OSCE, Alm.del - 2021-22 - Bilag 14: Invitation til årets Annual Session i Birmingham, Engang den 1.-6. juli 2022

OSCEs Parlamentariske Forsamling 2021-22
OSCE Alm.del Bilag 14
Offentligt

29th ANNUAL SESSION

OF THE OSCE PARLIAMENTARY

ASSEMBLY

GENERAL INFORMATION

I nternational Convention Centre

Birm ingham , UK

2-6 July 2022

OSCE, Alm.del - 2021-22 - Bilag 14: Invitation til årets Annual Session i Birmingham, Engang den 1.-6. juli 2022

VENUE FOR THE SESSION

International Convention Centre (The ICC)

8 Centenary Square,

Birmingham, B1 2EA, UK

CONTACTS

United Kingdom Parliament:

Ms Susie Latta, Interparliamentary Conference Manager

[email protected]

Ms Jasmine Walker, Interparliamentary Conference Manager

[email protected]

Email:

[email protected]

Helpline:

+44 207 219 1251

International Secretariat of the OSCE Parliamentary Assembly:

Ms Odile LELARGE, Head of Conference Services

Tel.: +45 33 37 80 34 Email :

[email protected]

DRAFT PROGRAMME*

Friday, 1 July 2022

Arrival of participants – Accommodation – Registration

Meeting of the Secretaries of Delegations followed by welcome

drinks

Meeting of the Standing Committee (morning)

Opening Plenary Session (afternoon)

Opening Ceremony and Reception (evening)

Committee Meetings (morning)

Time reserved for meetings of Ad Hoc Committees (afternoon)

Reception (evening)

Committee Meetings (morning and afternoon)

Working Lunch on Gender Issues (upon registration)

Evening free

Committee Meetings (morning)

Plenary Session (afternoon)

Dinner (evening)

Plenary Session (morning)

Departures

Saturday, 2 July 2022

Sunday, 3 July 2022

Monday 4 July 2022

Tuesday, 5 July 2022

Wednesday, 6 July 2022

* 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 - 2021-22 - Bilag 14: Invitation til årets Annual Session i Birmingham, Engang den 1.-6. juli 2022

HOTELS AND ACCOMMODATION

Hotel rooms at preferential rates have been secured at 11 official event hotels near the

International Convention Centre (ICC).

There are enough rooms secured for all delegates but the deadline for booking these rooms is

MARCH 2022.

After this date, most unbooked rooms will be released, and there will be a very

small number and a limited choice of rooms available at the negotiated rates.

Reservations will be processed on a first come, first served basis, and the number of rooms at

each hotel is limited. Credit card details must be provided to secure a booking.

Arrivals before 27 June 2022 and departures after 7 July 2022, as well as extended stays, may be

charged at a different rate and will be subject to the hotel’s availability.

Booking Process:

Hotel Finder website

You can find details of 10 of the official hotels and book rooms at a preferential rate on the event’s

hotel finder website

here.

Please check the website for details of the hotels, including facilities and distance from the ICC

and the current hotel rate. This is either the negotiated rate or the best available rate, whichever

is cheaper at the time of the booking.

All negotiated rates are per room per night and include breakfast for one person and taxes.

All rates are guaranteed in pounds sterling (GBP), but the current rates in other currencies are

shown on the website for information purposes.

Cancellation terms: Please check all the terms and conditions carefully before booking. Fees for

changes or cancellations will be charged by the hotel after the indicated dates.

All hotels have free open Wi-Fi.

There are no extra fees for booking through the Hotel Finder website.

Up to eight rooms can be booked directly through the website.

For group bookings of nine rooms or more, please see the instructions and contact details at the

bottom of the event’s Hotel Finder web page.

Credit card details must be provided to guarantee any reservation. All payment for

accommodation and extra costs should be made directly to the hotels upon arrival.

The Hotel Finder website can arrange an invoice from the hotel and payment in advance for

rooms by credit card or bank transfer, if that is preferred.

