RC74_GuideForParticipants_240417

Regional Committee for Europe
74th session
Copenhagen, Denmark, 29–31 October 2024
EUR/RC74/DIV./1 18 July 2024 | 240417 ORIGINAL: ENGLISH
Guide for participants
74th session of the WHO Regional Committee for Europe
Copenhagen, Denmark, 29–31 October 2024
EUR/RC74/DIV./1 page 2
Contents
General information……………………………………………………………………………………………………………….. 4
Date and location ………………………………………………………………………………………………………………. 4
Attendance and format ……………………………………………………………………………………………………… 4
Conduct……………………………………………………………………………………………………………………………. 4
Registration …………………………………………………………………………………………………………………………… 5
Credentials………………………………………………………………………………………………………………………… 5
Registration process…………………………………………………………………………………………………………… 5
Provisional list of participants ……………………………………………………………………………………………… 5
Travel arrangements ………………………………………………………………………………………………………………. 6
Travel to and from Copenhagen…………………………………………………………………………………………… 6
Hotel accommodation………………………………………………………………………………………………………… 6
Visa and travel documents………………………………………………………………………………………………….. 6
Arrival to and departure from Copenhagen…………………………………………………………………………… 8
Practical arrangements during RC74…………………………………………………………………………………………. 8
On-site registration ……………………………………………………………………………………………………………. 8
Transfers to and from UN City……………………………………………………………………………………………… 9
Healthy RC74…………………………………………………………………………………………………………………….. 9
Networking receptions……………………………………………………………………………………………………….. 9
Bilateral meetings between Member States………………………………………………………………………….. 9
Medical services ………………………………………………………………………………………………………………… 9
Personal security and insurance…………………………………………………………………………………………. 10
Local information………………………………………………………………………………………………………………….. 10
Currency and payment transactions …………………………………………………………………………………… 10
Weather and clothing……………………………………………………………………………………………………….. 10
Electricity supply………………………………………………………………………………………………………………. 10
Official programme……………………………………………………………………………………………………………….. 10
Working languages and interpretation ……………………………………………………………………………….. 10
Accessibility …………………………………………………………………………………………………………………….. 11
Seating in plenary…………………………………………………………………………………………………………….. 11
Statements and interventions……………………………………………………………………………………………. 11
Inscription on Speakers’ List for the agenda item on addresses by the Director-General and
Regional Director……………………………………………………………………………………………………………… 12
Documentation………………………………………………………………………………………………………………… 12
Draft resolutions and decisions………………………………………………………………………………………….. 12
Pre-RC74 side events………………………………………………………………………………………………………… 12
Public communication…………………………………………………………………………………………………………… 12
Livestream………………………………………………………………………………………………………………………. 12
Social media…………………………………………………………………………………………………………………….. 13
Website ………………………………………………………………………………………………………………………….. 13
RC74 mobile application……………………………………………………………………………………………………. 13
Privacy ……………………………………………………………………………………………………………………………. 13
EUR/RC74/DIV./1 page 3
Annex 1. List of recommended hotels for RC74………………………………………………………………………… 14
Annex 2. List of Member States and Associate Members (naming convention) ……………………………. 15
EUR/RC74/DIV./1 page 4
GENERAL INFORMATION
Date and location The 74th session of the WHO Regional Committee for Europe (RC74)
will open on Tuesday, 29 October 2024 and will close on Thursday,
31 October 2024.
Venue: UN City
• Address: Marmorvej 51, 2100 Copenhagen, Denmark
• Telephone: +45 45 33 50 00
Attendance and
format
In accordance with Rules 1 and 2 of the Rules of Procedure of the
Regional Committee for Europe, participation in the plenary session of
RC74 is open to delegates from Member States, Associate Members and
invited States that are not members of the Regional Committee; invited
representatives of the United Nations, specialized agencies and other
international organizations; representatives of non-State actors in
official relations with WHO or accredited to attend meetings of the
Regional Committee; and other observers.
The notice of convocation is being sent in accordance with Rules 4 and 7
of the Rules of Procedure.
Following the decision of the Thirty-first Standing Committee of the
Regional Committee for Europe, the session will be organized in person.
