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SOCIAL DIALOGUE AND SOCIAL SHIELD FOR PEOPLE-CENTRED POLICIES Social dialogue as a tool of democratic legitimacy for a social, green and feminist Europe Concept Note Informal meeting of Ministers of Labour and Social Policies of the European Union, 13 and 14 July 2023, Madrid 1  Plenary session 1. National and European experiences in social dialogue The world of work is experiencing unprecedented changes that are complex and challenging. This situation has put a spotlight on the importance of social dialogue as a tool of democratic legitimacy. Dialogue between governments and social partners enables them to define employment, labour, and social protection policies, and to reach agreements that improve workers’ living and working conditions and create positive business environments, which are also beneficial to society as a whole. Since 2020, Spain has approved nearly 20 major social agreements rooted in social dialogue: employment protection mechanisms during the Covid-19 crisis, the unprecedented minimum-wage hike, the regulations on equal pay, the labour reform that has improved job stability, the Act on Protection of Digital Platform Workers (known as the Riders Act), the reform of the pension system, and the national framework for health and safety at work. Except for the parenthesis of the pandemic, in Spain the economy and employment have seen constant growth during this period, with social dialogue as the standard-bearer for combining economic efficiency and social justice. Social dialogue and bipartite or tripartite agreements enable us to define balanced, shared solutions and to endow public policies with security, effectiveness and stability, because they guarantee the participation of social partners in facing the challenges of major social transformations, such as demographic change and migration, and the digital and green transitions that are already underway. At the European level, we are also facing a decisive moment for social dialogue. Social dialogue and worker participation is a key principle of the European Pillar of Social Rights and contributes decisively to ensuring social justice and promoting Europe’s prosperity and resilience. The Council Recommendation to the Member States on strengthening social dialogue within the European Union, presented by the European Commission and approved during the Swedish Presidency, considers social dialogue to be the cornerstone for the EU social economy and for its competitiveness. This Recommendation urges Members States to ensure that social partners are consulted regarding the design and implementation of social and employment policies and to enable an increase in their negotiating capacity, while encouraging social partners to look at new forms of work and to communicate widely about the benefits of social dialogue. In January 2023 the European Commission presented a Communication on strengthening and promoting European social dialogue, which proposed modernizing its framework, providing continued support to social partner agreements, strengthening social partners’ involvement in EU policymaking, and making the EU’s technical and financial support for social partners more effective. 2 European social dialogue forms part of the European social model and has a long history of bipartite and tripartite agreements, which have contributed to the social acquis (for example, on parental leave, fixed-term work, part-time work, and regulations on working hours in different sectors). The European social partners, the employers’ organizations BusinessEurope, SMEunited and SGI Europe, and the European Trade Union Confederation (ETUC), are implementing their 2022-2024 Work Programme, in which they affirm that they will expand their efforts to improve the implementation and impact of their autonomous framework agreements and continue to promote their joint commitments. The first major tangible outcome of this Work Programme will be the binding European agreement on telework and the right to disconnect, which social partners have been negotiating for months. If an agreement is reached, this would put an end to a long period of 13 years, since 2010, in which it has not been possible to reach binding interprofessional agreements. Questions for discussion The delegations are invited to respond to the following questions. During the roundtable, each delegation shall be allocated a maximum speaking time of 2 minutes per debate. 1. While respecting the autonomy of the European social partners, how can EU institutions and Member States contribute to having more European social dialogue, more European agreements, and more Directives based on agreements? 2. The European social partners are currently negotiating a binding agreement on telework and the right to disconnect. What other issues could be subjects for agreement between the social partners at a European level? 3. How can we strengthen the relationships between EU institutions and the European social partners? Along these lines, what changes could be introduced to the design and monitoring of the content addressed at the Tripartite Social Summit? 