Accommodation and transportation
(a) Adequate and easily accessible accommodation, including at hotels and residences, is available to Participants at reasonable commercial rates. The Government shall engage early with the hospitality sector and will use all means at its disposal to ensure that accommodation rates do not go beyond the usual market conditions to enable ease of participation of Participants, specifically from developing countries. The Government shall provide information to ensure that Participants are informed of consumer rights in respect of accommodation booking through the accommodation portal;
(b) Affordable and easily accessible accommodation is available to Participants from developing countries eligible for funding from the Trust Fund for Participation in the UNFCCC process. Such accommodation reserved by the Government shall not be priced more than fifty (50) per cent of the United Nations daily subsistence allowance these participants will receive from the secretariat. The Government shall reserve such accommodation for those Participants upon their request even if they are not in a position to advance a deposit. The secretariat shall assist the Government in the processing of such requests, including by advancing a deposit for the participants who request it;
(c) Adequate transportation is available to all Participants:
i. To and from the airport before, during and after the Conference on a reasonable commercial basis;
ii. Between the principal hotels listed in the accommodation portal and the Conference premises for the duration of the Pre-sessional Meetings/Conference, which will be at the expense of the Government as specified in annex XII.
(d) Vehicles with drivers for use by the secretariat and other United Nations officials indicated by the Executive Secretary are available, at the expense of the Government, as specified in annex XIV to this Agreement.
Conference communications, websites and outreach activities
(a) In all public information and Conference-related materials issued by the Government, and in media, press releases and briefings related to the Conference, the officially recognized name or names of the Convention and of the meetings of Convention bodies are used, as specified in annex VI to this Agreement;
(b) In public and Conference information materials of the Government, internal and external broadcast transmissions by the Government's nominated host broadcaster, and podium arrangements related to the Conference, the visual design of the Conference premises, including the display of the official logos of the United Nations and the Convention, are in accordance with the specifications in annex VI to this Agreement. The Government shall provide free signals of the official proceedings and free working space to media representatives accredited to the Conference. Live streaming links related to the Conference are shared with national and international audiences in a timely manner. Official information, announcements, and press materials related to the Conference are published in a timely and accessible manner for international media. The necessary coordination with the secretariat is undertaken in communicating official Conference-related information to national and international audiences;
(c) If the Government wishes to design and display a Conference logo and/or other graphic or decorative elements for inclusion within the specifications provided, the Government and the secretariat shall agree upon the design of the co-branding and on the method of display of such marks or elements in advance of the Conference, with a view to ensuring that the secretariat's logo is prominently displayed to reflect its status as the custodian of the UNFCCC process;
(d) The agreed Conference co-branding is displayed throughout the Conference premises, including on electronic banners and screens;
(e) The agreed Conference co-branding is displayed, inter alia, on paper posters/banners welcoming the Participants to the Conference in the Republic of Türkiye and other major cities where Participants would be expected to arrive from overseas, outside the
Conference premises, and on digital communication assets, such as websites, social media channels and electronic banners and screens;
(f) The United Nations flag is prominently displayed at the entrance to the Conference premises from the opening day of the Conference until its end, in accordance with United Nations practice, and may be displayed at other designated places as agreed with the secretariat;
(g) All official information concerning the sessions of Convention bodies is made available on the secretariat website at http://www.unfccc.int. The Government shall make available relevant information for inclusion on the secretariat website. Webcasting of the official proceedings live and on demand, as agreed with the secretariat, shall also be provided. The Government may create its own website and social media channels; design, layout and content shall be complementary and closely synchronised with the Communications and Engagement Division of the secretariat. The nature of activities carried out by the Government within the Conference premises during the Conference related to communications and engagement, such as those for local non-governmental organizations, media or communities, is agreed in advance with the secretariat;
(h) It undertakes initiatives to promote and facilitate the participation and engagement of observer organizations, in the lead-up to and during the Conference and shall provide facilities including space for their activities during the Conference both within and outside the Conference premises.
The Government shall appoint a representative experienced in conference management to act as an overall focal point, supported by technical leads for the respective work streams, between the secretariat and the Government and to be responsible and to have the requisite authority, in consultation with the secretariat official designated by the Executive Secretary, for implementing the Government's obligations under this Agreement.
The Government shall make available at its expense Host Country Support staff, as specified in annex XVI to this Agreement, and technical personnel as required in the annexes, all fluent in English, required in addition to the staff of the secretariat. Such Host Country Support and technical personnel shall be available, as required:
(a) For work throughout the entire period of the Conference, including, when required, during the pre-session period;
(b) At least one week before the opening and at least three days after the closing of the Conference;
(c) To maintain night services as may be required in connection with the Conference.
guided by the highest ethical and professional standards and are expected to behave with integrity and respect. The Government shall ensure that this is well understood by each and every security personnel who will be working within the Conference premises.
Privileges and immunities
(a) The secretariat shall enjoy the privileges and immunities within the Republic of Türkiye as provided to the United Nations under Article I and II of the General Convention;
(b) Representatives of Parties and the observer States to the Convention, the Parties and observer States to the Kyoto Protocol and the Parties and the observer States to the Paris Agreement, participating in the Pre-sessional Meetings/Conference/Other UNFCCC Meetings, shall enjoy the privileges and immunities provided under Article IV of the General Convention;
(c) Officials of the secretariat and other United Nations officials participating in and/or performing functions in connection with the Pre-sessional Meetings/Conference/Other UNFCCC Meetings shall enjoy the privileges and immunities provided under Articles V and VII of the General Convention;
(d) Any experts on mission for the United Nations or for the secretariat in connection with the Pre-sessional Meetings/Conference/Other UNFCCC Meetings shall enjoy the privileges and immunities provided under Articles VI and VII of the General Convention.
The personnel provided by the Government under Article 9 above for the Pre-sessional Meetings/Conference, and personnel provided for the Other UNFCCC Meetings, shall enjoy immunity from legal process in respect of words spoken or written and any act performed by them in their official capacity in connection with the Pre-sessional Meetings/Conference/Other UNFCCC Meetings.
Without prejudice to the preceding paragraphs of the present Article, Participants accredited and issued badges by the secretariat to attend, participate and/or perform functions in the Pre-sessional Meetings/Conference and invited for Other UNFCCC Meetings shall be immune from legal process with respect to words spoken or written and any act performed by them in connection with their participation in the Pre-sessional Meetings/Conference/Other UNFCCC Meetings, which immunity shall continue to be enjoyed even after the closure of the Pre-sessional Meetings/Conference/Other UNFCCC Meetings.
All persons referred to in Article 2 above and all persons performing functions in connection with the Pre-sessional Meetings/Conference/Other UNFCCC Meetings/ shall have the right of entry into and exit from the Republic of Türkiye and no impediment shall be imposed on their transit to and from the Conference/Other UNFCCC Meetings premises, as specified in annex VIII to this Agreement. Visas and entry permits, where required, shall be granted free of charge and as speedily as possible. For the Pre-sessional Meetings/Conference, the Government shall issue special entry visas to those who need one (hereinafter referred to as "COP31 Visa"), free of charge, through an official electronic visa portal, as well as through diplomatic or consular representations of the Republic of Türkiye. COP31 Visa shall be issued within seven (7) working days upon submission of a complete online visa application through the official electronic visa portal or upon submission of a complete application to the diplomatic or consular representations of the Republic of Türkiye. This information shall be included in the confirmation e-mail sent to the Participants informing them of their registration. This does not exclude the presentation by the Government to the Executive Secretary of well-founded objections based on law concerning the entry of a particular individual. Such objections must relate to specific criminal, security matters and not to nationality, religion, professional or political affiliation. On an exceptional basis, those Participants who are confirmed and arrive in the Republic of Türkiye without a corresponding visa shall be issued a visa at the airport of arrival. The Government shall appoint an official who shall act as a liaison officer between the Government and the secretariat and shall be responsible for carrying out the arrangements related to visas and entry permits. Without any prejudice to the above, the secretariat, through its channels of communications, including on its website shall strongly encourage the Participants to apply for the entry visa through the official electronic visa portal or diplomatic or consular representations of the Republic of Türkiye as early as possible, but no later than three (3) weeks before the opening of the Pre-sessional Meetings/Conference/Other UNFCCC Meetings, respectively.
The Conference/Other UNFCCC Meetings premises referred to in Article 1 above are protected in the sense of Article II, section 3, of the General Convention and access thereto is subject to the
authority and control of the secretariat. These premises shall be inviolable for the duration of the Pre-sessional Meetings/Conference/Other UNFCCC Meetings, as well as during the setup and dismantling periods, except in the occurrence of fire emergency, where the inviolability of the Conference premises shall be deemed lifted to address that emergency and the process detailed in paragraph 5 of the Memorandum of Understanding for Security Cooperation, referred to in the paragraph 3 of Article 10, hereof, shall apply.
