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INFORMAL MEETING OF EU MINISTERS FOR INTERNAL MARKET AND INDUSTRY (COMPET) AND EU MINISTERS FOR TRADE (FAC TRADE) 3-4 FEBRUARY 2025 POLAND, WARSAW 1 Polish Presidency of the Council of the European Union welcomes you to Warsaw for the joint Informal meeting of Internal Market and Industry Ministers and Trade Ministers on 3-4 February 2025 and is pleased to provide the following practical information to help you prepare for the event. Please note that this Practical Information Note may be subject to change. Any changes to this information will be communicated in due time by the Presidency team. 2 Table of Contents Table of Contents ......................................................................................................................... 3 Deadlines ........................................................................................................................................ 4 Delegation size .............................................................................................................................. 4 Registration and Accreditation .................................................................................................. 5 Liaison Officers (LO)..................................................................................................................... 7 Preliminary programme ............................................................................................................... 8 Monday, 3 February – Cultural Programme and Gala Dinner ............................................. 8 Tuesday, 4 February – Joint Informal Meeting of EU Internal Market and Industry Ministers and EU Trade Ministers ............................................................................................. 9 Meeting venue .............................................................................................................................. 9 Interpretation .............................................................................................................................. 10 Transport and airport arrivals and departures ...................................................................... 11 Accommodation .......................................................................................................................... 13 Security ......................................................................................................................................... 14 Media ............................................................................................................................................ 14 Locations ...................................................................................................................................... 16 General information ................................................................................................................... 17 The Presidency online................................................................................................................ 18 3 Deadlines When What Where to go/ Who to contact 3 January Appoint your Please send name, phone number, e-mail Delegation address and information on the portfolio Accreditation (COMPET, FAC Trade, or both) to: Officer (DAO) [email protected] From 10 to 17 Register your Online accreditation platform January delegation (the link will be sent directly to DAO) 2 February Members of the An e-mail to be sent to the accredited delegation will be members of the delegation by a Liaison contacted by a Officer. Liaison Officer Delegation size Due to the innovative format of this joint meeting, delegations shall be composed of different sizes. Delegations from the European Commission and Secretariat-General of the Council are welcomed to enrol a Head of Delegation with a maximum of four accompanying delegates (HoD + 4). Delegations of EU Ministers for internal market and industry and Ministers for trade policy are welcomed to enrol a Head of Delegation with two (2) accompanying delegates each (2 HoDs+4). In the case that only one HoD represents both portfolios (COMPET and FAC Trade), delegations are invited to enrol three delegates (HoD + 3), to ensure adequate support in both policy areas. Delegations from the European External Action Service and Ministers responsible for internal market and industry from Iceland, Liechtenstein, Norway and Switzerland are also invited to participate in the joint informal meeting with two accompanying delegates each (HoD + 2). 