1

7//DIV13

Guide for Participants

in the Conference of the Parties

Conference of the Parties to the WHO Framework Convention on Tobacco Control

Seventh session

Delhi, India, 712 November 2016

FCTC/COP/7/DIV/2/Rev.1 6 October 2016

FCTC/COP/7/DIV/2/Rev.1

2

Table of contents

Venue and dates ............................................................................................................. 3

Registration process ...................................................................................................... 3

Credentials ..................................................................................................................... 4

Entry badges .................................................................................................................. 4

Working hours of the session ....................................................................................... 4

Informal regional meetings .......................................................................................... 5

Side events ...................................................................................................................... 5

Visa requirements ......................................................................................................... 5

Arrival in Noida/New Delhi and hotel transfer .......................................................... 5

Hotel reservations .......................................................................................................... 6

Local transportation ..................................................................................................... 6

Insurance ........................................................................................................................ 6

Arrangements for Parties eligible for travel support ................................................ 6

Distribution of documents ............................................................................................ 7

Submissions by delegations .......................................................................................... 7

List of participants ........................................................................................................ 7

Reservation of rooms for bilateral and private meetings .......................................... 8

On-site facilities ............................................................................................................. 8

Vaccination requirements ............................................................................................ 8

Weather and time .......................................................................................................... 9

Electricity ....................................................................................................................... 9

Value added tax (VAT) ................................................................................................. 9

Useful contacts ............................................................................................................... 9

Safety and security ........................................................................................................ 9

Annex 1 ......................................................................................................................... 11

Annex 2 ......................................................................................................................... 12

Annex 3 ......................................................................................................................... 14

FCTC/COP/7/DIV/2/Rev.1

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Venue and dates

The seventh session of the Conference of the Parties (COP7) to the WHO Framework Convention on

Tobacco Control (WHO FCTC) will be held at the India Exposition Mart (IEML) in Noida

(Plot No. 25, 27, 28, 29, Knowledge Park II, Greater Noida, Uttar Pradesh 201306, India.

Tel. +91 120 232 8011).

The first plenary meeting will open at 10:00 on Monday, 7 November 2016, at the India Exposition

Mart. Entry is from the ground floor and the session is expected to close no later than 13:00 on

Saturday, 12 November 2016.

A map of the India Exposition Mart is shown in Annex 3.

Smoking is not permitted in the conference area allocated to the session.

Registration process

Online registration is required for meetings of the COP. For security reasons, all participants are

required to wear photo ID badges in order to access the meeting rooms. For this reason, during the

online registration process, the focal point will be asked to upload a passport style photograph for each

member of the delegation.

Detailed instructions are available for downloading on the WHO FCTC website at

http://www.who.int/fctc/cop/sessions/cop7/en/. The username and password to be used can be found in

the Notes Verbales1 sent to all Parties, States that are not Parties to the Convention and observers

accredited to the COP. This will allow registration of one focal point (preferably based in the

Permanent Mission in Geneva, otherwise in the capital). Once the focal point has been entered into the

registration system by attaching a Note Verbale (official diplomatic note prepared on headed paper,

dated, signed, and/or stamped), or an official signed letter from the head of the organization for IGOs

and NGOs observers, as the case may be, he/she will receive an email with a unique username and

password and a link to access the registration system so that he/she will be able to submit the names of

the delegates and attach a copy of the credentials containing the composition of the delegation. Any

changes to the composition of a delegation should be communicated through the online registration

system and revised credentials should be submitted to the Convention Secretariat.

State non-Parties and organizations accredited as observers to the COP are asked to follow the same

procedure for online registration.

In accordance with Article 5.3 of the WHO FCTC and the guidelines for implementation of Article 5.3

adopted by COP3 in 2008, Parties should not nominate any person employed by the tobacco industry,

or any entity working to further its interests, or any person benefiting from the proceeds of tobacco

trade.

