INFORMATION FOR PARTICIPANTS AT MEETINGS AT FAO HEADQUARTERS
Conference, Council and Government Relations Branch
I. INTRODUCTORY INFORMATION (1 - 17)
Access to FAO Headquarters (4)
Registration of Participants and Admission to Meetings (5 - 7)
Security (8 - 10)
Medical Services (11 - 12)
Access and Facilities for Disabled Persons (13 - 15)
Emergency Telephone Numbers in Rome (16)
Protecting Valuables (17)
II. MEETING SERVICES (18 - 46)
Korean Conference Service Centre (18 - 19)
Journal of the Conference and Order of the Day (20)
Duration of Meetings (21 - 22)
Languages used in Meetings (23 - 24)
Plenary Meetings during Conference Sessions (25 - 29)
Meetings of Commission I and Commission II during Conference Sessions (30 - 32)
Plenary Meetings during Council (33)
List of Speakers during Conference (34 - 36)
Meeting Rooms for Heads of Delegation (37 - 38)
Verbatim Records of Meetings (39 - 43)
Reports of Meetings and Drafting Committee (44 - 45)
Special Events during Conference and Council (46)
III. FACILITIES AND ADDITIONAL SERVICES (47 - 93)
Participants’ Cloakrooms (47)
Participants’ Lounges (48)
Catering Facilities (49)
Dining Facilities (50 - 52)
Snack Bars and Vending Machines (53 - 54)
Slovak Business Centre (55)
Telephone, Telefax (56 - 61)
WiFi Coverage (62 - 65)
Internet Point and Downloading of Documentation for Governing Bodies (66 - 67)
Postal Services (68 - 69)
Parking Facilities (70)
Local Transportation (71)
Car Rental (72 - 73)
Taxis (74 - 75)
Public Transportation (76 - 77)
Buses/Trams (78 - 79)
Underground (Metro) (80)
Travel Facilities (Flight Reservation and Reconfirmation) (81 - 82)
Banking and Currency Exchange Facilities (83 - 87)
FAO Sales Point (88)
Credit Cards (93)
IV. MEDIA AND LIBRARY SERVICES (94 - 104)
Media Working Arrangements, Briefings and Inquiries (94 - 96)
The David Lubin Memorial Library (97 - 104)
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 stop).
- There are six buildings in FAO Headquarters, all interconnected. The large conference rooms (Plenary Hall, Red Room, Green Room) are all in Building A. Several smaller meeting rooms are located in Buildings A, B, C and D.
- The two-story glass-enclosed Atrium interconnects Buildings A and B and may be the center of some of the activities scheduled during meetings.
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- Access to FAO Headquarters is restricted to persons in possession of a valid building pass (see section on Registration). Pass-holding visitors may use the following entrances to FAO Headquarters:
- Building A Main Entrance (gate on Viale delle Terme di Caracalla).
- Building B Entrance (side entrance past the petrol station in FAO parking area).
- Building D Entrance (gate on Viale Aventino).
- On the first day of each meeting, participants are requested to use the Main Entrance in Building A, and proceed to the Turkish Registration Centre to the immediate left to register and pick up their Building Pass.
- Building Passes will be issued only after receipt of completed Registration Forms. A valid identity document will need to be presented to registration officials to collect the Building Pass.
- Lost Building Passes should be reported without delay to the FAO Security Office.
- The FAO Security Office operates from 07.30 hours to 17.30 hours from Room B062 (extension 55159); after 17.30 hours contact the Security Guards in Building A (extension 53145, 06-5705-3145 from outside FAO Headquarters). The Security Office:
- receives official telephone calls requiring follow-up 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 the FAO Headquarters. Metal detectors are in operation at the Building A entrance. 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.
- The Medical Service provides emergency medical assistance in FAO to participants at meetings.
- For medical emergencies, dial 30 from all in-house telephones. For all other medical services, call extension 53577 from in-house telephones (06-5705-3577 from outside FAO Headquarters).
- All entrances (see paragraph 4) at FAO Headquarters are accessible to disabled persons with wheelchairs. A lift is provided in Building A, and a ramp is provided in Building D.
- Most lifts at FAO Headquarters have wheelchair access.
- Restroom facilities for disabled visitors are located in Building A on the ground, first and third floors near the meeting rooms.
- 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 (Medico di Guardia) 06-58201030
- Participants are advised to carry their valuables in a safe place, especially on public transport. There might be pickpockets on the street, the underground and on buses and trams. Once Participants have checked into their hotels, it is advisable to leave important documents such as passports in the hotel safe and to carry a photocopy. Identity cards, keepsakes and anything else not needed in the city are best left at the hotel or place of residence.
