IHB Files No. S3/0104 & CBSC
CIRCULAR LETTER 10/2016
26 February 2016
FOURTEENTH MEETING OF THE CAPACITY BUILDING SUB-COMMITTEE (CBSC14)
Abu Dhabi, UAE, 24-26 May 2016
and
EIGHTH MEETING OF THE INTER-REGIONAL COORDINATION COMMITTEE
(IRCC8)
Abu Dhabi, UAE, 29-31 May 2016
References: A. IHO CL 69/2015 dated 17 September – Outcome of the seventh meeting of the
Inter-Regional Coordination Committee (IRCC7)
B. IHO CL 76/2015 dated 26 October – Outcome of the 13th Meeting of the Capacity
Building Sub-Committee (CBSC13) and the 2016 Capacity Building Work
Programme (2016-CBWP)
Dear Hydrographer,
1. Following the kind invitation from the General Headquarters (GHQ) Armed Forces, Military
Survey Department of the United Arab Emirates (UAE) to host the next meetings of the IHO Capacity
Building Sub-Committee (CBSC14) and Inter-Regional Coordination Committee (IRCC8) in Abu
Dhabi, from 24 to 26 May and from 29 to 31 May 2016 respectively, I am pleased to confirm the
meetings. Both meetings will take place in the Armed Forces Officers Club and Hotel, in Abu Dhabi,
UAE.
2. This letter provides general information and the draft agendas and timetables for the meetings.
3. Actions arising from CBSC13 and IRCC7. The current status of actions arising from
CBSC13 and IRCC7 (see references A and B) are available on the respective sections of the IHO
website. Some actions are still pending. Those nominated for actions that remain outstanding are
kindly requested to take action as necessary and report the status to the CBSC Secretariat
(
[email protected]) and IRCC Secretariat (
[email protected]) as soon as possible.
4. Draft Agendas and Timetables for CBSC14 and IRCC8. The draft agendas and timetables
for CBSC14 and IRCC8 are provided in Annexes A and B respectively. Associated documents, where
known, are listed. Member States are kindly requested to review the draft agendas and timetables of
the meetings and provide any comments or proposals for new or amended agenda items to the CBSC
and IRCC Secretariats by 11 April 2016. If necessary, revised draft agendas and timetables for
CBSC14 and IRCC8 will be prepared and posted on the IHO website in due course.
5. Submission of documents for IRCC8. Documents intended for consideration at IRCC8
should be submitted to the IRCC Secretariat (
[email protected] and copy to
[email protected]) in accordance
with the "Instructions for the Submission of Reports and Proposals for Consideration by IRCC and its
subordinate bodies" available on the IHO web site (Home → Committees & WG → IRCC →
Meetings section) as follows:
Papers Submission Deadline
Substantive papers – new items Not later than 11 April 2016 (seven
Proposals for new work items and any submissions requiring weeks before commencement of the
consideration and a decision by IRCC meeting)
Subsequent Comments and Contributions Not later than 9 May 2016 (three
Subsequent papers (which should be no more than 4 pages) weeks before commencement of the
commenting on submissions or proposals submitted as above meeting)
Reports of the RHCs and IRCC Bodies
Information documents
6. Submission of documents to CBSC14. Documents intended for consideration at CBSC14
should be submitted to the CBSC Secretariat (
[email protected]) in accordance with the "Instructions for
the Submission of Reports and Proposals for Consideration by IRCC and its subordinate bodies"
referred to in paragraph 5, as follows:
Papers Submission Deadline
Requests of support to CBSC Not later than 1 April 2016
The submissions should follow the CB Procedures
(www.iho.int → Capacity Building → Procedures)
Substantive papers – new items Not later than 5 April 2016 (seven
Proposals for new work items and any submissions requiring weeks before commencement of the
consideration and a decision by CBSC meeting)
Subsequent Comments and Contributions Not later than 3 May 2016 (three
Subsequent papers (which should be no more than 4 pages), weeks before commencement of the
commenting on submissions or proposals submitted as above meeting)
Information documents
7. Documents received after the relevant deadline will be treated as information papers only. All
documents for the meetings will be posted on the IHO website under Committees & WG, in their
respective sections, as soon as they are available. Member States are invited to consult the IHO
website regularly.
8. The lists of the members of the IRCC and CBSC are maintained on the IHO website:
(Home → Committees & WG → IRCC → Members section) and (Home → Committees & WG →
CBSC → Members section). Both meetings are open to all Member States, and to recognized
Observer Organizations who may participate, in accordance with the Terms of Reference of the CBSC
and IRCC.
