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WORLD HEALTH OR GANIZA T I ON REGIO NAL OFF I CE FOR E UROPE UN City, Marmorvej 51, DK-2100 Copenhagen Ø, Denmark Telephone: +45 45 33 70 00 Fax: +45 45 33 70 01
Email: eugovernance@who.int Web: http://www.euro.who.int/en/who-we-are/governance
WORLD HEALTH ORGANIZATION
REGIONAL COMMITTEE FOR EUROPE
69TH SESSION
Copenhagen, Denmark
16–19 September 2019
Guide for participants
16 July 2019
Guide for participants page 2
Contents Page
Date and location ............................................................................................................... 3
Registration process ........................................................................................................... 3
Credentials ......................................................................................................................... 4
Name badges ..................................................................................................................... 4
Provisional list of participants ........................................................................................... 4
Security at UN City ........................................................................................................... 5
Seating ............................................................................................................................... 5
Working languages and documentation ............................................................................ 5
Interpretation and statements ............................................................................................. 6
Submissions by delegations ............................................................................................... 6
Travel arrangements .......................................................................................................... 6
Arrival in Denmark ............................................................................................................ 6
Local transportation ........................................................................................................... 6
Visas .................................................................................................................................. 7
Lunches .............................................................................................................................. 8
Currency ............................................................................................................................ 8
Climate and clothing .......................................................................................................... 8
Electricity supply ............................................................................................................... 8
Insurance ............................................................................................................................ 8
Personal security ................................................................................................................ 8
Medical services ................................................................................................................ 9
Internet ............................................................................................................................... 9
Online and social media .................................................................................................... 9
RC69 app ........................................................................................................................... 9
Social events ...................................................................................................................... 9
Hotel accommodation ...................................................................................................... 10
Annex 1. List of hotels .................................................................................................... 11
Annex 2. Information about UN City .............................................................................. 12
Guide for participants page 3
Date and location The 69th session of the WHO Regional Committee for
Europe (RC69) will open on Monday, 16 September
2019, at 09:00 and will close on Thursday, 19
September 2019. The session will be held in
Copenhagen, Denmark, at UN City, which is the
location of the WHO Regional Office for Europe.
Address:
UN City
Marmorvej 51
2100 Copenhagen Ø
Denmark
Registration process Online registration is required for all sessions of the
Regional Committee. A link to the electronic
registration system was included in the letter of
invitation circulated to Member States in June. The
online registration system allows one focal point to be
designated per delegation. The same procedure applies
to all categories of invited participants.
Once the focal point has been entered into the
registration system, he or she will receive an email with
a unique user name and password and the link to the
registration system. The focal point will then register
and submit the names of the delegates and attach a copy
of the credentials for all members of the delegation.
The Regional Governance Unit at the WHO Regional
Office for Europe will verify the information received
from the focal point, which will then be processed to
generate meeting badges and the provisional list of
participants.
During the online registration process, one further step
is required: to fill in the fields on travel details, hotel
booking, dietary requirements, accompanying persons
and side event participants. In previous years, such
information was registered through forms annexed to
the Guide for participants.
Online registration for RC69 should be completed
no later than Monday, 2 September 2019.
Guide for participants page 4
Credentials Credentials shall be issued by the Head of State, the
Minister of Foreign Affairs, the Minister of Health or
any other appropriate authority, such as permanent
missions or senior government officials.
Although a copy of the credentials will have been
submitted through the online registration system,
Member States are required to deliver the original
credentials to the Secretariat (Regional Governance
Unit) before the opening of the session. Only original
documents are considered formal credentials by the
Committee on Credentials.
In accordance with Rule 1 of the Rules of Procedure of
the Regional Committee for Europe, not more than two
representatives may be nominated by each Member
State; however, alternates and advisers may accompany
representatives.
Name badges Registration will take place at UN City. It will open on
Sunday, 15 September 2019, from 15:00 to 19:00 and
will continue on Monday, 16 September, from 07:30.
Name badges will be issued at registration.
Provisional list of participants
A provisional list of participants (document
EUR/RC69/DIV/2) will be distributed at the opening of
the session. This list will be compiled on the basis of the
credentials received by the Secretariat by 16:00 on
Monday, 2 September 2019. Participants are requested to
check the information contained in the provisional list of
participants and to report any changes or corrections to
the Secretariat for inclusion in the final list.