- Meeting documents can be downloaded from the FAO web site. For reasons of economy, documents are produced in limited number quantities. Participants are requested to bring documents to meetings and refrain from asking for additional copies.
- FAO distributes official documents in the Organization's languages. Participants who wish to make available documents should contact the Supervisor of the Documents Desk.
- During Conference sessions, the Conference, Council and Government Relations Branch (KCCO) prepares a daily programme of meetings, events and announcements. This information appears in the form of the Journal during sessions of the Conference and the Order of the Day during the Council and is available online and at the Documents Desk.
- Normally, morning meetings are scheduled from 09.30 hours to 12.30 hours, and afternoon meetings from 14.30 hours to 17.30 hours, or later if required. On the first day, the morning meeting is scheduled from 10.00 hours to 13:00 hours.
- It is essential that meetings start on time and that the schedule be respected. Delegates are urged to arrive in good time.
- The languages of the Organization are Arabic, Chinese, English, French, Russian and Spanish. Simultaneous interpretation is provided in these languages at sessions of Conference (plenary meetings and one of the two Commissions), Council, COFO, COFI and CFS. Meeting documents for these Governing Bodies are published in the same languages.
- Meetings of COAG and CCP are held in Arabic, Chinese, English, French and Spanish, with meeting documents published in the same languages.
- The first two Plenary meetings of a Conference Session consist mainly of procedural matters. 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 delivery of 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 presentation of the B.R. Sen Awards, the A.H. Boerma Award, the Edouard Saouma Award and the Margarita Lizárraga Medal takes place.
- 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 on the State of Food and Agriculture usually takes place from the Third to the Eighth 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.
- As the Plenary proceeds with its work, Commission I and Commission II are also in session. Each of these Commissions has its own Chairperson, Vice-Chairpersons, Drafting Committee and Secretariat.
- Commission I begin its work on Monday, and adopts its report within the Commission by Thursday. Commission I Reports are then adopted in Plenary on the last day of the Conference.
- Commission II also begins its work on Monday morning, and adopts its report in Commission on Thursday afternoon. Commission II Reports are forwarded to the Plenary for final adoption on the last day of the Conference.
- During sessions of the Council, working hours are the same as those indicated in paragraph 21.
- Requests for speaking time during the General Debate on the State of Food and Agriculture in Plenary are made through the Office of the Director, Conference, Council and Protocol Affairs Division (KCC), Room A140, extension 55612 (Tel. 06-5705-5612; e-mail: FAO-Conference@fao.org). Reservations are made on a first-come, first-served basis, using the speaking time request downloadable from the Conference web page.
- Delegates are advised that statements should not be longer than 5 minutes for Heads of Delegation and 4 minutes for observers. To facilitate the observation of time available, 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, extension 54503 (Tel. 06-5705-4503) preferably in electronic format to FAO-Conference@fao.org.
- Upon request, delegates to the Conference and Council may reserve small rooms for discussions with other Conference participants for two to three hour throughout the course of any given day because of the large number of requests received.
- Delegates are requested to consult the Order of the Day or the Journal of the Conference regarding the specific procedures to be followed to reserve such rooms.
- Verbatim Records are produced for all sessions of the Plenary and Commission I and Commission II during Conference sessions, as well as for all sessions of the Council.
- Verbatim Records are available at the Documents Desk in the Korean Conference Service Centre in English, French and Spanish within 24 hours of completion of a meeting. Texts delivered in Arabic are transcribed in either English or French, those delivered in Chinese and Russian are transcribed in English.
- Verbatim Records are also posted on the FAO Intranet Web site.
- Corrections may be submitted by delegates after Verbatim Records have been printed/posted. Please refer to the Journal of the Conference or the Order of the Day of the Council for information regarding the procedure to be followed.
- Corrections appear on the posted versions of the texts, and are subsequently incorporated into the final, printed Verbatim Records within one month of the conclusion of the Conference or Council sessions.
- 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 54096 (Tel. 06-5705-4096).
- Special Events on issues of interest to FAO members are scheduled to take place during the Conference and Council sessions and are described in the Journal of the Conference or the Order of the Day for the Council.
- A cloakroom is available for use by Participants, at Conference and Council sessions, in the Atrium (between Buildings A and B).
- Participants may use:
- 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 Plenary Hall, Third Floor, Building A).
