ICT is responsible for all IT services including pre-planning, oversight during and decommissioning post COP. The Government is responsible to provide requested equipment as per standards outlined, technical expertise and local workforce. To this end, the Government will make available a technical lead from the onset with relevant experience for the service implementation to join the leadership of the combined COP31 ICT team.
The secretariat is responsible for distributing all ICT devices (laptops, tablets, mobile phones) allocated by the Government for use during the COP to end-users and for ensuring their full return to the Government following the COP. In this context, the Secretariat will designate a staff member with the necessary technical and operational expertise to carry out this service and will provide the Government with the details of said staff member.
The secretariat and the Government team shall agree on the areas of responsibility for the overall Conference ICT service in general, the tools and methodology and the frequency of reporting. The joint team shall compose the various workstreams that will be tasked with the delivery of the various conference ICT services, including Digital platform services, information and cyber security, Infrastructure, and services. The various service leads will together form the governance body for the service delivery and work with the selected project management tool to provide regular updates to the ICT and COP31 leadership throughout the project.
Each workstream lead will be tasked with the management and reporting on their respective work packages as per agreed timeline, including tracking any risks related to service delivery and ensuring the alignment with the high-level ICT milestones.
The Government shall provide the necessary physical ICT infrastructure, including connectivity and network capacity. The secretariat shall provide the core digital platforms, software licenses and technical systems required for UNFCCC meeting services.
Conference ICT service governance ensures ICT services deliver value, manage risk, comply with rules, and remain aligned with COP 31 goals and objectives — through clear leadership, controls, and accountability. It ensures that COP 31 activities and resources are organized into relevant workstreams in alignment with the priorities identified for COP 31. The service
governance workstream comprises the leadership of the various ICT workstreams and leads in decision making, coordination of cross cutting activities and escalation resolutions.
The ICT governance team has the responsibility to ensure that resources dedicated to the conference are optimized to deliver value. To this end, the roles, and responsibilities across the various workstreams are distributed to ensure that teams are composed to provide the most competence and experience to the assigned tasks. Other tasks of the combined ICT Service governance team include, but is not limited to:
Stakeholder management - Keeping other relevant COP 31 players in the loop on activities
Value realization and managing expectations
Ensuring the appropriate tools and frameworks are used in delivering the service
Continuous checks for continuous improvements based on past experience
Vendor and contract management
Performance management and reporting
Finance and resource management
Incident, problem and change management
The ICT implementation will be organized into four (4) main workstreams to ensure effective planning, coordination, and delivery of specialized technical functions required for the conference. Each workstream will be composed of representatives from the Secretariat ICT staff, Government, and designated vendors with expertise in the respective technical domain.
The Infrastructure and End-User Services workstream will focus on the design, deployment, and operation of the core ICT infrastructure required to support the conference. This includes internet, network connectivity, network security, wired and wireless services, server and endpoint devices, printing services, and conference-specific ICT facilities e.g., Server Room and NOC. The workstream will ensure that all infrastructure components are secure, resilient, scalable, and aligned with conference operational requirements. It will also oversee the PoC, provisioning, configuration, and maintenance of end-user devices and services to ensure participants, delegates, and secretariat staff have reliable access to ICT resources throughout the conference.
The Cybersecurity workstream will be responsible for safeguarding the confidentiality, integrity, and availability of conference ICT systems and data. This includes conducting risk
assessments, implementing security controls, monitoring threats, and ensuring compliance with applicable information security standards and policies. The workstream will coordinate vulnerability assessments, security audits, incident response planning, and real-time monitoring during the conference period. It will also ensure that appropriate data protection measures, secure authentication mechanisms, and post-conference data sanitization procedures are implemented.
The workstream will be responsible for the deployment of all services related to the streaming of virtual meetings to the internet. This includes the support in meeting rooms, management of the DOC, coordination with AV stakeholders, Webcasting, and dissemination through the digital platform.
The User Support workstream will be responsible to support the conference participants, delegates, and secretariat staff during the event mainly IT related. This includes establishing helpdesk services preferably with ticketing systems, providing on-site/field technical support teams, and guidance materials. The workstream will coordinate training, technical staff/personnel onboarding, managing shift and real-time support to ensure effective utilization of ICT services.
The COP 31-ICT project forms an integral component of the overall COP 31 programme, which encompasses multiple operational, logistical, and administrative workstreams beyond ICT. The ICT workstream will be implemented in alignment with the broader conference project governance framework and timeline to ensure seamless integration with other functional areas. The implementation will follow internationally recognized project management methodologies, project management certification such as Project Management Professional (PMP) best practices or PRINCE2 principles or equivalent. A structured, stage-based approach covering planning, proof of concept, deployment, operational support, and dismantling phases will be applied. Clear governance arrangements, defined roles and responsibilities, risk management processes, and quality assurance mechanisms will support effective coordination with the overall conference management structure and ensure timely delivery and compliance with operational and security requirements.
