Assemblies of the Member States of WIPO: Sixty-Fourth Series of Meetings

In-person participation

Access to WIPO premises

• Pedestrian entrance to the WIPO campus is via the WIPO Access Center at 34 Chemin des Colombettes (north side of the WIPO AB Building).
• For entry by vehicle, please refer to the “Parking” section.
• Admittance to and presence on the WIPO campus will be restricted to badge holders. Delegates will be subject to badge control at the entry points and, as access is strictly controlled during the Assemblies, badges should be worn at all times in plain sight.
• Access for persons with reduced mobility is available throughout the WIPO premises. Guide dogs for the visually impaired are permitted.  The WIPO Conference Hall is wheelchair accessible and equipped with audio-induction loop technology.  Requests for information or assistance may be submitted by email to the Meetings Team.
• While on the WIPO premises, please follow the current health-safety measures.

Conference Badges

• Geneva-based permanent mission delegates who already have valid UN photo badges may use them, together with the Assemblies conference badges.
• Delegates other than Geneva-based mentioned above will be provided with Assemblies conference badges, which will incorporate the delegates’ photos. Such delegates should transmit JPEG‑format photos (size:  2 x 2 inches [51 x 51 mm], square digital image of at least 600 x 600 pixels, or scanned at a resolution of 300 pixels per inch).  The photos should be taken in full-face view directly facing the camera with a white/off-white background.  Photos taken using smartphones are acceptable.  When sending photos, the names and/or registration confirmation numbers of registered participants in advance should also be provided, in order to accelerate on-site badge retrieval, particularly on the opening morning of the meeting. 
  • Pre-collection of Assemblies conference badges is scheduled on:
  • Monday, July 3, 2023, from 1.30 p.m. to 6.30 p.m.
  • Tuesday, July 4, 2023, from 1.30 p.m. to 6.30 p.m.
  • Wednesday, July 5, 2022, from 1.30 p.m. to 6.30 p.m.
  • Contact the Meetings Team

Remote Participation

• Delegates participating remotely may follow the live transmission of the Assemblies proceedings online, either through the live webcasting or through the online remote participation platform (“online platform”).
  
  
• Hybrid meeting User-guide

WIPO Virtual and Hybrid Meetings webpage

• Delegates who wish to take the floor remotely should connect via the online platform.  Registered remote delegates will be individually contacted concerning technical arrangements.  It is strongly recommended that you familiarize yourself with the platform beforehand.
• For delegates who do not plan to take the floor, webcasting is the simplest way to follow the proceedings, since it is easy to access and does not require any pre-meeting authentication, training or connectivity testing processes. Webcasting is available in all UN languages.

Registration of delegates and credentials

• As indicated in the invitation circular C. N 4126 sent on December 16, 2022, to Members and Observers accredited to WIPO, all delegates are requested to register online by June 22, 2023, including Geneva based delegates.
• Completing the online registration form is required, whether participating in person or remotely via the online platform. As usual, delegates planning to follow the proceedings via webcasting only do not need to register.
• The submission of credentials is a pre-requisite for the completion of the online registration form. The credential document should be a dated and signed/stamped note verbale, official letter or document, originating from a competent authority of a Member State or Observer Organization accredited to WIPO, nominating the delegate to attend the Assemblies on behalf of said Member State or Observer Organization.
• The secure code for online registration, provided in circular C. N 4126 of December 16, 2022, may be obtained in exceptional cases only from assemblies.registration@wipo.int.
• Once registered online, each delegate receives by e-mail a registration number confirming their registration for the Assemblies. All registrations are subsequently verified by the Secretariat, which may individually contact a registered participant, if required (for instance, in case of questions regarding the credential document).
• Any questions or comments on the online registration procedure may be addressed to assemblies.registration@wipo.int.
• Organizations must enjoy observer status at WIPO before any individual(s) representing them can register for this meeting. Procedures for organizations to request observer status are available on the WIPO website.

Funding of PCT and Madrid Delegates

Requests for Funding

• The circulars C. M 1522 and C. PCT 1651, as well as Annexes I and II, sent on March 6, 2023, provide all the relevant details for financed delegates. As only one delegate from each member of each Union (PCT and/or Madrid) can be funded, members are invited to return only one designation form for each Union by 5 p.m. on June 6, 2023.

