ASIA-PACIFIC ECONOMIC COOPERATION VIET NAM 2017 ADMINISTRATIVE CIRCULAR INFORMATION AND GUIDELINES FOR THE 24 th APEC SMALL AND MEDIUM ENTERPRISES MINISTERIAL MEETING (SMEMM), THE 45 th APEC SMALL AND MEDIUM ENTERPRISES WORKING GROUP (SMEWG) MEETING AND RELATED ACTIVITIES 9-15 September 2017 Release date: July 2017 1
1. INTRODUCTION... 4 2. MEETING DATES AND VENUES... 4 3. MEETING SCHEDULE... 4 4. CONTACT INFORMATION... 5 5. ACCREDITATION AND LIAISON OFFICERS... 6 5.1. Delegation Accreditation Officer (DAO)... 6 5.2. Delegation Liaison Officer (DLO)... 6 5.3. Delegation Media Liaison Officer (MLO)... 7 5.4. Host Economy Liaison Officer (HELO)... 7 5.5. Security Officer... 7 6. REGISTRATION AND ACCREDITATION... 8 6.1. Participant Registration... 8 6.2. Late Registration... 8 6.3. Non-Member Participation and Guest Registration... 8 7. MEETING ACCESS... 9 7.1. Pick-up and Display of ID Badges... 9 7.2. Lapel Pins... 9 7.3. Meeting Overpasses... 9 8. MEDIA ARRANGEMENTS... 10 8.1. Media Registration and Access... 10 8.2. Media Advisory... 10 8.3. Media Working Room... 10 9. ACCOMMODATION... 10 9.1. Designated Hotels for the SMEMM, SMEWG and Relate Activities:... 10 9.2. Reservation Procedure... 11 9.3. Accommodation Arrangements for Ministers... 12 10. AIRPORT ARRIVALS AND DEPARTURES... 12 10.1. Visa Requirements... 12 10.2. Custom Control... 13 10.3. Tan Son Nhat International Airport... 14 11. TRANSPORTATION... 14 11.1. Transportation for Ministers and Heads of Delegation... 14 11.2. Transportation for Delegates and Media... 14 11.3. Public Transportation and Taxi... 14 11.4 Schedule of Shuttle bus services... 15 12. MEETING VENUE FACILITIES, SERVICES AND ACTIVITIES... 15 12.1. Interpretation Support for the SMEMM & SMEWG... 15 12.2. Common Delegation Room... 15 12.3. Bilateral Meeting Rooms... 15 12.4. Prayer Rooms... 16 2
12.5. Medical Services... 16 12.6. Field visit... 16 12.7. Tourism and Travel Information... 16 12.8. Spouses Program... 16 13. DOCUMENT REPRODUCTION AND DISTRIBUTION... 16 13.1. Important Requirements for Submission of Meeting Documents... 16 13.2. Document Submission for SMEWG... 17 13.3 Submission of Papers for APEC SMEMM... 17 13.4. Submission of Documents for Related Activities... 17 13.5. Documentation Center... 18 13.6. Document Distribution... 18 13.7. Distribution of Other Materials at the Meetings... 18 13.8. Final Papers... 18 13.9. Information Disclosure Deliberative Information... 18 14. DRESS CODE... 18 15. GENERAL INFORMATION... 19 15.1. Ho Chi Minh City... 19 15.2. Weather... 19 15.3. Time... 19 15.4. Currency and Banking... 19 15.5. Credit Cards and ATMs... 20 15.6. Electricity and Water Supply... 20 15.7. Telecommunication Services... 20 15.8. Emergency Phone Numbers... 20 15.9. Postal Service... 21 15.10. International Telephone Codes... 21 15.11. Restaurants... 21 15.12. Tipping... 21 15.13. Delegate Handbook... 21 15.14. Reminders for Travelers... 21 16. SUMMARY OF IMPORTANT DATES... 22 ANNEX A. MEETING SCHEDULES... 23 ANNEX B. ACCOMMODATION RESERVATION FORM... 24 ANNEX C. MAP OF MEETING VENUES AND DESIGNATED HOTELS... 26 ANNEX D. BILATERAL MEETING ROOM BOOKING FORM... 27 ANNEX E. TRANSPORTATION REQUEST FORM... 28 ANNEX F. DOCUMENTATION REPRODUCTION REQUEST FORM (DRRF)... 29 ANNEX G. EXECUTIVE SUMMARY... 30 ANNEX H. SMEMM INTERPRETER SUPPORT REQUEST FORM... 31 3
1. INTRODUCTION Ministry of Planning and Investment, the Socialist Republic of Vietnam is delighted to welcome all delegates to the 24 th APEC Small and Medium Enterprises Ministerial Meeting (SMEMM) and the 45 th APEC Small and Medium Enterprises Working Group (SMEWG) Meeting and Related Activities. This Administrative Circular provides preliminary information on the meetings, as well as details on administrative procedures, meeting logistics and general requirements for participants. Requests for clarification or additional information can be channeled to the SMEMM Organizing Committee (Agency for Enterprise Development, Ministry of Planning and Investment, Viet Nam) via the email addresses provided in Section 4. Amendments to this Circular (if any) will be issued as necessary and will also be available at the APEC Information Desk at the meeting venue. 2. MEETING DATES AND VENUES The 24 th APEC Small and Medium Enterprises Ministerial Meeting (SMEMM) and the 45 th APEC Small and Medium Enterprises Working Group (SMEWG) Meeting and Related Activities will be held from 09 to 15 September 2017. The above meetings will take place at: Sheraton Saigon Hotel & Tower Address: 88 Dong Khoi St., District 1, Ho Chi Minh city, Viet Nam Telephone: +84 28 3827 2828 Website: http://www.sheratonsaigon.com 3. MEETING SCHEDULE The tentative meeting schedule is attached as Annex A and may be subject to change. An updated meeting schedule will be provided at the meeting venue at the APEC Information Desks and in the meeting rooms by the Conference Officers. There will be a Gala Dinner to welcome the 24 th APEC SMEMM on 15 September 2017 and a Welcome Dinner for the 45 th APEC SMEWG Meeting delegates on 13 September 2017. The venues will be informed later. 4