In the spirit of Article 5.3 of the WHO FCTC and the Article 5.3 guidelines, State non-Parties to the

Convention and observers accredited to the COP should give due attention to ensure that no one

should be nominated who has any conflict of interest arising from a relationship with the tobacco

industry, works directly or indirectly to further its interests or engages in any collaborative projects or

initiatives with the tobacco industry and its front groups.

Queries concerning the system can be communicated by email to: copregistration@who.int, or by

calling the following number: +41 22 791 2111. Online registration will be open on 1 July 2016 and

should be completed by 15 October 2016.

1 CSF/NV/16/06 , CSF/NV/16/07, CSF/NV/16/08, CSF/NV/16/09

FCTC/COP/7/DIV/2/Rev.1

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Credentials

Although an advance copy of the credentials of participants will have been submitted through the

online registration system, Parties are required to submit the original credentials to the

Convention Secretariat before the opening of the session. Only original documents are considered

formal credentials by the COP.

Credentials shall be issued and signed by the Head of State, the Minister for Foreign Affairs, the

Minister of Health, or any other appropriate authority, i.e. Permanent Missions and senior government

officials. Alternates and advisers may accompany delegates. Credentials shall be addressed to Dr Vera

Luiza da Costa e Silva, Head of the Convention Secretariat, WHO FCTC, and should include,

in addition to the full title and dates of the meeting, the following information for each participant:

LAST NAME (in capital letters), first name, title, function, institution, gender (unless indicated in

title) and contact details. In the case of a regional economic organization, credentials shall be issued by

the competent authority of that organization.

Entry badges

Participants will be able to collect their badges before the opening of the session at the registration

desk located on the ground floor. The registration desk will be open as follows:

– On Sunday, 6 November: from 14:00 until 18:00 (A complimentary shuttle service will be available between the hotels listed in Annex 2 and

the India Exposition Mart)

– From Monday, 7 November to Friday, 11 November: from 08:00 to 18:00

– On Saturday, 12 November: from 08:00 until the closure of the session

Delegations whose credentials have not been submitted to the Convention Secretariat before the

opening of the session, either through the online registration system or as originals, should register and

deliver their credentials at the registration desk. Please note that only those individuals whose

names appear on valid credentials (see section on credentials above) will be issued with a badge.

Access to the conference centre and to the meeting rooms will be restricted to persons wearing

badges.

For security and identification purposes, all participants are requested to wear their meeting badges at

all times, whether attending meetings or social functions.

Working hours of the session

Monday, 7 November 2016

10:00–13:00 Opening ceremony and first plenary meeting

15:00–18:00 Plenary meeting

19:00 Social event (Front lawns at IEML)

Tuesday, 8 November to Friday, 11 November 2016

10:00–13:00 Plenary or committee meetings

15:00–18:00 Plenary or committee meetings

Saturday, 12 November 2016

10:00–13:00 Plenary meeting and closing

FCTC/COP/7/DIV/2/Rev.1

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Informal regional meetings

The Convention Secretariat will make arrangements to allow the regional groups for the African

Region, the Region of the Americas, the South-East Asia Region, the European Region, the Eastern

Mediterranean Region, and the Western Pacific Region to hold informal regional meetings as follows:

– Monday, 7 November: from 08:00 to 09:30

(delegates are requested to register and collect their badges if possible on Sunday, 6

November 2016 as indicated above)

– Tuesday, 8 November until Saturday, 12 November: from 08:45 to 09:45

Information on the meeting rooms allocated to each regional group for the above-mentioned meetings

will be available on the website of the WHO FCTC.

Side events

Side events will be organized during the session and will be open to all participants.

A schedule of these side events will be made available in advance.

Visa requirements

Participants are requested to ensure that they are in possession of a valid passport recognized by the

Government of India and to obtain, as appropriate, an entry visa from the Indian embassy in the

country from which they will be travelling – or from the nearest Indian embassy or consulate – prior to

entering India. Participants are advised to apply directly to the nearest Indian embassy or consulate

and not to use the services of any intermediate agent.

For more information on visa requirements, participants should contact the nearest Indian diplomatic

or consular office or visit the official website of the Indian Ministry of External Affairs at

http://www.mea.gov.in/.