To support coordination, transparency, and integration with the overall conference planning processes, a range of collaboration and project tracking tools will be used. These may include project scheduling and monitoring platforms such as MS Project or equivalent tools, task and workflow tracking systems, document management repositories, and secure communication
platforms to facilitate coordination among Secretariat ICT teams, Government counterparts, vendors, and other conference workstreams. These tools will enable real-time progress tracking, risk, and issue management, change control, and consolidated reporting, ensuring that ICT implementation remains fully aligned with and responsive to the broader conference project objectives and milestones.
The project plan/timeline will include all aspects of ICT service for the Conference, such as design, proof-of-concept/staging, set-up, operation, dismantling/decommissioning, and sanitization of IT systems.
The technical missions shall take place as agreed with the Government. The objective of these missions is to finalize the service and technical designs with COP 31 ICT team of the Government together with selected or prospective ICT vendors and suppliers, and to ensure that all ICT implementation requirement and the timeline such as proof-of-concept (PoC) preparations, associated technology and equipment, deployment, roll-out, and the operational model—are clearly understood by all stakeholders.
The POC and staging is a series of activities focusing on the preparation, deployment, testing and security audit of systems and network configuration. Activities will include the deployment of all network equipment, servers, and all required services, followed by network, service and security penetration testing of the core network infrastructure. Staging of the network and systems must use the same equipment that will be used in actual deployment of the COP 31 or at least the same model, type and the same version of software and operating systems/firmware. This involves the provision of sufficient and conducive space, a networking environment with sufficient Internet connection, power supply and support for a temporary technical workshop to facilitate simulation of the COP Conference IT services prior to the mass deployment at the facility identified for the conference venue. This space shall also provide the planning and design environment for the ICT core team. The POC is an intensive technical workshop that should begin at least eight (8) weeks prior to the Conference ICT deployment and will span three to four (4) weeks, excluding the preparatory activities. Timeline of the Poc and staging will begin in August 2026 and must be completed no later than mid of September 2026. The following secretariat ICT personnel will be present on-site to support and guide the government's ICT team and selected vendors during the Poc stage.
ICT Service Coordinator,
Network and Infrastructure Expert,
Identity Management Expert and
Cyber Security Expert.
The POC and Staging include the following activities:
The preparation shall begin prior to the start of the POC. This will ensure that the logistics and resources are available and sufficient to cover the objective of services within the limited timeframe available.
The secretariat ICT personnel will be involved remotely during the POC preparation stage and on-site during the actual exercise.
Key activities include:
3.2.1.1 Finalizing the infrastructure requirements, including the design and conceptualization of network and security
3.2.1.2 Preparing the facility for the POC including space, furniture, electricity, cooling system and internet lines.
3.2.1.3 Managing ICT logistics and resources, which include active and passive components as well as required expertise for the POC
3.2.1.4 Setting up the foundation system like data center and core network
The first two (2) weeks of POC will begin with the installation and service activation.
Minimum two distribution networks must be built but preferably the complete distributions network concept should be simulated, and the configuration templates prepared.
Key activities include:
3.2.2.1 Establishing POC connectivity according to the agreed POC design.
3.2.2.2 Network design and configuration and IP addressing scheme.
3.2.2.3 Installation and configuration of two Firewall clusters for staff and participants network and site-to-site VPN tunnels.
3.2.2.4 Installation and configuration of redundant Internet lines
3.2.2.5 Installation and configuration of backbone switching including Core, Distribution and Access, data center in a high availability configuration including out-of-band management network
3.2.2.6 Building up redundant server farms clusters, installation and configuration virtual machines, backup storage and related network appliances. The virtual machines shall be configured for service activation including but not limited to Active Directories, Domain Name Servers, DHCP, Secure Printing systems, network monitoring and logging systems, network and security management systems, laptop image distribution etc.
Comprehensive testing will be carried out on during the third to fourth week of the POC and follow up fixes and fine-tuning must be implemented thereafter.
Key activities include:
o Secure connectivity
o Reachability and routing
o Secure wireless access
o High availability or redundancy.
o DHCP and DNS functionality
o Active Directory integration
o Secure printing services
o Laptop imaging and software deployment
o SIEM and Logging Systems
o Network and system monitoring
o Service desk and ticketing systems
o Virtual meeting Services
o Registration services including badge printing
o Internet access for staff and participants
This testing is part of the Information and Cyber Security activity.