3  Plenary session 2. National experiences and advances in EU care policies: social dialogue and civil society The European Care Strategy establishes an agenda to improve the situation of both caregivers and care recipients. The Strategy aims to guarantee high-quality, affordable, accessible long-term care, with better working conditions, gender equality and work-life balance for professional and non-professional caregivers. Its purpose is to advance in applying the European Pillar of Social Rights and the EU 2030 targets regarding employment, capacity-building and poverty reduction. In its Communication on a European Care Strategy, the Commission stresses the need to guarantee that long-term care is timely, comprehensive and affordable, in order to provide those with long-term care needs with a decent standard of living, and to increase the offer and mix of professional long-term care services (home care, community-based care and residential care). The Communication also proposes fair working conditions and training for caregivers, with substantial improvements in their working conditions. In this regard, it is recommended that Member States do the following: promote collective bargaining and social dialogue with a view to improving wages and working conditions, guarantee the highest occupational health and safety standards, design continuous education and training for care workers, maintain their social protection, tackle gender stereotypes around care and launch communication campaigns, and ratify and implement International Labour Organization Convention 189 on Domestic Work, which Spain ratified in February 2023. Moreover, it is recommended that Member States continually adapt the offer of services to the demand for long-term care, while offering a balanced combination of options and settings for long-term care, in order to satisfy different care needs, and supporting freedom of choice for those persons who need care, and their participation in decision- making; it is recommended that they develop and improve home- and community-based care, care that promotes autonomy, and independent living. Questions for discussion The delegations are invited to respond to the following questions. During the roundtable, each delegation shall be allocated a maximum speaking time of 2 minutes per debate. 4 1. How does social dialogue contribute to improving working conditions, training, and protection of rights for care professionals, as well as for those family and/or non-professional caregivers whose work is traditionally invisible? 2. What is the best way to guarantee a model of person-centred, community- based long-term home care through territorial dialogue, understood as dialogue encompassing all levels—from the State level to the local level— between the different public administrations? 3. How can dialogue with experts incorporate the wishes and preferences of care recipients—especially those requiring significant support—into the decision-making processes regarding their care, and improve the quality of the long-term care systems of which they are the beneficiaries? 5  Plenary session 3. Social protection: short-term challenges and medium-term returns Achieving proper social protection is one of the objectives set forth in the Treaty on the Functioning of the European Union (Art. 151 TFEU). The European Pillar of Social Rights devotes an entire chapter to social protection and inclusion (including the right to adequate social protection [Principle 12]; the right to adequate minimum income benefits [Principle 14] and the right to a pension commensurate to their contributions and ensuring an adequate income [Principle 15]). Social protection is provided in the Member States through a set of policies aimed at achieving levels of income and services that are adequate to guarantee the well-being of the citizens residing in the country. These policies are also a key factor of social stabilization and have proven their capacity to offer a response to the recent crises faced by the European Union. These have reinforced the idea that equity is a complementary element of economic efficiency, guaranteeing growth that is inclusive and, therefore, sustainable. Social protection policies entail an inclusive approach that provides an adequate response to citizens’ needs. There are, therefore, many aspects to be considered, but particular attention should be given to the following questions: • The investments required to implement certain social protection policies can be classified, in some cases, as high-yield investments owing to the high returns generated; however, unlike investments in physical capital, these returns have not been measured or assessed. Such returns make efforts to strengthen social stability compatible with reducing public debt, due to the positive returns generated by this investment. It is important to adopt an approach that enables analysis of the evidence already produced at the national level and to present examples of investments in social policy that have generated high returns. It is also important to consolidate the evidence already produced at the national level while incorporating it into future fiscal frameworks. The recent report of the High- Level Group on the future of social protection and of the welfare state in the EU has wisely included this issue among its main recommendations. • Minimum income protection systems are of particular importance within the sphere of social protection. The European Union recently adopted an important recommendation on adequate minimum income ensuring active inclusion. It is important that we adopt a practical approach to applying this Recommendation to our national circumstances and to the reforms we have recently adopted to strengthen our national minimum income systems, so as to broaden the coverage they offer (or reduce non-take-up) and to favour successful social and employment integration itineraries. 