Copenhagen, Denmark, 12–15 September 2016 Guide … listed in this Guide. Delegates not staying at the hotels recommended in this Guide must organize their own transportation to

Guide for participants

REGIONAL COMMITTEE FOR EUROPE 66th SESSIONCopenhagen, Denmark, 12–15 September 2016

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W ORL D H E A LT H O RG A N I Z AT IO N R EG I ON A L O F F I C E FO R EU R O P E UN City, Marmorvej 51, DK-2100 Copenhagen Ø, Denmark Telephone: +45 45 33 70 00 Fax: +45 45 33 70 01

Email: [email protected] Web: http://www.euro.who.int/en/who-we-are/governance

WORLD HEALTH ORGANIZATION REGIONAL COMMITTEE FOR EUROPE

66TH SESSION

Copenhagen, Denmark 12–15 September 2016

Guide for participants

15 July 2016

Guide for participants page 2

Contents Page

Date and location ............................................................................................................... 3

Online registration ............................................................................................................. 4

Credentials ......................................................................................................................... 5

Registration ........................................................................................................................ 5

Security at UN City ........................................................................................................... 5

Seating ............................................................................................................................... 6

Working languages and documentation ............................................................................ 6

Submissions by delegations ............................................................................................... 6

Travel arrangements .......................................................................................................... 6

Arrival in Denmark ............................................................................................................ 6

Local transport ................................................................................................................... 7

Visas .................................................................................................................................. 7

Lunches .............................................................................................................................. 8

Currency ............................................................................................................................ 8

Climate and clothing .......................................................................................................... 8

Electricity supply ............................................................................................................... 8

Insurance ............................................................................................................................ 8

Personal security ................................................................................................................ 8

Medical services ................................................................................................................ 9

Internet café ....................................................................................................................... 9

Hotel accommodation ........................................................................................................ 9

Annex 1. List of hotels with preferential rates ................................................................ 11

Annex 2. Information for accompanying persons ........................................................... 12

Annex 3. UN City ............................................................................................................ 13


Date and location The 66th session of the WHO Regional Committee for

Europe will open on Monday, 12 September 2016, at 09:00 and will close on Thursday, 15 September 2016. 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


Online registration Online registration is required for all sessions of the WHO Regional Committee for Europe. A link to the electronic registration system was included in the letter of invitation that was circulated to Member States in June. Online registration allows one focal point per delegation. This same procedure applies to all categories of invited participants.

Once the focal point has been entered in 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 containing the composition 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.

In addition to the online registration, one further step is required: to fill in the forms on travel data, hotel booking, dietary requirements, accompanying persons, side event participants and so on. In previous years, such information was registered through forms annexed to the Guide for participants. From this year, these data will be registered only electronically through the RC66 website developed to support the Regional Committee session. Registered delegates will be sent information by email about how to provide such data online.

Online registration for RC66 should be completed no later than Monday, 29 August 2016.


Credentials Credentials should 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 online, Member States are required to deliver the original credentials to the WHO Secretariat (Regional Governance Unit), preferably at registration, before the official opening of the Regional Committee session.

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.

Registration Registration will open on Sunday, 11 September 2016, from 15:00 to 19:00 at UN City and will continue on Monday, 12 September, from 07:30. Name badges will be issued at registration.

A provisional list of participants 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 18:00 on Monday, 29 August 2016. 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.

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, 11 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 are 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 the 66th session 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 3 for details).

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 will be discussed to allow time for translation into the working languages, reproduction and circulation to delegations. The Secretariat is available, upon request, to provide logistical, editorial or information assistance as required.

Travel arrangements Delegates should make their own travel arrangements for both their outward and return journeys. However, in the case that 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.

http://www.visitcopenhagen.com/search/global?ankr-q=copenhagen%20transportation%20getting%20copenhagen


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.

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*, Republic of Moldova*, Russian Federation*, Serbia*, Tajikistan, the former Yugoslav Republic of Macedonia*, Turkey*, Turkmenistan, Ukraine* and Uzbekistan. (*Possible exemptions depend on the type of passport; please check the Ministry of Foreign Affairs website.)

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 issue 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 [email protected].

More information about visas for Denmark can be found on the Ministry of Foreign Affairs website.

http://www.rejseplanen.dk/bin/query.exe/en

https://www.nyidanmark.dk/en-us/coming_to_dk/visa/

https://www.nyidanmark.dk/en-us/coming_to_dk/visa/


Lunches A lunch buffet will be served at UN City every day from Monday, 12 September, to Thursday, 15 September, courtesy of the Regional Office for Europe.

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 in Denmark is the Danish crown (kroner, DKK). As of 1 June 2016, US$ 1 = DKK 6.67 and € 1 = DKK 7.44.

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 only).

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 the 66th session of the Regional Committee for Europe. 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.


Medical services A medical team will be available during the day throughout the session. Inquire at the Information Desk for assistance.

Internet café Internet access and printing facilities will be available to participants during the session. Stationary PCs will be available, as well as wireless access for personal laptops, in both the common areas and the meeting rooms.

Social events

Monday, 12 September 2016 19:00

Reception hosted by the Minister of Health for Denmark to be held at the Louisiana Museum of Modern Art.

Address: Gl Strandvej 13 3050 Humlebæk

Tuesday, 13 September 2016 19:30

Reception hosted by the WHO Regional Director for Europe to be held at the Copenhagen Opera House.

Address: The Opera Ekvipagemestervej 10 1438 Copenhagen K

Please register for social events through the online registration form no later than 29 August 2016.

