UN Campus, Platz der Vereinten Nationen 1, 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: secretariat@unccd.int
Web-site: www.unccd.int
Guidelines for Organizers of Side Events during the twelfth session of the
Conference of the Parties (COP12)
Preamble
Side events organized within the sidelines of the official sessions of the Conference of the Parties
(COP) and/or its subsidiary bodies convened by the UNCCD provide an informal opportunity for Parties
and accredited observer organizations to exchange information and experiences on diverse issues
related to the objectives of the Convention.
The twelfth session of the Conference of the Parties (COP12) and meetings of its subsidiary bodies will
be held from 12 to 23 October 2015 at the ATO Congressium Centre in Ankara, Turkey
(<www.congresium.com >).
General guidelines for organizers of 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 land-based
perspective.
2. Every effort should be made to align the proposed event with the main thrust of the agenda of
the COP12 and its subsidiary bodies. The side event should constitute a potential contribution to
the outcome of the conference. The agenda of the COP is available on the UNCCD website.
3. In order to accommodate as many requests of side events as possible, side event proposals
that involve several organizing partners (jointly organized by two or more entities) are
particularly encouraged. Preference will be given to events that are organized jointly by civil
society organizations, governmental and intergovernmental partners. Organizers of closed
events will be accommodated where possible but are advised to look for alternative locations.
4. Non-governmental representatives proposing a side event must be accredited to the UNCCD.
5. Side events are open to all registered delegates participating at the official sessions of the COP
or any of its subsidiary bodies. 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.
6. 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 cancelled at the last minute if an inter-governmental meeting needs to
use the room where the side event was scheduled to take place. In these cases, the secretariat
will attempt to reschedule the cancelled event to another location or another date.
7. The secretariat is responsible only for room allocation. Time slots and rooms will be
accommodated according to availability on a first-come, first-served basis. Due to in-session
activity, last-minute changes or even cancellations can occur on rare occasions for some side
events.
8. Standard equipment (i.e. sound system, one table microphone for each two delegates and fixed
projection facilities) will be provided in the side events meeting rooms. Side event organizers
can request additional technical equipment and services for their event on a commercial basis
from local service providers including, 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).
9. A list of available services that may be obtained on commercial basis from local accredited
providers (such as catering, technical equipment, interpretation, shipment and storage etc.) will
be made available on the host country COP 12 website:< www.unccdcop12.gov.tr>.
10. Depending on the venue and availability, internet connections may be provided during the side
event. The UNCCD side event team should be notified in advance so that the necessary
connection can be arranged. This may involve additional costs that need to be covered by the
side event organizer.
11. Publicizing a side event is the responsibility of its organizers; the Secretariat will not produce
fliers, distribute notices, or run other publicity efforts for side events. A daily calendar of side
events during COP12 will be published in the Official Journal of the session.
12. 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.
13. Given the paper smart nature of the COP, the UNCCD secretariat encourages organizers to
eliminate or reduce the documents produced for the advertisement of the side events and their
organization.
14. Only printed materials that are directly and thematically related to the agenda of COP12 and the
meetings of its subsidiary bodies can be distributed during a side event or at any time at the
session. The secretariat reserves the right to remove materials judged to be inappropriate.
15. The sale of printed materials (or any other items) at the premises of the session during the side
events or at any time is strictly prohibited.
16. 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.
17. Depending on the venue, food may not be allowed into side event rooms. Therefore, catering
shall be provided 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 condition for future users.
Submission of Proposals for Side Events
Requests to hold side events during COP12 should be submitted by 31st August 2015. Information on
the approved side events will be sent by the UNCCD secretariat approximately one month prior to the
session.
Accredited organizations interested in organizing a side event during COP12 must submit a proposal
using the Application Form for Side Events enclosed as an Annex to these guidelines. The application
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should include a detailed description of the proposed event, including its theme focus,
speakers/presenters and its potential contribution to the COP12.
All completed and signed forms must be emailed to: sideevents@unccd.int to the attention of the side
events team or faxed to +49-228-815-28 98/99. Please indicate in the title of the email the name of the
organization and a short title for the side event for ease reference. Note: Only submissions received
before the 31st August via the e-mail indicated above will be considered.
For more information on side events, please contact:
The UNCCD Secretariat
Email: sideevents@unccd.int
Tel: +49 228 815-2800
Annex: Application Form for Side Events
__________
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Annex:
Application Form for Side Events COP12
Please fill this form and send it before 31st August 2015 to:
E-mail: sideevents@unccd.int
Title of event:
Provide full title of the event
Promoting organization(s)
First contact:
Please provide name of contact
person, organization, telephone
and e-mail addresses
NAME
Click here to enter text.
ORG
Click here to enter text.
Phone no.
Click here to enter text.
E-mail address
Click here to enter text.
Alternate contact:
NAME
Click here to enter text.
ORG
Click here to enter text.
Phone no.
Click here to enter text.
E-mail address
Click here to enter text.
Please indicate the thematic focus of your side event:
Click here to enter text.
Give a short description of the event (300-350 words) indicating thematic focus, objectives and
potential contribution to the COP12
Click here to enter text.
Provisional list of speakers
Click here to enter text.
Do you envisage inviting Ministers or other VIPs to
the side event?
Click here to enter text.
Expected number of participants
Click here to enter text.
Would you need any equipment for the side event?
If yes, indicate the needed equipment
Click here to enter text.
Please note that this is only for the purposes of
determining the kind of venue particular side events
may require.
Is interpretation required?
Click here to enter text.
Preferred date and timing of event
First choice:
Click here to enter a date.
Second choice:
Click here to enter a date.
Please note that side events are typically scheduled at
lunch time (1 p.m. – 3 p.m.), in the evening (6 p.m. – 8
p.m.) or, eventually, in the morning (8 a.m. – 10 a.m.).
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Date on which event request is sent out
to UNCCD Secretariat
Click here to enter a date.
Any other supporting information
Click here to enter text.
Please note:
The UNCCD Secretariat will review the application and notify respective applicants on whether the application is
successful or not. In the case where many applications are received, the UNCCD 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 COP12 must be submitted by 31 August 2015.
 Confirmation of your side event’s acceptance will be sent approximately one month prior to the session.
 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, please contact:
The UNCCD Secretariat
Email: sideevents@unccd.int
Tel : +49 228 815 2800
Fax: +49 228 815-2898/99
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