Prior to the POC up to the conclusion some documentation will be required and uploaded into SharePoint folder. Documentation will include the following but not limited to:
3.2.4.1 High level and low-level network infrastructure design
3.2.4.2 Secure Printing service design
3.2.4.3 Network and system configuration
3.2.4.4 Validation and Acceptance test
3.2.4.5 Risk-register
3.2.4.6 Support and expert contact details
The POC will involve all related project activities and discussion such as:
3.2.4.7 Project management strategy
3.2.4.8 Deployment and service operational strategy
3.2.4.9 Implementation of IT service management application for configuration, incidents, request and change management
3.2.4.10 Implementation of configuration management database (CMDB) for servers and active network equipment
3.2.4.11 Energy and power management distribution
The POC and staging phase involves a team of experts in the following areas:
3.2.5.1 Internet routing (BGP)
3.2.5.2 LAN switching and routing (preferably Cisco with Software Defined Architecture approach).
3.2.5.3 Wireless LAN with the assurance (High-density and large-scale environment)
3.2.5.4 Network Firewall; including VPN.
3.2.5.5 Virtual infrastructure / Hyperconverge system (preferably VMWare).
3.2.5.6 Backup and storage system (e.g., Veeam)
3.2.5.7 Identity Management (preferably Microsoft Active directory).
3.2.5.8 Microsoft Azure and Cloud Services expert.
3.2.5.9 Network Security related like Network Access Control and content filtering
3.2.5.10 IP Address Management (DHCP)
3.2.5.11 Network management and monitoring systems.
3.2.5.12 Security Information and event management systems (SIEM)
3.2.5.13 IT Service management application
3.2.5.14 Virtual participation in hybrid meetings and webcasting.
3.2.5.15 Security expert (auditing).
3.2.5.16 Desktop management and hardening.
3.2.5.17 Secure printing solution (e.g., Papercut, Uniflow)
3.2.5.18 Computer imaging, software, and applications
The deployment and rollout of ICT services will begin either before or immediately after the PoC. The process will begin with the installation of backbone fiber and copper cabling between the main distribution frames (MDFs) and server rooms; as well as between intermediate distribution frames (IDFs) and distribution rooms. This approach is intended to prevent delays associated with physical infrastructure deployment. The cabling design, network room locations, and Wi-Fi access points installations must be fully coordinated and aligned with the venue's construction layout.
This entails the provision of the following network infrastructure services:
Robust Internet connection configured for high availability and distributed throughout the Conference premises via cable (primary connectivity) and wireless (backup connectivity) networks. Internet lines shall be installed, terminated and fully operational at least six (6) weeks prior to the start of the conference at a reduced bandwidth capacity (e.g., 2 GBps). The bandwidth shall then be upgraded as per-requirement no later than three (3) weeks before of the conference begins.
Active and passive network components; network operations and monitoring software; cabled and wireless network infrastructure covering the entire Conference premises to facilitate access to local and online resources over the provided network infrastructure securely by network authentication. The total number of network nodes will depend on the final layout design and is detailed in the bill of quantities.
Wi-Fi access points will be implemented primarily to support high-density and large-scale environments up to ~40,000 concurrent clients. An open Wi-Fi SSID called "PlugNPlay" will be provided for participants, and additional secured SSIDs dedicated to specific networks and other use cases. The number of installed access points will range from approximately 1,500 to 3,000 and will scale based on the size and configuration of the conference venue. There shall be no other Wi-Fi networks at the conference venue (Blue zone) to avoid conflict and potential interruption of the core conference Wi-Fi service.
Primary and secondary server rooms shall be deployed and sufficiently spaced out for high availability, business continuity, security, and resilience, featuring redundant power and cooling, structured cabling, virtualized servers with redundant storage, and secure, monitored access. They will provide continuous network connectivity and centralized monitoring, supported by on-site technical staff to ensure uninterrupted operation throughout the event.
Secure network for the secretariat conference access control and badging system, including the provision of barcode readers, signature tables/iPads and badge printing kits.
Provision of (a) sufficient pool(s) of computers and printers for use by delegates within proximity of the meeting rooms.
3.3.7 Media computer center provision of (a) pool(s) of computers and printers for use by media in proximity to the media area. 3.3.8 Network Operations Center (NOC); 3.3.9 Security Operations Center (SOC) (can be housed within the NOC) 3.3.10 Digital Operations Center (DOC) 3.3.11 Staff offices, VIP offices etc. 3.3.12 Meeting rooms.
