FOR OFFICIAL USE ONLY ANNUAL MEETINGS INFORMATION BOOKLET July 2016
CONTENTS Page Introduction and Schedule Provisional Schedule of Meetings... 3 Plenary Seating Arrangement... 3 Seminars and Flagship Events... 3 Before Arriving in Washington, DC Pre-Registration... 4 Passports and Visas... 4 Customs and Immigration... 4 Health Requirements... 4 Insurance... 4 Business Centers and Business Centers Conference Rooms... 4 Hotel Accommodation... 4 Map of Official Hotels... 6 In Washington, DC Registration... 7 Annual Meetings Security and Seating Arrangements... 7 Credentials and Voting... 7 Documents and Statements... 7 Financial Arrangements for Governors... 8 General Services... 8 Transportation... 8 Useful Contacts... 8 Campus Plan... 9 Committees Members of the Joint Procedures Committee, 2015 2016 (listed by Member Country)... 10 Members of the MIGA Procedures Committee, 2015 2016 (listed by Member Country)... 10 Communications in connection with the Annual Meetings should be addressed to: World Bank Group Email SECCOffice@worldbank.org Phone +1 (202) 473-7272 Fax +1 (202) 522-7139 2
INTRODUCTION AND SCHEDULE This booklet is a complement to the Annual Meetings website, AMWeb, which contains the current schedule of WBG events and detailed logistical information. (Certain areas will be restricted to Word Bank Group internal users only.) We recommend you bookmark this site and check back frequently in the lead-up to the meetings. For detailed information about WBG and IMF seminars, please refer to the WBG/IMF Joint website. The 2016 Annual Meetings of the Boards of Governors of the International Monetary Fund (IMF) and the World Bank Group 1 (WBG) will convene in Washington, DC, on Friday, October 7 through Sunday, October 9. The Annual Meetings plenary session and all related ancillary meetings will take place in and around the IMF and WBG buildings. PROVISIONAL SCHEDULE OF MEETINGS In the context of the Annual Meetings, the IMF and the WBG will also help organize and host a number of related meetings of groups of country delegations such as the G-20, G-24, Commonwealth, BRICS, as well as the Program of Seminars and other events beginning on Tuesday, October 4. 2 FRIDAY October 7 9:00 AM - 10:45 AM 2016 Annual Meetings Plenary Session DAR Constitution Hall Address from the Chair Annual Address by the Managing Director, International Monetary Fund Annual Address by the President, World Bank Group SATURDAY October 8 AM IMFC Plenary IMF HQ2, Conference Hall 1 PM Development Committee Plenary WBG MC, Preston Auditorium SUNDAY October 9 Time TBD Per Jacobsson Lecture Location TBD PLENARY SEATING ARRANGEMENTS Plenary seating diagrams indicating sections reserved for delegations and invited participants will be distributed to delegations in advance. Plenary seating includes seats for each member country s Bank and Fund Governors. Each delegation will be allocated two seats immediately behind its Governor(s). All other members of the delegation will be seated theater-style in reserved areas. SEMINARS AND FLAGSHIP EVENTS The seminars and flagship events that take place during the week of the Annual Meetings provide a forum for government delegates, policy-makers, representatives of civil society organizations, the private sector, academia, and senior WBG and IMF staff to engage on major financial and development issues currently confronting the international community. They are designed to generate discussion and debate as well as promote partnership, cooperation, and knowledge-sharing. These events are open to all accredited participants. There is no separate registration, and attendance is on a first-come, first-seated basis. The full schedule of events will be posted closer to the Meetings date at the joint WBG/IMF website. 1 The World Bank Group consists of the Following: International Bank for Reconstruction and Development (IBRD), International Finance Corporation (IFC), International Development Association (IDA), International Centre for Settlement of Investment Disputes (ICSID), Multilateral Investment Guarantee Agency (MIGA) 2 The Joint Procedures Committee/MIGA Procedures Committee would take place on Thursday, if required. 3
BEFORE ARRIVING IN WASHINGTON, DC PRE-REGISTRATION Each delegate is requested to complete and return the Delegation Attendance Form, which can be found online, to his or her respective Executive Director s office. Heads of delegations, or other authorized officials, are requested to provide the full composition of their respective delegations, including members from diplomatic missions and members of delegations designated as security personnel, well in advance of the Meetings. For information regarding registration procedures for other categories of participants (Observers, Press, Guests), please consult the Registration & Badges page on AMWeb. PASSPORTS AND VISAS All participants should ensure that passports are valid for at least six months from