Title: wetten.nl - Regeling - Verdrag tussen het Koninkrijk der Nederlanden en de Wereldgezondheidsorganisatie betreffende het houden in ’s-Gravenhage, het Koninkrijk der Nederlanden, van de negende zitting van de Conferentie van de Partijen bij het WHO-Kaderverdrag inzake tabaksontmoediging van 9 november tot 14 november 2020 en de tweede zitting van de Vergadering van de Partijen bij het Protocol tot uitbanning van illegale handel in tabaksproducten van 16 november tot 18 november 2020 - BWBV0006863

Source: https://wetten.overheid.nl/BWBV0006863/

Content:
{"title": "wetten.nl - Regeling - Verdrag tussen het Koninkrijk der Nederlanden en de Wereldgezondheidsorganisatie betreffende het houden in \u2019s-Gravenhage, het Koninkrijk der Nederlanden, van de negende zitting van de Conferentie van de Partijen bij het WHO-Kaderverdrag inzake tabaksontmoediging van 9 november tot 14 november 2020 en de tweede zitting van de Vergadering van de Partijen bij het Protocol tot uitbanning van illegale handel in tabaksproducten van 16 november tot 18 november 2020 - BWBV0006863", "content": "Verdrag tussen het Koninkrijk der Nederlanden en de Wereldgezondheidsorganisatie betreffende\n                           het houden in \u2019s-Gravenhage, het Koninkrijk der Nederlanden, van de negende zitting\n                           van de Conferentie van de Partijen bij het WHO-Kaderverdrag inzake tabaksontmoediging\n                           van 9 november tot 14 november 2020 en de tweede zitting van de Vergadering van de\n                           Partijen bij het Protocol tot uitbanning van illegale handel in tabaksproducten van\n                           16 november tot 18 november 2020\n\n[Regeling vervallen per 12-03-2021]\n\nPreamble\n\nThe Kingdom of the Netherlands (hereinafter called \u201cthe Netherlands\u201d), represented\n                                       by the State Secretary for Health, Welfare and Sport of the Kingdom of the Netherlands\n                                       in the person of Mr Paul Blokhuis,\n\nand\n\nThe World Health Organization represented for the purpose of this Agreement by the\n                                       Convention Secretariat (hereinafter called the \u201cOrganization\u201d), with the Head of the\n                                       Convention Secretariat acting in accordance with the Rules of Procedure of the Conference\n                                       of the Parties, and the Rules of Procedure of the Meeting of the Parties, and with\n                                       the delegation of authority from the Director-General of the World Health Organization\n                                       (jointly referred to as the \u201cParties\u201d);\n\nDesiring to give effect to the decision of the Conference of the Parties to the WHO\n                                       Framework Convention on Tobacco Control at its eighth session, and that of the Meeting\n                                       of the Parties to the Protocol to Eliminate Illicit Trade in Tobacco Products at its\n                                       first session, to hold the ninth session of the Conference of the Parties, and, respectively,\n                                       the second session of the Meeting of the Parties, in the Kingdom of the Netherlands,\n                                       with dates to be confirmed after agreement between the hosting Party and the respective\n                                       incoming Bureaus, in consultation with the Convention Secretariat;\n\nTaking into account the decisions of the Bureaus of the Conference of the Parties\n                                       and of the Meeting of the Parties, on the proposal of the Netherlands, that the ninth\n                                       session of the Conference of the Parties to the WHO Framework Convention on Tobacco\n                                       Control should be held from 9 November to 14 November 2020, and that the second session\n                                       of the Meeting of the Parties to the Protocol to Eliminate Illicit Trade in Tobacco\n                                       Products should be held from 16 November to 18 November 2020, with both sessions to\n                                       be held in the Hague, the Kingdom of the Netherlands;\n\nHave agreed as follows:\n\n[Regeling vervallen per 12-03-2021]\n\nAgreement means the entire Agreement reached by the Parties by signing this document,\n                                       including its Annexes I, II and III;\n\nConference of the Parties means the Conference of the Parties to the WHO Framework\n                                       Convention on Tobacco Control, in accordance with Article 23 of the WHO Framework Convention on Tobacco Control;\n\nCOP9 means the ninth session of the Conference of the Parties to the WHO Framework\n                                       Convention on Tobacco Control;\n\nMeeting of the Parties means the Meeting of the Parties to the Protocol to Eliminate\n                                       Illicit Trade in Tobacco Products, in accordance with Article 33 of the Protocol;\n\nMOP2 means the second session of the Meeting of the Parties to the Protocol to Eliminate\n                                       Illicit Trade in Tobacco Products;\n\nConvention on the Privileges and Immunities means the Convention on the Privileges and Immunities of the Specialized Agencies, adopted by\n                                          the General Assembly of the United Nations on 21 November 1947, and Annex VII thereof, adopted by the First World Health Assembly on 17 July 1948 and last amended\n                                       by the Eleventh World Health Assembly (resolution WHA 11.30) to represent the third\n                                       revised text of Annex VII, to which the Kingdom of the Netherlands acceded on 18 March\n                                       1965;\n\nConvention Secretariat means the Secretariat of the WHO Framework Convention on Tobacco\n                                       Control established according to Article 24 of the WHO Framework Convention on Tobacco Control, which is also the Secretariat to the Protocol to Eliminate Illicit Trade in Tobacco\n                                       Products, according to Article 34 of the Protocol to Eliminate Illicit Trade in Tobacco\n                                       Products;\n\nOfficials of the Organization means all members of the Convention Secretariat serving\n                                       under a WHO contract of appointment and includes all members of the Secretariat of\n                                       the World Health Organization serving under a WHO contract of appointment and seconded\n                                       or loaned to the Convention Secretariat to assist with the organization and holding\n                                       of the COP9 and MOP2.\n\n[Regeling vervallen per 12-03-2021]\n\nCOP9 and MOP2 shall be held at the World Forum in The Hague, the Kingdom of the Netherlands,\n                                       from 9 November to 14 November 2020 and from 16 November to 18 November 2020, respectively,\n                                       at the invitation of the Netherlands.\n\n[Regeling vervallen per 12-03-2021]\n\n1 The Organization shall have the responsibility for organizing, conducting and managing\n                                             COP9 and MOP2, including all aspects related to the content of the sessions of the\n                                             Conference of the Parties and of the Meeting of the Parties.