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SECOND INFORMATION NOTE FOR DELEGATIONS 13 December 2022 – Stakeholder Day 14-15 December 2022 – Ministerial Meeting 16 December 2022 – CDEP Meeting 1 This second information note provides delegations with the latest information concerning the logistical and organisational aspects of the Committee of Digital Economy Policy (CDEP) Meeting at Ministerial level and related events, including the stakeholder day, in Gran Canaria, Spain on 13-15 December 2022. Should you have any questions, we invite you to contact [email protected] for the Ministerial meeting and [email protected] for the Stakeholder day. Information on the meeting will be updated on a regular basis at www.oecd-events.org/digital-ministerial. Table of Contents Logistical briefings for delegations .................................................................................................................................. 3 Venues of the Ministerial meeting and related events ................................................................................................... 3 SCHEDULE OVERVIEW ..................................................................................................................................................... 3 REGISTRATION ................................................................................................................................................................. 4 TRAVEL INFORMATION.................................................................................................................................................... 7 Flights .......................................................................................................................................................................... 7 Airport transfers (arrivals and departures) ................................................................................................................. 8 Accommodation .......................................................................................................................................................... 8 WHO’S WHO INFORMATION ........................................................................................................................................... 9 CONFERENCE VENUE - ACCESS AND SECURITY ............................................................................................................. 10 Security ...................................................................................................................................................................... 10 MINISTERIAL SESSIONS AND SEATING ARRANGEMENTS (SUBJECT TO CHANGE) ........................................................ 11 Overview.................................................................................................................................................................... 11 Seating plans by session ............................................................................................................................................ 12 RECEPTIONS................................................................................................................................................................... 15 ONSITE SERVICES ........................................................................................................................................................... 15 Bilateral meetings...................................................................................................................................................... 15 Internet access........................................................................................................................................................... 16 On-site Assistance ..................................................................................................................................................... 16 Emergency Assistance ............................................................................................................................................... 16 INTERPRETATION........................................................................................................................................................... 16 INTERVENTIONS AND STATEMENTS.............................................................................................................................. 16 DOCUMENTATION ......................................................................................................................................................... 16 COMMUNICATIONS AND MEDIA .................................................................................................................................. 16 Communications and social media ............................................................................................................................ 17 Press and media participation ................................................................................................................................... 