- Nordic Lounge (area between Red and Green Rooms, First Floor, Building A).
- The FAO Headquarters offers dining and snack bar facilities where participants may sit down for a meal, or order a quick snack and beverage.
- Many of the restaurants and available services around FAO Headquarters are located on Viale Aventino.
- The FAO Cafeteria, located on the eighth floor, Building B, is available to Participants from 12.00 hours to 14.30 hours for lunch. The free-flow cafeteria offers a selection of hors d'oeuvres, first and second courses, grill and salads.
- The FAO Restaurant, located on the eighth floor, Building C, offers a daily menu and à la carte service. Please telephone ext. 56823 (Tel. 06-5705-6823) for reservations.
- There are several snack bars on the premises, offering 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 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, including the Second Floor of Building A and the Ground Floor of Building B.
- The Slovak Business Centre is a multi-functional workspace equipped with phone, fax and PC facilities, located on the Ground Floor of Building B (B013), extension 57090 (Tel. 06-5705-7090) and comprises a reception area, Internet workstations, a lounge area, and a small meeting room. No food is permitted in this facility.
- The telephone number of FAO Headquarters is +3906 5705 + extension. If the extension is not known, dial +3906 57051 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.
- Public telephone facilities are located at the entrance of Building D and in the “Flag Hall” on the Ground Floor of Building B. They operate with Telecom Italia phone cards that can be purchased from the Newsstand on the ground floor of Building B in front of Banca Intesa San Paolo.
- A fax transmission service is available for a flat fee of €1 per page in the Slovak Business Centre.
- Cellular phones should be switched off in meeting rooms.
- FAO offers WiFi coverage in all Meeting Rooms.
- Participants with a laptop or Personal Digital Assistant (PDA) which has Wireless Local Area Network (LAN) capabilities, conforming to the 802.11b or 802.11g standards, may use this free service.
- There are three steps to take in order to connect to the 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 username and password can be obtained from the documents desk.
- No support can be provided if problems arise when connecting to, or using, the wireless internet service.
- 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, the Internet in general and personal e-mail accounts.
- Governing Body Documents are available on the FAO Internet Web Pages and can be accessed by clicking on Governing Bodies 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 15.00 hours.
- The DHL Courier Service Office is located in C005 and is available for private and official dispatches from 10.30 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. 06-5705-4881). Participants who wish to send documents back to their countries may do so using these services.
- Limited parking is available for the use of Participants to FAO meetings. It is, however, possible to park in the immediate vicinity of FAO Headquarters.
- FAO does not provide cars for delegates. Delegates requiring transportation 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).
- Avis: Fiumicino Airport, Ciampino Airport, Termini Station and eleven offices in town. Information: Tel. 199-100-133 Bookings: Tel. (06)-419-99.
- Eurodollar: Fiumicino Airport, Ciampino Airport and five offices in town. Bookings: Tel. (06)-228-1111.
- Europcar: Fiumicino Airport, Ciampino Airport, Termini Station and eight offices in town. Bookings: Milan Tel. (02)-703-99700.
- Hertz: Fiumicino Airport, Ciampino Airport, Termini Station and four offices in town. Bookings: Tel. 199-112211.
- Maggiore: Fiumicino Airport, Ciampino Airport, Termini Station and five offices in town. Bookings: Tel. 848-867067.
- Car rental can also be arranged at FAO Headquarters:
- 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 57055970 from outside FAO) or by e-mail: email@example.com.
- Participants are advised to use only licensed taxis with meters. Surcharge fares 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 Service (Tel. 06-3570 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 will be 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 1 Euro, and may be used once for underground transport and unlimited bus/tram travel within the ticket validation time of 75 minutes. Tickets are validated upon entering 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.
- The public buses in Rome are managed by the Azienda per i Trasporti Autoferrotranviari del Comune di Roma (ATAC). Access onto buses/trams is both from the rear and front doors. Tickets should be purchased in advance and immediately validated in one of the machines in the bus or tram. Bus/tram stops can be distinguished by a yellow or green metal post.
- For further information on public transportation in Rome (including the routes and schedules of buses and trams), please call: 06-469-54444 or consult the ATAC website.
- There are two underground lines in Rome: Line A and Line B. The stops are marked by a red and white “M” sign. Termini Station is the only Metro station where the two lines intersect. The Metro stop for FAO is Circo Massimo (Line B). Tickets must be purchased before boarding.
- Carlson Wagonlit Travel (CWT) is the official travel agency of FAO. 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 57055970 from outside FAO) or by e-mail: firstname.lastname@example.org.
