World Intellectual Property Organization

WIPO Assemblies 2012 - Practical Arrangements for Delegates

 

Introduction and contact details

The Fiftieth Series of Meetings of the Assemblies of the Member States of WIPO (the 2012 WIPO Assemblies) will take place from October 1 to 9, 2012, at the International Conference Center Geneva (CICG), 17 rue de Varembé, 1211 Geneva ( +41 22 791 911) – map PDF, WIPO Assemblies 2012, Access Map.

Any questions or comments can be addressed to the following WIPO staff:

In case of need/urgency in Geneva, delegates may use the following contacts:

  • WIPO Reception: 022 338 9338 (24h)
  • WIPO Security Officer: 022 338 7478 (24h)
  • Police: 117
  • Geneva lost & found: 022 546 0900

For Medical/Emergency consultations:

  • CICG First-aid station: located at the CICG -1 level (Tel: 022 791 9302. Open Monday to Friday, 8.30 a.m. to 6.30 p.m.)
  • WIPO Medical Unit: located at WIPO GB building 0.16, near the WIPO Lobby (Tel: 022 338 9584 or 9128. Open Monday to Friday, 8.30 a.m. to 6 p.m.)
  • Centre Médical du Léman : 17 rue Alfred-Vincent, 1201 Geneva (Tel : 022 716 0660. Open Monday to Friday, 8 a.m. to 6 p.m.)
  • Hôpital Cantonal: 4 Rue Gabrielle-Perret-Gentil, 1205 Geneva (Tel: 022 372 3311. Open 24h every day)
  • Emergency home doctor visits: 022 748 4950
  • Ambulance and Emergency Rescue Service: 144

Comments and suggestions on this document are welcome to assemblies@wipo.int.

 

Conduct of Sessions and Methods of Work

Duration of Sessions

The 2012 WIPO Assemblies will take place from October 1 to 9, 2012. Access to the CICG is possible as of 7.45 a.m. on Monday, October 1, 2012, in order for badges to be collected in a timely manner. The sessions start at 10 a.m. sharp on October 1.

Each day, sessions run precisely from 10 a.m. to 1 p.m. and from 3 p.m. to 6 p.m. In the interest of efficiency, sessions start on time and there are no coffee breaks (complimentary coffee/tea is available in the morning and in the afternoon before the start of the sessions. The CICG coffee bar is open for service the whole day).

An indicative schedule for each agenda item is contained in the draft agenda. If necessary, a night session (from 7.30 p.m. to 9.30 p.m.) will be organized to conclude discussions of all agenda items scheduled for that day. No activities are scheduled over the weekend.

Seating Order

At the briefing for Permanent Missions on the organization of the Assemblies, which will be held on September 24, 2012, a letter of the alphabet will be drawn which will determine the seating order for delegations.

The precise seating arrangements will be finalized late September, after the closing date for registration (September 14, 2012) and based on the drawn letter. A seating map will be made available at the entrances of the CICG Conference Room.

Requests to Take the Floor

Delegations wishing to take the floor on any agenda item are strongly encouraged to send their requests in advance (in particular for Agenda Item 5 – General Statements), preferably up to the day preceding the discussions on the item. They may send their requests to assemblies@wipo.int or complete a Speaking Request Form available from the WIPO Conference staff during the meeting. Delegates may also request the floor by raising their flag during the discussions.

General Statements (Agenda Item 5)

General Statements are expected to occupy the first two days of the Assemblies. At the express request of the Chair of the General Assembly, and in order to minimize the need for night sessions, General Statements should be summarized and orally delivered in a maximum of five minutes by group coordinators on behalf of their Members (approximately 500 to 700 words) and in a maximum of three minutes by individual country delegates (approximately 300 to 450 words). The usual “traffic light system” will assist delegates to adhere to the time limitation (the traffic light will turn yellow two minutes before the time limit and into red 30 seconds before it).

In the interest of all delegations, delegates are invited to take such time limit into account when preparing their summarized oral statements. For instance, individual delegations may briefly refer to the positions stated by their respective group coordinators without necessarily developing them in full again, as those are understood to duly represent the position of all the members of the group. Furthermore, delegations may submit full written statements to the Secretariat (assemblies@wipo.int) and these will be reproduced in extenso in the report that will be produced on the last day of the Assemblies.

Interpretation

Simultaneous interpretation will be available to and from English, Arabic, Chinese, French, Russian and Spanish, as well as Portuguese (passive).

In order to facilitate the highest quality of the interpretation for the benefit of all delegations, it would be helpful if delegations could provide written statements to the interpreters ahead of their oral delivery (even if in draft form). These can be sent as early as possible to assemblies@wipo.int or given by hand to the WIPO Conference staff. The statements are only made available to interpreters before delivery in order to assist them in faithfully transmitting the message of delegates.

