Registration - Intergovernmental Organizations

A Letter signed by the Head of the Organization with the composition of the delegation and the completed Registration Form needs to be shared with and uploaded by delegates to register in INDICO by 2 March 2021 (Guide How to Register in INDICO).

Delegates should also select the respective box if they are invited to speak as a Panellist in Committee I or II, or in Ancillary Meetings and/or Special Events. 

Support staff/security personnel/drivers have to register in INDICO under the category Other and upload the Official Letter from the Head of the Organization by 2 March 2021.

Number of participation (per Organization)

In-person participants:

              2 (max.)

All registered in-person participants will also receive a link to the online events platform where they can participate as observers. In order for an in-person participant to be registered as an online “Speaker” (Plenary/Committee), he/she also needs to be listed as “In-person participant” and online “Speaker” (Plenary/Committee) in the registration form.

Online participants:

  5 (max.)

Speakers Plenary:

  2 (max.)

Speakers Committees:

  2 (max.)

General Admission/Observers:

  1 (max.)

All with “speaker” roles have the technical possibility to request for the floor and to speak in Plenary/Committees, in addition to observe all events. All online participants can take the floor in the ancillary meetings without prior designation, by raising their hand.

Official Letter

The official letter has to list the names and titles/functions of the delegation’s: 

In-person participants:

                Please see also Travel from overseas and Visas below.

Online participants:

                     Speakers Plenary

                     Speakers Committees

                     Observers

Support staff, security personnel or drivers who need access to the Kyoto International Conference Center have to be listed in the Official Letter but not on the Registration Form.  They will not appear in the List of Participants. 

Registration Form

In addition to the Official Letter, the Registration Form needs to be completed, listing the names and e-mail addresses of: 

In-person participants:

              Please see also Travel from overseas and Visas below.

All registered in-person participants will also be registered as online “General Admission/Observer”. In order for an in-person participant to be registered as an online “Speaker (Plenary/Committee)”, he/she needs to be listed as “In-person participant” and online “Speaker (Plenary/Committee)” in the registration form.

Online participants:

 

Speakers Plenary: 

 (i.e. High-level segment and regular segment)

Speakers Committees:

 (i.e. Committee I and II)

General Admission/Observers

  

NOTE: Late registration and switching of roles will not be possible. The numbers of both in-person as well as online participants per delegation will be limited and as such delegations are encouraged to register as early as possible.

Delegates registration in INDICO

INDICO event registration

Guide how to register in INDICO

INDICO photo requirements

Profile creation and Register for an event [video]

To modify a submitted registration form:  Once the registration form has been submitted in INDICO, an acknowledgement email is sent to the participant.   As long as the registration form in INDICO has not been approved by the Congress Secretariat, participants can modify their registration form (for example to change the photo or to upload a different /additional document.  To access and modify the registration form, participants can click on the link in the acknowledgement email sent by the Congress Secretariat.   Once the registration form is approved, the participant will get a registration confirmation by email. If the registration form has to be modified after it has been approved, the participant should first contact the Congress Secretariat. The Secretariat will set up a pending action, review and approve the form. 

 

Travel from overseas

As part of COVID-19-related restrictions, border control and quarantine measures currently applicable in Japan differ from the pre-COVID-19 situation.

Foreign nationals from designated countries and regions (at present, status 7 January 2021, 152 countries and regions) are not permitted to enter, unless special exceptional circumstances apply. Information on the latest border control and quarantine measures is available here.

Notwithstanding border control and quarantine measures, the following will be exceptionally able to enter Japan while the 14-day self-quarantine measure will be eased for the purpose of participating in the Congress.

“Special Measures” will be applied for:

  • Ministerial-level participants and their entourage
  • Delegations of Member States without embassy or diplomatic representation in Japan
  • Representatives equivalent to ministerial-level rank and their entourage of Organs and Specialized Agencies of the United Nations and Intergovernmental Organizations

on the condition of a set of alternatives measures to be followed to minimize contacts with residents in Japan.

Further information on the “Special Measures” and the set of alternative measures is made available on the Host Country’s Congress website.

Visas

All participants to whom the “Special Measures” referred to above apply and who will be travelling to Japan are required to carry a valid passport and obtain entry visas. Applications for visas must be made well in advance.  Entry visas to Japan must be obtained prior to arrival and will not be issued at any Japanese airports on arrival.

Visas will be issued to registered participants in the Congress.  In order to secure timely visa application processing, participants are encouraged to apply for a visa at a Japanese embassy, consulate-general or consular office in parallel with the registration for the Congress as soon as possible, but no later than 24 February 2021.

A list of Japanese embassies, consulates-general and consular offices worldwide can be found here.

For inquiries involving the Host Country, please contact:  kyoto-congress2020@mofa.go.jp.

ACCESS TO THE KYOTO INTERNATIONAL CONFERENCE CENTER AND CONFERENCE ROOMS

By presenting their badges upon their first entry to the KICC, all in-person participants declare that they have been tested negative for COVID-19 (PCR or antigen test) not earlier than 72h before.

 
COVID-19 related information
Please click here for COVID-19 related information for the 14th UN Crime Congress.