or
use of the sound system in the conference rooms), projection screens, sound recording (based on
the availability of recording equipment in the room).
10.
Depending on the venue and availability, internet connections may be provided during the s ide
event. The UNCCD side ev ent team should be not ified in ad vance so that the necessary
connection can be arranged. This may involve additional costs that need to be covered by the
side event organizer.
11.
Printed materials may be distributed by using tables or other such facilities that may be available
outside the meeting rooms. Since side events take place in the rooms where usually official
meetings are conducted, organizers are requested to remove all their materials when leaving the
rooms after their side event.
12.
Only printed materials that are directly and thematically related to the agenda of the UNCCD COP
or its subsidiary bodies can be distributed during a side event or at an y time at the session. The
secretariat reserves the right to remove materials judged to be inappropriate.
13.
The sale of printed materials (or any other items) at the premise s of the session during the sid e
events or at any time is strictly prohibited.
14.
Displays and exhibitions can only be organized through the secretariat. Side event organizers are
advised not to set up displays or put up posters on meeting room walls during a side event or at
any other time during the meeting to avoid removal and loss of their materials.
15.
The side event organizers should make appropriate arrangements to enable the registration of
individuals, invited speakers, or guests to the event who may not be registered delegates.
16.
Any needs for catering for side event may be provided only by the official caterer for the session.
Information on the official services provider for the respective official sessions will be given in the
Information note for parti cipants at the s essions. Depending on the venue, food may not be
allowed into side e vent rooms. Therefore, ca tering shall be pro vided as much as possible,
outside the side event rooms. Organizers will be responsible for ensuring that no food or drinks
are brought into the side event room so that the room is left in suitable conditions for the following
users.
17.
The UNCCD secretariat will prepare a publication containing the relevant information presented at
the side events. Therefore, we would highly appreciate if statements, presentations and written
contributions are submitted to the UNCCD secretariat in electronic format ([email protected])
once the side event is finalized.
3
3
Explanatory notes of the events
Pre-session events: - These are opportunities provided to regional and s ub-regional partners to
discuss and forge regional approaches to the 10-Year Strategy implementation or for specific partners
to take the opportunity of k ey stakeholders’ presence to arrange for closed discussion on pa rticular
aspects or themes.
Special events over lunchtime during the session of the COP and its subsidiary bodies – These
are opportunities offered to all partners to organize specific discussions related to a ny of the 10 -Year
Strategy themes to enhance further advancement on the UNCCD’s objectives and implementation.
Informal discussions – These are daily working sessions organized to discuss the process and plan
for the 10-Year Strategy implementation based on progress, outputs, findings and reco mmendations
from high-level panels and other Session segments in support of the work of the COP/CRIC.
Investors Market Pla ce for Drylands: - These will provide opportunities for technical prese ntations,
learning experience, exhibitions, interactive presentations and exchange of tools and innovative
instruments for investing in the drylands.
The Rio Conventions Pavilion: Over the last few years the Secretariats of the CBD, CCD and FCCC
have been jointly showcasing their various activities in a platform that has become to be known as The
Rio Conventions Pavilion. This programme is an inter-agency effort to strengthen the linkage among
the three Rio Conv entions. It highlights various events and exhibits that demonstrate the theme of
ecosystems, sustainable land management and climate change. The Rio Conventions Pavilion runs
concurrently with the s essions of the CO Ps of the respective Rio Conventions. Relevant exhibits,
displays, side events are promoted daily.
4
Guidelines for Special Events organization at COP-11
All special events will be held over lunchtime for an expected duration of 1.5 hours, with some flexibility
from 0800 to 1000 and 13:00 to 15:00 or in the evening from 18:00 to 20:00. The duration can be
shorter or for a maximum of 2 hours.
1.
2.
All registered participants to the sessions will be given free acc ess to all special events, presession events and the Investors Market Place for Drylands. There is no specia l registration
process required for participation in special events.
The organization of special events is entirely the responsibility of the organizer.
3.
Venue for special events will be provided free by the UNCCD, depending on availability of spaces
and on a first-come-first served basis, with basic arrangements (flipchart, microphones).
4.
Extra costs related to requests for addi tional equipment will have to be borne by the event’s
organizer. They include:
- bringing experts to the special event
- specific equipment costs
- coffee break or sandwiches
- interpretation
- sound recorder
- note books/pencils.
5.
Special events recommendation and outcome are expected to feed into the Chairman’s summary
and the outcomes of the COP or its subsidiary bodies.
4
6.
5
Slots for special events will be allocated as per the following criteria:
- Clear indication that the special event supports the UNCCD’s objectives
- Special events jointly organized through partnership-building.