Report of the Meeting

In order to facilitate the drafting of the report of the meeting, with the most accurate and full record of all interventions, delegations are requested to submit a written version of their General Statement (Agenda Item 5), as soon as possible after delivery, preferably on the same day. For other agenda items, delegations are strongly encouraged to also submit their statements in written form. Statements can be submitted in paper on the spot to any WIPO Conference staff or by e-mail to assemblies@wipo.int.

 

Registration of Delegates

Online Registration

In accordance with the circular sent on March 26, 2012, to Member States and Observer Organizations, and the reminders sent on August 17, 2012, and on September 10, 2012, delegates from capitals as well as those based in Geneva were requested to register online by September 14, 2012.

The security code to enable the online registration was provided in the invitation circular and in the reminders.

Online registration is very simple and consists of completing a short online form. This can be completed in few minutes by each delegate or by a staff member on his/her behalf. Any questions or comments on registration may be addressed to meetings@wipo.int. Once registered online, each delegate receives by e-mail a registration number confirming the registration to the Assemblies.

Conference Badges

On arrival to WIPO/CICG, it is necessary to bring the registration confirmation, together with a photo identification document (ID) and the original of the credentials or nomination letter (that is, the document authorizing the delegate to attend the 2012 WIPO Assemblies on behalf of his/her Government or as an Observer), in order to obtain the official conference (admission) badge.

The official badges can be collected as follows:

  • Friday, September 28 from 2 p.m. to 7 p.m. at the WIPO AB main building (lobby)
  • Sunday, September 30 from 2.30 p.m. to 6.30 p.m. at the CICG (registration desk)
  • Monday, October 1 from 7.45 a.m. onwards at the CICG (id.). The registration desk at the CICG is open every day during the Assemblies.

Although the registration desk will be reinforced on the morning of the opening day, delays may be experienced between 9 a.m. and 10 a.m. In order to avoid such delays, delegates are invited to collect their badges on Friday, September 28, 2012, Sunday, September 30, 2012, or as early as possible on Monday, October 1, 2012.

Delegates from Member States can have their badges collected by an authorized representative of their Permanent Mission in Geneva, subject to providing the names and registration numbers of delegates concerned in advance (meetings@wipo.int; 022 338 9581). Badges should be worn visibly at all times.

List of Participants

A provisional list of participants will be distributed on the first day of the Assemblies, updated on the basis of the online registrations received by 5 p.m. on Friday, September 14, 2012. A revised list will be distributed on the fourth day of the Assemblies.

Visas

Attention is drawn to the strict provisions in force regarding entry into Switzerland: the Swiss authorities refuse entry to people who do not have the required entry visa. Delivery of the required visa (Schengen visa) takes between seven to 21 days, so any visa application should be filed by the traveler at the earliest three months before departure and at the latest three weeks before departure. Requests for a visa should be addressed to visa@wipo.int via a Traveler Information and Visa Request Form duly completed, which can be obtained from assemblies@wipo.int.

 

Funding of PCT and Madrid Delegates

Requests for Funding

In accordance with the circulars sent on May 25, 2012, to Member States, and the reminders sent on August 9 and 27, 2012, the travel expenses and daily subsistence allowance of one delegate from each Member State of the Patent Cooperation Treaty (PCT) Union and/or the Madrid Union can be financed at the express request of any concerned Member State, provided that the required designation form is completed and returned to WIPO by August 31, 2012.

Travel expenses and Daily Subsistence Allowances (DSAs)

Concerning travel expenses, each financed delegate is individually contacted and provided with the appropriate arrangements following the submission of the designation form. The travel procedures are in accordance with the decisions of the Member States aiming at simplifying administrative procedures, reducing travel costs and ensuring that resources are used efficiently.

Financed delegates may collect their DSAs at the finance desk in the lobby of the CICG on Monday, October 1, from 8 a.m. to 5 p.m., and on Tuesday, October 2, from 8 a.m. to 2 p.m. Thereafter, the following persons may be contacted: Ms. Elsbeth Leicht (Tel: 022 338 9962) or Ms. Sylvia Moita (Tel: 022 338 9730).

Unplanned early departure

Kindly note that in the case of an unplanned early departure, a financed delegate should immediately inform the WIPO Secretariat by e-mail (assemblies@wipo.int) or by phone (Tel: 022 338 9862 or 079 728 9543). Arrangements will be made at the delegate’s convenience so that any overpaid DSAs can be reimbursed before departure, thus avoiding the administrative burden implied by a transfer reimbursement from home.

 

Documentation

Information and documentation for the 2012 WIPO Assemblies are available online as follows:

As a positive contribution to a carbon-free environment and as a cost-saving measure, Assemblies documents are being published on the WIPO web site only. Hard copies of documents will not be transmitted in advance unless specifically requested.