\n\n2 The Netherlands shall provide all the necessary local facilities and assistance to\n                                             ensure an efficient and smooth organization of the proceedings of COP9 and MOP2.\n\n3 The Netherlands shall cover the costs related to additional expenses normally not\n                                             incurred by the Organization when the sessions of the Conference of the Parties, and\n                                             of the Meeting of the Parties, are held in Geneva, as listed in the attached Annex II, and, respectively, Annex III to this Agreement. The amount of additional expenses as estimated in the Annex II\n                                             and Annex III to this Agreement shall be paid by the Netherlands no later than six\n                                             months before the opening of the COP9 session via funds transfer to the Organization\u2019s\n                                             bank account below:\n\nIn euros to:\n\nAccount name:\n\nWorld Health Organization Geneva\n\nAccount number:\n\n240-C0169920.3\n\nBank:\n\nUBS AG, 1211 Geneva 2\n\nSwift Code:\n\nUBSWCHZH80A\n\nIBAN:\n\nCH31 0024 0240 C016 9920 3\n\nReference:\n\nWHO FCTC / COP9 / MOP2\n\n4 The exchange rate between euros and US dollars (Annexes II and III) on the date of signature of this Agreement shall apply.\n\n[Regeling vervallen per 12-03-2021]\n\n1 The Netherlands shall make available to the Organization, free-of-charge, the premises,\n                                             including suitably equipped offices for the Organization, furniture, equipment, services,\n                                             appropriate infrastructure, and local staff, necessary for the work of COP9 and MOP2,\n                                             as listed in the attached Annex I to this Agreement.\n\n2 The premises referred to in paragraph 1 of this article shall remain at the disposal\n                                             of the Organization during the following periods:\n\na) a preparatory period, from 5 November to 8 November 2020 (2 full days minimum);\n\nb) the duration of COP9 from 9 November to 14 November 2020 and the duration of MOP2\n                                                   from 16 November to 18 November 2020;\n\n3 The Secretariat\u2019s offices made available by the Netherlands, in accordance with Annex I to this Agreement, shall be vacated no later than 19 November 2020 (midnight).\n\n4 The Netherlands shall make available to the Organization a secured area (approximately\n                                             30 sqm) for a period of maximum two days after the closure of MOP2, as may be the\n                                             case, to store equipment and material that should be shipped to the seat of the Organization.\n\n5 The Government shall provide information for the Guide for Participants as early as\n                                             possible in advance and at no later than five months before the opening of COP9 and\n                                             MOP2.\n\n[Regeling vervallen per 12-03-2021]\n\n1 The Netherlands authorizes the persons specified below to enter the Kingdom of the\n                                             Netherlands and stay for the entire period of their duties or mission in connection\n                                             with COP9 and/or MOP2; a list of persons attending or participating in COP9 and/or\n                                             MOP2 will be forwarded by the Organization to the Netherlands prior to the opening\n                                             of COP9 and MOP2. Such a list may be subject to changes that shall be forwarded to\n                                             the Netherlands thereafter.\n\na) Representatives, alternates and advisers of the Parties to the WHO Framework Convention\n                                                   on Tobacco Control and of the Parties to the Protocol to Eliminate Illicit Trade in\n                                                   Tobacco Products;\n\nb) Representatives and advisers of observers under Rules 29, 30 and 31 of the Rules of\n                                                   Procedure of the Conference of the Parties, and under Rules 29, 30 and 31 of the Rules\n                                                   of Procedure of the Meeting of the Parties;\n\nc) Representatives of intergovernmental agencies, experts, advisers and any other persons\n                                                   invited to attend COP9 and/or MOP2 in an official capacity;\n\nd) Officials and advisers of the Organization.\n\n2 The Netherlands shall provide all the necessary facilities for the entry to and exit\n                                             from the Kingdom of the Netherlands to all participants mentioned above or who are\n                                             performing activities connected with COP9 and/or MOP2. Where visas are necessary,\n                                             the Netherlands shall assist the relevant competent authorities to issue visas in\n                                             a timely fashion.\n\n[Regeling vervallen per 12-03-2021]\n\n1 For the purpose of this Agreement, the Netherlands shall apply the provisions of the\n                                             Convention on the Privileges and Immunities as well as the provisions set forth in\n                                             the following Articles.\n\n2 Persons referred to under Articles V and VI of the Convention on the Privileges and Immunities and under paragraphs 2 and 3 of Annex VII to the Convention shall, while attending COP9 and/or MOP2, in order to discharge their assigned official\n                                             functions, enjoy the privileges and immunities provided for in the abovementioned\n                                             Articles and Annex, respectively, in accordance with the Convention on the Privileges and Immunities.\n\n3 Representatives of intergovernmental agencies and any other persons invited by the\n                                             Organization to attend COP9 and/or MOP2 in an official capacity, shall, while attending\n                                             COP9 and/or MOP2, enjoy immunity from legal process in respect of words spoken or\n                                             written and all acts performed by them in their official capacity.\n\n4 This Article is without prejudice to the privileges and immunities that the Kingdom\n                                             of the Netherlands may have to apply to representatives of States and of the United\n                                             Nations, the Specialized Agencies and other intergovernmental agencies in compliance\n                                             with relevant international agreements to which the Kingdom of the Netherlands is\n                                             a party.\n\n5 Without prejudice to the foregoing, the Netherlands shall, in addition, also grant\n                                             the privileges, immunities and facilities set out in Articles VIII, IX, XI, XII, XIII and XIV below.