Registration guidelines

I. General information

Rules of Procedure of Functional Commissions of ECOSOC:

General principle (Rule 39)
Unless the commission decides otherwise its meetings shall be held in public.

Participation of non-Member States (Rule 69)
The commission shall invite any Member of the United Nations that is not a member of the commission, and any other State to participate in its deliberations on any matter of particular concern to that State.
A subsidiary organ of the commission shall invite any State that is not one of its own members to participate in its deliberations on any matter of particular concern to that State.
A State thus invited shall not have the right to vote, but may submit proposals which may be put to the vote on request of any member of the commission or of the subsidiary organ concerned.

Participation of other intergovernmental organizations (Rule 74)
Representatives of intergovernmental organizations accorded permanent observer status by the General Assembly and of other intergovernmental organizations designated on a continuing basis by the Council or invited by the commission may participate, without the right to vote, in the deliberations of the commission on questions within the scope of' the activities of' the organizations.

Representation (Rule 75)
Non-governmental organizations in category I or II may designate authorized representatives to sit as observers at public meetings of the commission and its subsidiary organs. Those on the Roster may have representatives present at such meetings when matters within their field of competence are being discussed.

• The plenary meetings and the meetings of the Committee of the Whole are generally held in public. All official participants to a session (including NGOs, experts, IGOs, UN staff etc.) can take part in those meetings. Registration as public or side events participant does not provide access to meeting rooms, but side events and visitors' gallery of the plenary only. Meetings of the Committee of the Whole are intended for the negotiations of Member States, other meetings' participants can attend as observers. Informal meetings of delegations are not public and participation is limited to Member States delegations.
• All VIC grounds pass holders can access the conference building with their existing badges.
• Permanent mission staff with VIC grounds pass will not receive an additional separate badge if registered for the meeting.
• In order to be included in the official list of participants of the meeting all participants need to register for the meeting, in addition to existing access passes.
• NGO representatives registered for the meeting receive a dedicated conference badge (however annual pass holders can also enter). UNODC staff who have a VIC grounds pass can enter the meetings. UNODC staff who do not have a grounds pass (e.g. from field offices), need to register and get a badge.
• Commissary access is granted to Member States' heads of delegation or the first participant on the registration who does not enjoy access already. All UN staff receive commissary access automatically.
• All badges are pre-printed and available as of the afternoon-day before the session (this request would need to be included in an IOM to security).

II. Registration process

Step 1: The registration is sent to SGB in the required format (form + note verbale/letter) by the Monday before the session at noon at the latest.

Step 2: The participants nominated are registered in the system and will receive an automated message to the email address provided.

Step 3: Participants are provided in this email with a link to upload their photo.

Step 4: Once the photo is uploaded, the badge will be pre-printed. If no photo is uploaded, the photo can be taken at the pass office and the badge will only be printed thereafter; waiting times are to be considered.

Step 5: Badges need to be picked up in person, presenting proper ID and note verbale / official letterhead signed by head of organization

Pick-up of badges (depending on the date of the meeting)

Pick-up times for badges with requests submitted by the deadline usually starts Friday afternoon, before the session, at a dedicated desk at Gate 1 and continues on Monday morning of the session. From Monday of the session lunchtime to Friday of the session badges can usually be picked up at Pass Office. The Pass Office is open between 8 a.m. and 4 p.m., Monday through Friday.

Only Member States can arrange for batch pick-up via note verbale designating the person to pick up the badges. All other participants are expected to pick-up their badges in person, presenting their passport/official photo ID and the official communication designating them as delegates. Grounds passes must be worn visibly at all times in the Vienna International Centre.

III. Types of registration

Member States' delegations

Format	note verbale from Permanent Mission in Vienna
Information	name, title/function, workplace, email address
Address	per email attachment to unodc-sgb@un.org
Number	no limit to number of participants
Deadline	Thursday before the session
Badge	Red/white, Ambassador Resident Representative (Head of permanent mission) (Yellow: One per delegation)
Access	all areas / all days
List of participants	yes

IGOs, UN affiliate (including PNIs), UN entities

Format	official letterhead signed by head of organization
Information	name, title/function, workplace, email address
Address	per email attachment to unodc-sgb@un.org
Number	no limit to number of participants
Deadline	Thursday before the session
Badge	IGO (grey), Affiliate (brown), UN (blue)
Access	plenary, COW, side events / all days
List of participants	yes

NGOs

Format	official letterhead signed by head of organization
Information	name, title/function, workplace, email address
Address	per email attachment to unodc-sgb@un.org
Number	10 participants
Deadline	Thursday before the session
Badge	yellow
Access	plenary, COW, side events / all days
List of participants	yes

UNODC staff without VIC grounds pass

Format	official communication by head of department
Information	name, title/function, workplace, email address
Address	per email to unodc-sgb@un.org
Number	no limit to number of participants
Deadline	Thursday before the session
Badge	blue
Access	plenary, COW, side events / all days
List of participants	no

Media

Media accreditation is administered by the United Nations Information Service (UNIS), Vienna
Email: press[at]unvienna.org

Contact Person: Ms. Veronica Crowe-Mayerhofer
Email: veronika.crowe-mayerhofer[at]unvienna.org

 

IV. Access for cars

Additional cars may be allowed entry to the VIC for the duration of the conference. Requests for temporary driver passes and temporary parking permits shall be submitted via a note verbal to the Garage Administration (vicgarageadministration@un.org) with a copy to the conference organizer (unodc-sgb@un.org).

Driver passes (at Gate 1, UN Pass Office)and temporary parking permits (at Garage Administration, Rotunda next to the newspaper shop) must be picked up in advance as they will be required when accessing the VIC.

All passengers need badges. For high-level participants, the badges should be picked up at Gate 1 in advance to enable drive-in at Gate 2. Drivers need to be registered in advance as Embassy support staff, designated in the official note verbale (will not appear on list of participants).