The provisional list of participants will be available only
on request, and will be sent electronically. Paper copies
will be made available to each delegation at the
beginning of the RC69 (further paper copies will not be
distributed).
Guide for participants page 5
Security at UN City Admittance to UN City is through a security check-
point. All hand luggage will be scanned upon entry.
Participants are advised to arrive 45 minutes before the
beginning of the session on the first day to allow time for
the security check at the point of entry. Transport from
the hotels listed in Annex 1 will take this into account.
After the initial security check, participants will receive a
name badge and an access card that they must wear at all
times to access the venue and meeting room.
In view of the security measures applied at UN City, all
delegates are kindly encouraged to pick up their
name badge and access card on Sunday,
15 September, if possible.
Delegates are kindly requested to return their access
card to the Secretariat before leaving UN City on the
last day of their stay.
Seating Member States will be seated by country name in
English alphabetical order.
Working languages and documentation
The working languages of Regional Committee sessions
are English, French, German and Russian. Statements
made in any of these languages will be simultaneously
interpreted into the other three languages.
The official documentation of RC69 will be available in
English, French, German and Russian on the home page
of the Regional Committee
(http://www.euro.who.int/en/about-
us/governance/regional-committee-for-europe) from
early August. Documents will not be dispatched by post.
Please note that participants are requested to bring all
documents to the session, as hard copies will be
available only by request in order to make the session a
“green” event (please refer to Annex 2 for details).
Guide for participants page 6
Interpretation and statements
Interpretation is provided in the official languages
(English, French, German and Russian) to help delegates
to follow the discussions. Delegates are requested to
send a copy of statements they plan to make to
eurorc69@who.int or to give a paper copy to a
conference assistant in the room at least 30 minutes in
advance. This does not prevent delegates from making
changes on delivery but will facilitate clarity and
accuracy of interpretation in all languages. When
submitting by email, please specify the name of the
country/group and the relevant agenda item number.
Statements provided in advance are treated as
confidential and checked against delivery for the purpose
of compiling the official report.
Submissions by delegations
According to the Rules of Procedure, delegations
wishing to have draft resolutions distributed to the
Regional Committee should submit them to the
Secretariat at least two days before the proposal is to be
discussed, to allow time for translation into the working
languages, reproduction and circulation to delegations.
The Secretariat is available, upon request, to provide
logistic, editorial or information assistance as required.
Travel arrangements Delegates should make their own travel arrangements
for both their outward and return journeys. However, in
case changes to travel arrangements are required during
the session, assistance will be provided.
Arrival in Denmark 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 around-
the-clock, seven days a week.
For more information, participants are advised to check
the Visit Copenhagen website.
Local transportation 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. Participants should check the timetables
and notices that will be displayed in the lobby of their
hotels and at UN City.
Guide for participants page 7
Transportation will only be provided to and from the
hotels listed in this Guide.
Delegates not staying at the hotels recommended in this
Guide must organize their own transportation to and
from UN City. Consult the Journey Planner website to
use public transportation for your journey.
Visas Visas to enter Denmark are required for nationals of the
following countries: Albania*, Armenia, Azerbaijan,
Belarus, Bosnia and Herzegovina*, Georgia,
Kazakhstan*, Kyrgyzstan, Montenegro*, North
Macedonia*, Republic of Moldova*, Russian
Federation*, Serbia*, Tajikistan, Turkey*,
Turkmenistan, Ukraine* and Uzbekistan. (*Possible
exemptions depend on the type of passport held; please
check the following website:
https://www.nyidanmark.dk/en-
GB/Words%20and%20Concepts%20Front%20Page/US/
Visum/Must_have_a_visa_countries_and_countries_wit
h_visa_exemption?anchor=63F86BF9BAE84296B4002
8C26E06EF02&callbackItem=E7DB3F82B9C14DCFA
A314EB1A72DDEC5&callbackAnchor=7AE6F57AB5
784B20BEE028BB58B3CC23.)
Participants are advised to check visa requirements when
making their travel arrangements and should be aware
that the processing of visas can take up to 60 days.
Please apply for your visa in a timely manner.
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. Should you require a personal
letter issued by the Regional Office to support your visa
application, please send a request to eurorc69@who.int.