\n\n6 Nothing in or relating to this Agreement shall be deemed a waiver of any of the privileges\n                                             and immunities of the Organization in conformity with the Convention on the Privileges and Immunities or otherwise under any national or international law, convention or agreement. Privileges\n                                             and immunities are granted to officials of the Organization in the interest of the\n                                             Organization, and not for their personal benefit. Such immunity does not exempt officials\n                                             of the Organization from the duty to observe the laws and regulations of the host\n                                             country, including traffic regulations. The Director-General of WHO may waive the\n                                             immunity of any official of the Organization in any case where the Director-General\n                                             of WHO considers that the immunity would impede the course of justice and can be waived\n                                             without prejudice to the interests of the Organization.\n\n[Regeling vervallen per 12-03-2021]\n\nThe Netherlands shall reserve and manage, but is not responsible for the payment of,\n                                       accommodation for persons participating in or attending COP9 and/or MOP2 in suitable\n                                       hotels at reasonable rates negotiated by the Netherlands; the rates negotiated by\n                                       the Netherlands should normally be lower than the commercial rates, and normally not\n                                       higher than the hotel component of the Organization\u2019s per diem applicable for the\n                                       place of the venue.\n\n[Regeling vervallen per 12-03-2021]\n\n1 The Netherlands shall take the necessary steps to facilitate the arrival in the Kingdom\n                                             of the Netherlands and the departure from the Kingdom of the Netherlands of all persons\n                                             who are participating in an official capacity in the work of COP9 and MOP2.\n\n2 The Netherlands shall take the necessary steps in order to ensure that a special reception\n                                             desk at Amsterdam Schiphol Airport will be set up to welcome all persons who are participating\n                                             in an official capacity in COP9 and MOP2 upon arrival and offer free-of-charge transportation\n                                             by train to The Hague Central Station, as well as back to the airport on departure.\n                                             The Netherlands shall, in addition, set up a reception desk at The Hague Central Station\n                                             to further provide guidance to all persons who are participating in an official capacity\n                                             on local transportation.\n\n3 The Netherlands shall make available to the Organization, free-of-charge and for the\n                                             duration of COP9 and MOP2, vehicles and staff necessary for the local transportation\n                                             of delegates and Officials of the Organization, equipment, materials and documents,\n                                             as required in connection with COP9 and MOP2, and as specified in Annex 1.\n\n4 The Netherlands shall assign a transport coordinator to liaise with the Organization\n                                             on transportation matters.\n\n5 The Netherlands shall provide the Organization and participants in COP9 and MOP2 with\n                                             the necessary foreign currency banking facilities at convenient points, preferably\n                                             in the venue and/or hotels of COP9 and MOP2.\n\n[Regeling vervallen per 12-03-2021]\n\n1 The Netherlands shall be responsible for the provision, free-of-charge, of all official\n                                             communications for the effective functioning of COP9 and MOP2, as indicated in the\n                                             Annex I to this Agreement.\n\n2 \nSection 12 of Article IV of the Convention on the Privileges and Immunities shall apply to the official communications of the Organization.\n\n[Regeling vervallen per 12-03-2021]\n\nThe Netherlands shall provide, at its expense, for the assistance of the Organization,\n                                       the personnel required for the smooth conduct of COP9 and MOP2 such as, but not limited\n                                       to, security staff, ushers, messengers, drivers, clerks, technicians (IT, audio visual\n                                       equipment, telephone), cleaners, porters, documents reproduction and distribution\n                                       staff, reception and registration staff, media staff, and other personnel required.\n\n[Regeling vervallen per 12-03-2021]\n\n1 The Netherlands shall provide medical facilities, adequate for first aid in emergencies\n                                             within the COP9 and MOP2 area.\n\n2 For serious emergencies, the Netherlands shall ensure immediate transportation and\n                                             admission of the participants to a hospital.\n\n3 Neither the Netherlands nor the Organization shall be responsible for the cost of\n                                             any hospital treatment.\n\n[Regeling vervallen per 12-03-2021]\n\nFor the purpose of this Agreement, the Netherlands shall apply the provisions of the\n                                       Convention on the Privileges and Immunities and in particular Sections 4, 6, 9 and 10 of Article III, in respect of equipment that is reasonably required to be imported into, and exported\n                                       from, the Kingdom of the Netherlands, by the Organization for the purpose of COP9\n                                       and MOP2. In particular, the Netherlands, through the Dutch Customs Office, shall\n                                       allow the temporary importation, and exportation, tax-free and duty-free, of all equipment\n                                       that is required by the Organization for COP9 and MOP2, under the provisions of the\n                                       Convention on the Privileges and Immunities, and shall waive import and export duties\n                                       and taxes on supplies the Organization deems necessary for COP9 and MOP2. It shall\n                                       facilitate the issuance without delay of any necessary import and export permits for\n                                       this purpose.\n\n[Regeling vervallen per 12-03-2021]\n\n1 The Netherlands shall ensure that the premises placed at the disposal of the Organization\n                                             in connection with COP9 and MOP2 shall, throughout the period they are being used\n                                             by the Organization, be considered as the premises of the Organization and shall thereby\n                                             enjoy the benefits of inviolability referred to in Article III Section 5 of the Convention on the Privileges and Immunities. The authorities of the Netherlands shall not enter these premises without the consent\n                                             of the Organization. The consent of the Organization may however be assumed in case\n                                             of fire or other disaster requiring prompt protective action.\n\n2 The premises of the Organization shall be placed under the control and authority of\n                                             the Organization, which shall have the exclusive right to authorize or prohibit entry\n                                             thereto of any person and which may also cause any person to be removed therefrom.