A/CONF.206/INF.1. United Nations. Information note for participants. World Conference on Disaster Reduction. Kobe, Hyogo, Japan January 2005

Transcription

1 United Nations World Conference on Disaster Reduction Kobe, Hyogo, Japan January 2005 A/CONF.206/INF.1 Distr.: General 16 November 2004 English only Information note for participants GE

2 I. Introduction 1. This document has been prepared to facilitate the participation of delegates and observers in the World Conference on Disaster Reduction. II. Venue and dates of the Conference 2. The World Conference on Disaster Reduction (WCDR) will be held from Tuesday 18 to Saturday 22 January 2005 at the Portopia Hotel, Kobe, Hyogo, Japan. The address is as follows: KOBE PORTOPIA HOTEL 10-1, 6 chome, Minatojima Nakamachi, Chuo-ku, Kobe, , Japan 3. There is no registration fee to attend the WCDR. III. Access 4. An access map to the Conference site is available on the WCDR website ( IV. Transportation from Kansai International Airport to Kobe Portopia Hotel Shuttle Bus Service 5. Free Shuttle Bus Service from Kansai International Airport to Kobe Portopia Hotel will be available for WCDR participants. 6. Between 17 and 22 January 2005, a free Shuttle Bus Service will be provided between designated hotels and the conference venue. Transportation by car minutes from Kansai International Airport. (Taxi fare is approximately 23,000 yen). Please note that it may take longer when the traffic is congested. Transportation by commercial bus 8. Limousine bus to Sannomiya Station is available from the airport. It takes approximately 60 minutes from Kansai International Airport and the bus fare is 1,800 yen. 9. A courtesy bus connecting Sannomiya Station and Kobe Portopia Hotel will also be available. V. Accommodation 10. A number of rooms have been blocked at different hotels in and around Kobe for Conference participants. A detailed list of hotels and the information on hotel reservations is available on the WCDR website ( 2

3 11. All participants are requested to make their own accommodation arrangements in Kobe. The official travel agent (JTB Corporation) has been appointed by the Japanese Government to handle all the WCDR related hotel reservations. Please be advised that the Conference secretariat will not be in a position to assist with accommodation arrangements. VI. Floor plan 12. A floor plan of the Conference site will be available on the WCDR website. VII. Registration of participants Member States 13. Permanent representatives and observers are advised that every delegate, observer, member of the parties of Heads of State or Government or technical support staff who will need access to the United Nations Conference restricted area for WCDR in Kobe will be admitted only upon presentation of a special WCDR grounds pass. Regular United Nations grounds passes from New York and other duty stations will not be recognized during the WCDR. 14. Each delegate must go through the registration process in order to obtain a WCDR ground pass. A pre-registration process is being carried out by the Conference secretariat in Geneva until 30 November Delegations are urged to submit registration packages - consisting of an official letter from the Government or Ministry of Foreign Affairs indicating the composition of the national delegations, with individual registration forms attached for each member of the delegation - through their official diplomatic representation in Geneva or New York, in advance to the Conference secretariat in Geneva by 30 November 2004, either by fax (Fax N : / 0612) or by ( address: isdr-wcdr@un.org or rosec@un.org). Registration forms in English and French are available on the WCDR website at 15 For delegates who went through the pre-registration process, the United Nations Accreditation Centre in Kobe Portopia Hotel (Main Building 2F) will be the place to collect their WCDR passes. All delegates are requested to present themselves, in person, at the Accreditation Centre so that a photo can be taken and placed on their passes. 16. As of 14 January 2005, an on-site registration of Government delegates to the WCDR will be carried out in Kobe by the WCDR Secretariat, at the United Nations Accreditation Centre, located at the Kobe Portopia Hotel. Delegates who have not preregistered with the Conference secretariat in Geneva by 30 November are requested to report directly at the Accreditation Centre in Kobe. They will be requested to present the letter of credentials together with duly filled registration forms. The WCDR ground passes will be issued upon verification by the Conference secretariat. VIPs 17. Following past practice, VIPs will be provided with VIP passes without photographs. Delegates at the level of cabinet ministers will also be issued VIP passes without photographs. 18. The VIP s close entourage (including close press and security - armed or unarmed - entourage) will also need a pass to access the Conference site. VIP passes will be produced upon presentation of an official list indicating the exact composition of the VIP delegation. Individual registration forms are not required for the VIP passes. Spouses of delegates, 3