The Government shall allow the temporary importation, relieved from payment of import duties and taxes, of all equipment necessary for the Pre-sessional Meetings/Conference/Other UNFCCC Meetings, including written, audio, video, photographic and other materials, and technical equipment accompanying, shipped, or dispatched by secretariat/Participants and media representatives, and shall, if necessary, promptly issue any necessary import and export permits for this purpose. Any such temporary importation must be intended for re-exportation after the conclusion of the Conference/ Other UNFCCC Meetings. The Government shall ensure that a system for clearance without undue delay of such items for the Pre-sessional Meetings/Conference/Other UNFCCC Meetings is in place.
The secretariat and other United Nations organizations, including specialised agencies and related organizations of the United Nations shall enjoy tax exemption from value added tax (VAT) in the Republic of Türkiye when making purchase of goods and services for official use in connection with the Pre-sessional Meetings/Conference/Other UNFCCC Meetings, including when such purchases are made by the Government on behalf of the secretariat at its request and to be paid for by the secretariat. To facilitate this, the Government shall issue a VAT exemption letter to the secretariat within four (4) weeks of the entry into force of this Agreement. The secretariat will provide the details of beneficiary entities together with the goods and services subject to this paragraph to the extent possible. Any issues related to the VAT exemption between the Government and the secretariat will be resolved amicably through consultations.
The privileges and immunities provided under this Agreement are granted to ensure the proper functioning of the Pre-sessional Meetings/Conference/Other UNFCCC Meetings.
Without prejudice to the privileges and immunities provided by this Agreement, all Participants enjoying such privileges and immunities have the duty to respect the laws and regulations in force in the Republic of Türkiye and have the duty not to interfere in its internal affairs.
The immunities provided to persons by this Agreement shall be waived where in the view of the secretariat/United Nations/specialised agencies/related organizations it is believed that the immunities would impede the course of justice and can be waived without prejudice to the interests of the secretariat/United Nations/specialised agencies/related organizations. Where the immunity is refused to be waived, such information will be communicated timely to the Government, in accordance with the United Nations practice.
Without prejudice to the General Convention, the Executive Secretary shall cooperate with the Government to facilitate the proper administration of justice, secure the observance of police regulations and prevent any abuse in connection with the privileges, immunities and facilities granted to Participants under this Agreement.
The Government, in addition to the financial obligations provided for elsewhere in this Agreement, shall bear the actual additional costs directly or indirectly involved in holding the Conference in Antalya, Türkiye rather than in Bonn, Germany. Such costs, which are provisionally estimated to be USD 7,715,200, shall include, but not be restricted to, the actual additional costs of travel and staff entitlements of the officials of the secretariat and other United Nations officials assigned to plan for, service or attend the Conference, as well as the costs of preparatory missions required to plan for the Conference, including those undertaken prior to the conclusion of this Agreement, and the cost of information and cyber security and virtual meeting platform services.
If due to a pandemic or any force majeure situation (for example, strike, earthquake, war, civil strife, invasion, terrorism, health emergency, revolution or any other acts of similar nature or force), the Bureau of the governing bodies of the UNFCCC process (hereinafter referred to as the "Bureau") decides that the Pre-sessional Meetings/Conference are unable to proceed as scheduled and may require postponement or cancellation, the secretariat and the Government shall consult and mutually agree on the settlement of any matters, including relating to the funds provided by the Government referred to in Article 12 of this Agreement, arising as a result of such postponement or cancellation. In case of postponement, this Agreement shall remain in force and be modified to stipulate the new dates of the Conference, once mutually agreed, by exchange of letters between the secretariat and the Government.
In the event of postponement or cancellation of the Conference pursuant to the preceding paragraph, the secretariat shall not be liable to repay or compensate the Government for any goods, services, or facilities procured, or costs incurred whatsoever, in relation to or resulting from such postponement or cancellation of the Pre-sessional Meetings/Conference. In the event of cancellation, the secretariat shall return to the Government any part of the deposit and advances that is unspent and/or uncommitted, which had been transferred pursuant to Article 12.
(a) Injury to persons or damage to or loss of property within the Conference/Other UNFCCC Meetings premises as referred to in Article 1 above that are provided by or are under the control of the Government;
(b) Injury to persons or damage to or loss of property caused by, or incurred in using the transport services that are provided by or under the control of the Government;
(c) The employment for the Pre-sessional Meetings/Conference of the personnel provided by the Government under Article 9 above, as well as the personnel made available for the Other UNFCCC Meetings.
(d) Postponement or cancellation of the Pre-sessional Meetings/Conference pursuant to Article 13 of this Agreement.
The Government shall indemnify and hold harmless the United Nations, the secretariat and their officials, experts on mission and other persons performing services on their behalf in respect of any such action, claim or demand, except where it is agreed by the United Nations/secretariat and the Government, or, absent such agreement, where it is determined in accordance with Article 15 below, that such damage, loss or injury is caused by the gross negligence or wilful misconduct of the United Nations/secretariat or their officials or experts on mission or other persons performing services on their behalf.
Without prejudice to the applicable legal framework, the secretariat shall cooperate with the Government, as required, in identifying and sharing, where possible, relevant information to deal with any action, claim or demand contemplated in paragraph 1 of this Article.
appoint an arbitrator within three months of the other party having notified the name of its arbitrator, or if the first two arbitrators do not within three months of the appointment or nomination of the second one of them appoint a Chairperson, then such arbitrator shall be nominated by the President of the International Court of Justice at the request of either party to the dispute. Except as otherwise agreed by the Parties, the tribunal shall adopt its own rules of procedure, provide for the reimbursement of its members and the distribution of expenses between the Parties, and take all decisions by a two-thirds majority. Its decision on all questions of procedure and substance shall be final and, even if rendered in default of one of the Parties, be binding on both of them.
The annexes to this Agreement shall form an integral part hereof and unless expressly provided otherwise, a reference to this Agreement constitutes, at the same time, a reference to any annexes hereto.
The standards and number of items listed in the annexes should be considered minimum standards and numbers. If the Government wishes to provide higher standards or more items than requested by the secretariat, the Government may do so after prior consultation with the secretariat.
Notwithstanding the aforesaid, where required the Parties may mutually agree on adjustments to the quantities set out in the annexes.
request for the disclosure of such information to allow the secretariat a reasonable opportunity to invoke privileges and immunities or approve such disclosure.
(b) The secretariat may disclose such information to the extent as required pursuant to the Charter of the United Nations, its regulations, and rules, or as may be required by the governing bodies of the secretariat.
The Parties agree that the delivery of the Government's obligations under this Agreement shall be guided by project management best practices which shall apply to all deliverables in this Agreement.
This Agreement may be modified by written agreement between the secretariat and the Government.
This Agreement shall enter into force on the date of receipt of a written notification from the Government through diplomatic channels that all internal procedures for its entry into force have been completed. Any amendment to this Agreement in accordance with paragraph 1 of this Artice shall enter into force in accordance with the procedure set out in this paragraph. The Government and the secretariat agree to publish the legal text of this Agreement, upon its entry into force, on their respective websites.
The Government shall in consultation with the secretariat prepare a comprehensive report to be submitted to the Bureau and present it at its next Bureau meeting after the Conference, highlighting achievements and the challenges in the organization of the Conference and the implementation of this Agreement. This report shall be finalised latest by 28 February 2027.
This Agreement may be terminated by either party after the closure of the Conference by written notice to the other and shall terminate twelve months after the receipt of such notice. Notwithstanding any such notice of termination, this Agreement shall remain in force until complete fulfilment or termination of all obligations entered into by virtue of this Agreement.
IN WITNESS whereof the undersigned, being duly authorized to that effect, have signed this Agreement.
DONE in Bonn on the 9th day of June 2026, in two originals in the English language, both texts being equally authentic. The Republic of Türkiye shall provide the official translation of this Agreement into the Turkish language.
For the Government of the Republic of Türkiye
For the secretariat of the United Nations Framework Convention on Climate Change, the Kyoto Protocol and the Paris Agreement
| Annex I: Premises and operations | 2 |
| Annex II: Media and broadcast facilities and services media and broadcast coordination | 79 |
| Annex III: Information and communication technology services: Service overview and governance | 89 |
| Annex IV: Information and communication technology services: Infrastructure and End-user services | 99 |
| Annex V: Archiving | 117 |
| Annex VI: Recognized names and visual design | 120 |
| Annex VII: Registration and Accreditation | 121 |
| Annex VIII: Visa Facilitation and Issuance | 126 |
| Annex IX: Financial services | 129 |
| Annex X: Commercial interpretation services | 131 |
| Annex XI: Shipment and freight forwarding | 133 |
| Annex XII: Conference shuttle transportation services | 138 |
| Annex XIII: Commercial transportation services | 142 |
| Annex XIV: Transportation services for United Nations officials | 144 |
| Annex XV: Accommodation for the Conference Participants | 147 |
| Annex XVI: Host Country Support Staff | 150 |
| Annex XVII: Volunteers | 156 |
| Annex XVIII: Catering services | 162 |
| Annex XIX: Sustainability, carbon neutrality and accessibility of the Conference | 168 |
| Annex XX: Cleaning and Waste management | 173 |
| Addendum of Tables | 177 |
¹ The Parties agree that the delivery of Government's obligations under these annexes and those attached to the agreement concluded through exchange of letters referred in Article 12 of the Agreement, shall be subject to Article 19 of the Agreement, as appropriate, where the Government shall be guided by internationally recognized project management principles, including those reflected in globally accepted standards such as PRINCE2, PMI's PMBOK, and/or ISO 21500, as appropriate.
