INFORMATION FOR PARTICIPANTS AT MEETINGS AT FAO HEADQUARTERS
Conference, Council and Government Relations Branch, CPAC
I. INTRODUCTORY INFORMATION (1 - 20)
Access to FAO Headquarters (4)
Registration of Participants and Admission to Meetings (5-8)
Medical Services (13-14)
Access and Facilities for Participants with Special Requirements (15-17)
Emergency Telephone Numbers in Rome (18)
Protecting Valuables (19-20)
II. MEETING SERVICES (21-50)
Duration of Meetings (21-23)
Languages used in Meetings (24-26)
Plenary Meetings during conference Sessions (27-31)
Meetings of Commission I and Commission II during Conference Sessions (32-34)
List of Speakers during Conference (35-37)
Plenary Meetings during Council (38)
Journal of the Conference and Order of the Day of the Council (39)
Verbatim Records of Meetings (40-44)
Reports of Meetings and Drafting Committee (45-46)
Korean Conference Service Centre (47)
Meeting Rooms for Delegates (48-49)
Special Events during Council (50)
III. FACILITIES AND ADDITIONAL SERVICES (51-90)
Slovak Delegates' Lounge (52)
Estonian Contact Center (53)
Catering Facilities (55-58)
Snack Bars and Vending Machines (59)
WiFi Coverage (63-66)
Internet Point and Downloading of Documentation for Governing Bodies (67-68)
Postal Services (69-70)
Parking Facilities (71)
Car Rental (72-74)
Public Transportation (77-79)
Travel Facilities (Flight Reservations and Reconfirmation) (80-81)
Banking and Currency Exchange Facilities (82-86)
FAO Brand Centre (87)
Credit Cards (91)
IV. MEDIA AND LIBRARY SERVICES (92-96)
Media Working Arrangements, Briefings and Enquiries (92-93)
The David Lubin Memorial Library (94-96)
I. INTRODUCTORY INFORMATION
- FAO Headquarters is located on Viale delle Terme di Caracalla, in front of the Circo Massimo. It can be reached by car, bus, tram and metro line B (Circo Massimo).
- There are six buildings in FAO Headquarters, all interconnected. The large conference rooms (Plenary Hall, Red Room, and Green Room) are all located in Building A. Several smaller meeting rooms are located in Buildings A, B, C and D.
- The two-story glass-enclosed Atrium connects Buildings A and B and some activities scheduled during meetings may be held there.
Access to FAO Headquarters
- Access to FAO Headquarters is restricted to persons in possession of a valid building pass (see section on Registration below). This building pass has to be scanned at the turnstiles to allow entry and exit from the FAO complex. Pass-holding participants should use the Main Entrance in Building A (Viale Aventino, beside the Metro station) to enter/exit the site. No other entry/exit points may be used.
Registration of Participants and Admission to Meetings
- On the first day of a meeting participants are requested to enter the FAO site through the main visitor’s entrance on Viale Aventino close to the Metro station.
- Participants will be invited by Security personnel to proceed through a metal detector in the Visitors Centre before being directed to the Turkish Registration Lounge in
- Once inside the Turkish Registration Lounge pre-registered participants pick up their badge while new participants have to complete a registration form and have their photo taken for the badge.
- Loss of badges should be reported without delay to the FAO Security Office.
- The FAO Security Office operates from 07.30 to 17.30 hours from Room B062 (extension 55159); after 17.30 hours the Security Guards in Building A (extension 53145, 06-570-53145 from outside FAO Headquarters) should be contacted. The Security Office:
- receives official telephone calls requiring action after normal working hours;
- assists in locating and notifying the Organization’s senior officials in an emergency;
- liaises with national security representatives regarding security arrangements for dignitaries;
- liaises with local authorities whenever outside emergency assistance is required, e.g. ambulance, medical, police;
- handles lost and found properties.
- Strict security measures are observed at FAO Headquarters. Metal detectors are in operation at the Building A entrance and participants are requested to wear their building passes at all times.
- Participants are advised not to leave briefcases or any valuable items unattended in conference rooms.
- Should participants smell smoke or should there be the slightest sign of a fire or any other danger, they should call extension 33 immediately.
- The Medical Service provides emergency medical assistance in FAO to participants at meetings.
- For medical emergencies, dial 30 from in-house telephones. For all other medical services, call the Medical Reception on extension 53577 from in-house telephones (06-570-53577 from outside FAO Headquarters).