9. Logistics. General information is provided in Annex C to this letter. I would like to
emphasize that hotel reservations and visa requests are the responsibility of each participant. Further
information for administration and logistic issues, if required, will be provided on the IHO web site.
10. Registration. Members of the CBSC and the IRCC, as well as Observers, wishing to attend
one or both of the meetings, are requested to send their Registration Form (Annex D) to the host
organization, Military Survey Department – Hydrographic Section of the UAE and to the IHB as soon
as possible and not later than 30 April 2016. This will facilitate the overall logistic planning and the
preparation of the meetings.
11. The points of contact for logistics, visa and accommodation assistance for both meetings are
presented in Annex C.
12. According to the arrangements outlined at IRCC7, the 15th CBSC and 9th IRCC meetings are
planned to be held in Paramaribo, Suriname in May/June 2017. India kindly offered to host the
meetings in 2018 (CBSC16 and IRCC10) subject to confirmation. Proposals for hosting the
subsequent meetings in 2019 (CBSC17 and IRCC11) are welcome at any time and preferably not
later than at IRCC8 in Abu Dhabi.
On behalf of the Directing Committee
Yours sincerely,
Mustafa IPTES
Director
Annexes (in English only):
Annex A – Draft Agenda and Timetable for CBSC14
Annex B – Draft Agenda and Timetable for IRCC8
Annex C – Logistics Information
Annex D – Registration Form
IHB Files No. S3/0104 & CBSC Annex A to IHO CL 10/2016
14th MEETING OF THE IHO CAPACITY BUILDING SUB-COMMITTEE
IHO-CBSC14
Abu Dhabi, UAE, 24-26 May 2016
DRAFT AGENDA AND TIMETABLE
Note: Presenters of papers in parentheses ( ).
Time DAY ONE OF CBSC14 – Tuesday 24 May Action
08h00 Registration All
09h00 1. a. Opening Remarks
Opening of the meeting and welcome. Chair/Host/
b. Introductions IHB
Participants will be invited to introduce themselves. All
c. Administrative Arrangements
Docs: CBSC14-01A List of Documents (IHB)
CBSC14-01B List of Participants (IHB)
CBSC14-01C CBSC Membership (IHB)
CBSC14-01D ToR and RoP (IHB)
CBSC14-01E ToR for the CB Coordinators (IHB)
Host/IHB
Logistic guidance and information. Documents are presented and updated as
necessary.
09h50 2. Approval of Agenda
Doc: CBSC14-02 Agenda and Timetable (IHB)
Participants are invited to comment the agenda and timetable in case Chair
updates are necessary. Agenda is adopted.
10h00 3. Matters arising from Minutes of CBSC13 Meeting
Docs: CBSC14-03A Minutes of CBSC13 (IHB)
CBSC14-03B Status of Action List from CBSC13 (IHB)
Approval of the CBSC13 Minutes. List of Actions is reviewed and updated. Chair
10h30 Coffee break Host
11h00 4. Reports by the Chair and the IHB
Docs: CBSC14-04A Report by the Chair (Chair)
CBSC14-04B Report by the IHB (IHB)
Highlights from the Chair and the IHB on ongoing issues and the future of Chair/IHB
the IHO Capacity Building programme. Chair reports on the Coordination
of CB activities with ROK and Japan and the work of the Joint
IHO/IMO/WMO/IOC/IALA/IAEA/FIG CB Coordination Meeting.
Time DAY ONE OF CBSC14 – Tuesday 24 May (Continued) Action
11h30 5. Regional Assessment of CB Activities
5.1 Reports of the RHCs
Docs: CBSC14-05.1A MBSHC Report
CBSC14-05.1B EAHC Report
CBSC14-05.1C EAtHC Report
CBSC14-05.1D SEPRHC Report
CBSC14-05.1E SWPHC Report
CBSC14-05.1F MACHC Report
CBSC14-05.1G SAIHC Report
CBSC14-05.1H NIOHC Report
CBSC14-05.1I RSAHC Report
CBSC14-05.1J SWAtHC Report
RHC Members and CB Coordinators will update the meeting on the status RHC Reps.
of C-55, report on visits (high-level, technical and follow-up) and report on
courses, workshops and seminars.
12h30 Group photo followed by lunch break Host
14h00 5. Regional Assessment of CB Activities (continued)
5.2 Update and closure of the 2015 CBWP
Chair/IHB
Doc: CBSC14-05.2 Closed 2015 CBWP
CBSC will update and close the 2015 CBWP.