Conduct WHO is committed to ensuring all participants can take part in an
inclusive, respectful and safe environment. All participants are expected
to behave with integrity and respect towards each other and everyone
involved in this event. Participants are expected to abide by WHO’s
standards of conduct. WHO has zero tolerance for any form of
harassment or sexual misconduct and for any inaction against these. For
more information, please refer to the WHO Code of Conduct to prevent
harassment, including sexual harassment, at WHO events1
and the WHO
Policy on Preventing and Addressing Sexual Misconduct.2
If participants have any concerns on these or related matters, they
should contact Ms Kate Eversteyn, Regional Coordinator, Prevention
and Response to Sexual Misconduct (email: eversteynk@who.int).
Reports or complaints of harassment or sexual misconduct can also be
made confidentially to the WHO Office of Internal Oversight Services
(email: investigation@who.int).
1
Code of Conduct to Prevent Harassment, including Sexual Harassment at WHO events. Geneva: World Health
Organization, 2021 (accessed 12 July 2024).
2
WHO Policy on Preventing and Addressing Sexual Misconduct. Geneva: World Health Organization, 2023 (accessed
12 July 2024).
EUR/RC74/DIV./1 page 5
REGISTRATION
Credentials In accordance with Rule 3 of the Rules of Procedure, the names of
representatives, which in the case of Members shall take the form of
credentials, shall be communicated electronically or hand-delivered to
the WHO Regional Director for Europe before the opening of
the session.
Credentials shall be issued by the Head of State, the Head of
Government, the Minister of Foreign Affairs, the Minister of Health or
any other appropriate authority, such as embassies and permanent
missions or senior government officials, such as directors-general or
permanent secretaries for health.
Member States and Associate Members are invited to use as a guide the
form attached to the convocation letter as a template for the
establishment of credentials, on an official letterhead of the issuing
authority, with all information stated in the form included in the
credentials. The credentials must be dated and signed or stamped by
the issuing authority.
In accordance with Rule 1 of the Rules of Procedure, the delegations of
Member States should consist of not more than two representatives
from each of the Members. The representatives may be accompanied
by alternates and advisers.
All other participants (international governmental organizations, non-
State actors and other partners, as referred to in Rule 2 of the Rules of
Procedure), who are invited to attend the Regional Committee in an
observer capacity, are welcome to confirm their participation to the
WHO Regional Office for Europe (WHO/Europe) Regional Governance
team (email: eurorc74@who.int).
Registration process Online registration is required for official attendance of the plenary
session of RC74 by all categories of invited participants.
Registration can be initiated through the following link:
https://indico.un.org/event/1012231/. During the registration process,
please follow the step-by-step on-screen instructions.
Delegations are kindly requested to complete the online registration
preferably before 4 October 2024.
Provisional list of
participants
A provisional list of participants will be made available. This list will be
compiled on the basis of the credentials received by the Secretariat by
close of business on 25 October 2024.
Participants are requested to check the information contained in the
provisional list of participants and to report any changes or corrections
to the Secretariat (email: eurorc74@who.int) for inclusion in the
final list.
EUR/RC74/DIV./1 page 6
TRAVEL ARRANGEMENTS
Travel to and from
Copenhagen
Participants should make their own travel arrangements for both the
outward and return journeys and make their own hotel booking (except
invited special guests, who will be notified as such).
Hotel accommodation Delegations are kindly requested to book well in advance (before
25 September 2024) a room in one of the recommended hotels listed in
Annex 1.
Visa and travel
documents
Please find guidance on visa and travel document requirements for
participants of RC74 below.
Short-stay entry conditions to Denmark for third-country nationals3
• Visitors’ passports and other travel documents should be
valid for a minimum of 3 months beyond the period of
intended stay. Passports and/or passport replacing
documents issued more than 10 years prior to the date of
entry will not be accepted.
• Visitors should be in possession of a valid visa. Visitors not
holding return/onward tickets could be refused entry
to Denmark.
Approved travel documents
• The following link gives the list of approved travel documents
which entitle the holder to cross the (Schengen) external
borders and which may be endorsed with a visa: Travel
documents issued by third countries and territorial entities
(Part I).
Visa requirements for third-country nationals
• Below is a list of countries and areas within the WHO
European Region, whose nationals need a valid Schengen visa
to enter Denmark. Note: national short-stay visas (type C)
issued by Bulgaria or Romania before 31 March 2024 are not
accepted for entry to Denmark. Please see the new to
denmark website for further information.