4 regardless of rank, are entitled to the same type of passes as the principals. The entourage pass will be valid only when the VIP they are accompanying is attending the Conference. United Nations Organizations, Specialized Agencies and other inter-governmental organizations 19. Representatives of all United Nations Organizations, Specialized Agencies and other inter-governmental organizations, be they based in New York, Geneva or other locations, must comply with the regular registration process. The badges which are valid to enter the UN premises in Geneva, New York or other locations will not be valid at WCDR site. To this end, an official letter from Headquarters indicating the composition of the Agency / Organization s delegation should be sent to the Conference Secretariat by 30 November 2004 at the latest, together with a copy of the individual registration forms duly filled by each member of the delegation ( isdr-wcdr@un.org or by fax: or ). Non-governmental organizations and other major groups registration and accreditation processes and other specific NGO related information 20. All NGOs and other major groups wishing to participate in the WCDR need to be accredited. Accredited NGOs and other major groups can register their representatives for the WCDR. They are requested to inform the Conference secretariat of the composition of their representatives by sending an official letter from their highest authorities and an individual registration form for each representative to the Secretariat ( matsuoka@un.org or fax No. +41 (0) ) no later than 30 November The form is available in English and French on the WCDR website at < 21. NGOs and other major groups that are eligible for registration are the following: those with a consultative status with the Economic and Social Council; those on the roster of the Commission on Sustainable Development; those accredited to the World Conference on Natural Disaster Reduction (Yokohama, Japan, 1994); members of the Inter-Agency Task Force on Disaster Reduction, or any of its working groups; and, those accredited to the World Conference on Disaster Reduction through the official accreditation process. 22. When the registration forms and the official letter are received, each nominated representative will receive a confirmation letter by fax or . This letter serves as an official invitation to the WCDR and can be used to apply for a visa to Japan. 23. As for other categories of participants, representatives of NGOs and other major groups are responsible for their own hotel reservations and travel arrangements, including to and from the airport. Representatives are responsible for contacting the nearest Embassy or Consulate of Japan for visa purposes. 24. Representatives of NGOs and other major groups can collect their ground passes as from 14 January 2005 at the United Nations Accreditation Centre, located at the Kobe Portopia Hotel Main Building (2F). Registered participants must come to the Accreditation Centre with the original registration form, a copy of the confirmation letter, and valid photo identification (e.g. passport, driver s licence) for identification purposes (for office hours, see para. 30 below). 4

5 25. Representatives of NGOs and other major groups that have obtained a WCDR ground pass can leave the Conference premises and re-enter at any time. On some days, entry into the UN restricted area or a particular meeting room within may need to be restricted for crowd-control purposes. Those dates will be announced by the Conference Secretariat as early as possible to participating NGOs and other major groups, and a secondary pass system will be established if necessary. 26. Each registered NGO representative will receive one individual WCDR ground pass to allow him/her access to the UN restricted premises during the WCDR. 27. There will be a working area for NGOs on the second floor of the Kobe Portopia Hotel Main Building for accredited NGOs and other major groups. 28. Access to plenary meetings is open to all accredited NGOs and other major groups except for those days when crowd-control measures are in effect. Secondary passes will be necessary on such occasions. United Nations Accreditation Centre 29. Office hours for the United Nations Accreditation Centre (Kobe Portopia Hotel Main Building 2F) are as follows: Friday, 14 January Saturday, 15 January Sunday, 16 January Monday, 17 January Tuesday, 18 January Wednesday, 19 January Thursday, 20 January Friday, 21 January Saturday, 22 January 9 a.m. 5 p.m. 9 a.m. 5 p.m. 9 a.m. 5 p.m. 9 a.m. 5 p.m. 8 a.m. 5 p.m. 8 a.m. 5 p.m. 8 a.m. 5 p.m. 8 a.m. 5 p.m. 8 a.m. 2 p.m. VIII. Programme of meetings 30. A provisional agenda and the organization of work for the WCDR will be available on the Conference website. A Conference Journal will also be posted daily on the website throughout the Conference. 31. Meetings are scheduled to take place from 10 a.m. to 1 p.m. and from 3 p.m. to 6 p.m. In case evening sessions are required, delegates will be informed of details in due course. IX. Seating arrangements 32. During the Conference, each government delegation will be assigned four seats: two at table and two behind. 33. At Main Committee meetings, each government delegation will have two seats, one at the table and one behind. 34. Specifically identified seating will be available for other participants at the Conference. 5