\n\n3 The Netherlands shall take appropriate measures to ensure that the premises placed\n                                             at the disposal of the Organization are not disturbed by the entry of unauthorized\n                                             persons or groups of persons, by disorder or by unreasonable noise in the immediate\n                                             vicinity thereof. To this end, the Netherlands shall, as necessary, provide security\n                                             officers outside the premises of the Organization and take any other measure deemed\n                                             by it to be necessary.\n\n4 At the request of the Organization, the Netherlands shall provide the necessary security\n                                             officers to give assistance for maintaining order, if the need arises, within the\n                                             premises placed at the disposal of the Organization, and to expel any person who may\n                                             disturb it and to provide general security services within the premises.\n\n5 As per Article III Section 6 of the Convention on the Privileges and Immunities, the archives and in general all the documents belonging to or held by the Organization\n                                             shall be inviolable.\n\n[Regeling vervallen per 12-03-2021]\n\n1 Without prejudice to the provision of Section 7 of Article III of the Convention on the Privileges and Immunities, the Organization may, through its official banks, transfer funds to the Kingdom\n                                             of the Netherlands in the amounts required to cover its expenses for the purpose of\n                                             COP9 and MOP2, and transfer out of the Kingdom of the Netherlands any balance of funds\n                                             of the Organization not utilized in the course of COP9 and MOP2.\n\n[Regeling vervallen per 12-03-2021]\n\n1 The respective responsibilities of the Netherlands and of the Organization concerning\n                                             damage and accidents that may be caused to the premises or to the fixtures, furniture\n                                             and equipment placed at the disposal of the Organization or accidents or injuries\n                                             which may be sustained by persons in connection with the holding of COP9 and MOP2\n                                             shall be as follows:\n\na) The Netherlands shall assume full responsibility and shall hold the Organization and\n                                                   its officials harmless for claims arising out of the official conduct of the Officials\n                                                   of the Organization while they are in the Kingdom of the Netherlands for the purpose\n                                                   of COP9 and/or MOP2 under this Agreement;\n\nb) Sub-paragraph (a) shall not apply if that liability results from gross negligence\n                                                   or wilful misconduct on the part of the Officials of the Organization.\n\n[Regeling vervallen per 12-03-2021]\n\nAny dispute relating to the interpretation or application of this Agreement shall,\n                                       unless amicably settled, be subject to conciliation. In the event of failure of the\n                                       latter, the dispute shall be settled by arbitration. The arbitration shall be conducted\n                                       in accordance with the modalities to be agreed upon by the Netherlands and the Organization,\n                                       or in the absence of agreement, in accordance with the UNCITRAL Arbitration Rules\n                                       applicable on the date of signature of this Agreement. The Netherlands and the Organization\n                                       shall accept the arbitral award as final.\n\n[Regeling vervallen per 12-03-2021]\n\nThe Netherlands shall appoint a local organizing committee. The Netherlands and the\n                                       Organization shall each appoint senior officers to coordinate their activities in\n                                       order to ensure the smooth preparation and running of COP9 and MOP2.\n\n[Regeling vervallen per 12-03-2021]\n\n1 The Organization may postpone or change the venue and/or timing of COP9 and/or MOP2\n                                             upon consultation with the Netherlands if the security phase determined by the United\n                                             Nations Department of Safety and Security increases from the security rating at the\n                                             time of signature of the Agreement and prior to the opening of COP9. Regardless of\n                                             an increase in the security phase determined by the United Nations Department of Safety\n                                             and Security, the Bureaus of the Conference of the Parties and of the Meeting of the\n                                             Parties may decide to postpone or change the already agreed venue and/or timing of\n                                             COP9 and/or MOP2, should an event occur which disrupts or risks to disrupt the conduct\n                                             of COP9 and/or MOP2. If the Organization chooses to exercise this right, the Organization\n                                             shall be released from any and all commitments related to the postponed and/or changed\n                                             meeting or meetings under this Agreement and the Parties shall immediately consult\n                                             with a view to limiting and equitably distributing reasonable costs associated with\n                                             such a decision. In the event of such an increase in the security rating, and if the\n                                             Organization does not postpone or change the venue of COP9 and/or MOP2, any additional\n                                             costs incurred by the Organization for measures deemed by the Parties in consultation\n                                             to be necessary, shall be borne by the Netherlands.\n\n2 Any notice or request required or permitted to be given or made under this Agreement\n                                             shall be in writing and shall be delivered by hand, mail or fax to the entity to which\n                                             it is required to be given or made at the address specified below or such other address\n                                             as will be hereafter notified. Any such communication shall be deemed to have been\n                                             given or made on the date it was hand delivered, registered or transmitted from the\n                                             sender\u2019s facsimile operator, but any assumption of the actual notice shall be subject\n                                             to rebuttal to show that it has not actually been received.