JOB/GC/361  
JOB/TNC/116  
 
17 October 2023  
(23-6964) Page: 1/5 
Senior Officials Meeting  
23-24 October 2023    
 
SENIOR OFFICIALS MEETING  
LOGISTICAL NOTE  
 
 
23-24 OCTOBER 2023 – CENTRE WILLIAM RAPPARD (WTO PREMISES)  
1  ACCESS  
1.1.  Delegates will be able to  access the WTO Premises through the WTO Welcome Pavilion by 
showing the ir regular  WTO badge or their SOM Event Badge. Delegations are urged to allow sufficient 
time for delays due to road traffic and badge access control  at the WTO entrance.  
1.1  WTO Premises Access  
1.2.  Delegations are requested to register their Senior Official, together with the delegat es that 
they would like to be accredited for the SOM to seniorofficials -oct@wto.org . Only those registered 
will have access  to meeting rooms and be provided a SOM event badge.  Delegates with a regular 
WTO badge will only have access to the WTO premises. They will not be able to access the Plenary 
and th e Breakout Sessions . 
1.3.  To access the plenary and breakout rooms, the Senior Official /Head of Delegation  only needs 
a SOM event badge  that will be distinctly marked  "HOD" . Other delegates accompanying the Head 
of Delegation to a plenary and or breakout sessio n room will in addition to the SOM event badge, 
need to show their floating badge. Two floating badges will be provided per delegation.  All badges 
will be distributed at the WTO Welcome Pavilion – Centre William Rappard  and can be collected by 
a Member of the delegation  only, on 19 (Thursday) and 20 October (Friday) from 09h00  to 18h00. 
1.4.  Should any delegate mis place his/her badge during the Senior Officials Meeting , the Delegation 
Coordinator must contact:  
Michael dos Santos  
Security Coordinator  
Telephone: +41 (0)79 541 49 35   
E-mail: michael.dossantos@wto.org   
1.5.  In the general interest and in accordance with the security procedures in force, badges must 
be worn visibl y at all times. Instructions to that effect will be given to staff in the Security and Safety 
Section.  
1.2  Vehicle Access  
1.6.  Senior Officials/HODs will be able to be dropped off/on within the WTO campus and their car  
can be parked in the underground car park. Ot her delegates accompanying the Head of Delegation 
are kindly requested  to park at the Kazem Radjavi car park (see Annex ). JOB/GC/361 • JOB/TNC/116  
 
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  1.7.  Drivers of Senior Officials/HODs will be able to drop off and pick up dele gates from  WTO campus 
with their regular WTO badge but they are not permitted  access to the WTO building  during th e SOM 
days.  
1.8.  To avoid traffic disruptions and in view of the very restricted number of parking spaces, 
participants are strongly encouraged to make car sharing arrangements and to use Mission vehicles. 
Parking at the Centre William Rappard  will only be available  for Se nior Officials/HODs . For further  
information or clarification regarding access, please contact the Security and Safety Section by email 
only at security@wto.org . 
2  MEETING ROOMS  
2.1  Plenary  and Breakout Sessions  
2.1.  Given the room capacity, attendance to plenary and breakout sessions will be as follows : 
Session  Limit  
All Plenary  Sessions   
Senior Official + 1   
(the seats on the side of the Council 
Room and the gallery will also be 
available to delegations. Seating will be 
on a first come, first serve basis .) 
 
Breakout  Sessions on Day 1   
Senior Official  + 2 
 
Breakout  Sessions on Day 2   
Senior Official  + 1 
 
 
2.2.  There will be listening -in rooms . Given room capacity constraints and to ensure that every 
delegation has an  equal  opportunity, access will be limited to one delegate per delegation for 
each of the listening -in rooms  subject to room capacity  on a first come, first serve basis. We 
count on Members' understandi ng. 
2.3.  Access into meeting rooms for Plenaries, Breakout sessions and Listening -in will be controlled 
and delegations shall at all times wear their badges  visibly . 
Day 1  
i. Morning and Afternoon Plenaries  
Meeting Room  Listening -In Room  
Council Room  Room W  
 
ii. Breakout Sessions  
Meeting Room  Listening -In Room  
Council Room  Room D  
Room W  Room S2  
Room S1  Room S3  
 