These preferential hotel rates and rooms are only for registered delegates of the OSCE PA

Annual Session 2022. The hotels reserve the right to cancel any hotel bookings made by persons

who are not attending this event.

All queries to the Hotel Finder website will be answered within 48 hours.

OSCE, Alm.del - 2021-22 - Bilag 14: Invitation til årets Annual Session i Birmingham, Engang den 1.-6. juli 2022

Hotel bookings direct

AC M arriott:

for this hotel, rooms should be booked directly with the hotel.

The rate is £159 single occupancy/ £169 double occupancy (per room per night and includes

breakfast and taxes).

The hotel is a 7-minute walk from the ICC.

Credit card details must be provided to guarantee the reservation. All payments for

accommodation and personal costs should be made directly to the hotel upon departure.

Cancellation is free of charge up to 45 days prior to arrival

More details about the hotel can be found on the website

here.

To secure these rooms please contact

[email protected]

and ask for the UK Parliament rate.

We strongly recommend that delegations make their hotel reservations without delay

and before 25 March 2022. After this date, hotel room availability cannot be

guaranteed.

Participants are asked to check the hotel details, including the cancellation policy, very

carefully.

Official Event Hotels (listed in order of proximity to the ICC):

Hotel

Room rates

(single

occupancy

unless stated

otherwise)

£147

Distance

from ICC

For more details, cancellation terms

and to book this hotel

Hyatt Regency Birmingham

2 Bridge Street, Birmingham,

B1 2JZ

Crowne Plaza Birmingham

City Centre

Central Square Holliday

Street, Birmingham, B1 1HH

Jurys Inn Birmingham,

245 Broad Street,

Birmingham, B1 2HQ

Hilton Garden Inn

160 Broad Street,

Birmingham, B15 1DT

Holiday Inn Express

19 Holliday St,

Birmingham B1 1HH

1-minute

walk

6-minute

walk

To secure this rate please book through

the official hotel booking website

https://hotelmap.com/events/MS9UK-LV

To secure this rate please book through

the official hotel booking website

https://hotelmap.com/events/MS9UK-LV

To secure this rate please book through

the official hotel booking website

https://hotelmap.com/events/MS9UK-LV

To secure this rate please book through

the official hotel booking website

https://hotelmap.com/events/MS9UK-LV

To secure this rate please book through

the official hotel booking website

https://hotelmap.com/events/MS9UK-LV

£135

£125

7-minute

walk

7-minute

walk

7-minute

walk

£139

£120

OSCE, Alm.del - 2021-22 - Bilag 14: Invitation til årets Annual Session i Birmingham, Engang den 1.-6. juli 2022

AC by Marriott

12 Hagley Road, Five Ways

Birmingham, B16 8SJ

Novotel Birmingham Centre

Hotel

70 Broad Street,

Birmingham, B1 2HT

Hampton by Hilton Broad

Street

200 Broad Street,

Birmingham, B15 1SU

Holiday Inn Birmingham City

Centre

Smallbrook Queensway,

Birmingham, B5 4EW

Penta Hotel

Ernest Street/Holloway Head,

Birmingham, B1 1NS

Park Regis Birmingham

160 Broad Street,

Birmingham, B15 1DT

Cancellation terms

£159 single

occupancy/ £169

double

occupancy

£139

7-minute

walk

To secure this rate please contact

[email protected]

and ask for

the UK Parliament rate.

To secure this rate please book through

the official hotel booking website

https://hotelmap.com/events/MS9UK-LV

To secure this rate please book through

the official hotel booking website

https://hotelmap.com/events/MS9UK-LV

To secure this rate please book through

the official hotel booking website

https://hotelmap.com/events/MS9UK-LV

To secure this rate please book through

the official hotel booking website

https://hotelmap.com/events/MS9UK-LV

To secure this rate please book through

the official hotel booking website

https://hotelmap.com/events/MS9UK-LV

8-minute

walk

£129

9-minute

walk

£110

12-minute

walk

£129

12-minute

walk

£129

13-minute

walk

Hyatt Regency:

Cancellation is free of charge 72 hours prior to arrival.