² Where specific branded equipment is referenced in the Annexes, these should be considered as recommendations and alternative equivalent brands shall be acceptable.
The Government shall ensure that the Conference premises are accessible, properly equipped, fully functional and compliant with relevant international security standards, for example, EN 17879, NFPA 101, EN 13501-1 and/or NFPA 701 and ISO/IES 27001, as well as all the relevant local regulations of the Republic of Türkiye to support the successful delivery of the Conference.
All arrangements shall be made in a manner that guarantees compliance with applicable UNFCCC requirements, international accessibility standards, and the Government's health and safety regulations.
The Government shall provide comprehensive project management and operational planning services to ensure the coordinated design, installation, operation, and dismantling of all facilities. Project management shall ensure compliance with agreed technical specifications, safety regulations, operational requirements, and timelines.
In cooperation of the secretariat, the Government shall act as the single point of coordination for all subcontractors, suppliers, and technical service providers related to the premises and operational delivery.
Designation of a dedicated Project Manager with overall responsibility for delivery, reporting, and coordination.
Establishment of a project governance structure including defined escalation paths and decision-making authority.
Regular coordination meetings with the Secretariat during design, set-up, live operations, and dismantling phases.
Maintenance of an integrated project schedule covering all disciplines (structures, MEP, AV, IT, catering, security, cleaning, and logistics).
Coordination of architectural layouts, structural systems, MEP, AV, IT and Interpretation systems to avoid clashes and ensure operational functionality.
Production and maintenance of coordinated CAD drawings and space programs.
Management of interface points between temporary structures and permanent site infrastructure.
Validation of technical submittals, method statements, and drawings.
Development of detailed build-up and dismantling schedules, including critical path activities.
Phased handover of areas to allow for early commissioning and testing where required.
Coordination of access and deliveries.
Protection of completed works during ongoing installation phases.
Preparation of an Operational Readiness Plan covering staffing, access control, technical support, and contingency procedures.
Coordination of rehearsals, technical tests, and commissioning of systems prior to opening.
On-site project management presence during live operations to coordinate issue resolution and change management.
Management of daily operational briefings with technical, facilities, and service teams.
Implementation of formal change control procedures for scope, layout, and technical modifications.
Maintenance of issue and risk registers.
Rapid response and scalation protocols for operational and technical incidents during live event phases.
Maintenance of up-to-date as-built drawings and technical documentation.
Provision of operational manuals for key systems where applicable.
Formal handover and acceptance procedures at completion of build-up and prior to dismantling.
Post-event reporting including lessons learned and performance review.
Development of contingency plans for power, IT, AV, and critical systems failures.
Identification of backup resources and redundancy for mission-critical functions.
Planning for peak load periods and high-traffic operational scenarios.
This paragraph outlines the minimum readiness requirements for venues hosting the COP. It is intended to guide potential event organizers and host countries in planning construction, refurbishment, installation, and operational deployment activities.
While this timeline defines readiness in terms of weeks or months before the conference, the secretariat may supplement this framework with exact calendar dates for each area or facility. Detailed readiness schedules should be included in the venue operational plan and updated regularly in coordination with all stakeholders. This readiness framework establishes minimum expectations to ensure a smooth transition from construction to operations and to support timely and efficient delivery of the conference.
4-6 months before the Conference
The full-venue grounds shall be made available and fully accessible to the Government and its contractors 4-6 months before the conference in accordance with the scope of the planned construction and refurbishing works.
To be completed before closure of floors and structures
All basic civil works and systems infrastructure must be installed and evaluated prior to the closure of floors, walls, or temporary structures. Failure to complete these works at this stage may significantly affect subsequent technical deployment and operational readiness. This includes, but is not limited to:
Water pipelines and drainage and sewage systems
Power supply and distribution
Audiovisual (AV) and security CCTV cabling
Information Technology (IT) and data cabling
Progressive, aligned with construction milestones
Deployment of technical and operational equipment and supporting teams shall accompany the construction and completion of basic civil works.
Back-of-house areas shall be activated progressively, in alignment with:
Delivery timelines
Infrastructure readiness
Technical installation schedules
Operational staffing timelines
This phased approach ensures efficient installation and minimizes network or access constraints.
Aligned with workforce arrival
Catering areas shall be made operational in parallel with the arrival of the workforce.
Catering readiness shall scale in line with:
Construction phases
Technical setup phases
Operational deployment phases
This ensures continuous support to on-site personnel throughout the preparation and event lifecycle.
4-5 weeks before the conference
Advance team facilities shall be made fully operational to enable early deployment and coordination. These facilities shall support:
Meetings management teams
ICT teams
Security and safety personnel
The availability of advance team facilities is critical to support the Government during the final phase of on-site setup and transition to live operations.
4-5 weeks before the conference
The Network Operations Centre (NOC) and Security Operations Centre (SOC) shall be fully installed and operational.
All core IT infrastructure shall be deployed, configured, and functional.
Sufficient time must be allocated for:
System debugging and fine-tuning
Functional and stress testing
Training of specialized operational personnel
Readiness of the NOC and SOC is a prerequisite for integrated operational testing and coordination across all venue systems.
At least two (2) weeks before the conference
Main entrance areas, including security screening and accreditation/registration zones, shall be fully operational at least three (3) weeks prior to the start of the Conference. These areas must be ready to facilitate:
o Training of security and registration personnel
o Registration of Government counterparts
o Registration of host country support staff
o Registration of technical personnel
o Early readiness enables phased accreditation and reduces congestion during final setup and opening days. Registration data of personnel shall be submitted the UNFCCC Online Registration System at least four (4) weeks prior to the start of the Conference as referenced in the specific Annex VII: Registration and Accreditation
o Pre-Sessional Meetings and Substantive coordination facilities at least two (2) weeks before the conference. These spaces must be available to accommodate early meetings, briefings, and coordination activities.
o Bilateral meeting rooms
o Supporting Presidency and UN staff offices
At least two (2) weeks before the conference
All event-facing facilities shall be completed, fitted out, and available for testing, Completion at this stage allows sufficient time for technical rehearsals, dry runs, and operations personnel familiarization.
As per contractual agreements with the respective delegations, however no later than two days before the start of the Conference.
1.3.1 The space allocated for the facilities shall range minimum between 250,000 and 350,000 square meters.
1.3.2 Ensure sufficient space is provided in all rooms, open areas, and circulation zones.
All COP facilities' floorplans in AutoCAD format (dwg), as well as equipment and furniture
Bill of Quantities, shall be provided to the secretariat in editable file format upon request during
all phases of the project.
The technical equipment provided for meeting facilities must be transferable and could be deployed in any of the meeting facilities (integrable and scalable)
2.1.1 The Conference facility shall include two (2) soundproofed, fully accessible, conference-branded, functional, and fully equipped Plenary halls.
2.1.2 The Plenary halls shall provide sufficient seating capacity for all Parties to the Convention and participating intergovernmental and non-governmental observer organizations as per the outlined Plenary specifications below:
Plenary 1 hall shall have a minimum capacity of 1,600 seats, including:
596 seats at tables,
596 adviser seats,
408 overflow seats.
Plenary 2 hall shall have a minimum capacity of 800 seats, including:
400 seats at tables,
400 adviser seats.
The Plenary halls shall include a fully accessible podium with the following requirements:
2.2.1 Dimensions in centimetres: 80 cm (h) x 1800 cm (w) x 600 cm (d).
2.2.2 Accessibility ramp with gradient not exceeding 8 degrees with handrails at both sides, or alternatively a wheelchair elevator
2.2.3 Stairs equipped with safety railing to access the podium from both sides.
2.2.4 Distance between the podium and the first row of seats on the floor: 850 centimetres to allow for the movable secondary podium as referenced in section 2.3 Plenary halls secondary podium arrangements and VIP seats during opening ceremony, High Level Segment (HLS) and high-level events.
2.2.5 One (1) electrically adjustable COP-branded lectern to be provided which should:
2.2.5.1 Be connected to a wired controller in the teleprompter booth.
2.2.5.2 Have:
Minimum of five (5) presets (the range of adjustable height of the lectern should consider accessibility and tall speakers)
Two (2) medium-size gooseneck microphones, and
40 inches preview monitor.