Travel expenses and DSAs

• Financed delegates may present themselves to the Finance Desk and request payment of their DSAs by bank transfer or, alternatively, collect a payment order. The finance desk will be located in the lobby of WIPO AB Building, close to the WIPO Conference Hall (WCH), and open on Thursday, July 6, 2023, from 8 a.m. to 4.30 p.m., and on Friday, July 7, 2023, from 8 a.m. to 4.30 p.m.  Thereafter, the following WIPO staff may be contacted:  Ms. Sylvia Moita (Tel:  +41 22 338 9730), Ms. Eve Duperthuy (Tel:  +41 22 338 9747) or Ms. Elvira Roka (Tel:  +41 22 338 7245). 

Unplanned early departure

• In the case of an unplanned early departure, a financed delegate should immediately inform the WIPO Secretariat: by e-mail or by phone (Tel:  +41 22 338 7237). Arrangements will be made at the delegate’s convenience so that any overpaid DSAs can be reimbursed before departure, thus avoiding the administrative burden imposed by a reimbursement from home by bank transfer.
• In case of early departure or other reasons, ticket changes can be made provided the tickets have been purchased/issued by WIPO through WIPO’s travel agency (Carlson Wagonlit Travel (CWT)). Any difference in fare shall be borne by the traveler and by providing a personal credit card number.  Travelers are invited to call +41 22 338 7800 or send an email to CWT.  Travelers can also contact the Travel and Mission Support tms@wipo.int +41 22 338 9050 and Assemblies Team (Ms. Martha Dorthe) – Tel:  +41 22 338 7237) for further assistance.

Conduct of Sessions and Method of Work

Time of sessions:  from 10 a.m. to 1 p.m. and 3 p.m. to 6 p.m.

Member delegates and Representatives of accredited observer organizations can attend the Assemblies in-person or remotely.

General Statements

Delegations wishing to take the floor under Agenda Item 5 “General Statements” are encouraged to send their requests beforehand to the Assemblies Team.  The list of speakers will be drawn-up on a “first-come-first-served basis”, which will be determined by the date of submission of requests received by the Secretariat.

It is kindly recalled that requests for the floor should specify whether the oral statement of a group/delegation will be delivered:

• by a delegate on-site,
• live via the online platform, or
• as a pre-recorded statement (to be sent in advance).

The rules which apply to General Statements and pre-recorded statements are the following:

• General Statements delivered orally should be made within three minutes (approximately 390 to 480 words, read at a speed that allows for accurate interpretation) if delivered by Ministers on behalf of their Member States or delivered by Group Coordinators on behalf of their members; within two minutes (approximately 260 to 320 words) if delivered by individual Member States;  and within one minute (approximately 130 to 160 words) if delivered by Observers.  The time limit will be strictly applied and a display system will assist delegates to adhere to it.
• In the interests of efficiency, delegates wishing to take the floor are invited to reduce courtesies to a minimum so as to convey the substantive elements of their statement without delay. Furthermore, as group statements represent the position of all group members, we encourage individual Member States not to refer to them or restate positions already stated by the Group Coordinators.
• If a statement cannot be delivered at a speed that allows for accurate interpretation within the prescribed time limit, it should be summarized orally and the full version submitted in writing to the Assemblies Team. In the interests of time, delegations may also choose to submit their entire General Statement in writing and not take the floor.
• Each General Statement submitted in writing or in the form of a pre-recorded video to the Secretariat, will also be posted on a dedicated page of the WIPO website. All statements, including those not delivered orally, will be reproduced in their entirety in the report.
• Pre-recorded statements should be sent in a widescreen format (16:9 – not a vertical “selfie portrait”) using MOV or MP4 files with at least 720p, or, better, 1080p, quality. The speaker should face and address the camera lens when speaking.  The audio level should reach at least -6 dB and not go above 0 dB.  The recorded files may be transferred to the Assemblies Team and Audio and Video Support Unit via Wetransfer.com together with a written copy of the statement in the original UN language and, if available, in English by June 30, 2023.  Technical questions concerning pre-recorded statements may be addressed to the Audio and Video Support Unit.