AC by Marriott:

Cancellation is free of charge 45 days prior to arrival.

All other hotels:

For reservations of up to 8 room s:

-Free

of charge 30 days prior to arrival 

-29 to 14 days prior to arrival 50% of the entire stay will be charged

-From 13 days prior to arrival 100% of the entire stay will be charged

-Free of charge 45 days prior to arrival

-44 to 28 days prior to arrival 75% of the entire stay will be charged

-27 to 14 days prior to arrival 85% of the entire stay will be charged

-From 13 days prior to arrival 100% of the entire stay will be charged

REGISTRATION

Secretaries of Delegations should register participants via the OSCE PA

Registration Website

Friday 27

May 2022.

The Registration and Information Desk will be open in the lobby of the International Convention

Centre on

Friday 1 July 2022 from 14:00 to 20:00.

For the rest of the Annual Session,

registration will be open at the International Convention Centre every day from 08:00 until the

end of official meetings.

For reservations of 9 or m ore room s:

OSCE, Alm.del - 2021-22 - Bilag 14: Invitation til årets Annual Session i Birmingham, Engang den 1.-6. juli 2022

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 badges and information

about the conference at the Registration and Information desk located in the lobby of the

International Convention Centre.

A provisional List of Participants will be made available. To enable the OSCE PA International

Secretariat to issue the final list and to ensure the accuracy of its contents, national delegations

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

ARRIVAL AND DEPARTURE

Secretaries of Delegations are requested to indicate - and update when necessary -

information about accommodation and flight numbers, as well as arrival and departure

dates and flight schedules, via the OSCE PA online registration system for all

participants from their delegation, including accompanying staff and accompanying

persons.

Details of how to travel to Birmingham International Convention Centre can be found

here.

The nearest airport is Birmingham International Airport which is a 10-minute train journey from

the centre of Birmingham. Taxis are available to hire at the airport.

On 1 July and the morning of 2 July 2022, staff will be at Birmingham International Airport to greet

and help those arriving find their way to the train station and into the city.

A shuttle bus service will be provided from Birmingham New Street train station to the official

event hotels and staff will be present at the station to help find those buses. Alternatively, all

hotels are a short walk or taxi journey from the station.

Participants arriving on other dates are kindly asked to make their own arrangements.

Information on rail travel within the UK can be found

here.

Information on public transport in Birmingham and the West Midlands can be found

here.

Coaches will be organized from hotels on the afternoon of 6 July to Birmingham New Street Station

and Birmingham International Airport.

Car parking is limited and expensive in Birmingham city centre. There is a clean air zone with

extra charges for some vehicles to enter the city. There are more details

here.

Details of transport companies who offer private coach, minibus, or car transfers can be provided

on request. Please email:

[email protected].

All costs will be the responsibility of the

booker.

TRANSPORTATION DURING THE ANNUAL SESSION

All event hotels are a short walk from the International Convention Centre. At each hotel there will

be an information stand each morning with staff to provide directions and advice on how to get to

the ICC.

There are two entrances to the ICC: Brindley Place and Centenary Square. Please choose the

closest entrance to ensure the shortest journey.

OSCE, Alm.del - 2021-22 - Bilag 14: Invitation til årets Annual Session i Birmingham, Engang den 1.-6. juli 2022

Note that traffic drives on the left in the UK. Please look right if crossing the road.

There will be limited bus service from all official event hotels (except the Hyatt) to the ICC in the

morning. Places will be on a first come, first served basis. Traffic delays make journey times

unpredictable. Often walking will be quicker than taking the bus.

Bus transportation will be organized to and from evening events where necessary and for the

accompanying persons’ programme.

Secretaries of Delegations should inform Susie Latta ([email protected]) or Jasmine Walker

([email protected]) about any delegates with special access and mobility requirements.