the date of entry and consult information provided by the U.S. Department of State (http://travel.state.gov/visa/visa_1750.html) for the latest information on visas and entry requirements. If visas are required, applications should be made as early as possible to allow sufficient time for processing. Please contact the Registration office (meetingsregistration@imf.org) if assistance is required. CUSTOMS AND IMMIGRATION The United States Government will arrange to expedite entry and customs clearances for those members of delegations who have provided their international flight number, date of arrival, and port of entry into the United States. Each delegate is urged to complete and return the Delegation Attendance Form to their respective Executive Director s office, as soon as possible. HEALTH REQUIREMENTS The United States Public Health Service advises that no vaccinations are required to enter the United States. However, delegates coming from or through areas infected with yellow fever should consult their local authorities to determine requirements for vaccinations against this disease. INSURANCE Delegates are advised to arrange for their own insurance for their individual travel, medical care, and personal effects while attending the Meetings. The institutions will not cover the cost of any medical expenses incurred by participants. BUSINESS CENTERS AND BUSINESS CENTER CONFERENCE ROOMS A Business Center will be available in the lobby of the World Bank s MC building. Business Center Conference Rooms for meetings of up to 40 people will be available in the World Bank s J and MC buildings and the IMF s HQ2 building. Reservation instructions for booking Business Center Conference Rooms can be found online at AMWeb. HOTEL ACCOMMODATIONS Hotel accommodations have been arranged at the official Meetings hotels to meet expected delegation requirements (see page 6 for a map of official hotels). Delegations should contact their preferred hotel directly to make reservations. A list of official hotels, contact information, and rates are available on AMWeb. Name, contact information, and a valid credit card must be provided for each reservation. The hotel will immediately process a one night s non-refundable charge as a deposit for the reservation. Reservations can be made in the reserved hotel blocks until the cut-off date, September 9, 2016, after which reservations will be based on remaining availability and may be subject to higher rates. 4
Cancellations/Penalties The following penalties will be charged to the participant s credit card for cancellations and no-shows: a. Any reservation cancellation will result in a one night s room and tax penalty charge. b. Failure to check-in to the hotel on the scheduled arrival date (No-show) will result in a charge of one night s room and tax as a penalty and a forfeiture of the reservation. c. Name change or date change to a reservation within 3 days of scheduled arrival will result in a charge of one night s room and tax as a penalty. d. Once a guest checks in, early departure or reduction of room nights is not permitted. The full stay will be charged. Check-Out time for hotels is 12:00 Noon. Please confirm with the front desk upon arrival. Participants who expect to arrive before this time and who wish to have immediate access to their rooms, or who wish to request a late check-out, must make their reservations effective from the night before or extended by a day, respectively. Any check-out after 12:00 NOON of the indicated departure date will be subject to additional charges according to each hotel s policy. Participants should verify this information with the hotel front desk at the time of their check in or during their stay. Delegates are requested to provide details of their accommodation arrangements on the Delegation Attendance Form. 5
OFFICIAL HOTELS 6
IN WASHINGTON, DC REGISTRATION Annual Meetings Registration will be located in the I Building lobby (1850 I Street, NW) and will open at 8:00 AM on Monday, October 3 through the close of the meetings on October 9. All participants are urged to register promptly. Participants are required to show passports or other means of government-issued photo identification to obtain their badge. Annual Meetings badges must bear a current photograph of the registrant, so participants must be photographed and obtain their individual registration badge. Annual Meetings registration badges will be required for entry into the Annual Meetings venues. ANNUAL MEETINGS PLENARY SECURITY AND SEATING ARRANGEMENTS Annual Meetings badges will be required for admission to the Plenary Meeting, meeting rooms, offices, and other restricted areas at IMF and WBG headquarters, and other offsite meetings venues. Plenary seating diagrams indicating sections reserved for delegations and other participants will be provided to delegations in advance. Plenary seating includes seats for each member country s Bank and Fund