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IAEA General Conference

64th IAEA General Conference

21 – 25 September 2020, Vienna International Centre, Vienna

General information, including Arrangements for the GC (64) in view of COVID-19 restrictions

Based on the VIC health and safety measures and restrictions in light of the COVID-19 pandemic, the Member States have agreed on the following arrangements for GC64.

Participation and attendance in the Plenary and the Committee of the Whole meetings

The number of participants (e.g. representatives of Member States, UN specialized agencies, intergovernmental organizations (IGOs) and non-governmental organizations (NGOs) physically attending meetings of the GC as well as the COVID-19 related measures applied will be in accordance with the Austrian requirements. The Austrian requirements provide that, as of 14 September 2020, indoor meetings and gatherings up to 1500 participants simultaneously may be organized with fixed seating and the necessary physical distancing and health precautions. 

For the IAEA General Conference, in line with Arrangements for GC(64), agreed to by Member States on 24 July 2020 and contained in document GC(64)/12,  fixed seating inside the GC Plenary hall will be less than 500 at any given time.  

In line with Austrian requirements, delegations are also kindly reminded to adhere to all mandatory measures such as physical distancing and wearing protective face masks in all meeting venue common areas at the VIC as well as the Plenary hall at all times, except when seated in an assigned seat. Participants may decide to continue wearing a face mask also when seated in their seat.

Each Member State may include in its delegation members of its respective Permanent Mission accredited to the Agency and two more delegates. Each Member State shall indicate a Head of Delegation and alternate(s) in its delegation list.

However, at any given time a maximum of only two delegates per each Member State can be physically present at any of the GC meetings.

Given the need to avoid increased physical presence on the VIC premises, Member States are urged to keep the number of their delegates accessing the VIC for the purposes of the GC to a minimum.

UN specialized agencies, IGOs and NGOs will be represented by only one delegate each.

Access to Plenary and Committee of the Whole meetings will only be possible upon presentation of a floating badge, which shall be visibly displayed in the mentioned meetings.

Each Member State will receive two (2) floating badges with their country name. UN specialized agencies, inter-governmental organizations and non-governmental organizations will receive one (1) floating badge each.

Guidelines on COVID-19 prevention and precaution arrangements

The following guidelines provide information and guidance on the COVID-19 prevention and precaution arrangements for the 64th General Conference (GC) and related meetings.

Live Streaming

Plenary sessions and the Scientific Forum will be streamed live over the internet. Links to the video streaming service will be provided on the opening day.

Committee of the Whole sessions will be streamed live through a link provided on GovAtom. Those delegates who do not have a GovAtom account are requested to register through their respective Permanent Mission.

Registration

Online registration starts on 17 August 2020 and should be completed by 15 September 2020 here.

Credentials

Heads of Delegation (but not other members of delegations) will require credentials specifically for the session, even if they are already accredited to the Agency in some other capacity (for example, as Resident Representative).

It is emphasized that, in accordance with Rule 27 of the Rules of Procedure of the General Conference, original credentials must be issued either by the Head of State or Government or by the Minister for Foreign Affairs of the Member State concerned and must be submitted to the Director General, preferably not later than seven days before the start of the Conference, i.e. Monday, 14 September 2020, in order to facilitate the smooth proceeding of the Conference, in particular the work of the General Committee. As of 2.30 p.m. on Sunday, 20 September 2020, credentials that have not previously been submitted to the Director General should be hand delivered directly to the Credentials Officer (M building, ground floor, room M0E 69). It should be noted that credentials cannot be accepted during registration at Gate 1 of the VIC.

Delegations are kindly reminded to adhere to all mandatory measures such as physical distancing and wearing protective face masks in personal interactions with personnel at the Credentials Office.

For any assistance regarding credentials, please contact the Credential Officer.

Formalities on arrival

All participants are requested to register online through the IAEA General Conference registration system.