6 X. Languages of the WCDR 35. Arabic, Chinese, English, French, Russian and Spanish are the official languages of the Conference. Simultaneous interpretation will also be available in Japanese. 36. Official documents of the session will be made available in the six United Nations official languages. XI. Meetings and interpretation services 37. There will be interpretation services for a total of four simultaneous meetings per day, two in the morning and two in the afternoon. The servicing of all official meetings, extensions of official meetings beyond their normal duration, or the provision of interpretation services to regional or other major groupings of Member States and the thematic panels should therefore be arranged within that framework. In case it is decided to hold them outside the interpretation teams working hours, they will be carried out without interpretation. 38. Statements made in any of the six official languages will be interpreted into the other official languages. Any representative may make a statement in a language other than the official languages. In such cases, the delegation should provide either an interpretation or a written text of the statement in one of the official languages. The interpretation or written text will be considered by the secretariat to represent the official text of the statement and will be used by United Nations interpreters as the basis for interpretation into the other official languages. 39. Meetings other than those of United Nations bodies, such as meetings of regional or interest groups, will be accommodated according to the availability of meeting rooms and services. XII. Documentation Circulation of written statements 40. If delegations wish to have written statements distributed to all delegations, observers, specialized agencies and press officers, 350 copies will be required. Participants in the Conference are reminded that the secretariat will not be in a position to offer reproduction services for such texts. 41. Delegations who wish to have written statements distributed to the media are requested to deliver 300 copies to the media documents counter located in the Media Centre. Distribution of official documents 42. The main documents distribution desk for delegations will be located in front of the Plenary Room, South Wing IF of the Kobe Portopia Hotel. 43. Each delegation will be assigned an individual box at the documents distribution desk in which copies of all official documents issued during the Conference will be placed. Delegations are reminded that those document boxes are exclusively for the distribution of official documents of the WCDR and may not be used for the circulation of any other papers or documents. 6

7 44. To determine exact requirements, each delegation is requested to advise the documents distribution desk at the earliest opportunity of its daily requirements regarding the number of copies of each document it wishes to receive during the session and the language desired. The quantity requested should be sufficient to cover all requirements since it will not be possible to provide complete sets of documents after the Conference. 45. Accredited NGOs and other major groups, as well as representatives of the media, will be able to obtain official Conference documents at designated documents distribution desks. Receipt and circulation of other documents 46. Other documents that Governments, United Nations funds, agencies and programmes, NGOs and other major groups or other accredited organizations may wish to make available to participants in the Conference are to be provided by the parties in appropriate languages and quantities. The Conference secretariat will undertake neither reproduction nor translation of such documents, nor will they distribute those documents on behalf of other organizations. Delegations are required to organize the delivery of their own documents to the appropriate distribution points at the Conference premises (delivery times will be restricted from 6 a.m. to 9 a.m.). 47. Distribution space will be limited to table tops, and it is recommended that only 200 copies of each document are displayed at any one time. Additional copies and any left outside the authorized area may be removed and disposed of. XIII. Media accreditation and facilities 48. Members of the media who wish to be accredited to cover the WCDR should submit an application form, relevant information required, together with a letter of assignment on official letterhead from the Editor or Bureau Chief. Media accreditation forms with instructions will be available at the WCDR website in late November. 49. For accredited members of the media, passes will be issued starting 14 January 2005 at the United Nations Accreditation Centre at the Kobe Portpia Hotel Main Building (2F) upon presentation of two forms of photo identification (passport, official national press pass, driver s licence, employee identification etc.) The office hours of the United Nations Accreditation Centre are indicated in para. 30 above). 50. All members of the press corps accompanying Heads of State or Heads of delegation must complete an application form for accreditation, attached to an official letter from the Permanent Mission concerned, listing the names of the media representatives with their functional titles and affiliation, addressed to the Conference secretariat. 51. Members of the media accompanying Heads of State or Government or Heads of delegation must present themselves to the Accreditation Centre, where they will have their photographs taken and be issued a WCDR grounds pass upon presentation of national passports and another valid photo identification. 52. The press working room for the use of all journalists accredited to cover the WCDR will be located on the 3 rd floor of the International Conference Center Kobe. Workspaces will be available on a first-come, first-served basis. A certain number of workspaces will have computers. However, journalists are advised to bring their own laptops. 53. A documents distribution counter will provide journalists with all documents, as well as copies of daily press releases in English and Japanese covering the main activities 7

