1. The High-level Intergovernmental Meeting on the Midpoint Review. of the Asian and Pacific Decade of Persons with Disabilities, is
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1 Distr.: For participants only 4 October 2017 English only Economic and Social Commission for Asia and the Pacific High-level Intergovernmental Meeting on the Midpoint Review of the Asian and Pacific Decade of Persons with Disabilities, Beijing, 27 November 1 December 2017 Information for Participants I. General 1. The High-level Intergovernmental Meeting on the Midpoint Review of the Asian and Pacific Decade of Persons with Disabilities, is scheduled to be held at the China Administration of Sports for Persons with disabilities (CASPD) in Beijing, from 27 November to 1 December It will comprise two segments: a senior officials segment (27-29 November 2017) and a ministerial segment (30 November-1 December 2017). Meeting venue: China Administration of Sports for Persons with Disabilities No.321 Tianbei Road, Houshayu Town, Shunyi District, Beijing Website: 2. Both segments of the Conference will be opened by dignitaries of the Government of China, in the Multi-function Hall, CASPD. The opening of the senior officials segment and ministerial segment will take place at hours on Monday, 27 November 2017, and at hours on Thursday, 30 November 2017, respectively. All other meetings will be held from 09.00
2 hours to hours and from hours to hours. A programme of the civil society organization (CSO) will be available on the official Conference website Queries should be addressed to akiyama@un.org. II. Online registration and meeting badges 3. Prior to the Meeting, participants are requested to register online at or well in advance, but no later than 31 October 2017 to facilitate smooth coordination of the issuance of photo badges and compilation of the list of participants. Participants are encouraged to submit their photo in advance, which will speed up the registration process. Furthermore, please kindly note that prior online registration is mandatory in line with the standard United Nations security procedures to facilitate security clearance. Participants are required to submit their letters of credentials, communicating the names and designations of the delegation. 4. To enable more effective access control and speed up the screening by security personnel, ESCAP uses photo badges for officially registered meeting participants. They are requested to obtain meeting badges with photo at the registration counter, located on the ground floor, CASPD, from hours to hours on Sunday 26 November 2017 and hours to hours on the opening day of the event 27 November Participants who are not able to register during the time indicated above are requested to do so upon their arrival with details of their credentials before going to the - 2 -
3 conference room. Only the names of duly registered participants will be included in the list of participants. 5. For identification and security reasons, all participants are requested to wear their meeting badges at all times during meetings, social functions and in the CASPD. The loss of a meeting badge should be communicated to the secretariat, which is located in the table tennis court, CASPD, so that a new one can be issued immediately. Civil Society organizations and other major groups Civil society organizations and major groups that are in consultative status with the Economic and Social Council or were accredited to the Conference upon approval by the Preparatory Committee must pre-register for the Conference through the Conference website no later than 31 October When the pre-registration is completed, each nominated representative will receive a confirmation letter by . This letter serves as an official invitation to the Conference and is required for badging and may also be used to support visa applications. III. Visa requirements 6. For the list of Agreement on Mutual Visa Exemption List between the People Republic of China and Foreign Countries, please refer to the Mutual Visa Exemption List located on the right column of All other participants will need valid visas to enter China. Visas can be obtained at the Embassy or the Consulate of the Chinese Embassy in the respective countries