4 Please note that, when requested, Polish Presidency will allocate additional places in the delegation format for the bilateral Ambassadors in Poland who must then be registered as part of the delegation to access the meeting venues. Please also note that any official photographer or press secretary must be registered as part of the official delegation within the limits specified above. The same applies to any additional interpreters. Registration and Accreditation For security reasons all members of the official delegations must be registered and accredited to access the meeting venues. The registration shall be made through the online accreditation platform by the Delegation Accreditation Officer (DAO). All delegates must be registered individually in accordance with the instructions posted on the accreditation platform. As many Member States shall have two separate delegations (COMPET and FAC Trade), it is possible for two DAOs to individually register members of these delegations. We therefore ask that DAOs specify which delegation they shall be registering (COMPET, FAC Trade or both), when contacting the accreditation team. Please send name, mobile number, email address and information on the portfolio (COMPET, FAC Trade, or both) of your DAO to [email protected] as soon as possible and no later than 3 January. Please make sure that your personal details are correctly submitted as certain information (e.g. your name) will appear on your identification badge. Please note that only registered delegates will have access to the official meetings and the Presidency venues. If you have any questions, please feel free to contact us at: [email protected] 5 Information for the DAO Once appointed, you will receive an e-mail with the link to the official presidency accreditation platform together with the log-in details. For more instructions on how to create an account on the official presidency accreditation platform, see the user guide in the top right-hand corner of the platform landing page. If you have any questions regarding your registration please send an email to: [email protected] You are kindly requested to register your delegation and provide all the necessary information as soon as possible and no later than 17 January. Please make sure you fill in all the details correctly before submitting the registration. All personal information provided during accreditation will be processed in accordance with the EU General Data Protection Regulation (GDPR). A link to the terms and conditions can be found on the accreditation platform. Badges Pin Heads of Delegation Allows access to all areas Allows access to the Blue badge Delegates delegates’ zone (listening room) Non-personal, can be exchanged Allows access to the Floater between delegation members plenary room The plenary room shall have a limited number of seats available for delegations (2 Heads of Delegations with 2 accompanying delegates), therefore remaining delegates shall be invited to the delegates’ zone (listening area). Access to the plenary room will be available for PIN and floater badges (maximum 2 floater badges that can be exchanged between delegation members accompanying one Head of Delegation). All participants will receive a personalized badge at the beginning of the event. Please make sure to wear your badge at all times and in a manner that is visible to others. 6 After successful completion of the accreditation process, all participants will receive an e-mail confirming registration to an event including the electronic version of the badge (attached pdf file containing a QR code). Please note that all participants are required to have their ID cards or passports with them in order to confirm their identity. If you lose your badge, please report it immediately to the Presidency staff, your Liaison Officer or contact the Accreditation Desk. The validity of the lost badge will immediately be terminated and a new badge will be issued following the approval of the Polish Presidency security team. Liaison Officers (LO) For the Informal Meetings of Ministers, a Liaison Officer (LO) will be assigned to each delegation to assist and accompany the Head of Delegation throughout the event. The LO will: • meet its respective delegations at the airport, • serve as a point of contact, • assist the delegation to ensure successful participation in the meeting, • provide and distribute accreditation pins and badges upon arrival, • provide logistical assistance and administrative support at the venue, • reserve slots for bilateral meetings if requested. Delegations will receive an e-mail with their LO’s contact details and necessary information prior to arrivals. If you have any questions regarding LOs, please contact [email protected]. 7 Preliminary programme Please note that the preliminary programme may be subject to change at a later stage. The cultural programme has been created in line with the customs of both informal Competitiveness and FAC Trade ministerial meetings. Delegations with a portfolio for the internal market and industry are invited to a traditional site visit of a successful manufacturing company. Delegations with a trade policy portfolio will be welcomed into a guided visit of the Royal Castle in Warsaw, including an exhibition of the Cabinet of European Art: Masterpieces from the Bohdan and Varvara Khanenko National Museum of Art in Kyiv, a collection of art works evacuated from Ukraine following the full scale Russian invasion. Monday, 3 February – Cultural Programme and Gala Dinner Afternoon Transfer from the Warsaw Chopin Airport to the Radisson Collection Hotel 16.00 – 19.00 Site visit to one of the two successful Polish companies: Bioton, a biotechnology company specialising in the production of for delegates insulin and related products or VIGO Photonics, a world-leading with an internal manufacturer of uncooled infrared photon detectors market and industry portfolio 18.20 – 19.00 A tour of the Royal Castle’s Rooms, including a guided visit to the exhibition of the Cabinet of European Art: Masterpieces for delegates from the Bohdan and Varvara Khanenko National Museum of with a trade Art in Kyiv, a collection of art works evacuated from Ukraine policy portfolio following the full scale Russian invasion. 