17 SANITARY PROTOCOL AND INFORMATION ................................................................................................................... 17 ANNEX A MINISTERIAL REGISTRATION PROCEDURES ................................................................................................... 18 ANNEX B – AGENDAS..................................................................................................................................................... 20 ANNEX C- APPLICATION FOR CARRYING ARMS ............................................................................................................. 21 2 Logistical briefings for delegations The second information session concerning the logistical aspects of the Stakeholder day and Ministerial meeting will be held on • 28 November 2022 from 16:00 – 17:00 CET. Please register in advance using this link. This session is open to CDEP delegates, permanent delegations of OECD Member countries, and representatives of invited non-Member countries and stakeholders. Participation of delegations’ contact points for the ministerial is especially recommended. Venues of the Ministerial meeting and related events. • ExpoMeloneras Conference Centre (Plaza de las Convenciones, 35100 Maspalomas, Gran Canaria, Spain). • Theater Pérez Galdós (Plaza de Stagno, 35002 Las Palmas de Gran Canaria, Las Palmas, Spain) SCHEDULE OVERVIEW • 13 December: Day Zero - Stakeholder Day o 9:00-17:15 – sessions: All sessions will take place in person at the ExpoMeloneras Conference Centre. Participation is open to the general public and to delegations of OECD Members, invited non-Members, invited intergovernmental organisations and invited stakeholders (“delegations”). The sessions will also be livestreamed on the Ministerial website (registration is required to follow the discussions; remote interactive participation will not be possible). o 18:30 – cocktail reception: Cocktail reception for stakeholder day organisers and speakers and all delegations at the Lopesan Villa del Conde Hotel. o 20:00 – opening gala dinner: Dinner hosted by His Majesty the King of Spain for Ministers and Heads of Delegation (HOD) in the Theatre Pérez Galdós (by invitation only). Buses will leave from the main entrance of ExpoMeloneras at 18:45. o The overview of the agenda is available on the Ministerial website. The venue and registration desk will be open from 8:00. • 14-15 December: Ministerial programme (public and closed sessions) o From 14 December 9:00 to 15 December 17:00 – sessions: All sessions will take place in person at the ExpoMeloneras Conference Centre. The public part of the programme will be livestreamed on the Ministerial website (registration is required to follow the discussions; remote interactive participation will not be possible). o 14 December, 18:45 – cocktail reception: Hosted cocktail reception for all delegations (Hotel Lopesan 3  BaoBab; within short walking distance of the ExpoMeloneras Conference Centre) o 14 December, 20:00 – Ministerial dinner: Dinner for Ministers and Heads of Delegation (HoDs) +1 (Hotel Lopesan BaoBab; within short walking distance of the ExpoMeloneras Conference Centre) o An overview of the agenda is available on the Ministerial website. The venue and registration desk will be open from 8:00 on both days. A table summarising the access to each event is available on page 7. • 16 December: 89th session of the Committee of Digital Economy Policy (regular meeting at delegates level) o The CDEP session will take place as an in-person meeting with remote participation available for CDEP delegates unable to travel. o Logistical details to follow. o The agenda for the meeting is available on ONE [DSTI/CDEP/A(2022)4]. REGISTRATION All Delegates (OECD Members, invited non-Members, intergovernmental organisations and stakeholders) attending the Ministerial meeting and related events, including the Stakeholder day must register here. This registration link is available to invited delegates only and must be used for their registration. Each person from the delegation needs to be registered separately (individual registration only). Once registered, HoDs and speakers will be featured with their names, titles and photos on the Ministerial website. A separate registration link for the general public, for both the Stakeholder day and the public Ministerial sessions is available accessible via the Ministerial webpage. Invited delegates should not use this link. For detailed instructions on registration, including the possibility to update or complete registration details, please refer to the step-by-step guide in Annex A. Pins (for Minister or Head of Delegation) and badges will be issued for the registered participants only. Access to the venues will not be possible without prior registration or without the appropriate badges. Registration will close on 18.00 on Monday 5 December 2022 to allow badges to be printed. Please ensure that all delegates are registered before the deadline. We recommend registering as early in advance as possible. Badges An envelope containing pins and badges for each delegation will be available for collection at the entrance of the Expomeloneras