− Albania (nationals with biometric passports are exempt
from the visa requirement)
− Armenia (nationals with diplomatic passports are
exempt from the visa requirement)
− Azerbaijan
− Belarus
3
A third-country national is any person who is not a citizen of the European Union within the meaning of Article 20(1)
of the Treaty on the Functioning of the European Union and who is not a person enjoying the European Union right to
free movement, as defined in Article 2(5) of the Regulation (EU) 2016/399 (Schengen Borders Code).
EUR/RC74/DIV./1 page 7
− Bosnia and Herzegovina (nationals with biometric or
diplomatic passports are exempt from the visa
requirement)
− Georgia (nationals with biometric passports are
exempt from the visa requirement)
− Kazakhstan (nationals with diplomatic passports are
exempt from the visa requirement)
− Kosovo4
(nationals with biometric passports are
exempt from the visa requirement)
− Kyrgyzstan
− Montenegro (nationals with biometric passports or
diplomatic passports are exempt from the visa
requirement)
− North Macedonia (nationals with biometric passports
are exempt from the visa requirement)
− Republic of Moldova (nationals with biometric
passports or diplomatic passports are exempt from the
visa requirement)
− Russian Federation
− Serbia (nationals with biometric passports or
diplomatic passports are exempt from the visa
requirement. This does not apply to persons with
passports issued by the Serbian Coordination
directorate Koordinaciona uprava)
− Tajikistan
− Türkiye (nationals with diplomatic and special
passports are exempt from the visa requirement)
− Turkmenistan
− Ukraine (nationals with biometric passports or
diplomatic passports are exempt from the visa
requirement)
− Uzbekistan
• Holders of a residence permit, a re-entry permit or a long-
term visa issued by a country within the Schengen area are
exempt from the visa requirement for Denmark for up to
90 days in any 180-day period.
• Holders of the following may enter without a visa if the
holder enters Denmark on official business:
− a valid laissez-passer issued by the United Nations
− a valid laissez-passer issued by the Council of Europe
− a valid laissez-passer issued by the European Union.
4
All references to Kosovo in this document should be understood to be in the context of the United Nations Security
Council resolution 1244 (1999).
EUR/RC74/DIV./1 page 8
• Applications for visas should be made well in advance of the
intended entry date to the Schengen area. As a rule,
applications should be submitted at the latest 15 days prior
to the intended entry date. Late submission could lead to a
decision on the application being taken after the intended
entry date.
• Only applicants staying legally in the country where the Visa
Application Centre, or in a few cases the Danish mission, is
situated may apply for a visa via that particular Visa
Application Centre or mission. In some countries, Denmark
does not have a mission or a Visa Application Centre and is
represented instead by another Schengen Member State.
Use this link to find out where to apply:
https://um.dk/en/travel-and-residence/where-to-apply.
Additional resources
• Visa Code Handbook
• Annex to the Visa Code Handbook
Upon request, a personal invitation letter can be issued to support visa
applications. Please contact the Secretariat (email: eurorc74@who.int)
with your full name and a copy of your passport.
The official WHO invitation letter should accompany an application for a
visa to any Danish embassy or Consulate General where they are
processed, or to embassies that represent Denmark in visa matters.
The Danish Ministry of Foreign Affairs will invite its diplomatic missions
to facilitate the issuance of entry visas to Denmark upon presentation of
the letter of invitation from WHO.
Arrival to and
departure from
Copenhagen
Copenhagen offers a good public transportation network: if arriving by
air, the city centre can be reached from the airport either by metro,
train or bus (metro and railway stations are located in Terminal 3 of
Copenhagen Airport). Tickets for the metro and train are available from
the DSB ticket office and self-service ticket machines in the station area.
The metro operates 24 hours a day, seven days a week.
For more information, participants are advised to check the Visit
Copenhagen website.
PRACTICAL ARRANGEMENTS DURING RC74
On-site registration The registration desk at UN City will open on Monday, 28 October and
will remain open throughout the event.