19.30 – 22.00 Joint gala dinner for all delegates of the Meeting of Ministers for Internal Market and Industry and Minsters for Trade 22.00 Transfer from the Royal Castle to the hotel 8 Tuesday, 4 February – Joint Informal Meeting of EU Internal Market and Industry Ministers and EU Trade Ministers 9.00 – 9.30 Transfer from the hotel and arrival at the conference venue 9.30 – 10.00 Welcome morning coffee 10.00 – 12.45 Joint session of Informal Meeting of Ministers for Internal Market and Industry and Minsters for Trade Discussion on the alignment between trade and industrial policies in order to strengthen our industrial ecosystem and its position on the global market 12.45 – 13.00 Family photo 13.00 – 13.30 Press conference 13.30 – 15.15 Joint working lunch for Heads of Delegations in the plenary room to discuss the most promising value chains to integrate candidate countries into the Single Market. Buffet lunch for delegates in the Museum of Polish Army hall 15.30 Transfer to the Warsaw Chopin Airport Meeting venue The joint informal meeting will take place at two locations. The host country will provide transport between hotels and the venues during the official programme of the meeting. Date Venue Address 3 February Royal Castle in Warsaw Plac Zamkowy 4, Warsaw 4 February Polish Army Museum Plac Gwardii 4, Warsaw 9 The main part of the joint informal meeting will be held at the Polish Army Museum (PAM), located at the Warsaw Citadel - a revitalized 19th century fortress. At the venue, all necessary services (such as cloakrooms, luggage storage areas, and internet access) and all other working facilities for delegations will be provided. Bilateral meeting rooms have boardroom seating for ten people. They are reserved for the Heads of Delegation. Meeting rooms will only be allocated if both sides request the same time slot. Reservations will be confirmed on a first-registered, first served basis. Refreshments (water) will be provided. Delegations are expected to provide their own interpreters if required. Interpretation Simultaneous interpretation services will be provided by the European Commission’s Directorate-General for Interpretation (DG SCIC) in 6/6 regime. Following languages will be available during the meeting: English, French, German, Spanish, Italian and Polish. During the working lunch for Heads of Delegations, interpretation will be provided from and into English, French, German, Spanish, Italian and Polish (6/6). There will be no interpretation provided at the dinner on 3 February. Interpretation from and into Polish and English will be provided at press conferences. To help ensure high-quality interpretation, we kindly request that speeches, speaking points and other relevant meeting documents are sent before the meeting to [email protected]. Please note that any accompanying interpreters must be registered as part of the official delegation to have access to the meeting venue. The official SCIC team of interpreters will not interpret interventions made through the intermediary of an interpreter who is not accredited to work for the EU institutions. 10 Transport and airport arrivals and departures Delegations are advised to make early arrangements for their flights to the Warsaw Chopin Airport. Delegations arriving from non-EU countries must inform the Polish Presidency on their travel arrangements via an e-mail to: [email protected] as soon as possible to facilitate airport formalities and reception. Delegates arriving in Warsaw by a special aircraft must inform the Polish Presidency on such arrangements as soon as possible via an e-mail to: [email protected] and the Diplomatic Protocol in the Ministry of Foreign Affairs in accordance with the standard procedure described below. Procedure for the arrival of special aircraft Permission for flight/landing of civil special aircrafts should be proceeded according to the standard procedure. Embassies shall deliver a Diplomatic Note with a completed application to the Diplomatic Protocol in the Ministry of Foreign Affairs ([email protected]) no later than 10 days before the date of the planned arrival. In order to obtain access to Warsaw Military Airport (the main airport for special aircrafts) for welcoming persons (for example Embassy staff including drivers), Embassies shall deliver via [email protected] the following details: • surname; • name; • function; • passport no., date of issue, date of expiry; • date of birth, place of birth; • nationality; 11  • type of