8 of the Conference. They will also be made available electronically on the WCDR website at < It will also be possible for the journalists to consult another website at < 54. Details concerning press facilities and media accreditation will also be made available on the WCDR website. Press conferences 55. Daily press briefings by the Spokesperson for the Conference will be held at a time to be defined in the press conference room. The room will also be available for press conferences by delegations and United Nations organizations. Further details will be made available on the Conference website. 56. Attendance at press conferences will be limited to accredited journalists. The only exceptions are the press attaché and a limited number of other officials of the same delegation directly concerned with the press conference, as well as United Nations officials covering the press conferences. 57. A daily schedule of press conferences will be posted near the Press Conference room. Pre-conference media briefing 58. A pre Conference briefing meeting is being planned before the WCDR. Details will be posted on the WCDR website. Media information 59. A press kit containing information on the Conference will be available from the secretariat and will be posted on the WCDR website at < 60. During the Conference, media relations staff will be available to provide information to journalists on background and on the record. XIV. Security 61. Effective 17 January 2005, access to the conference facilities within Kobe Portopia Hotel will be strictly limited to persons properly accredited by the United Nations. During the period of the Conference (18-22 January 2005), the security arrangements are as set out below. Security responsibilities 62. Security responsibility for the Conference is the same as that for any other activity at the United Nations. The United Nations Security and Safety Service, in close cooperation with host country law enforcement agencies, is responsible for the security of everyone while they are on the UN premises, i.e. Kobe Portopia Hotel. The host country and host city authorities are responsible for all arrangements relating to security and movement outside the UN premises. Access to and within the Portopia Hotel during the Conference 63. Access to the conference facilities within Portopia Hotel during the Conference will be restricted to those persons who are properly accredited and who are wearing a Conference grounds pass. It must be emphasized that for security reasons, access to the Conference facilities within Portopia Hotel will be denied to anyone not wearing a valid 8

