Side events and exhibits application manual
Version 16 – June 2023

This manual provides detailed explanations of the application process for side events andexhibits at UNFCCC sessions. Please also refer to the information available on the Side Eventsand Exhibits Online Registration System’s web page (SEORS: https://seors.unfccc.int), including
the frequently asked questions document.
Kindly contact see@unfccc.int in case you have any further questions.

Contents
1.

Glossary .............................................................................................................................................................. 2

2.

Eligibility, selection and allocation criteria ......................................................................................................... 2

3.

Overview of application process ........................................................................................................................ 3

4.

Application steps ................................................................................................................................................ 4
4.1

Prepare your proposal ................................................................................................................................ 4

4.2

Start your application in SEORS ..................................................................................................................... 5

4.3

Select your observer organization/Party ........................................................................................................ 6

4.4

Provide your contact details .......................................................................................................................... 7

4.5

Log in to your SEORS personal account .......................................................................................................... 8

4.6
Create your side event/exhibit application..................................................................................................... 9
4.6.1. Side event application page...................................................................................................................... 10
4.6.2. Exhibit application page ........................................................................................................................... 11

5.

4.7

Request Focal Point authorization ............................................................................................................... 12

4.8

Follow up with your DCP/NFP ..................................................................................................................... 13

Joint applications .............................................................................................................................................. 15
5.1

Key rules on joint applications ..................................................................................................................... 15

5.2

Find potential partners ............................................................................................................................... 16

5.3

Implement the consolidation of applications in SEORS ................................................................................. 16

5.4

Accept/decline merging requests ................................................................................................................ 18

5.5

Cancel an outgoing merging request ........................................................................................................... 19

5.6

Responsibilities of the lead applicant ........................................................................................................... 19

5.7

Change the lead applicant........................................................................................................................... 20

5.8“Unmerge” your consolidated application ................................................................................................... 20

5.9

Edit your merged application ...................................................................................................................... 21

5.10

Visibility of joint application on public web schedule .................................................................................... 22

6.

Communicating with the secretariat ................................................................................................................ 22

7.

Selection and allocation ................................................................................................................................... 23

8.

Uploading attachments to the web schedule .................................................................................................. 23

9.

Cancellation ...................................................................................................................................................... 24

10. Waiting list ........................................................................................................................................................ 24

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1. Glossary
Term
SEORS
Focal Point

Consolidation
LeadapplicantCo-applicant

Explanation
Side Events and Exhibits Online Registration System(https://seors.unfccc.int)• For Observer organization it refers to DesignatedContact Point (DCP)• For Party it refers to National Focal Point (NFP)
Merging or joining together of applications in SEORS (all thethree terms are used interchangeably in the manual)
Observer organization or Party acting as leader of a joint
application (see section 4.6 below for the role of the leadapplicant)Observer organization or Party co-applying in a joint application
but not leading it

2. Eligibility, selection and allocation criteria
Please refer to the eligibility, selection and allocation criteria as published on the official UNFCCC
website:•Eligibility criteria•
Selection and allocation criteria

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3. Overview of application process
The below table represents a general overview of the application process. For exact deadlines of eachparticular session, please refer to the timeline published on the home page of SEORS.

SEORS opening period
1. Create your personal account (You must register for a new personalaccount in SEORS for each conference)
2. Log into your personal account
3. Create your application for a side event and/or exhibit
4. Request Focal Point authorization of one application per organization

Authorization and consolidation period
5. Your Focal Point authorizes one side event and/or one exhibit
application
6. Application can be merged in SEORS

Selection and allocation by UNFCCC secretariat
7. Selection based on criteria as published on SEORS web page
8. Allocation of selected side events and exhibits
9. Confirmation of successful applications

Only one application for a side event and one application for an exhibit can be submitted for aparticularUNFCCC session per Party or observer organization, regardless if it is as a single applicationor part of a joint application.