Admittance to UN City is through a security checkpoint. Participants are
requested to carry photo identification papers for clearance by staff
before admittance to UN City. All hand luggage will be scanned upon
entry. Participants are advised to arrive 45 minutes before the beginning
EUR/RC74/DIV./1 page 9
of the session on the first day to allow for some delay at the point
of entry.
After the initial security check, participants will receive an access card to
facilitate their entrance on subsequent days. For this reason,
participants are encouraged to pick up their name badge on Monday.
Participants are required to visibly display their meeting name badge
and access card at all times. Access to UN City can be denied to anybody
who is not properly registered and identifiable.
Participants are kindly requested to return their access card to the
Secretariat or to the Security staff at the security checkpoint before
leaving UN City on the last day of their stay.
Transfers to and from
UN City
Shuttle buses will be arranged each day to transfer participants
between their hotels and UN City. Transportation in connection with
social events will also be provided. Transportation will only be provided
to and from the hotels listed in this guide for participants. Delegates not
staying at the hotels recommended in this guide must organize their
own transportation to and from UN City.
Healthy RC74 WHO/Europe is committed to the principle of conducting healthy and
sustainable meetings, creating a culture of health and well-being for all
participants. This includes providing access to healthy foods and
beverages, maintaining a tobacco-free environment, encouraging
physical activity during breaks, and protecting and minimizing the
impact on the environment.
During receptions, participants will be able to opt for non-alcoholic and
non-sugary drinks.
Please communicate any special dietary requirements to the Secretariat
in advance of the session.
Networking
receptions
Details about the exact time and venue of these events will be
announced closer to the time through the RC74 mobile application.
Bilateral meetings
between Member
States
To accommodate any requests from delegations to meet bilaterally with
other delegations, meeting rooms are available in the morning and
during lunch breaks. These meeting rooms can be booked in advance.
Medical services During RC74, medical assistance will be available at the venue. Inquire at
the Information Desk for assistance.
For any medical emergencies, call 112.
EUR/RC74/DIV./1 page 10
Personal security
and insurance
Participants should maintain the same personal security awareness as
for any large city. Particular attention should be paid to the following
guidelines.
• Stay alert: watch over your personal belongings; avoid
displaying attractive and valuable items.
• Always ask for proper identification before surrendering your
passport.
• Be particularly vigilant at the airport, at the train station and
when checking into your hotel.
The Secretariat cannot be held liable for personal accidents or loss of or
damage to the private property of participants and accompanying
persons, either during or indirectly arising from attendance at RC74.
Participants should make their own arrangements with respect to
health and travel insurance.
LOCAL INFORMATION
Currency and payment
transactions
The monetary unit used in Denmark is the Danish krone (DKK). Foreign
currency can be changed in banks and exchange offices, which are
widely available in the city centre. A cash dispenser is available in
UN City (for Danish kroner and euros).
Weather and clothing The temperature in Copenhagen in October is likely to be below 10 °C.
The dress code is smart casual for all occasions.
Electricity supply The main electricity voltage is 220 V and the standard frequency is
50 Hz. The central European-type wall socket (two-pin plug) is standard
in Denmark.
OFFICIAL PROGRAMME
Working languages
and interpretation
The working languages for the plenary session and the ministerial lunch
are English, French, German and Russian. Statements made in any of
these languages will be simultaneously interpreted into the other
three languages.
To facilitate interpretation, delegations are encouraged to share any
written contributions (for example, statements, transcripts of video
statements, presentations, etc.) with the Secretariat (email:
eurorc74@who.int) in advance of the session, clearly indicating the
relevant agenda item.
EUR/RC74/DIV./1 page 11
Accessibility The entire venue is accessible for people who use mobility equipment
(for example, wheelchairs). Participants with accessibility requirements
are kindly advised to let the Secretariat know in advance, so that any
required assistance can be organized (email: eurorc74@who.int).
Seating in plenary Delegates will be seated in the English alphabetical order of the names
of Member States (see Annex 2).
Statements and
interventions
Interventions during the plenary sessions can be made through:
• live interventions (individual and group statements)
• written statements.
Individual and group statements will be limited to three and five
minutes, respectively.
Interventions by international partners and non-State actors in official
relations with WHO or accredited by the Regional Committee will be
limited to two minutes. Non-State actor constituency statements will be
limited to three minutes. The Partnerships and Collaboration (PAC)
team will provide further details on statements from international
partners and non-State actors, including the submission deadline.