4 IV. Weather 7. The climate in Beijing, China is monsoon climate. The temperature is usually in the range of +5 to -5 degrees Celsius (41 to 23 degrees Fahrenheit at that time of the year. Warm, down jackets would be appropriate. Please check the Beijing Meteorological Bureau website ( for the latest weather forecast. The conference rooms where the meetings are to be held are air-conditioned and the temperature is maintained in the range of 23 to 20 degrees Celsius (73.4 to 68 degrees Fahrenheit). V. Electric Plug and Socket 8. The electric power in China is 220V. The power plugs used in China are of the two or three holes of the same shape (Type A and Type B). Delegates are strongly encouraged to carry their own adapters for use with laptops and other electrical appliances as the Secretariat will not be able to provide these. In case of need, adapters can be purchased from shops in the city dealing in electronic and electrical items. Type A Type B VI. Health and vaccination 9. Upon arrival at the port of entry in China, participants who are nationals of or have traveled from/through countries listed below, which have been declared risk of yellow fever transmission, must provide an International - 4 -
5 Health Certificate proving that they have received a valid Yellow Fever vaccination at the Health Control Office upon arrival before proceeding to immigration. A valid vaccination certificate means that the vaccine was administered at least 10 days prior to travel to the affected country. The International Health Certificate must also be submitted together with the visa application form. 10. The countries/areas with risk of yellow fever transmission are listed below: 1. Angola 22. Guinea 2. Argentina 23. Guinea-Bissau 3. Bolivia 24. Guyana 4. Brazil 25. Kenya 5. Benin 26. Liberia 6. Burkina Faso 27. Mali 7. Burundi 28. Mauritania 8. Cameroon 29. Niger 9. Central African Republic 30. Nigeria 10. Chad 31. Panama 11. Colombia 32. Paraguay 12. Congo 33. Peru 13. Cote d Ivoire 34. Rwanda 14. Democratic Republic of the Congo 35. Senegal 15. Ecuador 36. Sierra Leone 16. Equatorial Guinea 37. Sudan 17. Ethiopia 38. Suriname 18. French Guiana 39. Togo 19. Gabon 40. Trinidad and Tobago - 5 -
6 20. Gambia 41. Uganda 21. Ghana 42. Venezuela 11. First-aid and emergency medical service will be arranged. An ambulance will be stationed at the venue for any emergency. 12. Delegates are strongly encouraged to subscribe to a travel or health insurance which is valid in China, in order to cover any medical bills or hospitalization fees. 13. The China Administration of Sports for Persons with Disabilities is a smoke-free area. Smoking is permitted only in designated areas outside of the buildings. VII. Foreign currency declaration 14. Any person who brings or takes an aggregate amount of foreign currency exceeding US$ 5,000 or its equivalent into or out of China shall declare such amount of foreign currency to a Customs Official. Failure to make such a declaration or making any false declaration to a Customs official is a criminal offence. 15. An ATM machine at the sports center can be used for currency exchange. Visa card or Master card can be used to get CNY. An ATM machine is also arranged at the Crown Plaza for currency exchange. Participants are encouraged to exchange money at the Beijing Capital Airport once arrive to avoid inconvenience. VIII. Airline reservations 16. Many international airlines operate regular services to and from Beijing. Participants are advised to secure their return bookings prior to their - 6 -
7 departure for Beijing. If this is not possible, they should make firm return bookings immediately upon arrival in Beijing. IX. Hotel accommodation 17. The following two hotels have been designated as recommended hotels for which the room rates indicated below are inclusive of service charge and value added tax. Name, address, contact information of the hotel Crowne Plaza Beijing International Airport 60, Fuqian 1 St. Tianzhu, Shunyi District, Beijing zh/beijing/pegap/hoteldetail Reservation rsvn@cpairportbj.com and CC to ados@cpairportbj.com Driving distance to the meeting venue (min.) min Room type Daily room rates (CNY) Single Double Superior 700 Deluxe 800 Studio Suite Extra bed Name, address, contact information of the hotel China Administration of Sports for Persons with Disabilities No.321, Tianbei Road, Houshayu Town Shunyi District, , Beijing P.R China Tel: (GMT+8 9:00-16:30) songbohua@caspod.org.cn Driving distance to the meeting venue (min.) Room type Daily room rates (CNY) Single Double 0 Standard 580 * This facility has limited number of rooms and priority would be given to persons with disabilities. 18. Rooms are available to participants on a first-come, first-served basis. Any cancellations, postponements or other changes should be notified to hotels at least 48 hours in advance. Rooms not occupied in accordance with - 7 -