4. CONTACT INFORMATION Please direct inquiries to the appropriate e-mail address as follows: SMEMM & SMEWG Substantive issues sme.apec2017@mpi.gov.vn (ATTN: Ms. Nguyen Thanh LE - M: +84-904 120 011) Registration and Accreditation Documentation registration.apec2017@mpi.gov.vn (ATTN: Ms. Nguyen Thi Le QUYEN - M: +84-916 612 283, Ms. Nguyen My ANH - M: +84-904 215 535) document.apec2017@mpi.gov.vn (ATTN: Mr. To Hoai NAM - M: +84-988 359 565) Transportation transportation.apec2017@mpi.gov.vn (ATTN: Mr. Nguyen Quang VINH - M: +84-907 225 198) Visa Application visa.apec2017@mpi.gov.vn (ATTN: Ms. Nguyen My ANH- M: +84-904 215 535) Accommodations accommodation.apec2017@mpi.gov.vn (ATTN: Ms. Nguyen Hong LIEN - M: +84-983 005 963) Bilateral Room Reservation bilateral.apec2017@mpi.gov.vn (ATTN: Ms. Nguyen Hong LIEN - M: +84-983 005 963) Media and Press Registration and Inquiries Security media.apec2017@mpi.gov.vn And cc: media@apec2017.vn (ATTN: Mr. Le Toan THANG - M: +84-932 246 888) sercurity.apec2017@mpi.gov.vn (ATTN: Mr. Chu Vu VIET - M: +84-912 365 597) Health health.apec2017@mpi.gov.vn (ATTN: Mr. Bui Minh TU - M: +84-989 660 398) Technical support for Registration and other Inquiries support.apec2017@mpi.gov.vn (ATTN: Ms. Nguyen Thi Le QUYEN - M: +84-916 612 283, Ms. Nguyen My ANH - M: +84-904 215 535) 5
5. ACCREDITATION AND LIAISON OFFICERS 5.1. Delegation Accreditation Officer (DAO) The delegation of each APEC member economy is required to appoint a primary Delegation Accreditation Officer (DAO) and an alternate. The DAO is responsible for ensuring the Head and all members of his/her delegation to the Ministerial Meeting for SMEs are registered online. Additionally, the DAO is responsible for responding to requests from the SMEMM Organizing Committee for additional information or clarification. While the DAO will be the primary point of contact regarding registration and accreditation issues prior to the meetings, his/her presence during the APEC meetings is not mandatory. A DAO is required to be appointed by: Each APEC Member Economy The APEC Secretariat The ABAC Secretariat The Official APEC Observer Organizations (ASEAN Secretariat, PECC, and PIF) To receive a username and password to access the APEC SMEMM, APEC SMEWG and Related Activities Online Registration Portal, delegations are required to submit the full name, title, contact number and email address of their DAO and the alternate to registration.apec2017@mpi.gov.vn, no later than 1 st August 2017. 5.2. Delegation Liaison Officer (DLO) Each APEC delegation is also required to appoint a primary Delegation Liaison Officer (DLO) and an alternate. A DLO for each delegation should be present for the duration of the APEC SMEMM, APEC SMEWG and Related Activities meeting period and available as a point of contact regarding logistical and administrative matters that might arise. The DLO duties will include the following: Liaise with the SMEMM Organizing Committee during the meetings Liaise with the Host Economy Liaison Officer (HELO) Pick up ID badges, lapel pins, and meeting kits for delegates Pick up all invitations for delegation members Submit request (if any) for bilateral meeting rooms. The DLO may be the same person as the DAO, and are required to be appointed by: 6
Each APEC Economy The ABAC Secretariat The APEC Secretariat The Official APEC Observer Organizations (ASEAN Secretariat, PECC, and PIF) Delegations are required to submit the full name, title, and contact information of their DLO and the alternate to registration.apec2017@mpi.gov.vn (for SMEMM, SMEWG and related activities), no later than 1 st August 2017. 5.3. Delegation Media Liaison Officer (MLO) All delegations are encouraged to appoint a Delegation Media Liaison Officer (MLO) as the primary point of contact for media issues. Delegations should submit their MLO's name, title, and email address to media.apec2017@mpi.gov.vn, no later than 1 st August 2017 and cc: media@apec2017.vn. 5.4. Host Economy Liaison Officer (HELO) A HELO will be assigned to: Ministers/ Senior Officials/ Heads of Delegation The Executive Director of the APEC Secretariat Head of the Delegation of ABAC The official APEC Observer Organizations (ASEAN Secretariat, PECC, and PIF) The HELO will serve as a point of contact on logistic and administrative matters for the Ministers and Heads of Delegation during the meetings. The name and contact information of each delegation's HELO will be provided prior to the beginning of the event. The HELO will be in regular contact with corresponding DLO or the alternate for further coordination. 5.5. Security Officer In order to ensure the highest security and safety level for all the meetings, various types of security checks shall be taken directly to adapt with every activity, including security control door, visual and sensor check for ID and belongings by security officials. Ministers and Deputy Ministers who are Head of delegation will be accompanied by security officiers for arrival and departure at the airport and for all the activities. Delegations are required to contact sercurity.apec2017@mpi.gov.vn (ATTN: Mr. Chu Vu VIET, mobile: +84-912 365 597) for any other special security arrangement. 7
6. REGISTRATION AND ACCREDITATION 6.1. Participant Registration Online registration for APEC SMEMM, APEC SMEWG and Related Activities shall be open from 01 st 30 th August 2017. All meeting participants must be registered by their respective DAO via the secure online registration link sent by e-mail from the SMEMM Organizing Committee. It is also applied to participants of project activities. Invited guests and non-member participants should follow the guidance in 6.3. Each DAO will receive via e-mail a username and password that give them access to the registration portal. Please note that usernames and passwords will not be provided until the names and contact information of the DAO and DLO have been received. Upon successful accreditation, the system will generate a confirmation email which the DAO should save and transmit to the meeting participant. If there are any difficulties, please contact support.apec2017@mpi.gov.vn and CC to registration.apec2017@mpi.gov.vn. 6.2. Late Registration After the online registration portal closes on 30 th August 2017, all other participants will be required to register on-site at the APEC Registration Desk at the Sheraton Saigon Hotel & Tower beginning 8 th September 2017. In order to register on-site, the participants should be verified in written by their DAO or DLO to registration.apec2017@mpi.gov.vn or at APEC Information Desk. Every effort will be made to provide timely, on-site accreditation and issuance of ID badges for late registrants, but no guarantee can be given that the process will be completed prior to the beginning of meetings. 