Conference Centre between 16.00 and 18.00 on 12 December. We encourage delegations to collect badges on this date to avoid queuing on the actual meeting day. For delegations who cannot collect in advance, the registration desk will be open during the event (13-15 December), from 8:00 each day. In addition to online registration, please confirm by email to [email protected] the list of all the members of your delegation and the ranking by 5 December. Please wear your badge visibly at all times. Access Badge Minister or Head of Delegation pin Stakeholder day - all sessions and VIP area, cocktail reception. Ministerial – all sessions and VIP area, cocktail reception, dinner. The pin will be accompanied by one of the badges below (“Ministerial delegate badge” or “Ministerial speaker badge”). 4 Floater Badge One non-nominative floater badge will provided per Minister or Head of Delegation. This gives the person wearing them access to the VIP rooms on 13, 14 and 15 December to accompany their Minister or Head of Delegation. Floater badge may be transferred, but must be accompanied by either a “Participant” or a “Speaker” badge (i.e. they may not be used outside the registered delegations). Please note that replacement floater badges will not be provided for any that are lost. Ministerial delegate badge (“Participant”) Stakeholder day - access to all sessions and cocktail reception. Ministerial – access to the auditorium and parallel session rooms, cocktail reception. One person, with either a “Ministerial delegate badge” or a “Ministerial speaker badge”, may accompany each Minister or HoD to the Ministerial lunch on 14 and 15 December and to the Ministerial dinner on the 14th. Regular CDEP meeting – with advance registration required Every registered person from a delegation will have either a Ministerial delegate badge (“participant”) or a Ministerial speaker badge (“speaker”). Ministerial speaker badge (“Speaker”) Stakeholder day – access to all sessions. Ministerial – access to the auditorium and parallel session rooms, cocktail reception. One person, with either a “Ministerial delegate badge” or a “Ministerial speaker badge”, may accompany each Minister or HoD to the Ministerial lunch on 14 and 15 December and to the Ministerial dinner on the 14th. Regular CDEP meeting – advance registration required Every registered person from a delegation will have either a Ministerial delegate badge (“participant”) or a Ministerial speaker badge (“speaker”). 5 Public participant badge (registered public) Stakeholder day – access to the auditorium and parallel session rooms. Ministerial – access to the auditorium only (public sessions only) Stakeholder day – Speaker badge Stakeholder day only – Access to the VIP room, as well the main plenary room and parallel sessions. Media badge Stakeholder day – access to the auditorium and parallel session rooms. Ministerial – Access to the open sessions and press conference. Staff badge For easy identification of OECD staff on the ground. 6 Access to meeting rooms and receptions will be restricted to those in possession of the necessary badge: Event Access Stakeholder day sessions (13 December) Ministerial delegate (“participant”); Ministerial speaker; stakeholder day speaker; public access; media; staff Stakeholder day VIP room (13 December) HoDs and Ministers (pin); stakeholder day speaker; floater badges; staff Stakeholder day cocktail (13 December) Ministerial delegate (“participant”); Ministerial speaker; stakeholder day speaker; staff Opening gala dinner (13 December) By invitation only Ministerial programme public sessions (14 and 15 Ministerial delegate (“participant”); Ministerial December) speaker; stakeholder day speaker; public access; media; staff Ministerial programme lunches (14 and 15 December) HoDs and Ministers (pin); +1 (Ministerial delegate or Ministerial speaker) Ministerial programme – Ministerial parallel sessions Ministerial delegate (“participant”); Ministerial (14 and 15 December) speaker; staff Ministerial programme – VIP room (14 and 15 HoDs and Ministers (pin); floater badges; staff December) Ministerial cocktail (14 December) Ministerial delegate (“participant”); Ministerial speaker; staff Ministerial dinner (14 December) HoDs and Ministers (pin); +1 (Ministerial delegate or Ministerial speaker) CDEP regular meeting (16 December) Ministerial delegate (“participant”); Ministerial speaker; staff In addition, please ALSO indicate in the registration your intent to participate in the CDEP meeting. TRAVEL INFORMATION Flights Airport Las Palmas de Gran Canaria is 35-45 minutes away from the Conference Centre ExpoMeloneras and the hotels with negotiated rates (see below). Stopovers in Madrid (Ministers and HOD only) The use of the VIP lounge for authorities in Airport Adolfo Suarez Madrid-Barajas is permitted during your stopover in the Madrid. However, it needs to be requested to the Ministry of Foreign Affairs, European Union and Cooperation via Note Verbale from your Embassy in Spain (also put in cc: [email protected]). In this Note Verbale, your Embassy would need to specify: • the reason to use the room (e.g. stopover in