7.2.1.1 The Government shall provide a telephone number that can be used by the secretariat to report any operations or technical related issues.
7.2.1.2 Images of issues may also be sent to the helpline number via available instant messaging systems.
7.2.1.3 The helpline must be answered during operating hours two (2) weeks before the start of the conference and up to 24 hours after the closing gavel.
7.2.2.1 Likely issues: functional issues such as malfunction of sanitary facilities, room temperature concerns, audio-visual technical issues in meeting rooms, etc.
7.2.2.2 Calls, actions, and resolution timings must be formally logged/shared.
8.1.1 The Government shall make available adequate facilities for pre-sessional meetings, as specified in the table below, and related security arrangements one (1) week before the start of the Conference.
8.1.2 Pre-sessional meetings should take place in the main Conference location.
8.2.1 For room requirements, please refer to general conference room standards in Annex I, paragraph 3.1 Purpose and function.
8.2.2 The exact requirements and set-up shall be determined in close cooperation with the secretariat.
See Addendum of tables, Table 5
for details on the facilities specifications.
Technical staff required for the pre-sessionals shall include sufficient AV, IT and medical personnel, and security support staff.
Catering – for further details, please refer to Annex XVIII: Catering services
8.5.1 Interpretation services - for further details, please refer to Annex X: Commercial interpretation services
8.5.2 DSA office requirements
8.5.3 Location and accessibility
8.5.3.1 Easily accessible to pre-sessional Participants
8.5.3.2 Located near the Information counter
8.5.3.3 In a central and accessible area clustering services for Participants.
8.5.4 Equipment and layout
8.5.4.1 Two (2) Safes (for safe specifications refer to Annex I, paragraph 17.1.4 Safes:),
8.5.4.2 Five (5) Standard workspaces with network connections for laptops,
8.5.4.3 Wi-Fi coverage,
8.5.4.4 One (1) multifunctional printer,
8.5.4.5 Fifteen (15) chairs (5 for the workspaces and 10 for the waiting area), and
8.5.4.6 A partition between the workspaces and the waiting area.
9.1.1 The secretariat and other supporting United Nations agencies require workspaces, including:
9.1.1.1 Soundproof executive offices,
9.1.1.2 Open-plan workspaces,
9.1.1.3 Staff meeting rooms, and
9.1.1.4 Copy rooms.
9.1.2 Additional offices are required for (as per details further below):
9.1.2.1 COP Presidency,
9.1.2.2 VIP Participants,
9.1.2.3 NGO constituencies and the regional groups.
9.1.2.4 Each office location must be provided with sufficient sanitary facilities.
9.1.3 Offices (including soundproof executive offices and staff meeting rooms, general office areas and copy rooms) for the UNFCCC secretariat and other United Nations staff, according to the number of staff designated by the Executive Secretary, as well as those for the Presidency of the Conference, shall be fully set up, equipped and operational ten (10) days prior to the start of the Conference if not otherwise indicated.
9.1.4 Location, finishings, and detailed clustering and layout of offices, staff meeting spaces and office service areas as well as the distribution of equipment and furniture in such areas shall be agreed in close cooperation with the secretariat taking into consideration the function of the office and its link to a specific Conference space or service.
9.1.5 The Government should consider making office provisions for the eventual participation of its Head of State or Government or other Government authorities, similar to the offices described in Annex I, paragraph 9.4.4 UNFCCC Executive Secretary (ES) area.
9.1.6 Office facilities technical and environmental standards
9.1.6.1 In all prefabricated areas, attention should be given to:
Ventilation,
Lighting,
Air conditioning,
Heating, and
Adequate soundproofing.
Offices shall be furnished and equipped according to:
9.1.7.1 Structure of the work teams in the secretariat (e.g., divisions, subdivisions, teams)
9.1.7.2 United Nations grade of its occupant as per Addendum of tables, Table 6
9.1.7.3
9.1.7.4 In very limited and exceptional cases, ergonomic office furniture such as adjustable or standing desks and/or special ergonomic chairs would be required.
9.1.8 Office facilities common areas
Open and circulation areas outside office areas shall provide sufficient space for:
Lounge furniture,
Sockets,
Water dispensers,
IPTV monitors, and
Waste management systems.
Thirty - fifty (30 - 50) standard workspaces,
One (1) networked and shared multifunctional printer with scanning function,
IT network (LAN and Wi-Fi) with adequate Internet capacity,
Adequate number of smartphones, and
ICT computer support services.
Ten (10) standard workspaces,
One (1) meeting room for twenty (20) people,
One (1) networked and shared multifunctional printer with scanning function,
IT network (LAN and Wi-Fi) with adequate Internet capacity,
Adequate number of smartphones, and
ICT computer support services.
Approximately 200 m² of secure storage area for UNFCCC shipments and consignments, with external access for deliveries by car or truck, should be made available four (4) weeks before the start and one (1) week after the closure of the Conference, equipped with sufficient workspaces and managed by the officially appointed freight forwarder or the general contractor.
9.2.4.1 Two (2) meeting rooms, selected from Table 1
9.2.4.2 shall be available and operational as per schedule below to support the Conference logistical organization, including:
Services and set-up coordination meetings,
Briefings to diplomatic missions
Security briefings.
9.2.4.3 Exact capacity and availability are to be confirmed in accordance with the scope and needs of the Conference's preparations activities.
9.2.5 See Addendum of tables, Table 6
9.2.6 for details.
9.3.1.1 Total area required: approximately 5000 m²
9.3.1.2 Designed as a single block and close to Plenary I to ease the movement of VVIPs and security arrangements.
9.3.1.3 Selected area will have restricted access during the High-Level Segment (HLS) and should not affect the circulation and transit routes to other areas of the Conference venues when in use.
9.3.1.4 The VVIP facilities shall include sufficient and adequate toilet facilities for VVIPs' exclusive use.
Separate entrance accessible to vehicle motorcades,
Weatherand view protected, and
Ideally close to the VVIP lounge and Plenary 1.
Shall be used by Heads of State and Government and their entourages and requires sufficient space for security screening and handshake.
Stakeout area for VVIPs (outside of conference plaries and/or VVIP Lounge) for media moments, such as statements and photo-ops, shall be equipped with:
• )
Conference backdrop,
One (1) lectern with branding,
Sound system, audio-box incl. two hand microphones for media and s
Sufficient stanchions,
One (1) national flag (123 x 183 cm) with pole, and
One (1) UN flag (123 x 183 cm) with pole (220 to 240 cm).
9.3.4.1 The VVIP lounge (4000 m2) for gatherings of Heads of State and Governments (HoS/G) and special guests (VVIP+3) attending the opening ceremony and other functions shall be secure and shall provide sufficient space and be flexible enough to serve as a lounge, dining/reception room.
9.3.4.2 A dedicated lounge area for approximately twenty-five (25) United Nations senior officials and other authorities, within the VVIP lounge, and include copy/print facilities.
9.3.4.3 The detailed furnishing and layout of the room will be designed in close cooperation between the Government and the secretariat.
9.3.4.4 Four (4) VVIP soundproofed private lounges (40 m2 each) for special guests shall include:
Lounge furniture,
Conference backdrop,
One (1) catering table and
Floral decoration.
9.3.5.1 Location, adjacent or near the VVIP lounge, shall be equipped with sufficiently sized steps to accommodate the number of HoS/G participating at the COP.
9.3.5.2 The family photo location shall be equipped with:
Branded backdrop,
Broadcast quality lighting,
Adequate space for media, and
Mobile sound system for public announcements in the VIP area.
Security holding and VVIP advance team's briefing office should be located next to the VVIP lounge for use by authorized security personnel accompanying VVIPs.
An office area of 270 m² which shall be fully soundproofed and shall include the following:
Small catering area for refreshments,
Green decoration,
UN flag.
Holding/waiting area with a photo corner and a branded backdrop.
Office for the Secretary-General's support team:
Six (6) standard workspaces,
Printing and shredder equipment,
One (1) meeting room for twenty (20) people with:
Table microphones,
LCD screens and
Online conference kit,
One (1) separate bilateral room for twenty (20) people,
Dedicated restroom for exclusive use, including:
Two (2) principal chairs
Eighteen (18) entourage seating spaces.
All the spaces listed above should be furnished with a UN flag on stand.
Office area (70 m2) with one (1) manager and ten (10) standard workspaces and printing equipment located within the UNSG office area.
Office (60 m2) comprised of one (1) executive office furnished with an executive desk and lounge seating area for eight (8) people.
