International Conference on Nuclear Security: Sustaining and Strengthening Efforts - Information for Delegations

Information for Delegations

UPDATED general information for delegations (for Permanent Missions) about the Conference is available below:

Special Arrangements for High-level Participants

IAEA Protocol will assist with the arrival of high-level dignitaries attending the International Conference on Nuclear Security as per the established practice for official visits and to the extent possible. Permanent Missions will be duly contacted once there is a confirmation of their level of participation.

Should a national armed escort or escorts be envisaged to accompany the high-level dignitary, Member States are kindly requested to send an email to the Protocol Contact Point to make the necessary arrangements in compliance with the relevant UN Safety and Security procedures. Please note that firearms and weapons are not allowed on the premises of the VIC, unless expressly permitted by the Chief of UNSSS.

Registration

Permanent Missions are kindly requested to provide information on the composition of their delegation either via note verbale or email to Official Mail (with a copy to Conference Services) at their earliest convenience but not later than Thursday, 6 February 2020.

No credentials are required.

Advance Collection of Badges and On-site Registration:

The IAEA Registration Desk at the Vienna International Centre, Gate 1, will be open at the following times:

• Thursday, 6 February: 2.00 p.m. - 4.00 p.m.
• Friday, 7 February: 9.00 a.m. - 4.00 p.m. 
• Sunday, 9 February: 12:00 noon - 6:00 p.m.
• Monday, 10 February:  7.30 a.m. - 6.00 p.m.
• As of Tuesday, 11 February: 8.00 a.m. - 4.00 p.m.

To avoid delays on Monday, 10 February, Member States are kindly advised to encourage their registered participants to collect their badges in advance from the IAEA Registration Desk at GATE 1 on Thursday, 6 February, or on Friday, 7 February 2020 within the stated opening hours. Participants should bring their passports with them for identification purposes and access to the premises.

Permanent Missions wishing to authorize a member of their delegation to collect badges on behalf of the delegation are requested to advise the Secretariat of this in writing by 6 February 2020. Please note that once collected, badges cannot be returned to the Registration Desk or reissued.

Participants seeking on-site registration are required to present a note verbale or an official letter of nomination, together with a valid photo ID.

Temporary Access to the VIC by Drivers/Vehicles

Apart from drivers and cars of Permanent Missions, additional chauffeured cars may be allowed entry to the VIC for the duration of the Conference. Requests for driver passes and temporary parking permits shall be submitted by note verbale, via email to Protocol and Garage Administration, with a copy to the conference organizer as soon as possible, and no later than two working days prior to the Conference. Both the temporary parking permits (at Garage Administration, Rotunda next to the newspaper shop, C Building) and the driver passes (GATE 1, Registration Desk) shall be collected in advance, as they will be required when accessing the VIC. Please note that parking permits shall be collected no later than by 3.00 p.m. on Friday, 7 February 2020 as Garage Administration is only open from Monday to Friday from 9.00 a.m. to 4.00 p.m.

Due to space limitations at the VIC, parking permits for temporary vehicles will be allocated on a first-come first-served basis until there are no further spots available. Vehicles accessing the VIC via Gate 2 should not exceed 2.10 metres in height.

Documentation

The provisional programme is available on the Conference website and will be continually updated as more information becomes available.

National statements and presentations from the panel sessions will be posted on the Conference website and on the IAEA Conference and Meetings App after delivery.

Working Languages

The working languages of the Ministerial Segment will be the six official languages of the IAEA: Arabic, Chinese, English, French, Russian and Spanish. Interpretation into all six official languages will also be provided during the Interactive Session for Ministers and Heads of Delegation, the Opening Plenary of the Scientific and Technical Segment and High-Level Panel 1, Role of the IAEA in Nuclear Security.

Ministerial Segment

The Ministerial Segment will commence at 10.00 a.m. on Monday, 10 February, in Board Room B/M1, M Building of the Vienna International Centre.