6  In this regard, since 2020 Spain has launched an inclusion policy based on the following two pillars: ensuring minimum income through the minimum income scheme, and effecting a transition towards the social inclusion of the most vulnerable groups through a social policy lab that seeks to identify the most effective inclusion policies. Together with several projects aimed at reducing non- take-up and the employment incentives included in the minimum income scheme, Spain has consolidated an inclusion policy in which equity and efficiency are compatible. • Moreover, the self-employed, due to their particular characteristics, are left particularly exposed by economic downturns and unforeseen crises and are vulnerable to sudden drops in revenues and even to periods of inactivity. The specific vulnerabilities of this group became especially apparent during the Covid- 19 pandemic, and national social protection systems had to devise provisional solutions for their situation. However, as evidenced in the recent Commission Report on the implementation of the Council Recommendation on access to social protection for workers and the self-employed, what is required are structural changes that not only address economic downturns but also establish contribution bases ensuring the protection of the benefits to be received by the self-employed, in particular old-age benefits. Questions for discussion The delegations are invited to respond to the following questions. During the roundtable, each delegation shall be allocated a maximum speaking time of 2 minutes per debate. 1. How does the policy to guarantee minimum income contribute to improving the social protection of those groups at risk of social exclusion, and which national experiences could be scaled up to the EU level, based on the results obtained in each country? 2. How does the social protection of specific groups, such as the self- employed, stabilize guaranteed income systems, especially during periods of economic downturn and with a view to providing adequate coverage of post-retirement income? What has been the experience of self-employed people in your country? 3. Investments in human capital can sometimes generate greater returns than public investments in physical capital. Could you share some experiences in your country of high-yield investments that have helped to make efforts to reduce public debt compatible with efforts to increase social stability? Once specific policies have been identified, how should they be addressed at the EU level? 7  Informal EPSCO MEETING Tentative Program Madrid, July 13th and 14th 2023 Venue: Banco de España, Calle Alcalá 48, Madrid, Spain Thursday, July 13th 2023 Time Activity Details 12:15 -12:45 Arrival of delegations to Welcome “Banco de España” Handshake and doorstep. Heads of Delegations entrance will be at Calle Alcalá, 48. Delegates entrance will be at Paseo del Prado. 12:45 -13:30 Plenary Session 1: Chaired by the Second Vice-President of National and European the Government and Minister of Labour experiences in social and Social Economy, Yolanda Díaz. dialogue. Plenary room will be at the Library. 13:30 -14:30 Informal Lunch. Cocktail lunch served at the Rotonda Echegaray for Heads of Delegation. Delegates will have a cocktail lunch at Sala Gemelos 2. After lunch, Heads of Delegation will have the 14:30 - 14:45 Visit to Goya collection. unique opportunity to visit Banco de España’s Goya collection. 14:45 -16:15 Resume Plenary Session 1. Chaired by the Second Vice-President of the Government and Minister of Labour and Social Economy, Yolanda Díaz. 16:15 -16:30 Family photo and coffee Coffee break served at the Rotonda Echegaray break. for Heads of Delegation. Delegates will have a coffee break at Sala Gemelos 2. The family picture will take place down the stairs from Rotonda Echegaray. Plenary session 2. National Chaired by the Minister of Social Rights 16:30 -18:30 experiences and advances and 2030 Agenda, Ione Belarra. in EU care policies: social dialogue and civil society. 8 18:30 Transfer of delegations to their hotels. 19:40 Transfer of delegations from Sabatini Building, Calle Santa Isabel, 52. hotels to “Museo Nacional Madrid. Centro de Arte Reina Sofía”. 20:00 -22:30 Musical show, cultural visit, All cultural activities and welcome dinner for the and gala dinner. Heads of Delegation will be at the Museo Nacional Centro de Arte Reina Sofia. Delegates will have a dinner at the close-by Taberna Arzábal Café/Restaurant. 22:30 Transfer of delegations to their hotels. Friday, July 14th 2023 8:45 - 9:00 Arrival at the “Banco de España”, doorstep and handshake 9:15 - 11:15 Plenary session 3. Social Chaired by the Ministry of Inclusion, Social protection: short-term Security and Migration, José Luis Escrivá. challenges and medium- term returns. 11:15 -11:30 Coffee Break. Coffee break served at the Rotonda Echegaray for Heads of Delegation. Delegates will have a coffee break at Sala Gemelos 2. 11.30 - 12.00 Closing session. 12.15 - 13.15 Informal lunch. Cocktail lunch served at the Rotonda Echegaray for Heads of Delegation. Delegates will have a cocktail lunch at Sala Gemelos 2. 