INFORMATION CIRCULAR NO. 2 UPDATE 5 7 June 2002

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1 INFORMATION CIRCULAR NO. 2 UPDATE 5 7 June 2002 Information Required from Government Delegations 1. The following detailed information is urgently needed in order to facilitate proper reception, transportation and security, and should be communicated to the FAO Office of Protocol, Tel.: , Fax: , and the Italian authorities as soon as possible: - identity of every delegation member in protocol order (see also section on Credentials); - the names of members of delegation designated to ride in the three-car motorcade from the airport; the names of security personnel should be in brackets; - date of arrival and departure of each member, especially the Head of Delegation; - details of arrival and departure flights; - details of hotel accommodation. Arms 2. To permit the temporary importation of side arms carried by security personnel, Embassies should communicate their request to the FAO Security Office, Fax: , for onforwarding to the competent Italian authorities, prior to the arrival, and should include detailed information on the type, model and identification number of such arms, the number of rounds, the name of the bearer, as well as his/her passport number. Liaison 3. FAO will provide a Liaison Aide for each Head of Delegation (arrangements should be made with FAO Chief of Protocol, Mr T. Aref (Tel.: ; Fax: ). Registration 4. The Registration Centre in the Fiera di Roma, Padiglione 32, Piazza Rufino (Via Cristoforo Colombo, 287) is operational from 3 to 13 June 2002, including all day Saturday, 8 and Sunday, 9 June All participants who have pre-registered need to collect their passes at the Centre, while others should ensure that they register at the Centre and collect their passes between 3 and 9 June 2002 in order to avoid queues on the first day of the World Food Summit: five years later. 6. Embassies should register their drivers as support staff with an official letter and completed Registration forms submitted, to the FAO Registration Centre at the Fiera di Roma, before 9 June. 7. The following telephone and fax numbers at the Registration Centre will be functioning as of 3 June 2002: Delegates (Countries, UN, IGOs) NGO/CSO Media Telephone: Fax: Telephone: Fax: Telephone: Fax:

2 8. A shuttle service will operate between FAO and the Registration Centre starting 3 June 2002 at intervals of minutes. Hotel Reservations 9. The Rome-based Associazione Provinciale Romana Albergatori (APRA) is responsible for hotel reservations and through its operational arm ( Promoroma Hotel Service S.r.L.) will deal with requests received from participants to the World Food Summit: five years later. A Reservation Centre has been established at the FAO Headquarters, Room A-119 and can be contacted for information (telephone numbers or ; fax number ; A comprehensive list of hotels members of APRA with an indication of the category is attached as Appendix G to Information Circular No. 2. Participants wishing to avail themselves of the services of APRA/Promoroma Hotel Service S.r.L. should address their requests for hotel accommodation by completing the Hotel Reservation Form attached as Appendix H to Information Circular No. 2 and return it to: APRA / Promoroma Hotel Service S.r.L. - Hotel Reservation Centre Room A-119 C/o Food and Agriculture Organization (FAO) of the United Nations Viale delle Terme di Caracalla Rome, Italy or fax it to the number indicated in paragraph 8 above. 11. It is to be noted that APRA/Promoroma Hotel Service S.r.L. is a private agency with which arrangements have been made to facilitate hotel reservations and contractual arrangements between participants to the World Food Summit: five years later and the hotels. The responsibility for any such arrangements made through this agency remains with individual delegations. Security, Traffic and Parking 12. Parking around FAO Headquarters will be reserved for vehicles with passes. Vehicles with red passes (official motorcade) will have access to the immediate area of the World Food Summit: five years later and will signal request for access to a control centre on FAO premises. Cars transporting the Head of Delegation may approach the Ceremonial Entrance of Building A, but they will only be able to park in the special highly protected parking immediately adjacent to the FAO grounds. A marquee will be set up in the Terme di Caracalla stadium for drivers and escort personnel of these vehicles. 13. Vehicles bearing the yellow pass may park in a designated, protected area immediately next to the parking for cars with the red pass. Those bearing the green pass will be able to park in specific areas around FAO, but the users will be responsible for the safety of their own vehicles. 14. The red passes will be made available by the Italian Government for the Head of Delegation car. The yellow passes are for the two additional cars made available by the Embassies for the motorcade. On request, green passes will be issued for up to five additional vehicles provided by the Embassies. 15. Yellow and green passes should be requested from the Security Office of FAO, Tel.: , Fax: by Note Verbale, indicating plate number and name of driver. Yellow passes will be available for collection at the airports. Green passes are available for collection by Embassies at the Building Pass Office (Ground Floor of Building B). Administrative Arrangements during the World Food Summit: Five Years Later 16. Participants are advised that the following streets will most probably be closed to traffic (except for local residents) as of 00:01 hour of Monday, 10 June and until midnight Thursday, 13 June 2002: 1. Via del Circo Massimo; 2. Viale delle Terme di Caracalla - from Piazza di Porta Capena to Piazzale Numa Pompilio; 3. Viale Guido Baccelli - from Largo delle Vittime del Terrorismo to Largo Fiorito; 4. Via Antonina; 5. Via della Fonte di Fauno; 6. Via Licinia; 7. Via Valle delle Camene; 8. Via Aventina;

