OSCE, Alm.del - 2018-19 (1. samling) - Bilag 17: Invitation til sommersession i Luxemburg den 3.

OSCEs Parlamentariske Forsamling 2018-19 (1. samling)
OSCE Alm.del Bilag 17
Offentligt

28th ANNUAL SESSION

OF THE OSCE PARLIAMENTARY

ASSEMBLY

GENERAL INFORMATION

Luxembourg

–

8 July 2019

OSCE, Alm.del - 2018-19 (1. samling) - Bilag 17: Invitation til sommersession i Luxemburg den 3. - 8. juli 2019

VENUE OF THE SESSION

European Convention Center Luxembourg

4, Place de l’Europe

Luxembourg-Kirchberg

Website: http://www.eccl.lu

CONTACTS

Secretariat of the Chamber of Deputies:

Ms. Rita BRORS

Tel.: +352 466 966 338

Ms. Pia BISENIUS

Tel.: +352 466 966 232

Email: [email protected]

International Secretariat of the OSCE Parliamentary Assembly:

Ms. Odile LELARGE, Head of Conference Services

Tordenskjoldsgade 1, 1055 Copenhagen K, Denmark

Tel.: +45 33 37 80 34

Fax : +45 33 37 80 30

Email :

[email protected]

DRAFT PROGRAMME*

Wednesday, 3 July 2019

Thursday, 4 July 2019

Arrival of participants

–

Accommodation

–

Registration

Meeting of the Secretaries of delegations

Meeting of the Standing Committee (morning)

Opening Plenary Session (afternoon)

Evening: free time for meetings with Embassies

Committee Meetings (morning and afternoon)

Working Lunch on Gender Issues (upon registration)

Reception (evening)

Committee Meetings (morning and afternoon)

Reception (evening)

Committee Meetings (morning)

Plenary Session (afternoon)

Reception (evening)

Plenary Session (morning)

Reception of the President of the Assembly

Departures

Friday, 5 July 2019

Saturday, 6 July 2019

Sunday, 7 July 2019

Monday, 8 July 2019

* Please note that this preliminary draft is subject to change. A detailed programme will be distributed to all participants in due

course.

OSCE, Alm.del - 2018-19 (1. samling) - Bilag 17: Invitation til sommersession i Luxemburg den 3. - 8. juli 2019

HOTELS AND ACCOMMODATION

Reservations have to be made via

the link provided by each hotel.

Hotel booking conditions and cancellation policies:



Please note that the reservations will be processed on a first come, first served basis and the number of

each room type is limited;

The reservation and cancellation deadlines for session hotels vary. Please check the dates for each hotel;

The hotels encourage reservations to be made before the deadline as the number of rooms is limited;

Reductions of the duration of stay after the deadline will be charged by most hotels as cancellations;

All cancellations must be made in writing;

Credit card details must be provided to guarantee the reservation;

All rates are guaranteed in EUR -Euro;

Arrivals before 3 July 2019 and departures after 8 July 2019, as well as extended stays, will be confirmed

according to the hotel’s availability.

Block bookings at preferential rates for the participants have been made at 8 hotels. The listing hereafter lists

them in order of geographical proximity to the European Convention Center, Luxembourg-Kirchberg.

All rates are indicated per room and night and include breakfast and VAT. All hotels have free Wi-Fi or

internet connection

Please note that official transportation will only be organized to and from the official hotels of the Session

listed above. We kindly request to indicate in the registration form (Annex A) in which hotel your delegation

will be accommodated.

We strongly recommend that delegations make their reservations without delay and before the cut-

off dates cited above. After these dates, hotel room availability cannot be guaranteed. Participants

are asked to carefully read the terms of the cancellation policy.

For more details about the hotels’ amenities, please consult

the websites of the hotels.

All payments for accommodation and personal costs should be made directly to the hotels upon departure.

Credit card details are required to secure bookings.

Information desks will be set up in every hotel of the conference at the arrival and departure days of the

conference.

OSCE, Alm.del - 2018-19 (1. samling) - Bilag 17: Invitation til sommersession i Luxemburg den 3. - 8. juli 2019

Hotel

Room rates

Reservation

deadline

15.4.2019

Cancellations

deadlines

Rooms and rates are only guaranteed

until

15 April 2019.

Free cancellation up to 7 days prior

to arrival, thereafter the cancellation

fee is equivalent to the price of the

booked stay.

The no show fee is 100%.