9 Dear colleague, We are pleased to invite you to the: Informal Meeting of Ministers of Employment and Social Policy of the European Union (Informal EPSCO Council) Madrid, 13 and 14 July 2023 This Informal meeting of the EPSCO Council will be held under the title “Social Dialogue and social shield for people-centred policies”. The Spanish Presidency of the Council wishes to promote the European Union’s social agenda and the European Pillar of Social Rights at a decisive moment for the future of Europe. The various situations that we have lived through in the last few years (the pandemic, the recovery, the Russian invasion of Ukraine, the energy crisis or inflationary pressure), in conjunction with digital and ecological transitions, demographic transformations and the migratory movements underway, have highlighted the need to strengthen the social dimension of Europe more than ever, placing people and their wellbeing at the centre of the debate. The European Union makes progress in tandem with Social Europe. In this context, social dialogue between Governments and social partners is a tool of democratic and social legitimacy that has once again proven to be essential in defining labour and social protection policies. Policies for and by the people, contributing to better living and working conditions, as well as benefitting businesses and leading to fairer and inclusive societies. On the other hand, the public health crisis has also proved that, if we want to combine an efficient market economy and social justice, it is essential to develop suitable care policies. Finally, in this complex scenario, an inevitable challenge common to all societies is the maintenance and reinforcement of sustainable and inclusive social protection systems. This Informal EPSCO shall be conducted in the central headquarters of “Banco de España” of Madrid in three successive sessions:  - Plenary session 1: National and European experiences of social dialogue. - Plenary session 2: State experiences and developments in European Union care policies: social dialogue and civil society. - Plenary session 3: Social protection: short-term challenges and medium-term benefits. This invitation letter is accompanied by a concept note, as well as note on practical information and logistics, contained in the QR code provided below, which includes all the information necessary to facilitate your attendance and participation in the meeting, which shall start at 12:15 on Thursday, 13 July, and end at 13:00 on Friday, 14 July. It will be a pleasure to welcome you for the cultural visit, followed by a welcome dinner, which shall be offered on 13 July at the “Museo Nacional Centro de Arte Reina Sofía” at 20:00. We look forward to welcoming you to Spain. Yours faithfully, Ione Belarra Urteaga Yolanda Díaz Pérez Jose Luis Escrivá Belmonte Minister of Social Rights Second Vice-President Minister of Inclusion, and 2030 Agenda of and Minister of Labour Social Security and Spain and Social Economy of Migration of Spain Spain Saatja: SGRSI <[email protected]> Saadetud: 08.06.2023 18:56 Adressaat: <"Riina Sikkut">; <"SM Info">; <"Signe Riisalo"> Koopia: IGLESIAS SANCHEZ-CERVERA, JAIME <[email protected]>; Maite Urcelay Callejo <[email protected]>; VELASCO RINCON M.TERESA <[email protected]> Teema: IMPORTANT- Invitation and practical information on Informal EPSCO (13-14th July Madrid) Tähtsus: Kõrgeim Dear Estonian friends and colleagues, We hope that this e-mail finds you well. The Government of Spain is delighted to send you the invitation letter to the Informal EPSCO that will take place in Madrid the 13th and 14th of July. The meeting will be held under the title Social dialogue and social shield for people-centred policies. You can also find attached the concept note with the programme of the event and the practical information note. We kindly ask you to have your Ministers confirmation before June 16th. Please, dont hesitate to contact us should you have any question. Best regards, Unit for International Relations Ministry of Labour and Social Economy Paseo de la Castellana, 63 - 28003 Madrid (Spain) E-mail: ________________________________ Antes de imprimir piensa en tu responsabilidad y compromiso con el MEDIO AMBIENTE! AVISO LEGAL, DE CONFIDENCIALIDAD Y RESPONSABILIDAD: El contenido de este mensaje de correo electrónico, incluidos los ficheros adjuntos, es confidencial y está protegido por el artículo 18.3 de la Constitución Española, que garantiza el secreto de las comunicaciones. Este mensaje está dirigido sólo a la persona o entidad destinataria y puede contener material confidencial y / o privilegiado. Cualquier revisión no autorizada, uso, divulgación o distribución está prohibida. Si usted no es el destinatario, por favor póngase en contacto con el remitente por correo electrónico de respuesta y destruya todas las copias del mensaje original. Si usted es el destinatario, pero no desea recibir comunicaciones a través de este medio, por favor notifique al remitente mniediatamente. Practical information note INFORMAL MEETING OF EMPLOYMENT AND SOCIAL POLICIES MINISTERS PLACE MADRID DATE 13 AND 14 JULY 2023 OFFICE FOR THE COORDINATION OF [email protected] THE SPANISH PRESIDENCY OF THE COUNCIL OF THE EUROPEAN UNION BACK TO CONTENTS CONTENTS GENERAL INFORMATION 2 DEADLINES 3 LOCATION 3 PROGRAMME 4 VENUE 5 INTERPRETATION 6 DELEGATION 7 REGISTRATION AND ACCREDITATIONS 7 LIAISON OFFICERS 8 FLYOVER AND LANDING CLEARANCES FOR STATE AIRCRAFT 8 ARRIVALS AND DEPARTURES 9 TRANSPORTATION 9 ACCOMMODATION 10 HOTEL NH SUECIA 10 HOTEL BARCELÓ TORRE DE MADRID 10 CATERING 11 MADRID | 13 JULY 2023 11 MADRID | 14 JULY 2023 11 SECURITY 11 GENERAL INFORMATION 12 USEFUL CONTACTS 12 INTERNET - WI-FI 12 FIRST AID AND MEDICAL ASSISTANCE 12 LOST AND FOUND 12 WEATHER CONDITIONS 12 SOCIAL MEDIA 13 LINKS OF INTEREST 13 PHOTOGRAPHS 13 SPANISH PRESIDENCY’S SUSTAINABILITY PLAN 14 PUNTO VIOLETA GUIDE 14 IN COLLABORATION WITH 15 1 BACK TO CONTENTS GENERAL INFORMATION The Spanish Presidency of the Council of the European Union welcomes you to Madrid for the Informal Meeting of Employment and Social Policies Ministers that will take place on 13 and 14 July. The Office for the Coordination of the Spanish Presidency of the Council of the European Union (abbreviated as OCPUE in Spanish) is pleased to provide the following Practical Information Note (PIN) to assist delegations in preparing for the Council. Please note that this information may be subject to change. The Spanish Presidency will use the accreditation platform to share all kinds of updated information related to the meeting. This includes documentation from the Informal Ministerial Meeting (IMM), the programme and practical information. As soon as a new document or change is uploaded to the platform, the platform will automatically notify the delegation members by e-mail. If you have any queries, you may contact [email protected]. 