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Briefwisseling houdende een verdrag tussen de Regering van het Koninkrijk der Nederlanden en het Internationaal Agentschap voor Atoomenergie (IAEA) inzake de internationale conferentie over de “Effective Nuclear and Radiation Regulatory Systems”, te Den Haag, Nederland, 4 – 7 november 201920195022-03-201920195022-03-201927-02-2019
  Briefwisseling houdende een verdrag tussen de Regering van het Koninkrijk der Nederlanden en het Internationaal Agentschap voor Atoomenergie (IAEA) inzake de internationale conferentie over de “Effective Nuclear and Radiation Regulatory Systems”, te Den Haag, Nederland, 4 – 7 november 201920195022-03-201920195022-03-201927-02-2019
  
  
  
    Nr.
    I
  
  
  INTERNATIONAL ATOMIC ENERGY AGENCY
  Vienna,
  2018-12-20
  Ref CN-270
  Excellency,
  I have the honour to inform you that the International Atomic Energy Agency (IAEA) is planning to hold an International Conference on Effective Nuclear and Radiation Regulatory Systems (hereinafter referred to as “event”) from 4 to 7 November 2019.
  This event will be the fifth in a series of conferences on effective nuclear regulatory systems. The four preceding conferences were held at the following locations: Vienna, Austria in 2016, Ottawa, Canada in 2013, Cape Town, South Africa in 2009 and Moscow, Russian Federation in 2006.
  The purpose of the event is to build on the conclusions and deliberations of the previous conferences, and to consider the developments in the regulatory systems to further enhance safety and security globally. The event will play a vital part in the global efforts of senior nuclear and radiation safety and nuclear security regulators to review issues that are important to the global nuclear regulatory community.
  The event will be conducted in English.
  Approximately 250 participants from the invited Member States, entities and organizations as listed in Annex A are expected to attend, as well as representatives from the IAEA.
  Informal discussions held with Mr Ynte Stockmann from the Joint Research Centre/European Commission (JRC/EC) have indicated that suitable premises and facilities could be made available in Amsterdam.
  I have the honour to enquire whether the Government of the Kingdom of the Netherlands (hereinafter referred to as the “Government”) would wish to host this event and, if so, whether the Government would agree to make the following arrangements:
  
    
      1.
      The Agreement on the Privileges and Immunities of the International Atomic Energy Agency (“the Agreement”), which was accepted by the Government on 29 August 1963, shall be applicable in respect of the event. In particular, officials of the IAEA participating in, or performing functions in connection with, the event shall enjoy the privileges and immunities provided under Articles VI and IX of the Agreement. Representatives of States shall enjoy the privileges and immunities accorded under Article V of the Agreement. Participants invited by the IAEA to attend the event shall enjoy the privileges and immunities accorded to experts on mission for the IAEA provided under Article VII of the Agreement. The property, funds and assets of the IAEA associated with the event shall enjoy the privileges and immunities accorded under Article III of the Agreement.
    
    
      2.
      The Government will accord to the persons mentioned in paragraph 1 above every facility necessary for the performance of their functions in connection with the event, including entering, remaining in and leaving the Kingdom of the Netherlands. The Government will issue any necessary visas as expeditiously as possible and, where the legislation of the Kingdom of the Netherlands permits, free of charge. The Government, however, reserves the right to deny, irrespective of nationality, visas to individual participants for national security reasons. Annex A contains the list of Member States, entities and organizations to be invited to participate in the event.
      The IAEA will inform the Government promptly of all persons officially designated to attend the event. The IAEA will also advise such persons to apply for visas, if necessary, in good time before the opening date of the event, and the Government is expected to issue such visas promptly so as to allow them to attend the event.
    
    
      3.
      The Government will facilitate customs formalities for the persons mentioned in paragraph 1 above when they enter and leave the Kingdom of the Netherlands.
    
    
      4.
      The Government will, at no cost to the IAEA, make adequate and appropriate premises, personnel and facilities available for the entire duration of the event as listed in Annex B.
    
    
      5.
      The Government will exercise reasonable care to ensure security on the premises where the event takes place and to ensure the safety of the persons mentioned in paragraph 1 above while they are on those premises. The Government will take whatever steps may be reasonable in the circumstances to ensure such security and safety, including such supervision of the premises as may be warranted.
    