6.3. Non-Member Participation and Guest Registration There are two ways by which invited guests or speakers may be registered for the Ministerial Meeting for SMEs and related meetings as follows: Invited persons may be included as members of delegation of any APEC Economy, ABAC, the APEC Secretariat, or an Official Observer Organization. Therefore, their respective DAO will be able to register the invited person(s) in the same manner as other delegation members via the online registration portal. Invited guests or speakers who are not members of delegation must be accredited through the process outlined in APEC Guidelines on Managing Cooperation with Non-Members. The APEC Secretariat will be the focal point of contact for 8
applications to accredit non-members to the APEC SMEMM, SMEWG and Related Activities. Additional inquiries regarding non-member registration and accreditation may be directed to registration.apec2017@mpi.gov.vn 7. MEETING ACCESS 7.1. Pick-up and Display of ID Badges DLO Badge Pick-up: DLOs may collect badges for members of their respective delegation upon presenting proof of identity and signing a custody receipt. DLOs are strongly encouraged to collect the badges for all members of their delegations. Delegates Badge Pick-up: Delegates who do not receive their ID badges from their DLO may collect their badges at the APEC Registration Desk at the Sheraton Saigon Hotel & Tower by presenting their passport or other applicable travel document. Delegates are requested to display their APEC ID badges at all times while in meeting venues. 7.2. Lapel Pins A meeting lapel pin, which allows entry to all venues, meetings, and officials events, shall be provided to the following individuals: Ministers/ Senior Officials/ Heads of Delegation The APEC Secretariat Executive Director The Heads of ABAC and all official APEC Observer delegations (ASEAN Secretariat, PECC, PIF) the Chairs of the Small and Medium Enterprises Ministerial Meeting (SMEMM) and the Small and Medium Enterprises Working Group (SMEWG) Meeting These lapel pins shall be given to DLOs for distribution prior to the start of the meetings. Delegates with lapel pins will not be required to possess meeting overpasses. 7.3. Meeting Overpasses Meeting overpasses will be required to enter the meeting venues of the SMEMM, SMEWG and Related Activities with the exception of lapel pin wearers, who will not be required to possess a meeting overpass. Each Economy will be provided with 06 overpasses for SMEMM (1+6), while the ABAC Secretariat, the APEC Secretariat, the Official Observers, and registered guests will be provided with an appropriate number of overpasses. 9
These procedures are intended to expedite access for authorized delegates to the meetings with minimal inconvenience, and to ensure adequate and comfortable seating for all participants. 8. MEDIA ARRANGEMENTS 8.1. Media Registration and Access All media wishing to cover the SMEMM, SMEWG and Related Activities should register online. The information provided should be accurate and complete. Information on online media registration procedures will be circulated in due course. ID badges will be issued for accredited media. They must be worn at all times and will be required for access to specified events, media facilities and services. Further inquiries should be directed to media.apec2017@mpi.gov.vn and cc: media@apec2017.vn. 8.2. Media Advisory An advisory detailing media arrangements will be distributed in advance of the SMEMM, SMEWG and Relate Activities. 8.3. Media Working Room The Media Working Room will be operational from 09 th to 15 th September 2017 from 08:00 to 19:00 hours daily. Accredited media can utilize all facilities at the Media Working Room. 9. ACCOMMODATION 9.1. Designated Hotels for the SMEMM, SMEWG and Relate Activities: The following hotels have been designated for participants of the SMEMM, SMEWG and Related Activities. Please refer to Annex C for maps and guide: Sheraton Saigon Hotel Address: 88 Dong Khoi, District 1, Ho Chi Minh City Phone: +84 28 3827 2828 Website: http://www.sheratonsaigon.com/ Rex Hotel Address: 141 Nguyen Hue Boulevard, District 1, Ho Chi Minh City Phone: +84 28 3829 2185 Website: http://www.rexhotelvietnam.com/ Caravelle Saigon Hotel Address: 19-23 Lam Son Square, District 1, Ho Chi Minh City Phone: +84 28 3823 4999 Website: http://www.caravellehotel.com/ 10