Accompanying persons’ programme

If registered with the Secretariat, accompanying persons will be eligible for a free-of-charge Copenhagen Card. The Card, valid for three days, provides free public transportation and access to a wide range of museums and cultural and historical sites in the greater Copenhagen area.

Participants with accompanying persons should complete the online registration form to request the free Copenhagen Card no later than 29 August 2016.

Hotel accommodation

Reservations at preferential rates have been made at the hotels listed in Annex 1. The number of rooms available in each hotel is also indicated. Due to coinciding major, international conferences taking place in Copenhagen, there is a large, unmet demand for hotels rooms and the bookings made by the Secretariat can only be held until 10 July 2016, after which date they will be released in order to avoid penalty charges to the Organization.


All delegations and participants are therefore asked to send their request for accommodation to the Secretariat already by 9 July 2016 in order to reserve rooms at the preferential rates. In the event that 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 would be acceptable until personal details can be provided. Such a request should be made directly with the Secretariat by sending an email to Gitte A. Havn at [email protected].

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 WHO Regional Office for Europe cannot undertake to guarantee accommodation or rates for requests received after 10 July 2016.

mailto:[email protected]


Annex 1. List of hotels with preferential rates Hotels with preferential rates Single room rate Double room rate

Copenhagen Admiral Hotel (4*) (100 rooms reserved) Toldbodgade 24–28 1253 Copenhagen K Tel: +45 33 74 14 14 Email: [email protected] Website: www.admiralhotel.dk

DKK 1 090 Breakfast buffet DKK 145 per person

DKK 1 420 Breakfast buffet DKK 145 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.

Hotel Sankt Annæ (4*) (45 rooms reserved only from 11 September) Sankt Annæ Plads 18–20 1250 Copenhagen K Tel: +45 33 96 20 00 Email: [email protected] Website: www.hotelsktannae.dk

DKK 1 395 Breakfast buffet incl.


Hotel Sankt Annæ is located near the centre of Copenhagen and the popular tourist area of Nyhavn.

Hotel 71 Nyhavn (4*) (50 rooms reserved) Nyhavn 71 1051 Copenhagen K Tel: +45 33 43 62 00 Email: [email protected] Website: www.71nyhavnhotel.dk



Hotel 71 Nyhavn is situated on the harbour in the centre of Copenhagen. The building is an old warehouse built in 1805 that was converted to a hotel in 1971.

Phoenix Hotel (4*) (55 rooms reserved) Bredgade 37 1260 Copenhagen K Tel: +45 33 95 95 00 Email: [email protected] Website: www.phoenixcopenhagen.dk


Provided upon request

The Phoenix Hotel is situated in a former palace dating back to 1680. It is located in the centre of Copenhagen, a few minutes’ walk from the Royal Theatre and the main shopping area.

Wakeup Copenhagen, Borgergade (2*) (30 rooms reserved) Borgergade 9 1300 Copenhagen K Tel: +45 44 80 00 00 Email: [email protected] Website: www.wakeupcopenhagen.dk

DKK 830 Breakfast buffet incl.

DKK 930 Breakfast buffet incl.

Wakeup Copenhagen, a modern budget hotel designed by internationally renowned Danish architect, Kim Utzon, opened in June 2014. It is located in the inner city, a few minutes’ walk from the Royal Garden and the main shopping area.


http://www.admiralhotel.dk/


http://www.hotelsktannae.dk/


http://www.71nyhavnhotel.dk/


http://www.phoenixcopenhagen.dk/


http://www.wakeupcopenhagen.dk/


Annex 2. Copenhagen Card for accompanying persons

Participants with accompanying persons are encouraged to register them through the online registration form. Pre-registered accompanying persons will be eligible for a three-day Copenhagen Card, which provides free public transport and access to a wide range of museums and cultural and historical sites in the greater Copenhagen area.

The three-day Copenhagen Card includes:

• free admission to 73 museums and attractions;

• free public transport by bus, harbour bus, train and Metro throughout the Copenhagen region, including from/to the airport;

• discounts on car hire, restaurants, attractions and entertainment;

• two children (0–9 years of age) are free of charge if accompanied by an adult with a valid Copenhagen Card.

See the full list of attractions on the Copenhagen Card website.

Sample programme for best use of the Copenhagen Card Day 1

In the morning, pick up the Copenhagen Card at UN City, then visit Kastellet (close to Østerport Station) and the Little Mermaid. Continue along the shoreline and arrive at Nyhavn; take a canal tour by boat. During the second half of the day, visit Rosenborg Castle and finish the day by shopping on Strøget.

Day 2

Visit the Blå Planet (aquarium) and continue the day at a museum, such as the Glyptotek, then visit nearby Tivoli.

Day 3

Take an excursion by train and visit Kronborg Castle in Helsingør. On the return trip to Copenhagen, stop at Humlebæk and visit the Louisiana Museum of Modern Art.

http://www.copenhagencard.com/


Annex 3. 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 at UN City. The building is shaped like an eight-pointed star, reaching in all directions.

The building earned the esteemed European Commission’s 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 sustainable building materials, reducing waste, minimizing the 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 has environmentally friendly technologies, such as collecting and using rainwater for toilets, contributing to a 60% reduction in water use; 1400 solar panels line the roof of the building, reducing the electricity needed from the grid, where green electricity from windmills contributes to sustainability. Using the advantage of being situated in the harbour area, cold seawater is pumped into the building’s 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. With these measures, UN City uses 55% less energy than other office buildings of 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 for bicycles.

Making the Regional Committee session a “green” event

The Regional Office’s location in this impressive, environmentally friendly building is incentive for making the Regional Committee session 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 and download the documents from the 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 the trees.

Water will be served in jugs during the event and the coffee that will be served 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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