8 the latest advice will be held for 24 hours at the participant s expense and then released. 19. The validity dates of the rates provided in the table in paragraph 17 are as follows: Crowne Plaza Beijing International Airport 10 November 2017 Please confirm the room rates with the hotel. 20. Participants wishing to reserve China Administration of Sports for Persons with Disabilities are requested to your booking information to songbohua@caspod.org.cn, with copy to the appointed travel agency at escap2017beijing@163.com. 21. Participants wishing to reserve Crowne Plaza Beijing International Airport Hotel are requested to fill in the Hotel Booking Form in Appendix I and send it to rsvn@cpairportbj.com, with copy to ados@cpairportbj.com and the appointed travel agency at escap2017beijing@163.com. 22. Participants are kindly requested to fill in the Flight Booking Form in Appendix II and send it to the appointed travel agency at escap2017beijing@163.com. X. Payment of hotel accounts 23. Before departure from Beijing, participants should settle directly with the respective hotels all accounts, including room charges and other expenses, such as for local and long-distance telephone calls, business center use, laundry, room and hotel transportation services, mini-bar items, as well as restaurant and bar services. Participants are also responsible for any charges incurred with respect to rooms remaining vacant owing to late arrival or rescheduled departure for which inadequate prior notice is given. The hotels accept major Credit cards and CNY only, no foreign currency is accepted
9 XI. Transport from and to Airport 24. All the participants are provided transportation service from the airports to the designated hotels on 26 November 2017 and from the hotels to the airport on 2 December In order for appropriate protocol arrangements to be made for the reception on arrival of participating heads of delegations at the ministerial level and above, it is strongly recommended that they stay at one of the designated hotels. It is requested that reconfirmation of flight schedules be notified to the ESCAP secretariat at least three weeks in advance of scheduled arrival, no later than 3 November XII. Transport to attend meetings 25. Hotels indicated in paragraph 17 provide complimentary transport according to fixed schedules between the China Administration of Sports for Persons with Disabilities and Crowne Plaza Beijing International Airport. Otherwise, participants must make their own transport arrangements in order to attend meetings. XIII. Internet services 26. Free wireless internet access is available in all conference and meeting rooms and in the public areas of China Administration of Sports for Persons with Disabilities and the recommended hotels. The Delegates working area is available at the Table Tennis Court. It is also equipped with computers with internet and a printer
10 XIV. Catering services 27. Catering services are available at the Restaurant, which is located on the second floor of the Banquet Hall from to hours and to hours for lunch and dinner during the days of the conference. Coffee Services are also available in the venue according to the conference schedule (from hours until the conclusion of the meetings). XV. Communications 28. Mail intended for participants during the session should be addressed as follows: (Name of delegate) China Administration of Sports for Persons with Disabilities No.321, Tianbei Road, Houshayu Town Shunyi District, , Beijing P.R China Tel: (GMT+8 9:00-16:30) XVI. Meeting documents 29. Participants are requested to bring with them copies of the meeting documents distributed by the ESCAP secretariat to their Governments/Agencies/ Organizations prior to the session. 30. As part of the current efforts of the United Nations towards reducing paper, printed copies of official documents will be available on demand. Delegates requiring hard copies can make their request at the Documents Reproduction and Printing office, located at the Table Tennis Court, CASPD. Limited numbers of printed copies will be available to other meeting
11 participants. All documents can be found on the website: Documents for circulation or distribution at the session should be handed to Mr. Nagesh Kumar, Director of Social Development Division of ESCAP, SDD office, located at the Table Tennis Court, CASPD. In accordance with the United Nations regulations for the control and limitation of documentation, the secretariat cannot undertake to process and/or reproduce documents or a statement submitted by individual delegations, unless the Commission specifically takes a decision to that effect and approves the financial implications thereof. XVII. Accessibility support for persons with disabilities 32. Delegates and meeting participants with disabilities are kindly requested to contact the secretariat if any support or services may be required through submitting the Reasonable Accommodation Request Form for Persons with Disabilities available at the meeting registration site. CASPD is made accessible for persons with disabilities in physical settings. XVIII. Banking facilities 33. The official currency of China is the Renmin Bill (RMB). All payments on the territory of China must be done in Renmin Bill. Major credit cards are widely accepted at hotels, restaurants, shops, etc. Visa, MasterCard, China UnionPay can be used at establishments, however, some restaurants and small shops accept cash payments only. Currency exchange service is NOT available at the conference venue. Currency exchange points are located at airports, main hotels and banks throughout the city. Major