Participants from countries that have a special visa agreement with India may be exempt from visa

requirements and as such can stay in India without a visa up to a determined period, depending on the

terms of any agreement between the two countries. For further information on visa exemptions, please

consult the local COP7 website at www.cop7india.in which will be operational from 30 July 2016.

In the meantime, queries may be addressed to the COP7 Coordination Office India in New Delhi by

email to cop7india@gmail.com.

Arrival in Noida/New Delhi and hotel transfer

Indira Gandhi International Airport is located 15 km from New Delhi city centre and 53 km from

Greater Noida.

The nearest metro station is approximately a 25-minute car drive from the India Exposition Mart

(metro station Botanical Garden - see map in Annex 3).

COP7 welcome desks will be located in the arrival terminal (after passport and customs control) of the

Indira Gandhi International Airport from Saturday, 5 November until and including Monday,

7 November 2016, to assist participants with the transfer to their hotels.

FCTC/COP/7/DIV/2/Rev.1

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The host country will provide a complimentary shuttle bus service for participants to and from the

airport and to the hotels listed in Annex 2, provided the participants have informed the Professional

Conference Organizer2 of their arrival details in advance by completing the form available on the

local COP7 website, which will be operational from 30 July 2016. More information on airport shuttle

services is also available on this site.

Hotel reservations

A number of selected hotels have been pre-booked by the host country at negotiated rates to facilitate

accommodation for delegates (see Annex 2). Participants wishing to use the COP7 pre-booking system

need to complete a hotel reservation request by 16 September 2016 directly on the

local COP7 website where further information on each hotel, including rates and

modification/cancellation policy, will also be available. In the meantime, requests for hotel

reservations may be addressed to the COP7 Coordination Office India in New Delhi, by email to

cop7india@gmail.com.

Hotel reservation requests for COP7 selected hotels will be handled on a first-come, first-served

basis.

Delegates are responsible for making their own hotel reservations and for carefully checking the

modification and cancellation policy applicable to each hotel. Participants are also responsible for the

payment of their hotel room.

Any cancellation, modification of dates, or any other change to a hotel reservation made through the

local COP7 website or directly with the Professional Conference Organizer should be communicated,

in writing, by the participant directly to the Professional Conference Organizer according to the

deadline indicated in the cancellation policy.

Local transportation

Shuttle services will be available during the session on a daily basis from Sunday, 6 November to

Saturday, 12 November 2016 between the hotels listed in Annex 2 and the India Exposition Mart.

Participants are requested to consult the timetables posted in the reception area of the hotels listed in

Annex 2. For further information, including information on public transportation, please consult the

transport section of the local COP7 website.

Insurance

Participants should note that neither the Convention Secretariat nor the host country can be held liable

for any claim resulting from death, injury, sickness or other disability in connection with their

participation in the session. Participants are therefore responsible for making their own insurance

arrangements, as necessary.

Arrangements for Parties eligible for travel support

In accordance with decision FCTC/COP6(27), financial support will be available to facilitate the

participation of low- and lower-middle-income country Parties (see list in Annex 1). Financial support

will consist of an air ticket (cheapest economy airfare by the most direct route) and a per diem for one

delegate.

2 The contact details of the Professional Conference Organizer will be available on the local COP7 website.

FCTC/COP/7/DIV/2/Rev.1

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Travel arrangements will only be processed by the Convention Secretariat upon receipt of valid

credentials by the Convention Secretariat, either in the form of an advance copy through the online

registration system or of originals. To facilitate timely travel arrangements, Parties eligible for travel

support as listed in Annex 1 are requested to register online by 15 September 2016, and to indicate

which delegate should receive such financial support and to provide full contact details, including an

email address and a phone number for the supported delegate. Due to budgetary constraints, and

considering the increasing cost of air tickets, the Convention Secretariat cannot guarantee that it

will be possible to provide financial support after the deadline of 15 September 2016.

Participants to whom per diem payments are made in advance of the session and whose participation is

subsequently cancelled will be asked to refund to the Convention Secretariat the total amount

received.