  
  I should be grateful if your Government would designate a representative to facilitate liaison between the IAEA and your Government in connection with the event. Mr Shahid Mallick of the Office of Safety and Security Coordination has been appointed Scientific Secretary of the event. Ms Martina Khaelss of the Division of Conference and Documents Services will be responsible for the administrative organization of the event.
  Should your Government wish to host this meeting, I would be grateful if you would inform me in writing of your Government’s agreement to the above-enumerated points by 31 December 2018 so as to enable the Secretariat to proceed with timely arrangements.
  Accept, Excellency, the assurances of my highest consideration.
  Juan Carlos Lentijo
  Deputy Director General
  Head of the Department of Nuclear Safety and Security
  
    Enclosures:
  
  
    Annex A: List of Member States, Entities and Organizations to be Invited
  
  
    Annex B: List of Facilities and Resources to be Provided by the Government Free of Charge
  
  
    HE Mr Marco Hennis
  
  
    Resident Representative
  
  
    Permanent Mission of the Kingdom of the Netherlands to the IAEA
  
  
    Opernring 5/7th Floor
  
  
    1010 VIENNA
  
  
    AUSTRIA
  
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    Annex
    A
  
  
  
    List of Member States, Entities and Organizations to be Invited
  
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  International Conference on Effective Nuclear and Radiation Regulatory Systems
  Amsterdam, the Netherlands
  4-7 November 2019
  Ref. No.: CN-270
  
    
      1.
      Member States
      
        
          
          
          
          
            
              
                Afghanistan
              
              
                Germany
              
              
                Oman
              
            
            
              
                Albania
              
              
                Ghana
              
              
                Pakistan
              
            
            
              
                Algeria
              
              
                Greece
              
              
                Palau
              
            
            
              
                Angola
              
              
                Grenada
              
              
                Panama
              
            
            
              
                Antigua and Barbuda
              
              
                Guatemala
              
              
                Papua New Guinea
              
            
            
              
                Argentina
              
              
                Guyana
              
              
                Paraguay
              
            
            
              
                Armenia
              
              
                Haiti
              
              
                Peru
              
            
            
              
                Australia
              
              
                Holy See
              
              
                Philippines
              
            
            
              
                Austria
              
              
                Honduras
              
              
                Poland
              
            
            
              
                Azerbaijan
              
              
                Hungary
              
              
                Portugal
              
            
            
              
                Bahamas
              
              
                Iceland
              
              
                Qatar
              
            
            
              
                Bahrain
              
              
                India
              
              
                Republic of Moldova
              
            
            
              
                Bangladesh
              
              
                Indonesia
              
              
                Romania
              
            
            
              
                Barbados
              
              
                Iran, Islamic Republic of
              
              
                Russian Federation
              
            
            
              
                Belarus
              
              
                Iraq
              
              
                Rwanda
              
            
            
              
                Belgium
              
              
                Ireland Nicaragua
              
              
                Saint Vincent and the Grenadines
              
            
            
              
                Belize
              
              
                Israel
              
              
                San Marino
              
            
            
              
                Benin
              
              
                Italy
              
              
                Saudi Arabia
              
            
            
              
                Bolivia, Plurinational State of
              
              
                Jamaica
              
              
                Senegal
              
            
            
              
                Bosnia and Herzegovina
              
              
                Japan
              
              
                Serbia
              
            
            
              
                Botswana
              
              
                Jordan
              
              
                Seychelles
              
            
            
              
                Brazil
              
              
                Kazakhstan
              
              
                Sierra Leone
              
            
            
              
                Brunei Darussalam
              
              
                Kenya
              
              
                Singapore
              
            
            
              
                Bulgaria
              
              
                Korea, Republic of
              
              
                Slovakia
              
            
            
              
                Burkina Faso
              
              
                Kuwait
              
              
                Slovenia
              
            
            
              
                Burundi
              
              
                Kyrgyzstan
              
              
                South Africa
              
            
            
              
                Cambodia
              
              
                Lao People’s Democratic Republic
              
              
                Spain
              
            
            
              
                Cameroon
              
              
                Latvia
              
              
                Sri Lanka
              
            
            