Access and Facilities for Participants with Special Requirements
- FAO Headquarters entrances are equipped to enable wheelchair access.
- Most lifts at FAO Headquarters have wheelchair access.
- Restroom facilities with wheelchair access are located in Building A on the ground, first and third floors near the meeting rooms.
Emergency Telephone Numbers in Rome
- The following numbers may be useful in case of emergency outside FAO Headquarters:
- Medical Emergencies 118
- General Emergencies 113
- Fire 115
- Ambulance 118
- City Physician on Call (Guardia Medica) 06-570-600
- Once participants have checked into their hotel it is advisable to leave important identity documents in the hotel safe and to carry a photocopy.
- Participants are advised to carry their valuables in a safe place when on the street, especially when using public transport as there may be pickpockets.
II. MEETING SESSIONS AND SERVICES
Duration of Meetings
- Morning meetings are normally scheduled from 09.30 hours to 12.30 hours, and afternoon meetings from 14.30 hours to 17.30 hours, or later if required.
- It is essential that meetings start on time and that the schedule be respected. Delegates are urged to arrive in good time.
- Mobile phones should be switched off during meetings.
Languages used in Meetings
- The languages of the Organization are Arabic, Chinese, English, French, Russian and Spanish and simultaneous interpretation is provided in these languages during Sessions of Conference and Council.
- To facilitate interpretation, 10 copies of each statement should be delivered in advance to the Office of the Chief Interpreter, extension 52933 (Tel. 06-570-52933) preferably in electronic format to Conference-Statements@fao.org.
- Meeting documents for these Governing Bodies are published in the six languages.
Plenary Meetings during Conference Sessions
- At its first Plenary meeting, the Conference elects its Chairperson and three Vice-Chairpersons, appoints the seven members of the General Committee and the nine members of the Credentials Committee. These appointments are followed by the McDougall Memorial Lecture. The Plenary meeting then adjourns to enable the General Committee to hold its first meeting.
- At its second Plenary meeting in the afternoon the Conference, acting on the first report of the General Committee, adopts the Agenda, establishes the Commissions, appoints a Resolutions Committee and deals with the admission of observers and other procedural matters. It also adopts the first report of the Credentials Committee. The votes on the admission of new Members take place, and are followed by the ceremony of admission. While the votes are being counted, the B.R. Sen Award, the A.H. Boerma Award, the Edouard Saouma Award, the Jacques Diouf Award and the Margarita Lizárraga Medal are presented.
- The Third Plenary meeting includes the Director-General’s Statement to the Conference on the work of the Organization, followed by the Statement of the Independent Chairperson of the Council.
- The General Debate by Heads of Delegation under the item “Review of the State of Food and Agriculture”, then takes place from the Monday to the Wednesday Plenary meetings. Friday morning is set aside for the vote on the Programme of Work and Budget, and the afternoon for the election of the Independent Chairperson and Members of the Council.
- The remaining Plenary meetings are used to conclude other items on the Agenda and to adopt the report of the Conference.
Meetings of Commission I and Commission II during Conference Sessions
- As the Plenary proceeds with its work, Commission I and Commission II are also in session. Each of these Commissions has its own Chairperson, two Vice-Chairpersons, Drafting Committee and Secretariat.
- Commission I commences on Monday morning, and adopts its report in Commission on Thursday. Commission I Reports are forwarded to Plenary for final adoption on the last day of the Conference.
- Commission II also commences on Monday morning, and adopts its report in Commission on Thursday. Commission II Reports are forwarded to Plenary for final adoption on the last day of the Conference.
List of Speakers during Conference
- Requests for speaking time during the General Debate in Plenary, under the item on the “Review of the State of Food and Agriculture”, are made through the Office of the Director, Conference, Council and Protocol Affairs Division (CPA), Room A140, (Tel. 06-570-54061) (e-mail: FAO-Conference@fao.org). Reservations are made on a first-come, first-served basis, using the speaking time request form downloadable from the FAO Members Gateway .
- Delegates are advised that statements should strictly be no longer than 5 minutes for Heads of Delegation and 4 minutes for observers. To facilitate time keeping, a light system installed on the lectern indicates when the time limit has been reached.
- To facilitate interpretation, 10 copies of each statement should be delivered in advance to the Office of the Chief Interpreter, (Tel. 06-570-52933) or be sent in electronic format to Conference-Statements@fao.org.