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4. Application steps
4.1 Prepare your proposal
You will have to provide the following information for your application. The information can bepreliminary and updated at a later point. For side events, updates are possibleup until two days
before the side event takes place.
ItemSide events

Exhibits

Title: max. 100 characters INCLUDING SPACES, any
charactersexceeding this limitation will automatically be
cut off by thesystemTheme: max. 300 characters INCLUDING SPACES, any
charactersexceeding this limitation will automatically be
cut off by thesystemSpeakers: max. 300 characters INCLUDING SPACES, any
characters exceeding this limitation will automatically be
cut
off by the system
Preferred date: in case your application is successful thesecretariat willconsider your preference to the extent
possible

Yes

No

Yes

Yes

Yes

No

Date

1st week OR
2nd week;
optional: fullconference
periodAnticipated number of attendance

Yes

No

Gender pledge: in pursuit of balanced gender distribution
across panelists/speakers, applicants will be asked topledge tothe commitment and indicate planned gender
distribution of panelists during the application.
Applicants will be asked to provide an approximate
indicative figure in recognition of the fact that speakers
may change later due to unavoidable
circumstances
Emergency contact point (“on-site contact point”): name,e-mail and mobile number
Additional comments: if applicable, please provide thesecretariat with additional information on yourapplication(background information/coorganizer/restrictions or additional options regarding
date and time etc.)

Yes

No

Yes

Yes

Optional

Optional

N.B.: Comments entered into this field are automaticallytransferred to the communication log (which can beaccessed through the link “Communicate with thesecretariat”) once thedraft is saved. They do not appear
on the application form if the draft is opened again. It is
not necessary to re-enter your comments on the form.
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4.2 Start your application in SEORSTo start your application in SEORS, you have to click on the “Apply” button indicating the conference
that you are applying for. You can reach the apply button either via the home page of SEORS or byclicking on the conference title in the left-handside menu on the home page of SEORS.

Please note that the “Apply” appears on the home page of SEORS only during the application period.
Therefore, it is not possible to register in SEORS ahead of the application period.
Once the official registration period has concluded, it will only be possible to apply for being placed on
the waiting list by clicking on the "Apply to be on the waiting list" button on the home page of SEORS.
For more information on the waiting list, please consult section 10 of the current manual

N.B.!
You must create a new personal account in SEORS by clicking on the “Apply” button for eachconference. Your user name andpassword from the previous conferences do not work.

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4.3 Select your observer organization/Party
Once you have clicked on the “Apply” button on the home page of SEORS, you will be transferred tothe account creation page on which you will be asked to select your observer organization/Party andenter your contact details.
To select your observer organization/Party, start typing its name or its acronym in the respective filed:Start typing here…

Once you start typing the name of the Party/observer organization on behalf of which you are applying,
the list of entities corresponding to your search will pop up. Please select the correct observerorganization/Party:

Then, please go to the “Search results” section below and click on the “Select and continue” button
next to your observer organization/Party in the “Action” column:

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If you cannot find your observer organization/Party in the list, please check thefollowing:✓ Do you meet the eligibility criteria? Please note that it is only possible to apply
for a side event/exhibit slot on behalf of the following entities:
o Observer organizations duly admitted by the Conference of theParties;o Parties to the UNFCCC;o UN system organizations and specialized agencies.
✓ Have you entered the name of your observer organization/Party correctly? Try
searching solely by the acronym or by the name of the organization. You cancheck under which name your organization is registered within thesecretariat’s database by consulting the following pages:
o List of admitted IGOs;
o List of admitted NGOs.

4.4 Provide your contact details
In the next step of the registration process, you will be asked to create a login and enter your contact
details.
You will have to firstly create a new login:

Please review the login requirements:✓
You must create a new personal account in SEORS for each conference. In case you haveused SEORS in the past, your username and password from previous conferences will notwork.
✓
You can create any login composed of Latin characters, digits, “-” and “_” symbols.
✓
Please note that your login and password in SEORS are case-sensitive. Therefore,“TestAccount” and “testaccount” logins could be used by two different users.
✓
Please do not use your email address as a login. The login cannot contain the “@” symbol.
Then, you will be asked to enter your contact details:

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Please carefully review the following information concerning your contact details in SEORS:✓
Please note that these contact details will be included in the publicly available official side
event schedule/list of exhibits in SEORS in case your application is successful.
✓
Further information concerning your side event/exhibit application (as well as all thelogistical information on your side event/exhibit in case your application is successful) will besent to the email address indicated in this field. Please make sure you have access to theemail address that you indicate and check it regularly.
✓
It is only possible to register one user (and one email address) per side event/exhibit
application. If you do not wish to disclose your personal email address or would like yourwhole team to have access to the notifications sent via SEORS, we suggest you use a joint
email address that your team has access to.

