EU Eastern Border Regions High Level Conference

PRACTICAL INFORMATION NOTE EU Eastern Border Regions High Level Conference 25-26 June 2025 BIAŁOWIEŻA The Polish presidency of the Council of the European Union, in cooperation with the European Commission, would like to invite you to Białowieża for the EU Eastern Border Regions High Level Conference of the Ministry of Development Funds and Regional Policy to be held on the 25-26th June 2025. We are extremely pleased to provide you with this Practical Information Note (PIN) containing the logistics and technical information on the meeting.  Table of contents Białowieża – venue of the conference.............................................................................................. 3 Working language of the meeting and interpretation .................................................................... 6 Delegation format ................................................................................................................................ 6 Accreditation......................................................................................................................................... 6 Time limits ............................................................................................................................................. 7 Badge...................................................................................................................................................... 7 Study visit .............................................................................................................................................. 7 Transport ............................................................................................................................................... 8 Catering.................................................................................................................................................. 9 Security .................................................................................................................................................. 9 Accommodation ................................................................................................................................... 9 Facilities ............................................................................................................................................... 10 Presidency on the Internet ............................................................................................................... 10 Social media......................................................................................................................................... 10 Practical information ......................................................................................................................... 11 Contact details .................................................................................................................................... 11 Białowieża – venue of the conference Białowieża is a quiet village in the Podlasie region, located near Poland’s Eastern border with Belarus. The village is best known for its direct access to the Białowieża Forest – the last remaining part of the primeval lowland forest that once covered much of Europe. This ancient forest is one of the most valuable ecosystems on the continent, home to a rich variety of flora and fauna, including the rare European bison (Bison bonasus), which may be observed in their natural habitat or at the European Bison Show Reserve. The broader Podlasie region is distinguished by its natural beauty and cultural diversity and serves as a historical meeting point of various ethnic and religious communities, including Polish, Belarusian, Ukrainian, Lithuanian, and Tatar populations. This heritage is visible in the region’s architectural landmarks – from Orthodox and Catholic churches to wooden mosques and old synagogues – as well as in its customs and cuisine. Together, Białowieża and the Podlasie region offer a unique and immersive experience, combining unspoiled nature with deep historical and cultural layers. It is an ideal destination for those seeking reflection, educational exploration, or simply a peaceful environment surrounded by one of Europe’s last truly wild forests. The Żubrówka Hotel Hotel Żubrówka **** Białowieża Pałacowa 6, 17 - 230 Białowieża The Żubrówka Hotel is a four-star hotel situated in the center of Białowieża, a location of exceptional natural and cultural significance. The hotel is located in close proximity to the entrance of Białowieża National Park, a UNESCO World Heritage Site. Provisional agenda of the meeting Please note that the agenda may be subject to further changes. 