9.3.10 Bilateral and trilateral meeting rooms area
9.3.10.1 Fourteen (14) soundproofed bilateral rooms (20 m2 each) shall be made available in the VIP area, furnished with:
Two (2) principal armchairs,
Eight (8) advisers chairs,
Conference backdrop,
Two (2) flag poles (210 to 240 cm),
Coffee table,
Floral decoration, and
Adequate lighting for photo opportunities.
9.3.10.4 A desk and a chair for the area management shall be available at the entrance to the bilateral rooms area.
9.3.10.5 The rooms should have two (2) separate doors, to allow leaders to enter from one door and the media from the other door.
The UNFCCC offices shall include the following:
The Main entrance(s) lobby shall be equipped with:
Reception desk/workspace for two (2) people, and
Seating area with six (6) armchairs for visitors.
Subject to Presidency requirements, the COP Presidency area may include the following:
Conference-branded executive office,
Waiting area,
Catering space,
Branded room equipped with:
Broadcast-quality light,
ENG broadcast camera,
IFB equipment,
o Earpiece,
o Microphone, and
o One (1) private restroom.
9.4.2.2 Meeting room connected to the COP President's executive suit and equipped with:
Table microphones,
LCD screen on stand, and
Online conference kit (board table for 25),
9.4.2.3 Four (4) director-grade offices,
9.4.2.4 Two (2) support staff offices (10 to 20 standard workspaces each),
9.4.2.5 One (1) staff meeting room (board table for 10).
9.4.3 Chief Negotiator Office (subject to Presidency requirements):
9.4.3.1 Chief of negotiations suite:
Conference-branded executive office,
Waiting area,
Catering space,
Branded room equipped with:
Broadcast-quality light,
ENG broadcast camera,
IFB equipment,
Earpiece,
Microphone, and
One (1) private restroom.
Table microphones,
LCD screen on stand, and
Online conference kit (board table for 25),
9.4.3.3 Four (4) director-grade offices,
9.4.3.4 Two (2) support staff offices (10 to 20 standard workspaces each),
9.4.3.5 One (1) staff meeting room (board table for 10).
9.4.4 UNFCCC Executive Secretary (ES) area
Soundproofed area of 150 m², comprised of:
9.4.4.1 Conference branded executive office/suite with a screen on stand and an online conference kit, stand lights and a quiet room (12 m²) provided with broadcast light in the quiet room complementing the lounge furniture.
9.4.4.2 Meeting room connected to the executive office/suite equipped with:
Board table for twenty-five (25)
Table microphones,
LCD screens on stand, and
Online conference kit
9.4.4.3 Front office with three (3) standard workspaces,
9.4.4.4 Support office with:
Six (6) standard workspaces,
Two (2) manager offices,
Waiting area,
Catering space,
9.4.4.5 Six (6) table or stand lights to be provided in the office lounge
9.4.4.6 Broadcast light in the quiet room complementing the office/ lounge furniture.
9.4.5 Deputy Executive Secretary (DES) area
An area of 100 m², comprised of:
9.4.5.1 Deputy executive office
9.4.5.2 Meeting room connected to the deputy executive office and equipped with:
Board table for sixteen (16) people,
Table microphones,
LCD screens on stand and a virtual participation kit.
9.4.5.3 One (1) manager's office
9.4.5.4 Support office with four (4) standard workspaces.
9.4.6 SBI and SBSTA Chair area
The SBI and SBSTA Chair area shall comprise of:
9.4.6.1 Two (2) director offices,
9.4.6.2 Two (2) manager offices,
9.4.6.3 One (1) support office with twenty (20) standard workspaces, and
9.4.6.4 One (1) soundproofed meeting room with twenty (20) chairs.
9.4.7 Senior director areas
Two (2) senior director areas, each comprising:
One (1) director desk,
One (1) desk chair on wheels,
Two (2) visitor chairs,
One (1) round meeting table with chairs for six (6) people,
One (1) lockable roll-container,
One (1) lockable low filing cabinet,
One (1) coat hanger,
One (1) paper basket,
One (1) table lamp,
Minimum 4 power plugs, and
Two (2) manager office and
Two – four (2 – 4) standard workspaces.
Eleven (11) Director's offices equipped with:
One (1) desk,
One (1) desk chair,
One (1) lockable roll-container,
One (1) lockable low filing cabinet,
One (1) meeting table,
Six (6) visitors' chairs,
One (1) coat hanger,
One (1) paper basket,
One (1) table lamp, and
Minimum 4 power plugs each.
Twenty-four (24) Manager's offices equipped with:
One (1) desk,
One (1) desk chair,
One (1) lockable roll-container,
One (1) lockable low filing cabinet.
Two (2) visitors' chairs,
One (1) coat hanger,
One (1) paper basket,
One (1) table lamp, and
Minimum four power plugs each.
9.4.10.1 An estimate number of standard workspaces based on the final agreed Staff Assignment List (SAL) for substantive secretariat and Host Country Support Staff.
9.4.10.2 Each workspace shall include:
One (1) desk,
One (1) desk chair,
One (1) lockable roll-container under the desk,
One (1) desk lamp,
One (1) paper basket,
Minimum four (4) power plugs, and
One (1) low filing cabinet shared between two workspaces.
Four (4) UNFCCC staff meeting rooms for about thirty-two (32) people each within the office area with:
Square layout,
Sixteen (16) seats at tables plus sixteen (16) adviser seats.
Equipped with LCD screen and conference system sufficient for online meetings.
The virtual participation kit should be a Microsoft Teams-certified video conference device with ability to accommodate other platforms such as Zoom.
An adequate number of copy/print rooms with equipment in the staff areas shall be provided as per requirements under Annex IV: Information and communication technology services: Infrastructure and End-user services
Error! Reference source not found. Each Copy/Print room should include:
One (1) document shredder,
One (1) secure bin (70 L) for document disposal.
○ Sufficient space for one table, and
○ Two (2) MFP's and print paper storage.
○ One (1) Single bed,
○ 3-seaters sofa or chaise lounge, and
○ One (1) table lamp in the UNFCCC staff or nearby quiet area.
Other offices and facilities, to be located separate from UNFCCC offices above, shall include the following:
Capacity for approximately twenty-five (25) United Nations senior officials and other authorities,
Location should be adjacent to the VVIP Lounge,
Shall include copy/print facilities and equipment.
○ One (1) manager and four (4) standard workspaces and
○ One (1) meeting room for thirty (30) people connected to the above workspaces.
○ Each shall be equipped as a single manager office,
○ Location should be separate from the UNFCCC offices, and
○ Shall include copy/print facilities and equipment.
The offices for NGO constituencies comprise of:
9.5.2.1 Ten (10) offices (20 m² each) with four (4) standard workspaces each (includes one for the informal groups).
9.5.2.2 Location should be separate from the UNFCCC offices but located ideally within the Side Events and Exhibits area.
9.5.2.3 A common lounge space for twelve (12) seats outside the NGO constituency offices.
9.5.2.4 There should be common copy/print facilities.
9.5.2.5 Meeting room with 15-person capacity where NGO constituencies meet for consultations and which they manage the booking for on their own.
• Size: 30 m² each
Located in quiet and fully accessible areas, and adjacent to toilet facilities
Equipped with adequate lights, furniture and/or prayer carpets.
Size: 10 m²
Located in the main entrance area (after security screening and before badge scanning stations)
○ One (1) changing table,
○ Two (2) comfortable armchairs,
○ One (1) small fridge, and
○ One (1) hygiene waste bin.
Distributed throughout the Conference venue,
Number to be determined in relation to the size of the premises, and
Preferably close to coffee corners.
Located within the security perimeter,
Equipped with ashtrays.
9.5.4 See Addendum of tables, Table 7
9.5.5 Error! Reference source not found. for details on office type and related equipment.
Security facilities follow the same standard and finishing as UNFCCC offices, shall include the following:
One (1) director office for the UN Event Security Coordinator
Three (3) manager offices for the Deputy Security Coordinators
One (1) additional filing cabinet each.
Two (2) workspaces for assistants
Printing facilities, and
Two (2) paper shredder.
Six (6) workspaces
One (1) meeting with four (4) meeting chairs.
Six (6) workspaces
One (1) meeting table with four (4) meeting chairs.
Eight (8) workspaces
Landline telephone.
Three (3) workstations
One (1) meeting table with four (4) meeting chairs,
Landline telephone.
Size: 200 m²
Soundproofed
Eight (8) workspaces
Equipped with:
CCTV recording and
Live monitoring via videowall containing minimum of six (6) 55-inch monitors and workstations with operators.