14h30 6. Regional projects for CB
Docs: CBSC14-06A Risk Assessment (SWPHC)
CBSC14-06B OECS Project (UK)
CBSC14-06C CB Developments in EAHC (EAHC)
CBSC14-06D Definition Study for Long Term Project (EAtHC)
CBSC14-06E Strengthening the Hydrographic Capacities in the
MACHC (Mexico)
CBSC14-06F Neptune Programme (UK)
Reports and presentations on ongoing developments in regional projects (20
minutes each):
a) SWPHC (Risk assessment) N. Zealand
b) MACHC (OECS Project) UK
c) EAHC (CB developments) EAHC
d) EAtHC (Definition Study for a Long Term Project) France
e) MACHC (Strengthening the Hydrographic Capabilities) Mexico
f) UK Overseas Territories (Neptune Programme) UK
15h30 Coffee break Host
16h00 6. Regional projects for CB (continued)
Continuation of item 6. RHC Reps.
17h30 END OF DAY ONE Chair
Time DAY TWO OF CBSC14 – Wednesday 25 May Action
09h00 7. Strategic Issues of the CBSC
Docs: CBSC14-07 IHO Capacity Building Strategy (IHB)
7.1 Assessment of the IHO CB Strategy
7.2 Way Ahead for the IHO CB Strategy
7.3 Development of projects to seek donor funds
7.4 Measures of success of the CB Programme
7.5 Review of IHO Strategic Plan in relation to CB Strategy
The meeting will discuss the revised IHO CB Strategy and the way ahead Chair/IHB
for the CB Strategy, including the development of projects to seek donor
funds and the measures of success of the CB Programme.
10h30 Coffee break Host
11h00 8. Operational issues of the CBSC
8.1 Revision of the CB Procedure 7 (Application Procedure)
Doc: CBSC14-08.1 draft revised CB Procedure 7 (IHB)
Revision of the CB Procedure 7. IHB
8.2 Revision of the CB Procedure 8 (Finance Management)
Doc: CBSC14-08.2 draft revised CB Procedure 8 (IHB)
Revision of the CB Procedure 8. IHB
8.3 Revision of the draft CB Procedure 9 (Technical Visits)
Doc: CBSC14-08.3 draft CB Procedure 9 (IHB)
Revision of the experimental draft CB Procedure 9 in view of the lessons IHB
learned in using this draft in the past year.
12h30 Lunch break Host
14h00 8. Operational issues of the CBSC (Continued)
8.4 Proposal of new CB Procedures
Docs:CBSC14-08.4A Draft CB Procedure 10 on the Management Plan
(IHB)
CBSC14-08.4B Draft CB Procedure 11 on the Assessment of the
Status of CB Phases (UK)
CBSC14-08.4C Draft CB Procedure 12 on a Certificate for the
Completion of CB Activities (UK and IHB) IHB/UK
Meeting will consider the draft new CB Procedures on the Management
Plan, the assessment of the status of the CB Phases in coastal States and the
adoption of a certificate template to be awarded to those successfully
completing CB Activities.
8.5 CB Management System update
IHB
Doc: CBSC14-08.5 CB Management System update (IHB)
Analysis of the issues for the continuing development of the CB
Management System
8.6 C-55 Status and Developments IHB
Doc: CBSC14-08.6 C-55 Status and Developments (IHB)
IHB will update on the status of C-55 and current developments.
15h30 Coffee break Host
Time DAY TWO OF CBSC14 – Wednesday 25 May (continued) Action
16h00 8. Operational issues of the CBSC (Continued)
8.7 Performance Indicators and Statistics
Docs: CBSC14-08.7 Performance Indicators (Chair)
Discussion on the requirements for the Performance Indicators and the Chair
establishment of the relevant statistics related to CB.
8.8 Review of the 3-year RHC Work Plans 2018-2020
Docs: CBSC14-08.8A MBSHC 3-year Work Plan
CBSC14-08.8B EAHC 3-year Work Plan
CBSC14-08.8C EAtHC 3-year Work Plan
CBSC14-08.8D SEPRHC 3-year Work Plan
CBSC14-08.8E SWPHC 3-year Work Plan
CBSC14-08.8F MACHC 3-year Work Plan
CBSC14-08.8G SAIHC 3-year Work Plan
CBSC14-08.8H NIOHC 3-year Work Plan
CBSC14-08.8I RSAHC 3-year Work Plan
CBSC14-08.8J SWAtHC 3-year Work Plan
Review of the 3-year Work Plans of the RHCs (CBSC13 Action 45) RHCs
17h30 END OF DAY TWO Chair
Time DAY THREE OF CBSC14 – Thursday 26 May Action
09h00 9. CB Management
9.1 Update of the 2016 CBWP
Doc: CBSC14-09.1Updated 2016 CBWP (IHB)
Assessment of and feedback to the 2016 CBWP. Chair
9.2 Finance Report
Doc: CBSC14-09.2 Finance Report (IHB)
IHB will introduce the finance report for the approval of the CBSC IHB
10h30 Coffee break Host
11h00 9. CB Management (continued)
9.3 Management Plan
Doc: CBSC14-09.3 draft 2017 CB Management Plan (IHB)
CBSC will review, update and approve the 2017 CB Management Plan. IHB
9.4 Adoption of the 2017 CBWP
Doc: CBSC14-09.4 Adopted 2017 CBWP (IHB)
CBSC adopt the 2017 CBWP. Doc. CBSC14-09.4 will be drafted during the
meeting following the approval of the 2017 CB Management Plan.