2.2.5.3 The front part of the lectern must have enough space to attach a clearly visible Conference branding.
2.2.5.4 One (1) national flag (123×183cm) with pole and one (1) UN flag (123×183cm) with pole (220 to 240cm) and base no larger than 38 cm diameter and spreader are to be placed behind the lecterns in the Plenary and be provided with adequate broadcast quality illumination.
2.2.5.5 Be equipped with an electrically adjustable teleprompter/autocue device. The autocue system should have a primary and a backup computer to operate and allow for live-edit capability of a speech while displaying another speech. The operator will be in a soundproof booth (W2400xD1600xH2150 mm) as close as possible to the secretariat desk in the plenary. A screen displaying the live of the speaker (audio/video) feed must be provided for the operator inside the booth.
2.2.6 Additional tables, located in the backstage area, should be available for catering to provide water services to speakers
2.3.1 One (1) moveable secondary podium shall be available for installation in front of the main podium on demand, dimensions in centimetres: 80 cm (h) x 1200 cm (w) x 300 cm (d).
2.3.2 Provision for a second lectern on the secondary podium shall include all necessary cabling to the determined location.
The head table arrangements on the podium shall include:
2.4.1 Ten (10) executive-style chairs at the head table.
2.4.2 Ten (10) conference chairs for support staff in second row.
2.4.3 Branded front cover protruding 10 cm above the top edge of the table (as per Annex VI: Recognized names and visual design
2.4.4 ) to conceal equipment/cabling and documents, and to allow the attachment of various nameplates.
2.4.5 Sufficient power supply for three CEE 7/3 sockets per seat, including a separate power line offering two CEE 7/3 sockets per seat for second row of chairs.
2.4.6 Presentation laptop on the head-table side closer to the lectern and routing panel to allow secretariat staff to switch to logo when using privately the head table laptop.
2.4.7 Intercom portable device connected to FOH control room.
2.4.8 Central microphone on the head table with chairperson override function.
An adequately furnished VIP holding area backstage, facilitating VVIP preparations and entrance to the stage, equipped with:
2.5.1.1 Twenty (20) lounge seats
2.5.1.2 Two (2) monitors minimum size of 55' displaying live feed or programme from the room
2.5.1.3 Sufficient storage area available nearby for any required stage furniture changes.
2.5.1.4 Related VIP areas shall be decorated.
Three (3) tables,
Six (6) chairs,
Two (2) preview monitors of 40' to be placed on the table (showing the name-handling system, main LED screen or any other signal referred to in section 2.7.3 LED screens and visual display:),
One (1) desktop printer,
One (1) laptop,
Sufficient power, and
One (1) multifunctional printer with sorting and stapling capabilities shall be placed nearby (backstage) in a soundproofed.
Three (3) tables,
Six (6) chairs,
Two (2) preview monitors of 40' to be placed on the table,
Wired network connectivity, and
Sufficient power.
Three (3) tables,
Six (6) chairs, and
Sufficient power.
2.6.1 As referenced in section 2. Plenary halls, 0 Plenary hall seating capacity arrangements. Error! Reference source not found. Error! Reference source not found.
2.6.2 Table dimensions (in centimetres): 75 cm (h) x 150 cm (w) x 50 cm (d), to facilitate accessibility and accommodate the table microphone, country flag, name plate (measuring ca. 30 cm x 11 cm, provided by UNFCCC) and laptops/documents if required.
2.6.3 The conference chairs on the plenary floor shall be arranged in a 2-plus-2 format behind each table (2 seats at tables plus 2 advisers' rows); the distance between the chairs shall be a minimum of 80 cm.
2.6.4 The distance between the rows of tables shall be a minimum 180 cm to ensure accessibility and safe egress in emergencies.
2.6.5 First row tables, as well as some in the second and the third rows, shall be equipped with modesty panels.
2.6.6 An additional row of fifty-three (53) comfortable seats is to be placed in front of the first row of tables for ministers and dignitaries from the Government as well as senior UN officials.
2.6.7 For the High-Level Segment (HLS) one VIP holding area shall be set up on the left side of the floor below the podium. The area is intended for speakers waiting to deliver their statement in the plenary. This area should be equipped with:
2.6.7.1 Two (2) individual comfortable armchairs placed at an angle facing the plenary and the podium.
2.6.7.2 Between both seats, an appropriately sized coffee table shall be placed and decorated with a flower arrangement or a piece of art from the Government.
2.6.8 Six (6) tables for the distribution of headphones shall be inside the Plenary.
2.6.9 Distribution tables for documents shall be placed inside the Plenary, upon request.
2.6.10 Power supply: 4 CEE 7/3 sockets per table and sufficient power supply; a separate power line with two CEE 7/3 per seat shall be provided to the second row, ideally.
2.6.11 The power sockets and cables at each table shall be tidy and attached safely to the table legs.
2.7.1 Electronic name-handling systems listing of delegates requesting to speak. The list shall:
2.7.1.1 Be generated from software control with the exact names of Parties/observers in English,
2.7.1.2 Show at least the next twenty-five (25) speakers,
2.7.1.3 Indicate total number of delegations that have requested to speak.
2.7.1.4 Different colors shall be used to distinguish between Parties and observers.
2.7.1.5 The Chairperson should have the ability to take up speakers in any order.
2.7.1.6 A technician will activate the microphone once the Chairperson has announced the speaker and given the speaker the floor.
2.7.1.7 The information generated on the monitor showing the list of delegates requesting to speak is to be extended and integrated into the host broadcaster's mixing desk, which will be located outside the plenary in an outside broadcasting (OB) truck.
2.7.1.8 A historical hard-copy list shall be generated at the end of the session, indicating which Party took the floor and when.
2.7.2 Real time digital voting system, integrated into the microphone system on the plenary floor, with "yes," "no," and "abstain" votes functionality selection. The vote results shall either be displayed on the main screens as the final tally or showing the vote per Party (only Parties are allowed to vote).
2.7.3.1 At least three (3) screens, suitably sized LED at a height 2.10 m above podium floor and technical equipment for data and video displaying.
2.7.3.2 All LED screens with capability to display material from different sources simultaneously (PiP) upon request.
2.7.3.3 The LED screens shall be embedded in a suitably sized (proportionate to the room size/height), Conference branded, printed backdrop.
2.7.4.1 Counts and/or down
2.7.4.2 Changes colors
2.7.4.3 Equipped with a sound signal indicating the maximum time for speeches.
2.7.4.4 To make it visible to the audience, the digital timer shall be shown as a graphic overlay on the main LED screens' right bottom corner and should be visible to the speaker on the preview monitor installed in front of the lectern (referred to in paragraph 2.2.5 above) or with the use of a downstage monitor.
2.8.1 One (1) conference microphone per Party in a 2-plus-2 seating arrangement (198 Parties)
2.8.2 One (1) microphone per observer organization (IGOs, UN and NGO constituencies) in a 1-plus-1 seating arrangement (approx. 357 microphones, final number to be confirmed after registration closes).
2.8.3 Six (6) hand-held and one headset microphone in both plenary.
display the position of the speakers during interventions upon activation of their microphone, with graphic overlay (or keying), showing the name of the speaker and the Party/observer name. The graphic overlay (or keying) will be provided to the host-broadcaster control room with the dirty-feed.
2.9.1.1 During interventions at the high-level segment, the country name of the speaker should be displayed as an overlay graphic with a transparent background on the right top corner of the main LED screens.
2.9.1.2 During interventions at regular sessions, the name of the Party/Observer name will be displayed as an overlay graphic on the lower third of the screen with a transparent background upon activation of microphone.
2.9.2 A separate geo-map display system for Chairs to identify the location of the Party requesting the floor.
2.9.3 To deploy both systems, five 65-inch, downstage, cased monitors shall be installed in front of the podium at an appropriate distance/angle, offering optimal visibility from the head table. Each monitor should be able to switch source at any moment of the Conference.
2.9.3.1 One (1) showing the name-handling system,
2.9.3.2 One (1) showing the geo-map,
2.9.3.3 Two (2) showing the content of the main LED screens, and
2.9.3.4 One (1) showing the timer or the main LED screens.
2.9.4 Both plenaries shall be equipped with appropriate visual and lighting design for TV broadcasting.
2.9.5 Sound quality shall be homogeneously distributed throughout the space of the plenary; additional sound system behind the head table and the lectern if required.
2.9.6 All Plenary technicians should be equipped with a Clear-com system to be able to communicate with each other.
2.9.7 A podium large enough to accommodate up to thirty (30) TV and Photojournalists to be positioned at the back of both plenaries. The podium should be approximately 8m x 3m with safety barriers across the front and sides.
2.9.8 A five-tiered tribune (standing terraces), large enough to accommodate up to one hundred (100) TV and Photojournalists to be positioned at the back of Plenary 1. The tribune should be approximately 20m x 10m with safety barriers across the front and sides.