9.6.3 Weapons storage room shall be:
9.6.3.1 Built with concrete walls and roof.
9.6.3.2 Located next to the main entrance.
9.6.3.3 Large enough to allow security officers to load/unload weapons using a bullet trap and to store and recharge all other equipment (radios and multiple radio chargers, torches, megaphones, etc.).
Lockable solid door.
Minimum one (1) fire-resistant safe (s) which can hold one hundred ten (110) weapons.
Two (2) lockers with pigeon-holes for the storage of ammunition magazines.
One (1) table for the handout of weapons.
One (1) storage cabinet for security equipment.
One (1) table for radio chargers.
Sufficient electrical power outlets to operate charging stations for approximately one hundred ten (110) radios.
One (1) bullet trap for loading and unloading weapons.
Equipped with sofas,
Seating for minimum twenty (20) officers on break,
Three (3) workspaces, and
Two (2) separate break areas for local security.
Exact location along the Venue to be determined in the planning phase.
Capacity of twenty (20) seats for daily security briefings and emergency coordination.
Technical requirements to be determined in close cooperation with the secretariat
Equipped with projection equipment, whiteboard, and flipchart.
Size: minimum +3,000 m² with sufficient space for queues, security screening and equipment
Four (4) individual depth-check rooms (m/w), and
Lockable storage for unauthorized objects.
Heating, light and electricity (preferably containers) and
Be protected against inclement weather conditions.
9.6.8.1 The provision of medical services for the Conference should be based on an estimated amount of 15.000 Participants and staff, and
9.6.8.2 With a statistical amount of up to eighty (80) clinic patients per day during the event.
9.6.8.3 On-site clinics/first aid points with relevant medical personnel and including the following:
9.6.8.4 At least two (2) fully equipped medical first aid points comprised of three (3) rooms each: waiting area, medical examination room and first level treatment room.
9.6.8.5 Located in easily accessible area both for Participants and ambulance personnel.
The below reflects the overall requirements by the UNFCCC
The final design and actual deployment may deviate in agreement between the Parties while ensuring the functional requirements are met.
ICT facilities shall include the following:
Adequate soundproof space (~300 m²),
Secure access control or lock,
Within proximity or a direct connection to the primary server room,
Configured to accommodate at least forty (40) workspaces,
Videowall with forty (40) monitors installed, and
Five (5) desks for testing area.
Sufficient number of IP surveillance system to ensure full visibility of the NOC (minimum two (2) cameras).
The NOC is integrated with:
Two (2) desks
Small meeting room table, and
Transparent internal walls to the NOC.
Minimum five (5) workspaces, and
Transparent internal walls to the NOC.
Call centre,
Minimum ten (10) workspaces, and
Transparent walls to NOC.
One (1) medium-sized meeting room with minimum twenty (20) seats
Presentation screen
Whiteboard.
Sufficient lockable cabinets, and
Coat hangers.
All access VLANS from different distribution areas shall be made available.
Layout of NOC should be decided in consultation with UNFCCC.
Online conference kit including a PA system to be provided in NOC
The Digital Operations Centre (DOC) must provide approximately 200 m² of operational space.
It must be near the Network Operations Centre (NOC) and the Media Control Room (MCR).
The DOC must have secure access control, including electronic access control or smart-lock mechanisms.
The DOC must include a main operations area, a meeting room, and a storage room; the storage room must have its own dedicated lock.
The DOC must be equipped with two independent 10A electrical power circuits to support continuous operation of technical equipment.
The DOC must be supported by redundant networking, redundant electrical power, and pooled redundant hardware to ensure uninterrupted operations.
The final layout and internal configuration of the DOC must be defined in consultation with the UNFCCC.
The DOC must contain a minimum of forty-six (46) workspaces.
Seventeen (17) extra chairs or equivalent arrangements for peak times,
Seven (7) tables for peripheral use,
One (1) printer,
Twenty (20) desktop monitors,
Seventeen (17) laptops for local staff,
Five (5) high-end laptops for post-production editing.
Nine (9) tablets for the zone managers with MS Teams client to enable access to all DOC communications and COP-i
The DOC must have access to all audio and video input streams from all meeting rooms.
The DOC must be capable of connecting and managing multiple input and output streams simultaneously for monitoring and operational management
Forty (40) for meeting rooms
One (1) for the stakeout area
One (1) spare
A routing matrix capable of routing forty-two (42) cables to forty-two (42) endpoints, or
Routing performed in the MCR matrix under DOC instructions.
Forty-two (42) large TV screens mounted on one wall for live COP monitoring.
Ten (10) video wall controllers capable of grouping four (4) screens into one logical monitor.
Ten (10) high-end laptops to drive the ten (10) video wall controllers.
A computer rack containing streaming equipment capable of streaming fifteen (15) meeting or equivalent desktop equipment.
Controllers capable of managing streaming equipment for multiple meetings simultaneously from dedicated workspaces in the DOC
A dedicated meeting area must be provided with:
Twelve (12) seats
One (1) table
One (1) whiteboard
One (1) projector or large TV screen
The DOC must include a dedicated, lockable storage room for secure equipment handling.
The storage room must provide sufficient space to store:
Spare AV and IT equipment
Cables, power units, adapters, and peripherals
Backup laptops, tablets, and operational accessories
Wi-Fi:
UNFCCC Staff
Plug-and-play
Cabled networks
UNFCCC Staff
Webcast network
Virtual participation network
DOC must provide direct communication channels to technicians in the MCR
Size of 20 m², and
Within proximity to the registration area.
Two (2) Data centers that are:
Connectivity,
Airconditioning/cooling systems,
Power management, and
Security systems (alarm, access control, camera surveillance and fire protection).
Access control requirements:
If secured with physical keys, the keys must be all accounted for,
If secured with electronic access control devices, the solution must have logging of accesses and the ability for staff to access the logs remotely.
Both data centres easily accessible from the Conference area.
Location of the primary data centre agreed between the Secretariat and the Presidency.
The secondary data centre located within an acceptable distance in terms of accessibility and fulfilling business continuity requirements.
Data center can be substituted with a "ready-to-use" or pre-configured mobile data center that integrates all essential components including but not limited to backup power systems or uninterruptible power supplies (UPS), cooling solutions, temperature, pressure and humidity sensors, surveillance cameras, server, and networking racks.
9.7.6.1 Access control systems, by physical lock and key or electronic lock for all network switches.
9.7.6.2 Physical security should be maintained through key control for physical locks or remote monitoring for electronic access logs.
Conference services facilities shall include the following:
Combined area of 5,000 m², and
Weather-protected queueing area outside.
Pre-screening area with approximately 500 m² for queuing inside the hall.
Straight line of X-ray machines and walk-through metal detectors,
Spaced to prevent electromagnetic interference.
Minimum 1,000 m² in front of registration,
Sufficient stanchions, signage, and counter availability signal system for managing long queues.
Furnished area for Host Country Registration Staff,
Connected to the registration back office described below.
One (1) printer (size dimensions 50× 50×50 cm) per workspace
Thirty-six (36) workspaces on high stools, and
With blue (Hex code #5B92E5) photo walls with sufficient overhead portrait-type LED floodlights for optimal photoshoot of the Participants to be taken for the database, and queuing system. (Signage and stanchions).
Located at one end with clear indications for queuing,
Separators/extensions as required.
o Size of 310 m²,
o Ventilated lockable server room (15 m²),
o Storage room (15 m²),
o Both accessible from the registration office,
o Adjacent area with a desk and three (3) chairs for collection of pre-printed badges,
o Staff welfare room for registration staff accessible from the back office,
o Three (3) lockable doors towards the counters (front side), thereof one (1) door close to the accessible counters,
o Thirty-six (36) workspaces,
o Three (3) large shredders or secure paper disposal bin (80 l),
o Lockable cabinets,
o Printing facilities, and
o One (1) multi-functional printer.
o At least two (2) counters assigned to Accessibility Desk, providing rudimentary information e.g., on transport, directions, and available services for participants with accessibility requirements.
o United Nations Security and safety offices as per paragraph 9.6.1 United Nations Security offices.
