Registration - Member States

Permanent Missions need to issue a Note Verbale, complete the Registration Form and share both documents with delegates, to enable them to register in INDICO by 2 March 2021. 

Note: Should the Permanent Mission want to assign a “Focal Point” at the Mission who can review and pre-approve its delegates’ applications in INDICO, a Note Verbale with the name, title and email address of the designated focal point should be sent to the Congress Secretariat at: unodc-14congress-registration@un.org   

Delegates need to register in INDICO (Guide How to Register in INDICO) and upload the Note Verbale and Registration Form from the Permanent Mission by 2 March 2021.  

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.

Embassy support staff, security personnel or drivers also need to register in INDICO under the category Other and upload the Note Verbale from the Permanent Mission by 2 March 2021.

Number of participation (per delegation)

In-person participants:

              10 (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 also 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.

If the delegation of a Member State has less than 10 persons participating in Kyoto in-person, it is possible to change the remaining 'seats/slots' of the in-person category on the registration form to “online observer”  and thus add additional online observers (up to the maximum number of in-person 'seats/slots' that will not be used). In such a case, in the registration form the Role "In-person" should be changed to "Online" for those members of the delegation who will participate as  "Online Observer".

Online participants:

  15 (max.)

Speakers Plenary:

  5 (max.)

Speakers Committees:

  5 (max.)

General Admission/Observers:

  5 (max.) plus up to the number of unused in-person 'seats/slots'.

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.

Note Verbale

The Note Verbale 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

                     General Admission/Observers

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

Registration Form

In addition to the Note Verbale, Permanent Missions need to fill in the Registration Form 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 receive a link to the online events platform where they can participate as observers. In order for an in-person participant to be also 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:

 

Speakers Plenary: 

 (High-level segment and regular segment)

Speakers Committees:

 (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.

 

Credentials

Credentials have to be issued by the Head of State or Government or the Minister for Foreign Affairs for the representative, alternate representative and advisers (including persons delivering pre-recorded video statements). Embassy support staff, such as security personnel and drivers, do not need to be listed in the credentials (but need to register via INDICO).

The original credentials in hard copy will need to reach the Congress Secretariat by 2 March 2021, which is also the last day of registration in INDICO.

The original Credentials should be sent to:
Executive Secretary
Fourteenth United Nations Congress on Crime Prevention and Criminal Justice
C/o Secretariat of the Congress
PO Box 500, Room D0676
1400 Vienna
Austria

Member States are invited to submit an advance scanned copy of the credentials as soon as possible via e-mail to the Secretariat of the Congress: unodc-14congress-registration@un.org.

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, for 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.

Information for Least Developed Countries

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Link

Information for Least Developed Countries

English

French

Spanish

Visas

All participants for whom the “Special Measures” referred to above applies 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.
 
Physical presence in the Kyoto International Conference Center
Due to COVID-19 developments worldwide (in particular caused by virus mutations), the number of participants at the KICC needs to be further restricted and floating badges will be required to access the KICC. Only those delegates may be at the KICC who have, for the same day/meeting, a floating badge for either the Plenary Hall (max. 2 badges per delegation) or the Committees Hall (max 1 badge per delegation) [Exceptions may apply for the direct entourage of Ministerial-level participants registered well in advance of the opening of the Crime Congress (latest by 18 February 2021)] 
 
Physical presence in conference rooms
Only a maximum of up to two delegates per Member State may be physically present at any given time in the Plenary Hall, and one delegate may be physically present in the Committees Hall (venue in which Committee 1 and Committee 2 meet alternately).
 
There will be no in-person audience for special events and ancillary meetings [Exceptions may apply for a very limited number of panellists reflected in the programme of such events, who are resident in Japan or able to travel from overseas as specified by the Host Country, who would then be given access to the KICC for the event only. Exceptions may also apply for Ministerial level participants and their entourage (limited to two people) and up to three additional dignitary guests. Such exceptional access needs to be applied for by the organizers well in advance of the opening of the Crime Congress (latest by 18 February 2021)
 
Types of badges

The Secretariat will issue the following types of badges for those who have been registered as physically attending the Conference:
(1)     Individual badges for in-person registered participants
(2)     Floating delegation badges per conference room without individual participants names
Only participants with both the individual main badge and the floating badge are allowed into the KICC and the respective conference room. Floating badges do not show individual participants’ names and can be exchanged within the same delegation. The floating badges will be provided to the Head of Delegation or designated delegate (upon presentation of designation in written format). Redistribution of floating badges within the delegation will need to happen outside the KICC.