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Exhibitor Handbook UNFCCC COP 21/CMP 11

The 21st session of the Conference of the Parties (COP) and the 11th session of the Conference of the Parties serving as the

meeting of the Parties to the Kyoto Protocol (CMP)

30 November—11 December 2015

Le Bourget, France

UNFCCC COP 21/CMP 11

EXHIBITOR HANDBOOK

UNFCCC Observer Organizations Liaison Unit

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Exhibitor Handbook UNFCCC COP 21/CMP 11

Do you have a badge?

A badge is required to enter the venue and receiving an

exhibit does not entitle your organization to any quota

increase. If current quota of your organization and your

exhibit partners is not sufficient to organize your exhibit,

kindly inform the secretariat through SEORS so that your

booth can be transferred to an applicant from our waiting list.

The organizer For merged exhibits of one lead organizer and one or more co-organizers, the role of the lead organizer is very important.

The lead organizer acts as the focal point for the joint exhibit toward the secretariat:

After confirmation of the exhibit, all communication from the secretariat is sent to the lead organizer only, who is responsible to pass the information on to the co-organizers.

Any request to revise the exhibit theme can only be received from the lead organizer.

Only the lead organizer can upload files related to the exhibit to the web.

Exhibitor Handbook UNFCCC COP 21/CMP 11

Location All exhibits confirmed by the secretariat will take place within the official Conference venue on Le Bourget site.

Climate

Generations areas

Open to the public

Conference Centre

Open to accredited participants

The Gallery

External Exhibition area

Side Events and Exhibits area

Open to accredited participants

The side event and exhibit area is located, after the entrance hall of the venue on the right-hand side.

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Exhibitor Handbook UNFCCC COP 21/CMP 11

Your exhibit booth

Your exhibit booth will be provided free of charge. The secretariat has assigned a booth to your exhibit,

duration is indicated in your SEORS personal account, the exact location of your booth will be indicated to

you on site upon your arrival.

Please note that exhibitors are held liable for any damage to the exhibit booth. All exhibitors are request-

ed to use the booth the way it is provided and refrain from dismantling it in any form.

For COP21/CMP 11 the exhibit area will be populated with Island booths. There are 4 booths per island

and aisles on all four sides. Each booth has a counter and a chair. Please note that according to previous

communications to exhibitors, monitors will be provided free of charge only to those organizations that

committed to 100% electronic dissemination of information before the deadline of 22 September 2015.

Monitors can be rented from a provider, contact details will be provided shortly.

Posters or banners can be attached to the back and lateral walls of the exhibit booth and the front of the

counter.

We kindly ask all exhibitors to keep their exhibit booths tidy. Catering is not allowed at exhibits stands.

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Exhibitor Handbook UNFCCC COP 21/CMP 11

Information at a click COP 21/CMP 11 Information Hub: http://newsroom.unfccc.int/cop21parisinformationhub/

UNFCCC website:

http://unfccc.int/meetings/paris_nov_2015/meeting/8926.php

Official COP 21/CMP 11 website of the Government of France:

http://www.cop21.gouv.fr/en

List of exhibits

In addition to the list of exhibits published on the UNFCCC website, the following communication channels will be used for announcement of the exhibits:

Free UNFCCC mobile application “Negotiator”

List of exhibits on a display board at the venue.

Monitor at the Climate Change Resources Counter

Announcements

The list and duration of exhibits can be consulted on the UNFCCC website: https://seors.unfccc.int/seors/

reports/exhibits_list.html?session_id=COP21

If you wish to change the week of your exhibit, please approach other exhibit organizers directly and in-

form us of the agreed details within your respective SEORS accounts. The secretariat will thereafter let

you know through SEORS whether your joint request for date changes has been accepted.

In order to maximize the use of the exhibit space available, the secretariat will apply a no-show policy.

1st week exhibits and exhibits throughout the conference period that have not been set-up by Monday,

30 November 2015 at 6:00 p.m. without prior notice, will automatically be given to one of the applicants

on the waiting list.

2nd week exhibits that have not been set-up by Monday, 7 December 2015, 1:00 p.m. without prior no-

tice, will automatically be given to one of the applicants on the waiting list.

No-show

Set-up

1st week exhibitors and exhibitors who have been allocated a booth for both weeks will be granted

access to the venue as of Sunday, 29 November 2015, from 2:00 to 6:00 p.m. for set-up only.

2nd week exhibitors may set-up their exhibit booth as of Saturday, 5 December 2015, 2:00 p.m.

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Exhibitor Handbook UNFCCC COP 21/CMP 11

Sustainability

100 % Sustainable As indicated in the information note below, and already notified to all exhibits applicants, exhibit organizers are requested to imple-ment sustainability measures themselves, such as eliminating or minimizing the use of paper and including Quick Response (QR) codes on their exhibits booths.