12h30 Lunch break Host
14h00 10. Report from the CBSC to the IRCC8 Meeting
Preparation of the CBSC Chair report to the IRCC8 Meeting. Chair
14h30 11. Any other business
CBSC discuss any other business. Chair
Time DAY THREE OF CBSC14 – Thursday 26 May (Continued) Action
15h00 12. Next CBSC Meetings (venue and date)
Definition of the dates and venue for CBSC15 and confirmation of Chair
CBSC16. Participants are expected to offer to host CBSC17.
CBSC15: Tentative date: 31 May-2 June 2017 – Paramaribo, Suriname
CBSC16: May / June 2018 – Goa, India (subject to confirmation)
CBSC17: May / June 2019 - Venue depending on proposals from Member
States
15h30 Coffee break Host
16h00 13. Review of the List of Actions
Doc: CBSC14-13 Draft list of actions from CBSC14 (IHB)
CBSC reviews the List of Actions with deadlines and assigned lead. Doc. Chair
CBSC14-13 will be drafted during the meeting.
16h45 19. Closure
Chair ends the meeting. Chair
17h00 END OF THE MEETING Chair
IHB File No. S3/0104 & CBSC Annex B to IHO CL 10/2016
EIGHTH MEETING OF THE IHO INTER-REGIONAL COORDINATION COMMITTEE
IHO-IRCC8
Abu Dhabi, UAE, 29-31 May 2016
DRAFT AGENDA AND TIMETABLE
Note: Presenters of papers in parentheses ( ).
Time DAY ONE OF IRCC8 – Sunday, 29 May Action
08h00 Registration All
09h00 1. a. Opening Remarks
Opening of the meeting and welcome. Chair will give the opening remarks and then Chair/Host
invite the host and the IHB President to address the audience. /IHB
b. Introductions
Participants will be invited to introduce themselves. All
c. Administrative Arrangements
Docs: IRCC8-01A List of Documents (IHB)
IRCC8-01B List of Participants (IHB)
IRCC8-01C List of IRCC Members(IHB)
Logistic guidance and information. Documents are presented and updated as necessary. Chair/Host/
IHB
09h30 2. Approval of Agenda
Doc: IRCC8-02 Agenda and Timetable (IHB)
Participants are invited to comment on the agenda and timetable in case updates Chair
are necessary. Agenda is adopted.
09h45 3. Matters arising from Minutes of IRCC7 Meeting
Docs: IRCC8-03A Minutes of IRCC7 (IHB)
IRCC8-03B Status of Action List from IRCC7 (IHB)
Approval of the IRCC7 Minutes. List of Actions from IRCC7 is reviewed and updated. Chair/IHB
10h15 4. Review of Terms of Reference and Rules of Procedure
Doc: IRCC8-04 TOR-ROP (IHB)
Meeting will review the IRCC Terms of Reference (ToR) and Rules of Procedure Chair/IHB
(RoP).
10h30 Coffee Break Host
11h00 5. Report by the Chair and the IHB
Docs: IRCC8-05A IRCC Annual Report (Chair)
IRCC8-05B IHB Report (IHB)
Highlights from the activity reports are delivered by the Chair and the IHB. Chair/IHB
11h30 6. RHC Reports
Docs: IRCC8-06A Nordic HC (NHC Chair)
IRCC8-06B North Sea HC (NSHC Chair)
IRCC8-06C East Asia HC (EAHC Chair)
IRCC8-06D US/Canada HC (USCHC Co-Chair)
IRCC8-06E Mediterranean and Black Seas HC (MBSHC Chair)
IRCC8-06F Baltic Sea HC (BSHC Chair)
IRCC8-06G Eastern Atlantic HC (EAtHC Chair)
IRCC8-06H South-East Pacific Regional HC (SEPRHC Chair)
IRCC8-06I South-West Pacific HC (SWPHC Chair)
IRCC8-06J Meso American - Caribbean Sea HC (MACHC Chair)
IRCC8-06K Southern Africa and Islands HC (SAIHC Chair)
IRCC8-06L North Indian Ocean HC (NIOHC Chair)
IRCC8-06M ROPME Sea Area HC (RSAHC Chair)
IRCC8-06N South West Atlantic HC (SWAtHC Chair)
IRCC8-06O Arctic Regional HC (ARHC Chair)
RHC Chairs are invited to summarize their report briefly and present the key RHC
achievements, the challenges faced and lessons learned in each Region (maximum Chairs
10 minutes each).