Report of the Meeting

In order to facilitate the drafting of the report of the meeting with the fullest and most accurate record of all interventions, delegations are requested to submit a written version of their prepared statements electronically, as soon as possible after delivery (preferably on the same day) – and no later than July 14, 2023, to the Assemblies Team.

Interpretation

During the plenary meetings, simultaneous interpretation will be available in English, Arabic, Chinese, French, Russian and Spanish, as well as from Portuguese into the other six languages.

Written texts of oral statements (even in draft form) should be made available to Interpreters, prior to delivery, in order to assist them in faithfully transmitting the messages of delegates.  This is particularly important for long statements and interventions that are read or made remotely via the WIPO online platform.  Any material for interpretation will be kept confidentially and will be checked against delivery.

Sound Quality

To ensure better sound quality of interventions that are read or made remotely, delegates are strongly advised to use wired headsets with an incorporated microphone. 

Statements

Please transmit written texts of oral statements, which can be posted on the WIPO website after delivery, to the Assemblies Team (please indicate “Check Against Delivery”)

Room Bookings

• Group coordinators should contact the Meetings Team to book a meeting room and will be advised of the room assignments in advance.
• Group coordinators are kindly requested to inform in advance the Meetings Team of the anticipated schedule of their group meetings.
• Interpretation requirements should be received as soon as possible and no later than 10.30 a.m. for afternoon meetings and 4 p.m. for meetings on the following morning. Confirmed group meetings will be announced on the WIPO electronic display panels located outside the meeting and conference rooms.

Bilateral Meetings

• There is unfortunately very limited availability of rooms at WIPO for bilateral meetings and only in-person bilateral meetings can be arranged (no hybrid/remote connection). Requests for room reservations at WIPO should be addressed to the Meetings Team.  Room allocation will commence as from June 8, 2023.  In the interests of all delegations and in view of the limited facilities available, block bookings for a specific room over long periods cannot be arranged. 
• Conference room attendants may also be contacted for last-minute room reservations.

Documentation

Information and documentation on the Assemblies are available online.

To contribute positively to an environmentally-friendly meeting, Assemblies’ documents are posted on the WIPO website for downloading.  All documents are available in English, Arabic, Chinese, French, Russian and Spanish, in accessible format for delegates with print disabilities.  There will be no distribution of documents in meeting rooms.  Delegates are requested to bring pre‑printed copies and/or to use portable computers/devices.

List of Participants

• A provisional list of participants will be posted on the first day of the Assemblies. It will include the online registrations received by 5 p.m. on Friday, June 23, 2023.
• Online registrations submitted after that deadline will be reflected in the final list of participants, issued after the Assemblies.

Delegates’ Corner

Various events and side-events will be organized by WIPO and by delegations on the margins of the Assemblies.  Information about these events will be posted on the website.

Media

Journalists wishing to cover the Assemblies, and who are not UN-accredited, are invited to apply for media accreditation to WIPO.  All journalists applying for accreditation must provide proof that they represent a bona fide media organization according to the standards defined by the United Nations and submit their request for accreditation by email to the WIPO press officers on their media organization’s letterhead by June 23, 2023. 

WIPO press officers will be available throughout the Assemblies to assist with any press requests (publicinf.mail@wipo.int;  Tel:  +41 22 338 8161 and +41 22 338 7224).  Delegations wishing to distribute their statements to the press can provide them to the WIPO press officers or to the WIPO Conference staff present in the plenary room.

Parking

• WIPO car park located at 34 Chemin des Colombettes is accessible for pre-accredited vehicles from permanent missions in possession of an electronic WIPO access badge.
• Delegates can park their cars on a first-come-first-served basis in the delegates parking area (Parking D, yellow floor on levels −2 and −3).
• Vehicles that are not pre-accredited may park at the public car park “Parking des Nations” in close proximity to WIPO.

Important Note:  Parking on the street outside the WIPO Access Center and outside parking spaces is strictly prohibited.