We count on your support and cooperation regarding the sustainability measures as outlined in the fol-lowing information note: http://unfccc.int/files/parties_and_observers/notifications/application/pdf/notification_cop_21_information_note_on_sustainability_actions.pdf

Please note that pigeonholes have been discontinued since COP 19/CMP 9. No flyers can be distributed through these. Any announcements posted outside the dedicated locations will be removed (see page 5 of the “Guidelines for Participation at UNFCCC sessions”).

As part of the on-going efforts to reduce the carbon footprint of the conference, the exhibits list and loca-tion are made available on the secretariat website in electronic form only.

Upload of electronic publications to

the UNFCCC website The secretariat encourages you to use the upload facility in your personal SEORS account to upload information and electronic publications to the UNFCCC website. This is a key tool in reducing your paper consumption. The materials that are uploaded this way become publicly available for viewing on the UNFCCC website. To access the upload facility, log in to your SEORS account and click under ‘Attachment’. There is no limit to the number of files that can be uploaded. The size of each attachment is, however, limited to 4 MB. You can reduce the size of individual files by converting them into a PDF format. Bigger presentations can be split into multiple documents. Links cannot be directly uploaded. We would advise to save the link in a document, which then can be

uploaded. All uploads are linked to the web schedule and may be publicly viewed, thus giving exhibit visibility both

before and after the session. Changes can be made by replacing or deleting the existing files up to four weeks after the sessions. Once the

web schedule has been closed, no further changes will be possible. The files will still remain visible on the UNFCCC website’s side events and exhibits archive, available on the SEORS webpage.

Please be aware that the track record of exhibit organizers in uploading presentations and relevant documents onto their own SEORS account is one of the selection and allocation criteria that are taken into consideration for the selection of side events and exhibits in future sessions.

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Exhibitor Handbook UNFCCC COP 21/CMP 11

Consignments Official UNFCCC consignment label enabling you to ship your exhibition materials to the COP venue has been sent to your Side Events and Exhibits Online System (SEORS) account, alongside additional information concerning cus-toms and shipment. Exhibitors, just like other organizations, will be subject to a shipment allowance. The shipment allowance intro-duced in 2012 will be maintained for the COP 21/CMP 11. In order to reduce the carbon footprint of the conference, and due to logistical considerations such as storage, the secretariat will not be in a position to receive shipments in excess of a cumulative total weight of 150 kg per Party and observer organization.

Dismantling

1st week exhibitors are asked to clear their booth by Saturday, 5 December 2015, 11:30 a.m. 2nd week exhibitors and exhibitors having been allocated a booth for both conference weeks are asked to clear their exhibit booth by Friday, 11 December 2015, 3:00 p.m.

It is the responsibility of the exhibitor to arrange for return shipment of materials.

Exhibitors who have been allocated an exhibit booth for one conference week only are welcome to display their publications at the “Climate Change Resources Counter” during the other conference week upon approval by the secretariat.

It will only be possible to display one sample copy of each publication, with a QR code and/or a link to the electronic version of the publication. Piles of printed publications will no longer be permitted. If you wish to make use of this option, please provide a sample of your publication(s) to the staff at the Side Events and Exhibits coordination office. Please consult the Information Desk and other information materials for the exact location of the office. If necessary, the secretariat will assist you on-site to create a QR code if an electronic version of your publication is available online.

Climate Change Resources Counter

How to ship your packages

Please consult the Guide to shipment and dispatch, available at: http://unfccc.int/files/meetings/

paris_nov_2015/application/pdf/guide_shipment_cop21_en.pdf

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Exhibitor Handbook UNFCCC COP 21/CMP 11

Your materials are your responsibility

The participants are personally responsible for the safety of any

and all materials brought by them within the conference

premises. The United Nations and the Convention secretariat

disclaim all liability and responsibility for the loss,

destruction or theft of any such material(s).

Access All persons involved in the set-up, dismantling and/or organization of your exhibit must be duly registered through a Party or an observer organization and in possession of a conference badge in order to be granted access to the conference venue.

Registration opening hours and other relevant information can be found in the notification for participants: http://unfccc.int/files/documentation/submissions_from_observers/application/pdf/notification_to_ngos_and_igos_cop21_cmp11.pdf

Conference badges have to be picked up before registration closes for the day. It will not be possible to issue badges after the closure of the registration desk. Please ensure that delegates manning your stand are aware of these arrangements.

Disclaimer Participants are strongly recommended to obtain comprehensive international medical insurance and other

insurances, as necessary, for the period of participation. The United Nations and the Convention secretariat

disclaim all responsibility for medical, accident and travel insurance, for compensation for death or disability, for

loss of or damage to personal property and for any other costs or losses that may be incurred/suffered during

travel or the period of participation, both within and outside the conference premises.

In the interest of the security and safety of all participants and the smooth running of the sessions, the Convention

secretariat reserves the right to deny and/or restrict access to the conference premises, or to request registered

participants to leave the premises. The Convention secretariat shall not be responsible for any or all expenses

incurred by nominated participants who are requested to leave the premises, or refused registration or access to

the sessions for which they have been nominated and/or registered as participants.

We wish you every success in your exhibit!