Madrid on your way to the Digital Economy Ministerial Meeting of the OECD in Las Palmas de Gran Canaria), 7  • the amount of people and their titles that are part of your delegation using this room, • the date, time and number of your flights The use of these rooms is free of charge. However, the handling of luggage and transportation of delegations between the flight and the VIP Lounge for Authorities in the airport Adolfo Suárez Madrid-Barajas will have a cost between 60 and 120 euros that needs to be covered by each Embassy (and should be specified in the Note Verbale). In the specific case that your transfers is between Terminal 4 and Terminal 2, the transits should be arranged by your Embassy in Madrid. The VIP Lounge for Authorities in Terminal 2 will receive flights operating in Terminals 1, 2 and 3; while the VIP Lounge for Authorities in Terminal 4 will receive flights operating in Terminals 4 and 4S. Airport transfers (arrivals and departures) Taxis will be available in the Airport to go to Lopesan Hotels area. Credit cards are accepted. Please note that taxi apps such as Uber and Bolt are not available on the island. For further information about taxis in Gran Canaria please call the Taxi company [+34 928 15 47 77]. For Ministers and Heads of Delegation only: Transportation from/to the Airport will be provided based on the flight details to be provided to the OECD Secretariat by completing the dedicated logistical form available here. The vehicles have maximum capacity of 3 passengers, so the Ministers and Heads of Delegation can be accompany by a maximum of two people. Arrival: A driver will be waiting for you upon exiting the secure arrivals terminal of the airport of Gran Canaria with the name of your country or international organization. We are unable to inform you about number plates or names of the drivers as this information may continuously change depending on needs. Departure: Return transportation from the Lopesan Hotels to Gran Canaria airport will be arranged based on the information provided in the dedicated logistical form. The standard pickup time will be set at three hours in advance of the flight. For questions and confirmations about the transfer, please contact [email protected] Visas Delegations are responsible for applying for and obtaining their own visas to attend the meeting in Gran Canaria. If you need a visa letter to travel to Gran Canaria, please send an email with your request to [email protected] as soon as possible. Accommodation Accommodation options with negotiated rates within a 5-minute walking distance from the Conference centre ExpoMeloneras may be found here. Please note that bookings must be made by 30 November, in order to guarantee availability and negotiated rates. Reservation requests and any questions regarding the hotels should be sent to [email protected]. 8 WHO’S WHO INFORMATION In order to produce the Who’s Who of the Ministers and Heads of Delegation and speakers, please upload a portrait photograph and provide the official biography when you register (using the registration form). Upload a portrait photograph file by clicking on the "Upload personal photo” link in the desired contact card. • Photos must be in digital format (.jpg), not larger than 2MB • Insert the official biography (max 300 words, English or French only) in the relevant field for the Minister(s)/Head(s) of Delegation. Please note that uploading PDF or Word documents is not possible. Information can be provided also after the registration by editing “my information” on the Ministerial Webpage once you log in. 9 In case of difficulties, please email the photos and bios to [email protected] The Who’s Who information (name, title, photo and bio) will be made publicly available on the Ministerial website. Examples below: Note: Please include this information upon registration and as early as possible. Any information provided later than Monday 5 December may not be included in the Webpage. CONFERENCE VENUE - ACCESS AND SECURITY Security at this International Conference will be guaranteed by the Spanish authorities. Applications for licenses to carry weapons and the use of radio frequencies must be sent by Note Verbale via your Embassy in Spain to the Office of the Chief of Protocol (Diplomatic Security) [email protected]. Furthermore, the security form (Annex C) must be filled in and sent to [email protected]. Accessing the ExpoMeloneras Conference Centre Access to the conference venue will be possible by foot only – no cars are permitted on site (car drop-off is possible outside the premises). Participants will be required to show their badge and official government photo identification to enter the premises through the main entrance of the conference venue, passing through the security and X-ray machine. Security 10 Restricted security areas will be in place in and around the ExpoMeloneras Conference Centre during the Stakeholder day and the Ministerial Meeting. Access to the Ministerial VIP zones will be restricted to those in possession of appropriate badges. Security services will be present throughout the site and will carry out general surveillance of all conference rooms and public areas. Specific security controls of certain zones may be implemented. MINISTERIAL SESSIONS AND SEATING ARRANGEMENTS (SUBJECT TO CHANGE) Overview Seating at the Ministerial meeting will be allocated by session and will be in English alphabetical order. All Ministers and Heads of Delegation will have a reserved seat in the Ministerial sessions for which they have been registered. If no Minister is registered for a session, the highest-ranking official will be seated at the table. To guarantee an accurate participant list, seating arrangement and badge attribution, delegations should pay special attention when registering participants. (See Annex A for more information on registration). 