In addition, written statements can be submitted for posting on the
WHO/Europe website. They could either complement or replace an oral
intervention. Written statements should contain text only. No
photographs, diagrams, maps or other media materials may be included
(as per document EB149/3).
During the plenary meetings, delegates wishing to take the floor should
signal their wish to speak by raising their name plate. Group statements
will be given consideration before individual statements. Should you
anticipate making a group statement, please notify the Secretariat in
advance (email: eurorc74@who.int).
Written statements are limited to 600 words. Statements should be
relevant to the agenda item being considered, and their content should
be closely related to the RC74 documents.
Live interventions should be delivered at a moderate pace (110 words per
minute). As an example, a 3-minute intervention should not exceed
330 words i.e. one single page.
Please adhere to the allotted time limits and kindly note that a
countdown timer will be used to help observe the speaking time limits.
EUR/RC74/DIV./1 page 12
Inscription on
Speakers’ List for the
agenda item on
addresses by the
Director-General and
Regional Director
Following the WHO Director-General’s and Regional Director’s addresses
on day 1 of RC74, a general debate will be held on the state of health in
the WHO European Region and the strategic action taken by WHO to
achieve the goals of the European Programme of Work, 2020–2025, and
the 2030 Agenda for Sustainable Development (29 October, 11:15–13:00
and 14:30–15:30).
To manage time during the general discussion, delegations are invited
to inform the Secretariat in advance of their wish to take the floor by
completing the Speakers’ List form here by 25 October 2024. This
information is not binding and will not impede on the right to ask for
the floor during the course of the session.
Documentation All documentation, including the provisional interactive agenda and
provisional annotated programme, and other working, conference,
information and background documents, will be made available on the
WHO/Europe website. These documents will also be accessible through
the RC74 mobile application.
Draft resolutions and
decisions
Under Rules 22 bis, 22 ter and 22 quarter of the Rules of Procedure,
delegations are encouraged to submit to the Secretariat
(email: eurorc74@who.int) any formal proposals for resolutions,
decisions or substantive amendments thereof prior to the session, in
order to allow the Secretariat to translate them into the official
languages and to distribute them for consideration among all
other delegations.
Pre-RC74 side events In response to Member States’ recommendations for more focused
discussions during the Regional Committee plenary session, side events
will be organized in the run-up to RC74 and conducted in virtual format
every Monday, commencing on 2 September until 14 October, between
10:00 and 11:30 (CEST).
Further details about the programme, invited speakers and other
arrangements will be communicated in due course.
PUBLIC COMMUNICATION
Livestream Under Rule 6 of the Rules of Procedure, meetings of the Regional
Committee are in principle held in public. Therefore, the proceedings of
the plenary session will be broadcast on WHO/Europe’s website:
www.who.int/europe.
On the livestream, interpretation will only be available in English
and Russian.
EUR/RC74/DIV./1 page 13
Social media Social media coverage will be provided through WHO/Europe’s official
social media accounts using the hashtag #RC74CPH.
• X: https://x.com/WHO_Europe (English) and
https://x.com/WHO_Europe_RU (Russian)
• Facebook: http://www.facebook.com/WHOEurope
• Instagram: https://www.instagram.com/whoeurope
• LinkedIn: https://www.linkedin.com/company/who-europe
Website As well as the official documentation, the WHO/Europe website will
provide regular updates, transcripts of key statements and speeches,
and the latest news and information for the media, including
multimedia materials and video galleries.
RC74 mobile
application
An RC74 mobile application containing all session documents,
programme details and practical information will be made available to
participants by 25 October 2024. The application can be downloaded
free of charge for iOS and Android devices. More information about the
application, including instructions on how to use it, will be provided in
due course, and before the launch of the application.
Privacy Participants are reminded that the meetings are recorded for
reporting purposes.
By attending this event, participants are considered to have consented
to the use of any photographs, video and/or sound recordings taken
during all RC74 meetings and events. Participants who would like to opt
out of photos and videos are invited to let the Secretariat know
in advance.
For any urgent issues during RC74, please contact the RC74 support team.
