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The present guidelines relate to the organization of special events during the tenth session of the Conference of the States Parties (CoSP) to the United Nations Conventions against Corruption (UNCAC). The time slots for special events are 50 min each in the morning (before the start of the plenary session), during the lunch break, and after the end of the afternoon session.
I. ELIGIBILITY
Events may be organized by:
- Member States,
- UN entities,
- Intergovernmental organizations, and
- NGOs with CoSP observer status.
Co-organizers must meet the same eligibility criteria as the organizers.
Organizers are required to inform their Permanent Missions accredited to the United Nations (Vienna) of their application.
Topics of special events must be thematically relevant to UNCAC and the work of its CoSP. Member States cannot be made the focus of an event without their engagement.
The number of special events will be limited by the availability of conference rooms. The secretariat reserves the right to ask organizers to merge and/or limit the number of special events per organizer. Priority will be given to events organized jointly (two or more organizers). Special events that demonstrate diversity through gender parity among speakers and panellists, diverse geographic representation, and sectors represented will be highly prioritized.
Only complete applications received within the deadlines will be considered.
II. APPLICATION PROCESS
The call for applications for special events is open from 12 June 2023, 09:00 CET, until 26 August 2023, 23:59 CET
A form for requesting a special event is available online only at http://bit.ly/3NaUYQa. Please carefully fill out all fields. The form will be automatically disabled on 26 August 2023, at 23:59 CET.
The designated focal point on the application form will be considered the focal point for all communication and the only authorized person to make changes to the original request. All changes to the original application must be made by the focal point in writing to the secretariat via uncac-cosp-special-events@un.org.
SELECTION OF SPECIAL EVENTS
Efforts will be made to accommodate all requests within available facilities. However, should there be an excessive number of requests fulfilling all relevant eligibility criteria, priority will be given to event requests by States parties and events organized jointly (two or more organizers). While the secretariat will make every effort to accommodate the organizers’ preferred time slot, this cannot be guaranteed.
The secretariat will communicate the decision to the organizers once the selection has been finalized.
The final programme will be uploaded to the Conference website: https://www.unodc.org/unodc/en/corruption/COSP/session10.html
III. LOGISTICAL INFORMATION
MODE OF CONDUCT
a) IN-PERSON ONLY
All conference rooms are equipped with a PC, projector, and microphones. There will be staff at the beginning of the event to introduce organizers to the technical equipment. Organizers will be expected to run the events independently.
Organizers are kindly requested to print the nameplates and bring them to their event. A template for nameplates is available here.
Organizers are kindly requested to adhere to the time allocated for their event and to ensure that the conference room is handed over to the organizers of the following special event in proper conditions and in a timely manner. This is particularly important as most special events are held back-to-back in the same conference room.
b) HYBRID
For special events held in a hybrid format, combining online participation with in-person participation, organizers will be expected to run the events independently both in the conference room and with regard to the online component.
All conference rooms are equipped with a PC, projector, and microphones. There will be staff at the beginning of the event to introduce organizers to the technical equipment.
Organizers are solely responsible for the technical organization of their special event, including the online conferencing platform and access of participants.
Organizers are kindly requested to print the nameplates and bring them to their event. A template for nameplates is available here.
All organizers are kindly asked to provide, by 10 November 2023, 23:59 CET, to the secretariat:
- A virtual link to the event
- A technical contact point/contact details that can be published online for any questions
The secretariat strongly encourages the use of Microsoft Teams as a special event virtual platform, as it is most compatible with the equipment and software available in the conference rooms.
INTERPRETATION SERVICES
UN interpretation services are not available for special events and cannot assist in finding private interpretation. Contact details for the procurement of private interpretation services will be provided in due course.
PRINTING SERVICES
The secretariat cannot offer printing services at the Conference venue. Organizers are kindly requested to take sustainability into consideration before printing in order to minimize their environmental impact.
PROMOTIONAL MATERIAL
Promotional materials, including flyers, to be used in the context of special events should uphold United Nations standards and avoid abusive language. The materials may not contain the logo of UNODC. The guidelines on the use of the CoSP10 logo are available here. A designated space will be made available for the display and distribution of promotional materials. All promotional material must be submitted in electronic form to the secretariat (uncac-cosp-special-events@un.org) for review by 27 November 2023, 23:59 CET.
Contact details for shipment and storage of promotional materials will be provided in due course.
CATERING SERVICES
Contact details for the procurement of private catering services will be provided in due course. Catering services must be arranged directly with the designated contact point.
ACCESS FOR PARTICIPANTS
Please note that all panellists and organizers of special events must be registered as part of a delegation for the Conference in order to gain access to the Conference venue. For more information on registration for the Conference, please click here.
SPECIAL EVENTS REPORT
Special event organizers are kindly asked to share, by 22 December 2023, 23:59 CET, a short summary of the event (maximum 150 words) in English only, via an online form available at: https://bit.ly/42n4NyS. All input received by the deadline will be included in an online compilation of special event summaries posted on the secretariat’s website. Please note that summaries will be posted as received.
Please address any questions regarding special events to the secretariat at: uncac-cosp-special-events@un.org
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