Governors. Each delegation will be allocated two seats immediately behind its Governor(s). All other members of the delegation will be seated theaterstyle in reserved areas. CREDENTIALS AND VOTING Governors, Alternate Governors, and Temporary Alternate Governors for the Meetings must be duly accredited prior to attending the Annual Meetings. All credentials must be submitted to the Annual Meetings Credentials team through the appropriate Executive Director s office. In the event a formal vote is required, a member s vote can be cast by its Governor, or in his/her absence, by the Alternate Governor, or in the absence of both, by the Temporary Alternate Governor. DOCUMENTS AND STATEMENTS Agenda and Plenary Documents The agenda and formal notices for the Annual Meetings will be made available to Governors in advance of the Meetings. Annual Meetings Documents Available Annual Meetings documents will include the following: A. Boards of Governors Documents: 1. Schedule of Meetings, Agenda, and Provisions Relating to the Conduct of the Meetings 2. Reports approved by the Executive Boards or submitted by the Organizations 3. Reports of the Procedures Committees, International Monetary and Financial Committee and Development Committee 4. Papers submitted by Governors for consideration 5. Other proposed resolutions of the Boards of Governors 6. Statements by Governors B. Information for meetings participants and staff C. Procedures Committees Documents (JPC/MPC series): Agenda, documents, and draft reports D. Electronic Informational documents and booklets: 1. Participants Handbook A separate document outlining the procedures of submitting Governors statements will be distributed to delegations and will be available on AMWeb. Document Translations Requests for translation of Annual Meetings-related documents should be submitted through the usual channels established for IMF/WBG translation requests. Should you require additional information or experience any difficulty in submitting your translation requests, please contact the Chief Translator's Office.
FINANCIAL ARRANGEMENTS FOR GOVERNORS Guidelines for the payment of per diems to Governors and Alternate Governors for attendance at the 2016 Annual Meetings will be provided in a separate communication. GENERAL SERVICES Information Desks will be located throughout the Meetings venues from October 3-9 to handle general inquiries. Limited banking services, including cashing of travelers checks and foreign exchange, are available in headquarters buildings during regular business hours but will be closed over the Annual Meetings weekend. These services are also available at most hotels. Numerous ATM machines can be found in the area surrounding the Meetings venues. For specific locations, visit AMWeb. Medical facilities will be located in MC C2-376 and operated by the Bank s Health Services Department In addition to normal weekday operations, the Health Rooms will be available, as needed, on Saturday and Sunday. Complimentary Wi-Fi access is offered throughout the WBG buildings on our Guest network. The access code will be posted throughout the Meetings venues. TRANSPORTATION A shuttle from the Meetings venues to DAR Constitution Hall will be provided on Friday for the Plenary Session. The shuttle will run from 7:15 AM until 8:15 AM before the session, and will return to the Meetings venues at the conclusion of the session. Monday through Friday, Annual Meetings participants may use the staff shuttle to travel between the Bank s MC building and F building (IFC). The staff shuttle runs from 7:30 AM to 6:30 PM and departs every 45 minutes from the MC building main entrance on H Street. On Saturday and Sunday, the Annual Meetings shuttle will run between MC and IFC every 30 minutes, from 7:00 AM to 7:00 PM. For more information on shuttle schedules and other local transportation options, visit AMWeb. USEFUL CONTACTS Emergency: 202-458-8888 Security: 202-453-3333 Medical Services: 202-458-0822 IT Helpdesk: 202-453-2121 8
Please refer to your Participants Booklet, provided on arrival, for a final Campus Plan. 9
MEMBER COUNTRIES WHOSE GOVERNORS ARE OFFICERS OF THE BOARDS OF GOVERNORS AND MEMBERS OF THE JOINT PROCEDURES COMMITTEE 2015-2016 MEMBER COUNTRIES WHOSE GOVERNORS ARE OFFICERS OF THE COUNCIL OF GOVERNORS AND MEMBERS OF THE MIGA PROCEDURES COMMITTEE 2015-2016 Chairman - Vice Chairmen - Colombia Jordan Sweden Chairman - Vice Chairmen - Colombia Jordan Sweden Members - Albania Algeria Angola Bhutan China Czech Republic France Gabon Germany Israel Japan Korea, Republic of Nicaragua Paraguay Russian Federation Saudi Arabia Singapore St. Kitts and Nevis Tajikistan Tanzania United Kingdom United States Members - Albania Algeria Angola Bhutan China Czech Republic France Gabon Germany Israel Japan Korea, Republic of Nicaragua Paraguay Russian Federation Saudi Arabia Singapore St. Kitts and Nevis Tajikistan Tanzania United Kingdom United States 1 0