INFORMATION FOR PARTICIPANTS AT MEETINGS AT FAO HEADQUARTERS
Conference, Council and Government Relations Branch, CPAC
I. INTRODUCTORY INFORMATION (1-26)
Arriving in Rome (4-9)
Registration and Access to FAO Headquarters (10-14)
Security (15-18)
Medical Services (19-20)
Access and Facilities for Participants with Special Requirements (21-23)
Emergency Telephone Numbers in Rome (24)
Protecting Valuables (25-26)
Duration of Meetings (27-29)
Languages used in Meetings (30-32)
Plenary Meetings during Conference Sessions (33-37)
Meetings of Commission I and Commission II during Conference Sessions (38-40)
List of Speakers during Conference (41-43)
Plenary Meetings during Council (44)
Journal of the Conference and Order of the Day of the Council (45)
Verbatim Records of Meetings (46-50)
Reports of Meetings and Drafting Committee (51-52)
Korean Conference Service Centre (53)
Meeting Rooms for Delegates (54-55)
Special Events during Council (56)
III. FACILITIES AND ADDITIONAL SERVICES (57-94)
Cloakroom (57)
Slovak Delegates' Lounge (58)
Estonian Contact Center (59)
Lounges (60)
Catering Facilities (61-62)
Snack Bars and Vending Machines (63)
Telephone (64-66)
WiFi Coverage (67-70)
Internet Point and Downloading of Documentation for Governing Bodies (71-72)
Postal Services (73-74)
Parking Facilities (75)
Car Rental (76-78)
Taxis (79-80)
Public Transportation (81-83)
Travel Facilities (Flight Reservations and Reconfirmation) (84-85)
Banking and Currency Exchange Facilities (86-89)
FAO Brand Centre (90)
Newsstand (91)
Bookshop (92)
Shopping (93)
Credit Cards (94)
IV. MEDIA AND LIBRARY SERVICES (95-99)
Media Working Arrangements, Briefings and Enquiries (95-96)
The David Lubin Memorial Library (97-99)
- FAO Headquarters is located on Viale delle Terme di Caracalla, in front of the Circo Massimo and can be reached by car, bus, tram and metro line B (metro stop:Circo Massimo) click here for map.
- 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, in particular in the Sheikh Zayed Centre.
Visa
- Participants requiring visas must obtain these from the Italian Consulate or competent Diplomatic Mission in their country before leaving for Rome. Visa applications must be submitted well in advance of departure as it can take up to three weeks for a visa to be issued.
Italian Visa Information
Arriving by Air
- Rome has two airports: Leonardo Da Vinci Airport (Fiumicino) and Ciampino Airport.
From Fiumicino Airport to the city centre
By train:
- There is a direct connection from the airport to the central station, which is called Termini.
- • The Leonardo Express (leonardo-express) is a non-stop train from the airport to Termini station and takes about 30 minutes (Euro 14).
Tickets can be purchased at the ticket counter or at the ticket machines in the train station and Fiumicino Airport.
By taxi:
- Taxi services from the airport to Rome have a fixed price (baggage included, maximum of four passengers) for all the destinations inside the Mura Aureliane, which is the central area of the city. The official taxis of the City of Rome are white and can be recognized by the sign "TAXI" on the top and by the license number on the doors, on the back and inside the car. Beware of individuals who, either inside or outside of the airport, offer unofficial transportation services to the city.
From Ciampino Airport to the city centre
By bus:
- Bus services connect Ciampino airport with Termini, the central station. The buses are parked in dedicated bus bays opposite International Departures. Bus services to Termini are offered by the following companies:
- • Atral: Approximately 45 minutes travel time; leaves every 30 minutes from 06.47 00.15
• Sit Shuttle bus: Approximately 45 minutes travel time; every 40 minutes from 07.45 23.45
• Terravision: Approximately 45 minutes travel time; leaves every 20 minutes from 08.05 00.05
By taxi:
- The official taxis of the City of Rome are white and can be recognized by the sign "TAXI" on the top and by the identifying license number on the doors, on the back and inside the car. Beware of individuals who, either inside or outside of the airport, offer unofficial transportation services to the city.
Registration of Participants and Admission to Meetings
- Access to FAO Headquarters is restricted to delegates accredited to the FAO Conference in possession of a valid Conference Building Pass.