Important!
In case your application is successful, your contact details will be publicly displayed in theofficial side event schedule in SEORS and/or in the official list of virtual exhibits:

4.5 Log in to your SEORS personal accountAfter completing the registration, you will receive an
email with your login and password with the following
subject line: “UNFCCC: Login details for your SEORS
account”.

Please follow the link provided in the automated email
in order to log into your personal account.

Throughout the entire
process SEORS will send
you important messages
and sometimes theymight be categorized asspam by your email
provider. Remember toalways check your email
filters and spam box.
Therefore, it is also highly
recommended thatsee@unfccc.int be added
to your trusted contacts
list to minimize
communication issues.

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Alternatively, you may click on “Click here to login” at the top of the SEORS homepage:✓✓✓

Please be reminded that your username and password are case-sensitive.
In case you copy your username and/or your password from the email, please be remindedthat the email client could be adding an extra space at the end. Please make sure that you
are only copying the right characters.
You can change your password in SEORS once you have logged in for the first time.

4.6 Create your side event/exhibit application
After logging in to SEORS, you can register your side event/exhibit application in SEORS. Click on therespective link (“Click to create a side event application” or “Click to create an exhibit application”).

Below you will find the information on how to proceed with a side event/exhibit application.
After clicking on the “Click here to create a side event application,” you will be redirected to theSide Event Application page.
After clicking on the “Click here to create an exhibit application,” you will be redirected to the Exhibit
Application page.
When entering the details of your application, please pay attention to the following:✓✓

There are strict character limits for each section (title, theme, speakers) in SEORS. You will not
be able to upload a text exceeding the indicated character limits.
Some fields are mandatory. You will not be able to submit your application unless you haveprovided all the mandatory information.

On the next page of the current manual, you will find more detailed instructions on how to upload aside event application to SEORS.
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4.6.1. Side event application page

Select up to three primary thematic
categories.

Select one primary thematic category.

Kindly note that the “Primary thematic category” cannot be changed after
the confirmation as this affects allocation.

Please note that the primary and secondary thematic categories are
session-specific. Please consult the home page of SEORS for informationon the thematic categories at the conference that you are applying for.

It is necessary to indicate a second “emergency” contact point. Please note that this person will
not be receiving any automated notifications from SEORS. These contact details will not appear
in the public side events schedule.
We will only liaise with them in case of urgent logistical questions if we cannot reach the side
event organizer.

If applicable, please provide the secretariat with additional information on yourapplication (background information/co-organizer/restrictions or additional options
regarding date and time).
Please note that the system does not allow leaving the comments section blank. If you
do not wish to communicate any additional information at this stage of the application
process, please type “No” or any other message in this field.

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4.6.2. Exhibit application page

Select up to three secondary thematic categories
Select one primarythematic category

Please note that the primary and secondary thematic categories are
session-specific. Please consult the home page of SEORS for informationon the thematic categories at the conference that you are applying for.

Select your preferred week.

It is necessary to indicate a second “emergency” contact point. Please note that this person will not bereceiving any automated notifications from SEORS. These contact details will not appear in the public
exhibits schedule. We will only liaise with them in case of urgent logistical questions if we cannot reachthe exhibitor.
If applicable, please provide the secretariat with additional information on yourapplication (background information/co-organizer/restrictions or your allocation
flexibility).
Please note that the system does not allow leaving the comments section blank. If you
do not wish to communicate any additional information at this stage of the application
process, please type “No” or any other message in this field.

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After uploading the details of your side event/exhibit application to SEORS, you will see the following
confirmation message:

Please note that it is necessary to take one more step to submit your proposal. To finalize thesubmission of your application, please request your focal point authorization.
4.7 Request Focal Point authorization
Your application can only be considered by the secretariat if it is authorized by your Focal Point. Please
note that there is no “Submit” button in SEORS. In order to submit your application, you have to clickon the “Request authorization from your NFP/DCP” button in your personal account in SEORS.
After you have entered your application details, your application will appear in a text box in yourpersonal account. In the "Action" column of this box you will find a link to automatically“Request authorization” from yourFocal Point.