Continental Saigon Address: 132-134 Dong Khoi St., Dist 1, Ho Chi Minh City Phone: +84 28 38 299 201 Website: http://www.continentalsaigon.com Shuttle buses will be provided following a set schedule for delegates from the designated hotels to the meeting venues, and vice-versa. Delegates staying in hotels other than those listed above should arrange their own transportation between the hotel and meeting venues. 9.2. Reservation Procedure Special rates have been arranged for participants to the SMEMM, SMEWG and Relate Activities for the period of registration between 01 st 30 th August 2017 subject to availability. Hotel name Star rating Type of room required Rate (USD/ per room/ per night) Rate (VND/ per room/ per night) Sheraton Saigon Hotel 88 Dong Khoi, District 1, Ho Chi Minh City 5 Premier Deluxe 195 4,446,000 Caravelle Saigon Hotel 19-23 Lam Son Square, District 1, Ho Chi Minh City 5 Deluxe SGL/DBL/TWIN 168 3,830,400 Rex Hotel Saigon 141 Nguyen Hue Blvd, District 1, Ho Chi Minh City 5 ROH Premium and Rex Suite 155 3,534,000 Governor suite 177 4,035,600 Continental Saigon 132-134 Dong Khoi St., Dist 1, Ho Chi Minh City 4 Deluxe Garden View 135 3,035,000 Deluxe City View 138 3,105,600 * The room rates (per room / per night & including daily breakfast) indicated above are inclusive of VAT, service charge and credit card fee. To take advantage of the special rates, delegates can send reservation (Annex B) email to accommodation.apec2017@mpi.gov.vn within the period of 01 st 30 th August 2017. Booking are made on a first come first serve basis. 11
9.3. Accommodation Arrangements for Ministers For SMEMM The Host Economy will provide two nights of complimentary accommodation at the Sheraton Saigon Hotel and Tower (check-in: 14 th September 2017, check-out: 16 th September 2017) for the Ministers/Heads of Delegations and their spouse, Heads of the Official Observer Delegations, and Executive Director of the APEC Secretariat, who confirm their attendance at the SMEMM. Accommodation hospitality will include breakfast. Cost for additional nights, suite upgrades, other meals, and incidentals (including room mini-bar use, laundry and all telephone calls) will be paid by the respective delegations directly to the hotel. 10. AIRPORT ARRIVALS AND DEPARTURES 10.1. Visa Requirements Visa Requirements to enter Vietnam for APEC Economies Passport Holders Diplomatic Official Ordinary Economy Passport Passport Passport Visa Requirement Visa Requirement Visa Requirement Yes No Yes No Yes No Australia Brunei Darussalam (14) (14) (14) Canada Chile (90) (90) People's Republic of China * * * Hong Kong, China Indonesia (30) (30) (30) Japan (90) (90) (15) Republic of Korea (90) (90) (15) Malaysia (30) (30) (30) Mexico (90) (90) New Zealand Papua New Guinea Peru (90) (90) Philippines (30) (30) (21) Russia (90) (90) (15) Singapore (90) (90) (30) Chinese Taipei Thailand (30) (30) (30) United States of America Note: In principle, all delegates are required to possess appropriate visas issued by a Vietnamese diplomatic or consular representation in order to enter Vietnam. Agreements among economies to grant visa waivers are as noted in the above table. *: The duration depends on the regulation of the host economy. 12
The number in brackets is the valid visa exemption period (days). Delegates are advised to check with the nearest Vietnamese diplomatic or consular representation for information on Visa Requirements. Please refer to the List of Agreements on Mutual Visa Exemption between Viet Nam and foreign governments at https://visa.mofa.gov.vn (Other Information > Visa Exemption) for more details. Bearers of a valid APEC Business Travel Card (ABTC) pre-cleared by Viet Nam are eligible enter and stay in Viet Nam for up to 60 days. All delegates are requested to register online for the meetings before sending visa request. To facilitate the visa application procedure, registered delegates are requested to follow this procedure: Step 1: Complete an online visa application form at: https://visa.mofa.gov.vn/_layouts/registration/applicationform.aspx. (For visa upon arrival, choose Upon arrival for the Place of collect visa). Step 2: Send the completed form to visa.apec2017@mpi.gov.vn. Step 3: Result of the application will be sent to the applicant within 4-5 business days. Step 4: Submit the application result with the passport to the Viet Nam Embassy or Consulate General as designated on the visa application form to collect the visa. For visa upon arrival, submit the result to Immigration Desk at the airport in Viet Nam to collect visa. Request for visa must be sent at least 15 business days prior to travel date. Further inquiries on visa and entry should be directed to visa.apec2017@mpi.gov.vn. All foreign media representatives are required to possess a valid passport and other travel documents to apply for a short-term journalist visa. 10.2. Custom Control Materials Under Declaration Declare if you bring: Foreign currency: in excess of US$ 5,000 or equivalent Viet Nam Dong: in excess of VND 15,000,000 Gold: in excess of 300 gr. For more information, please refer to the Viet Nam Customs website: www.customs.gov.vn 13
10.3. Tan Son Nhat International Airport Tan Son Nhat International Airport is located inside of Ho Chi Minh City, which is about 08 km from the Sheraton Saigon Hotel & Towers. The airport terminal provides various services including shopping, dining, currency exchange, ATMs and transportation options etc. It is important that the delegates should be always aware of which terminal they are using and include that information in the communication with the SMEMM Organizing Committee. For detailed information on airport terminals map, airlines desks, and transfer options, please refer to the official website of the airport: http://tansonnhatairport.vn/ 11. TRANSPORTATION 11.1. Transportation for Ministers and Heads of Delegation Ministers, Heads of Delegation, the APEC Secretariat Executive Director, and ABAC Representative and all APEC official Obeserver Delegations SMEWG will be received at the airport by a Liasion Officer, and shall each be provided a chauffeur-driven care during the SMEMM in Ho Chi Minh City. The Minister s and Head of Delegation s Flight and Accommodations Information Form (Annex C) should be sent to transportation.apec2017@mpi.gov.vn no later than 15 th of August 2017. 