\n\nThe Netherlands:\n\nThe Kingdom of the Netherlands\n\nMinistry of Health, Welfare and Sport\n\nParnassusplein 5\n\n2511 VX The Hague, Kingdom of the Netherlands\n\nTel.: +31 651613157\n\nEmail: ta.moers@minvws.nl\n\nOrganization:\n\nSecretariat of the WHO Framework Convention on Tobacco Control & Protocol to Eliminate\n                                             Illicit Trade in Tobacco Products\n\nWorld Health Organization\n\n20 Avenue Appia\n\nCH-1211 Geneva, Switzerland\n\nTel.: +41 22 791 5043\n\nFax: +41 22 791 5830\n\nEmail: fctcsecretariat@who.int\n\n3 This Agreement, including its Annexes I, II and III, which are an integral part thereof, replaces and supersedes all prior oral and written\n                                             representations, understandings or arrangements on the organization and holding of\n                                             COP9 and MOP2. This Agreement and its Annexes I, II and III may only be amended by\n                                             mutual agreement formalized in writing by the Netherlands and the Organization.\n\n4 This Agreement shall enter into force on the date of signature and shall remain in\n                                             force for the duration of COP9 and MOP2 and for a period thereafter as is necessary\n                                             for all matters relating to any of its provisions to be settled. The total duration\n                                             of the agreement however shall not exceed one year.\n\nIN WITNESS WHEREOF, the undersigned, being duly authorized thereto, by the Netherlands\n                                    and the Organization have signed this Agreement in duplicate in the English language,\n                                    of which one copy shall be held by the Netherlands and the other by the Organization.\n\nDONE at The Hague, on the 12th of March 2020, in two copies, in the English language.\n\nFor the Kingdom of the Netherlands,\n\nPAUL BLOKHUIS\n\nState Secretary for Health, Welfare and Sport\n\nFor the World Health Organization,\n\nADRIANA BLANCO MARQUIZO\n\nHead of the Secretariat WHO Framework Convention on Tobacco Control and the Protocol\n                                    to Eliminate Illicit Trade in Tobacco Products\n\n[Regeling vervallen per 12-03-2021]\n\nFunction\n\nDescription\n\nCommunication/Media\n\nDesign and implement an overall communication campaign for the conference including\n                                                      conceptualizing the creative idea, campaign strategy, visuals, branding and logo for\n                                                      the conference, adequate signage in the conference venue, booths, marketplace and\n                                                      exhibition setup, communication materials, dedicated conference website for delegates,\n                                                      photographers, videographers, media coverage and outreach, etc. (for COP9 and MOP2)\n\nInformation and support to delegates\n\nDesign and run a local website;\n\nManage hotel reservations;\n\nFacilitate transfers by public transports from airports to hotels and hotels to conference\n                                                      venue;\n\nProvide Tourist information;\n\nCatering.\n\nVisa\n\nManage the issuance of Visa, including invitation letters\n\nRegistration /Information Desk and Travel Desk\n\nBadge issuance and Information desk\n\nRegistration desk with a capacity for 10 separate lanes (6 Regions + 1 public badges\n                                                      + 1 media + 1 more specific lane to collect the credentials, 1 for Information/travel\n                                                      desk)\n\n2 desks for Convention Secretariat and legal officer\n\n3 Computers with wire access to internet\n\n5 photo ID cameras\n\nFree WIFI connection at the registration area\n\n1 regular laser printer\n\n2 phones with IDD\n\n1 mid-volume photocopier (60 ppm)\n\nLockable cabinets\n\n1.500 Badge chains\n\nSmall stationary (paper, pads, pencils, etc.)\n\nAt least 10 local staff for registration\n\nIn front of Registration Desk:\n\n8 tables/counters where participants will complete registration/declaration of interest\n                                                      forms\n\nPlenary Hall\n\nCapacity to seat 1.400 persons in classroom style (alternatively: 700 persons behind\n                                                      tables with a second row of chairs)\n\n(Plenary room can aslo be used for Committee A, see below)\n\nStage: Table to seat 8\u201310 persons with 10 seats behind / possibility of convertion\n                                                      into Davos style when necessary\n\nMicrophones on stage: 1 per person\n\nMicrophone for participants : minimum 1 between 2 delegates\n\n3 wireless microphones minimum (to be used on the podium if necessary)\n\nMonitors for each person on podium (alternatively: large plasma screens in front of\n                                                      stage)\n\nLarge Projection screens behind stage and on each lateral side, if necessary\n\nProjector\n\nLaptop on headtable connected to the projection equipement\n\n6 languages interpretation booths\n\nEar pieces (1.400) for 7 channels (floor + 6 languages) preferably wire connected\n                                                      to the sound system (infrared option to be avoided)\n\nLectum on stage\n\n1 table, 2 chairs and 2 laptops for two records officers\n\nTables (min. of 3) and 3 laptops for precis writers and journal officer: 5 persons\n\n1x A4 Scanner\n\nDigital recording cabin with audio and video recording equipment, and technicians\n\nAudio and video records of floor and English to be provided on digital files\n\nDepending COP/MOP decision: Webcasting facility in 6 languages with camera crew and\n                                                      production capacity with player embedded in the WHO FCTC website (3 days for COP9\n                                                      and 1 day for MOP2)\n\nElectric sockets, 1 for 3 participants\n\nFree WIFI connection for all participants\n\n2 mid-volume photocopiers (60ppm) and one scanner for handout printing\n\nSufficient number of water fountains placed strategically in the room (or bottled\n                                                      water). Bottled water required for the stage.\n\nMeeting room for Committee A\n\nCapacity to seat 700 persons in classroom style (alternatively: 350 persons behind\n                                                      table with a second row of chairs)\n\nStage: table to seat 6 persons with 6 seats behind\n\nMicrophones on stage: (minimum 1 between 2 delegates)\n\nMonitors for each person on podium (alternatively: large plasma screens in front of\n                                                      stage)\n\nMicrophone for participants: minimum 1 between 2 delegates\n\n3 wireless microphones (same as for plenary)\n\nLarge Projection screen behind stage and on each lateral side if necessary\n\nProjector\n\nLaptop on headtable connected to the projection equipement\n\n1 table, 2 chairs and 1 laptop for one records officers\n\n1x A4 scanner\n\nTable (min.3) and 3 laptops for report writers and journal officers: 5 persons\n\n6 Languages Interpretation booths\n\nEar pieces (450) for 7 channels (floor + 6 languages) preferably wire connected to\n                                                      the sound system (infrared option to be avoided)\n\nDigital recording cabin with audio and video recording equipment, and technicians\n\nAudio and video records of floor and English to be provided on digital files\n\nElectric sockets, 1 for 3 participants\n\n2 mid-volume Photocopiers (60ppm) and one scanner for handout printing\n\nFree WIFI connection for all participants\n\nSufficient number of water