              
                Canada
              
              
                Lebanon
              
              
                Sudan
              
            
            
              
                Central African Republic
              
              
                Lesotho
              
              
                Swaziland
              
            
            
              
                Chad
              
              
                Liberia
              
              
                Sweden
              
            
            
              
                Chile
              
              
                Libya
              
              
                Switzerland
              
            
            
              
                China
              
              
                Liechtenstein
              
              
                Syrian Arab Republic
              
            
            
              
                Colombia
              
              
                Lithuania
              
              
                Tajikistan
              
            
            
              
                Congo
              
              
                Luxembourg
              
              
                Thailand
              
            
            
              
                Costa Rica
              
              
                Madagascar
              
              
                The former Yugoslav Republic of Macedonia
              
            
            
              
                Cote d'Ivoire
              
              
                Malawi
              
              
                Togo
              
            
            
              
                Croatia
              
              
                Malaysia
              
              
                Trinidad and Tobago
              
            
            
              
                Cuba
              
              
                Mali
              
              
                Tunisia
              
            
            
              
                Cyprus
              
              
                Malta
              
              
                Turkey
              
            
            
              
                Czech Republic
              
              
                Marshall Islands
              
              
                Turkmenistan
              
            
            
              
                Democratic Republic of the Congo
              
              
                Mauritania
              
              
                Uganda
              
            
            
              
                Denmark
              
              
                Mauritius
              
              
                Ukraine
              
            
            
              
                Djibouti
              
              
                Mexico
              
              
                United Arab Emirates
              
            
            
              
                Dominica
              
              
                Monaco
              
              
                United Kingdom of Great Britain and Northern Ireland
              
            
            
              
                Dominican Republic
              
              
                Mongolia
              
              
                United Republic of Tanzania
              
            
            
              
                Ecuador
              
              
                Montenegro
              
              
                United States of America
              
            
            
              
                Egypt
              
              
                Morocco
              
              
                Uruguay
              
            
            
              
                El Salvador
              
              
                Mozambique
              
              
                Uzbekistan
              
            
            
              
                Eritrea
              
              
                Myanmar
              
              
                Vanuatu
              
            
            
              
                Estonia
              
              
                Namibia
              
              
                Venezuela, Bolivarian
              
            
            
              
                Ethiopia
              
              
                Nepal
              
              
                Republic of Viet Nam
              
            
            
              
                Fiji
              
              
                Netherlands
              
              
                Yemen
              
            
            
              
                Finland
              
              
                New Zealand
              
              
                Zambia
              
            
            
              
                France
              
              
                Niger
              
              
                Zimbabwe
              
            
            
              
                Gabon
              
              
                Nigeria
              
              
            
            
              
                Georgia
              
              
                Norway
              
              
            
          
        
      
    
    
      2.
      Entities
      Palestine
    
    
      3.
      Intergovernmental Organizations
      Arab Network of Nuclear Regulators (ANNuR)
      ASEAN Network of Regulatory Bodies on Atomic Energy Asian Nuclear Safety Network (ASEANTOM)
      European Commission (EC)
      European Commission, Directorate-General for Energy (EC/DG-ENER)
      European Commission, Directorate-General for International Cooperation and Development (EC/DG-DEVCO)
      European Commission, Joint Research Centre (EC/JR)
      European Nuclear Security Regulators' Association (ENSRA)
      European Nuclear Safety Regulator's Group (ENSREG)
      Forum of Nuclear Regulatory Bodies in Africa (FNRBA)
      Heads of the European Radiological Protection Competent Authorities (HERCA)
      Ibero-American Forum of Radiological and Nuclear Regulatory Agencies (FORO)
      International Civil Aviation Organization (ICAO)
      International Labour Organization (ILO)
      International Nuclear Regulators Association (INRA)
      International Nuclear Safety Group (INSAG)
      Organization for Economic Co-Operation and Development, Nuclear Energy Agency (OECD/NEA) United Nations Scientific Committee on the Effects of Atomic Radiation (UNSCEAR)
      World Health Organization (WHO)
      Western European Nuclear Regulators Association (WENRA)
      Note for Distribution: please also send copy of NV to EU Delegation in Vienna.
    