Arrangements made directly by a Party or a participant that have not been agreed beforehand

with the Convention Secretariat cannot be reimbursed.

Distribution of documents

In line with the efficiency measures adopted by COP6 that aimed, among other things, at reducing the

costs of printing and dispatch of documentation, while also contributing to a reduction in the carbon

footprint of COP sessions, paper copies of the official documentation for the session will not be

dispatched to Parties, State non-Parties and accredited observers, but will be available for download on

the WHO FCTC website 60 days before the opening of the session. Parties encountering difficulties in

accessing or downloading documentation on the website may request a set of hard copies by informing

the Convention Secretariat by email at copfctc@who.int as far as possible in advance of the opening

session.

A Convention Secretariat document distribution desk will be located in the conference centre, from

which participants may collect in-session documents. Only documents distributed through this desk

are considered official for the session.

Submissions by delegations

Delegations wishing to have draft decisions distributed to the Plenary or one of its committees are

asked to hand them to the Assistant to the Secretary of the Plenary or to the committee concerned.

Rule 33 of the Rules of Procedure of the Conference of the Parties requires that ”proposals and

amendments shall not be considered if they have been circulated less than 24 hours before the

meeting”. Therefore texts should be handed in early enough to allow time for translation and

reproduction in the working languages. In this regard, Parties are encouraged to submit such proposals

and amendments at least two working days in advance. The Convention Secretariat is available upon

request to provide logistical and editorial or information support as required.

List of participants

A provisional list of participants3 will be available and posted on the WHO FCTC website at the

opening of the session. This list will be issued on the basis of valid credentials received by the

Convention Secretariat up to 12:00 on Sunday, 6 November 2016. A revised list will be issued later. In

the event of any official change in the details and composition of a delegation, the Convention

Secretariat asks that it be notified in writing during the session using the official form available at the

registration desk, which can be returned to the registration desk or sent by email to copfctc@who.int.

The form should be signed by the chief delegate.

3 Document FCTC/COP/7/DIV/1

FCTC/COP/7/DIV/2/Rev.1

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Reservation of rooms for bilateral and private meetings

There is limited space for bilateral or private meetings; however, upon request, rooms can be

designated by the Convention Secretariat for specific appointments. Regretfully, interpretation cannot

be provided for such meetings.

On-site facilities

Information desk

Located in the India Exposition Mart, ground floor, the desk will provide information on a range of

matters of interest to participants, and will direct them to other services such as travel, mail, medical

services, communications, etc. Lost property may be turned in or reclaimed at this desk.

Travel agency

Participants should ensure that their return bookings are confirmed. The travel desk of the Professional

Conference Organizer, located in the India Exposition Mart, ground floor will provide assistance to

participants in rebooking their tickets and other local arrangements (shuttles, etc.).

Internet café

Computers will be available on the 1st floor of the India Exposition Mart for delegates requiring

Internet, email and word processing services. The conference centre is also equipped with a Wi-Fi

system.

Medical services

There will be an emergency medical facility in the conference centre during the conference.

Bank/currency exchange facilities

The Indian Rupee (INR) is the unit of currency in India (as of 13 May 2016, 1 US dollar is equivalent

to around INR 66.76). Currency exchange facilities are available in the arrival terminals of the

international airport and at most hotels.

There are two ATMs located at the India Expo Mart, however, it is advisable to carry cash or travellers

checks as backup.

Telephone

Participants may use the Business Centre to make domestic or international calls if required. Call costs

remain the responsibility of the participants.

Catering facilities

The Host Government will generously provide lunch to participants from Monday, 7 November to

Friday, 12 November inclusive. There are also restaurants and coffee shops at the India Exposition

Mart.

Vaccination requirements

There are specific vaccination requirements to enter India. For further information, participants are

advised to consult the WHO international travel and health website at

http://www.who.int/ith/vaccines/en/ or http://www.who.int/ith/ITH_country_list.pdf.

FCTC/COP/7/DIV/2/Rev.1

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Weather and time

In November, the temperature in New Delhi is normally around 20°C-25°C. Standard time in New

Delhi is GMT +05:30.