Plenary Meetings during Council
- During sessions of the Council, working hours are the same as those indicated in
Journal of the Conference and Order of the Day of the Council
- During Sessions of Conference and Council, the Conference, Council and Government Relations Branch (CPAC) prepares a daily programme of meetings, events and announcements. This information is presented in the form of the Journal during Conference Sessions, and Order of the Day during the Council. Copies are available at the Documents Desk and also on the FAO Website.
Verbatim Records of Meetings
- Verbatim Records are produced for all sessions of plenary deliberations during sessions of Conference and Council.
- Copies of interventions delivered in Arabic are transcribed in either English or French, those delivered in Chinese and Russian are transcribed in English.
- Verbatim Records are made available at the Documents Desk in the Korean Conference Service Centre (located in front of the Green and Red Rooms) in English, French and Spanish within 24 hours of completion of a meeting and are posted on the FAO Website.
- Corrections may be submitted by delegates after Verbatim Records have been web posted. Please refer to the Journal/Order of the Day for information regarding the procedure to be followed.
- Corrections appear on the web version of the texts, and are subsequently incorporated into the final, printed Verbatim Records within one month of the conclusion of the sessions.
Reports of Meetings and Drafting Committee
- Reports of the proceedings of all Conference and Council sessions are produced in the six languages of the Organization for adoption in plenary.
- For more information on Council Drafting Committee, contact the Secretary of the Drafting Committee, extension 53207 (Tel. 06 570 53207).
Korean Conference Service Centre
- Documents are printed in limited numbers to minimize the environmental impact of FAO's processes and contribute to climate neutrality. Participants are kindly requested to bring their copies to meetings and to avoid requesting additional ones. Most FAO meeting documents are available on the Internet at www.fao.org.
Meeting Rooms for Delegates
- Upon request, Conference and Council delegates may reserve meeting rooms for discussions with other meeting participants for a duration of two to three hours.
- Delegates are requested to consult the Journal/Order of the Day regarding procedures to follow to reserve such rooms. Meeting Rooms need to be booked well in advance. Should interpretation be required the cost is charged to the user.
Special Events during Conference and Council
- Special Events on issues of interest to FAO members scheduled to take place during sessions of Conference and Council are described in the Journal of the Conference or Order of the Day for the Council.
III. FACILITIES AND ADDITIONAL SERVICES
- During Sessions of the Conference and Council a cloakroom is available for use by Participants in the main entrance of Building A (opposite side of the Turkish Lounge).
Slovak Delegates' Lounge
- The Slovak Delegates’ Lounge is a dedicated area at the disposal of Permanent Representatives and Delegates attending main meetings. The room, located on the Ground Floor of Building B (B013), extension 57091 (Tel. 06- 570-57091), is a multi-functional workspace equipped with phones, PC facilities and CCTV monitors to allow the proceedings of meetings in the Red Room, Green Room and Plenary Hall. It comprises a reception area, Internet workstations, a lounge area and a small meeting room. A staff member will be present to assist Permanent Representatives.
Estonian Contact Center
- The Estonian Contact Centre, on the Ground Floor of Building B, is located at the bottom of the flight of stairs to the Iran Room (B016). The ECC has two videophones equipped with Skype technology to enable free video calls to be made anywhere in the world.
- Participants may use the following Lounges:
- Japan Lounge (area to the immediate right of the Plenary Hall, Third Floor, Building A);
- Caribbean lounge (area to the immediate left of the Plenary Hall, Third Floor, Building A);
- Belgian Lounge (area directly in front of the Plenary Hall, Third Floor,
- Nordic Lounge (area between the Red and Green Rooms, First Floor, Building A).
- There are dining and snack bar facilities available within the FAO complex where participants may have a sit down meal, or order a quick snack and beverage.
- The FAO Cafeteria, located on the eighth floor of Building B, is available to Participants from 12.00 to 14.30 hours for lunch. The cafeteria offers a selection of hors d'oeuvres, first and second courses, grill and salads.
- The FAO Restaurant, located on the eighth floor of Building C, offers a daily menu and
à la carte service. For reservations please telephone ext. 56823 (Tel. 06-570-56823).
- There are also a variety of restaurants and cafés located close to FAO on Viale Aventino.
Snack Bars and Vending Machines
- Several snack bars on the premises offer hot and cold beverages and a variety of pastries and sandwiches:
- Polish Bar (Ground Floor, Building A).
- Blue Bar “C” (Eighth Floor, Building C).