For detailed information on the Virtual Participation, please refer to Annex X: Commercial interpretation services
2.10.1 A system for simultaneous interpretation into the six (6) UN languages.
2.10.2 All interpretation booths shall have the capacity to switch to all seven (7) channels (floor, i.e., the speaker, and a channel for each language) and the option for remote interpretation capabilities (up to eight (8) languages).
2.10.3 Two (2) or more additional booths should be available in the Plenary halls (for Parties wishing to deliver their national statements in a non-UN language).
2.10.4 English, French, Spanish and Russian booth shall accommodate two (2) interpreters each (two consoles).
2.10.5 Arabic and Chinese booths require a system whereby the English or French interpretation can override the floor, so that the Arabic and Chinese interpreters can interpret from these languages without physically moving to either booth. Arabic and Chinese booths shall accommodate three (3) interpreters each (three consoles).
2.10.6 Plenary Halls shall have, in addition, remote interpretation capabilities (up to nine (9) languages).
2.10.7 Position of the booths shall be at least at the same height as the podium allowing a direct view of it or otherwise equipped with a monitor showing the podium.
2.11.1.1 For detailed information, please refer to Annex IV: Information and communication technology services: Infrastructure and End-user services
2.11.1.2 One (1) digital audio-recording facility,
2.11.1.3 One (1) virtual participation kit that will integrate the six (6) UN languages,
2.11.1.4 One (1) laptop on the head table for presentations, and one (1) laptop from the technical area with presenter.
2.11.2 One (1) printer at the Conference Officers tables and one (1) printer needs to be placed nearby (backstage) in a soundproofed space, in both plenary's.
2.11.3 LAN connections to be terminated at selected positions, including but not limited to the podium, conference officers' area and technical area.
Conference rooms constitute the core operational spaces of the conference venue and serve as the primary locations for formal negotiations, coordination meetings, consultations, decision-making processes, and bilateral meetings. Conference rooms are assigned varying levels of prominence based on their function within the conference programme and are designed accordingly in terms of size, layout, accessibility, and technical capability.
A total of twenty-six (26) meeting rooms shall be provided.
Conference rooms shall vary in size, format, and technical configuration. Details regarding room capacities, layouts and specific technical requirements are set out in Addendum of Tables, Table 1
All conference rooms shall be fully accessible and designed in accordance with ISO 21542 or equivalent internationally recognized accessibility standards, as applicable under Government legislation.
Where a podium is provided, it shall:
Have a height of 20-40 cm.
Be accessible via a ramp suitable for wheelchair users.
Conference rooms shall be designed to prevent acoustic interference and to ensure confidentiality.
Sound insulation performance shall be verified in accordance with ISO 16283.
Background noise generated by building services shall be controlled and measured in accordance with ISO 16032 and shall not exceed:
NR 25-30 in conference and meeting rooms; and
NR 20-25 in rooms with interpretation or official recording, unless otherwise agreed with the Secretariat.
Where noise generated by building services compromises the proper conduct of meetings, including room usability or speech intelligibility, appropriate technical and operational
mitigation measures, including the provision of additional equipment (e.g., headphones), shall be implemented.
Each room shall be equipped with adequate air-conditioning and heating systems fitted with industry-standard filters.
Conference rooms shall be provided with a sufficient and stable power supply to support inroom operations, illumination, and all audio-visual and ICT equipment.
Each table, including head tables, shall be equipped with four (4) CEE 7/3 sockets.
Adviser and overflow seating rows shall be equipped with two (2) CEE 7/3 sockets.
○ Be equipped with a modesty panel protruding 10 cm above the top edge to conceal equipment, cabling, and documents; and
o Accommodate six (6) to eight (8) executive chairs and six (6) to eight (8) standard conference chairs for advisers.
Standard conference tables (in centimetres): 75 cm (h) x 150 cm (w) x 50 cm (d)
Standard conference chairs without armrests shall be provided in all conference rooms. Chairs shall:
o Be of neutral design suitable for prolonged formal meetings.
o Ensure comfort, stability, and durability.
o Be lightweight and stackable.
o Comply with EN 16139 or equivalent international standards.
o Two (2) tables shall be provided at the front or inside each room for nameplates. In rooms with interpretation, three (3) additional tables shall be provided near the entrance for headphone distribution.
o Dedicated space with appropriate furniture shall be provided at the rear of the room for technical AV and ICT staff and equipment.
All conference rooms shall be equipped with audio and video systems appropriate to their size, format, and function, including LED screens or monitors. Selected rooms shall additionally be equipped with cameras, spotting systems, webcasting and live-streaming capabilities, and broadcast-quality lighting, as specified in Addendum of tables, Table 1
Two (2) large LED screens positioned on either side of the stage or podium.
Two (2) downstage monitors at the front of the stage or podium (or two 24-inch return monitors on the head table).
A sufficient number of 55-inch monitors positioned inside the square for participants
LED screens for advisers and overflow seating, preferably suspended from a truss
Where truss suspension is not feasible, screens may be mounted on dedicated stands if they do not obstruct sightlines or circulation.
All monitors shall:
Receive feeds from a minimum of four (4) sources; and
Support the simultaneous display of different content.
Rooms equipped with spotting systems shall include an adequate number of dome cameras linked to the microphone system to display the active speaker. Picture-in-picture capability shall be provided during presentations.
In rooms with name-handling systems:
15 x 15 cm microphone signage shall be provided on both sides.
Numbering shall begin with microphone no. 1 (Chairperson) and continue clockwise.
The Chairperson microphone shall be assigned a dedicated camera position.
Rooms with interpretation booths shall be equipped with all necessary interpretation infrastructure, including IR radiators, receivers, headphones, transmitters, sound mixers and associated interfaces, to ensure full language access for participants.
All rooms equipped with cameras shall be connected to the Master Control Room (MCR).
Audio and video connectivity shall:
Support overflow between designated rooms.
Ensure latency of less than two (2) seconds.
Provide sufficient redundancy to maintain continuity.
Conference rooms shall be equipped with audio-video mixing capabilities to support broadcasting, webcasting, live streaming and recording via the MCR.
For detailed information on the Virtual Participation, please refer to Annex X: Commercial interpretation services
A dedicated workspace for the Digital Clerk shall be provided near the Chair, including a desk, wired connectivity and power.
Selected rooms, as identified in Addendum of tables, Table 1
, shall be connected to a recording facility operated by the Host Broadcaster for continuous recording and archiving of proceedings.
A network link shall be provided for file transfer to the host recording control center.
For detailed information on recording requirements, please refer to Annex II: Media and broadcast facilities and services media and broadcast coordination
For detailed information on archiving requirements, please refer to Annex V: Archiving
ICT infrastructure shall support conference operations and AV signal transport and shall include:
Networked presentation laptops (one at the head table or designated square-layout position, one for the technician);
Virtual participation kits in designated rooms as follows:
One (1) main virtual participation laptop
One (1) project laptop
Connectivity equipment for audio and video into the main participation laptop as well as audio out of the main participation laptop
Connectivity equipment for audio and video out of the projection laptop
One (1) wired headset (USB)
Wireless presenters/clickers.
Sufficient Internet and Wi-Fi capacity.
Sufficient LAN connections, see Table 8
and a networked file transfer system.
For detailed information on ICT infrastructure, please refer to Annex IV: Information and communication technology services: Infrastructure and End-user services
Media facilities are a critical and one of the most complex components of the conference's infrastructure, serving as the primary interface between the negotiations and the global public. They enable timely, accurate, and transparent dissemination of information to millions of people worldwide, ensuring that the outcomes, decisions, and key messages emerging from the COP reach governments, stakeholders, and the broader public in real time. By providing journalists and broadcasters with dedicated workspaces, press briefing rooms, broadcast positions, and reliable connectivity, the conference empowers media professionals to report effectively. In doing so, media facilities play a central role in amplifying the impact of the conference, strengthening public awareness, and reinforcing global momentum for climate action.
Media facilities are comprised of a media center, which accommodates:
The Master Control Room
Cubicles and open plan workstations for TV, radio, online and print media.
Quiet rooms for radio interviews
Offices for host government and secretariat staff.
Storage cabinets and spaces for media equipment.
Other media facilities located outside the Media center include:
Press Conference Rooms
Creator Hub
TV Studios
Standup positions
Stakeout area for VIP statements
SNG parking area
Flyways dishes space
The media center shall be open to media representatives 24 hours a day, including the rest day. Services may be limited between 22:00 and 08:00hrs.
Space requirements and design specifications shall be determined once the host broadcaster is appointed.
Within the media centre, cubicles shall be provided to accommodate international, regional, and local broadcasters, as well as radio and text agencies.
All cubicles must be lockable and provided with a set of three keys as well as a master key for the IBC (International Broadcast Center) manager. All keys must be tagged, referenced, and kept in a lockable key box.