More information about visas for Denmark can be
found on the Ministry of Foreign Affairs website.
Guide for participants page 8
Lunches A lunch buffet will be served at UN City every day
from Monday, 16 September, to Thursday,
19 September, courtesy of the Regional Office.
There will also be two refreshment breaks (morning
and afternoon) each day.
Special dietary requirements should be communicated
on the online registration form.
Currency 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, euros and US dollars).
Climate and clothing The temperature in Copenhagen in September is likely
to be between 10 °C and 16 °C.
Dress is informal for all occasions.
Electricity supply The main electricity voltage is 220 V and 50 Hz. The
central European-type wall socket (two-pin plug) is
standard in Denmark.
Insurance The Secretariat cannot accept liability for personal
accidents or loss of or damage to the private property of
participants or accompanying persons during or
indirectly arising from attendance at RC69. Participants
should make their own arrangements with respect to
health and travel insurance.
Personal security As in all large cities, delegates are advised to take
precautions when moving around Copenhagen.
• Stay alert: watch your luggage and briefcase or
handbag; avoid displaying attractive and valuable
items.
• Always ask for proper identification before
surrendering your passport.
• Be particularly vigilant at the airport, train station and
when checking into your hotel.
The police, ambulance and fire emergency number is
112.
Guide for participants page 9
Medical services A medical team will be available during the day
throughout the session. Enquire at the information desk
for assistance.
Internet Internet access and printing facilities will be available
to participants during the session.
Online and social media
RC69 will be webcast live on the RC69 website
(http://www.euro.who.int/en/RC69). Photographs and
videoclips will be taken during the session, and images
and footage of participants and proceedings may be
posted on the Internet. Participants may opt out of
photos and videos while registering online.
Participants are encouraged to engage in the online
conversation during the Regional Committee by using
the hashtag #RC69CPH. We also invite you to follow
the Regional Office’s official social media accounts for
coverage of the Regional Committee throughout the
week:
Twitter: @WHO_Europe
@WHO_Europe_FR (French)
@WHO_Europe_DE (German)
@WHO_Europe_RU (Russian)
Facebook: http://www.facebook.com/WHOEurope
Instagram: @whoeurope).
RC69 app An RC69 mobile app containing all the documents for
the session, programme details and practical
information will be made available to participants by
31 August 2019. The app can be downloaded free of
charge for iOS and Android devices. More information
about the app, including instructions on how to use it,
will be provided before the opening of the session.
Social events
Sunday, 15 September 2019 19:00
Welcome reception hosted by the WHO Regional
Office for Europe
Monday, 16 September 2019 19:00
Reception hosted by the Minister of Health for
Denmark (location to be advised)
Tuesday, 17 September 2019 19:30
Reception hosted by the WHO Regional Director for
Europe.
Guide for participants page 10
Hotel accommodation
Due to other major, international conferences taking
place in Copenhagen at the time of the Regional
Committee, there may be great demand for hotel rooms
in the inner city. The Secretariat has therefore pre-
booked a number of rooms at hotels with a central
location in Copenhagen for RC69 participants. The
hotels are listed in Annex 1.
The pre-bookings made by the Secretariat can only be
held until 31 July 2019, after which date they will be
released in order to avoid penalty charges to the
Organization.
All participants wishing to avail themselves of the
pre-booked rooms are therefore asked to send their
request for accommodation to the Secretariat by
31 July 2019. If the names of all representatives and
participants are not known by the booking deadline,
an advance indication of the number of rooms,
preferred hotel, and approximate arrival/departure
dates will be accepted until personal details can be
provided. Such a request should be made directly to
the Secretariat by email to Gitte Andersen Havn at
eurorc69@who.int.
Any changes to the number of pre-booked rooms
and dates of occupancy after 15 August may be
subject to no-show fees charged by the hotel.
Requested changes to dates and numbers of rooms,
along with confirmation of the names of occupants,
must be provided to Gitte Andersen Havn at
eurorc69@who.int.
All rates quoted are in Danish kroner and are
inclusive of value added tax and service charges.
Major credit cards are accepted by all hotels.
Please note that the Regional Office cannot
guarantee accommodation or rates for requests
received after 31 July 2019.