10.1.2.1 Meetings Management Team (MMT) office and Meeting Room Assignment (MRA) counter:
Meeting room assignment counter (6 m long) with six (6) workplaces,
Backdrop
Space for queuing,
Located close to the meeting rooms,
Soundproof office space (160 m²):
Twenty (20) standard workspaces
Meeting table for twelve (12)
Adjacent 20 m² storage area (or within specified office space if space allows)
Soundproof office areas (150 m²),
Two (2) directors offices,
One (1) manager office,
Twelve (12) standard workspaces,
Six (6) single tables, and
Large meeting table for ten (10) staff,
Located near the main meeting area,
Printing /copying facilities with multifunctional copier/printers with stapling and sorting functions,
Number to be determined at later stage.
Four (4) standard workspaces for the security area coordinator,
Ten (10) easy chairs for security officers on break.
10.1.2.4 The Government should consider the provision of office space for its own Operations team like those described above.
10.1.3 Plenary rooms area
10.1.3.1 Interpreters lounge (60 m²) composed of:
Lounge area (sofa, armchairs, tables, and chairs) for twenty-six (26) people, and
Two (2) standard workspaces,
Located near the plenaries.
10.1.4 Delegations' services hub (ca. 1200 m²), located close to the main entrance:
10.1.4.1 Distribution counter:
10 m long
Lockable storage area with shelves (each 40 m²)
10 m long,
Eight (8) counter workstations,
Adjacent soundproof back-office space for operations services coordination team with:
Twenty-four (24) workspaces,
One (1) manager office, and
One (1) meeting room with twelve (12) seats.
4 m long,
For three (3) staff,
Connected to one (1) with:
Two (2) workspaces, and
Lockable storage area with sufficient lockable cabinets and coat hangers for lost items.
Sufficient counter with four (4) workstations, and
One (1) office with eight (8) workspaces for each of the services.
Sufficient counter with four (4) workstations, and
One (1) office with six (6) workspaces for each of the services.
For interpreters in charge of commercial interpretation services a dedicated lounge should be available.
For Shipment and consignment, a medium size storage behind the counter or nearby.
Sufficient counter with two (2) workstations for each service and
One (1) office with four (4) workspaces for each of the services.
60 m²
Equipped with:
Two (2) safes (for specifications refer to 17.1.4 Safes),
Five (5) standard workspaces, and
Waiting area for about fifteen (15) visitors to be separated from the office with a partition or in separate room.
100 to 500 m² depending on the needs of the conference,
Managed by the general contractor.
10.1.5.1 Located close to the side event rooms,
10.1.5.2 Soundproof office space (160 m²) with:
○ One (1) entrance,
○ One (1) printer,
○ Sixteen (16) desks of which:
Two (2) are standard workstations with laptops and lockers located close to the entrance,
Four (4) are standard workstations with lockers and lockable cabinets located further from the entrance,
10.1.5.3 Two (2) meeting tables for twenty (12) people.
10.1.6.1 Computer centers should have adequate spaces to accommodate about 200 tables and 400 chairs to provide access to the Internet using laptops.
10.1.6.2 Exact size and number of computer centers depend on the layout of the facilities and the number of Participants, including bloggers, as specified in Annex IV: Information and communication technology services: Infrastructure and End-user services
10.1.6.3 but a minimum space provision of 300m² for each center is expected.
10.1.6.4 Each computer center shall have at least one (1) lockable IT service counter including two (2) highchairs.
10.1.6.5 Equipment for each computer center will be planned according to the following calculations:
Fifty per cent (50%) of seats with laptops,
Fifty per cent (50%) of seats with a network connection and twenty (20) per cent with only Wi-Fi.
Twenty (20) standard workspaces, and
One (1) printer.
11.1.1 UNFCCC-managed pavilion space including archiving exhibition will have a prime and accessible central location (300 m²).
11.1.2 Exhibit space for fifty (50) fully accessible exhibits:
11.1.2.1 Directional signage for exhibit booths (to guide visitors to different booths within the exhibit space),
11.1.2.2 Near to the side event rooms' area,
11.1.2.3 Each exhibit (ca. 2x2 meters) should be equipped with:
Low small round table,
Two (2) low armchairs,
Lockable low cabinet,
Pinwall for A0 posters,
2 m high top board reflecting the name of the exhibitor (confirmed by the UNFCCC),
Separate signage reflecting the number of the exhibit booth and lighting.
Each booth should be equipped with:
One (1) 55-inch monitor equipped with easily accessible USB and HDMI ports to support autPLAY of videos.
The booth will also include an extension cable with four (4) CEE 7/3 sockets and sufficient power supply for all electrical equipment.
IT solutions should be provided to realize sustainable measures and to foster electronic dissemination of exhibit materials.
The exhibit booths should be arranged in a manner conducive to dynamic flow and interaction of Participants around a lounge seating area.
Ten (10) poster boards for exhibits related information must be provided in this area.
Delegation pavilion and office space (ranging between 10,000 and 49,000 m² at previous COPs) available on a commercial basis to be managed by and bookable from the general contractor.
13.1.1 Catering areas with sufficient seating capacity, and restroom facilities, in accordance with the number of Participants
13.1.2 Requirements include:
13.1.2.1 Size: 5,500-6,000 m² across multiple food courts and indoor/outdoor seating arrangements,
13.1.2.2 Two-three (2 - 3) restaurant areas (approx. 800 m² each), with kitchen and indoor/outdoor seating arrangements.
13.1.2.3 Approx. 3,000 - 4,000m² multiple canteen areas for Host Country Support Staff and technical staff, with walking distance minimized, which can jointly cater for up to 1,400 staff at peak capacity.
13.1.2.4 Catering spaces adjacent to the side and special event rooms for coffee break and reception services to event organizers.
13.1.2.5 Coffee corners adjacent to the main circulation areas, exhibition, and press areas, serving basic beverages and snacks during the operating hours of the specific areas; and
13.1.2.6 Multiple designated banquet areas to accommodate 20 - 200 guests per event, with an accessible booking office located in an accessible area with other central services, as referenced in Annex XVIII: Catering services
The number of designated banquet areas is subject to space availability.
The availability of sound and presentation equipment in the designated banquet areas is recommended.
Main Food Court Areas,
Delegate Offices & Meeting Rooms,
Country Pavilions,
VIP / Ministerial Catering,
Satellite Snack & Beverage Stations.
13.1.3 The facility layout is optimized for a continuous, linear workflow, designed to facilitate the progression of raw materials through receiving, storage, preparation, cooking, baking, and plating stages while minimizing operational cross-traffic and potential cross-contamination zones.
13.1.4 The specific configuration is determined jointly by the secretariat and the selected catering provider and in review of the requirements of the operation.
13.1.5 The kitchen is provisioned exclusively with heavy-duty, commercial-grade appliances built for rigorous, continuous use in a professional environment, and fully compliant with the required water and gas supply, electrical connections, and drainage systems
13.1.6 Key infrastructure components include, but are not limited to:
13.1.6.1 Loading / delivering / storage: With adequate truck access, separate delivery entrance with a covered area and scanning, temperature checks and inspections station.
13.1.6.2 Refrigeration/freezing: Commercial walk-in units (coolers and freezers) with specific temperature monitoring systems to ensure HACCP (Hazard Analysis and Critical Control Points) compliance.
13.1.6.3 Cooking line: High-capacity ranges, convection ovens, industrial fryers, griddles, and broilers, specified according to menu demands.
13.1.6.4 Ventilation and fire suppression: A comprehensive mechanical exhaust system with commercial-grade hoods and an integrated, automatically deploying fire suppression system (wet chemical agent), compliant with local fire safety codes.
13.1.6.5 Sanitation: Three-compartment sinks, commercial dishwashers, and dedicated hand-washing stations installed in strategic locations and a display of dishwashing system.
13.1.6.6 Waste management: System to segregate: Food waste, recycling streams, general waste, cooking oil collection, hazardous material (if applicable). Cold room for organic waste in warm climates, washable surfaces, direct access to removal trucks
13.1.7.1 All primary work surfaces, equipment, and structural finishes are specified for durability, sanitation, and ease of maintenance:
13.1.7.2 Surfaces: The extensive use of stainless steel for prep tables, backsplashes, and equipment exteriors is mandatory to provide non-porous, corrosion-resistant surfaces that meet stringent hygiene standards.
13.1.7.3 Flooring: Heavy-duty, slip-resistant, quarry or epoxy flooring with integral cover base moulding is installed throughout the operational area to facilitate intensive wash-down procedures and inhibit bacterial growth.
13.1.7.4 Walls: Food-safe, durable finishes (e.g., FRP panels over appropriate substrate) are used in all food contact and preparation zones.
The Back of House (BOH) areas shall comprise all non-public operational, technical, and service support spaces required to ensure the efficient, safe, and continuous operation of the conference facilities. BOH areas shall be physically separated from Front of House (FOH) and accessible to authorized personnel only.