For detailed information on allocation, services and operations please refer to Annex II: Media and broadcast facilities and services media and broadcast coordination
Fifteen (15) enclosed 32 sqm cubicles equipped with:
Six (6) desks and 12 standard conference chairs (two per desk).
Two (2) IPTV monitors, desk mounted.
Individual SDI cable drops (with audio embedded, including all interpreted languages) from the two plaries, two press conference rooms and Special Event room 3.
Provision of 3pcs SDI /XLR audio disembedders to be provided as advised by the IBC Manager.
Six CEE 7/3electrical strips with four outputs power supply per cubicle (13amp 4way)..
Hard-wired Internet (RJ45) for twelve (12) workstations/cubicle.
The option to combine two cubicles by removing a wall or inserting a door into one of the walls should be considered in the design phase.
Twenty-nine (29) enclosed 16 sqm cubicles equipped with:
Five (5) desks and nine (9) standard conference chairs (two (2) per desk);
One (1) IPTV monitor, desk mounted.
Some of these cubicles should be equipped with individual SDI cable drops (with audio embedded, including all interpreted languages) from the two plaries, two press conference rooms and Special Event room 3; (to be advised by the IBC Manager later).
The remaining cubicles should have a selectable matrix unit with SDI output to provide the Host Broadcast feed from the two plaries, two press conference rooms and Special Event room 3 (with audio embedded including all interpreted languages).
Provision of 10pcs SDI/XLR audio disembedders to be provided as advised by the IBC Manager.
Six (6) electrical strips with four (4) outputs (13amp 4way).
Hard-wired Internet (RJ45) for nine (9) workstations/cubicle.
The option to combine two (2) cubicles by removing a wall or inserting a door into one of the walls should be considered in the design phase.
Thirty (30) enclosed 16 m² cubicles equipped with:
Five (5) Desks and nine (9) standard conference chairs.
One (1) IPTV monitor, desk mounted.
Four (4) electrical strips with four (4) outputs (13amp 4way).
Hard-wired Internet (RJ45) for nine (9) workstations/cubicle.
Eight (8) enclosed 8 m² cubicles equipped with:
Two (2) Desks and four (4) standard conference chairs.
One (1) IPTV monitor, desk mounted.
Two (2) electrical strips with four (4) outputs (13amp 4way).
Hard-wired Internet (RJ45) for four (4) workstations/cubicle.
Two (2) of the rooms should have a selectable matrix unit with SDI output to provide the Host Broadcast feed from the two plenaries, two press conference rooms and Special Event room 3 with audio disembedders.
One hundred twenty (120) workstations equipped with:
One (1) desk (300 x 60) and three (3) standard conference chairs
One (1) IPTV monitor
Dividers in between each desk (with three (3) chairs) and each row to allow for privacy.
The host broadcaster's feed, from the two Plenaries, the two press conference rooms, and the Special Event room 3 to be delivered to each workstation through a selectable matrix unit with SDI output, audio embedded, including all interpreted languages.
Hard-wired Internet (RJ45) per workstation.
Provision of up to 50pcs SDI/XLR audio disembedders to be provided into Radio dedicated workstations as advised by the IBC Manager.
One (1) electrical CEE 7/3 strip with six (6) outputs power supply per workstation (13amp, 6 way).
Three hundred twelve (312) standard tables and three hundred twelve (312) standard conference chairs.
Each table will have a CEE 7/3 electrical socket.
Fifty (50) workstations will be equipped with laptops wired Internet access and connected to four multifunctional printers. For detailed information on requirements, please refer to Annex IV: Information and communication technology services: Infrastructure and End-user services
One hundred fifty (150) workstations will have only plug-and-play network cables (RJ45).
One hundred twelve (112) workstations will offer tables only and use the existing wireless Internet access. For detailed information on requirements, please refer to Annex IV: Information and communication technology services: Infrastructure and End-user services
This area will be covered by an infrared radiator to allow for the use of headphones in the press area to follow the proceedings in Plenary I, Plenary II and the two press conference rooms synchronised to the IPTV monitors with provision for a minimum of two (2) languages.
The provision of an XLR audio distribution unit to be provided outputting 10 English and 10 floor language from Plenary I and II only.
One (1) dedicated and easily identifiable IT help service desk.
Two (2) tripod mounted LED broadcast lighting pods.
One (1) round table.
Four (4) standard conference chairs
Hard-wired internet.
A conference backdrop on two of the walls.
A vacant/in use sign mounted on the door.
For information on bookings and room management, please refer to Annex II: Media and broadcast facilities and services media and broadcast coordination
4.2.9.2
A permanent interview corner in the media center is to be established at a position to be agreed for use by independent film crews on an ad hoc basis. The location shall be equipped with:
One (1) circular table.
Four (4) chairs.
Three (3) freestanding broadcast LED lighting.
Branded conference backdrop.
Two (2) bar-type 450mm round tables,
Four (4) high bar-type chairs and
Two (2) signs depicting "media meeting point"
Location to be confirmed
A desk or counter (2m long x 750mm wide or similar) for the distribution of headphones, to be located outside but close to the information counter.
Six (6) standard desks with lockable drawers.
Ten (10) office chairs.
Two (2) credenza-type lockable cupboards.
One (1) conference table and six (6) standard conference chairs.
One (1) externally mounted noticeboard (1×1m).
High speed photography/printing facilities.
Four (4) highchairs on wheels should be positioned by the open counter front, which will serve as the information desk.
The front counter should be equipped with two (2) laptops (internet connected to a printer) and two (2) screens.
Provisions for control and management of the IPTV monitors within the writing press media area (optionally executed from the MCR).
Provision of an IPTV screen and selectable matrix at the IBC Managers desk.
Provision of a communication system for the IBC Manager to speak to the MCR and Host Broadcast Liaison officers.
A microphone connected to a loudspeaker system to be provided for press announcements in the press area.
Twenty-eight (28) standard desks.
Twenty-eight (28) office chairs.
Two (2) tables, (equipped with two laptops connected to a printer).
An office for the UNFCCC Media coordinator.
Three (3) lockable cupboards.
High-speed photocopying/printer facilities with scanning option.
One (1) large whiteboard.
Nine (9) standard desks.
Nine (9) office chairs
One (1) dedicated and robust broadband network line for downloading/uploading audio/video archival materials to the archival storage and for handling internal and external service requests.
4.2.14.1 A secure and lockable storage space of 20 sqm adjacent to the IBC Manager's office for broadcasters to store their empty flight cases and other equipment during the Conference.
4.2.14.2 One (1) lockable storage 'cupboard' with four (4) shelves, large enough to store broadcast cameras shall be placed in the storage room.
Two hundred (200) lockable metal storage cabinets (45 cm wide ×45 cm high ×60 cm deep or similar) with a single shelf
Fifty (50) cabinets (120 cm high x 45cm wide x 60 cm deep, with a single shelf)
One hundred (100) cabinets (45 cm wide ×45 cm high ×60 cm deep or similar)
Each cabinet must have three (3) keys.
All Lockers and keys should be numbered; keys must be stored in a lockable key box.
Two (2) press conference rooms shall be provided for press conferences/briefings by UN officials, Conference Participants and representatives of civil society and shall be located as close as possible to the conference plenaries, media center and VVIP areas.
Shall accommodate approximately two hundred (200) accredited correspondents, and
Shall have sufficient standing room for press photographers
Shall accommodate approximately one hundred (100) accredited correspondents, and
Shall have sufficient standing room for press photographers.
The use of the two (2) Press conference rooms will be coordinated by the UNFCCC Communications Team, who shall assign timeslots.
Additional press conference facilities shall be considered for the Leaders Event organized by the Government.
The capacities and technical specifications indicated in the in sections Press Conference Room 1 and Press Conference Room 2 are applicable. In addition, more technical specifications are listed below in this section.
Conference visual design backdrop with co-branded Conference design,
Sufficient lighting for broadcast-quality TV coverage,
One (1) branded lectern with microphones. There should be no screen behind the lectern but a conference backdrop,
Name plates need to be easily placeable on the head tables and visible to the audience,
One (1) table for nameplates near the podium; and
One (1) large clock with countdown function easily seen from the podium.
Minimum of four (4) broadcast quality cameras on tripods with full-frame lens capability. More details on broadcast requirements are listed in Annex II: Media and broadcast facilities and services media and broadcast coordination
One (1) large screen at the side of the podium without a lectern,
Two (2) elevated 24-inch return monitors on tables,
Sound amplification sufficiently loud for the audience to clearly hear all times,
A podium at the rear to accommodate up to twenty (20) TV cameras and XLR distribution units for sound distribution in English and floor language (10/10/10) in each room.
Cameras provided by the host broadcaster must be positioned on independent platforms to guarantee stability of the image.
AV mixing desk must be positioned either at the rear of the room or on the side, the AV mixing desk should not be positioned on the podium of the TV cameras
All cameras shall be linked to the Master Control Room (MCR), where the signals are to be mixed live before distribution.