2 BACK TO CONTENTS DEADLINES Date What must be done Where to go/Who to contact 8 June - Opening of the online accreditation [email protected] platform - Appoint the Delegation Accreditation Officer (DAO) to proceed with the accreditation. 14 June Deadline for appointing the DAO from each country From 8 to 28 June Registration of delegations Through the online accreditation platform. 28 June Deadline for accrediting the delegation 13 and 14 July Informal meeting of employment and [email protected] social policies ministers LOCATION During the second half of 2023, the Spanish Presidency of the Council of the European Union has opted for a territorially structured presidency model, holding 24 Informal Ministerial Meetings (IMM), which will take place in cities in all the autonomous communities of Spain, to showcase the cultural richness and diversity of our country. Moreover, the Conference of Presidents of the European Parliament and the College of Commissioners’ Trip in Madrid will be organised, as well as the Informal European Council in Granada. Alongside these meetings, other lower-level meetings and cultural activities will take place, meaning that more than 400 events are expected to take place around the Spanish Presidency. In this context, the Spanish Presidency has chosen the city of Madrid as the venue for the Informal Meeting of Employment and Social Policies Ministers which will be held on 13 and 14 July, and will include meetings between Ministers of Labour and Social Economy, Social Rights and Inclusion. Capital of Spain since 1561, Madrid is a modern and dynamic city, the second most populated city in the European Union and a bridge between Europe, Latin America and the Mediterranean. Madrid is also the capital of the autonomous community of Madrid, with almost 7 million inhabitants, and the country’s main economy. The city's cultural offering should also be mentioned, with museums such as the El Prado and Reina Sofia Museums, and other landmarks such as the Royal Palace of Madrid, El Retiro Park and the Landscape of Light, recognised as a UNESCO World Heritage Site in 2021. 3 BACK TO CONTENTS Puerta de Alcalá Gran Vía Under the title “Social Dialogue and Social Shield for People-Centred Policies,” the Informal Meeting of Employment and Social Policies Ministers aims to highlight social dialogue as a tool of democratic legitimacy for a social, green and feminist Europe. The world of work is undergoing unprecedented, comprehensive and challenging changes, which is why dialogue between the Government and social representatives is key to defining employment, labour and social protection policies and reaching agreements that improve the living and working conditions of the people. PROGRAMME Thursday, 13 Arrival at Adolfo Suárez Madrid Barajas Airport July 12:15-12:45 Arrival at the Banco de España, doorstep and handshake 12:45-13:30 Plenary session 1. National and European experiences in social dialogue 13:30-14:30 Informal lunch 14:30-14:45 Visit to the Goya collection 14:45-16:15 Resume Plenary Session 1 16:15-16:30 Coffee break during the plenary session 16:30 Family photo of participants in the first two sessions 16:30-18:30 Plenary session 2. National experiences and advances in EU care policies: social dialogue and civil society 19:40 Departure of the Delegates from their hotel to the Museo Reina Sofía 4 BACK TO CONTENTS 19:50 Departure of the Ministers from Hotel NH Suecia to the Museo Reina Sofía 20:00 Musical activity and cultural visit 21:00-22:30 Official dinner. Museo Reina Sofía Friday, 14 July 08:45-09:00 Arrival at the Banco de España, doorstep and handshake 09:15-11:15 Plenary session 3. Social protection: short-term challenges and medium-term returns 11:15-11:30 Coffee break and family photo of the participants in the session 11:30-12:00 Closing session 12:15 Informal lunch 12:15-13:00 Official press conference VENUE BANCO DE ESPAÑA Address: C. de Alcalá, 48 Website: BANCO DE ESPAÑA | Portal Oficial de Turismo de Madrid (esmadrid.es) The informal ministerial meeting on Employment and Social Policies will take place at the Banco de España. The building, designed by architects Eduardo de Adaro and Severiano Sainz de la Lastra, is a landmark of 19th century Spanish architecture. In 2006, architect Rafael Moneo (Pritzker Prize winner) was responsible for its expansion. Patio de Operaciones Library 5 BACK TO CONTENTS Plenary session The plenary meeting and working lunch will take place in the Library of the Banco de España. 