Reporting on Special Events
At the sessions of the COP and its subsidiary bodies, Special Events’ rapporteurs will be requested to
present a one page report to the Secretariat on the event’s conclusions as per the following format:
1. Two line description of the Special Event’s theme and objectives
2. Description of key outcomes / recommendations / conclusions
3. Highlight on how each outcome / recommendation supports COP decisions and the following
10-Year Strategic objectives
 To improve the living conditions of affected populations
 To improve the condition of affected ecosystems
 To generate global benefits through effective implementation of the UNCCD
 To mobilize resources to s upport implementation of the Convention through building
effective partnerships between national and international actors
Each Special Event rapporteur will have to join the daily meetings of rapporteurs planned at the end of
each day to wrap-up the day’s discussions and overall outcomes and recommendations, to feed into
the Chair’s Summary.
The daily schedule of special Events will be presented in the daily Journal of the respective sessions.
6
Submission of Proposals for Side Events or Special Events
Application dates and deadlines for submission of proposals:
This notice is to advise eligible stakeholders (through the UNCCD website) the opening and clo sing
dates for submission of the side events request form. The side event request form shall remain
available on the respec tive UNCCD session webpage. All eligible stakeholders expecting to hold s ide
events must apply for consideration within the specified deadline of side events application stated at the
top of this text. Current deadlines for submission of proposals to the upcoming session are advertised
on the UNCCD website and can be found at the top of these guidelines.
How to submit a proposal for a side event or special event:
Accredited observers interested in organizing a si de event or s pecial event during the respect ive
session must submit a proposal using the Side Event Request Form and attach a detailed description
of the proposed event, including its thematic focus, speakers/presenters and its potential contribution to
the session of the COP or i ts subsidiary bodies. A special field to request the organization of special
events is indicated on t he enclosed Side Event Request Form. Pl ease make sure to specify whether
you are proposing a regular side event or a special event.
All completed and signed forms must be emailed to [email protected] to the attention of the side
events team or faxed to (+49-228-815-28 98/99). Note: Only submissions received at e-mail
[email protected] or at fax +49-228-815-28 98/99 will be considered. Any submissions sent
through other channels will not be considered.
5
For more information on side events, please contact:
The UNCCD Secretariat
Email: [email protected]
Tel : +49 228 815-2809
Annex: Side Event Request Form
__________
6
Annex:
Application Form for Side Events
COP 11
Please fill this form and send it before 31 July 2013 to:
E-mail: [email protected]
or Fax: + 49 228 815 2898 / 99
Note: Only submissions received through these channels will be considered. Any submissions
sent through other channels will not be considered.
Title of event:
Provide full title of the
event
Indicate whether a
Side Event or
Special Event:
Promoting
organization(s)
(please provide names,
telephone, fax and e-mail
addresses)
Special Event
First contact:
NAME:
ORG:
Phone no.:
E-mail address:
Alternate contact:
NAME:
ORG:
Phone no.:
E-mail address:
Give a short description of the event (300-350 words) indicating thematic focus,
objectives, and potential contribution to the session of the COP or its subsidiary
bodies.
Expected number of participants
Do you envisage inviting Ministers or other
VIPs to the side event?
No
Would you need any equipment for the side
event? If yes, indicate the needed
equipment
Note: this is for the purposes of determining
the kind of venue particular side events may
require.
7
Is interpretation required?
Preferred date and timing of event
No
First choice:
Second choice:
Date on which event request is sent out
to UNCCD Secretariat
Any other supporting information
Please note:
The UNCCD Secretariat will review t he application and notify respective applicants on whether the application is
successful or not. In the case where many applications are received, the UN CCD Secretariat will undertake a
selection process and where feasible, encourage organizers with similar events to combine their side events.
 Applications should provide a comprehensive summary of the work to be presented during the side event
 Proposals for side events at the COP 11 (2013) must be submitted by 31 July 2013.
 A formal confirmation of your side/special event’s acceptance will be sent by 15 August 2013 at the latest.
 The UNCCD secretariat is responsible only for time slotting and room allocation. The allocation of room will
be confirmed a few days before the event is scheduled.
 No interpretation for side events will be provided by the UNCCD secretariat or the UN Conference Services.
Information on interpretation, as well as on expected number of participants in the event, will be only used for
the selection of appropriate meeting room and facilities. Providing and paying for interpretation is solely a
responsibility of the promoting organization.
For more information on side events, contact:
The UNCCD Secretariat
Email: [email protected]
Tel : +49 228 815 2800
+49 228 815 2809
8