9 WCDR grounds pass. To avoid last minute difficulties, all Governments are requested to ensure the proper accreditation of their delegations and accompanying parties. 64. Within the Kobe Portopia Hotel, there may be certain further restrictions on movements. The United Nations Security and Safety Service will enforce control over access to certain areas. 65. All deliveries must be completed between 6 a.m. and 9 a.m. Loss of pass 66. Loss of WCDR grounds passes must be reported to the United Nations Accreditation Centre. 67. Further updates on security matters will be provided on the WCDR website. XV. Other useful information Passport and Visas 68. A valid passport is required to enter Japan. In addition, some foreign nationals require a visa. It is required to contact the nearest Japanese Embassy, Consulate or diplomatic mission preferably three months before your departure for Japan. The Conference secretariat is not in a position to process the visa applications. 69. As of May 2004, citizens from specific countries do not require visas for a stay of less than 3 months or 90 days. A list is available on the WCDR website which might, however, be subject to occasional revisions. It is therefore recommended to check the effective status of each country by consulting the nearest Japanese Embassy or Consulate. A list of countries with visa exemption arrangements with Japan is also available on the Conference website. Insurance 70. The Japanese Government can take no responsibility for medical or travel insurance for participants. It is strongly recommended that participants make arrangements for the necessary insurance coverage. Climate 71. It is usually cold in Hyogo in January. Participants are advised to bring warm clothing. Average temperature in Hyogo in January is 5.2 degrees centigrade (41.36F), with daily high of 8.9ºC (48F) and a daily low of 2.0ºC (35F). Currency, Credit Cards, Travellers Cheques 72. The official Japanese currency is the yen. Most credit cards are accepted in major hotels, certain stores and certain restaurants. Foreign currencies and traveller's cheques may be accepted at major hotels but only in very few restaurants and shops. It is recommended to exchange foreign currency to Japanese yen at foreign exchange banks, where presentation of a passport will be required. 73. The following currency will be accepted at the Kobe Portopia Hotel for exchange into Japanese Yen: Australian dollar, UK Sterling Pound, Canadian dollar, Euro, Swiss Franc, and US dollar. Banks are open only on weekdays between 9 a.m. and 3 p.m. It is possible to use credit cards at ATMs (Automatic Teller Machines) located at most major 9

10 banks between 8 a.m. and 9 p.m. on weekdays, and 9 a.m. and 5 p.m. on weekends and holidays. Electricity 74. In Japan, the voltage of the main power supply is 100V and the frequency is 50/60 Hz. Electrical plugs are A-type. Taxis 75. The fare consists of an initial flag-down price of approximately 660 yen plus an additional cost per distance covered and time elapsed. Payment is made at the end of the ride, and you need to pay the amount marked on the meter (tipping is not necessary). Most taxi drivers do not speak any foreign language. Trains and buses are recommended as an inexpensive means of transport. Generally, taxi stations are located in front of the hotels and train stations. Time Zone 76. Japan time is nine hours ahead of GMT in January. Tipping/VAT 77. Tipping is not required in Japan. Usually, a five percent VAT is added. In some cases, such as in exclusive restaurants, bars and hotels, a ten percent service charge may be added to bills. Travel Information Desk 78. Travel Information desks will be available for participants at Kansai International Airport, Shin-Kobe Station, Portopia Hotel and some major designated hotels. 79. Kansai International Airport and Shin-Kobe Station Information Desks at Kansai International Airport and Shin-Kobe Station will provide information regarding access to the Conference venue in Kobe. 80. Information Desk at Kobe Portopia Hotel will provide information on restaurants, sight-seeing tours, ticket reconfirmation, and other travel related issues. Postal Services 81. Basic postage and mailing services is available at Portopia Hotel. Post offices outside the Hotel are open daily from 9:00 to 17:00 except Saturdays, Sundays and public holidays. Newspapers 82. English language newspapers (Japan Times and International Herald Tribune) can be purchased in the Portopia Hotel. Emergency Care System First Aid 83. First aid facility for delegations, located in the Kobe Portopia Hotel, will be operating during the course of the Conference. 10

11 Emergency Hospital 84. The closest hospital is located at the following address: Kobe City General Hospital 4-6, Minatojima Nakamachi, Chuo-ku, Kobe, , Japan Tel: +81-(0) Fax: +81-(0) Emergency Numbers 85. Dial 110 for Police. Dial 119 for Fire and Medical Emergency. Other facilities in Portopia Hotel 86. Further information on restaurants and other facilities in the Kobe Portopia Hotel is available on the WCDR website. XVI. For further information 87. Any enquiries should be addressed to the Conference secretariat at indicating the name of the focal point in the title of your message. For registration and participation of Delegates and Representatives from Member States, UN Agencies and accredited IGOs - Attention: Ms. Christel Rose For non accredited IGOs, NGOs and Public Forum - Attention: Ms. Yuki Matsuoka For Thematic Segment - Attention: Mr. John Harding For other matters linked to the WCDR - Attention: Ms. Elena Dokhlik 88. The above information will be regularly updated and made available on the WCDR website. 11