HOTEL MELIA LUXEMBOURG (****)

1, Park Dräi Eechelen

L-1499 Luxembourg

Check in starts at 15.00, checkout until 12.00

Standard room

Single:

229 €

Double:

253 €

Superior room

Single:

279 €

Double:

303 €

Phone: (+352) 27 333-206

Email:

[email protected]

Web site :

https://www.melia.com/de/hotels/luxemburg/luxembu

rg/melia-luxembourg/index.htm

Melia booking link:

https://events.melia.com/en/events/melia-luxembourg/28th-Annual-Session-of-the-OSCE-P.A..html

HOTEL NOVOTEL SUITES (****)

13, Avenue J F Kennedy,

L-1855 Luxembourg

Check in starts at 14.00, checkout until 12.00

Phone: (+352) 27 04 0

Email :

[email protected]

Suite superior

Single:

225 €

Double:

240 €

Suite executive

Single:

250 €

Double :

265 €

3.5.2019

Web site :

Suite deluxe

https://www.accorhotels.com/gb/hotel-7206-novotel-

Single :

325 €

suites-luxembourg/index.shtml

Double :

340 €

Novotel Suites booking link:

Novotel Suites Luxembourg :

Book Novotel Suites Luxembourg

HOTEL SOFITEL EUROPE (*****)

4, rue du Fort Niedergrünewald,

L-2226 Luxembourg

Check in starts at 14.00, checkout until 12.00

Phone : (+352) 43 77 61

Email :

[email protected]

Web site:

https://www.accorhotels.com/gb/hotel-1314-sofitel-

luxembourg-europe/index.shtml

Superior room

Single:

280 €

Double:

300 €

Premium

luxury

room

Single:

330 €

Double:

350 €

Junior suite

Single:

400 €

Double:

420 €

3.5.2019

Rooms and rates are only guaranteed

until

3 May 2019.

Free cancellation up to 7 days before

arrival,

after this deadline no more

changes will be accepted. In case of

cancellation, non-arrival or early

departure, the full amount of the

initial booking will be charged. If the

guest checks in after the indicated

date of arrival, the no show will be

charged to the guest.

Rooms and rates are only guaranteed

until

3 May 2019.

Free cancellation up to 7 days before

arrival,

after this deadline no more

changes will be accepted. In case of

cancellation, non-arrival or early

departure, the full amount of the

initial booking will be charged. If the

guest checks in after the indicated

date of arrival, the no show will be

charged to the guest.

Sofitel Europe booking link:

Sofitel Luxembourg Europe :

Book Sofitel Luxembourg Europe

HOTEL NOVOTEL KIRCHBERG (****)

6, rue du Fort Niedergrünewald,

L-2226 Luxembourg

Check in starts at 14.00, checkout until 12.00

Phone : (+352) 42 98 48 1

Email :

[email protected]

Superior room

Single:

215 €

Double:

235 €

Executive room

Single:

240 €

Double:

260 €

3.5.2019

Rooms and rates are only guaranteed

until

3 May 2019.

Free cancellation up to 7 days before

arrival,

after this deadline no more

changes will be accepted. In case of

cancellation, non-arrival or early

departure, the full amount of the

initial booking will be charged. If the

guest checks in after the indicated

date of arrival, the no show will be

charged to the guest.

Web site :

https://www.accorhotels.com/gb/hotel-1930-novotel-

luxembourg-kirchberg/index.shtml#origin=accorhotels

Novotel Kirchberg booking link:

Novotel Luxembourg Kirchberg :

Book Novotel Luxembourg Kirchberg

HOTEL Le ROYAL (*****)

12, Boulevard Royal,

L-2449 Luxembourg

Check in starts at 15.00, checkout until 11.00

Traditional room

Single:

255 €

Double: 280 €

29.5.2019

Rooms and rates are only guaranteed

until

29 May 2019.

Free cancellation up to 5 days before

arrival, thereafter one night will be

OSCE, Alm.del - 2018-19 (1. samling) - Bilag 17: Invitation til sommersession i Luxemburg den 3. - 8. juli 2019

Phone : (+352) 24 16 16 717

Email :

[email protected]

Royal club room

Single:

345 €

Double: 370 €

charged as a cancellation fee.

The no show fee is 100%.