3 9. Viale Aventino - however, the central lanes might be kept open for public transport and for shuttle buses from Piramide. 17. A road access and parking map is attached for ease of reference. Public Transport 18. The underground railway station (Metro) at FAO Circo Massimo will be closed during the week of the World Food Summit: five years later for reasons of security. Underground trains will continue to service the stations Colosseo and Piramide, and the other stations of Line B. Line A will not be affected. 19. Taxi ranks will be positioned at Piazza di Porta Capena. Shuttle Services 20. Shuttle services will be operational from 6 June between Fiumicino-Leonardo da Vinci Airport and FAO (Viale Aventino). Departure will be from the front of the Cerimoniale di Stato on the hour, from 8:00 to 19: There will also be shuttle services between Piramide (Piazzale Ostiense) and FAO. Departure will be at 7:00, 7:40, 8:00, 8:20; 8:40 and 9:00. Return from FAO (Viale Aventino) will be from 17:00 to 20:00 every half-hour. 22. The Host Government is also considering the establishment of shuttle services between FAO (Viale Aventino) and the Colosseo. Access to FAO Headquarters 23. There will be four points of access to the Summit premises, depending on participant status and type of pass. The Ceremonial Entrance at the front of Building A has been designated for Heads of Government Delegations, and two additional passengers (normally in the Head of Delegation s car bearing the red pass. These cars bearing the red pass may approach this entrance directly. The cars with yellow passes will be required to stop alongside the Metro entrance, through which delegates can enter the premises by passing through metal detectors. 24. The Metro entrance in Viale Aventino will be the pick-up and drop-off point reserved for other members of government delegations and for representatives of inter-governmental organizations. A third entrance, on Viale Aventino, is designated for NGO representatives. A fourth entrance, further along Viale Aventino near the petrol station, is designated for media representatives. 25. Embassy service staff who will need to enter FAO during the Summit will be issued a World Food Summit: five years later Building Pass only if their names have been notified as part of the country s delegation. 26. Security within the FAO Headquarters Complex, as well as off-premises, will be the responsibility of the Italian police, with assistance from the FAO guards and assigned FAO staff. There will be special devices and measures at each entrance to control access. Arms will not be allowed on the premises. Arms carried by security personnel accompanying Heads of Delegation will have to be deposited at a special window close to the entrance to Building A. Security personnel included in delegations may liaise with the Italian authorities through the Chief, FAO Security Office, Tel , Fax: The FAO Headquarters Complex will be under strict surveillance from h. on 8 June, and the entire area will be sealed off from the morning of 10 June. Therefore, normal passes for Permanent Representatives will not be valid after 8 June. Access will be permitted only to holders of World Food Summit: five years later Building Passes beginning on 8 June. 28. Surveillance will be stepped up at airports, hotels and Embassies. Any delegation requiring especially tight surveillance measures should make their needs known to the Italian authorities through their Embassies. Partly for reasons of security, no provisions have been made for hotels to fly the national flags of residing delegations. 29. A plan showing the layout of the ground floor premises will be available in the Delegates' Handbook. 30. In addition to the ex-commissary entrance (Building B), FAO staff will also be allowed to enter through the NGO representatives entrance on Viale Aventino.