Given the current health and safety measures and restrictions in light of the COVID-19 pandemic and to avoid long queues during the morning of Monday, 21 September, registered participants are strongly encouraged to collect their badges in advance upon presentation of a valid photo ID at the Registration Desk at Gate 1 on the following days:

  • Thursday, 17 September: 12.00 noon – 4.00 p.m.
  • Friday, 18 September: 9.00 a.m. – 6.00 p.m.
  • Sunday, 20 September: 10.00 a.m. – 6.00 p.m.

In principle, badges should be collected in person. However, advance collection of pre-printed badges is possible by an authorized person upon presentation of an official letter or note specifying the name of the collector and listing the names of participants whose badges are to be collected. Please note that once collected, badges cannot be returned to the Registration Desk nor reprinted. Should advance collection of badges not be possible, badges can be collected at the IAEA Registration Desk at Gate 1 as of 7.30 a.m. on Monday, 21 September 2020.

Participants who have not registered online and participants who did not send a photograph are requested to enter through Gate 1 and proceed to the designated IAEA Registration Desk, where staff will assist them with the registration process and/or photo badging. A photo ID and a copy of the official nomination are required to be presented at the IAEA Registration Desk.

In addition to the individual VIC badge, Member States and invited organizations shall collect “floating badges”, which will grant access to the Plenary Hall.

Distribution of "floating badges" will be done as follows:

  • Monday, 14 September: 10.00 a.m. – 4.00 p.m. (Office A2706)
  • Tuesday, 15 September: 10.00 a.m. – 4.00 p.m. (Office A2706)
  • Wednesday, 16 September: 10.00 a.m. – 4.00 p.m. (Office A2706)
  • Thursday, 17 September: 12.00 noon – 4.00 p.m. (Gate 1)
  • Friday, 18 September: 9.00 a.m. – 6.00 p.m. (Gate 1)
  • Sunday, 20 September: 10.00 a.m. – 6.00 p.m. (Gate 1)
  • Monday, 21 September: 7.30 a.m. – 5.00 p.m. (Gate 1)

A Note Verbale or official note indicating the authorized person to collect the badges and name and phone number of the designated COVID-contact person shall be presented.

Delegations are kindly reminded to adhere to all mandatory measures such as physical distancing and wearing protective face masks on the VIC premises, while exiting and entering all gates, in all security areas and in personal interactions with personnel at the office of Protocol, Registration Desk and UN Security.

Information on accessing the VIC

Delegates attending the General Conference are advised to allow for extra time to access the VIC, especially on 21 and 22 September, and to use public transportation, when possible.
 

  • VIC Entry for Official Cars

    Due to construction works on Wagramer Strasse, Gate 2 will be closed. Permanent Missions and persons entitled to access the VIC by vehicle will be required to use Gate 4 (open 24/7) or Gate 5 (open from 6.00 a.m. to noon).

    During the 64th regular session of the General Conference, the cars of Permanent Missions and of Permanent Mission staff registered with the VIC Garage Administration can be parked in the parking areas on levels -2 and -3 in the VIC. Level -1 shall only be used for drop-off and pick-up purposes. Due to the construction related space-limitations, Permanent Missions are encouraged to use vehicles registered with the VIC for drop-of and pick-up purpose, to the extent possible. Apart from drivers and cars of Permanent Missions, additional chauffeured cars may be allowed entry to the VIC for drop-off and pick-up purposes for the duration of the Conference. Due to constructions taking place in the garage of the VIC, there are no parking options for these temporary cars. Permits for temporary vehicles will be allocated on a first-come first-served basis.

    Requests for temporary VIC access permits shall be submitted via email to Garage Administration and Protocol by Note Verbale, as soon as possible, and not later than two working days prior to the Conference. Digital VIC access permits will be sent by the VIC Garage Administration via email to the requestors to be printed and displayed when entering the VIC. Collection in person will not be possible. Kindly note that Garage Administration is not open on weekends. 

    The opening hours of Garage Administration are Monday to Friday, 9.00 a.m. – 4.00 p.m. Drivers who are not in possession of a valid VIC driver badge shall be registered through the General Conference online registration system as Support Staff, with the remark Driver. Both the temporary VIC access permits and the drivers’ badges shall be obtained in advance, as they will be required when accessing the VIC.
     