fountains placed strategically in the room (or bottled\n                                                      water)\n\nMeeting room for Committee B\n\nCapacity to seat 700 persons in classroom style (alternatively: 350 persons behind\n                                                      table with a second row of chairs)\n\n(this room can be used also for EUR meetings, see below)\n\nStage: table to seat 6 persons with 6 seats behind\n\nMicrophones on stage: minimum 1 between 2 delegates\n\nMicrophone for participants: minimum 1 between 2 delegates\n\n3 wireless microphones\n\n6 Monitors on podium (alternatively: large plasma screens in front of stage)\n\n2 lateral large screens on each side of the room (middle of the room). Exact numbers\n                                                      of screens to be adjusted to the layout of the room\n\nLarge Projection screen behind stage\n\nProjector\n\nLaptop on headtable connected to the projection equipement\n\n1 table, 2 chairs and 1 laptop for one records officers\n\nTables (min.3) and 3 laptops for report writers and journal officers: 5 persons\n\n1 A4 scanner\n\n6 Languages Interpretation booths\n\nEar pieces (700) for 7 channels (floor + 6 languages) preferably wire connected to\n                                                      the sound system (infrared option to be avoided)\n\nDigital recording cabin with audio and video recording equipment, and technicians\n\nAudio and video records of floor and English to be provided on digital files (for\n                                                      meetings of Committee B only)\n\nElectric sockets, 1 for 3 participants\n\n2 mid-volume Photocopiers (60ppm) and one scanner for handout printing\n\nFree WIFI connection for all participants\n\nSufficient number of water fountains placed strategically in the room (or bottled\n                                                      water). Bottled water required for the stage\n\nInformal regional meetings EUR\n\nCapacity to seat 300 persons in classroom style (alternatively: 150 behind tables\n                                                      with a second row of chairs)\n\nStage: table to seat 5 persons with 5 seats behind\n\n4 monitors on podium (alternatively 2 large plasma screens in front of stage)\n\nLarge Projection screen behind stage and on each lateral side if necessary\n\nProjector\n\nLaptop on headtable connected to the projection equipement\n\n4 Languages Interpretation\n\nMicrophones for participants: minimum 1 between 2 delegates\n\nEar pieces: 300 for 5 channels (floor + 4 languages) preferably wire connected to\n                                                      the sound system (infrared option to be avoided)\n\nElectric sockets, 1 for 3 participants\n\nFree WIFI connection for all participants\n\nSufficient number of water fountains placed strategically in the room (or bottled\n                                                      water)\n\nEuropean Union Consultations (EU)\n\nCapacity to seat 150 persons in classroom style (alternatively: 75 behind tables with\n                                                      a second row of chairs)\n\nStage: table to seat 5 persons with 5 seats behind\n\n4 monitors on podium (alternatively 2 large plasma screens in front of stage)\n\nlarge Projection screen behind stage and on each lateral side if necessary\n\nProjector\n\nLaptop on headtable connected to the projection equipement\n\nMicrophones for participants: minimum 1 between 2 delegates\n\nEar pieces: 150 for 1 channels (floor) preferably wire connected to the sound system\n                                                      (infrared option to be avoided)\n\nElectric sockets, 1 for 3 participants\n\nFree WIFI connection for all participants\n\nSufficient number of water fountains placed strategically in the room (or bottled\n                                                      water)\n\nInformal regional meeting AFR\n\nCapacity to seat 150 persons in classroom style (alerrnatively 75-100 behind tables\n                                                      with a second row of chairs)\n\nStage: table to seat 5 persons with 5 seats behind\n\n3 Monitors on podium or large plasma screen in front of stage\n\nLarge Projection screen behind stage\n\nProjector\n\nLaptop on headtable connected to the projection equipement\n\n2 Languages Interpretation\n\nMicrophones for participants: minimum 1 between 2 delegates\n\nEar pieces: 150 for 3 channels (floor + 2 languages) preferably wire connected to\n                                                      the sound system (infrared option to be avoided)\n\nElectric sockets, 1 for 3 participants\n\nFree WIFI connection for all participants\n\nSufficient number of water fountains placed strategically in the room (or bottled\n                                                      water). Bottled water required for the stage\n\nInformal regional meetings AMR\n\nCapacity to seat 150 persons in classroom style (alternatively: 75-100 behind tables\n                                                      with a second row of chairs)\n\nStage: table to seat 5 persons with 5 seats behind\n\nMonitors for ech person on podium or large plasma screens in front of stage\n\nLarge Projection screen behind stage\n\nProjector\n\nLaptop on headtable connected to the projection equipement\n\n3 Languages Interpretation\n\nMicrophones for participants: minimum 1 between 2 delegates\n\nEar pieces: 150 for 4 channels (floor + 3 languages) preferably wire connected to\n                                                      the sound system (infrared option to be avoided)\n\nElectric sockets, 1 for 3 participants\n\nFree WIFI connection for all participants\n\nSufficient number of water fountains (at least 1) placed strategically in the room\n                                                      (or bottled water). Bottled water required for the stage\n\nInformal regional meetings WPR\n\nCapacity to seat 100 persons classroom style\n\nStage: table to seat 5 persons with 5 seats behind\n\nMicrophones for participants: minimum 1 between 2 delegates\n\nLarge Projection screen behind stage\n\nProjector\n\nLaptop on headtable connected to the projection equipement\n\n2 Languages Interpretation\n\nEar pieces (100 for each room) for 3 channels (floor + 2 languages) preferably wire\n                                                      connected to the sound system (infrared option to be avoided)\n\nElectric sockets, 1 for 3 participants\n\nFree WIFI connection for all participants\n\nSufficient number of water fountains (at least 1) placed strategically in the room\n                                                      (or bottled water). Bottled water required for the stage\n\nInformal regional meetings SEAR\n\nCapacity to seat 100 persons classroom style (behind table)\n\nStage: table to seat 5 persons with 5 seats behind\n\nMicrophone for participants: minimum 1 between 2 delegates\n\nlarge Projection screen behind stage\n\nProjector\n\nLaptop on headtable connected to the projection equipement\n\n(No Languages Interpretation for SEAR)\n\nEar pieces (100) for 1 channel (floor) preferably wire connected to the sound system\n                                                      (infrared option to be avoided)\n\nElectric sockets, 1 for 3 participants\n\nFree WIFI connection for all participants\n\nSufficient number of water fountains (at least 1) placed strategically in the room\n                                                      (or bottled water). Bottled water required for the stage\n\nInformal regional meeting EMR\n\nCapacity to seat 100 persons classroom style (behind table)\n\nStage: table to seat 5 persons with 5 seats