1+0 meeting format (only Heads of Delegation). Delegates’ lounge The venue has a working room, with space to listen to the plenary session, specifically for delegates (Gemelo II) and where lunch will be served. Rooms for bilateral meetings The complex has certain areas set aside for bilateral meetings of the delegations. The rooms may be reserved by sending an e-mail to: [email protected]. During the meeting, the rooms may be reserved through the Liaison Officers. Press centre The press area has a separate entrance and will be in the “Toledo” and “Europa” rooms on floor P. Official press conference The press conference will take place in the conference hall on floor P. It is possible to reserve the “Madrid” room for a delegation’s press conference. This room may be reserved by sending an e-mail to: [email protected]. INTERPRETATION The European Commission’s Directorate-General for Interpretation, SCIC, will provide simultaneous interpretation via interpretation booths. The language regime for the Informal Meeting will be 5/5, Spanish, English, French, German and Italian (ES, EN, FR, DE, IT). No interpretation will be provided at the appearances of the participating Heads of Delegation, except for the presidency’s press conference. Please note that interpretation will also not be provided during breaks between sessions or during the social lunch and gala dinner. To facilitate the proper interpretation of the interventions, please send any relevant meeting documents such as speeches or speaking points to e-mail address [email protected] at least one week before the date of the meeting. Please note that any additional accompanying interpreters must be registered as part of the official delegation to gain access to the meeting venue. Prior to the meeting, the interpreters may ask the organisers to send them the same preparatory information that the SCIC has available. This request will be made by e-mail to [email protected]. 6 BACK TO CONTENTS DELEGATION Delegations will be limited to the 1+2 format, Head of Delegation plus two accompanying participants, and a security officer if requested. This delegation format is fixed and no exception is allowed. If any official photographers or press secretaries from the delegation wish to have access to the meeting venue, they must be accredited as members of the delegation. The same applies to any additional interpreters. Should the Ambassador to Spain of a member or guest State wish to attend the meeting, they must also be accredited as a member of the delegation. REGISTRATION AND ACCREDITATIONS For security reasons, each delegate must have completed the registration and accreditation to gain access to the meeting venue and the official dinner. This registration will be made through the online accreditation platform by the Delegation Accreditation Officer (DAO). All delegation-related information (including personal details, intolerances, accreditations, hotels, transportation and security officers) may be processed via the platform. OPENING AND CLOSING DATES OF THE ACCREDITATION PLATFORM The relevant Spanish Minister sends a formal letter of invitation to the Heads of Delegation five weeks before the IMM, enclosed with this Practical Information Note. Once the letter of invitation has been received, the first thing all delegations must do is appoint the DAO, as soon as possible, and communicate their details to e-mail address [email protected]. The accreditation platform will be open from 8 to 28 June (it will close two weeks before the IMM). INSTRUCTIONS FOR THE ACCREDITATION OFFICER The DAO is responsible for the accreditation of all members of their delegation. Please register the DAO by sending their contact details (full name, phone number and e-mail address) to the address [email protected] as soon as possible, but no later than 14 June. Once appointed, the DAO will receive a link to the accreditation platform to register their delegation. DAOs are kindly requested to register their delegation and provide all necessary travel information. The accreditation platform will be open until 28 June 2023. Please make sure to fill in the delegation’s details correctly before submitting the registration as certain information (for example, the name of the delegate) will appear on the badge. If there are any questions regarding the registration, please send an e-mail to [email protected]. All personal information provided for accreditation will be processed in accordance with the EU General Data Protection Regulation (GDPR). 7 BACK TO CONTENTS TYPES OF ACCREDITATIONS Heads of Delegation will receive a lapel pin and other delegates will receive an accreditation badge (blue badge). All participants must visibly always wear a valid pin or badge, including during the dinner. Delegations will be given their pin and badges from their Liaison Officer (DLO) upon arrival. All badges are strictly personal and non-transferable. If you lose your pin or badge, you must immediately notify your Liaison Officer and the organisers by sending an e-mail to [email protected]. ACCREDITATION ACCESS Pin Heads of Delegation Allows access to all areas Allows access to the delegates’ lounge, Blue badge Delegates and to the press meeting areas. LIAISON OFFICERS A Liaison Officer (DLO) will be assigned to each delegation to assist and accompany the Head of Delegation and delegates throughout the meeting. The DLO will: - Serve as a point of contact between the delegation and the organisers. - Accompany and be available to the delegation, ensuring that the programme schedule is adhered to and that the delegation participates in the events. - Provide logistical assistance and administrative support at airports, train stations, accommodations and venues. - Provide and distribute accreditations upon arrival (pins and badges). - Reserve spaces and slots for bilateral meetings, if requested. Delegations will receive their DLO’s contact details after registration has been completed. If there are any questions regarding DLOs, please contact: [email protected]. FLYOVER AND LANDING CLEARANCES FOR STATE AIRCRAFT The Embassies of EU Member States in Madrid must send a Note Verbale and an EUDIC Form to the Ministry of Foreign Affairs, European Union and Cooperation at the following e-mail address: [email protected]. 