4.3.1.7 Press Conference Rooms 1 and 2 are to have separate mixing facilities from Plenary Hall.
4.3.1.8 The direction of each room is to be handled from the mixing position through talkback to each camera.
4.3.1.9 No subtitles in the press conference rooms will be necessary, the signals from these rooms will be clean.
4.3.1.10 See Addendum of tables, Table 4
4.3.1.11 for details on the press conference rooms specifications.
The Creator Hub is a centrally located working space for selected social media content creators and influencers to produce content and to network.
Mix of comfortable furniture that work for recordings with a more informal feel: couches, chairs, coffee tables and high table/highchairs,
Appealing backdrops for social media content, including co-branded conference reference,
Professional lighting for video recordings,
Soundproof for professional recordings
Two (2) large LCD monitor (55 inches),
Switcher and cabling for laptop inputs,
Signage "Creator Hub."
Adjacent office equipped with:
Ten (10) workspaces (four (4) staff members, two (2) Host Country Support Staff and four (4) consultants),
Storage room with twenty (20) lockers for creators' equipment.
4.3.3.1 Sixteen (16) TV studios, 5m x 6m are to be provided for broadcasters in selected prime locations
4.3.3.2 Five (5) of the TV studios shall have a Fibre connection to a central position within the Satellite Farm/SNG Parking.
4.3.3.3 Each TV studio is provided with:
2m high x100mm material partitioning between side-by-side studios.
Access to the Host Broadcasters pool feeds (TBC)
One (1) hard Wired RJ45 Internet connection.
Two (2) electrical strips 4way.
4.3.4.1 Ten (10) stand-up positions, (5 serviced and 5 un-serviced) for TV broadcasters to make live broadcasts shall be established at prime locations of the Conference venue.
4.3.4.2 Each stand-up position should be 2.5m long x 2.0m wide and have a 450 mm carpeted riser.
4.3.4.3 Serviced positions are provided with:
LAN cable connection
One (1) 4 socket electrical strip.
Pre-installed LED broadcast quality lighting.
Fiber connection to a central position within the Satellite Farm/SNG Parking.
One (1) 4 socket electrical strip
LAN cable connection
The area should accommodate a minimum of five (5) SNG vehicles. (40-50 m² per SNG vehicle)
32Amp and 16Amp power is to be provided in the Satellite Farm.
For detailed information on applications and space management, please refer to Annex II: Media and broadcast facilities and services media and broadcast coordination
One (1) 40-foot container with a staircase to access roof level for 2 (two) x flyaway dishes.
The flyaway dishes can be placed on top of the container and cables fed through windows or openings into the container below for technical equipment.
Side event rooms support observers, party, UNFCCC, and presidency side events as well as NGO constituency coordination meetings held in parallel with the main conference programme.
These rooms are designed to accommodate presentations, panel discussions and audience interaction, while enabling broadcasting, accessibility enhancements and operational support appropriate to their functions.
A total of nine (9) side event rooms shall be provided.
Side event rooms shall be differentiated by size and technical capability. Detailed information on room capacities, layouts and specific technical requirements is set out in Addendum of Tables, Table 2
Unless otherwise specified, the baseline technical standards applicable to conference rooms, as set out in section 3.1 Purpose and function, shall also apply to side event rooms.
Side event rooms shall be fully accessible in accordance with ISO 21542 or equivalent internationally recognized accessibility standards. Podium access shall be step-free or provided via ramps suitable for wheelchair users.
Side event rooms shall be equipped with sound amplification systems sufficient to ensure clear audibility for all participants under normal operating conditions. HVAC systems shall support continuous occupancy without generating acoustic disturbance that interferes with room usability.
Side event rooms shall be provided with a sufficient and stable power supply to support lighting, audio-visual, interpretation, and ICT equipment.
A podium with a co-branded lectern, positioned on the right-hand side, equipped with:
Conference branding
A gooseneck microphones.
A conference visual design co-branded backdrop; and
Sufficient seating and circulation space to accommodate speakers, panellists, and audience members. For details, please see Addendum of tables, Table 2
Sufficient space shall be provided outside each side-event room to enable catering services, upon request, by event organizers. Catering areas shall be equipped with appropriate infrastructure, including furniture, electrical power supply, and where possible, water supply and drainage.
Adequate general and stage lighting.
Audio-visual equipment with picture-in-picture capability.
Audio and video mixers providing:
one output for the left-side display.
one output for the right-side display.
one output for return monitors.
Audio and video capture capability, including all required adapters and cabling.
Sufficient qualified technical personnel shall be provided to operate all AV systems.
Side event rooms shall be equipped with:
Two (2) large display screens positioned on either side of the podium.
Downstage monitoring comprising:
Two (2) 24-inch return monitors on the head table.
One (1) 24-inch return monitor at the lectern.
All displays shall:
Be capable of receiving a minimum of two (2) different input feeds.
Allow switching between sources at any time.
Each Side event room shall be equipped with:
A lectern microphone; and
Table microphones for the head table
Additional microphones as required to support panel discussions and audience interaction.
Side event rooms shall be equipped with a camera system comprising three (3) HD dome cameras to capture:
The head table.
The speaker at the lectern.
The audience.
HD camera feeds shall be available for all display screens.
Side event rooms shall be connected to the Front-of-House (FOH) control room and the Master Control Room (MCR), as applicable, to support:
Centralized control of LED timer devices; and
Broadcasting, webcasting, and live streaming on social media platforms.
Each room shall be equipped with an LED timer device, remotely controlled from the FOH control room.
Connectivity to ** captioning services** shall be explored as an enhancement to accessibility and disability inclusion, including:
Automated captioning; and
Virtual sign language interpretation capabilities within side event rooms.
For detailed information on the Virtual Participation, please refer to Annex X: Commercial interpretation services
Where applicable, side event rooms shall support audio and video recording and streaming. Requirements for recording, broadcasting, and archiving are further detailed in Annex IV: Information and communication technology services: Infrastructure and End-user services Annex V: Archiving
Each Side event room shall be equipped with:
Two (2) laptops for use by Side event assistants.
One (1) table.
Two (2) desk chairs; and
A dedicated power source located adjacent to the technical booth within the room.
Out of the nine (9) side event rooms, three (3) rooms shall be additionally equipped with:
Interpretation booths and associated interpretation equipment; and
Remote simultaneous interpretation (RSI) capability.
Detailed specifications for side event rooms are provided in Addendum of Tables, Table 2
The special event rooms are facilities for innovative, interactive, and multimedia activities by the secretariat and the Government, for activities focused on non-Party stakeholder actor's
climate action and supporting the work of the COP Presidency and Climate High-Level Champions and the Presidency Youth Climate Champions.
A total of six (6) Special events rooms shall be provided.
Conference rooms shall vary in size, format, and technical configuration. Details regarding room capacities, layouts and specific technical requirements are set out in Addendum of Tables, Table 3
Within the area, sufficient space, and catering infrastructure (furniture, electricity, water supply/drainage) shall be available to provide catering services upon request from the event organizers.
All conference rooms shall be fully accessible and designed in accordance with ISO 21542 or equivalent internationally recognized accessibility standards, as applicable under Government legislation.
Where a podium is provided, it shall:
Have a height of 20-40 cm; and
Be accessible via a ramp suitable for wheelchair users.
Special event rooms shall be equipped with sound amplification systems sufficient to ensure clear audibility for all participants under normal operating conditions. HVAC systems shall support continuous occupancy without generating acoustic disturbance that interferes with room usability. Where noise generated by building services compromises the proper conduct of meetings, including room usability or speech intelligibility, appropriate technical and operational mitigation measures, including the provision of additional equipment (e.g., headphones), shall be implemented.
Each room shall be equipped with adequate air conditioning and heating systems fitted with industry-standard filters.
Conference rooms shall be provided with a sufficient and stable power supply to support in-room operations, illumination, and all audio-visual and ICT equipment.
Each table, including head tables, shall be equipped with four (4) CEE 7/3 sockets.
Adviser and overflow seating rows shall be equipped with two (2) CEE 7/3 sockets.
Detailed specifications for special event rooms layout are provided in Addendum of Tables, Table 3
Standard conference tables (in centimeters): 75 cm (h) x 150 cm (w) x 50 cm (d)
Standard conference chairs without armrests shall be provided in all conference rooms. Chairs shall:
Be of neutral design suitable for prolonged formal meetings.
Ensure comfort, stability, and durability.
Be lightweight and stackable; and
Comply with EN 16139 or equivalent international standards.
Two (2) tables shall be provided at the front or inside each room (when applicable) for nameplates. In rooms with interpretation, three (3) additional tables shall be provided near the entrance for headphone distribution.
Dedicated space with appropriate furniture shall be provided at the rear of the room for technical AV and ICT staff and equipment.
Decoration for the stage - plants, colored/concert lighting, etc., and a conference visual design co-branded backdrop.