 JOB/GC/361 • JOB/TNC/116  
 
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  Day 2  
i. Morning and Afternoon Plenaries  
Meeting Room  Listening -In Room  
Council Room  Room W  
 
ii. Breakout Sessions  
Meeting Room  Listening -In Room  
Council Room  Room D  
Room W  Room S1  
 
2.2  Meeting Room Reservation for Self -Organized Bilateral, Regional or Other 
Configuration Meetings  
2.4.  Meeting rooms for self -organized bilateral, regional,  or other configuration meetings will be 
available from 07h00–20h00 on 23 -24 October  2023 and the Conference Office will assign the rooms 
based on availability.    
2.5.  In order to allocate the most appropriate room, the Conference Office will require the follow ing 
details: date, start and end time of the meeting, number of participants and the parties who will be 
meeting, and any other special requirements (PowerPoint, nameplates etc.).   
2.6.  Block -bookings will not be accepted . To ensure equitable use of rooms by all delegations, 
slots will be limited to a maximum of 45 minutes during coffee /lunch breaks , and slots allocated in 
the programme for bilateral, regional and other  configuration meetings . Outside these periods, use 
of the reserved rooms will be limited to a maximum of one hou r. If no rooms are available during 
the requested time slot  and if requested , the Conference Office may propose alternative slots.  
2.7.  Delegations wishing to reserve a meeting room should complete a fo rm through this link: [WTO 
| How to book a meeting ] and in the event of technical problems with the online form, email the 
Confer ence Office at conference.office@wto.org  providing the details mentioned in Paragraph 2.5 
above . The Conference Office is located on the ground floor (Office 0060) in the Ce ntre William 
Rappard and can be contacted by telephone +41 22 739 5241 for enquiries only  and open 08:00 – 
18:00 .  
2.8.   The consumption of food and beverages in meeting  rooms is prohibited.  
3  FOOD AND BEVERAGE  
3.1.  During the lunch breaks, delegations have the option to go to the WTO Cafeteria or to the 
Atrium  Café. The WTO Cafeteria will be open from 12h00 to 14h30, and the Café at the Atrium will 
be open from 07h00 to 17h30. Coffee will be provided  outside each bre akout room during the 
designated coffee breaks. There are also vending machines in front of Room W.  
4  MEDICAL SERVICE  
4.1.  During the Senior Officials Meeting, the Medical Service Team will be available from 08h00 to 
19h30 in the WTO Clinic located in the CWR -0106 Basement. Please contact Dr:  Tetiana 
Nechyporenko, tetiana.nechyporenko@wto.org , +41 22 739 56 67  / +41 79 358 73 13 , Nurse:  Mr. 
Romuald Faramin -le-Baron, romuald.faramin@wto.org , +41 22 739 56 65, Medical Secretary: Ms. 
Frédérique Vigogne , frederique.vigogne@wto.org , +41 22 739 56 66 . In case of emergency outside 
these hours, please contact Security Service 2323  /+41 22 739 63 23  (from mobile) . 
5  LOST AND FOUND  
5.1.  The Lost and Found (Office 0064) is located on the Ground Floor near the main entrance of the 
Centre William Rappard .  They  can also be reached by telephone +41 22 739 6040 (08 h30 – 18h00). JOB/GC/361 • JOB/TNC/116  
 
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  6  ARRANGEMENTS FOR THE RECEPTION AND FISH RATIFICATION CEREMONY  
6.1.  The Director -General and General Council Chairperson will host a Reception an d Fish 
Ratification Ceremony on 23 October 2023 at 19h30 in the Atrium for all Members.  
6.2.  The event will commence with a Ceremony where each Member depositing their Instruments 
of Acceptance will be invited to handover their instrument to the Director -Genera l followed by a 
group photo of all those Members who deposited at that occasion.  
6.3.  Given the limited capacity of the atrium area, attendance will be limited to Senior Official/Head 
of Delegation plus two.  
__________   JOB/GC/361 • JOB/TNC/116  
 
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  ANNEX  
 
 
KAZEM RADJAVI CAR PARK