the car; • plate number of the car. Commercial flights Arrival After landing at Warsaw Chopin Airport Terminal 1, HoD +1 will be picked up by the airport VIP Line service and transferred to VIP Line lounge, where they will be greeted by the representatives of the Diplomatic Protocol and a designated Liaison Officer. LOs will accompany their assigned HoD to the motorcade in front of the VIP terminal. Other delegates are instructed to proceed through a typical arrival route to the meeting point located at the conveyor belt 1A in the baggage claiming area. The Polish Presidency team will be there to assist and direct delegates to their means of transport. Departure All delegation members will be transported by the motorcade to Warsaw Chopin Airport Departures Terminal (zone E) and accompanied by the LO through the luggage drop-off (if needed) to the Fast Track check-in. After passing through the security check the services of the “Fantazja” Executive Lounge will be available for the delegation. Please be advised, the check-in for both the inbound and outbound flights must be carried out by the delegation itself, in accordance with the time frame indicated by the airline. Transportation between venues The Polish Presidency will arrange transfers by: • VIP limousines (for Heads of Delegations) and minivans (with five seats for the other members of the delegation) from Warsaw Chopin Airport (or Warsaw Military Airport if travelling by special aircrafts) to the hotel or to the venue directly (in case of late arrival), back to the airport upon departure and to the plenary session venue (on the second day of the programme) • Coaches (collective transportation) from the hotel to the site visits and cultural programme/dinner venue and back (on the first day of the programme) 12 Delegates travelling separately from their HoDs are kindly requested to make their own transport arrangements. Warsaw Chopin Airport is accessible by train and by five public bus routes, which connect the airport with Warsaw’s main transport hubs and major hotels. For more details on public transport, please visit the website: https://www.wtp.waw.pl/en/public-transport-step-by-step/. For more information about avaiable routes as well as bus fares, timetable and journey time please visit the website: https://www.lotnisko-chopina.pl/en/public-transport.html. Taxis are conveniently located at designated stands directly in front of each Arrivals Hall exit. Warsaw Chopin Airport has partnered with local taxi companies to provide both fixed-fare and metered services. This means your fare will either be calculated by a taximeter based on a distance or offered as a fixed price depending on your destination. The fare from Chopin Airport to the city centre is approximately €11.70 to €23 (PLN 50 to 100). Please note that the Polish Presidency will provide transportation for all participants between venues throughout the official programme. Those participating in events outside the official programme must make their own transportation arrangements. Transportation will be organised in close cooperation with the Polish Police. Accommodation The Polish Presidency has booked hotel rooms and will cover the costs of accommodation for the Heads of Delegation of EU Member States and one accompanying delegate at the Radisson Collection Hotel for one night (3-4 February). In the case that only one EU Member State HoD represents both portfolios (COMPET and FAC Trade), the Polish Presidency shall cover the costs of two accompanying delegates to ensure adequate support in both policy areas. For the rest of delegations Polish Presidency shall cover the costs of accommodation for HoD and one accompanying delegate. 13 Breakfast is included in the price of a hotel room. Please note that any additional expenses (such as mini-bar, laundry etc.) as well as extended stay beyond the official meeting will not be paid for by the Presidency. For the rest of the delegation, hotel rooms have been pre-reserved. The booking process of the pre-booked rooms, for the delegates wishing to stay in the Radisson Collection Hotel with the rest of delegation members, must be completed by the DAO via the link published in the accreditation system and the relevant costs must also be covered. Security The Polish Police will provide security for the delegations. Security zones designated by the Polish authorities will only be accessible to accredited vehicles and acredited individuals wearing a valid pin or badge. For this reason, delegates and other accredited participants must wear a valid pin or badge visibly at all times. Media Media Centre A media centre will be available for journalists at the PAM. The media centre will be open the day before and on the day of the meeting (from 7 am until 3 hours after the end of the press conference). More information is available at https://www.poland25.eu. Host broadcaster • The host broadcaster of the Presidency is the Polish public service television company, Telewizja Polska (TVP). • TVP will provide audiovisual content from informal ministerial meetings comprising: • arrivals and doorsteps 14  • handshakes • tours de table (introductions) • family photos • press conferences. This content will be available via the European Broadcasting Union (EBU) satellite network and Europe by Satellite (EbS). It will also be available from the media centre at the PAM in Warsaw. For general inquiries, please send email to: [email protected]. Photography Photos from the meeting will be available in high-resolution format for free publication on the Presidency website: https://www.poland25.eu Media contacts Persons responsible for media relations during the Polish presidency can be found here. On general presidency matters, media representatives should write to: [email protected]. 