The BOH layout shall be designed to optimize staff and logistics flows, minimize cross-circulation with delegates, and support phased installation, operation, and dismantling.
The following areas shall be provided as a baseline and adjusted based on event scale, technical complexity, and operational model for each COP Venue.
General BOH storage
Technical equipment storage
Furniture storage
Consumables / supplies storage
BOH Service and safety road
Vehicular manoeuvring zones / Turning Areas
Secure loading and unloading areas shall connect directly to BOH logistics corridors.
Minimum loading bay / service access zone:
BOH access points shall be access-controlled and segregated from FOH.
BOH zoning shall support separate access for technical, catering, cleaning, and contractor teams.
Venue operations office
Contractor / Technical coordination office
Host country and technical staff briefing room
Workforce rest area
Workforce catering areas
Waste sorting area (per zone)
Temporary waste holding area
Redundant power and data for critical BOH technical areas.
Mechanical ventilation for all technical and equipment rooms.
Fire detection, emergency lighting, and compliant escape routes within BOH.
Acoustic and visual separation between BOH and FOH.
BOH areas shall be clearly zoned and labelled in CAD drawings.
Allowance shall be made for cable routes, technical risers, and overhead or underfloor distribution.
Space standards shall be considered minimums and increased where interpretation, broadcast, or hybrid event functions are required.
15.1.1 A power management plan, including a crisis management and business continuity plan, must be well documented and communicated four (4) weeks before the start of the Conference.
15.1.2 The preliminary power distribution and management plan should be discussed and simulated during the ICT POC (Proof of Concept) to prepare the concept for secured and highly available power supply (UPS + Electrical power) for all active IT components.
15.1.3 The power management solution, including an emergency power supply should be deployed across the entire Conference facility (United Nations precinct), with special attention, paid to sensitive technical areas such as security infrastructure, registration, Plenaries, server, International Broadcaster Centre (IBC), UNFCCC offices and network switching rooms/cabinets to ensure business continuity even in the event of grid failure.
15.1.4 All uninterrupted power supply (UPS) units provided need to have IP-based monitoring functionality.
15.1.5 All active components will be provided with UPS units and isolated power circuits to protect from power surges and irregularities. UPS units provided must include a management/monitoring module.
15.1.6 The necessary monitoring tools, software and licenses for the power management system and the UPS units shall be provided and installed in the Network Operation Center (NOC).
The security system shall include the following:
One hundred and ten (110) individual portable radio units complete with one hundred and ten (110) individual earpieces,
Two hundred (200) battery units,
Multiple charger system, and
Central radio base station;
16.1.2.1 Thirty (30) for the main entrance,
16.1.2.2 Three (3) for the VVIP entrance,
16.1.2.3 Five (5) at the Blue to Green Zone gate, and
16.1.2.4 Two (2) at the Vehicle Screening Area
16.1.2.5 Number and distribution to be confirmed following security assessment visit.
16.1.4.1 Two (2) large ones for bulky luggage at each main screening area (4 in total), and
16.1.4.2 Two (2) radiation safety technicians for maintenance.
16.1.4.3 Fifteen (15) big plastic baskets and fifteen (15) small plastic baskets (airport standard) per X-ray machine,
16.1.4.4 Forty (40) compatible tables for loading and offloading items from the X-ray machines (confirmed as above).
16.1.5.1 Twenty-five (25) badge-scan pillars (80 x 40 x 40 cm),
16.1.5.2 With power and network capability,
16.1.5.3 The possibility to secure laptops with a Kensington lock for security scanner kits, and
16.1.5.4 Twenty-five (25) high stools for staff servicing in this position.
16.1.5.5 Description and technical specifications of the security scanner kit can be found in Annex IV: Information and communication technology services: Infrastructure and End-user services, paragraph 2.4.2 Barcode scanner.
16.1.5.6 The number of security scanner kits (laptop and barcode scanners) will depend on the final Conference center layout.
16.1.5.7 Number of security entry and exit points and will be determined in consultation with the United Nations Chief of Security.
16.1.6.1 Sufficient number of security personnel shall be in civil security uniforms.
16.1.6.2 This security team shall operate and provide assistance to the United Nations security team in the areas of X-ray and magnetometer screening at the venue access points, for access control of Participants, for meeting coverage and as liaisons with various Participant groups (media, NGOs, etc.).
16.1.6.3A full team is required for the 12-hour day shift (7 a.m. to 7 p.m.) and a reduced team for the 12-hour night shift (7 p.m. to 7 a.m.).
16.1.6.4 Number to be confirmed after security assessment visit.
16.1.6.5 All security personnel provided should be unarmed and dressed uniformly.
16.1.6.6 No national military or police uniform or insignia should be worn.
CCTV plan to be shared with UNDSS six (6) weeks prior to the opening to allow time to provide feedback and planification of the different elements. Video monitoring and recording systems placed at all access points and in the Plenaries. Remote access to existing Conference center CCTV system from the security control center. All recordings must be accessible for 1 month after closure of the Conference. After this period, sanitization of data should be performed.
The following aspects will be covered:
Vendor selection: Choose an IP-based CCTV system from a major vendor known for reliability and industry standards. Opt for a single-vendor solution for all components (cameras, NVRs, software, analytics) to ensure compatibility and ease of integration.
Implement analytics features: create an alarm if a person or vehicle enters an area or crossing line. To have facial recognition and license plate recognition (LPR), at all entrances, exits and checkpoints to enhance security and streamline access control.
Object search capabilities: The security system should offer a comprehensive basic search functionality that allows operators to efficiently locate and review specific events or activities within the recorded footage. This search capability should include the following features: Event search, bookmark search, selected area search with different time stamps. The security system should include advanced analytics for object search, enabling operators to find individuals based on specific appearance attributes. This functionality should encompass the following criteria:
o Gender: The system should allow searches to be refined by the gender of the individual, enhancing the accuracy of results.
o Colour: Operators can specify the colour of clothing or other visible items to narrow down search results quickly.
o Uploaded Images: Users can upload a picture of a person, even if the face is not clearly visible. The system will perform a similarity search, comparing the uploaded image against the analytics metadata from cameras in the database to identify potential matches.
Maps: must have different colour maps. To one main map you must have the option to put different areas with different coloured zones with saved views and other maps.
Export: to export video with specific format with different cameras with different time slots, export in pdf format with option to add comments and change area of interest from exported picture.
Camera types: Deploy a variety of cameras, including PTZ (pan-tilt-zoom), fixed bullet, and fixed dome cameras, in some areas fisheye and multi-head, ideally with built-in IR capabilities.
Utilize 6-8 MP cameras for wide areas and 3-6 MP cameras for narrow security screening tasks.
For extra wide areas it is recommended to use cameras up to 30 MP or more.
Wi-Fi cameras
Ensure comprehensive coverage of the site perimeter and interior spaces, with no blind spots.
Maintain a maximum distance of 35 meters for a six (6) MP camera with 90-degree angle of view.
In areas near plenary rooms must be at least 60 pixels per meter with 60 meters view on.30-meter distance.
To facilitate the coverage of key areas that may change along the conference UNDSS requires a minimum of 15 Wi-Fi ____ 33 CCTV Cameras with PTZ capabilities which will be mounted at specific places within 4 hrs during the conference upon UNDSS requirements.
All areas must be covered with CCTV cameras with optimal resolutions.
Face recognition cameras must be installed across locations in narrow areas, to detect online requested persons.
To have PTZ camera inside and outside PTZ cameras with wiper and IR, to see all gates and doors to have ability to track persons by operator.
For security screening area for one side to have a four (4) MP camera before scanning, to check what was placed in the box before scanning. To have three (3) MP from ceiling to line to see what was picked up from the box. Four (4) MP camera for face recognition, who was cross metal detector and *MP fisheye or 4 MP 2 pc for overview area. One four (4) MP camera before and after the security screening area.
Same setup for gates for enters and exit but with LPR function.
Good to have coloured areas and numbers on area, for easy identification of incidents and to facilitate navigation for guests. Green 12, Green 15, Yellow 5, Blue 33
Organize areas that guests cannot access to areas where they can locate only support personnel. Support personnel can access guest areas but must be tracked by access control using another method. It must be happening in special created places, which will help to stop guests accessing unauthorized areas.
All exits must be covered with analytics, face recognition, LPR for cars and must be identified leaving the person with access control or scanning badge.
Access to CCTV network infrastructure must be controlled with cameras and access control system.