Web site :

https://www.leroyal.com/en/EUROPE/luxembourg

Hotel Le Royal booking link:

https://www.myhotelreservation.net/b/hllw0250/HLLW0250/?f=2019-01-28&t=2019-01-29&i=OSCEPA19

HOTEL SOFITEL LE GRAND DUCAL (*****)

40, Boulevard d'Avranches,

L-1911 Luxembourg

Check in starts at 14.00, checkout until 12.00

Phone : (+352) 24 87 71

Email :

[email protected]

Web site :

https://www.accorhotels.com/gb/hotel-5555-sofitel-

luxembourg-le-grand-ducal/index.shtml

Classic room

Single:

295 €

Double: 315 €

Superior room

Single:

345 €

Double: 365 €

Junior suite

Single:

410 €

Double: 430 €

3.5.2019

Rooms and rates are only guaranteed

until

3 May 2019.

Free cancellation up to 7 days before

arrival,

after this deadline no more

changes will be accepted. In case of

cancellation, non-arrival or early

departure, the full amount of the

initial booking will be charged. If the

guest checks in after the indicated

date of arrival, the no show will be

charged to the guest.

Sofitel Le Grand Ducal Booking link:

Sofitel Luxembourg Le Grand Ducal :

Book Sofitel Luxembourg Le Grand Ducal

HOTEL NOVOTEL LUXEMBOURG CENTRE

(****)

35 rue du Laboratoire,

L-1911 Luxembourg

Check in starts at 14.00, checkout until 12.00

Phone : (+352) 24 87 81

Email :

[email protected]

Web site :

https://www.accorhotels.com/gb/hotel-5556-novotel-

luxembourg-centre/index.shtml

Novotel Centre Booking link:

Novotel Luxembourg Centre :

Book Novotel Luxembourg Centre

ALVISSE PARC HOTEL (****)

120, Route d’Echternach,

L-1453 Luxembourg

Check in starts at 15.00, checkout until 12.00

Phone: (+352) 43 56 43

Email : [email protected]

Web site :

http://www.parc-hotel.lu/en/accomodation/

Comfort room

Single:

97 €

Double: 117 €

Superior room

Single:

133 €

Double: 153 €

19.5.2019

Rooms and rates are only guaranteed

until

19 May 2019.

Free cancellation up to 19 May 2019

As of 20 May 2019

40%

cancellation fee to the price of

the booked stay

As of 5 June 2019

80% cancellation fee to the price of

the booked stay

As of 26 June 2019

100% cancellation fee to the price of

the booked stay

The no show fee is 100%.

Superior room

Single:

235 €

Double: 255 €

Executive room

Single:

260 €

Double: 280 €

3.5.2019

Rooms and rates are only guaranteed

until

3 May 2019.

Free cancellation up to 7 days before

arrival,

after this deadline no more

changes will be accepted. In case of

cancellation, non-arrival or early

departure, the full amount of the

initial booking will be charged. If the

guest checks in after the indicated

date of arrival, the no show will be

charged to the guest.

Alvisse Parc Hotel booking link:

http://parc-hotel.lu/prebooking

Booking reference: ASSEMBLY-2019

REGISTRATION

For registration please use the registration form (Annex

to be sent to both e-mail addresses indicated of

the OSCE PA International Secretariat and of the Chamber of Deputies no later than 29 May 2019.

OSCE, Alm.del - 2018-19 (1. samling) - Bilag 17: Invitation til sommersession i Luxemburg den 3. - 8. juli 2019

The Registration and Information desk will be open in the lobby of the European Convention Center

Luxembourg on

Wednesday 3 July 2019 from 14:00 to 20:00.

For the rest of the Annual Session,

registration will be open at the European Convention Center Luxembourg every day from 8:00 until the end

of official meetings.

All participants are kindly requested to register as soon as possible after their arrival. Participants will be

required to show official identification when registering (passport or identity card). All participants will be able

to collect conference bags, handbooks and other conference literature after their registration. Participants and

accompanying persons will receive their personal badges and information about the conference at the

Registration and Information desk located in the lobby of the European Convention Center Luxembourg.

A provisional List of Participants will be made available. In order to enable the OSCE PA International

Secretariat to issue the final list and to ensure the accuracy of its content, national delegations are kindly

requested to indicate any corrections to the provisional list at the Registration desk.

ARRIVAL AND DEPARTURE

Participants are requested to indicate their flight numbers, as well as their arrival and departure

dates and flight schedules in the Registration Form (Annex A)

Participants

arriving on 3 and 4 July 2019

at the

Luxembourg Findel Airport

will be offered a shuttle

service to their respective official hotels.

Participants arriving on other dates will be kindly invited to make their own arrangements. Regular bus

services run between the airport and Luxembourg-Kirchberg resp. Luxembourg-Centre. Taxis are available in

front of the airport terminal.

Participants arriving

by train

Luxembourg-Gare

are kindly requested to organize their transportation to

the respective hotels by taxi or public transport. Taxi stands and bus stops are situated in front of the train

station.