- For emergency requirements outside business hours, CWT offer a 24 Hour Emergency Service dedicated to providing traveller assistance (Tel: from within Italy 800 - 871932; and +44 208 7579000 from all other countries).
- The currency of Italy is the Euro. The Banca Intesa San Paolo, located on the Ground Floor, Building B, is open from 08:35 hours to 16:35 hours.
- Cash dispensers (ATM) for credit card withdrawals are located at the entrance of the Bank 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.
- The FAO Sales Point is located in front of the Banca Intesa San Paolo (Ground Floor, Building B) and is open from 09.00 hours to 12.30 hours. A selection of recent FAO publications and CD-ROMs and an assortment of FAO Medals, Coins and Stamps, as well as logo and commemorative items can be purchased here.
- The Newsstand is located on the Ground Floor of Building B near 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 06.00 hours to 18.00 hours. For more information, dial extension 53273 (Tel. 06-5705-3).
- 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, writing paper, gift wrapping paper, greeting cards and guide books. The Bookshop is open from 08.00 hours to 17.30 hours. For more information, dial extension 53127 (Tel. 06-5705-3127).
- The pharmacy is located on the Ground Floor of Building B (Room B0L2) near the Photo Shop and is open from Monday to Friday (08.00 hours-17.30 hours) with a one hour break for lunch between 14.00 hours and 15.00 hours. Access to this service, however, is restricted to participants in the medical schemes of the following Organizations: FAO, WFP, IFAD and ICCROM.
- Shops in Italy are usually open from 09.00 hours to 13.00 hours and from 15.30 hours to 19.30 hours. However, many of the shops in the downtown area also remain open during the lunch break.
- Internationally-recognized travellers’ cheques and credit cards are accepted in hotels, major shops and restaurants.
- Working space for a limited number of media representatives covering meetings at FAO Headquarters is available in the UEMOA Press Club, Ground Floor of Building A (A018). This includes computers with Internet access. Journalists will need to present photo identification and recognized Press Cards to obtain access to the FAO Headquarters. The FAO Multimedia Production Group has a library of broadcast quality video material available for use by journalists, and a Radio studio which may be used by visiting journalists by prior arrangement.
- Meeting Rooms need to be booked well in advance through the Office of Director of Conference, Council and Protocol Affairs Division, who should also be notified of any requirements for interpretation. The cost of interpretation will be charged to the user. The FAO News and Multimedia Service can assist with arrangements and circulate invitations to the Rome-based media for these briefings.
- All inquiries concerning media arrangements should be addressed to:
Chief, News and Multimedia Service
Food and Agriculture Organization of the United Nations
Viale delle Terme di Caracalla
Fax: +39 0657053966
- The David Lubin Memorial Library is located at FAO Headquarters on the Ground Floor of Building A. Established in 1952, the Library is named in honour of the founder of the International Institute of Agriculture (IIA), David Lubin. The extensive IIA collection constituted a starting point for the present-day Library, which is considered one of the world's finest on food, agriculture and rural development.
- The Library has over one million volumes, and the journal collection contains approximately 13,000 titles of which over 3,000 are electronic. The heavily-used working collection consists of FAO documentation, books and serials in FAO subject fields, the reference collection and specialized Branch Library collections in Fisheries and Forestry. The Library also includes the IIA and Rare Books collections.
- Subjects covered include agriculture, food and nutrition, rural development, plant production and protection, animal production and health, agroforestry, forestry, fisheries, sustainable development, statistics, agricultural economics, environmental issues, natural resource management, bioenergy, climate change and other related subjects.
- The FAO Library Catalogue On-line includes FAO publications and technical documents from 1945 to date, library book holdings from 1976 and journal holdings.
- Electronic access to scholarly scientific journals and databases in FAO's subjects of interest is also available.
- The David Lubin Memorial Library offers reference and information services, tours and briefings to FAO staff and delegations, inter-library loans and reproduction of FAO documents. For specific information requests, contact the library in person or via email email@example.com.
- The Library is open to FAO staff, Permanent Representatives to FAO and delegations to FAO Conferences, Councils and Technical Committees from Monday to Friday 8.30 hours - 17.00 hours.
- The Library is not open to the general public. Access may, however, be granted on Tuesdays and Thursdays 09.30 hours - 16.00 hours to university students, researchers and members of the development community. Requests should be addressed to the Reference Section, extension 53784 (Tel. +39.06.5705-3784, firstname.lastname@example.org)