- A link to the on-line registration system is available on the FAO Members Gateway. From Saturday, 6 until Monday 8 June 2015, pre-registered participants are requested to collect the Conference Building Pass at the External Registration Centre (located at the entrance on Viale Aventino close to the Metro station). Once in possession of a Conference Building Pass, Delegates will be invited by Security personnel to access through a metal detector and then proceed to the Side Entrance of the Atrium. No other entry/exit points may be used.
- Heads of Delegations (including Ministers) who are in possession of a Conference Building Pass, and are entering by car, are requested to access the FAO site through Ramp 1 and the Main Entrance of Building A no later than 9.10 a.m. In the case of late arrival, access will be granted only through Ramp 2 on the “Caracalla” side. Head of Delegations’ vehicles will be allowed to park inside the FAO site, however, due to limited space, parking will be on a “first-come, first served” basis.
- On Monday, 8 June 2015, vehicles may access FAO premises through Ramp 1 as usual and from Tuesday, 9 June 2015, delegates may enter through the main entrance of Building A.
- Loss of building passes 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 pickpockets may be operating.
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.
- The ring tone of mobile phones should be silenced during 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 [email protected] or [email protected] , as applicable.
- 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 and deals with the admission of observers and other procedural matters. It also adopts the first report of the Credentials Committee. As applicable, a vote on the admission of new Member(s) take place and is followed by the ceremony of admission.
- 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, 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: [email protected]). Reservations are made on a first-come, first-served basis.
- 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. 06-570-52942) or be sent in electronic format to [email protected].
Plenary Meetings during Council
- During sessions of the Council, working hours are the same as those indicated in paragraph 21.
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 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 (documentation bears a QR code and are available at www.fao.org).
- 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
Cloakroom
- 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).
- 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.
- The Estonian Contact Centre (ECC), 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,
Building A); - 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 Open Buffet, located on the eighth floor of Building C, is available to Participants from 12:00 to 14:30. At a set price, the Open Buffet offers a wide assortment of salads, meat, fish, soup, a selection of vegetables, cheese, dessert and beverages.
- The FAO Restaurant, located on the eighth floor of Building C, is available to Participants from 12:00 to 14:30 and offers a daily à la carte service. Reservations are recommended and can be made by telephone, ext. 56823 (Tel. 06 570 56823).
Bancomat and credit cards are accepted at the Cafeteria, Restaurant, Open Buffet, Polish Bar and Blue Bar.
- 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, located on the ground floor of Building A, is available to Participants from 7:30 hours until end of last evening session, and offers beverages, sandwiches and salads;
- Blue Bar, located on the eighth floor of Building C, is available to Participants from 7:30 to 17:00 hours and offers sandwiches and beverages;
- Bar B, located on the eighth floor of Building B, is available to Participants from 8:30 to 15:00 hours and offers sandwiches and beverages;
- Bar D, located on the ground floor of Building D, is available to Participants from 7:30 to 17:30 hours and offers beverages, sandwiches, salads and hot dishes; and
- Vending machines and water dispensers: are available in various locations throughout the building.
- 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 smartphone which has Wireless Local Area Network (LAN) capabilities, 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 following username and password should be used:
Username: visitor
Password: wifi2internet
- FAO is not in a position to provide technical support if problems arise when connecting to, or using, the wireless internet service.
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 offer 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).
- 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
- 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 06-570-55970 from outside FAO) or by e-mail: [email protected]
- 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 Euro 1.50, and may be used once for underground transport and unlimited bus/tram travel within the ticket validation time of 75 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 are also available.
- 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 Facilities (Flight Reservations/Confirmations 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 protected].
- 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 16.30 hours.
- In addition to the banks, the Italian Post Office located next to the Banca Intesa San Paolo also processes postal/money orders.
- 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. FAO Brand items can be purchased here.
- The Newsstand, located on the ground floor of Building B in front of the Banca Intesa San Paolo, sells 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 UEMOA meeting room, ground floor of Building A (A018). 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:
Chief,
Media Relations
Office for Communication, Partnerships and Advocacy
Food and Agriculture Organization of the United Nations
Viale delle Terme di Caracalla
00153 Rome
Italy
Tel: (+39)06-570-53105
Fax: (+39)06-570-53729
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. 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. Most of the e-journals and e-books, circa 45,600 titles including Open Access journals, are available electronically through e-journal & e-books portal from the library website: David Lubin Memorial Library
- 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 [email protected] .
Consult the Lubin Files blog, maintained by FAO reference librarians: Lubin Files blog
Follow the library on Twitter: FAO Library on Twitter
Consult library virtual exhibitions on Flickr: FAO Library virtual exhibitions
Keep up with what’s new: new-trial-resources