Geneva, 24 June 2002
Twelfth meeting of the Conference of the Parties
1. Date and venue
The 12th meeting of the Conference of the Parties, will be held in Santiago, Chile, from 3 to 15 November 2002.
The conference venue will be established in two buildings, as follows:
Centro de Convenciones "Diego Portales"
Avenida Bernardo O'Higgins 223
The conference centre "Centro de Convenciones" will house all the meeting rooms, document distribution centre and the CITES Secretariat offices for the Conference.
Centro de Extensión de la Universidad Católica de Chile
Avenida Bernardo O'Higgins 390
The "Centro de Extensión", is located opposite the "Centro de Convenciones" at approximately 100 m. It will be used for exhibitions, meeting rooms and offices for rental to Parties and NGOs, Press Centre, Cyber Centre, registration of participants and the press.
The Secretariat hereby transmits to the Parties one Registration form for the 12th meeting of the Conference of the Parties. One Registration form per participant should be filled in and sent to the Secretariat as soon as possible. Parties that, for financial reasons, will be unable to send at least two delegates to the meeting are requested to inform the CITES Secretariat as soon as possible. The Secretariat has posted an on-line registration form on the CITES website (http://www.cites.org) and participants who have access to the Internet are encouraged to register by this means.
Formal registration of participants will be carried out in the "Centro de Extensión". Only participants bearing the official badge will be allowed to enter the "Centro de Convenciones". It is therefore essential that participants register at the "Centro de Extensión" before going to the conference centre.
Parties are reminded that, in accordance with Rule 3 of the provisional Rules of Procedure for meetings of the Conference of the Parties, the credentials to enable delegates to represent their country have to be issued by a proper authority, i.e. the Head of State, the Head of Government or the Minister of Foreign Affairs. The original document should be sent to the Secretariat where possible at least one week before the beginning of the meeting.
Parties are also reminded that delegates may participate provisionally in the meeting but not vote. Once the Credentials Committee has reached a decision on their credentials, only delegates included in the credentials have the right to participate actively in the meeting. It is therefore requested that the Head of each delegation makes sure that all the members of the delegation are included in the credentials or that the credentials expressly authorize him/her to appoint Advisers to the delegation.
4. Hotel reservations
Following competitive tendering, MKI Travel and Conference Management Inc. has been appointed the official travel agent for the meeting. Information on the hotel accommodation available in Santiago and an Accommodation request form are attached. Any delegate who wishes to book accommodation through MKI Travel and Conference Management Inc. should fill in and mail or fax the attached form direct to MKI. For further information or to make a hotel reservation please consult MKI's website:
Participants are responsible for obtaining their own visas and should do so as soon as possible.
The attached table provides information to citizens of all countries on the entry visa requirements and costs. However, participants must check with the Chilean Embassy or Consulate in their country whether this information is still valid.
A list of Chilean embassies and consulates abroad is also attached.
Participants from countries in which Chile does not have a diplomatic representation or for whom the issuance of a visa requires consultation with the Immigration Department are requested to complete the attached form, Request for assistance to obtain a visa and send it to the address/fax given in the form as soon as possible together with a photocopy of their passport.
6. Meeting rooms reservations
Information about reservation of meeting rooms or office space will be available at a later date.
7. Exhibition space
The "Exhibitor's Manual" is available on the Chilean website (http://www.citescop12.cl), in the section "ExpoCITES".
Comodoro Arturo Merino Benítez Airport is located approximately 17 km from the conference centre and the town centre. MKI will set up a CITES DELEGATES courtesy desk at the airport from 2 to 5 November 2002, to assist delegates with transfers to the hotels. The cost of a one-way trip is approximately USD 15, it must be paid in cash either in USD or CLP. Participants who wish to use this service, should therefore carry enough cash.
9. Conference documentation
The following documents for the 12th meeting of the Conference of the Parties are attached:
– Agenda (provisional)
– Rules of Procedure (provisional)
The provisional Working Programmes will be sent to the Parties at a later date.
The working documents for the Conference will also be available on the CITES website (http://www.cites.org).
10. Participation of observers
A letter is being sent to all international organizations that have previously participated.
Parties are reminded that national organizations that wish to participate must be approved in advance by the Management Authority of the State in which they are located, in accordance with the provisions of Rule 2, paragraphs 2 b) of the Rules of Procedure adopted at the 11th meeting of the Conference of the Parties. The names of the observers from these organizations, and evidence of the approval of the Management Authority, must be submitted by 3 October 2002, in accordance with Rule 3, paragraph 4 of the Rules of Procedure adopted at the 11th meeting.
11. Information about facilities
The Chilean authorities have created a website (http://www.citescop12.cl) that contains a wealth of information about the conference facilities, the city of Santiago, the country, etc.
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