11.2. Transportation for Delegates and Media A shuttle transfer service between the airport and designated hotels will be available for free from 08th to 16th of September 2017. On the date of arrival, delegates should approach the APEC Welcome Counter at the Arrival Hall of Tan Son Nhat International Airport to check-in for the shuttle bus. Delegates should register for the shuttle bus at the reception desk located at the designated hotels lobbies at least one day before departure. Shuttle transfer service between designated hotels and meeting venues will be available on 09th to 15th of September 2017 for delegates and accredited media personels. APEC Information Desks at designated hotels will provide updated timetable of the shuttle services. Delegates who stay in hotels other than those listed in Article 9.1 should arrange their own transportation between the hotel and meeting venue. 11.3. Public Transportation and Taxi Delegates are highly recommended to use licensed taxi for transportation for non-work purposes. Additional information regarding transportation facilities and taxi services will be available at the APEC Information Desk at the meeting venue, and at the reception desks 14
of the designated hotels. App based taxi, such as Uber and Grab, are also available in Hochiminh city. 11.4 Schedule of Shuttle bus services Shuttle busses will run through all designated hotels and the meetting venue (Sheraton Saigon Hotel & Towers) from 7.30 Am till 21.00 PM. Shuttle bus timetables are available at the Information desks of each designated hotels and the meetting venue. The designated hotels are very close to the meeting venue (less than 01 km), delegates can also walk from the designated hotels to the meeting venue and vice versa. 12. MEETING VENUE FACILITIES, SERVICES AND ACTIVITIES 12.1. Interpretation Support for the SMEMM Delegations intending to bring their own interpreters for simultaneous interpretation must inform the SMEMM Organizing Committee in advance to ensure that adequate equipment and support shall be available. Delegations should note that such interpreters should be accredited as part of the official delegation (see Section 6.1). Delegations intending to arrange simultaneous interpreters must submit a completed Interpreter Support Request Form (Annex H) by 30 th August 2017 to ensure that adequate support facilities are arranged. Delegations which intend to utilize a whispering interpreter to support Ministers at non- Plenary events should also notify the SMEMM Organizing Committee at registration.apec2017@mpi.gov.vn by 30 th August 2017 in order to ensure that adequate seating may be arranged. The email subject title should be Interpreter at SMEMM. 12.2. Common Delegation Room A Common Delegation Room shall be available at the meeting venues for use of all meeting participants and shall be staffed from 8am to 8pm daily from 9 to 15 September 2017. The room shall be equipped with computers, printers, multifunctional copiers, chairs, free wireless internet, and basic supplies. 12.3. Bilateral Meeting Rooms Bilateral meeting rooms shall be available at no cost to delegations and on a reservation basis from 8am to 8pm on 9 to 15 September 2017, with time slots available in 30-minute increments, and room capacity of eight (8) to twelve(12) seats. There shall be a five (5) minute interval between each bilateral meeting for room setup. 15
Bilateral Meeting Rooms must be reserved in advance by emailing a duly accomplished Bilateral Meeting Room Booking Form (Annex D) to bilateral.apec2017@mpi.gov.vn Meeting rooms are assigned on a first come, first served basis. On-site reservations for the use of the bilateral meeting rooms may be directed to the Host Economy s designated HELO or e-mailed to the aforementioned address. 12.4. Prayer Rooms A prayer room for delegates shall be available at the meeting venue for SMEMM, SMEWG and Related Activities. APEC Information Desk personnel shall provide direction upon request. 12.5. Medical Services Basic and emergency medical services shall be provided at no cost to registered meeting participants who require medical attention. However, charges for medicines and any subsequent treatment provided by hospitals, clinics, pharmacies, ambulances, or other medical providers must be paid directly by the delegate to the service providers. It is highly recommended that delegates are covered by health insurance. Details on hospital locations and operation hours are available at the APEC Information Desk. 12.6. Field visit There will be a field visit in the afternoon of 14 th September 2017. The venue will be informed later. 12.7. Tourism and Travel Information Paid tours shall be available to delegates upon request. Further tourism information on tours for Ho Chi Minh city and Mekong delta shall be available through the APEC Information Desk at the meeting venues and accredited hotels. 12.8. Spouses Program A one-day Spouses Program shall be offered during the SMEMM. Information shall be provided directly to the delegations. 13. DOCUMENT REPRODUCTION AND DISTRIBUTION 13.1. Important Requirements for Submission of Meeting Documents All meeting documents must be submitted in soft (electronic) copy and accompanied by a completed Document Reproduction Request Form (Annex F). 16