Guide for participants page 11
Annex 1. List of hotels
Single room
rate
Double room
rate
All rates quoted are in Danish kroner and are inclusive of VAT
and service charges
Copenhagen Admiral Hotel (4*)
(110 rooms reserved)
Toldbodgade 24–28
1253 Copenhagen K
Tel: +45 33 74 14 14
Email: admiral@admiralhotel.dk
Website: www.admiralhotel.dk
DKK 1215
Breakfast buffet
DKK 155 per
person
DKK 1480
Breakfast buffet
DKK 155 per
person
The Admiral Hotel is in the centre of Copenhagen in a converted 18th century warehouse near the Royal
Palace and the Copenhagen harbour area.
Hotel Alexandra
(15 rooms reserved)
H.C. Andersens Boulevard 8
1553 Copenhagen V
Tel: +45 33 74 44 44
Email: general@hotel-alexandra.dk Website: www.hotelalexandra.dk
DKK 1395
Breakfast buffet
incl.
DKK 1445
Breakfast buffet
incl.
Hotel Alexandra is a Danish design boutique hotel centrally located next to Copenhagen City Hall and
the Tivoli gardens.
Phoenix Hotel (4*)
(50 rooms reserved)
Bredgade 37
1260 Copenhagen K
Tel: +45 33 95 95 00
Email: phoenixcopenhagen@arp-hansen.dk
Website: www.phoenixcopenhagen.dk
DKK 1995
Breakfast buffet
incl.
DKK 2335
Breakfast buffet
incl.
The Phoenix Hotel is situated in a former palace dating back to 1680. It is in the centre of Copenhagen,
a few minutes’ walk from the Royal Theatre and the main shopping area.
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
DKK 1020
Breakfast buffet
incl.
DKK 1210
Breakfast buffet
incl.
Wakeup Copenhagen is a modern budget hotel in the inner city, a few minutes’ walk from the Royal
Theatre and the main shopping area.
Guide for participants page 12
Annex 2. Information about UN City
UN City, which opened in April 2013, is the home of 10 United Nations agencies in
Denmark. Approximately 1200 staff from 104 countries work there. The building is
shaped like an eight-pointed star, reaching in all directions.
The building earned the European Commission’s esteemed Green Building Award in
2012 and was the first United Nations complex to receive the platinum certificate for
Leadership in Energy and Environmental Design (LEED). To be eligible for the
prestigious platinum LEED, UN City had to satisfy several environmental criteria,
including using sustainable building materials, reducing waste, minimizing impact on
surrounding ecosystems, and promoting indoor air quality, energy efficiency and smart
water use.
The wood used in the construction of UN City was harvested from sustainably managed
forests located within 800 km of the building site to reduce emissions from transport.
The building employs environmentally friendly technologies, such as the collection and
use of rainwater for toilets, which contributes to a 60% reduction in water use; in
addition, 1400 solar panels line the roof of the building, thereby reducing the electricity
needed from the grid (which itself uses green electricity from windmills, thus
contributing to sustainability). Taking advantage of the building’s location in the
harbour area, cold seawater is pumped into its cooling system, which further reduces
electricity needs. Solar shades on the building’s facade prevent overheating while
maintaining natural light in offices and open areas. Vegetation covers 2% of the total
surface. As a result of these measures, UN City uses 55% less energy than other office
buildings of a similar size. Recycling systems are in place to reduce and reuse waste,
and bicycling as a primary mode of transportation is encouraged, with 500 parking
places made available for bicycles.
Making the 69th session of the WHO Regional Committee for Europe a “green” event
The location of the WHO Regional Office for Europe in this impressive,
environmentally friendly building is an incentive to make the 69th session of the WHO
Regional Committee for Europe a truly “green” event.
To support this aim, the Secretariat will not distribute hard copies of documents.
Participants are encouraged to use their smart devices to download the RC69 app for
quick access to documents and all the practical information they need. Documents can
also be downloaded from the Regional Office’s website. Meeting participants who do
not have access to the Internet can go to the documentation desk, where Regional Office
staff will process print requests, including delivering the documents to the meeting
room. The intention is to use as little paper as possible and save trees.
During the event, water will be served in bio-degradable packets and the coffee that will
be provided originates from sustainable coffee plantations.
When selecting venues for social events, a major consideration was proximity to UN City
and to the hotels listed in this Guide, in order to reduce travel time and carbon footprint.
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