25 June 2025 (Wednesday) by 15:00 Arrival of the delegations in Warsaw 15:00 – 19:00 Transfer from Chopin Airport in Warsaw to Białowieża 19:00 Guest check-in at the hotel in Białowieża – Hotel Żubrówka 20:00 – 22:00 Welcome dinner for delegates 26 June 2025 (Thursday) Site visit at the border with Belarus (as a part of the 7:30 - 9:00 presentation of the Shield East project) 9:10 – 9:30 Press conference Welcome and opening by the representative of the PL 9:30 – 10:00 PRES and European Commission - Katarzyna Pełczyńska-Nałęcz, Minister of Development Funds and Regional Policy - Raffaele Fitto, Executive Vice-President for Cohesion and Reforms, European Commission - Roxana Mînzatu, Executive Vice-President for Social Rights and Skills, Quality Jobs and Preparedness, European Commission, tbc - Piotr Serafin, Commissioner for Budget, Anti-Fraud and Public Administration, European Commission, tbc 10:00 – 11:00 Working session part I 11:00 – 11:30 Coffee break and family photo  11:30 – 12:30 Working session part II 12:30 – 13:30 Lunch buffet From 13:30 Transfer from Białowieża to Chopin Airport in Warsaw 13:30 – 15:00 Visit to Białowieża National Park and the Bison Show Reserve optional Working language of the meeting and interpretation English will be the working language of the meeting. Interpretation services will not be provided. Delegation format Format of the border Member States (FI, EE, LV, LT, SK, RO, HU) delegation: 1+5. DK delegation: 1+0. European Commission delegation: 1+2. Committee of the Regions delegation: 1+1. European Parliament delegation: 1+0. Accreditation Each meeting participant is required to go through the accreditation process for the event, in accordance with the instructions provided in the accreditation system. Only successfully completed accreditation authorises to attend the meeting. Participants register through a dedicated DAO (Delegation Accreditation Officer). Please, prepare a recent photo (taken within the last 3 months preceding the date of the meeting) before the commencement of the registration. Moreover, we kindly ask you to make sure that all the personal data entered has been written down correctly, as some of the data will be displayed on the badge. All personal data provided during the accreditation process is processed in accordance with the EU General Data Protection Regulation (GDPR). A link to the regulations can be found on the accreditation platform. Time limits Date Measure Contact track 2nd of June 2025 Opening of the Contact e-mail: accreditation [email protected] 11th of June Closure of the 2025 accreditation Badge After successful completion of the accreditation process, you will receive an e-mail confirmation including the electronic ID (attached pdf file containing a QR code). Please, save the file on your mobile phone or tablet. At the entrance to the meeting, it will be necessary to present an electronic badge and a document with a photo. You will then receive printed badges which, for security reasons, should be carried in a visible place throughout the meeting. Study visit The study visit at the border with Belarus will consist of the visit to the border guard post and the site visit at the border barrier. Due to the logistical and security restrictions the format of delegation at this point of the agenda is 1+1. Optional visit to Białowieża National Park and the Bison Show Reserve The Białowieża National Park is one of the oldest national parks in Europe. It is also probably the most famous Polish national park in the world. The fame of the last primaeval forest in Europe may sometimes be a heavy burden, but it reaches far beyond the borders of our continent. For centuries, the Białowieża Forest, as an area of royal hunting, has been lucky to avoid axes and saws which destroyed other forests. Thanks to this, it is here where the European bison, royal game, ruling absolutely in the European forest, have survived for the longest time. The European bison is the most powerful, but not the only particularly valuable inhabitant of the Forest. The uniqueness of this invaluable area is evidenced by the fact that the natural processes, which have been only slightly disturbed by human activity, are continued there, never interrupted in the area of strict protection of BNP and remaining a phenomenon on a continental scale. Powerful trees, which are unique ecosystems, are home to many organisms unheard of in ordinary forests. Both during their life and after their death. The symbol of the Park is the European bison – the largest terrestrial mammal in Europe. For the lowland European bison, the Białowieża Forest turned out to be its last refuge. After the end of the madness of the WW I, which also had affected the Forest and its inhabitants, it was Białowieża that has been chosen as the place where the European bison was to return to nature. It was here that the process of its restitution, i.e. restoring it to nature, has been started. Currently, the Polish part of the Białowieża Forest is the place of living for the most numerous, free population of the European bison in the world, amounting to about 800 animals. The Protective Unit of the European Bison Breeding Centre of the Park consists of two farms – closed and open. The closed farm (reserve) consists of breeding reserves unavailable to visitors and the European Bison Show Reserve available to tourists. On the other hand, the free farm includes the European bison freely walking the forests and immediate surroundings of the Białowieża Forest. Prior to the visit, please be aware of the clothing recommendations: preferably long legs and sleeves, covered shoes and headgear, mosquito and tick repellent. Transport The Polish presidency will arrange transport for each delegation from the Warsaw Chopin Airport to Białowieża. Transfers to and from Białowieża will be scheduled in accordance with the respective flight itineraries of the delegations. Catering During registration process it is possible to indicate dietary preference. In addition to standard meals, the following dietary options are available: vegan, vegetarian, gluten-free and lactose-free diet. Meals will be served as indicated in the agenda. Cold and hot beverages and small snacks will be available at Hotel Żubrówka during the meetings. Security For security reasons, it is