All documents should be submitted ten (10) days in advance or by the stipulated deadlines to facilitate review and reproduction in advance of the meetings (see Section 16). Late submission of documents is strongly discouraged. However, if necessary, submissions may be made at the Documentation Center. Again, only soft copies shall be accepted. The Documentation Center cannot guarantee the timely processing of documents that are submitted after the stipulated deadlines. When submitting documents, clearly indicate in the email subject field the name of the meeting for which the documents are being submitted. Send separate emails to submit documents for different meetings. Do not password-protect files, as the Documentation Center will need to insert the standard cover page into each document. 13.2. Document Submission for SMEWG Documents for SMEWG must be accompanied by a soft copy of a one-page Executive Summary (Annex G), outlining decision points and/or deliberations. Papers must be submitted in soft to the SMEMM Organizing Committee and the APEC Secretariat, using the following email addresses: To: dl@apec.org; chc@apec.org Cc: document.apec2017@mpi.gov.vn; sme.apec2017@mpi.gov.vn Subject Field: SMEWG Documents 13.3 Submission of Papers for APEC SMEMM Documents for SMEMM must be accompanied by a soft copy of a one-page Executive Summary (Annex G), outlining decision points and/or deliberations. Papers must be submitted in soft copy via email by Monday, 30 th August 2017 to the Documentation Center Manager, with a copy furnished the SMEMM Organizing Committee and the APEC Secretariat, using the following email addresses: To: dl@apec.org; chc@apec.org Cc: document.apec2017@mpi.gov.vn; sme.apec2017@mpi.gov.vn Subject Field: SMEMM Documents 13.4. Submission of Documents for Related Activities Documents for all other related activities held within the margins of SMEMM and SMEWG must be submitted in soft copy directly to the APEC Secretariat Program Director (dl@apec.org) for review before reproduction. 17
The APEC Secretariat Program Director supporting the meeting shall contact the members directly with instructions on the submission of papers, including deadlines, for meetings under their charge. 13.5. Documentation Center The primary Documentation Center shall be located at the Sheraton Saigon Hotel & Tower and shall be open from 8am to 6pm daily on 9 th to 15 th September 2017. 13.6. Document Distribution Meeting documents shall be distributed in the meeting rooms approximately 30 minutes prior to the start of each meeting. 13.7. Distribution of Other Materials at the Meetings Materials intended for distribution during SMEMM, SMEWG and Related Activities should be sent via courier service to the Documentation Center Manager in advance of the meetings. It is requested that arrangements be made with the Documentation Center Manager via dl@apec.org and chc@apec.org. Please note that the contents of packages should clearly indicate for which meetings the material is intended, along with the complete contact information of the sender. 13.8. Final Papers Final meeting papers shall be made available on the APEC Meeting Document Database (MDDB) at the latest 10 working days after the conclusion of all meetings. The MDDB can be accessed at http://mddb.apec.org/pages/default.aspx. 13.9. Information Disclosure Deliberative Information APEC operates by consensus and needs space to consider and debate issues away from public scrutiny in order to develop that consensus. For the deliberative process to function optimally, it is necessary to safeguard the free and candid exchange of ideas. Therefore, while APEC makes publicly available summary reports and other documents classified for public release by the originating fora, meeting participants are expected to display sensitivity and prudence in disclosing information to the public during the course of its deliberations. 14. DRESS CODE The dress code for Small and Medium Enterprises Ministerial Meeting (SMEMM), Small and Medium Enterprises Working Group (SMEWG) Meeting and Related Activities is business attire. The dress code for events other than the Meetings shall be smart casual. 18
15. GENERAL INFORMATION 15.1. Ho Chi Minh City Ho Chi Minh City is now the most populated city in Vietnam. Modern office skyscrapers, amidst Oriental style pagodas and food stalls along the street, create a dynamic urban area in very special sense. The best attractions, the finest restaurants and the trendiest shops are only minutes away. Catch a tour to Botanical Gardens with others historical sites. For more information about Ho Chi Minh City, please visit: http://www.vietnamonline.com/destination/ho-chi-minh-city.html/. 15.2. Weather Ho Chi Minh City Weather in September: The climate in September with the low temperature average and high temperature average range between 25 C (77 F) and 35 C (95 F). Shower may takes place suddenly in a day. 15.3. Time The Standard Time is 7 hours ahead of GMT (+7 GMT). 15.4. Currency and Banking The currency used in the Socialist Republic of Vietnam (SRV) is the Vietnamese Dong (VND). According to the SRV Custom s and Border Patrol, no more than USD 5,000 or other equivalent currency in notes may be brought in by each passenger unless a permit is obtained in advance. Major foreign currencies can be exchanged at moneychangers or banks. Rates in these establishments are usually better than those in hotels. Bank notes come in denominations of (1) VND 100, VND 200, VND 500, (2) VND 1,000, VND 2,000, VND 5,000, (3) VND 10,000, VND 20,000, VND 50,000 (4) VND 100,000, VND 200,000 and VND 500,000. The notes (2),(3),(4) are widely used than (1) Coins are in the following denominations: VND 500, VND 1,000, VND 2,000 and VND 5,000, but not mostly used now. Viet Nam s unit of currency is the Vietnamese Dong (VND). Major foreign currencies are exchangeable at banks. The exchange rate (as of June 2017) is US$ 1 ~ VND 22,800. 19