N.B.!
Your application will remain in the “draft” stage until you have requested authorizationfrom your Focal Point.
All draft applications will be automatically declined by the secretariat as of theauthorization deadline.

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4.8 Follow up with your DCP/NFP
Once you have clicked on the “Request authorization from your NFP/DCP” button, the status of yourapplication will change accordingly from “Draft” to “Waiting for authorization”:

Once you have clicked on the “Request authorization” button, your Focal Point will receive an
automated message that asks for authorization or turndown (see example below).

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By clicking on the link in the email, your Focal Point will be redirected to the following page in SEORS.
To authorize your application, they will have to click on the respective button:

N.B.!
Your Focal Point does not need to have an account in SEORS or to register in SEORS toauthorize your application. They will be automatically redirected to the authorization
page by clicking on the link in the automated email from SEORS.
It is possible to authorize only one side event application and only one exhibit application
per observer organization/Party.

You can find the names of all the
Designated Contact Points (DCPs) on
the following pages on the official
UNFCCC website:• for admitted NGOs;• for admitted IGOs.
Please note that the webpages above
can be used to check the names of the
DCPs and do not necessarily list theirpersonal email addresses to whichauthorization requests get sent fromSEORS.

Please note that it is the responsibility of the applicant
to follow up with their DCP/NFP.
If your application receives authorization by your
Focal Point it moves to “negotiation” stage (status is
updated accordingly).
Only applications in “negotiation” stage will beconsidered by the secretariat. Those applications
which were turned down by the Focal Points will
move back to “draft” stage and cannot be consideredby the secretariat.

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5. Joint applications
5.1 Key rules on joint applications
a)

b)
c)
d)
e)
f)

Each partner in a joint application must be eligible and must submit a separate application in
SEORS during the official application period. The submission of “pre-merged” applications is
not allowed by the system.
Each joint application must have one, and only one, lead applicant;Each joint application may have more than one co-applicant;Each application may be part of only one joint application;
Only applications in “negotiation” stage (i.e. authorized by applicant’s Focal Point) can merge
into a joint application;
Any consolidation (merging) of applicants must be finalized before the deadline set andcommunicated by the secretariat.

Please be reminded that Parties must partner with observers for their applications to be considered by
the secretariat. Those Party applications which have not been duly merged with at least one observerorganization in SEORS will be declined by the secretariat. However, SEORS does not allow for thesubmission of pre-merged applications. Therefore, for those applicants applying on behalf of Parties,
it is necessary to firstly submit a separate application and duly merge it in SEORS with at least one
observer organization following the instructions outlined in the current section.

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5.2 Find potential partners
Once your application is authorized by your Focal Point, a “Merge” button appears in the “Action”
column of your personal SEORS account. After clinking on this button, you can access the list of all
applications received within the application period and authorized by the relevant Focal Points.

If you identify an application or applications that you wish to consolidate your application with, pleasefirst contact the applicant via email or phone. Once a consolidation has been agreed on and a leadapplicant has been identified, you can proceed to merging of your applications in your SEORS account.
5.3 Implement the consolidation of applications in SEORS
Click on the “Merge” link in the “Action” column of your application to see the list of all applications in“Negotiation” stage. Then clink on a “Request merger” link in front of the application of your partner.
You may either select “Merge as lead applicant” or “Merge as co-applicant”. If a prior agreement wasreached that you will be the lead applicant of the joint application, please click on “Merge as leadapplicant” in the field of your partner’s application. If you have agreed to merge as a co-applicant,pleaseclick on “Merge as co-applicant” in the field of your leading partner’s application.
••

If you merge your application as the lead applicant, your individual application will serve as
your joint application. The content of your co-applicants’ individual applications will be
disregarded starting from the moment your merger gets registered in the system. You will beable to update the content of your joint application after the merger in your personalaccount in SEORS. (For more information on how to update your application, please refer tosection 5.9).
If you merge your application as a co-applicant, your individual application will be
disregarded starting from the moment your merger gets registered in the system. Your leadapplicant’s application will serve as your joint application. In order to update the content of
your joint application, please liaise with the lead applicant.

