WT/INF/174/Rev.1  
2 July 2014  
(14-3790)  Page: 1/9  
  
 
  ORGANIZATION OF RECEPTIONS/ART EXHIBITIONS AT THE WTO 
NOTE FROM THE SECRETARIAT 
Revision 
 The Missions to the World Trade Organization (WTO) or associated entities may have 
occasion to organize receptions or exhibitions at the Centre William Rappard in connection with WTO events or activities. 
 
 The Secretariat wishes to draw the attent ion of WTO Members to the procedure for the 
organization of (i) receptions and (ii) art exhibitions at the WTO.  
1  RECEPTIONS 
1.1  Reception areas 
 The lobby of the Salle William Rappard (SWR), the Gallery and the Atrium (see plans 
and photos in Annexes II, III and IV) are available to Members for holding official receptions 
on WTO work days between 6 p.m. and 11 p.m. The Atrium and the Gallery can accommodate up to 350 people, while the SWR lobby can accommodate up to 250 (depending on configuration). 
The Atrium is available primarily for evening receptions, while the SWR lobby and the Gallery 
are more suitable for exhibitions.  1.2  Reservations 
The Missions should send their reservation requests to the WTO Facility Management Service 
by email ( WTO.Receptions@wto.org ). 
 
Requests from associated entities will first have to be endorsed and validated 
by a WTO division.  
The reservation will be confirmed by the Facility Management Service following the 
validation of the request form, which must be duly completed and submitted by the person making the request (see Annex I). This form must be submitted at least eight days  before the date of the 
reception. The Secretariat will do its utmost to accommodate all requests but reserves the right 
to reject a request. 
 1.3  Standard fees 
Since the organization of receptions on WTO premises involves a number of services such 
as setting up the reception room, security for the duration of the reception, and cleaning services, 
the WTO requests a lump sum contribution of CH F 800 from the Member organizing the event for 
receptions between 6 p.m. and 8.30 p.m. An ad ditional fee of CHF 600 will be charged if the 
reception extends beyond 8.30 p.m. Under no ci rcumstances may a reception end any later than 
11 p.m. The ending time must be validated by th e organizer and the Security and Safety Service 
before the organizer's departure. 
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  1.4  Equipment 
 Any equipment needed for the reception should be requested by the event organizers when 
making their reservation (a list of suggested items appears on the request form). It should however be noted that the WTO is unable to provide electrical appliances. 
 
1.5  Safety regulations and instructions 
 The Member organizing the event is free to make arrangements for a catering service, 
provided that the caterer observes WTO safety regulations. In particular, taking food and drink 
into meeting rooms and cooking on WTO premises is prohibited. The only electrical appliances allowed are those used to re-heat food that has already been prepared (appliances with a naked 
flame or cooking appliances as such are not permitted). The WTO security services must approve 
of where the appliances are to be placed, either from a plan or on site on the day of the reception. 
  The following information must be submitted to the WTO Security and Safety Service at 
least two working days before the reception (email: BCI@wto.org, fax: 022 739 6111, tel.: 022 
739 5958):  
 a full guest list (preferably in alphabetical order in a Microsoft Excel file); 
 the names of catering staff (or any other outside service providers), the registration 
numbers of their vehicles, and a list of the appliances they plan to use; 
 the number of parking spaces required (which w ill be allocated according to availability); 
 the names of any VIP guests; 
 the details of a contact person at the Mission organizing the event, who will be present 
at the WTO for the reception. 
 Everyone participating in the reception, including catering staff, will have to produce valid 
official identification (passport, identification card or WTO badge).  
 The WTO must be notified at least two working days before the reception if the event 
is cancelled or postponed.   If any of these instructions are not observed, the reservation will be cancelled. 
 
 The WTO reserves the right to hold the organizer responsible in the event of any damage to WTO property and to request the repa ir, replacement or reimbursement of the 
damaged property. 
 2  ART EXHIBITIONS 
2.1  Exhibition areas 
 The Gallery in the new WTO building and the lobby of the SWR are available for holding art 
exhibitions, providing that such exhibitions confor m to the standards prescribed by an international 
organization . The Gallery can accommodate up to 150 people, depending on the amount of space 
taken up by the exhibition. The SWR lobby can accommodate up to 250 people. 
 2.2  Reservations 
 All requests should be sent to the WTO Facility Management Service by email 
(WTO.Receptions@wto.org ) at least 40 days  before the date set for the exhibition. 
The reservation will be confirmed by the Service following the validation of the request form, 
which must be duly completed and submitted by the person making the request (see Annex I). 
  Since the organization of receptions (in this case vernissages) on WTO premises involves a number of services such as setting up the reception room, security for the duration of the WT/INF/174/Rev.1 
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  reception, and cleaning services, the WTO requests a lump sum contribution of CHF 800 from the 
Member organizing the event for receptions be tween 6 p.m. and 8.30 p.m. An additional fee 
of CHF 600 will be charged if the reception extends beyond 8.30 p.m. Under no circumstances may a reception end any later than 11 p.m. The ending time must be validated by the organizer 
and the Security and Safety Service before the organizer's departure. 
 