11 Seating plans by session Wednesday, 14 December 9:00 – 9:30 WELCOME ADDRESS BY THE SPANISH GOVERNMENT AND THE OECD (Auditorium) Public session. Each Minister or Head of Delegation registered for this session will have a designated seat in the front section of the room. Seating will be in English alphabetical order. All delegations will have two additional seats reserved. The remaining seats will not be assigned and will be available on a first come first served basis. 9:30 – 10:00 SETTING THE SCENE: INTRODUCING THE THEMES OF THE CDEP MINISTERIAL MEETING (Auditorium) Public session. Each Minister or Head of Delegation registered for this session will have a designated seat in the front section of the room. Seating will be in English alphabetical order. All delegations will have two additional seats reserved. The remaining seats will not be assigned and will be available on a first come first served basis. 10:00-11:00 HIGH-LEVEL PANEL: TOWARDS A HUMAN-CENTRIC AND RIGHTS-ORIENTED DIGITAL TRANSFORMATION (Auditorium) Public session. Each Minister or Head of Delegation registered for this session will have a designated seat in the front section of the room. Seating will be in English alphabetical order. All delegations will have two additional seats reserved. The remaining seats will not be assigned and will be available on a first come first served basis. 11:30-12:15 HIGH-LEVEL PANEL: CONCLUSIONS FROM GOING DIGITAL III – DATA GOVERNANCE FOR GROWTH AND WELL-BEING (Auditorium) Public session. Each Minister or Head of Delegation registered for this session will have a designated seat in the front section of the room. Seating will be in English alphabetical order. All delegations will have two additional seats reserved. The remaining seats will not be assigned and will be available on a first come first served basis. 12:15-12:30 LAUNCH OF THE GOING DIGITAL TOOLKIT IN FRENCH AND HEBREW (Auditorium) Public session. Each Minister or Head of Delegation registered for this session will have a designated seat in the front section of the room. Seating will be in English alphabetical order. All delegations will have two additional seats reserved. The remaining seats will not be assigned and will be available on a first come first served basis. 12:30-13:00 HIGH-LEVEL PANEL: LAUNCHING THE OECD RECOMMENDATIONS ON DIGITAL SECURITY (Auditorium) Public session. Each Minister or Head of Delegation registered for this session will have a designated seat in the front section of the room. Seating will be in English alphabetical order. All delegations will have two additional seats reserved. The remaining seats will not be assigned and will be available on a first come first served basis. 13:00-14:30 LUNCH: ADOPTION OF THE DRAFT AGENDA AND THE DRAFT DECLARATION ON GOVERNMENT ACCESS TO PERSONAL DATA HELD BY PRIVATE SECTOR ENTITIES (Ministerial room) Closed session for Ministers and Heads of Delegation, accompanied by a +1. Invited delegations only (OECD Members, invited non-Members, invited international organisations and invited stakeholders). Lunch will be served. Each Minister or Head of Delegation registered for this session will have a designated seat at the main table of the room. Seating will be in English alphabetical order. All delegations will have one additional seat in the back row. Interventions: Ministers and Heads of Delegation may signal their interest to speak by putting their flags in vertical position and the Chair will give them the floor in order of requests. Please note we will be operating a strict time limit 12 for interventions during sessions to allow as many delegations as possible to intervene. Interventions will be limited to 2 minutes each. For all other registered participants, lunch will be provided on the premises. 15:15-15:30 FAMILY PHOTO A group photo will take place either in front or inside the conference centre ExpoMeloneras (depending on weather conditions). Please confirm your Minister(s) and/or Head of Delegation participation in the group photo in the logistical form. The meeting point for the photo is the ministerial entrance to the venue. From there the OECD Secretariat will accompany participants to the area where the photo will be taken and guide them to a place in the photo in the order of Photo meeting point! protocol. 