PASSPORTS AND VISAS

Travellers must hold a valid passport to enter the UK. Travel to the UK with ID cards is no longer

possible. The passport must be valid for the whole of the stay, and if a visa is needed, it must be

valid for the whole of the visa period.

All participants are kindly asked to check

here

beforehand if they need a visa. It is

recommended to apply for a visa no more than three months and at least three weeks

before travel. Waiting times are longer than normal, depending on where the

application is made, and there are high costs for last minute visas. Letters of invitation

for visa purposes can be provided to officially registered participants if needed.

COVID19

The Covid19 situation will be kept under review and updates will be provided. The latest

information about travel to England during the Covid19 pandemic can be found

here.

The current Covid19 regulations and advice in England can be found

here.

It may be possible to provide documentary support, if needed, to travel to the Annual Session.

Support and advice will be provided where possible to delegates during the session to help comply

with any rules or recommendations. If required, this will include masks, sanitiser and help with

any testing.

Delegates are responsible for complying with all rules when travelling to and from the Annual

Session, and for any costs or arrangements if they are required to isolate. Delegates are

recommended to take out travel insurance that includes medical coverage. Advice will be provided

on how to access any testing services and medical services, if required.

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. Identity 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 missions in the United Kingdom is available

here.

OSCE, Alm.del - 2021-22 - Bilag 14: Invitation til årets Annual Session i Birmingham, Engang den 1.-6. juli 2022

Please inform your embassies and diplomatic representations about your stay in Birmingham. The

evening of Monday 4 July will be reserved for hospitality by diplomatic missions.

DOCUMENTATION AND COPYING SERVICES

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

delegations. Most of the documents related to the Annual Session will be uploaded on the OSCE

PA event APP and can also be downloaded from the

OSCE PA website.

A limited number of documents will be printed. Secretaries of Delegations are advised to make

arrangements to print documents needed in advance.

Printers and photocopying machines will be at the disposal of the Secretaries of Delegations.

INTERPRETATION

During the Annual Session meetings, simultaneous interpretation will be provided in all and only

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

SIDE EVENTS - SPONSORSHIP FOR ACCESS OF NON-PARLIAMENTARY

PARTICIPANTS

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 register and organize side events in the ICC. Delegates hosting a meeting/event are

fully responsible for the costs, programme, and participants invited. The OSCE PA International

Secretariat and the UK Parliament decline any responsibility for these events.

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

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

parliamentarians, but non-parliamentarians are welcome when space allows and upon request by

Members of the OSCE PA officially registered for the Annual Session 2022. Sponsoring Members

take full responsibility for their sponsored participants and are requested to confirm how long they

will need access to the OSCE PA meeting. Access to certain parts of the premises and programme

may be limited to parliamentarians and their staff.

Those sponsoring the access of non-parliamentary participants are asked to use the form in Annex

A (available upon request). The

registration deadline for non-parliamentary participants

is 10 June 2022.

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

the OSCE PA no later than

15 June 2022

by filling out and returning the application form (Annex

B – available upon request), clearly indicating the purpose of the event and the

names/titles/functions of the registered organizers.

The room booking process will open on

16 May 2022.

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

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

As there are limited rooms available, bilateral discussions and meetings between delegations or

between OSCE PA bodies will be given priority. After that, the International Secretariat will allocate

meeting rooms on a first come, first served basis.

Any request for additional equipment or catering services must be paid by the organizers of side

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

OSCE, Alm.del - 2021-22 - Bilag 14: Invitation til årets Annual Session i Birmingham, Engang den 1.-6. juli 2022

Due to the limited number of rooms available, events involving third parties should be planned

outside the premises of the ICC. All the event hotels have meeting spaces available for hire and

there are many other meeting spaces in central Birmingham. Early booking is recommended.

CATERING

There is a wide variety of food options available in and around the ICC from snacks and fast food

to pubs, cafes and restaurants. More details can be found

here.

Booking in advance is strongly recommended, particularly for the first few days of the conference

over the weekend. Please contact establishments directly to make reservations.