12 currencies accepted for exchange are EUR and USD, some bank accept GBP. Currency exchange rates vary depending on the policies of a bank. Banks usually take commission for money exchange and participants are advised to take it into consideration. When making a currency exchange, some banks also ask to provide a passport or other identity document. It is also possible to use the ATMs located in banks, hotels, large shopping centers. Relevant information about the currency exchange rate can be found at XIX. Postal services 34. The Reception desk can provide assistance to contact postal service. The postal fee has to be paid by participants directly with the postal service company. XX. Travel agent 35. Concierge service is located on the Information Desk, Hotel of China Administration of Sports for Persons with Disabilities, which is open from to hours on weekdays
13 Hotel Reservation Form 酒店订房表 Crowne Plaza Beijing International Airport We will honor this rate from Nov.25-Dec.03, 2017 Hotel Address:No. 60 Fuqian 1 Street, Tianzhu, Sunyi District, Beijing 酒店地址 : 中国北京顺义区天竺镇府前一街 60 号 Tel: Fax: Reservation rsvn@cpairportbj.com and cc to ados@cpairportbj.com Room Type Room Rate (Per Room / Per Night ) Superior Room RMB700 Including 2 Breakfasts Deluxe Room RMB800 Including 2 Breakfasts Studio Suite Room RMB1000 Including 2 Breakfasts Extra Bed RMB300 Including 1 extra Breakfast Above rates are net rate. Notice: All above rates mentioned confirmation subject to hotel room availability. Guest information Guest name Check-in / Check-out date Arrival / Departure time of flight Room Categories (single/double) Total: rooms Credit card information for guarantee the above reservation(s) Note: Please also provide the copy of both sides of your credit card. Name of card holder: Type of credit card: Card No.: Card holder s signature: Expiry date: Security code: Contact person information Name: Tel: Fax: - Accommodation Cancellation Policy: - Hotel booking deadline is Nov.10, After Nov.10, the above room type will not guaranteed. Any room cancelled before Nov 15 th, 2017 without penalty charges. After Nov 15 th, 2017, each confirmed room cancellation will be charged first night room rate as penalty charges. - Accommodation No Shows Policy No shows will result in a late cancellation charge equivalent to one day room rate. - Check In / Out Time The check-in time is 14:00pm. If the guests arrive earlier, we will try our best to accommodate, but this cannot be guaranteed. If you wish to ensure that all guest rooms will be ready for guest s early arrival, we suggest that rooms be reserved from the day before and will be charged accordingly. 50% contract rate would be chargeable if check in is before 08:00am. The check-out time is 12:00pm. If the check out is delayed, please inform the hotel in advance and the additional chargeable amount will apply. 50% contract rate would be chargeable if check out is after 12:00pm before 18:00pm.
14 Appendix II Flight Information All the participants staying at China Administration of Sports for Persons with Disabilities (CASPD) or Crowne Plaza Beijing International Airport Hotel are provided transportation service from the airports to or the hotels on 26 November 2017 and from the hotels to the airport on 2 December In order for appropriate protocol arrangements to be made for the reception on arrival of participating heads of delegations at the ministerial level and above, it is strongly recommended that they stay at one of the designated hotels. Please submit this form to the appointed travel agency <escap2017beijing@163.com> with a copy to ESCAP secretariat escap-sdd@un.org, at least three weeks in advance of scheduled arrival, no later than 3 November Name: Country/Organization: Tel.: Flight No. Arrival Date Arrival Time Arrival Flight Departure Flight Terminal Airport Transfer Service Drop-off Hotel Accessibility Service Flight No. Departure Date Departure Time Terminal Airport Transfer Service Pick-up Time Pick-up Hotel Accessibility Service Yes/No Please select between Crown Plaza Beijing, or CASPD Yes/No (If yes, please specify e.g. wheelchair user with personal assistant) Yes/No Please select between Crown Plaza Beijing, or CASPD Yes/No (If yes, please specify e.g. wheelchair user with personal assistant)
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