15:30-18:30 AFTERNOON PARALLEL SESSIONS OF THE CDEP MINISTERIAL MEETING (Panels + Workshops) Invited delegations only (OECD Members, invited non-Members, invited international organisations and invited stakeholders). The sessions will take place in-person only, and a listening room will be available on site and a secure connection will allow delegates and OECD Secretariat to follow the discussions remotely. Ministers and Heads of Delegation registered for these sessions will have a designated seat (at a table or in the front rows depending on the session format). Each delegation will have one additional reserved seat behind Ministers and Heads of Delegation. Open seating is provided for other attendees on a first come first served basis. Interventions: Each panel or workshop will be followed by an open discussion with all participants present. Participants, including Ministers or Heads of Delegation, may signal their interest to speak by putting their flags in vertical position or raising their hands and the Moderator will give them the floor in order of requests. Please note we will be operating a strict time limit for interventions during sessions to allow as many delegations as possible to intervene. Allocation of the rooms 15:30-16:45: Room 1 Combatting misinformation and disinformation online Room 2 The OECD AI Principles – impact on the global policy landscape Room 3 Rights in the digital age – building solid evidence Room 4 Listening room Allocation of the rooms 17:15-18:30: Room 1 Strengthening the foundations for digital security across products and services Room 2 The future of connectivity – investing in high quality networks Room 3 Rights in the digital age – building solid evidence Room 4 The future of simulated environments and immersive technologies Listening room: Please note that exceptionally, there will not be a listening room during this time. Delegates can follow the sessions via their personal devices by logging into the Ministerial website 13 18:45-20:00 COCKTAIL HOSTED BY SPAIN The cocktail will be held in the Hotel Lopesan BaoBab, nearby the conference centre. 20:00-22:00 DINNER The Government of the Canary Islands will host a dinner for Ministers or Heads of Delegations. The dinner will be held in in the Hotel Lopesan BaoBab, a hotel near by the conference centre. The dinner will have a working character but discussions will remain informal. Thursday, 15 December 9:30-12:30 MORNING PARALLEL SESSIONS OF THE CDEP MINISTERIAL MEETING (Panels + Workshops) Invited delegations only (OECD Members, invited non-Members, invited international organisations and invited stakeholders). The sessions will take place in-person only, and a listening room will be available on site and a secure connection will allow delegates and OECD Secretariat to follow the discussions remotely. Ministers and Heads of Delegation registered for these sessions will have a designated seat (at a table or in the front rows depending on the session format). Each delegation will have one additional reserved seat behind Ministers and Heads of Delegation. Open seating is provided for additional attendees on a first come first served basis. Interventions: Each panel or workshop will be followed by an open discussion to all participants present. Participants, including Ministers or Heads of Delegation, may signal their interest to speak by putting their flags in vertical position or raising their hands and the Moderator will give them the floor in order of requests. Please note we will be operating a strict time limit for interventions during sessions to allow as many delegations as possible to intervene. Allocation of the rooms 9:30-10:45: • Fostering trust in cross-border data flows – Room 1 • Digital technologies in the green transition: Friend or foe? – Room 2 • Creating a safer online environment – Room 3 • Listening room – Room 4 Allocation of the rooms 11:15 – 12:30: • Shaping policies for online platforms – Room 1 • Advancing inclusive digital societies – bridging digital divides and breaking down barriers – Room 3 • Empowering consumers in a digital world – Room 2 • Listening room – Room 4 12:30-14:30 LUNCH: ADOPTION OF THE DRAFT DECLARATION ON A TRUSTED, SUSTAINABLE AND INCLUSIVE DIGITAL FUTURE Ministerial room) Closed session for Ministers and Heads of Delegation, accompanied by a +1. Invited delegations only (OECD Members, invited non-Members, invited international organisations and invited stakeholders). Lunch will be served. Each Minister or Head of Delegation registered for this session will have a designated seat at the main table of the room. Seating will be in English alphabetical order. All delegations will have one additional seat in the back section of the room. Interventions: Ministers and Heads of Delegation may signal their interest to speak by putting their flags in vertical position and the Chair will give them the floor in order of requests. Please note we will be operating a strict time limit for interventions during sessions to allow as many delegations as possible to intervene. Interventions will be limited to 2 minutes each. For all other registered participants, lunch will be provided on the premises. 