A document distribution service is provided outside the plenary room. Paper copies of documents are limited and made available on a daily basis for items scheduled for discussion that day. Delegates are strongly encouraged to come to the meetings with pre printed copies of documents and/or to use portable computers.

 

Premises and Room Bookings

Access to the CICG and WIPO Buildings

Access to and presence at the CICG and WIPO premises will be strictly controlled during the Assemblies. Delegates will be subject to badge control at the entry points. Badges should be worn in plain view at all times.

Access to CICG: The entry to CICG is located at 17 rue de Varembé - map PDF, WIPO Assemblies 2012, Access Map. Delegates may use the drop-off/pick-up points by the CICG entrance, near the roundabout. Chauffeur driven official cars should not remain parked in the vicinity of these points but must leave the area, only returning immediately prior to picking up delegates.

A public parking at Place des Nations is very close to the CICG and a limited number of free parking passes will be available upon request at the WIPO Registration desk at the CICG, on a first-come-first-served basis. Otherwise, the parking fee is two swiss francs/hour. Pre accredited official vehicles from Permanent Missions can access the close-by reserved diplomatic underground parking area in WIPO, with their usual magnetic WIPO access badges, on a first-come-first-served basis.

Access to WIPO: During the construction of the WIPO Conference Hall, the main entrance to the main WIPO AB main building in chemin des Colombettes is closed. Access is available via the WIPO gardens or via the WIPO PCT building (Map PDF, WIPO Assemblies 2012, Access Map). Delegates arriving at WIPO by car can be dropped-off/picked-up at chemin des Colombettes and access any of the entrances by foot. Pre-accredited official vehicles from Permanent Missions can access WIPO’s parking as indicated above and drop off/pick-up delegates. Delegates meeting the Director General in his office in the WIPO AB main building are requested to contact the Protocol Section in advance (Tel: 022 338 9388) and will be duly escorted from the parking or from the lobby.

Room Bookings

A meeting room will be available for each Regional Group at the CICG during the Assemblies. Coordinators are kindly requested to confirm meeting schedules and interpretation requirements by 4 p.m., at the latest, each afternoon for the following day.

Group meetings confirmed to the Conference Staff will be announced accordingly on the CICG electronic display panels. This year, an office will also be made available at the CICG for each Regional Coordinator.

There is limited availability of rooms for bilateral meetings. Requests for reservations in the CICG or WIPO should be addressed to the Conference Section (janice.driscoll@wipo.int) well in advance. Staff on site at the CICG Documents or Registration counters may also be contacted for last minute room reservations. Rooms will be allocated on a first-come-first-served basis. We regret that, in the interest of all delegations and in view of the limited facilities, block bookings for a specific room over a long duration of time cannot be arranged.

Restaurant and Coffee Bar Facilities

The CICG coffee bar on the ground floor (Bar Léman) is open from 8 a.m. to 5 p.m. A self-service restaurant on the first floor is open for lunch from 11.45 a.m. to 2.30 p.m. Participants may also use the WIPO restaurants located in the nearby PCT building and the NB building which are open from 8 a.m. to 5 p.m. (lunch is served from 11.45 a.m. to 2.30 p.m.). The close-by International Telecommunications Union (ITU) and the Office of the United Nations High Commissioner for Refugees (UNHCR) buildings also have corporate restaurants (Assemblies badge and photo ID will be required). A number of cafés and restaurants are available in the vicinity of the CICG.

Other

A self-service cloakroom is situated in the main entrance of the hall of the CICG. This area is unattended, and WIPO can take no responsibility for any loss or theft of property left there. Delegates are encouraged not to bring their luggage to the CICG. All inquiries concerning lost and found items can be addressed to the CICG reception (Tel: 022 791 9111) or the WIPO reception (Tel: 022 338 9338 – 24h)

 

Internet and IT Matters

Web Site and Webcasting

The sessions will be webcasted.

After the Assemblies, the webcasting will remain available as video-on-demand at the same address.

Wireless Internet (Wi-Fi)

A wireless Internet connection (Wi-Fi) is available at the CICG. The access code is available at the CICG reception desk. Every delegate’s table has two electrical plugs that can be used for portable computers and similar equipment.

Computers with Internet Access

A number of computers with Internet access and a shared printer are available to delegates, on a first-come-first-served basis, in the CICG lobby near the registration desk (nine computers) and in the CICG -1 level (10 computers). In the interest of other delegates, users are encouraged to reduce their access time in case of high demand.

Telephone

When phoning locally in Geneva, replace “+41 22” by “022”. Local and international calls can be made from the nearby Post Office, where phone cards may be purchased. Incoming calls can be made to the WIPO registration desk (Tel: +41 22 791 9441) or to the CICG reception desk (Tel: +41 22 791 9111).