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Your partner will then automatically receive your merger request(s) by email. Once they accept yourmerger request, the consolidation (merger) of your applications is finalized.
Example: Applicants A, B and C have agreed via email and/or telephone to consolidate their applications
with A as lead applicant and B and C as co-applicants. In order to reflect these joint efforts in SEORS,
applicant B and applicant C log into their personal SEORS account and click on “Merge” in the “Action”
column of their application overview. In a second step, they click “Merge as co-applicant” in the “Action”
column of applicant A’s application. Applicant A will receive two automated requests to confirm themerger with B and C respectively. Upon confirmation by applicant A, the consolidation will be reflected
in SEORS. Alternatively, applicant A can send merger requests as a lead to applicant B and applicant C.
In this case, the consolidation will be effective once the merger requests are accepted by applicant B
and applicant C.
In case your potential partner accepts a merger request from another applicant that conflicts withyourmerger proposal (e.g. by creating two leads for the same joint application), your merger request
will disappear from your SEORS account. The same happens to your partner’s merger request if he/shelateraccepted the proposal from another applicant that conflicts with a merger with you.
Example: Applicant A proposes to applicant B a merger where A would be the lead, but in themeantime,B accepts a merger proposal from applicant C where C is the lead. Since B can be a coapplicant in only one joint application, the merger request from A cannot be fulfilled. It is however still
possible for A to send a merger request to C as the lead of B/C joint application. If A sends the merger
request as lead and C accepts it, the leadership in the joint A/B/C application is passed on to A.

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5.4 Accept/decline merging requests
To accept or decline a merging request from another applicant, please visit your personal SEORS
account. You will see an “Incoming merger request” button below your application. In order toconfirm or decline the request, click on the “Confirm/decline” button below the “Status” column. This
procedure is needed for both Side Events and Exhibits.

Once you have clicked on the “Confirm/decline” button, you will be asked to indicate your decision.

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5.5 Cancel an outgoing merging request
It is possible to cancel a merging request before the other applicant has accepted the invitation. It may
be used, for example, in case the request was sent to the wrong applicant. For use this option click on
the “Cancel” button below your application in your personal SEORS account.

After confirming the cancellation in the window that has opened, a confirmation message is displayed:

5.6 Responsibilities of the lead applicant
The lead applicant acts as the main contact point for the joint application toward the secretariat:•
Communication from the secretariat is sent to the lead applicant, who is responsible to pass
the information on to the co-applicants;•
Only the lead applicant can edit the application and upload attachments to the SEORS schedule(in the event that the application is selected and allocated by the secretariat). For Instructions
on how to add an attachment to the SEORS schedule, see section 8 of the current manual.

N.B.!
After your merger has been registered in the system, the lead applicant becomes themain contact point for your joint application. Please note that no further communication
is being sent to co-applicants after the merger. It is the responsibility of the leadapplicant to pass the information they receive from the secretariat to co-applicants.
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5.7 Change the lead applicant
If needed, it is possible to change the lead applicant if the consolidation period is still open. To
implement the change, all co-applicants need to “Unmerge” their applications from the current leadapplicant (see section 5.8 for more details on “unmerging”) and then proceed to the merger again with
the newly agreed lead applicant.
N.B.! Please note that it is necessary that co-applicants unmerge their applications from the joint
application first. The lead applicant cannot leave the joint application without co-applicants
unmerging their applications first.
5.8 “Unmerge” your consolidated application
If you are a co-applicant of a joint application, you can separate your application by clicking on the“Unmerge” button in the “Action” column of the application overview in your personal account:

If the consolidation period is still open, you can proceed to merge with another applicant; otherwise
your applicant will be considered as a single application.
The lead applicant may not “unmerge” the consolidated application but can merge with more coapplicants.

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5.9 Edit your merged application
Authorized applications can be updated directly in SEORS. To update your authorized side
event/exhibit application, please go to your personal SEORS account and click on the “Edit” button:••

After mergers, the lead applicant is responsible for updating the joint application via theirpersonal SEORS account.
For co-applicants, it is not necessary to update their individual application in SEORS as it will
not be considered by the secretariat. If they wish to update their joint application, theyshould liaise with the lead applicant and ask them to update the joint application.