It should be noted that requests for art exhi bitions must come from the Permanent Missions, 
which will appoint a contact person within the respective Mission for the duration of the exhibition, 
subject to the WTO's approval.   It should also be noted that the WTO will only validate requests for exhibitions after 
receiving photos, in electronic or print form, of all the exhibits that are to be displayed. No artwork 
depicting nudity or of a political and/or religious nature will be accepted. An on-site check will be carried out on the day the exhibition is set up. 
 
2.3  Duration of the exhibition 
The exhibition may be held for up to two w eeks, depending on whether any other events 
are scheduled. 
 2.4  Safety regulations and instructions 
 The safety regulations and instructions for receptions, described in point 1.5 above, 
also apply to exhibitions. The following specific instructions should also be noted: 
 
 Artists: artists will be given a "Regular visito r" badge that will be valid for the duration 
of the exhibition. To obtain the badge, they  must provide valid official identification. 
The badge does not allow the artist to sign in other visitors. It does not allow access 
through the turnstiles - the artist must en ter the site through the Welcome Pavilion. 
 Vernissage: a list of guests who do not have a WTO badge or a badge recognized 
by the WTO must be sent to the Welcome Pavilion at least two working days before the 
vernissage. A valid form of official identifica tion must be provided in exchange for an 
access badge. Access will not be granted to anyone whose name does not appear on the 
list. 
 Exhibition: only WTO badge holders or holders of badges recognized by the WTO 
and guests accredited by a WTO staff member or a delegate may visit the exhibition 
in the days following the vernissage. Accredited visitors must be signed 
in and accompanied for the duration of their visit. 
2.5  Setting up and removing exhibits 
 The exhibits will be set up by the artist or his/her representative, in the presence of a WTO 
staff member, on the working day prior to the op ening of the exhibition and will be removed, 
at the latest, on the working day following the en d of the exhibition under the same conditions. 
 
2.6  Insurance 
 The artwork must be insured by the exhibitor for the duration of the exhibition (including 
setting up and removal). 
 
_______________ 
 
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  ANNEX I 
RESERVATION REQUEST 
 To be completed and returned by email to WTO.Receptions@wto.org  
 
1 Event  
Reception    Exhibition 
2 Date  
3 Organizer 
(Permanent Mission)  
4 Contact 
(Contact details of the person organizing the reception) 
 
Contact person at the WTO on the day of the reception Name: 
Tel.: Email: 
 
Name: Tel.: 
5 Place (SWR Lobby, Atrium or Gallery)  
 
If the Atrium, specify the type of 
configuration selected (see Annex III, 
pages 7 and 8)  
 A B C 
POINTS 6 to 12 - To be completed fo r all reception/vernissage requests 
6 Date of preliminary visit   
7 Number of guests expected   
8 Setting-up time  
9 Date and time of removal 
of exhibits  
10 Caterer  Name: 
Tel.: Address: 
 
Email: 
11 Billing address 
(Name of contact person for billing purposes)  
12 Equipment required: 
(indicate quantity)  Podium  Lectern  
Video projector  Screen  
Microphone/ 
loudspeakers  Stand-up tables  
Tables    
13 Additional information   
14 Ending time of reception 
(to be filled in on the day of the 
reception) 
 Validation by the organizer:  
Validation by the Security and Safety 
Service:   
 
 
 ________________________________  
________________________________ 
 I accept the conditions set forth in document WT/INF/174/Rev.1. 
Date and signature     Seal of the Mission      WT/INF/174/Rev.1 
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  ANNEX II 
LOBBY OF THE SALLE WILLIAM RAPPARD 
 
 
Configuration of cocktail and st and-up tables in the SWR lobby 
 
 
 
WT/INF/174/Rev.1 
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  ANNEX III 
ATRIUM - GROUND FLOOR, CENTRE WILLIAM RAPPARD 
 
 
 
 
 
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  CONFIGURATION OF COCKTAIL TABLES IN THE ATRIUM 
Configuration A: eleven normal tables and six stand-up tables  
 
 
 
 
 
Configuration B: six normal tables and six stand-up tables 
 
 
 
 
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  Configuration C: two normal tables and six stand-up tables 
 
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  ANNEX IV 
PLAN OF THE GALLERY 
 
 
 
 
 
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