 

Other Matters Related to the Assemblies

Assemblies Cultural Event and Reception

All delegates are cordially invited to attend a performance of Indian classical and folk dance, organized by WIPO in cooperation with the Permanent Mission of India in Geneva, which will be held on October 1, at 6.15 p.m. sharp at WIPO NB building, 34 chemin des Colombettes. The performance will be followed by the traditional Assemblies reception.

The venue is a 5 10 minutes walk from the CICG and signs will be posted to assist delegates to easily find their way (Map PDF, Ассамблеи ВОИС 2012г, карту). Delegates are invited to proceed to the WIPO NB building immediately upon the conclusion of the Assemblies session. Doors will close at 6.15 p.m. sharp so that late arrivals do not disturb the performance. Entry is still possible from a side door, but delegates are encouraged to arrive prior to the beginning of the performance.

Side-Events

Various presentations and conferences are being organized by delegations on the margins of the Assemblies, at lunchtime or after 6 p.m. They will be announced on the CICG electronic display panels.

Press

Delegates can use a dedicated press area at the CICG -1 level for press interviews and conferences. WIPO press officers are available throughout the Assemblies to assist with any requests in this respect (publicinf@wipo.int; Tel: +41 22 338 8161). Delegations wishing to distribute their statements to the press can provide them to the WIPO press officers, the WIPO Conference staff or the Document distribution service.

WIPO Customer Service Center

The Customer Service Center has a desk at the CICG lobby from 9 a.m. to 6 p.m. and is available to help delegates with their requests, i.e., provide responses to general queries, facilitate meetings with WIPO staff members (Tel: +41 22 338 8787).

WIPO Library

The WIPO Library's collection covers all aspects of intellectual property with its holdings of some 35,000 monographs and over 300 periodicals. These materials can be consulted in the Library's Reading Room.

All delegates are welcome to visit the WIPO Library during their stay in Geneva. They can enter with their Assemblies badge (a photo ID may be requested). The Library is located on the 1st floor of the WIPO NB building. Opening hours: Monday to Friday, from 9 a.m. to 6 p.m. (library@wipo.int; Tel: +41 22 338 8573).

WIPO Information Center

Located in the reception area of the WIPO AB main building, the WIPO Information Center welcomes visitors to learn how inventions, designs or trademarks are protected worldwide, and how copyright helps encourage creativity and culture. The Center also offers a selection of WIPO publications and souvenirs. During the Assemblies, the Center has a presence at the CICG where delegates can purchase WIPO-branded articles.

Photographic Service for Delegates

WIPO’s official photographer will be present at the CICG during the course of the Assemblies to take photographs of delegates and make them available at WIPO’s Flickr site. Delegates can download Assemblies photos free of charge directly from the Flickr site. Delegates can signal to the photographer that they do not wish to be photographed either during the Assemblies or in advance to photos@wipo.int. Photos can also be immediately withdrawn from the Flickr site by notifying the photographer at the CICG or sending an e-mail to photos@wipo.int.

WIPO Insurance for Delegates

For the duration of the Assemblies, all delegates are covered by sickness and accident insurance schemes. If an illness requiring urgent care or an accident occurs during the Assemblies (even if outside the premises), delegates should contact the WIPO Medical Unit. The medical care at the Centre Médical du Léman (id.) will be covered by the insurance subject to showing a photo ID and the Assemblies badge. Outside working hours, and only in case of emergency, delegates may contact the Hôpital Cantonal (id.). In order to reimburse any medical costs as quickly as possible, delegates should contact the Human Resources Operations Service and fill a declaration form (Tel: +41 22 338 8228 or 9733).

 

Practical Information on Geneva

Public Transport and Taxis

The following bus and tram stops are walking distance from the CICG:

  • Bus stop: “Vermont”, bus line 5 (this line also goes to and from the airport)
  • Bus stop: “UIT”, bus lines 8, 11 and 22
  • Bus/Tram stop: “Nations”, bus lines 8, 11, 22, 28, F, V, Z; tram line 15
  • Further information on Geneva public transportation

The nearest taxi stand is situated just outside CICG on rue de Varembé. Taxis may be called by dialing 022 320 2020, 022 320 2202 or 022 331 4133.  Requests for a taxi may also be made at the CICG reception desk.

Post Office and Bank

The Post Office is located on the ground floor of the CICG building at 17 rue de Varembé. Opening hours: 8 a.m. to 12 noon and 2 p.m. to 6 p.m.

The Union des Banques Suisses (UBS) has the closest bank office to the CICG, on 17 bis chemin Louis Dunant. Opening hours: 8.30 a.m. to 4.30 p.m. (ATM 24h). An ATM is also available on the ground floor of WIPO’s GBI building (right-hand side of the main lobby of the AB building).

Shortcuts

  • Map showing approach roads to the CICG, to the main WIPO building (AB) and to the new building. PDF, WIPO Assemblies 2012, Access Map

Explore WIPO