  • VIC Guidebook for People with Disabilities

    See the VIC Guidebook for people with disabilities here.
  • VIC Sustainable Transportation

    See information on VIC sustainable transportation here.

Plans

Seating arrangements in the Plenary

Member States are kindly advised that the seating arrangements will start with Sweden, the Member State chairing the Board of Governors. Each Member State delegation will have two seats inside the Plenary Hall. Registered IGOs, NGOs and other Observers will have only one seat in the Plenary Hall.

IAEA Conferences and Meetings App

The IAEA Conferences and Meetings App provides a one-stop access to information on the IAEA General Conference, the Scientific Forum and scheduled virtual side events. The app also allows users to put together their own personalized schedule of events and activities related to the General Conference, as well as access to up-to-date programme information of related events. It also provides updates on the speakers' list for the Plenary and the starting times for sessions of the Plenary and the Committee of the Whole. Power point presentations that have been approved for public release can also be viewed through the app, which is available free for both IOS and Android devices.

For iPhone or iPad users, get your free download through the Apple iTunes Store; those with Android devices can visit the Google Play Store.

Advance Information for Delegations

Information about the General Conference is available here.

Services

Information about services at the Vienna International Centre (VIC) is available here.

Disclaimer

The IAEA has become aware that tickets for IAEA events such as conferences, meetings and the General Conference, are being offered for sale by commercial entities via their respective websites, whereby these entities are using commercial business-model packages to solicit the purchase of such tickets. The IAEA wishes to advise that it does not charge any fees for participation in IAEA events. Eligible participants in Agency events are accredited by the IAEA directly, subject to the relevant IAEA legal framework. Therefore, the IAEA neither endorses, nor will be held responsible for, such fraudulent practices. The IAEA recommends that the recipients of such solicitations exercise extreme caution and that they report such activities to local authorities for appropriate action.

Code of Conduct to Prevent Harassment, Including Sexual Harassment, at UN System Events

The International Atomic Energy Agency (IAEA) adheres to the Code of Conduct to Prevent Harassment, Including Sexual Harassment, at UN System Events (the Code of Conduct), endorsed by the High-level Committee on Management (HLCM) of the United Nations system in July 2019.

All UN system events are guided by the highest ethical and professional standards and the Agency commits to engaging in events at which everyone can participate in an inclusive, respectful and safe environment.

All participants of the 64th General Conference are expected to uphold the standards set out in the Code of Conduct.

Greening the General Conference

The 64th IAEA General Conference has been again awarded with the Austrian Ecolabel. The conference is going green. To demonstrate its commitment to sustainability, the IAEA will organize the conference as a green meeting according to the guidelines of the Austrian Ecolabel. This means that the IAEA will keep the ecological impact of the General Conference as low as possible. The Vienna International Centre is already a workplace that is powered by carbon neutral electricity from 100% renewable sources. There will be a focus on the areas of paper smart documentation, waste reduction and recycling, and environmentally friendly catering.

The IAEA as organizer will contribute to making the General Conference a Green Meeting. Delegates can have a role in this endeavour and are encouraged to choose environmentally friendly options when planning their participation. Small actions can make a big difference: choosing environmentally certified accommodation, giving feedback via the IAEA Conference and Meetings app, sorting waste for recycling, and returning name badges - these will all help to reduce the environmental impact. Information on how to effectively contribute to climate protection, both locally and globally can be found here.

Vienna has an efficient network of public transport - buses, trains, trams and underground lines - that covers most of the city. The IAEA encourages participants to make full use of these greener modes of transportation.

Additional information can be found at the following links:

COVID-19 info

Arrangements for GC(64) in view of COVID-19 restrictions
Following a series of Member States' consultations conducted by the IAEA Secretariat on the arrangements for the 64th regular session of the General Conference, Member States have agreed on arrangements so that the General Conference can pursue its work in the current circumstances of the COVID-19 pandemic. The arrangements provide the framework for the conduct of the General Conference and are accessible here.

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