Must have back up monitoring room - at least 50% from main monitoring room
All systems for CCTV system must have redundant power supply.
The service provider shall designate 7-8 qualified CCTV technical operators to ensure continuous coverage through a shift-based work system.
Entry/Exit doors of the screening areas of the Blue Zone.
Screening lanes (X-ray and Metal Detectors).
Entry door to VVIP and VIP area.
Area in front of the weapon storage room (door) and the weapons safe.
Access and exit areas in front of the Blue Zone (gate). Main entrance, VVIP gate, VIP Gate tbc., delivery gate, etc.
Plenary room(s).
Vehicular drop off point in VVIP area.
All main movement areas and public zones outside buildings.
Main corridors in Conference areas / Media and NGO activity areas.
Power generator areas.
Critical IT Infrastructure.
Hazardous material storage areas.
All CCTV positions/camera videos must be recorded for investigation purposes.
The video files must be easily extractable from the system and to be saved in the system as well as on an external memory device. The recording memory capacity should be capable to store the data for 30 days at the minimum.
Redundancy and Recording: Implement a redundant recording setup where each camera streams to two different NVRs clusters and must be one failover server per cluster.
Performance Margins: Design the NVR system with a 20-30% margin in network bandwidth and performance to manage peak loads without system failure.
Clustering: Support clustering to allow seamless administration and operation across all NVRs, simplifying management.
Workstations: Establish a monitoring centre equipped with a sufficient number of workstations— three (3) operator workstations with two (2) monitors each for every two hundred fifty-six (256) cameras, with an additional two (2) monitor workstation for key personnel (e.g., UN officers).
Videowall: eight (8) monitors 55 inch per each two hundred fifty-six (256) cameras, allowing operators to manage videowall through the CCTV interface or directly through videowall workstation. with the option to use the centre screens on full size display for individual cameras.
Camera status monitoring: use a single monitor to display the status of all cameras, with colour indicators to represent each camera's operational state.
The Government should ensure the entire Conference site/venue is compliant with the Government's fire and safety code and, where practical, or where no Government legislation exists, the International Fire Code.
It will be required to install a fire detection and alarm system (hardwired or wireless). The fire alarm system should have an integrated stand-alone public address system and emergency power source.
The fire alarm system should cover the entire Conference venue (including temporary and permanent structures), and all system devices should be addressable.
To receive alarms and dispatch personnel, the fire alarm panel should be in the control room next to the operator's desk. The fire alarm panel should sound an acoustic alarm and be able to display the zone/location in which the alarm has been detected.
The fire alarm system should be able to operate in an "event" or "silent" mode, where all information and signals entered the system are heard only in the Fire Control Center and Security Control Center; no public fire alarm is issued to the general area. However, once the investigation is over and if the UN DSS-appointed Incident Commander decides on the evacuation process, the system must issue an alarm signal to the affected areas.
A fire alarm technician should be present on-site during Conference hours to ensure system operability. After working hours, a contact number for the fire alarm service company must be available, with the ability to immediately dispatch a technician should the need arise.
The HC fire department, in consultation with the DSS designee, should deploy a sufficient number of personnel and necessary apparatus to support Blue Zone operations. They should conduct regular fire safety inspections of the event site to ensure that it is safe for all participants. In the event of an emergency, relevant personnel must remain on standby for immediate response. They must inspect all buildings and structures, conduct drills and exercises to evaluate the fire safety systems, deploy firefighters and fire apparatus to the venue in the event of a fire, provide assistance to injured individuals, and conduct search and rescue operations in the event of a major incident.
The HC Government, in consultation with the UN DSS designee, should ensure that an adequate number of fire safety wardens (preferably HC fire department personnel) are distributed throughout the venue to ensure that buildings and facilities are safe and that there are no fire safety violations posing risks to Conference participants, visitors, or premises.
The HC fire department should ensure fire safety wardens are trained in situation-specific objectives:
Establishing immediate and orderly action in emergencies.
Defining responsibilities for all relevant personnel and areas.
Prioritizing action plans for decision-making.
Minimizing the effects of accidents on people, facilities, and the environment.
Preparing human and material resources for safeguarding lives and assets.
Defining emergency procedures.
Documenting the resources used in emergency control.
Training internal personnel and technical staff for emergency situations.
One (1) firearm unloading station (weapons clearing tube).
One hundred and ten (110) lockers (each about 30 × 50 × 80 cm) with two (2) keys each.
Eight (8) megaphones with spare batteries (and chargers if applicable).
Mobile fencing as necessary to delimit area under control of the United Nations.
One thousand (1000) control stanchions/tensa barriers (airport type).
Public Announcements system (P.A.) for the entire venue should be available and operated from the Security control center.
Six (6) Wheelchairs and
Three (3) first-aid kits, four AED Automated External Defibrillators,
One (1) Emergency Medical Bag,
Ten (10) boxes of disposable medical gloves.
Twenty (20) torch lights
Signage and way finding concept for the venue,
Door signs for offices and meeting rooms,
Signage for service counters, exhibition booths, screening and registration lanes,
Media centre signage,
Sufficient number of signs to guide Participants through the premises and dedicated signage, following the existing branding and layout as provided by the secretariat, promoting the Code of Conduct for UNFCCC events, displayed prominently throughout the venue.
All layouts with the Conference design and co-branding, strategic placement of QR-codes, names of meeting rooms, text, and arrows for the directional signs to be determined in close consultation with the secretariat.
Twenty (20) Portable/foldable/self-standing Conference backdrops (3.30 x 2.20 m) with Conference branding and UNFCCC logo (number and location to be determined, e.g., offices of Executive Secretary, Presidency, VIP areas and bilateral rooms).
Two (2) manual 4-wheeled trolleys (small: 40 x 60 cm and big: 70 x 100 cm) for transporting documents and equipment.
Three (3) safes (inside measurements 650 x 450 x 350 mm) with two (2) keys each to be placed:
Two (2) in the DSA office,
One (1) in the entourage entrance at VVIP.
Thirty (30) flip charts with sufficient markers and paper stock.
Thirty (30) pinboards on wheels and sufficient pins.
Ten (10) whiteboards with pens and sponges for dedicated areas.
One (1) white magnetic dry erase board with five (5) different colour pens and one hundred fifty (150) magnetic data cards to assist with managing resources and the duty/roster schedule and thirty (30) high-security integrated Cable Lock in the UNDSS Security Control Centre.
Ten (10) paper shredders (for confidential documents) of 45 L. Two (2) out of the ten (10) to be heavy duty for large volumes of shredding, with a capacity of minimum 60l.
Twenty (20) wastepaper bins (secure, closed bins to dispose of confidential files and documents, about 70 L), such that recycled material cannot be removed from them once deposited.
Minimum one hundred (100) water dispensers (able to dispense hot and cold water, minimum 18.9 L), including continuous refills (water bottles and cups), in conference rooms and dedicated areas. In addition, freshwater provisions shall be catered, including glasses, exchange and replenishment, head tables in plenary rooms and meeting rooms as requested in the daily meeting schedule.
Provisions for laptop security on desks to attach Kensington lock.
Racks with a total of three hundred (300) individual metal lockable boxes (lockers) with key locks and two (2) keys each to be deployed in accessible places in staff office areas.
The dimensions of each metal box should be larger than 50 x 40 x 20 cm.
Up to four hundred (400) adapters for connecting electronic equipment such as staff laptops for UNFCCC offices, if the requested workspace distributions and power extension cords are not equipped with CEE 7/3 or multifunctional sockets.
o Two (2) outdoor flag poles with outdoor double-sided flags for the main entrance of the Conference venue,
o Two (2) flag poles with flags for the VVIP entrance to display the national and UN flags.
o Height of the poles and related flag size to be determined in close cooperation with the secretariat.
o Eighteen (18) United Nations (W123x L183 cm) with poles (220 to 240 cm high),
o Twelve (12) National indoor flags of identical size with poles (220 to 240 cm high),
o Placed in Plenary I and Plenary II, press conference rooms, VIP lounge and selected offices.
An IPTV system with a minimum of fourteen (14) programme channels shall be installed to display proceedings, floor, and English audio feeds, from the two plenary rooms and the two press conference rooms, with a channel for programme playback, two channels to display the Conference and side event meetings programme, and the ability to connect and display the programme of meetings, which will be delivered from laptops (provided). The IPTV system and meeting room assignment system is to be integrated into the broadcasting arrangements. An IPTV system is to be used so that all screens and content can be controlled from a central control server/location. Channel switching on screens at specific locations will be called upon at short notice; therefore, a fast and efficient system infrastructure should be provided. Each IPTV requires a LAN cable connection.