Electricity

220 volts at 50 Hz. Adaptors may be needed. Plugs have three cylindrical pins.

Value added tax (VAT)

VAT is levied on most goods and services and varies across products and is included in the retail

price.

Useful contacts

Contacts in Geneva:

Convention Secretariat in Geneva:

– Tel.: (+41) 22 791 2276/3926; Fax: (+41) 22 791 5830;

Email: copfctc@who.int

Website: http://www.who.int/fctc

Contacts in New Delhi:

– COP7 Coordination Office India

Ministry of Health & Family Welfare

Room No-523 ‘A’ Wing, Nirman Bhawan,

Maulana Azad Road, New Delhi-110 011

Tel: (+91) 11 23063793

Email: cop7india@gmail.com

Local COP7 website: http://www.cop7india.in/ (operational from 30 July 2016)

– India Exposition Mart

Plot No. 25,27,28,29, Knowledge Park II, Greater Noida, Uttar Pradesh 201306, India.

Tel: +91 120 232 8011

Email: vp@indiaexpocentre.com

Website: http://indiaexpomart.com

A telephone directory with the names and functions of the staff serving during the session will be

available at the documentation desk.

Safety and security

New Delhi can generally be regarded as a safe city. However, participants are advised to observe

normal safety precautions when moving around the city. In particular:

– Stay alert: watch your luggage and briefcase.

– Please enquire at your hotel reception desk about the use of safe deposit boxes.

FCTC/COP/7/DIV/2/Rev.1

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– Always carry with you the name and address of your hotel (preferably in both English and

Hindi). This will be helpful should you need to take a taxi.

– Should you encounter anything unforeseen and require assistance, please make use of the

emergency services number: 100

– Note that neither WHO nor the local organizers can be held responsible for the loss of

personal objects left unattended at meetings.

New Delhi emergency and useful numbers:

– Fire /emergency/rescue/Police: 100

FCTC/COP/7/DIV/2/Rev.1

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Annex 1

Parties eligible for travel support for COP74 (as of 15 May 2016)

Afghanistan

Angola

Armenia

Bangladesh

Benin

Bhutan

Bolivia (Plurinational State of)

Burkina Faso

Burundi

Cambodia

Cameroon

Cabo Verde

Central African Republic

Chad

Comoros

Congo

Cook Islands

Côte d'Ivoire

Democratic People's Republic of Korea

Democratic Republic of the Congo

Djibouti

Egypt

El Salvador

Equatorial Guinea

Ethiopia

Gambia

Georgia

Ghana

Guatemala

Guinea

Guinea-Bissau

Guyana

Honduras

India

Kenya

Kiribati

Kyrgyzstan

Lao People's Democratic Republic

Lesotho

Liberia

Madagascar

Mali

Mauritania

Micronesia (Federated States of)

Myanmar

Nauru

Nepal

Nicaragua

Niger

Nigeria

Niue

Pakistan

Papua New Guinea

Philippines

Republic of Moldova

Rwanda

Samoa

Sao Tome and Principe

Senegal

Sierra Leone

Solomon Islands

Sri Lanka

Sudan

Swaziland

Syrian Arab Republic

Tajikistan

Timor-Leste

Togo

Tuvalu

Uganda

Ukraine

United Republic of Tanzania

Uzbekistan

Vanuatu

Viet Nam

Yemen

Zambia

Zimbabwe

4 In accordance with decision FCTC/COP6(27), least developed countries and low- and lower-middle income countries will

receive support for travel and per diem in order to facilitate participation in COP7. The travel support consists of an air ticket

(cheapest economy airfare by the most direct route) and per diem for one delegate. Only Parties that have submitted valid

credentials to the Convention Secretariat by 15 September 2016 may apply for such financial support.