    
      4.
      Nongovernmental Organizations
      European Nuclear Safety Training and Tutoring Institute (ENSTTI)
      European Technical Safety Organisations Network (ETSON)
      International Commission on Radiological Protection (ICRP)
      International Radiation Protection Association (IRPA)
      World Association of Nuclear Operators (WANO)
      The World Institute for Nuclear Security (WINS)
      World Nuclear Association (WNA)
    
  
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    Annex
    B
  
  
  
    List of Facilities and Resources to be Provided by the Government Free of Charge 
  
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  International Conference on Effective Nuclear and Radiation Regulatory Systems
  Amsterdam, the Netherlands
  4-7 November 2019
  Ref. No.: CN-270
  
    
      1.
      Premises:
      
        
          a)
          One (1) plenary room with a capacity for 300 persons including one (1) podium for seating a panel of approximately 8 members and one (1) lectern on a stage;
        
        
          b)
          One (I) meeting room (for break-out/briefing/bilateral/press meetings) with a capacity for approx. 25 persons;
        
        
          c)
          Anteroom/lounge for the registration including:
          
            
              •
              registration counter(s);
            
            
              •
              shelving behind/below the counter for conference bags/folders;
            
            
              •
              standing chairs for staff behind the registration counter; and
            
            
              •
              standing tables opposite the registration counter for participants to fill in the registration forms.
            
          
        
        
          d)
          One (1) storage room/area for conference bags/folders (close to the registration counter);
        
        
          e)
          Poster exhibition area (for approx. 30 Poster boards to be used on both sides);
        
        
          f)
          Lounge for coffee breaks (close to the poster and technical exhibition area);
        
        
          g)
          Internet comer for participants;
        
        
          h)
          Attended cloak room;
        
        
          i)
          Office space for the services listed in paragraph 5 below; and
        
        
          j)
          Offices (depending on size and set-up) for:
          
            
              •
              Conference President (1 person);
            
            
              •
              IAEA Secretariat (5 persons);
            
            
              •
              Press (to be confirmed)
            
          
          Registration is planned to start in the afternoon of the day prior to commencement of the conference. The above premises should be fully furnished and equipped and placed at the exclusive disposal of the IAEA from Saturday prior to the conference until the end of the conference, inclusive.
        
      
    
    
      2.
      Facilities
      
        
          a)
          Live streaming of the conference sessions, on demand (i.e. recording available during and after the conference);
        
        
          b)
          Digital audio recording (MP3 or Flash) as alternative to live streaming
        
        
          c)
          Centralized uploading of the PowerPoint presentations for all rooms. This IT point to be conveniently located, perhaps in the briefing room, or in the main meeting room.
        
        
          d)
          Copying and scanning facilities.
        
      
    
    
      3.
      Equipment
      
        
          a)
          One (1) laptop plus one (1) back-up for presentations (for each meeting room);
        
        
          b)
          Two (2) personal computers (running Office 2007 or higher) with Internet access for the IAEA Secretariat’s office;
        
        
          c)
          One (1) personal computer (running Office 2007 or higher) with Internet access for the President’s office;
        
        
          d)
          Five (5) personal computers with Internet access for the Internet area;
        
        
          e)
          One (1) network printer in the IAEA Secretariat's office;
        
        
          t)
          One (1) network printer in the Internet corner;
        
        
          g)
          One (1) photocopying machine with scanning facility in the IAEA Secretariat's office;
        
        
          h)
          Eight (8) microphones on the podium (preferably push-to-talk); one (1) standing microphone and one (1) neck microphone for the speaker on the lectern; and a sufficient number of microphones distributed throughout the room for discussions (standing or mobile), connected to the audio recording equipment;
        
        
          i)
          One (1) data projector for PowerPoint presentations plus one (1) back-up;
        
        
          j)
          One (1) or two (2) large screen(s) (minimum 345x203 cm; ratio 16:9) and two (2) smaller side screens depending on the room size and layout, for parallel projection of the PowerPoint presentations;
        
        
          k) 
          LCD screens/comfort monitors for the speakers/chairpersons on the podium to follow the presentations (for each meeting room);
        
        
          l)
          One (1) speaker's timer;
        
        
          m) 
          One (1) laser pointer plus one (1) back-up;
        
        
          n) 
          One (1) message board (registration desk);
        
        
          o) 
          Poster Boards for Poster presentations;
        
        
          p) 
          Decorations and signs as necessary; and
        
        
          q) 
          Free Wireless internet on the conference premises
        
      
    