The Committee will be invited to note the key achievements and discuss how to
overcome some of the common challenges faced by the RHCs.
12h30 Group Photo followed by Lunch Break Host
14h00 6. RHC Reports (continued)
Continuation of item 6 RHC
Chairs
15h30 Coffee Break Host
16h00 6. RHC Reports (continued)
Continuation of item 6 RHC
Chairs
17h30 END OF DAY ONE Chair
Time DAY TWO OF IRCC8 – Monday, 30 May Action
09h00 7. Reports from IRCC Bodies
Docs: IRCC8-07A Hydrographic Commission on Antarctica (HCA Chair)
IRCC8-07B World-Wide Navigational Warning Service Sub-Committee
(WWNWS-SC Chair)
IRCC8-07C Capacity Building Sub-Committee (CBSC Chair)
IRCC8-07D WEND Working Group (WENDWG Chair)
IRCC8-07E MSDI Working Group (MSDIWG Chair)
IRCC8-07F IHO-EU Network Working Group (IENWG Chair)
IRCC8-07G CSB Working Group (CSBWG Chair)
IRCC8-07H1 FIG-IHO-ICA IBSC (IBSC Chair)
IRCC8-07H2 S-5A Submission (IBSC Chair)
IRCC8-07I IHO-IOC GEBCO Guiding Committee (GGC Chair)
Chairs of the IRCC bodies will present the main achievements, challenges faced, Chairs of
lessons learned and work programs in the IRCC bodies (maximum 10 minutes the IRCC
each). The Committee is invited to discuss the inputs and to provide guidance of each bodies
body’s work programme.
10h30 Coffee Break Host
11h00 7. Reports from IRCC Bodies (continued) RHC
Continuation of item 7. Chairs
12h30 Lunch Break Host
14h00 7. Reports from IRCC Bodies (continued) RHC
Continuation of item 7. Chairs
15h00 8. Inputs from Member States and other bodies affecting IRCC
Docs: IRCC8-08A Input from HSSC7 (HSSC)
IRCC8-08B Relations with IGOs, NGIOs and IHO Stakeholders (IHB)
Highlights from the reports and how they impact the RHCs and the IRCC bodies. Chair/IHB
Representation of the IHO at international and regional events will be discussed and
evaluated.
15h30 Coffee Break Host
16h00 09. Data gathering and Management, Maximizing the use of Hydrographic Data
Docs: IRCC8-09A Update on Data gathering and Management, Maximizing the use
of Hydrographic Data(IHB)
Chair
Update on Data gathering and Management, Crowd-Sourced Bathymetry, Maximizing
the use of Hydrographic Data will be presented by the IHB. IRRC will discuss the
necessary actions to improve data gathering and also MSDI/NSDI at national and
regional levels. Participants are invited to comment and contribute.
Additional papers / input are expected from the Member States and participants.
Time DAY THREE OF IRCC8 – Tuesday, 31 May Action
16h45 10. Developments on GIS
Doc: IRCC8-10 Update on the INToGIS Project (IHB)
Presentation of the developments on GIS and INToGIS Projects and how they impact
the RHCs and the Member States’ activities. Participants are invited to comment and
contribute.
17h30 END OF DAY TWO Chair
09h00 11. IHO Strategy
11.1 Revision of the IHO Strategic Plan
Doc: IRCC8-11.1 Revision of the IHO Strategic Plan (IHB)
IHB will present the revision requirements of the current IHO Strategic Plan and its Chair/IHB
relation to the IRCC roles and responsibilities. Participants are invited to provide their
input on the content of the revision of the IHO Strategic Plan.
11.2 Implementation of Performance Monitoring and Revision of the
Performance Indicators
Docs: IRCC8-11.2A Implementation of the IRCC SPIs and WPIs (IHB)
IRCC8-11.2B Feedback from RHC (RHC Chair)
IRCC8-11.2C Feedback from IRCC Bodies (CBSC and WENDWG Chair)
IRCC8-11.2D Revision of the Performance Indicators (IHB)
IRCC Strategic Performance Indicators and Work Programme Indicators will be Chair/IHB
presented. Experienced gained and lessons learned from RHCs and IRCC Bodies
are discussed. Revision requirements of the Performance Indicators will be considered.