behind\n\nMicrophone for participants: miniumum 1 between 2 delegates\n\nLarge Projection screen behind stage\n\nProjector\n\nLaptop on headtable connected to the projection equipement\n\n3 Languages Interpretation\n\nEar pieces (100) for 4 channels (floor + 3 languages) preferably wire connected to\n                                                      the sound system (infrared option to be avoided)\n\nFree WIFI connection for all participants\n\nSufficient number of water fountains (at least 1) placed strategically in the room\n                                                      (or bottled water). Bottled water required for the stage\n\nElectric sockets, 1 for 3 participants\n\nMeeting room for the Bureau of the COP/MOP\n\nCapacity to seat 40 persons behind tables in U-style + 15 additional chairs in the\n                                                      room\n\nProjection equipment\n\nLaptop connected to projection equipment\n\n3 Languages Interpretation\n\nVideoconferencing equipment\n\nMicrophone for participants: minimum 1 between 2 delegates\n\nEar pieces (55) for 4 channels (floor + 3 languages) preferably wire connected to\n                                                      the sound system (infrared option to be avoided)\n\nElectric sockets, 1 for 3 participants\n\nInternet access\n\nSufficient number of water fountains placed strategically in the room (or bottled\n                                                      water).\n\nMeeting room for Secretariat's Coordination\n\nsame set-up as for the Bureau of the COP/MOP, see above\n\n(can be same room as for the Bureau)\n\nInterpretation not required\n\n7 Executive offices and 5 front offices (President COP, President MOP, WHO DG, DDG, ADG, Head WHO FCTC Secretariat, RD/EUR)\n\nEach Executive office equipped with: desk, executive chair, PC and access to internet, small printer (office of the Head\n                                                      and the office of the COP President and the MOP President shall be equipped with a\n                                                      desk phone allowing local and international calls)\n\nMeeting table to seat 8 persons minimum\n\nFront offices: 2 persons per office. Equipement for each person: see requirements for Convention\n                                                      Secretariat offices below\n\nSecretariat staff : 70 (exact number to be provided in due time, around the signing of the contract)\n\nIndividual offices and smaller rooms - executive offices not included (1 for 6 pax\n                                                         + 4 for 3 pax + 3 for 2 pax) with maximum 6 persons in each room (alternatively in modular open space) / Office of the Governance\n                                                      team and of the Assistant of the Head shall be equipped with a desk phone allowing\n                                                      local and international calls\n\nFor each individual Convention Secretrariat staff :\n\nDesk and chairs (some offices with meeting table and chairs)\n\nLockable drawers and cabinets\n\nComputer with access to internet (LAN connection and not WIFI)\n\nPrinter (or to be shared in same office)\n\n5 mid volume photocopiers (60ppm): exact quantity and location to be agreed subject\n                                                      to layout of offices\n\nWaste paper basket\n\nSufficient number of water fountains (at least 3) placed strategically in the corridors\n\nHost country office and local organizer\n\nOffice space to be determined by host country\n\nPress Briefing Room\n\nSeating capacity: approx. 50 persons in theatre style\n\nLectum, tables and chairs, podium\n\nProjector and screen\n\nLaptop connected to projection equipment\n\nOne water fountain\n\nMicrophones\n\nOne water fountain\n\nPress work area\n\nOpen space to accommodate 6-8 persons\n\nElectrical outlets\n\nNGO work area\n\nOpen space to accommodate 6-8 persons\n\nElectrical outlets\n\nIGO work area\n\nOpen space to accommodate 6-8 persons\n\nElectrical outlets\n\nWHO work area\n\nOpen space to accommodate 6-8 persons\n\nElectrical outlets\n\n3 PCs with access to internet\n\n1 Printer 20 ppm\n\nWHO Regional Advisers work area\n\nOpen space to accommodate 6 persons\n\nElectrical outlets\n\n1 Printer 20 ppm\n\nInterpreters room\n\nRoom to accommodate at least 15 persons in board or U-shape\n\nDesks and chairs\n\n3 PCs with access to internet\n\n1 Printer 20 ppm\n\nPrinting room and storage room (copies printed approx. 325.000)\n\n2 high volume Digital press : capacity at least 90 to 120 copies per minute, recto-verso,\n                                                      sorting, stapling and standard punch holing\n\n1 mid-volume color digital press: capacity at least 60 copies per minute, recto verso,\n                                                      stapling, and standard hole punch\n\nPrinting paper in the 6 colors of the official languages of the Conference and in\n                                                      sufficient quantities to be specified by the Convention Secretariat\n\n2 Computers with LAN connection\n\nDesks and chairs\n\nTables to collate documents\n\nCounter for documentation distribution.\n\n3 Meeting rooms for bilateral/ delegations meetings\n\nSeating capacity 20 to 30 persons: in U or square shape\n\nScreen, projector\n\n3 Meeting rooms for bilateral/ delegations meetings\n\nSeating capacity 5 to 10 persons: in U or square shape\n\nScreen, projector\n\nDocumentation Counter\n\nPigeon holes for approx. 50 documents in 6 languages\n\nTables and chairs\n\nTablets\n\n60\u201380 Tablets to Parties representatives for COP9 and MOP2\n\nParticipants' Lounge area\n\nComfortable area to accommodate approx. 20 persons: sofas and coffee tables (can be\n                                                      located in the lobby)\n\nPrayer and Meditation room\n\n1 room with a surface of approx. 25 sqm\n\nCarpet, compass, qibla\n\nInternet Caf\u00e9 for delegates\n\n10 computers on standing tables\n\ninternet connection\n\nPrinter\n\nTelephone\n\nSee executive offices and Secretariat staff offices above\n\nOffice photocopiers\n\nAccess to copiers at each office location, preferably multi-device functions models,\n                                                      with scan to email function, number to be specified based on facilities available\n\nMedium capacity copiers for Plenary and Committees rooms\n\nIT equipment and Local support\n\nSee IT specifications in consultation with the Convention Secretariat\n\nTechnical support staff 24/7 on call.\n\nIT Technicians preferably with experience in supporting international conferences:\n                                                      07:30-22:00 onsite daily.\n\nIT connection adequate to allow Secretariat staff to work access their Geneva-based\n                                                      desktop and drives remotely, possibly via VPN connections (TBD).\n\nWorking documents will be drafted on site and require electronic transfer to Geneva\n                                                      for translation and electronic transfer back for production.\n\nLocal transportation: airport to hotels/hotels to venue\n\nFree-of transportation by train to The Hague Central Station, as well as back to the\n                                                      airport on departure.