FCTC/COP/7/DIV/2/Rev.1

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Annex 2

HOTEL LIST5

The room rates quoted below are per room, per night, in Indian Rupee (INR) and include VAT of 15% and buffet breakfast. Payment should be made by each participant

directly as instructed by the Professional Conference Organizer by credit card for the amount in INR or by bank transfer in INR, US dollars or Euros. Participants are

responsible for verifying with the Professional Conference Organizer the conditions applicable for modification, no show or cancellation of reservations.

Hotels Room

Category

No. of offered

rooms

Rates Distance

to Venue

Contact details Taxes

Single

Occupancy

Per Night

Double

Occupancy

Per Night

1 Crowne Plaza Deluxe & Club Deluxe: 125

Club : 25

INR 8000 ++

INR 11000 ++

INR 8500

++

12000++

7 KM Surajpur Chowk, Institutional Green I,

Greater Noida,

Tel.:+8527694303,

Ms. Ruchika Sharma

www.ihg.com

8.7% on applied rates

2 Holiday Inn Base 125 INR 6500 ++ INR 7000

++

25 KM Dist. Centre, Mayur Vihar Phase I, Delhi,

Tel.:+8860634445,

Mr. Puneet Mahajan

www.ihg.com

24.95% on rack rate

3 Crowne Plaza Base 100 INR 7000++ INR

8000++

25 KM Dist. Centre, Mayur Vihar Phase I, Delhi,

Tel.:+8860634455,

Ms. Veenu Rastogi

www.ihg.com

24.95% on rack rate

5 Please check COP7 Local website for updates of the hotel lists

FCTC/COP/7/DIV/2/Rev.1

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4 Hotel Formula 1 Base 90 INR 2800 INR 3100 3 KM Plot No.3, Wegmans Business Park,

Knowledge Park III, Greater Noida,

Tel.:+9582942414,

Mr. Rohan Roy Saigal

www.hotelformule1.in

Service Tax: 14%; Luxury Tax:

5%; Swachh Bharat Cess: 0.5%

and VAT on breakfast: 14.5%

5 Savoy Suites,

Greater Noida

Suites 40 INR 4000 INR 4500 1 KM Ansal Plaza, Near Pari Chowk, Greatere

Noida, Tel:+9818881388,

Mr. Amit Seth

www.savoysuitesindia.com

13.70% govt taxes

6 Quebe Studio Studio &

Grand Studio

Studio: 85

Grand: 25

INR 3150

INR 4050

INR 3150

INR 4050

2 KM Plot No.9, Knowledge Park III, Greater

Noida, Tel.:+9818881388,

Mr. Lalit Jha

www.qubestudios.in

13.70%

7 Jaypee Greens

Golf & Spa

Resort, Greater

Noida

Deluxe (ROH)

Dlx Suite

Exe. Suite

Premium Suite

Deluxe (ROH) -

72

Dlx Suite - 7

Exe. Suite - 3

Premium Suite-

8

Total 90 rooms

from 6th

Nov’2016 to

13th Nov’2016

1.Deluxe Room

(ROH) - INR

11,000 CP +

taxes

2.Executive

Suite Room-

INR 30,000 CP

+ taxes

3.Premium

Suite Room -

INR 45,000 CP

+ taxes

4.Deluxe Suite

Room-

INR 22,000 CP

+ taxes

1.Deluxe

Room

(ROH) -

INR 12,000

CP + taxes

2.Deluxe

Suite

Room-

INR 22,000

CP + taxes

3.Executive

Suite

Room- INR

30,000 CP

+ taxes

4.Premium

Suite Room

- INR

45,000 CP

+ taxes

2 KM Jaypee Hotels

G- Block, Surajapur Kasna Road, Greater

Noida, Uttar Pradesh 201308,

Tel.:+9818760303,

Mr. Pritam Nayak, Deputy Sales Manager

www.jaypeehotels.com

Room: 15.1% on room

(negotiated price)

Banquets: 30.88%

FCTC/COP/7/DIV/2/Rev.1

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Annex 3

MAP OF THE INDIA EXPOSITION MART

Plot No. 25,27,28,29, Knowledge Park II, Greater Noida, Uttar Pradesh 201306, India

(Tel. +91 120 232 8011, http://indiaexpomart.com)