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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