Cafeteria, Coffee Bar and Lunch Facilities

• Tea and coffee will be available free of charge to delegates each day during the morning and afternoon sessions in the WIPO Conference Hall foyer.
• Vending machines are located on the 13^th floor and on the first basement floor (−1) of the WIPO AB Building.
• Drinking water dispensers are available at different locations in the WIPO buildings, rooms and corridors.
• The WIPO cafeteria, located in the New Building (NB Building), will be open non-stop from 8 a.m. to 5 p.m., with breakfast as from 8 a.m. and lunch service between 12 noon to 2:30 p.m. including a variety of meal options, vegetarian dishes, salads and take-out options.
• For persons with reduced mobility, serving trays on wheels are available on the right side of the entrance of the cafeteria.

Website and Webcasting

The sessions will be publicly webcasted in English, Arabic, Chinese, French, Russian and Spanish.  After the Assemblies, the webcasting will remain available as video on demand (VOD).

Wireless Internet (Wi-Fi)

A free wireless Internet connection will be available.  The access code will be provided to delegates at the WIPO registration desk.  In the plenary room, electrical plugs are available on each desk.

Telephone

Mobile phones should be switched to silent mode during meetings.

Miscellaneous

Delegates are discouraged from bringing their luggage to WIPO and to secure their personal property at all times.  All inquiries concerning lost and found items should be addressed to the WIPO Access Center (Tel:  +41 22 338 9338 or +41 22 338 7219 – 24/7).

WIPO Contact Center

The WIPO Contact Center is available to assist delegates with general inquiries and can facilitate direct connections with WIPO staff by providing their contact information upon request.

Tel:  +41 22 338 9111 (9 a.m. – 6 p.m. Monday to Friday)

email:  contact.center@wipo.int

WIPO Knowledge Center (WKC)

With its holdings of books and journals in paper and electronic format, the WKC collection, located on the 1^st floor in the New Building (NB Building), covers all aspects of intellectual property.  A knowledge repository lists the titles available in the collection. 

Open:  Monday to Friday from 8 a.m. to 6 p.m.

Tel:  +41 22 338 8573

email:  library.wkc@wipo.int

WIPO Photographer

As in previous years, WIPO’s official photographer will be present during the Assemblies to take photographs of delegates and make them available on WIPO’s Flickr site under the Creative Commons License CC BY-NC-ND 3.0 IGO.  Delegates can let the photographer know if they do not wish to be photographed during the Assemblies.  Photos can also be withdrawn from the Flickr site by sending an e‑mail to photos@wipo.int.

Insurance

All delegates are covered by WIPO’s insurance schemes for accidents and for urgent medical care following an illness during the Assemblies.

Medical Facilities

WIPO Medical Unit

Open:  Monday to Friday from 8.30 a.m. to 6 p.m.

Tel:  +41 22 338 8000

Location:  GBI Building, ground floor (right side of the lobby of the WIPO AB Building past the Access Center reception desk).

Emergency assistance required at WIPO’s headquarters outside of the WIPO Medical Unit opening hours:  Tel:  022 338 9999 from a mobile phone (available 24/7).

Delegates Information Desk

CAGI supports delegates attending conferences at international organizations in Geneva.  CAGI representatives will be available at WIPO during the Assemblies at the Delegates Information Desk (DID) to provide information on meeting facilities, the city of Geneva, and CAGI services.

Contact Details

Registration:

• Tel:  +41 22 338 9862
• email:  assemblies.registration@wipo.int
• Tel:  +41 22 338 7242
• email:  meetings@wipo.int

Funding of PCT/Madrid delegates:

• Tel:  +41 22 338 7237
• email:  assemblies.financing@wipo.int

Documentation:

• Tel:  +41 22 338 9593
• Tel:  +41 22 338 9862
• email:  assemblies@wipo.int

Premises and room bookings:

• email:  meetings@wipo.int

Internet and IT matters:

• Tel:  +41 22 338 8574
• email:  helpdesk@wipo.int

Other questions:

• Tel:  +41 22 338 9862
• Tel:  +41 22 338 8718
• email:  assemblies@wipo.int