One hundred (100) high resolution monitors (minimum 50 inches) and four (4) high resolution LED screens (minimum 120 inches), including stands (minimum 160 cm), transport and installation, shall be made available throughout the Conference site, including in selected offices of the secretariat and in the VVIP lounge as follows:
One (1) monitor in each of the following offices with the option of manually changing from the meetings schedule to any of the proceeding's channels:
o United Nations Secretary-General,
o Executive Secretary,
o COP President,
o Deputy Executive Secretary,
o Senior Director,
o UNOG Conference Manager,
o Conference Affairs Director and
o Media information offices.
Two (2) monitors in the Meetings Management Team (MMT), meeting room assignment and two (2) in the Intergovernmental Support and Collective Progress (ISCP) -COP team offices as follows with the option of manually changing to any of the proceeding's channels:
one (1) monitor displaying the meetings, and
one (1) monitor displaying the side event schedule.
Fifty (50) Monitors installed in pairs as follows:
one (1) monitor displaying the meetings, and
one (1) monitor displaying the side event schedule or any other Conference meetings selectable by the secretariat.
The fifty (50) monitors shall be in proximity to:
Media information counter,
Information counter,
Meeting room assignment counter,
Plenary I and Plenary II,
Press Conference Rooms I and 2,
Computer centres,
UN and regional groups offices,
Meeting rooms,
Side event rooms,
Exhibits area,
Corridors within the Conference centre, and
UNFCCC office area.
Sixteen (16) monitors with the ability to follow the proceedings in Plenary I, Plenary II and the two (2) Press conference rooms, as well as the daily programme schedule in the writing press media area to be split as follows:
Eight (8) monitors to be dedicated to the programme channels, and
Eight (8) monitors to be dynamically controlled from the MCR with the ability to override for the integration of alert notices created on and linked to a PC.
Four (4) high resolution LED screens (120 inches) to be installed in the VVIP lounge, with the option of manually changing from the meetings schedule to any of the proceeding's channels.
The following requirements for the provision of media facilities, logistical arrangements and information services to media representatives are intended to ensure maximum attendance by media representatives and worldwide coverage of the Conference.
1.1.1 Strategic communications, including communications policy, coordination on media issues with the COP President, briefings, interviews with the Executive Secretary and other senior officials, preparation of press releases, press reviews, and liaison with the Department of Global Communications (DGC) in New York and communications officers from the United Nations system attending the COP; and
1.1.2 Managing the media facilities and services for writing, broadcasting, digital and social media, press accreditation, establishment and operation of the IBC, liaison with the host broadcaster, press conference room management, media access to plenaries and high-level events, and services to be provided to the Secretary-General and liaison with the Government media team.
1.2.1 The Government shall appoint a Communications liaison officer to ensure close and efficient coordination between the secretariat and the Government authorities in media relations matters, as well as a media operations liaison officer to ensure delivery of media facilities and the host broadcast service.
1.2.2 The Government Communications liaison officer plays an essential role in:
1.2.2.1 Contributing to the formulation of a communications strategy to promote the Conference,
1.2.2.2 Mobilizing local and foreign media interest in the Conference by widely distributing UNFCCC background information and accreditation forms and by holding press conferences and press seminars with senior Government officials,
1.2.2.3 Raising public awareness of the Conference in the Government through a variety of public relations activities, which could include providing special supplements in major local newspapers and special radio and TV programmes on local broadcasting networks,
1.2.2.4 Creating a Government Conference home page in consultation with the secretariat and producing posters and banners for display in central city locations,
1.2.2.5 Assisting the UNFCCC accreditation team by providing information and, where required, clearing local media accreditation requests.
1.2.3 The Media liaison operations officer plays an essential role in:
1.2.3.1 Cooperating closely with the UNFCCC media team in managing the media facilities and any special media arrangements during the Conference,
1.2.3.2 Working closely with the UNFCCC media team in the effective delivery of the host broadcast service,
1.2.3.3 Supporting the UNFCCC media team in the organization and management of media pools in the plenary hall and high-level events.
Media participation in sessions of the Convention bodies is subject to accreditation by the UNFCCC. The secretariat follows the official accreditation policy and requirements of the United Nations and makes special arrangements for bloggers and other online media representatives as agreed under the secretariat's digital media project.
2.2.1 Applications for media accreditation shall be made on the UNFCCC website at http://unfccc.int. Media accreditation is strictly reserved for bona fide members of the press (print media, photo, radio, TV, film, news agencies and online news services) who fully meet United Nations press accreditation requirements. Applicants shall not be accredited or registered in more than one capacity (e.g., media/delegation/NGO), except as agreed under the digital media project.
2.2.2 Requests for accreditation may be denied where applicants cannot establish that they are professional journalists or where applications are incomplete. Representatives of NGOs and advocacy groups wishing to report on the Conference for their own online, print, radio or television services shall be accredited in a different category and provided with facilities in an online publishing space in the exhibits area.
2.2.3 Accreditation shall be granted upon presentation of valid press credentials, consisting of:
2.2.3.1 A copy of the completed accreditation form submitted online,
2.2.3.2 A letter of assignment on the official letterhead of a media organization signed by the publisher/assignment editor, editor-in-chief or bureau chief or director of the TV/radio programme, specifying the name and job title of the journalist; and
2.2.3.3 A photocopy of a valid press card/work pass.
2.2.4 Freelance journalists shall be subject to the same requirements and must provide clear evidence that they are on assignment from a specific news organization or publication.
2.2.5 Members of the press who have previously been accredited for UNFCCC conferences may use the fast-track accreditation procedure indicated on the accreditation form. Photos for the press badge will be taken at the Conference venue when the badge is issued.
2.2.6 Subject to agreed deadlines, the secretariat shall open press accreditation at least three months before the opening of the Conference. The Government shall be required to assist the secretariat in distributing information about press accreditation as widely as possible to local media, foreign correspondents, press clubs and news agencies in the Government. The online accreditation form and procedures can be found on the UNFCCC website.
2.2.7 Press accreditation shall be granted by a UNFCCC accreditation officer, who shall consult with the Government media liaison officer to determine the validity of local press credentials as required. Clearance of any pending press accreditation requests shall be granted without delay.
For detailed information, please refer to Annex I, section 4Media facilities.
The Government shall appoint a host broadcaster, at least six (6) months prior to the opening of the Conference, to provide national and international television and radio broadcasters accredited to cover the Conference with live video and audio feeds of the Conference proceedings in Plenary I, Plenary II, the two press conference rooms and Special Event room 3. The host broadcaster shall also provide the video and audio feeds for IPTV coverage and webcasting/live streaming.
The Government should also consider appointing a Host Broadcast Liaison officer to coordinate between the Host Broadcaster and the UNFCCC to ensure quality and cost control.
The host broadcaster, acting as official television/radio agent of the Conference, shall provide live coverage of all public proceedings of the Conference. Television and radio signals should be provided free of charge to all broadcasters accredited for the conference as well as to IPTV and UNFCCC webcasting. In case the host broadcaster does not provide all AV services, the host broadcaster shall be required to work closely with the AV partner to ensure seamless signal provision and high-quality audio feeds.
The host broadcaster will follow the daily schedule provided by the UNFCCC to understand what proceedings should be broadcast or recorded. The IBC Manager will hold daily meetings with the Host Broadcaster to run through the next day's schedule and address any concerns or issues. During the days of the Leaders' Summit, the Government will have control of which proceedings are live broadcast, and the Government should work closely with the Host Broadcaster to develop a schedule for these days.