    
      4.
      Personnel
      All servicing staff are required to be fluent in English.
      
        
          a)
          Administrative staff:
          To perform under the supervision of the IAEA Conference Organizer as follows:
          Sunday: 3 clerks
          Set-up/packing of conference bags (approx. 10:00-16:00)
          Pre-registration (approx. 16:00-18.00)
          Monday: 4 clerks
          Registration and information (2 clerks)
          Plenary room (PowerPoint presentations, nameplates , microphones) (2 clerks)
          Tuesday to Thursday: 4 clerks
          Registration and information (2 clerks)
          Plenary room (PowerPoint presentations, nameplates, microphones) (2 clerks)
          In addition to the above specific tasks, all servicing staff must be prepared to perform other duties in connection with the preparation and running of the conference, and to provide assistance in compiling and distributing documents whenever necessary.
        
        
          b)
          Technical staff
          To prepare, install and operate the technical facilities and equipment mentioned in paragraphs 2 and 3.
        
      
    
    
      5.
      Services
      The following services, for the organization and efficient operation of which the Government is responsible, on or near the conference premises:
      
        
          a)
          Travel Desk, General Information Desk;
        
        
          b)
          Snack bar(s);
        
        
          c)
          Bank;
        
        
          d)
          Medical/First aid.
        
      
      Unless otherwise agreed, the furnishing of the premises and the installation of the facilities and equipment are to be completed not later than Sunday, 3 November 2019.
      Furthermore, the Government shall make the necessary arrangements to ensure accommodation for conference participants and staff in Amsterdam, the Netherlands.
    
    
      6.
      Indemnification
      The IAEA shall bear no financial, legal or other involvement in, or responsibility for, the conference beyond what has been specified by the IAEA. The Government shall hold the IAEA and its officials
      harmless in respect of any action, claim or other demand arising out of the injury to persons or damage to or loss of property incurred in connection with the conference.
    
    
      7.
      Contribution
      The above-mentioned facilities and services will be covered entirely by the Government.
    
  
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    Nr.
    II
  
  
  PERMANENT MISSION OF THE KINGDOM OF THE NETHERLANDS TO THE UNITED NATIONS ORGANISATIONS IN VIENNA
  27 February 2019
  Ref CN-270
  Dear Mr. Lentijo,
  I have the honour to refer to your letter reference CN-270 of 20 December 2018, relating to an Agreement to be concluded between the Government of the Kingdom of the Netherlands and the International Atomic Energy Agency (IAEA) concerning the International Conference on Effective Nuclear and Radiation Regulatory Systems, to be held in The Hague, the Netherlands, 4 to 7 November 2019, which reads as follows:
  
    (Zoals in Nr. I)
  
  I am authorized by the Government of the Kingdom of the Netherlands to state that it agrees to the proposals regarding the organisation of the International Conference. I would like to inform you that Mr Ynte Stockmann from the Joint Research Centre/European Commission (JRC/EC) has indicated that suitable premises and facilities will be made available in The Hague instead of Amsterdam. Further, I am authorized to state that the Government of the Kingdom of the Netherlands considers your letter and this reply as together constituting an Agreement between the Government of the Kingdom of the Netherlands and the IAEA concerning the International Conference on Effective Nuclear and Radiation Regulatory Systems, which shall enter into force on the date of this reply and shall remain in force for the duration of the International Conference and for such additional period as is necessary for its preparation and winding up, the total duration of this Agreement, however, not to exceed one year.
  Furthermore, the Government acknowledges the arrangements implementing this Agreement that were made between the IAEA and the Netherlands Authority for Nuclear Safety and Radiation Protection.
  Please accept, Sir, the assurances of my highest consideration.
  HE Mr. Marco Hennis
  Ambassador, Permanent Resident Representative
  
    Mr. Juan Carlos Lentijo
  
  
    Deputy Director General
  
  
    Head of the Department of Nuclear Safety and Security
  
  
    International Atomic Energy Agency
  
  
    Wagramerstrasse 5
  
  
    P.O. Box 100
  
  
    A-1400 VIENNA
  
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