10h30 Coffee Break Host
11h00 12. Procedure for RHCs to Designate their Representatives to the IHO Council
Doc: IRCC8-12 Procedure for RHCs to designate their representatives to the IHO Chair/IHB
Council (IHB)
A general briefing on the composition of the IHO Council and a sample template
describing a procedure for selecting representatives on a regional basis will be provided
by the IHB for information and consideration of the RHC Chairs.
11h45 13. IRCC Input to the XIXth International Hydrographic Conference / 1st
Assembly
Doc: IRCC8-13 IRCC input to the next IHC / Assembly (Chair)
IHB will present the preparations of the next IHC / Assembly. Chair will present the Chair/IHB
highlights of the draft IRCC report to the next IHC / Assembly. IRCC Members are
invited to provide their input on the draft report and draft agenda of the next IHC /
Assembly.
12h30 Lunch Host
14h00 14. Other information papers
Relevant information papers from the IRCC Members and Observers Organizations Chair
will be provided later, if any.
14h30 15. Next IRCC Meetings (Venue and Date)
Definition of the dates and venue for IRCC9 and confirmation of t he dat es and Chair
venue f or IRCC10. Participants are expected to offer to host IRCC11.
IRCC9: Tentative date: 05-07 June 2017 – Paramaribo, Suriname
IRCC10: May / June 2018 – Goa, India (subject to confirmation)
IRCC11: May / June 2019 - Venue depending on proposals from Member States
14h40 16. Any other business
Participants are invited to present other business items (if any). Host/All
15h00 17. Review of the Actions and Decisions
Review of the actions and decisions agreed during the meeting. All
15h30 Coffee Break Host
16h00 17. Review of the Actions and Decisions (continued)
Continuation of item 17. Chair
16h45 18. IRCC Work Programme Management
Discussion to build the IRCC Work Programme for 2016-2017 and to prepare the IRCC Chair
input to the IHO Work Programme for 2018-2020.
17h15 19. Closure
Chair ends the meeting. Chair
17h30 END OF THE MEETING Chair
IHB Files N° S3/0104 & CBSC Annex C to IHO CL 10/2016
FOURTEENTH MEETING OF THE CAPACITY BUILDING SUB-COMMITTEE (CBSC14)
Abu Dhabi, UAE, 24-26 May 2016
and
EIGHTH MEETING OF THE INTER-REGIONAL COORDINATION COMMITTEE (IRCC8)
Abu Dhabi, UAE, 29-31 May 2016
LOGISTICS INFORMATION
Meetings
The CBSC14 and IRCC8 Meetings will be held in the Armed Forces Officers Club and Hotel in Abu Dhabi, at the
following address:
Armed Forces Officers Club and Hotel
Al Khaleej Al Arabi Road, P.O. Box: 6382, Abu Dhabi, United Arab Emirates
Tel: +971 2 4415900, Fax: +971 2 4415339
e-mail:
[email protected] /
[email protected]
web: www.afoc.mil.ae
The Armed Forces Officers Club and Hotel is located in a military site and participants must present an official
identification (Passport) to be granted access.
Accommodation in Abu Dhabi:
The recommended accommodation is the Armed Forces Officers Club and Hotel (www.afoc.mil.ae) which will also be
the meeting venue. The following options are available at the Armed Forces Officers Club and Hotel:
Military Survey Department has made a block booking at the Armed Forces Officers Club and Hotel, Abu Dhabi in
the name of CBSC14 and IRCC8 with special rates including breakfast; free internet and free coffee and tea making
facilities as follows (please use the attached form(s) when you will arrange your booking):
Standard Single: AED 522.00 net, per room per night
Standard Double: AED 580.00 net, per room per night
Full details of the hotel are available at: www.afoc.mil.ae . Participants attending the meeting(s) are requested to
arrange their own reservations directly with the hotel (Armed Forces Officers Club and Hotel). Please send the Room
Reservation Forms (Attached to this Annex for CBSC14 and IRCC8 separately) to the hotel by e-mail or fax for each
meeting no later than 30 April 2016. Participants for those who wish to attend both meetings should forward
both Room Reservation Forms to the hotel.
Other hotels available in the vicinity of the meeting venue can be found at: www.booking.com.
Please note that the host organization will not provide any transportation for those who wish to stay at any
other hotel in Abu Dhabi.