In addition to the live signals, the Host Broadcast may offer other television services, including play-out facilities, on a commercial basis. Broadcast clients shall also be charged for any transmission costs, including line and satellite costs. The host broadcaster shall make the necessary administrative arrangements to provide these services to accredited TV and radio broadcasters. The Government should ensure that communication costs charged to broadcast clients are at standard international rates to meet the TV and radio coverage needs of national and international broadcasters.
| Room | Camera requirements | Location | Distribution |
| Plenary hall I and Plenary hall II | Seven fixed pans, tilt and zoom Broadcast quality cameras. Five fixed on tripods and camera risers (2x2 meter and a camera man 2x1 meter) and two on dolly wheels. | Three of the fixed cameras will be located at the rear of the hall. Two in the center to capture wide and close shots and one to the left of the center to capture the lectern. The other two (60x lens capability) will be located at the front of the hall to capture speakers from the floor. The two cameras on dolly (40x lens capability) will be at the front of the hall/in the aisles to provide cutaways and support capturing speakers. | 'Clean' feed to all broadcast cubicles and workstations within the media center. 'Dirty' feed (with subtitle graphics) to the LED screens in the room, IPTV monitors and webcasting team. |
| Press Conference Room 1 and 2 | Four broadcast quality cameras, two fixed on tripods and | Two should be positioned at the back of the room to capture wide and close shots of the head table. The | 'Clean' feed to all broadcast cubicles and workstations, |
| camera risers and one on dolly wheels | remaining two should be positioned at the front of the stage to capture questions from the floor and provide cutaways | IPTV monitors and webcasting team. | |
| Special Event Room 3 | Four HD broadcast quality cameras two fixed on tripods and camera risers and two on dolly wheels | Two positioned at the back of the room for shots of the stage, and the two on dolly wheels positioned at the front of the room to capture the sides of the stage/audience interaction and to provide cutaways | 'Clean' feed to all broadcast cubicles and workstations, IPTV monitors and webcasting team. |
| Stakeout Area | One broadcast quality camera fixed on tripod and camera riser | Located at the rear of the area with a head on shot of the lectern | 'Clean' feed to all broadcast cubicles and workstations, IPTV monitors and webcasting team. |
| VVIP areas | At the discretion of the Government | Consideration should be given to positioning Host Broadcast cameras at the handshake location, family photograph and in any other rooms that will be used for Leader activity | 'Clean' feed to all broadcast cubicles and workstations, IPTV monitors, webcasting team, and any additional live-streaming services for the Government |
4.6.2 All cameras are to be cabled to a live production mixing desk and linked to an operations room or OB truck, where the signals are to be mixed live before distribution, and the direction of each room is to be handled from the mixing position through talkback to each camera.
4.6.3 Plenaries and Press conference rooms are to have separate mixing facilities.
The host broadcaster shall establish and equip an MCR within the media center to monitor, manage, control, and distribute all signals. The MCR should be in direct voice contact with the IBC manager, webcasting/live streaming, all mixing positions, recording archiving and any other office considered necessary, and provide assistance with all technical aspects relating to the installation of the Host Broadcast service.
The Host Broadcast should also identify space within the media center for galleries, production offices and any other offices required to deliver the Host Broadcast service.
The host broadcaster shall also establish and manage the Satellite Farm.
4.10.1 The host broadcaster shall establish dedicated positions within the MCR, including computers linked to the servers on which the filmed material is stored. Where requested by any broadcaster, delegate or other party approved by the IBC manager, meetings shall be dubbed free of charge in a universal digital format (mp4 or equivalent). In this regard, the host broadcaster shall make available fifty (50) 32GB USB flash drives, to be managed by the IBC manager and considered disposable. During the leaders' summit, any media officer from any country can request copies of public meetings held in both plenaries, special meeting rooms, and press conference rooms.
4.10.2 For ease of managing dubbing requests an online system is to be established against password access to enable broadcasters to download meetings required direct from the onsite servers. This facility is restricted to onsite use only.
The Government shall fund a professional photographer and two photography editors for the duration of the conference to ensure close and efficient coordination between the secretariat and the Government authorities. The team shall be appointed and supervised by the secretariat to take high-quality photographs of the conference and promptly publish them on the UNFCCC Flickr account and provide to other stakeholders and social media.
The Government shall fund a professional videography team and its equipment. The team is comprising of two (2) camera operators and two (2) video editors for the duration of the Conference to ensure close and efficient coordination between the secretariat and the Government authorities. The team shall be appointed and supervised by the secretariat to record, edit, and publish high-quality video material for the conference on the UNFCCC website and social media channels, and to produce daily wrap up videos.
The Government shall, at its own expense, provide their own photographic services of the Conference, the high-level segments and other highlights and events for publication on the conference websites, associated social media channels and for sharing with Conference Participants.
The Government should consider a way to make official photography and videography teams identifiable (e.g., t-shirt, vest) so that they are able to have appropriate access in the plenary rooms and other event spaces across the Conference venue.
All audio and video signals to be webcast/live stream shall be provided at the webcast/live streaming room through the MCR:
SDI (BNC male plug, maximum full HD, 1,920 x 1,080 pixels) with embedded audio signal (digital audio with -18dbFS),
language 1 (floor) -> SDI audio group 1 (audio channel 1 and 2),
language 2 (English) -> SDI audio group 2 (audio channel 3),
language 3 (country language where the Government decides to add an additional language feed) -> SDI audio group 2 (audio channel 4).
All data video signals (of all projected presentations and films) to be webcast/live stream shall be provided at the DOC by the host broadcaster's service provider:
Recording should be treated distinctly from archiving services, for further details please refer to Annex V: Archiving
Recordings files are mainly dedicated for transcription and streaming/uploading to external platforms.
7.1.1. Ensure that sufficient personnel and equipment are available to provide meeting recording services, covering all meetings which require it.
7.1.2. Ensure all technical crew have sufficient specialized expertise, can analyse and troubleshoot issues; prepare reports and have a working knowledge of English.
7.1.3 Control their respective services to ensure recordings are complete, accurate, correctly named and of adequate quality.
7.1.4 Coordinate with Conference Affairs/Meetings Management Team (Recordings) on the service delivery, and in line with the instructions in the UNFCCC official booking system.
7.1.5 Respond to any inquiry which may arise relating to meeting recording services during the entire conference, including pre-sessional meetings period.
Coordinate resolution of any technical issues or identified errors immediately.
7.2.1 The meeting proceedings are audio or video recorded on request, from start to end without any interruption, following the instructions stipulated in the UNFCCC official meeting room booking system.
7.2.2 All Recordings shall be named and organized in accordance with the Name Convention guidelines provided by Conference Affairs/Meetings Management Team:
7.2.3 For instance:
"Date (YYYYMMDD)_Start Time (00:00)-End Time (00:00) _Room name _Event Title_Floor_Format."
The audio recordings shall be made in MP3 format, containing of floor and English languages.
Format: MP3
Codec: MPEG-1 Layer III
Bitrate: 128 kbps CBR
Sampling rate: 48 kHz
Bit depth: 16 bits
Channels: Mono
The video recordings shall be made in high resolution quality (WAVE format), containing the floor and all interpreted languages, complied to the minimum technical requirements below:
Container: MP4
Codec: H.264 (AVC), High Profile
Frame dimension: 1920x1080
Frame rate: 25 fps
Bit rate: 12-16 Mbps
Sample rate: 4:2:0, 8 bits
Codec audio: AAC
Audio: 48 kHz, 192 kbps, stereo.
Video recordings shall contain camera and Teams meeting or presentation and contain a master SMPTE time code.
7.5.1 All files shall be uploaded to the Conference Affairs/Meetings Management Team designated digital repository (One Drive).
7.5.2 The use of any APP / software to facilitate the synchronisation or uploading of the recording files requires a prior authorization by the UNFCCC Cybersecurity unit at least one month before the start of the Conference.
7.5.3 Audio files shall be uploaded immediately after the end of the meeting.
7.5.4 Video files shall be uploaded within two (2) hours after the end of meeting, except video of plenary and press conferences which shall be uploaded as soon as possible but no later than the end of the day, unless a special urgent request is communicated.
The recordings of the meeting are the intellectual property of UNFCCC.
The recording services shall cover the entire conference, including pre-sessional meetings as necessary.
7.8.1 The secretariat would be available to explain technical details on requirements, share experience with the prospective vendor and respond to their inquiries if any.
7.8.2 The testing of the recording systems and services design and configuration shall be run jointly with the secretariat. The testing criteria will be provided by the secretariat in due course. Any issue identified shall be discussed for potential adjustment or reconfiguration.
7.9.1 The service provider shall obtain the authorization from the secretariat before sharing or releasing any copy of the meeting recording.
7.9.2 The onsite HC technical crew shall not record any event unless specified in the UNFCCC booking system, and shall not share any file in the rooms, unless authorized by Conference Affairs/Meetings Management Team.
All recorded files and any data on the hosting server(s) shall be deleted at the end of the conference upon receipt of the confirmation from the Conference Affairs/Meetings Management Team Officer about the completion of Recording sharing.
Host broadcast footage, defined as broadcast-quality material and excluding content available via webcast downloads, shall be made available for use without charge solely for the duration of the COP.
The host broadcaster may retain such footage for archival purposes; however, any use of the footage following the conclusion of the COP shall require prior licensing by the UNFCCC Legal Affairs division.