The ICC will have sandwiches and other light lunch options available to purchase.

Within the ICC there is a café, fast food outlet, newsagents, and a restaurant where snacks and

food can be purchased.

EVENING PROGRAMME

The UK Parliament will arrange evening events on 2, 3 and 5 July 2022. The evening of 4 July will

be reserved for diplomatic activities. More details about the evening programme will be provided

in due course.

ACCOMPANYING PERSONS’ PROGRAMME

A programme for accompanying persons will be arranged while delegates are engaged in

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

Under UK law, children under 18 years must be accompanied at all times on the programme by an

adult who takes full responsibility for their care. The organisers do not have the required training

or authority to take care of children.

No one under the age of 18 can attend the evening social events. This is prohibited by

UK alcohol licensing laws.

INSURANCE

Personal travel 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, including any Covid 19 related costs.

MEDICAL FACILITIES

First aid will be available throughout the meetings. However, illness requiring medical treatment

or hospitalization is the responsibility of the individual. There are pharmacies, clinics, and hospitals

close to the venue. Participants taking medicine should bring enough to cover their needs and

where possible carry it in hand luggage.

Please note that the general telephone number in case of emergency (medical, fire or security) is

999.

DRESS CODE

Business attire is required for formal occasions and social events.

Casual dress (jacket, no tie) is suitable for the accompanying persons’ programme.

CLIMATE AND TIME ZONE

It will be British Summer Time (BST) in Birmingham in July (UTC +1 hour).

July is one of the warmest months in Birmingham, with an average daily temperature of 18°C.

Temperatures may vary, however, from 10°C to 30°C and there is a high chance of rain. Layers,

OSCE, Alm.del - 2021-22 - Bilag 14: Invitation til årets Annual Session i Birmingham, Engang den 1.-6. juli 2022

raincoats, and umbrellas are recommended in order to be prepared for a range of weather.

Comfortable shoes are recommended for walking.

The International Convention Centre is fully air-conditioned, but layers are recommended as some

people can find this cold.

CURRENCY

The currency is Pounds Sterling (GBP £). Most common credit cards are accepted everywhere. Cash

can be withdrawn from ATMs in the city anytime. There is an ATM in the ICC.

ELECTRICITY

The voltage in the UK, as in most of Europe, is 220 – 240 V.

The UK uses three-pin plugs (type G) Details can be found

here.

Adaptors are recommended. These

can be purchased at all UK airports and will be on sale in the newsagent/convenience store in the

ICC.

USB charging points are often provided at hotels and other venues.

TELECOMMUNICATIONS

The international code for the UK is +44.

Access to free Wi-Fi will be available at the ICC and free Wi-Fi will also be available in every hotel.

A selection of pay as you go SIM cards can be purchased at UK airports and will be on sale in the

newsagents in the ICC.

SPECIAL REQUIREMENTS

Secretaries of Delegations should inform Susie Latta ([email protected]) or Jasmine Walker

([email protected]) of delegates with particular requirements (e.g. mobility or dietary

restrictions) to put in place necessary arrangements. The deadline for this is 10 June 2022, but

the earlier the better, to ensure arrangements are in place.

SMOKE-FREE POLICY

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

Some venues will have further smoking restrictions or designated smoking areas. Please ask staff

for more details.

BEHAVIOUR CODE

Whether you are a visitor, working, or participating in activities organized by UK Parliament,

there are clear guidelines on how you should be treated, and how you should treat others.

You can read more details

here

Unacceptable behaviour will not be tolerated.

Please report any concerns you have to any of the

organisers or email

[email protected].

OSCE, Alm.del - 2021-22 - Bilag 14: Invitation til årets Annual Session i Birmingham, Engang den 1.-6. juli 2022

TOURIST INFORMATION

There is more tourist and practical information about visiting Britain

here.

There are many interesting things to do in and near Birmingham. The Birmingham Symphony

Hall is in the same building as the ICC and the Repertory Theatre is next door. More details can

be found about these and other nearby places to visit

here.