\n\nOfficial cars (exact number to be communicated when the confirmation of high levels\n                                                         officials is confirmed)\n\n7 official cars with drivers, in accordance with the national protocol, for use by\n                                                      the President of the COP, the President of the MOP, the WHO Director-General, the\n                                                      Regional Director EUR, the WHO Deputy Director General, the Assistant Director General\n                                                      and the Head of the Secretariat\n\nHotel accommodation and dedicated website\n\nA choice of accommodation (1.400) to be made available to participants ranging from\n                                                      3 to 5 star at negotiated rates and cancellation conditions.\n\nHost country to facilitate and manage participants' requests for hotel reservations.\n                                                      Accommodation will be paid for directly by participants.\n\nA dedicated local website to be made available to participants to facilitate hotel\n                                                      bookings, requests for visa, request for transfers to/from hotels, etc. (see above\n                                                      Communication/Media)\n\nLocal Organizing Committee\n\nA local Organizing Committee to be established by the Government to ensure regular\n                                                      communication and coordination among parties. Contact details of members of the organizing\n                                                      committee to be provided to the Convention Secretariat.\n\nCatering\n\nCocktail/ Reception for participants: to be determined by the host\n\nLunches: approx. 1.400 daily (adjustable) in a buffet format and/or lunch boxes\n\nCoffee/tea to be available outside Plenary and/or committee rooms morning and afternoon,\n                                                      for approx. 700\n\nCoffee/tea to be available for daily meetings of the Bureau, details to be confirmed\n                                                      by the Secretariat\n\nStationery\n\nDetailed requirements to be communicated by the Convention Secretariat\n\nProtocol\n\nExperienced staff in Government, international protocol affairs to liaise with the\n                                                      Convention Secretariat. Contact details of Government's focal point to be provided\n                                                      to the Convention Secretariat\n\nSecurity\n\nSecurity arrangements for venue neighborhood: to be determined by Government, as required\n\nSecurity arrangements for high level segment required\n\nSite access: to be determined by Government, as required\n\nRoom access: 2 security persons at each door for 10 meeting rooms at any given time.\n\nSocial events: security arrangements to be determined by Government, as required\n\nLocal staff\n\nSee separate document on requirements for local staff and profiles.\n\n[Regeling vervallen per 12-03-2021]\n\nACTIVITIES\n\nHost country additional expenses to be transferred to the Secretariat (in USD)\n\n1. CONVENTION SECRETARIAT STAFF/SECONDEES (76) \u2013 67%\n\n1.1. Travel\n\n60.060\n\n1.2. Perdiem with deductions (deducted accommodation/breakfast and lunches 5\u201319 Nov\n                                                      as accomodation/breakfast and lunches will be provided by the host country during\n                                                      the period of 5-19 Nov)\n\n72.833\n\n2. INTERPRETERS (70)\n\n2.1. Travel (cost split between COP/MOP)\n\nPlease note: Interpreters will be hired by the Secretariat to provide interpretation\n                                                         to both meetings namely COP9 and MOP2. The costs have been split equally between COP9\n                                                         budget and MOP2 budget\n\n30.030\n\n2.2. Perdiem (deducted accommodation/breakfast and lunches 5\u201319 Nov)\n\n63.560\n\n3. LOGISTICS\n\n3.1. Despatch of equipment to the venue for COP9 and MOP2\n\n20.000\n\n4. INVITED SPEAKERS AND HIGH-LEVEL SEGMENT\n\n4.1. Travel support for one invited speaker\n\n01)\n\n4.2. Travel and per diem for one VIP and one entourage per region\n\n01)\n\n5. CAMPAIGN AND MEDIA\n\n5.1. Communication costs to the Convention Secretariat (maintenance of website for\n                                                      uploading of conference documents, production of promotional material for advocacy\n                                                      for social media, complementary branding materials)\n\n45.000\n\n5.2. Six months of communication/media relations services\n\n(The adopted WP&B budgeted for $US137 000 in extrabudgetary funds)\n\n137.000\n\nSub-total\n\n428.483\n\nProgramme Support Costs 13%\n\n55.703\n\nTOTAL\n\n484.186\n\nOptional COP9 costs for consideration by the host country\n\nReception approx 1.200 persons\n\nExact local cost to be determined and covered by the host country\n\nOptional: Perdiem to low- and lower-middle income countries that are not least developed\n                                                         countries\n\n89.544\n\nSub-total\n\n89.544\n\nProgramme Support Costs 13%\n\n11.641\n\nTOTAL optional costs\n\n101.185\n\nTOTAL including optional costs\n\n585.371\n\nTOTAL excluding optional costs\n\n484.186\n\n1) In respect to 4 (Invited Speakers and High-Level Segment, 4.1 and 4.2), the host\n                                       country will cover and handle all the logistics and travel arrangements for up to\n                                       a maximum of 13 persons. No funds shall be transferred to the Convention Secretariat.\n\n[Regeling vervallen per 12-03-2021]\n\nACTIVITIES\n\nHost country additional expenses to be transferred to the Secretariat (in USD)\n\n1. CONVENTION SECRETARIAT STAFF/SECONDEES (76) \u2013 33%\n\n1.1. Perdiem with deductions (deducted accommodation/breakfast and lunches 5\u201319 Nov\n                                                      as accomodation/breakfast and lunches will be provided by the host country during\n                                                      the period of 5\u201319 Nov)\n\n35.873\n\n2. INTERPRETERS (42)\n\n2.1. Travel\n\nPlease note: Interpreters will be hired by the Secretariat to provide interpretation\n                                                         to both meetings namely COP9 and MOP2. The costs have been split equally between COP9\n                                                         budget and MOP2 budget\n\n30.030\n\n2.2. Perdiem (deducted accommodation/breakfast and lunches 5\u201319 Nov/\n\nAccomodation/breakfast and lunches will be provided by the host country 5-19 Nov)\n\n26.796\n\n3. CAMPAIGN AND MEDIA\n\n3.1. Communication costs to the Convention Secretariat (maintenance of website for\n                                                      uploading of conference documents, production of promotional material for advocacy\n                                                      for social media, complementary branding materials)\n\n40.000\n\n3.2. Six months of communication/media relations services (The adopted WP&B budgeted\n                                                      for USD 13,700 in extrabudgetary funds)\n\n13.700\n\nSub-total\n\n146.399\n\nProgramme Support Costs 13%\n\n19.032\n\nTOTAL\n\n165.431\n\nOptional MOP2 costs for consideration by the host country\n\nReception approx. 800 persons\n\nExact local cost to be determined and covered by the host country\n\nOptional: Perdiem to low- and lower-middle income countries that are not least developed\n                                                         countries\n\n10.496\n\nSub-total\n\n10.496\n\nProgramme Support Costs 13%\n\n1.364\n\nTOTAL optional costs\n\n11.860\n\nTOTAL including optional costs\n\n177.291\n\nTOTAL excluding optional costs\n\n165.431"}