15.5. Credit Cards and ATMs Visa and MasterCard are commonly accepted. Other cards as American Express, JCB, Diners Club, Discover and other major international credit cards are also accepted at most establishments. However, only cash payments in Vietnamese Dongs are accepted in public transportation, small shops, and small restaurants. Automatic Teller Machines (ATMs) are normally available in banks and other commercial establishments such as major railway stations, airports, convenience stores, petrol stations, department stores, and shopping complexes. If you make an interbank withdrawal (that is, withdrawal from an ATM that does not belong to your bank) you will be charged a small fee for each transaction. Most ATMs offer Vietnamese Dong. Some are from ANZ, Citibank ect offer in both Vietnamese Dong and US Dollar. 15.6. Electricity and Water Supply The standard electricity supply in Viet Nam is 220 Volts, 50 Hz, AC. Most plugs are twopin with rounded and flat pins, except in international-standard hotels. Drinking tap water and un-boiled water is not recommended. 15.7. Telecommunication Services Local phone services are reliable. SIM cards are readily available for GSM mobile phones and can be bought in any convenience stores, post offices, (registration with ID/passport is required). Local calls from a prepaid mobile phone cost about 2,000 VND or 10 US cents/minute. Three major telecommunication service providers in Viet Nam are Vinaphone, Viettel, and Mobiphone. Broadband and wireless internet services are available in all major hotels and at the meeting venues. 15.8. Emergency Phone Numbers Emergency Call Service Phone Number Police 113 Ambulance 115 Fire 114 Local directory Assistance 1080 20
15.9. Postal Service Post offices are open from 8:30am to 5:00pm on Monday to Friday and from 8:30am to 1:00pm on Saturday. Most large hotels also provide postal services at front desks. 15.10. International Telephone Codes ECONOMY CODE ECONOMY CODE Australia 61 Malaysia 60 Brunei Darussalam 673 New Zealand 64 Canada 1 Papua New Guinea 675 Chile 56 Peru 51 People s Republic of China 86 Republic of Philippines 63 Hong Kong, China 852 Russian Federation 7 Indonesia 62 Singapore 65 Japan 81 Chinese Taipei 886 Republic of Korea 82 Thailand 66 Mexico 52 United States 1 Hong Kong, China 852 15.11. Restaurants Viet Nam 84 Republic of Philippines 63 Information on local restaurants shall be available at the APEC Information Desk. 15.12. Tipping In general, tipping is not a mandatory practice in Vietnam. However, if you are satisfied with the service in hotels, restaurants, taxis, and other services in Vietnam, a welcome gesture of tipping is highly recommended. 15.13. Delegate Handbook All accredited delegates shall be provided with a Delegate Handbook. 15.14. Reminders for Travelers Majority of indoor public areas in the Vietnam are not recommended for smoking areas, such as cultural or social education institutions, government offices, physical education or training sites, hotels, shopping malls, restaurants, conference halls. Certain outdoor public areas may allow smoking with special request beforehand. 21
16. SUMMARY OF IMPORTANT DATES Task Deadline Email Address or Website Submission of DAO and DLO details Submission of MLO details 1 st August 2017 registration.apec2017@mpi.gov.vn 1 st August 2017 media.apec2017@mpi.gov.vn Online Registration for Delegates 30 th August 2017 (Starting from 1st Aug) registration.apec2017@mpi.gov.vn Submission of Special Transportation Requirements Submission of Interpreter Support Request Form 15 th August 2017 transportation.apec2017@mpi.gov.vn 30 th August 2017 bilateral.apec2017@mpi.gov.vn Online Registration for Media Submission of Minister s/senior Official s/hod s Flight and Accommodation Form 20 th August to 5 th September 2017 30 th August 2017 (Starting from 1st Aug) media.apec2017@mpi.gov.vn accommodation.apec2017@mpi.gov.vn Submission of soft copy of papers for SMEWG Submission of soft copy of papers for SMEMM 30 th August 2017 document.apec2017@mpi.gov.vn 30 th August 2017 document.apec2017@mpi.gov.vn 22
ANNEX A. MEETING SCHEDULES No Date Activities Place 1 Saturday 9 September 2 Sunday, 10 September Side event (TBC) APEC O2O Forum (Chinese Taipei) Sheraton Hotel Sheraton Hotel 3 Monday 11 September 4 Tuesday 12 September 5 Wednesday 13 September 6 Thursday 14 September 7 Friday 15 September Upgrading MSMEs Access to Finance in a Digital Age (Viet Nam) APEC Startup Forum (Viet Nam)* APEC Digital Economy (United States) APEC Startup Forum (Viet Nam)* SMEWG 45 th Meeting (all day) Welcome Dinner SMEWG 45 th (Evening) SMEWG 45 th Meeting (Morning) Field visit SMEWG 45 th (Afternoon) TBC APEC SMEMM 25 th (Morning) APEC SMEMM 25 th (Afternoon) APEC SMEMM 25th Press Conference(Afternoon) Gala Dinner APEC SMEMM 25 th (Evening) Sheraton Hotel Reverie Saigon Hotel Sheraton Hotel Reverie Saigon Hotel Sheraton Hotel Sheraton Hotel Sheraton Hotel Sheraton Hotel * Information of APEC Startup Forum will be provided later by Viet Nam Chamber of Commerce and Industrial (VCCI) TBC 23