Email: eurorc74@who.int
Hotline: +45 45 33 68 51
EUR/RC74/DIV./1 page 14
Annex 1. List of recommended hotels for RC74
All rates quoted below are in Danish kroner and are inclusive of VAT and service charges.
Single occupancy rate
Copenhagen Admiral Hotel (4*)
(30 rooms reserved, more subject to availability)
Toldbodgade 24–28
1253 Copenhagen K
Tel: +45 33 74 14 14
Email: booking@admiralhotel.dk
Website: www.admiralhotel.dk
When booking please request the WHO corporate rate.
DKK 1295
(standard room)
Breakfast buffet
DKK 205 per person
The Admiral Hotel is located in the centre of Copenhagen in a converted 18th century warehouse near the Royal
Palace and the Copenhagen harbour area.
Comwell Copenhagen Portside (4*)
(100 rooms reserved)
Alexandriagade 1
2150 Nordhavn
Tel.: +45 35 27 21 50
Website: www.comwell.com
Book online using the code for RC74: BC-WHO-MEETING-OCT
DKK 1195
(standard room)
Breakfast buffet
DKK 68 per person
Comwell Copenhagen Portside is a modern new hotel located in Copenhagen’s North Harbour, approximately a
20-minute walk to UN City. The hotel is a 2-minute walk from Orientkaj metro station, which takes you to
Copenhagen Central Station in 12 minutes and to Copenhagen Airport in 25 minutes.
Fairfield by Marriott
(rooms subject to availability)
Tallinngade 10
2150 Copenhagen
Residence Inn by Marriott
(rooms subject to availability)
Tallinngade 12
2150 Copenhagen
Tel.: +45 30 30 49 63
Bookings must be made via the link below for the WHO corporate rate:
https://www.marriott.com/events/start.mi?id=1705326680872&key=CORP
DKK 995
(Queen/Twin room)
DKK 1200
(Comfort Studio Queen)
All rates include a
breakfast buffet
Fairfield by Marriott and Residence Inn by Marriott are modern hotels (newly opened in 2024) located in
Copenhagen’s North Harbour. The hotels are approximately a 15-minute walk from UN City, and a few minutes’ walk
from the Nordhavn metro and S-train stations.
Wakeup Copenhagen, Borgergade (2*)
(40 rooms reserved)
Borgergade 9
1300 Copenhagen K
Tel: +45 44 80 00 00
Email: borgergade@wakeupcopenhagen.dk
Website: www.wakeupcopenhagen.dk
Book using the code for RC74: 2829934
DKK 540
(single room)
Breakfast buffet
DKK 95 per person
Wakeup Copenhagen is a modern budget hotel in the inner city, a few minutes’ walk from the Royal Theatre and the
main shopping area.
EUR/RC74/DIV./1 page 15
Annex 2. List of Member States and Associate Members
(naming convention)
Albania (ALB)
Andorra (AND)
Armenia (ARM)
Austria (AUT)
Azerbaijan (AZE)
Belarus (BLR)
Belgium (BEL)
Bosnia and Herzegovina
(BIH)
Bulgaria (BUL)
Croatia (CRO)
Cyprus (CYP)
Czechia (CZH)
Denmark (DEN)
Estonia (EST)
Finland (FIN)
France (FRA)
Georgia (GEO)
Germany (DEU)
Greece (GRE)
Hungary (HUN)
Iceland (ICE)
Ireland (IRE)
Israel (ISR)
Italy (ITA)
Kazakhstan (KAZ)
Kyrgyzstan (KGZ)
Latvia (LVA)
Lithuania (LTU)
Luxembourg (LUX)
Malta (MTA)
Monaco (MON)
Montenegro (MNE)
Netherlands
(Kingdom of the) (NET)
North Macedonia (MKD)
Norway (NOR)
Poland (POL)
Portugal (POR)
Republic of Moldova (MDA)
Romania (ROM)
Russian Federation (RUS)
San Marino (SMR)
Serbia (SRB)
Slovakia (SVK)
Slovenia (SVN)
Spain (SPA)
Sweden (SWE)
Switzerland (SWI)
Tajikistan (TJK)
Türkiye (TUR)
Turkmenistan (TKM)
Ukraine (UKR)
United Kingdom (UNK)
Uzbekistan (UZB)
Associate Members
Faroe Islands (FRO)
= = =