15 Locations The Joint Informal Meeting of Ministers for Internal Market and Industry and Ministers for Trade will be held at The Polish Army Museum at the Warsaw Citadel. The Warsaw Citadel is a 19th century stronghold, which survived both World War I and II. Currently it is home to the Polish Army Museum as well as the Polish History Museum and the Katyń Museum. The freshly modernised pavilion of the Polish Army Museum opened in 2023. It utilizes the latest technical capabilities and architectural solutions while simultaneously reflecting historical forms and Polish military traditions. It recreates the layout of the king's guard barracks from the time of the Polish-Lithuanian Commonwealth. 16 The Gala Dinner for the Joint Informal Meeting of Ministers for Internal Market and Industry and Ministers for Trade will be held at the Royal Castle in Warsaw. The Royal Castle, located in the heart of the Old Town, is a historic landmark that served as the residence of Polish monarchs from the 16th century. Originally a wooden fortress, it was expanded and transformed into a magnificent Baroque-classical palace. Completely destroyed during World War II, the castle was meticulously reconstructed in the 1970s and now is home to a museum showcasing Poland’s royal history, art collections and important state documents. General information Emergency number: 112 (fire brigade, medical assistance, police) Electricity: The voltage in Poland is 230V, 50 Hz. Local time: Central European Summer Time Zone (CEST) – GMT +2:00 Country code: Poland +48 Currency: The official currency of Poland is the Polish Zloty. The official daily exchange rate is available at the National Bank of Poland’ website: https://nbp.pl/en/statistic-and-financial-reporting/rates/table-a/ 17 Weather in Poland: https://meteo.imgw.pl/ Tap water: Polish tap water is regularly tested for quality and is safe to drink. Smoking: Smoking is only allowed in the designated areas of the official meeting spaces. Contact details Should you have any logistical queries please contact Polish Presidency team at [email protected]. The Presidency online Website The website of the Polish Presidency of the Council of the European Union 2025 (https://www.poland25.eu) contains information on all topics related to the Presidency available in English. You can find a lot of useful information on: • institutional, political and cultural events held during th Polish Presidency; • the latest news, press release; • the priorities of the Polish presidency; • the trio programme; • the cultural programme; • a calendar of the events; • relevant contacts and links. Social media All content related to the Polish Presidency will be available on social media accounts: • Instagram • Facebook • X (Twitter) • LinkedIn • Threads • Youtube • WhatsApp 18 Teema: FW: INFORMAL COMPET/FAC TRADE - INVITATION + PIN From: Kadi Avingo <[email protected] <mailto:[email protected]> > Sent: Tuesday, December 31, 2024 3:09 PM To: Silver Tammik - MKM <[email protected] <mailto:[email protected]> >; Evelin Tõnisson - MKM <[email protected] <mailto:[email protected]> >; Märt Änilane - MKM <[email protected] <mailto:[email protected]> > Subject: FW: INFORMAL COMPET/FAC TRADE - INVITATION + PIN Importance: High Siin kaubanduse ja konkurentsivõime informaali kutse ja PIN. Ilusat aasta lõppu! Kadi From: Parol Anna <[email protected] <mailto:[email protected]> > Sent: Tuesday, December 31, 2024 1:39 PM Subject: INFORMAL COMPET/FAC TRADE - INVITATION + PIN Dear Colleagues, First of all let me wish you all the best for the New Year 2025! Secondly, please find enclosed the invitation letter together with the Practical Information Note concerning the informal joint meeting of Trade and Compet Ministers scheduled to take place on 3rd and 4th February 2025 in Warsaw. This letter has been sent to your Ministers via your Embassies in Warsaw, nevertheless I would like to ask you kindly to make sure that it reaches relevant services in your administration without delay in order to make the process of accreditation and registration as smooth as possible. In case of questions do not hesitate to reach out to us. Best regards, Anna Anna Parol I Secretary Attaché for Internal Market e-mail: [email protected] <mailto:[email protected]> mob. +32 492 34 76 12 Economic and Trade Section Permanent Representation of the Republic of Poland to the EU Rue Stevin 139 1000 Bruxelles Belgium