8 BACK TO CONTENTS For countries holding Annual Diplomatic Clearance, simply tick section 5 (notification). Countries without annual diplomatic clearance for 2023 should tick section 4 (request) on the EUDIC Form, and they will receive a code for the specific flight. ARRIVALS AND DEPARTURES Delegations must indicate the place and time of arrival to and departure from Madrid through the accreditation platform. Delegates who are not travelling with the Head of Delegation will not be welcomed or sent off by the Liaison Officers. TRANSPORTATION The Spanish Presidency will provide transportation for the entire delegation (including security and liaison officers) exclusively for transfers between the different official venues within the programme on 13 and 14 July. Delegations are advised to make early arrangements for their flights to Spain. Once travel plans have been made, the places and times of arrival and departure must be indicated through the accreditation platform. The meeting venue and selected hotels are in the city of Madrid. The official arrival and departure point for the delegations is the Adolfo Suarez Madrid Barajas International Airport. The organisers will provide access to the airport’s VIP lounges for the Head of Delegation and accompanying individuals only. Their use will be requested through the accreditation platform; it is not necessary to request this access by Note Verbale. They may be welcomed by ambassadors or representatives accredited by their Embassies at the corresponding VIP lounge. The person sent by the Embassy must be communicated in advance via the e-mail address: [email protected]. At that time, they will also contact the Liaison Officer who will assist them during the IMM. All Heads of Delegation arriving on the day of the meeting will be provided with transport from Madrid Airport to the city centre, offered by the Spanish Presidency. This service will consist of a convoy formed by a representative vehicle for the Head of Delegation and a van for the rest of the delegation, with the corresponding security protection. This transfer takes approximately 30 minutes. The organisers will also facilitate all internal transfers within the city of Madrid that form part of the official programme of the IMM, by means of collective transport. The delegation or members thereof who do not wish to use them must have their own arrangements to follow the programme. On the day the meeting ends, the organisers will facilitate the return of the delegations from the meeting venue to the Madrid Airport, with the same individual convoy arrangement as on arrival. Delegations with a travel schedule other than that covered by the organisers should make their travel arrangements privately. 9 BACK TO CONTENTS ACCOMMODATION The Spanish Presidency has reserved rooms for the Heads of Delegation and the delegates authorised to accompany them in the host cities. The Presidency will only cover the cost of accommodation, breakfast and corresponding taxes for the night of the July 13th for the Head of Delegation and one delegate (1+1). All other delegates are assigned a room to facilitate logistics and security during the meeting. These overnight stays will be paid for by the delegation itself. Additional expenses incurred by the Head of Delegation or any other member thereof that are not foreseen in the framework of official events (meals, drinks, mini-bar, etc.) will be borne by the delegation. The organisers strongly recommend staying at the hotels that will be assigned to you through the online accreditation platform of the Spanish Presidency. Should you opt for a different hotel, the organisers will not be able to provide you with transportation or security with respect to such accommodation. It shall be the responsibility of those who choose to stay at another hotel to make their way there, travel to the meeting point for the other delegations, make the reservation and check in, with no support from the Liaison Officer during this process. Delegations must request their accommodation reservations via the link to the online accreditation platform. During the IMM, the Heads of Delegation and their +1 will stay at Hotel NH Suecia. All other delegates will stay at Hotel Barceló Torre de Madrid. HOTEL NH SUECIA Hotel NH Suecia in Madrid is in the heart of Madrid, in the neighbourhood of Las Letras, very close to the Banco de España, making it easy to reach the meeting venue on foot. HOTEL BARCELÓ TORRE DE MADRID. Hotel Barceló Torre de Madrid is in the recently renovated Plaza de España, the start of Madrid’s Gran Vía and the core of the city centre. 10 BACK TO CONTENTS CATERING MADRID | 13 JULY 2023 14:00 Informal lunch for the entire delegation in the Oval Room at the Banco de España 21:00 Official dinner at the Museo Nacional Centro de Arte Reina Sofía This museum is located at one of the corners of the Paseo del Arte, and houses an important collection of contemporary Spanish art of renowned international value, including Pablo Picasso’s El Guernica. The dinner for the Heads of Delegation will be served by the prestigious Coque Restaurant in Madrid, in El Claustro. Delegates will dine in an adjoining space, served by the chefs from Arzábal Restaurant. Sabatini Garden - Museo Reina Sofía MADRID | 14 JULY 2023 12:15 Informal lunch for the entire delegation in the Oval Room at the Banco de España SECURITY The Presidency will provide security during the meeting through the National Police and the Guardia Civil, in addition to local and regional police, where appropriate. Security zones designated by Spanish authorities will only be accessible to accredited vehicles and accredited individuals wearing a valid pin or badge. For this reason, delegates and other accredited participants must visibly always wear a valid pin or badge. 