4 Reception Offered by President Ciampi 31. President Ciampi will host a reception for Heads of government delegations on the evening of Tuesday, 11 June in the Quirinale (Presidential Palace) beginning at 18h15 (please check Journal for specific timing). Statements in Plenary 32. Statements should be not longer than 7 minutes for Heads of Delegation and 4 minutes for observers. It is of the utmost importance for the successful outcome of the World Food Summit: five years later that the time limitations be observed. To facilitate observance, a light system installed on the lectern will signal the approach of the respective time limit. To facilitate interpretation, 10 copies of each statement should be delivered in advance to Room A-237 (second floor - Building A). 33. Delegations wishing to provide more extensive written statements to all delegations should make a sufficient number of copies (approximately 400) available to the Secretariat for distribution (Ms Monica Muñico, Documents Desk, First Floor of Building A). 34. Delegations will be informed of the speaking slots for the Head of Delegations by Sunday, 9 June Meetings with Heads of Delegation 35. Arrangements are being made by the Director-General to meet with Heads of Delegation during their stay, and for them to sign the Book of Honour of the World Food Summit: five years later. This information will be communicated to delegations by Sunday, 9 June First Aid/Medical Services 36. Participants to the World Food Summit: five years later with special medical requirements are kindly requested to inform the FAO Medical Service (Dr J.H. Pille, Chief Medical Officer, ) prior to their arrival. Side Events 37. In addition to the events scheduled under the Programme of Work, there will be a series of side events during the World Food Summit: five years later. These side events will be open to all Summit participants unless specifically noted. FAO Helping the Hungry in case of Crisis: the Emergency Programme Title Date and time Venue Monday 10/06 a.m. FAO Helping the Hungry to Feed Themselves: the SPFS Monday 10/06 p.m. FAO and the TeleFood Special Fund Projects for the Hungry Monday 10/06 p.m. FAO and Transfer of Low Cost Simple Technologies to the Hungry: South-South Cooperation Monday 10/06 p.m. The Anti-Hunger Programme Tuesday 11/06 a.m. Green Room Fighting Hunger The Ingredients of Success Tuesday 11/06 p.m. Green Room FAO and the Dissemination of Information to the World: WAICENT Tuesday 11/06 a.m. Water and Agriculture Tuesday 11/06 a.m. FAO Working with the Media and Celebrities to Mobilize Public Opinion Against Hunger: TeleFood Tuesday 11/06 p.m. NEPAD Agriculture Programme Tuesday 11/06 p.m. Panel of High-level Media Representatives Tuesday 11/06 p.m. Green Room Rural Women: Crucial Partners in the Fight against Hunger Wednesday 12/06 a.m. Green Room

5 Title Date and time Venue School and Hospital Gardens Wednesday 12/06 a.m. FAO Helping the Consumers and Protecting the Environment through Food Quality Control and Plant Protection: Codex/IPPC Wednesday 12/06 p.m. World Bank Rural Development Strategy Wednesday12/06 p.m. Sustainable Mountain Development Thursday 13/06 a.m. Green Room Media Briefings 38. Delegates are informed that all available slots for scheduled media briefings in the Iran Room have now been filled. No further requests for media briefings can be accommodated. Photo Shop 39. Participants are advised that photographic processing services are available through private sources during the World Food Summit: five years later. A photo shop is located on the Ground Floor of Building B at the FAO Headquarters Complex. A photo shop close to FAO at Viale Aventino, 74, offers same day developing services. Information Office 40. An Information Office in the FAO premises will be open from Monday 3 June to respond to queries, or direct them to the appropriate office or authorities, regarding general information, protocol arrangements, transport and security related to the WFS: fyl. The office is located in Room B-050 bis, Ground Floor B (in front of the Post Office), Tel.: , Fax: Opening hours are 8:30 a.m. - 5:00 p.m.

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