Hotel and location Booking details Room rates Access to
meeting venue
Armed Forces Officers Club Reservation Supervisor As above 5 minute walk
and Hotel, Abu Dhabi Tel: +971 2 4415900 (same hotel)
Fax: +971 2 4415339
e-mail:
[email protected]
Transportation to and from Abu Dhabi International Airport
Transfer to and from the hotel can be done by local taxi services available at the airport and hotel. It takes 10-15
minute drive to / from Abu Dhabi International Airport. Participants attending the meeting(s) are invited to arrange
their own transportation.
General Information for Abu Dhabi
Please visit the website indicated below for detailed information about Abu Dhabi:
http://visitabudhabi.ae/en/default.aspx
Visa requirements
Depending on your nationality, the purpose and duration of your visit, you may require a visa to visit Abu Dhabi. We
invite you to check visa requirements at your earliest convenience. Anyone requiring visa assistance or a letter of
invitation from the United Arab Emirates for the purposes of obtaining a visa to visit Abu Dhabi please liaise with
the local point of contact Ms Rana Al Hamlawi. Visa information is available at:
http://www.mofa.gov.ae/EN/ConsularServices/Pages/Visa-Information.aspx
Contact details
The primary point of contact regarding the meeting details, more particularly logistical, visa and accommodation
assistance is as follows:
Ms Rana Al Hamlawi
e-mail:
[email protected]
Telephone: +971 02 6519176, Mobile: +971 5 58009801, Fax: +971 02 6415566
ROOM RESERVATION FORM
CBSC14
Armed Forces Officers Club and Hotel Abu Dhabi, United Arab Emirates
New Amendment Cancellation
CBSC14 (BAYANAT) 24-26 May 2016
To Reserve Your Room, Mail or Fax to:
Attn: Reservation Department and Sales Department
Tel: +971 2 441 5900 Fax: +971 2 441 5339
Email:
[email protected] or
[email protected]
PLEASE SEND THIS FORM BY FAX OR EMAIL DIRECTLY TO THE HOTEL ON OR BEFORE 30 April 2016
Guest Name
Surname First Name
Company ____________________
Business Address ________________
Tel No. Fax No Email:
Arrival Date Flight No Time: ___________________________
Departure Date Flight No Time:
No of Room (s) No. of Guest (s)
Room Category Single Room Rate Double Room Rate
Standard Room AED 522.00 net AED 580.00 net
Special Request
King Bed ( ) Twin Bed ( ) Non-Smoking ( )
(Subject to Availability)
*Above room rates are inclusive of 10% service charge and 6% tourism fee, buffet breakfast @ Al Bathna Restaurant & internet
Airport Pick-Up Arrangement (If Requested):
Abu Dhabi International Airport : AED 100.00 Net per way
th
Cancellation Policy Cancellation or a reduction in the number of nights stay received after 30 April 2016 will be subject to a charge
equivalent to 100% of original reserved stay.
No Show Policy No shows will result in a late cancellation charge equivalent to full duration of stay.
Credit Card Guarantee Please provide the credit card details to secure the room reservation.
Credit Card Type VISA ( ) MASTER CARD ( ) DINNERS ( ) AMEX ( )
For AMEX please provide the I/D No:
Credit Card No Expiry Date
Hotel Check-In/Check-Out Policy
Please be informed that the official check-in time is 14:00hrs and check out time is 12:00hrs
In the event of early check-in before 12:00hrs, a full-day surcharge will be applicable for a guaranteed check-in.
Early check in and late check out are subject to availability. Additional charges will apply.
Any flight changes must be advised at least 24 hours prior to arrival.
Signed: Date:
ROOM RESERVATION FORM
IRCC8
Armed Forces Officers Club and Hotel
Abu Dhabi, United Arab Emirates
New Amendment
Cancellation
IRCC8 (BAYANAT) 29-31 May 2016
To Reserve Your Room, Mail or Fax to:
Attn: Reservation Department and Sales Department
Tel: +971 2 441 5900 Fax: +971 2 441 5339
Email:
[email protected] or
[email protected]
PLEASE SEND THIS FORM BY FAX OR EMAIL DIRECTLY TO THE HOTEL ON OR BEFORE 30 April 2016
Guest Name
Surname First Name
Company _
Business Address
Tel No. Fax No Email:
Arrival Date Flight No Time:
Departure Date Flight No Time:
No of Room (s) No. of Guest (s)
Room Category Single Room Rate Double Room Rate
Standard Room AED 522.00 net AED 580.00 net
Special Request
King Bed ( ) Twin Bed ( ) Non-Smoking ( )
(Subject to Availability)
*Above room rates are inclusive of 10% service charge and 6% tourism fee, buffet breakfast @ Al Bathna Restaurant & internet
Airport Pick-Up Arrangement (If Requested):
Abu Dhabi International Airport : AED 100.00 Net per way
th
Cancellation Policy Cancellation or a reduction in the number of nights stay received after 30 April 2016 will be subject to a
charge equivalent to 100% of original reserved stay.