After the merger period has concluded, the secretariat communicates the date beyond which no direct
editing is possible in SEORS. N.B.! It is important that you duly update your application before thesecretariat downloads applications from SEORS for the evaluation. The secretariat communicatesthe deadline to update applications via the SEORS communication log.
Any further changes in your application's title/description/list of speakers will need to becommunicated to the secretariat through the SEORS communication log of the lead applicant. The
primary thematic category cannot be changed as this is factored in the selection and allocation. We
kindly ask all applicants to finish editing their applications before the start of the conference.
Please note that there is no guarantee that we will be able to reflect the changes in the SEORS
schedule if they are communicated to us less than 48 hours prior to the start of the side event.

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5.10

Visibility of joint application on public web schedule

If your merged application is successfully selected and allocated, its description appearson the SEORS
public web schedule. All the official organizers of the side event/exhibit are listed there, the leadorganizer being listed first.
Date of theside event

Side event title and description
Time of theside event

Attachments

Lead side event
organizer
Co-organizers

Name ofthe side
event room

6. Communicating with the secretariat
Please use the “Communicate” function in the “Action” column of your personal SEORS account tocommunicate with the secretariat on any issues regarding your application. A communication log will be
kept in your personal account for your reference. Due to the high number of applications thecommunication log serves as an ideal channel to keep all information in one place.

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7. Selection and allocation
After the consolidation deadline, the secretariat will begin selection and allocation of the eligible
applications and aim to complete the confirmation by approximately one month prior to the conference.
The secretariat may have to decline some of the applications due to space constraint at the venue. An
automated message will be sent to the applicants informing them that their application has been
selected or declined. Once the confirmation is made, you can no longer edit the details in SEORS
yourself. Changes to the title, theme or speakers have to be communicated to the secretariat in order
to be implemented. Please note that the primary thematic category cannot be changed as this is
factored in the selectionand allocation.
If you wish to change the confirmed date or time, please seek at your own initiative an organizer who
agrees to swap slots with you and inform the secretariat accordingly of such a proposed swap through
SEORS. The secretariat will thereafter decide whether this is acceptable, subject to the prevailing criteria,
and inform you accordingly.

8. Uploading attachments to the web schedule
If your application is selected for allocation you will be able to upload information pertaining to yourside event/exhibit to the UNFCCC website. Please use the upload function in your personal account forthis purpose.
The key features of the upload facility in SEORS:

•
•
•
•
•

•
•

To access the upload facility, log in to your SEORS account and click under “Attachments”.
There is no limit to the number of files that can be uploaded.
The size of each attachment is, however, limited to 4 MB.
o
You can reduce the size of individual files by converting them into a PDF format.
oBigger presentations can be split into multiple documents.
Links cannot be directly uploaded. We would advise to save the link in a document, which
thencan be uploaded.
All uploads are linked to the web schedule and may be publicly viewed, thus giving youreventvisibility both before and after the session:

Changes can be made by replacing or deleting the existing files up to four weeks after thesessions.Once the web schedule has been closed, no further changes will be possible.
The files will still remain visible on the UNFCCC website’s side events and exhibits
archive,

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available under the this link.

9. Cancellation
A cancellation can only be processed if received from the organizer via email to see@unfccc.int, copying
the respective Focal Point.
The secretariat reserves the right to reschedule or cancel events at any time, in the interest of thenegotiating process. Changes made by the secretariat will be communicated to you.

10.Waiting list
The secretariat communicates the application timeline on the home page of SEORS and by sending a
notification to Parties and observers ahead of the conference. Once the official registration period has
concluded, it is only possible to submit a side event and/or an exhibit application for being placed on
the waiting list. Please be informed that there is no guarantee that your waiting list application will be
confirmed by the secretariat. Applicants on the waiting list will be contacted in case of cancellations byselected side event organizers/exhibitors.
In case you have missed the application deadline, you can submit your side event and/or exhibit
application for being placed on the waiting list by clicking on the “Apply for being placed on thewaiting list [Name of the session]” button on the home page of SEORS:

To finalize the submission of your waiting list application, follow the steps outlined in section 3 of thecurrent manual. Please note that it is necessary to get your application authorized by your National
Focal Point (NFP)/Designated Contact Point (DCP) for it to be placed on the waiting list.
While your application remains on the waiting list, mergers are not possible. Once your application has
been moved from the waiting list to the negotiation stage, you may be offered to merge yourapplication into a joint one, and the merging process will follow the regular steps outlined in section 4of this manual.

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