absolutely necessary to wear badges in a visible place throughout the meeting. In addition, the QR code on the badge is required to be made available for scanning upon request by the organisers, accreditation officers or facility security. Accommodation The Polish Presidency has booked hotel rooms and will cover the costs of the accommodation for the given delegation formats for one night (25-26 June) at the Żubrówka Hotel. Please note that we will not cover the costs of the accommodation of the delegates that exceed the given delegation format. Breakfast is included. No provision will be made for any additional expenses (lunches, laundry service etc.), any additional nights that extend beyond the official meeting or any extra hotel rooms. Facilities Wi-fi will be available in the venue of the meeting, the password will be provided during the meetings. Presidency on the Internet Website https://www.poland25.eu The website of the Polish presidency of the Council of the European Union contains information in English on the following topics: • institutional, political and cultural events during the Polish presidency, • latest news, press releases, • priorities of the Polish presidency, • the Trio programme, • the cultural programme, • calendar of events, • important contacts and links. Social media All content related to the Polish presidency will also be available on the following social media: • Instagram: #Poland25EU • Facebook: https://www.facebook.com/poland25eu  • X (Twitter): https://x.com/poland25eu • LinkedIn: https://www.linkedin.com/company/poland25eu/ Practical information Emergency number: 112 (fire brigade, medical aid, police) Electricity: The voltage in Poland is 230 V, 50 Hz. Local time: Central European summer time zone (CEST) - GMT +1:00 Area code for Poland: +48 Currency: The official currency of Poland is the Polish zloty. Official daily exchange rates can be found on the website of the National Bank of Poland: https://nbp.pl/statystyka- i-sprawozdawczosc/kursy/. Weather in Poland: https://meteo.imgw.pl/ Tap water: Polish tap water is regularly tested in terms of quality and it is safe to drink, https://www.warszawskakranowka.pl/ Smoking: Smoking is only permitted in designated official designated areas. Contact details Ministry of Development Funds and Ministry of Development Funds and Regional Policy Regional Policy Jacek Rostkowski Magdalena Ochej-Łokuciejewska (+48) 22 273 8741 (+48) 22 273 8863 [email protected] magdalena.ochej- [email protected] Saatja: "cohesion.presPL" <[email protected]> Saaja: "Ochej-Łokuciejewska Magdalena" <[email protected]> Teema: FW: EU Eastern Border Regions High Level Conference in Bialowieza - issue paper Kuupäev: 2025-06-13 09:02 Tähelepanu! Tegemist on välisvõrgust saabunud kirjaga. Tundmatu saatja korral palume linke ja faile mitte avada. Dear Sirs, In view of the incoming Eastern Border Regions High Level Conference in Bialowieza on the 25-26th of June 2025, please find attached a revised PIN with the agenda, where we have added one additional point regarding the optional visit to the Bialowieski National Park. We would appreciate if you could let us know we whether you would be interested in taking part in such a trip preferably by Wednesday, 18th of June. Kind regards, Cohesion PRES PL Team From: cohesion.presPL Sent: Thursday, June 5, 2025 11:55 AM To: Ochej-Łokuciejewska Magdalena <[email protected]> Cc: '[email protected]' <[email protected]>; '[email protected]' <[email protected]>; '[email protected]' <[email protected]>; Kusina-Pycińska Monika <[email protected]>; Porczyk Wojciech <[email protected]>; Rostkowski Jacek <[email protected]>; 'Woźnicka Joanna' <[email protected]> Subject: EU Eastern Border Regions High Level Conference in Bialowieza - issue paper Dear Sirs, With refference to the invitation for the EU Eastern Border Regions High Level Conference in Bialowieza, which is to take place on the 25/26 June 2025, please find attached the issue paper to be disussed at the meeting. For those of you who hasn’t contacted us so far, please pay attention to the Practical Information Note with the agenda of the meeting attached. With best regards, On behalf of the Cohesion PRES PL Team, From: Ochej-Łokuciejewska Magdalena <[email protected] <mailto:[email protected]> > Sent: Wednesday, May 14, 2025 12:37 PM To: Ochej-Łokuciejewska Magdalena <[email protected] <mailto:[email protected]> > Cc: Kusina-Pycińska Monika <[email protected] <mailto:[email protected]> >; Porczyk Wojciech <[email protected] <mailto:[email protected]> >; Raszkowska Zuzanna <[email protected] <mailto:[email protected]> >; [email protected] <mailto:[email protected]> ; [email protected] <mailto:[email protected]> ; Groszkowska Monika <[email protected] <mailto:[email protected]> >; 'Załęska Magdalena' <[email protected] <mailto:[email protected]> > Subject: EU Eastern Border Regions High Level Conference in Bialowieza, PL Dear Minister, On behalf of the European Commission and the Polish presidency of the Council of the European Union, please find attached the invitation to the EU Eastern Border Regions High Level Conference, which will take place in Bialowieza, Poland, on the 25-26th of June 2025. With kind regards, Magdalena Ochej-Łokuciejewska Magdalena Ochej-Łokuciejewska Radca Wydział Spraw Europejskich Departament Spraw Europejskich i Współpracy Międzynarodowej +48 22 2738863 [email protected] <mailto:[email protected]> www.gov.pl/web/fundusze-regiony <http://www.gov.pl/web/fundusze-regiony> ul. Wspólna 2/4 00-926 Warszawa