No Show Policy No shows will result in a late cancellation charge equivalent to full duration of stay.
Credit Card Guarantee Please provide the credit card details to secure the room reservation.
Credit Card Type VISA ( ) MASTER CARD ( ) DINNERS ( )
AMEX ( )
For AMEX please provide the I/D No:
Credit Card No Expiry Date
Hotel Check-In/Check-Out Policy
Please be informed that the official check-in time is 14:00hrs and check out time is 12:00hrs
In the event of early check-in before 12:00hrs, a full-day surcharge will be applicable for a guaranteed check-in.
Early check in and late check out are subject to availability. Additional charges will apply.
Any flight changes must be advised at least 24 hours prior to arrival.
Signed: Date:
IHB Files N° S3/0104 & CBSC Annex D to IHO CL 10/2016
FOURTEENTH MEETING OF THE CAPACITY BUILDING SUB-COMMITTEE (CBSC14)
Abu Dhabi, UAE, 24-26 May 2016
and
EIGHTH MEETING OF THE INTER-REGIONAL COORDINATION COMMITTEE (IRCC8)
Abu Dhabi, UAE, 29-31 May 2016
Registration Form (one for each participant)
(to be returned to
[email protected] / Fax: +377 93 10 81 40) and
[email protected] / Fax +971 02 641 5566
by 30 April 2016)
CBSC Members, please indicate RHC and Country:
IRCC Members, please indicate RHC or IRCC
Body and Country:
Representatives of Observer Organizations, please
indicate Organization:
Please indicate with an (x) your participation ( ) CBSC14
option: ( ) IRCC8
( ) Both
HEAD or MEMBER
RANK / TITLE
SURNAME (Family Name)
FIRST NAME (Given Name)
NATIONALITY
PASSPORT NUMBER
E-MAIL
TELEPHONE/MOBILE PHONE
NAME (S) OF ACCOMPANYING
PERSON (S) (if any)
Date
Arrival Time
FLIGHT Flight Number
DETAILS Date
Departure Time
Flight Number
Armed Forces Officers ( ) Yes
ACCOMMODATION Club and Hotel, Abu Dhabi ( ) No
Other hotel (Name)
Note: please consider sending your registration form by e-mail or fax using the Excel file available in
the CBSC14 and IRCC8 pages of the IHO website.
From: REG
To: "Arg"; "Aus"; "Bahrain"; "Bang"; "Belg"; "Brazil"; "Brunei"; "Canada"; "Chile"; "China"; "Croatia"; "Cuba"; "Cyp";
"Den"; "DomRep"; "DPRK"; "Egypt-ENHD"; VA_hnt; "Fiji"; "Finland"; "France"; "Georgia"; "Ger"; "Greece";
"Guat"; "Iceland"; "India"; "Indonesia"; "Iran"; "Ireland"; "Italy"; "Jamaica"; "Japan"; "Korea"; "Kuw"; "Latvia";
"Malays"; "Mauritius"; "Montenegro"; "Moz"; "Mozambique"; "Myan"; "Nether"; "Nigeria"; "Norway"; "NZ";
"Oman"; "Pak"; "Philip"; "PNG"; "Poland"; "Port"; "Qatar"; "Rom"; "Russia"; "S Africa"; "SA"; "Sing"; "SL"; "Slo";
"Suriname"; "Sweden"; "Syria"; "Thailand"; "Tonga"; "TT"; "Turk"; "UAE"; "UK"; "Ukraine"; "Urug"; "USNOAA";
"Ven"; "Vietnam"
Subject: CL 10/2016 - Deadline 30 April 2016
Date: Monday, February 29, 2016 2:41:19 PM
Attachments: Cl10.docx
Dear Hydrographer,
Please find attached herewith :
CL 10/2016 : FOURTEENTH MEETING OF THE CAPACITY BUILDING SUB-COMMITTEE (CBSC14)
Abu Dhabi, UAE, 24-26 May 2016
and
EIGHTH MEETING OF THE INTER-REGIONAL COORDINATION COMMITTEE (IRCC8)
Abu Dhabi, UAE, 29-31 May 2016
Yours sincerely,
IHB
M.MOLLET