Information on public transport within the city of Luxembourg is available on:

www.vdl.lu.

Information on public transport at the Grand-Duchy of Luxembourg is available on:

www.mobiliteit.lu.

A bus shuttle service from the official hotels proposed by the Chamber of Deputies and the airport will be

organized on

Monday 8 July 2019 from 14.00 and on Tuesday 9 July 2019 in the morning until early

afternoon.

Transportation schedules will be available at the hotels and at the Transportation Desk at the

European Convention Center Luxembourg.

There will be no direct shuttle service from the European Convention Center Luxembourg to the

airport. There are no luggage storage facilities at the conference center ECCL.

TRANSPORTATION DURING THE ANNUAL SESSION

The hotels situated at Luxembourg-Kirchberg are in walking distance to the European Convention Center

Luxembourg. The Chamber of Deputies will organize a shuttle service running between the other official

hotels and the location of the Conference.

Transportation to and from receptions and the venues of the

accompanying persons’ programme will be

organized. Shuttle schedules will be available at the hotel information points and at the Transportation Desk

at the European Convention Center Luxembourg.

PASSPORTS AND VISAS

OSCE, Alm.del - 2018-19 (1. samling) - Bilag 17: Invitation til sommersession i Luxemburg den 3. - 8. juli 2019

All participants are kindly asked to check beforehand if they need a visa. It is recommended not to

wait until the last moment for visa applications.

Information on visa application is available at:

https://guichet.public.lu/en/citoyens/immigration/moins-3-mois/ressortissant-tiers/entree-

visa.html

Travelers must hold a valid passport to enter Luxembourg. Nationals from the Schengen area may use their

identity cards.

The list of Diplomatic Representations of the Grand Duchy of Luxembourg can be consulted on

https://maee.gouvernement.lu/fr/missions-diplomatiques/missions-diplomatiques-et-consulaires-

luxembourgeoises.html

IDENTIFICATION AND SECURITY

For security purposes, all participants, including accompanying persons, observers, delegation staff and

members of the press are requested to wear their identity badges at all meetings and social events. Name

badges will be needed to access all conference events. Loss of identity badges should be reported immediately

to the conference staff.

For security reasons, all participants, observers, delegation staff and members of the press must also be able to

show their identity card or passport upon request.

DIPLOMATIC REPRESENTATIONS

The list of the Diplomatic Representations in the Grand Duchy of Luxembourg is available at:

https://maee.gouvernement.lu/fr/missions-diplomatiques/missions-diplomatiques-etrangeres-accreditees-

au-Luxembourg.html

Please inform your embassies and diplomatic representations about your stay in Luxembourg. The evening of

4 July 2019 will be reserved for hospitality by diplomatic missions.

DOCUMENTATION AND COPYING SERVICES

The OSCE PA International Secretariat will send electronic documentation folders in PDF format to all

delegations. Most of the documents related to the Annual Session can also be downloaded from the OSCE

PA website:

www.oscepa.org.

Printers and photocopying machines will be at the disposal of the Secretaries of delegation at the European

Convention Center Luxembourg.

INTERPRETATION

During the Annual Session meetings, simultaneous interpretation will be provided in all six official languages

of the OSCE: English, French, German, Italian, Russian and Spanish.

Organizers of side events have to make their own arrangements for interpretation.

SIDE EVENTS - SPONSORSHIP FOR ACCESS OF NON-PARLIAMENTARY

PARTICIPANTS

OSCE, Alm.del - 2018-19 (1. samling) - Bilag 17: Invitation til sommersession i Luxemburg den 3. - 8. juli 2019

As in most parliaments in the OSCE region, access for non-parliamentary participants to the premises for

OSCE Parliamentary Assembly meetings is granted upon request by Members of Parliament.

Only Members of Parliament who are official delegates in the Annual Session of the OSCE PA will be able to

meeting/event are fully responsible for the costs, programme and participants invited. The OSCE PA

International Secretariat declines any responsibility for these events.

OSCE Parliamentary Assembly meetings are streamed on the internet, and open to the public through other

means including coverage of meetings by journalists. Meetings are intended to facilitate dialogue among

parliamentarians, but access by non-parliamentarians is welcome - space allowing - upon request by Members

of the OSCE PA officially registered for the Annual Session 2019. Sponsoring Members take full

responsibility for the sponsored participants and are requested to clarify the duration of their access to the

OSCE PA meeting. Access to certain parts of the premises and program may be restricted to parliamentarians

and their staff.