- Eighth Floor Cafeteria/Bar (Eighth Floor, Building B).
- Bar D (Ground Floor, Building D).
- Vending machines with assorted refreshments are also located at various points throughout the premises.
- The telephone number of FAO Headquarters is (+39)06-570 + extension. If the extension is not known, dial (+39)06-570-51 for the FAO switchboard operator.
- Telephones are available in all meeting rooms and lounges and may be used for internal and local calls. For internal calls, dial the required extension. For local (Rome) calls, press “0” and wait for the external dial tone, then dial the desired telephone number.
- Telephones for internal or Rome calls are also located at the entrance to Building A and in the corridors of the first and third floors of Building A.
- FAO offers WiFi coverage in and around Meeting Rooms and in the catering facilities.
- Participants with a laptop or Personal Digital Assistant (PDA) which has Wireless Local Area Network (LAN) capabilities conforming to the 802.11a, 802.11b, 802.11g or 802.11n standards, may use this free service.
- There are three steps to take in order to connect to the service:
FAO is not in a position to provide technical support if problems arise when connecting to, or using, the wireless internet service.
- Step 1: Turning on laptop or PDA, while in one of the WiFi areas.
- Step 2: Allowing laptop or PDA to detect the network “guest_internet”.
- Step 3: Opening a browser and trying to connect to an Internet site. The following username and password should be used:
Internet Point and Downloading of Documentation for Governing Bodies
- This service point is available for participants in the David Lubin Library, located on the ground floor of Building A, Room A.022bis.A. The computers in this area allow access to the FAO Web site and the Internet in general.
- Governing Body Documents are available on the FAO Web Pages and can be accessed by clicking on FAO Governance on the FAO home page.
- The Italian Post Office, located on the Ground Floor, Building B, is open Monday to Friday, from 08.30 hours to 15.30 hours.
- The DHL Courier Service Office is located in Building C (C005) and is available for private and official dispatches from 10.00 hours to 12.30 hours and from 13.30 hours to 16.00 hours, Monday through Friday. Call the Mail and Pouch Service at extension 54881 for information and rates (Tel. 06-570-54881).
- Limited parking is available for the use of Participants at FAO meetings. It is, however, possible to park in the vicinity of FAO Headquarters.
- Participants requiring cars can make their own arrangements with local car hire firms.
- Some car rental companies have offices at both Ciampino and Fiumicino Airports (open from Monday to Sunday, 09.00 hours to 18.30 hours).
Car rental can also be arranged at FAO Headquarters:
- Avis: Fiumicino Airport, Ciampino Airport, Termini Station and other offices in town. Information: Tel. 199 100 133 Bookings: Tel. 06-419-99.
- Europcar: Fiumicino Airport, Ciampino Airport, Termini Station and other offices in town. Bookings: Tel. 199 30 70 30.
- Hertz: Fiumicino Airport, Ciampino Airport, Termini Station and other offices in town. Bookings: Tel. 199 112211
- Maggiore: Fiumicino Airport, Ciampino Airport, Termini Station and other offices in town. Bookings: Tel. 848 867067
- Carlson Wagonlit Travel (CWT), located on the Ground Floor of Building D, Room D074, offer automobile services including car rentals (9:00 to 17:00). For further information, participants may contact CWT on extension 55970 (or 06-570-55970 from outside FAO) or by e-mail: firstname.lastname@example.org
- Participants are advised to use only licensed taxis with meters. Surcharges are applied for baggage, night runs, Sundays and holidays. The Main Reception (Ground Floor,
Building A) will assist participants to request taxis.
- Participants can also call Radio Taxi Services (Tel. 06-3570, 06-5551 or 06-4994). Upon calling, the taxi company operator will ask for the caller’s telephone number and will give the caller the taxi’s identification number (which is marked on both sides of the car), as well as the estimated time it will take to reach the caller.
- Tickets for public transport should be purchased in advance and are available from underground stations, tobacco shops and newspaper kiosks as well as from the Newsstand at FAO Headquarters (Ground Floor, Building B, across from the Banca Intesa San Paolo).
- Tickets cost Eur 1.50, and may be used once for underground transport and unlimited bus/tram travel within the ticket validation time of 100 minutes. Tickets should be validated upon entering a bus/tram or at the point of entrance to the Metro.Day tickets valid for the entire bus/tram and metro network can also be purchased.
- There are two underground lines in Rome: Line A and Line B. The stops are marked by a red and white “M” sign. The Metro stop for FAO is Circo Massimo (Line B).
