WORLD TRADE  
ORGANIZATION  WT/INF/174 
19 April 2011  
 
(11-1990) 
  
  
 
ORGANIZATION OF RECEPTIONS AT THE WTO 
 
Note from the Secretariat
 
  
 The Secretariat wishes to draw the attenti on of WTO Members to the new procedure for the 
organization of receptions at the WTO.  Rooms
 
 
 The Salle des Pas Perdus  and the lobby of the Salle William Rappard  (plans and photos 
attached) are available to Members for holding offi cial receptions on WTO work days between 6 p.m. 
and 8.30 p.m.  Each room can accommodate up to 250 people.   All requests should be submitted to the WTO Logistics Section by e-mail (OfficeSupplies&RemovalsUnit@wto.org), fax (0 22 739 6053) or telephone (022 739 6052 or 
022 739 5297).  A reservation will be considered final upon receipt of the confirmation form, duly 
signed by the person making the request (see Annex I).   Since the organization of receptions on WTO premises involves a number of services such as setting up the reception room, security for the dura tion of the reception, and cleaning services, the 
WTO requests a lump-sum contribution of CHF 800 from the Member organizing the event.  
An additional fee of CHF 600 will be charged to  the Member if the reception extends beyond 
8.30 p.m.  Under no circumstances may a reception end any later than 11 p.m. 
  Please note that music is not allowed during receptions.  
 The Member organizing the event is free to make arrangements for a catering service, 
provided that the caterer observes WTO safety regulations:   - Cooking is prohibited on WTO premises;  
 - the WTO is not equipped to provide el ectrical appliances for servicing the reception. 
  The following information must be submitte d to the WTO Security and Safety Section 
three working days before  the reception (e-mail:  BCI@wto.org
, fax:  022 739 6111, 
tel.:  022 739 5958): 
 
 - A full guest list;  
- the names of catering staff, the registration numbers of their vehicles, and a list of the 
appliances they plan to use; 
 
 - the number of parking spaces required; 
 WT/INF/174 
Page 2  
 
   - the names of any VIP guests. 
  All persons participating in the reception, incl uding catering staff (with the exception of those 
who already have a WTO badge) will have to pr oduce valid official identification (passport, 
identification card, or WTO badge). 
 
 The WTO must be notified at least two worki ng days before the reception if the event is 
cancelled or postponed.  Failing this, the Member organizing the event will be billed CHF 400 to 
cover the costs of recruiting the necessary staff.  
 If any of these instructions are not observed, the reservation will be cancelled. 
  The WTO reserves the right to hold the organi zing Member responsible in the event of any 
damage to WTO property.  
 Any requests from sources other than the Perman ent Missions will be examined by the WTO;  
if they are accepted, special conditions will apply.  
_______________ 
  WT/INF/174 
 Page 3 
 
 
  ANNEX I 
 
To be completed and returned by e-mail to OfficeSupplies&RemovalsUnit@wto.org  
or by fax to 0041(0)22 739 6053  
 
 
Organizer 
(Permanent Mission )  
Contact 
(Contact details of the person organizing 
the reception ) Name: 
 
Tel.:  
E-mail: 
 
Date of reception  
Setting-up time  
Number of guests  
Caterer Name: 
 Tel.: 
 
Address: 
 
 
 
 
E-mail: 
Billing address  
Additional information  
 
 I accept the conditions set forth in document WT/INF/174.    
 
Date and signature     Seal of the Mission  WT/INF/174 
Page 4  
 
  ANNEX II 
 
Salle des Pas Perdus , Centre William Rappard
 
 
 
 
  WT/INF/174 
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  Lobby of the Salle William Rappard  
 
 
 
 
 
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