14 14:30-16:00 CONCLUDING EVENT: PRESENTATION OF MEETING OUTCOMES (Auditorium) Public session. Each Minister or Head of Delegation registered for this session will have a designated seat in the front section of the room. Seating will be in English alphabetical order. All delegations will have two additional seats reserved. The remaining seats will not be assigned and will be allocated on a first come first served basis. RECEPTIONS Stakeholder day cocktail – Tuesday 13 December 2022 – 18:30 The ministerial cocktail will be hosted by BIAC at the Hotel Lopesan Villa del Conde; within short walking distance of the ExpoMeloneras Conference Centre and is open to all registered delegations and stakeholder day speakers (all badges except grey badges). Ministerial Gala dinner – Tuesday 13 December 2022 – 20:00 (by invitation only) The Ministerial gala dinner hosted by His Majesty the King of Spain, Felipe VI, will be held at Teatro Peréz Galdós, Plaza Stagno, 35002 Las Palmas de Gran Canaria, España. This dinner will be for Ministers and Heads of Delegation only. Invitations from the Casa Real have been issued separately. Transportation from and to ExpoMeloneras will be provided via bus departing from the main entrance of the Expomeloneras conference centre (Car drop-off location). Please arrive at 18:30, the bus will leave at 18:45. It is highly recommended that Ministers and Heads of Delegation use the transportation provided by the host due to the security arrangements that will be put in place. The delegation is responsible for indicating if their OECD Secretariat if the Minister/Head of Delegation requires a seat on the bus or if they will make their own way to the dinner venue by completing the logistical form here). Ministerial cocktail – 14 December 2022 – 18:45 The ministerial cocktail will be hosted by Spain at the Hotel Lopesan BaoBab; within short walking distance of the ExpoMeloneras Conference Centre and is open to all registered delegations. Ministerial dinner – 14 December 2022 – 20:00 The Ministerial dinner will be held in the Hotel Lopesan BaoBab; within short walking distance of the ExpoMeloneras Conference Centre. The dinner is for Ministers and Heads of Delegation. Each Minister or HoD may be accompanied by one person at the Ministerial dinner. Please complete the logistical form here to confirm your attendance. ONSITE SERVICES Bilateral meetings The use of rooms for bilateral (or multilateral) meetings between delegations will be organised in the hotels Costa Meloneras, Hotel Villa del Conde and Hotel Baobab - all hotels within walking distance to the Conference Centre ExpoMeloneras. In principle, rooms will be available between 9.00 am to 19.00 pm local time, although depending on the number of requests, this timing could be extended or shortened. If you are interested in using the bilateral rooms, please send your booking request to [email protected] indicating • Delegations participating in the meeting • Number of people participating • Time and date • Any other need or further information relevant for the organisation of the bilateral meeting. The allocation of rooms for each booking request will be made on a first-come first-served basis. Please, be aware that you might be suggested another time if all rooms are fully booked at your requested time. Bilateral meetings will be also possible within the Conference Centre in the Ministerial are and Ministerial VIP area, in an informal setting and in open space. 15 The Secretariat is compiling the list of contact points from all delegations and these will be shared among all contact points. Internet access A free, secure Wi-Fi service will be available to participants at the Conference Centre. Connection instructions will be provided at the venue the days of the event. On-site Assistance Assistance, including medical assistance, can be found at the information desk of the Conference Centre. The information desk will be staffed throughout the days of the event, and the team will be ready to assist. We will also be responding as soon as possible to all queries sent by email to [email protected]. Emergency Assistance In case of emergency (medical, fire, etc.) please dial 112 using any telephone. INTERPRETATION Simultaneous interpretation in the two official languages of the OECD (French and English) as well as Spanish will be provided for all sessions on 14 and 15 December. Headsets will be available for attendees. Should delegations wish to organise interpretation to/from other languages, bring their own interpreters or organise simultaneous or consecutive interpretation for bilateral meetings, they should contact Mr. Olivier Pean ([email protected]) and inform [email protected] as soon as possible so that appropriate arrangements can be made. INTERVENTIONS AND STATEMENTS Ministers and Heads of Delegation who wish to provide written statements are invited to send them in Word to [email protected]. All statements should clearly state the country, name of Minister and the agenda item to which they refer. DOCUMENTATION Ministerial documentation will be made available as soon as it is publicly released on the Ministerial meeting website. Documentation for delegates, including the