Those sponsoring access of non-parliamentary participants are asked to use the form Annex C (available

upon request).

Proposals to organize side meetings need to be communicated to the International Secretariat of the OSCE

PA no later than 06 June 2019 by filling out and returning the application form (Annex D

–

available upon

request), clearly indicating the purpose of the event and names/titles/functions of the registered organizers.

All participants in side events must be accredited by the OSCE PA, must be in possession of an OSCE PA

badge and will be subject to security checks upon entering the building.

Due to the scarcity of rooms available, bilateral discussions and meetings between delegations or between

OSCE PA bodies will be given priority. To the extent possible, the International Secretariat will allocate

meeting rooms on a first-come, first-served basis. Due to the limited number of rooms available, events

involving third parties should be planned outside the premises of the ECCL.

CATERING

The self-service restaurant at the European Convention Center Luxembourg will be open from 11.30 to 14.30

every day, including Saturday and Sunday.

The Restaurant “La Table du Belvédère” will be open Monday to Friday from 12.00 to 14.30. Several hotels

near the European Convention Center Luxembourg also offer restaurant services. Other restaurants are

located at Luxembourg-Kirchberg and Luxembourg-Limpertsberg (easily accessible by tram).

Catering in the European Convention Center Luxembourg Building will be provided exclusively by the firm

Sodexo. Kindly note that catering for side events must be ordered

at least 4 weeks in advance.

EVENING PROGRAMME

The Chamber of Deputies will provide an evening programme on 5, 6 and 7 July 2019. The evening of 4 July

2019 will be reserved for diplomatic activities. More details will be provided in due course.

ACCOMPANYING PERSONS’ PROGRAMME

A programme for accompanying persons has been arranged while delegates are engaged in conference

sessions and meetings. A detailed programme will be announced in due course.

Accompanying persons may participate in all evening events organized by the Chamber of Deputies.

Accompanying persons are kindly requested to sign up for excursions at the information points of their hotels

at their arrival, and to wear their identity badges during every part of the general programme.

Children under 16 years must be accompanied by a parent. Unaccompanied youths from 16 to 18 must

produce a written certificate signed by their parents allowing their participation and assuming responsibility.

The

participation at the accompanying persons’ programme is

under exclusive liability of the individual

participants.

OSCE, Alm.del - 2018-19 (1. samling) - Bilag 17: Invitation til sommersession i Luxemburg den 3. - 8. juli 2019

INSURANCE

Personal and medical insurance is the responsibility of individual participants. The host Parliament will not be

responsible for any lost luggage, currency or personal effects, or any medical costs.

MEDICAL FACILITIES

Medical assistance will be available throughout the meetings. However, illness requiring medical treatment or

hospitalization is the responsibility of the individual. Participants taking medicine should bring enough to

cover their needs.

Please note that in case of medical emergency outside the European Convention Center Luxembourg the

emergency line 112 is available.

DRESS CODE

Business attire is required for formal occasions and most social events. Casual dress (jacket, no tie) is suitable

for the accompanying persons’ programme.

CLIMATE AND TIME ZONE

Luxembourg is part of the Central European time zone and observes daylight savings time in July (UTC +2

hours, DST/March to October).

Luxembourg has an oceanic climate marked by high precipitation, also in summer. July is one of the warmest

months in Luxembourg, with a daily temperature of 22°C. Temperatures may vary, however, from about

15°C to 28°C during summertime in Luxembourg.

CURRENCY

The currency is the Euro

(€).

Most common credit cards are accepted everywhere. Cash can be withdrawn

from ATM machines in the city anytime.

ELECTRICITY

The voltage in Luxembourg, as in most of Europe, is 230 V/50 Hz. Luxembourg uses European-type plugs

(2-pin and 3-pin plugs).

TELECOMMUNICATIONS

The international code for Luxembourg is +352. Access to Wi-Fi will be available at the European

Convention Center Luxembourg. Internet access by Wi-Fi will also be available in every hotel.

SPECIAL NEEDS

Secretaries of Delegation should inform the secretariat of the Chamber of Deputies (email:

[email protected])

of guests with special needs in order to make necessary transportation and other

arrangements in advance.

SMOKE-FREE POLICY

Smoking is forbidden in all public places (restaurants, bars, public transport, etc.)

TOURIST INFORMATION

The website

http://www.luxembourg.lu

contains tourist and practical information about Luxembourg in

three languages (French, German and English).

OSCE, Alm.del - 2018-19 (1. samling) - Bilag 17: Invitation til sommersession i Luxemburg den 3. - 8. juli 2019