11 BACK TO CONTENTS Heads of Delegation have the option to bring a security officer in addition to their delegation. This information must be provided upon accreditation and the security service must register on the accreditation platform. Special authorisations for the use of weapons and radio frequencies for a security officer must be made by means of a Note Verbale addressed to the Ministry of Foreign Affairs, European Union and Cooperation (which may be sent in advance to the e-mail address [email protected]). For any questions related to security, including requests to conduct a security visit to Spain ahead of the meeting, delegations should contact [email protected]. The entry of an EU citizen into Spanish territory shall be made with a valid and current passport or identity document in which the nationality of the holder is stated. Nationals of non-EU countries must be in possession of a valid and current passport or travel document proving their identity, which is deemed valid for this purpose by virtue of international conventions signed by Spain, and must not be subject to any express prohibitions. GENERAL INFORMATION Useful contacts OFFICE FOR THE COORDINATION OF THE SPANISH PRESIDENCY OF THE COUNCIL OF THE EU - OCPUE [email protected] MEDICAL EMERGENCY TELEPHONE NUMBER 112 NATIONAL POLICE 091 MUNICIPAL POLICE 092 Internet - Wi-Fi Wireless internet access is available throughout the meeting venue. First aid and medical assistance Each meeting venue will have a medical unit. At the time of accreditation, the platform will ask for relevant information on allergies, dietary restrictions and preferences of the Heads of Delegation and delegates, and voluntarily: blood group, mobility problems, medicinal allergies and pharmaceutical treatments. It is important that all this information is provided so that they can be addressed properly. Lost and found If you have lost or found an item, please contact the Liaison Officer. Please note that the organisers are not liable for personal injuries or loss or damage to the personal property of registered delegates. All participants should make their own arrangements with respect to personal insurance for their items. Weather conditions Temperatures in Madrid in July are expected to range between 26°C and 37°C. 12 BACK TO CONTENTS Social media All content from the Spanish presidency is available on the following social media: TWITTER @eu2023es INSTAGRAM www.instagram.com/eu2023es FACEBOOK www.facebook.com/eu2023es YOUTUBE www.youtube.com/@EU2023ES FLICKR www.flickr.com/photos/eu2023es/ LINKEDIN Spanish Presidency of the Council of the European Union www.linkedin.com/company/eu2023es Links of interest The website of the Spanish Presidency of the Council of the European Union 2023 www.eu2023.es contains information on all matters related to the Presidency and is available in Spanish, English and French. On the website www.lamoncloa.gob.es/lang/en you can find all information regarding the current affairs of the Spanish Government. Photographs Photographs provided by TURESPAÑA (Turismo de España; www.spain.info/en) and by the establishments themselves. 13 BACK TO CONTENTS SPANISH PRESIDENCY’S SUSTAINABILITY PLAN The Organising Committee of the Spanish Presidency of the Council of the European Union has adopted this Plan to ensure that the Spanish Presidency is a sustainable Presidency, in line with the 2030 Agenda and with political priorities such as ecological transition, inclusion and equality. The Sustainability Plan distinguishes between three phases of development: the preparatory phase, the presidency phase and the completion phase. During the preparatory phase, i.e., during the months prior to the start of the Spanish Presidency, the Sustainability Plan has called on all organisational centres to consider and promote the application of sustainability criteria in public procurement processes. The presidency phase covers the six months comprising the six months of the Spanish Presidency. To implement this Plan as of July 1st, six commitments are made: 1. Encourage the use of sustainable and low-emission transportation. 2. Opt for a rational use of energy resources. 3. Commit to sustainable, healthy and local catering services. 4. Promote a sustainable use of materials and reduction of waste for a Circular Economy. 5. Ensure inclusion, equality and universal accessibility. 6. Facilitate transparency and broaden the scope of the Plan. Finally, the Sustainability Plan includes a completion phase, in which the implementation of the Plan will be accounted for. PUNTO VIOLETA GUIDE Gender-based violence is not a private problem; it is a violation of human rights that is the responsibility of society, especially public authorities. For this reason, the Spanish Presidency of the Council of the European Union facilitates access to the Punto Violeta Guide to act in the face of Male Violence, an instrument promoted by the Ministry of Equality to involve society in the fight against male violence and to spread the information needed to know how to act in the event of a case of violence against women.  Punto Violeta Guide (in Spanish).  Punto Violeta Guide (in English).  Punto Violeta Guide (in French). 14 BACK TO CONTENTS IN COLLABORATION WITH 15  BACK TO CONTENTS OFFICE FOR THE COORDINATION OF THE [email protected] SPANISH PRESIDENCY OF THE COUNCIL OF THE EUROPEAN UNION 16