All conference rooms shall be equipped with audio and video systems appropriate to their size, format, and function, including LED screens or monitors. Selected rooms shall additionally be equipped with cameras, spotting systems, webcasting and live-streaming capabilities, and broadcast-quality lighting, as specified in Addendum of tables, Table 1
50-inch monitor, installed by the entrance of each special event room to display the programme, 1 USB stick shall be provided for each screen. Format-Specific AV Requirements.
Two (2) large LED screens positioned on either side of the stage or podium
Two (2) return monitors at the front of the stage or podium (or two 24-inch return monitors on the head table)
A sufficient number of 55-inch monitors positioned inside the square for participants
LED screens for advisers and overflow seating, preferably suspended from a truss
Where truss suspension is not feasible, screens may be mounted on dedicated stands, if they do not obstruct sightlines or circulation
All monitors shall:
Receive feeds from a minimum of four (4) sources; and
Support the simultaneous display of different content.
Broadcast quality cameras platforms and dollys with operators, for more details on camera specifications and service requirements, please refer to Annex II: Media and broadcast facilities and services media and broadcast coordination
Rooms equipped with spotting systems shall include an adequate number of dome cameras linked to the microphone system to display the active speaker. Picture-in-picture capability shall be provided during presentations.
Rooms with interpretation booths shall be equipped with all necessary interpretation infrastructure, including IR radiators, receivers, headphones, transmitters, sound mixers and associated interfaces, to ensure full language access for participants as per Addendum of tables, Table 3
6.5.3.1 16-channel (minimum) soundboard,
6.5.3.2 Sound equipment for musical performance and backline/instruments.
6.5.3.3 Lighting controls on faders to dim lighting on stage and particularly near screen(s).
6.5.3.4 Clearcom to connect camera/switching, lighting, sound, technical direction.
6.5.3.5 Countdown timer (for speakers) next to on-stage video monitors,
6.5.3.6 Remote "clicker" to advance slides from stage,
6.5.3.7 Live editing/switching equipment and monitors for live camera projection to screen(s) in a closed room,
6.5.3.8 Platforms to accommodate cameras for webcasting/live streaming
All rooms equipped with cameras shall be connected to the Master Control Room (MCR).
Audio and video connectivity shall:
Provide picture-in-picture capability,
Ensure latency of less than two (2) seconds; and
Provide sufficient redundancy to maintain continuity.
Special event rooms shall be equipped with audio-video mixing capabilities to support broadcasting, webcasting, live streaming and recording via the MCR.
A dedicated workspace for the Digital Clerk shall be provided near the Chair, including a desk, wired connectivity and power.
For detailed information on Virtual Participation, please refer to Annex X: Commercial interpretation services
Sound technician,
Video technician experienced in switching between multiple videos, live coverage and optimizing submitted videos by panellists that may need format conversion,
Backline technician (for specific events only),
Stage assistant,
Dedicated backstage AV crew (for specific events only), and
Climate controls or technician on call to make immediate adjustments as requested by UNFCCC staff.
Selected rooms, as identified in Annex I, Table 3
, shall be connected to a recording facility operated by the Host Broadcaster for continuous recording and archiving of proceedings.
A network link shall be provided for file transfer to the host recording control center.
For detailed information on recording requirements, please refer to Annex II: Media and broadcast facilities and services media and broadcast coordination
For detailed information on archiving requirements, please refer to Annex V: Archiving
ICT infrastructure shall support conference operations and AV signal transport and shall -include:
Networked presentation laptops (one at the head table or designated square-layout position, one for the technician).
Virtual participation kits in designated rooms.
Wireless presenters/clickers.
Sufficient internet and wi-fi capacity.
A minimum of four (4) land connections; and
A networked file transfer system.
For further details, please refer to Annex IV: Information and communication technology services: Infrastructure and End-user services
The square Special event rooms 1 and 2 shall be further equipped with:
Sufficient monitors and screens as required by square settings,
HD audio/video mixer
HD dome cameras
Broadcast quality lighting, audio, and video equipment (dome cameras, audio/video mixers, audio/video capture, adapters, and cabling) to allow live streaming on Facebook Live, YouTube and other social media platforms and recording and archiving.
Branded lecterns shall be placed on the side of the podium, equipped with Conference and Climate Action co-branding and a gooseneck microphone.
Two (2) LED screens (minimum 4 x 2.25 meters) positioned left and right of the stage at appropriate height,
Two (2) downstage monitors, all able to receive feed from a minimum of two (2) different sources and switch the source at any time,
A technical production room equipped with adequate electrical power and space for all AV equipment and operators as well as a dedicated Internet connection,
Broadcast cameras cabled to the MCR with camera operators and technical staff to work in a shift system (more detail on broadcast requirements in Annex II: Media and broadcast facilities and services media and broadcast coordination
);
A PA/sound system, a switcher and cabling for laptop inputs, the camera signals should allow for webcast/live streaming throughout the Conference, as well as Facebook live sessions on the UNFCCC social media channels and/or external partners' channels, also concurrently.
Three (3) down stage monitors to enable the speakers to see their presentations and/or what is appearing on the main projection screen;
Lighting technician.
An amphitheatre-style space with a seating capacity of approximately eighty (80) participants in tiered seating shall be provided for the Action Hub programme.
Broadcast quality lighting, audio, and video equipment (dome cameras, audio/video mixers, audio/video capture, adapters, and cabling) to allow live streaming on Facebook Live, YouTube and other social media platforms and recording and archiving.
Branded lectern shall be placed on the side of the podium, equipped with Conference and Climate Action co-branding and a gooseneck microphone.
Two (2) LED screens (minimum 4 x 2.25 meters) positioned left and right of the stage at appropriate height,
Two (2) monitors 55", all able to receive feed from a minimum of two (2) different sources and switch the source at any time to be oriented toward the main corridor,
Eight (8) lapel microphones,
Two (2) headphone microphones
Eight (4) handheld microphones (4 for stage and 4 for floor)
A technical production room equipped with adequate electrical power and space for all AV equipment and operators as well as a dedicated Internet connection,
Broadcast cameras cabled to the MCR with camera operators and technical staff to work in a shift system (more detail on broadcast requirements in Annex II: Media and broadcast facilities and services media and broadcast coordination
);
A PA/sound system, a switcher and cabling for laptop inputs, the camera signals should allow for webcast/live streaming throughout the Conference, as well as Facebook live sessions on the UNFCCC social media channels and/or external partners' channels, also concurrently,
Three (3) down stage monitors to enable the speakers to see their presentations and/or what is appearing on the main projection screen;
Lighting technician.
Detailed specifications for Special event rooms are provided in Addendum of Tables, Table 3
The Marrakech Partnership Lounge (approx. 500 m2) is an open space for gatherings of participants and special guests and shall be flexible enough to serve as a lounge or reception area, connecting all closely located Special Event rooms.
The detailed furnishing and layout, including toilet facilities, will be designed in close cooperation between the Government and the secretariat and will include:
Four (4) soundproofed bilateral rooms (six seats each) adjacent to the Lounge, which may be arranged together with the VIP/green rooms.
A storage area for stage furniture (lounge chairs, side tables, highchairs) and any additional equipment.
Five (5) monitors, 70-inch, connected to a digital multi-feed video mixer to allow them to be operated individually or jointly and display similar or different content while receiving signals from the interior of all Special event rooms or another external device.
Six (6) laptops (1 per room and 1 video player), and
Five (5) USB sticks.
Ten (10) workspaces,
One (1) meeting table for twelve (12), and
Printing facilities.
Thirty (30) standard workspaces,
A meeting room for 30,
One (1) printer.
The Government shall, at its own expense, appoint and make accessible to the secretariat sufficiently qualified, English speaking, staff to oversee installation, testing, documentation, maintenance, smooth operations, and business continuity in all conference rooms.
The team shall be placed under the general co-supervision of the Government and the secretariat to provide services on site and in shift arrangements within the established operating hours and service period as per the specifications below.
Working knowledge of English,
Minimum of 3 years' experience in meetings management,
Ability to work independently and in teams,
Capable of analysing and troubleshooting issues, and
Able to prepare technical and statistical reports.
Plenary halls
Meeting rooms
Press conference rooms
Special and side event rooms
Under the guidance of the UNFCCC secretariat, the responsibilities of the technical area and room managers include:
Meeting Management Team (MMT) on matters related to rooms set-up and technical operations, and rooms and equipment suitability and usage.
Oversee the timely and accurate technical set-up of the assigned areas/rooms/facilities in accordance with the specific requirements and timelines.
Ensure timely availability, testing and smooth functioning of all technical equipment and related services before the start of the conference, and before each scheduled meeting during the conference.
Consult with the technical teams inside each room to ensure the timely rearrangement and smooth running of the assigned rooms during the scheduled events.
Manage, recharge, distribute, and collect equipment used by participants during the scheduled events, such as Headphones, presentation clickers, laser-pointers, or flipcharts and related stationery.