logistical notes and the package of documents to prepare for the meeting will be available in the online delegates zone after logging on to the Ministerial website. This documentation will only be made available for delegates and is considered “for official use”. It will be removed after the meeting. COMMUNICATIONS AND MEDIA 16 Communications and social media We encourage you to engage with the corporate OECD channels on social media. If members of your delegation are active on social media, please follow us on Twitter at @OECD and @OECDinnovation. Please use the hashtag #OECDdigital. Press and media participation Accredited journalists, official photographers and press, including those travelling in cars with the official delegations and/or attending national briefings, must be registered for accreditation through Inwink and by sending an email to [email protected]. Delegations will need to identify all media participants to the Secretariat by 5 December. Their luggage and bags will be subject to x-ray security checks. All members of the press will receive a single badge, granting them access to the area used for the public events, which can be collected at the ExpoMeloneras. They will not have access to the Ministerial meeting sessions or the restricted zone, and photographers and camerapersons will only be authorised to access the rooms for specific picture-taking sessions where they will be accompanied by security officers. • Delegations wishing to brief national or international journalists on the CDEP Ministerial should inform [email protected] and Catherine Bremer ([email protected]). • Press releases, Ministers’ or Heads of Delegation’ printed statements, declassified documents and information for journalists will be posted on the OECD website. SANITARY PROTOCOL AND INFORMATION Sanitary protocols are subject to change according to the evolution of the health situation, and Delegates are invited to regularly consult the COVID-related guidance issued by the Spanish Government to ensure they comply with the relevant protocols requested by the Spanish authorities, including in particular with regard to arrival and departure and to transportation. 17 ANNEX A MINISTERIAL REGISTRATION PROCEDURES Please use this link only for the Ministerial registration. Each person needs to be registered separately with a different email address. • Register Ministers and Heads of Delegation and accompanying delegates • Register interpreters (only if the delegation is bringing their own interpreters to the meeting and the Secretariat has been informed) • Register the press if they are part of the delegation • Register the security if they are part of the delegation Access badges and participants lists for events are created using contact data in the system. It is therefore crucial that all the information entered is accurate and up to date. Please note the registration is not automatic. You will receive an email once the registration has been validated. For CDEP delegates, please confirm your participation in the CDEP regular meeting on 16 December in the same registration link. To manage participants’ information, the registration information can be modify after being submitted at the Ministerial Webpage in inwink. Please log in here: Please also ensure you have selected your preferred sessions, especially for the parallel sessions here To check the session you have been registered for, please follow the instructions. Go to your personal profile page 18 Click on “My Information” and then select “My agenda”. Your programme for the event is available here Technical questions related to registration should be addressed to [email protected]. 19 ANNEX B – AGENDAS The agendas are available on the Ministerial Webpage in the following links: Stakeholder day Ministerial agenda 20 ANNEX C- APPLICATION FOR CARRYING ARMS Name, positión and rank V.I.P.: Name/Surname: Date and place of Birth: Passport Nr.: Issued on/valid till: Profesional ID.: Nationality: Type: Model: FIREARM Number: Calibre: Ammunition: Other elements of protecction: Means of transportation of the firearm: Model and Serial number: Brandwidth/power output: Radio COMMUNICATIONS: Frecuency: Alternate frecuency: Area: Means of transportation communication equipment: Means of transportation used to enter and leave Spain Flights, Date, time, Origin: Arrival: Flights, Date, time: Depature: Arrival: Other, Date, time, Origin: Depature: 21 Saatja: <[email protected]> Saadetud: 28.11.2022 16:15 Koopia: <[email protected]>; <[email protected]>; <[email protected]>; <[email protected]>; <[email protected]>; <[email protected]> Teema: Second logistical note and information session this afternoon Dear delegates and colleagues, Ahead of todays information session, please find attached the second logistical note with detailed information about registration and participation in the CDEP Ministerial meeting. We look forward to seeing you at 16:00 CET today for a virtual information session and to answer any question you may have. Please register to attend the information session. The team remains at your disposal at . Best regards, The Ministerial Team