ANNEX B. ACCOMMODATION RESERVATION FORM Page (1/2) (Please fill in the form and return to us via email at accommodation.apec2017@mpi.gov.vn by 30 th August 2017) Date applied: Reservation No: PERSONAL INFORMATION Economy Institution / Organization Full name / Title / Position Office address Passport No Date of Birth Gender Female: Male: Date of issue AND expiry Place of issue Flight itinerary Arrival: Route/Flight code/arrival time Dept: Route/Flight code/dept time Contact information Tel: Email: Fax: ACCOMPANYING PERSON INFORMATION Economy Full name /Title/ Position Passport No Date of Birth Gender Female: Male: Date of issue/expiry Place of issue Flight itinerary Arrival: Route/Flight code/arrival time Dept: Route/Flight code/dept time 24
ANNEX B. ACCOMMODATION RESERVATION FORM (page 2/2) SERVICES REGISTRATION HOTEL Check-in date: Check-out date: Hotel name Star rating Type of room required Rate (USD/ per room/ per night) Rate (VND/ per room/ per night) Sheraton Saigon Hotel & Towers 88 Dong Khoi, District 1, Ho Chi Minh City 5 Premier Deluxe 195 4,446,000 Caravelle Saigon Hotel 19-23 Lam Son Square, District 1 Ho Chi Minh City 5 Deluxe SGL/DBL/TWIN 168 3,830,400 Deluxe 133 3,032,400 Rex Hotel Saigon 141 Nguyen Hue Boulevard, District 1, Ho Chi Minh City 5 ROH Premium and Rex Suite 155 3,534,000 Governor suite 177 4,035,600 Continental Saigon 132-134 Dong Khoi St., Dist 1, Ho Chi Minh City 4 Deluxe Garden View 135 3,035,000 Deluxe City View 138 3,105,600 Room Rate include: Breakfast & VAT Tax Exchange rate: 1USD = 22,800VND Check in: After 14:00 PM Checkout: Before 12:00 PM Remarks for payment: Full payment is required upon receiving the room confirmation 25
ANNEX C. MAP OF MEETING VENUES AND DESIGNATED HOTELS 26
ANNEX D. BILATERAL MEETING ROOM BOOKING FORM Requesting Economy/Organization Information Economy/Organization Name of Contact Person Title Ministry/Department Telephone Email Participating Economy/Organization Information Economy/Organization Name of Contact Person Telephone Email Date Time Total Number of Seats Special Requests (if any) Meeting Room Request Details Bilateral Meeting Rooms are available between 08:00 and 18:00 hours in 30-minute increments at the Sheraton Saigon Hotel & Tower from 9 th Sep to 15 th September 2017. Please submit one form per requested bilateral meeting. Please email the completed form bilateral.apec2017@mpi.gov.vn or make onsite reservation through the APEC Information Desk at the meeting venue. Request will be fulfilled on a first-come, first-served basis. A confirmation email will be sent to both participating economies listed above with a notification of assigned bilateral rooms and meeting time slot. 27
ANNEX E. TRANSPORTATION REQUEST FORM Economy/Delegation: Minister/ Head of Delegation Information First Name Last Name Title Ministry/Organization Minister/ Head of Delegation Hotel Information Hotel Name Check-in Check-out Minister/ Head of Delegation Flight Information Arrival Information Departure Information Airline Flight Number Terminal Arrival Time Airline Flight Number Terminal Departure Time Point of Contact Regarding Logistical Arrangements for Minister / Head of Delegation First Name Last Name Title Ministry/Organization Telephone Email Please submit this form to transportation.apec2017@gmail.com (for SMEMM, SMEWG and related meetings) by 15 th August 2017. 28
ANNEX F. DOCUMENTATION REPRODUCTION REQUEST FORM (DRRF) Please use one DRRF per document Meeting Name Meeting Date Contact Person Economy/ Organization Telephone Number Email Address DOCUMENT DETAILS The information below will be used by the Documentation Center to create the cover page for each paper/presentation and to update the document classification list for each meeting. Title Agenda Item Purpose ConsiderationorInformation Access Publicor Restricted If restricted, state reason (e.g. draft version, under consideration, workingd ocument, nonpaper, informalpaper) Submitted By Economy /Forum/ Secretariat/ Organization Forum Document Number Applicable only if the same document was tabled at an earlierforum Required number of copies (if known) Documents for the SMEMM24, SMEWG45 Meeting and related activities Email document, DRRF and Executive Summary to appropriate addresses below by 30 th August 2017: To: dl@apec.org; chc@apec.org Cc: document.apec2017@mpi.gov.vn; sme.apec2017@mpi.gov.vn Subject:SMEMM23 (or SMEWG43 Meeting) Document Submission For Related Meetings Please email document and DRRF to relevant Organizers with copy to the APEC Secretariat (dl@apec.org; chc@apec.org). NOTE: Please do not password-protect the files as the Documentation Center will need to insert a standard cover page for each document. 29
ANNEX G. EXECUTIVE SUMMARY Required Action/Decision Points (e.g. note, approve, recommend to Ministers or Senior Officials) It is recommended that Ministers or Senior Officials: 1. 2. *For conciseness, please try to limit the information to one page. Thank you. 30
ANNEX H. SMEMM INTERPRETER SUPPORT REQUEST FORM ECONOMY/DELEGATION DETAILS Economy/Delegation Language Total Number of Interpreters in Delegation CONTACT DETAILS Contact Name Title Ministry/Organization Email Phone SIMULTANEOUS INTERPRETATION REQUEST SMEMM Other events Yes No Interpretation support includes booths that accommodate two interpreters per language and audio equipment (microphones for interpreters and headphones for Ministers and other delegates). All interpreters must be accredited as part of an official delegation. Please complete this form to bilateral.apec2017@mpi.gov.vn by 30 th August 2017. Please put the email subject title as Interpreter at SMEMM. 31