Travel and Hotel Bookings
- Carlson Wagonlit Travel (CWT) is the official travel agency of FAO and handle flight reservations/reconfirmations and hotel bookings. Their offices, located on the Ground Floor of Building D (Room D074), are open from Monday to Friday from 09.00 to 17.00 hours non-stop. For further information, participants may contact CWT on extension 55970 (or 06-570-55970 from outside FAO) or by e-mail: email@example.com.
- For emergency requirements outside business hours, CWT offer a 24 Hour Emergency Service dedicated to providing traveler assistance (Tel: from within Italy 800 871932; and (+44)208-7579000 from all other countries).
Banking and Currency Exchange Facilities
- The Banca Intesa San Paolo, located on the Ground Floor, Building B, is open from 08.35 to 16.35 hours.
- Cash dispensers (ATM) for credit card withdrawals are located at the entrance of the Banks and Post Office.
- The Banca Popolare di Sondrio, located on the ground floor of building D (D016), is open from 8.30 to 16.00 hours.
- In addition to the banks, the Italian Post Office located next to the Banca Intesa San Paolo also processes postal/money orders.
- A special counter is set up in both Banks during large sessions to assist participants.
FAO Brand Centre
- The FAO Brand Centre is located in front of the Banca Intesa San Paolo (Ground Floor, Building B) and is open Monday to Friday 09.30 - 16.30 hours. A selection of recent FAO publications and CD-ROMs and an assortment of FAO Medals, Coins and Stamps, as well as brand and commemorative items can be purchased here.
- The Newsstand is located on the Ground Floor of Building B in front of the Banca Intesa San Paolo, and offers international newspapers and magazines, as well as postcards, maps, and a large selection of periodicals. The Newsstand is open from 07.00 to 17.30 hours. For more information, dial extension 53273 (Tel. 06-570-53).
- The Food for Thought Bookshop, located on the Ground Floor of Building B next to the Newsstand, offers a selection of English, French and Spanish language books, gift stationery, gift wrapping paper and greeting cards. The Bookshop is open from 08.30 to 17.00 hours. For more information, dial extension 53127 (Tel. 06-570-53127).
- Shops in Italy are usually open from 09.00 to 13.00 hours and from 15.30 to 19.30 hours. However, many of the shops in the downtown area also remain open throughout the day.
- Internationally-recognized travellers’ cheques and credit cards are accepted in hotels, major shops and restaurants.
IV. MEDIA AND LIBRARY SERVICES
Media Working Arrangements, Briefings and Inquiries
- Journalists will need to present photo identification and recognized Press Cards to obtain access to FAO Headquarters. Working space for a limited number of media representatives covering meetings at FAO Headquarters is available in the Angola Communications Centre, Third Floor of Building A (A300). The room is equipped with wireless Internet access, a limited number of computers and teleconference facilities for use by visiting journalists upon advance request. The FAO Video Unit has a library of broadcast quality video material available for use by journalists, and a Radio Studio is available for use by visiting journalists by prior arrangement.
- All inquiries concerning media arrangements should be addressed to:
Office for Communication, Partnerships and Advocacy
Food and Agriculture Organization of the United Nations
Viale delle Terme di Caracalla
The David Lubin Memorial Library
- The David Lubin Memorial Library is located on the Ground Floor of Building A. Established in 1952, the Library is named after David Lubin, in recognition of his contribution to international agriculture in founding of the International Institute of Agriculture.
- The Library has over one million volumes and the journal collection contains approximately 15,000 titles of which over 5,000 are electronic. The collection includes FAO publications and technical/field documents from 1945 to date, together with an extensive collection of books, reports, journals and databases in all subjects covered by FAO. Much of the collection is available electronically.
- The David Lubin Memorial Library offers reference and information services. Delegates to FAO Conference, Council and Technical Committees are welcome to use the library services and may also request a tour. The Library is open from Monday to Friday from 8.30 to 17.00 hours. Contact the library in person or via email at firstname.lastname@example.org .
Consult the Lubin Files blog, maintained by FAO reference librarians: http://lubinlib.typepad.com/index/
Follow the library on Twitter: https://twitter.com/faolibref
Consult library virtual exhibitions on Flickr: http://www.flickr.com/photos/73428043@N00/sets/72157603275242277/
Keep up with library news in the Lubin Letter newsletter: http://www.fao.org/library/library-home/lubin-letter/en/
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