Board Room B/M1 has the seating capacity to accommodate 850 delegates. Each delegation will be allocated four seats – two seats at the table and two seats behind. There will be limited additional seating in Board Room B/M1. The seating arrangement for delegations will be in English alphabetical order, based on the registrations received by 6 February 2020.

Live streaming will be available throughout the duration of the Ministerial Segment in two overflow rooms, Board Room A and M2 in the M Building.

National Statements

In order to make the best use of time available and to accommodate all speakers, Ministers and other Heads of Delegations are kindly reminded to keep the length of their statements to a maximum of five minutes.

To facilitate interpretation and distribution, the text of statements to be delivered should be provided in advance to the ‘Conference Service Desk’ located in the Conference Hall Board Room B/M1, or emailed to The Secretariat.

All statements received will be made available on the Conference website in PDF format, unless the distribution is restricted by the delegation. In such a case, this should be clearly marked on the statement. Hard copies of the statements made during the Ministerial Segment will not be distributed.

Restricted Special Programme

Buffet Luncheon for Ministers and Heads of Delegation

A buffet luncheon for Ministers and Heads of Delegation (plus 1) will be hosted by the Director General and the Co-Presidents of the Conference in a designated area outside Board Room C (4^th Floor, C Building) on Monday, 10 February, from 1.00 p.m. to -2.00 p.m.

RSVP would be appreciated via email to ICONS Contact Point by 6 February 2020.

Interactive Session for Ministers and Heads of Delegation

During the extended lunch hour of 2.00 p.m.to 3:30 p.m.  on Monday, 10 February, there is an opportunity for Ministers and other Heads of Delegation (plus 1) to participate in an “Interactive Session” that is designed to highlight the Convention on the Physical Protection of Nuclear Material (CPPNM) and the Amendment to the Convention on the Physical Protection of Nuclear Material (A-CPPNM).

The interactive session will be closed to the media and the public and will be held on a not-for-attribution basis to encourage discussion. No formal national statements are expected, and statements will not be recorded. The session will be facilitated in English, with simultaneous interpretation into all official languages.

Member States interested in participating in the interactive session should register their interest at ICONS Contact Point by 6 February 2020.

Access will be limited to holders of special access badges that will be distributed Sunday, 9 February, 12.00 noon - 6.00 p.m. at the Registration Desk at Gate 1 Monday, 10 February, 08.00 a.m. - 12.00 noon at the Conference Desk, M Building based on the earlier registration of interest to attend the session (maximum of 3 special access badges per Delegation).

Ministerial Side Event on CPPNM and its Amendment

Following the interactive session, a Ministerial Side Event on the importance of strengthening global nuclear security through universal adherence to the CPPNM and its Amendment will be held from 4.00 p.m. -5.00 p.m. in the ESPACE in M01 next to Board Room B/M1. The Side Event will be opened by the Director General and presents an opportunity for Ministers and other Heads of Delegation, as well as other participants to consider the benefits of and efforts towards achieving a strong international legal framework for nuclear security.

Tour of the IAEA Incident and Emergency Centre (IEC) for Ministers and other Heads of Delegation

On Monday, 10 February, throughout the day and on the morning of Tuesday, 11 February, there is an opportunity for Ministers and other Heads of Delegation to visit the operational area of the IEC and to be informed about the IAEA arrangements for response to complex emergencies where aspects of nuclear safety and nuclear security are considered.

Ministers and other Heads of Delegation interested in taking a tour of the IEC should  register their interest at IEC Contact Point by 6 February 2020, specifying the desired time and duration of their visit (a tour usually takes 30 minutes).

Reception

The Director General will host a reception on Tuesday, 11 February 2020, at 5.30 p.m., at the IAEA’s Headquarters in Vienna, Ground floor, M Building.

Conference Website

The provisional programme, the participation form required for registration and the conference announcement can be found on the Conference website.