To protect information, assets, and conference proceedings, as well as to ensure a strong cybersecurity posture throughout the preparation and the delivery of the conference, a dedicated cybersecurity workstream and project organization will be established to operate in close collaboration with the main ICT combined COP 31 ICT team. Both shall be jointly working towards ensuring adequate security controls are specified, designed, and implemented at every stage of the conference delivery. A description of the governance, scope, roles, and responsibilities of the cyber security workstream is detailed in Annex I of the Exchange of Letter document. Key milestones include:
3.4.1 A Threat and Risk Assessment to evaluate the threat landscape specific to COP 3.4.2 The definition of cybersecurity requirements across ICT services and components 3.4.3 The implementation of a security event monitoring solution to support security operations 3.4.4 An independent information security audit of the ICT solution 3.4.5 Prioritization and remediation activities following outcomes of the audit 3.4.6 Security operations and execution of the incident handling and response process 3.4.7 Post-conference data sanitization in compliance with applicable standards
Following the conclusion of the conference, all active components will be systematically decommissioned, powered down, and dismantled in a controlled manner to minimize operational risk and prevent equipment damage. Network and server equipment will be clearly labeled, documented, and safely removed from the venue.
All devices capable of storing data including servers, storage systems, firewalls, switches, wireless controllers, and management platforms will undergo secure data sanitization using and reset factory procedures. Permanently remove system configurations, user credentials, logs, and any residual operational data.
Data sanitization will be led by cyber security team to verify and document prior return to storage, or disposal, ensuring confidentiality, compliance with information security standards,
and protection against data leakage. The dismantling process shall be supported by qualified technical personnel to ensure a safe, orderly, and auditable shutdown of all ICT services.
The Government shall make available five (5) landline international with the telephone sets to be installed for UNDSS. This requirement could be fulfilled through VoIP systems.
1.2.1 The Government shall provide smartphones (with suitable carrying case, charging cable and power adapter) with English-language menus, the devices should meet requirements to be enrolled into Microsoft Intune mobile device management solution which will be provided by UNFCCC. Please refer to the bill of quantity for detailed specifications and quantity required.
1.2.2 A limited number of smartphones with SIM cards included shall be made available from entry on duty to the last working day of the core team and staff members assigned to the pre-sessional meetings. All SIM cards should have a package of flat rate of local calling, sufficient local data for internet service with min 10 GB per month and can be topped up on needed basis. Approximately one hundred (100 sim cards require international calls to be enabled. Cellular coverage should be adequate throughout the Conference facility to ensure good signal and connectivity and to avoid congestion. The devices provided should have unrestricted access to popular social media applications and services throughout the event.
Radio communications system, consisting of radio units and charger, to allow individual technical staff servicing the Conference to communicate by portable radio during the Conference and equipment set-up and dismantling. If necessary, the network should be supported by a repeater station allowing communication with all areas of the Conference center. Special arrangements should be made to ensure appropriate encryption and isolation where the United Nations security team uses the same radio technology.
The Government shall provide the secretariat with computer hardware and software including its licenses for secretariat staff and Conference participants to work efficiently and to facilitate negotiations. This will include all necessary end-user equipment and systems such as laptops, monitors, printers, and related peripherals, configured with the latest operating systems, productivity tools, security software and required application detailed in the Bill of quantity.
Two different types of laptops are required, the standard and the high-end type with the following requirement. The number of quantities for each type and distribution is detailed in the bill of quantities. The laptops shall be sourced from recognized manufacturers such as Dell, HP, or Lenovo etc.
Standard laptops will be used for routine daily work by the secretariat staff, government local staff, registration, and computer centers with the following minimum specifications:
2.1.1.1 Ultra 7 165U vPro (12MB, 12 Cores, to 4.9GHz)
2.1.1.2 Integrated Intel Graphics
2.1.1.3 14" FHD+ (1920 x 1200) AG, Cview+, 400n
2.1.1.4 Integrated 5MP IR webcam
2.1.1.5 No Fingerprint Reader (or disabled)
2.1.1.6 32GB: LPDDR5x, 6400 MT/s
2.1.1.7 512GB, M.2 2230, TLC Pcle G4 NVMe, SSD
2.1.1.8 65W AC Adapter - EU power plug
2.1.1.9 3-Cell 57W ExpressCharge, ExpressCharge Boost
2.1.1.10 Wireless adapter to support latest standard e.g., Wi-Fi 6E/7
2.1.1.11 Bluetooth 5.4 Technology Wireless Card
2.1.1.12 No WWAN
2.1.1.13 1 Gbps Ethernet Adapter (preferably RJ45)
2.1.1.14 US QWERTY keyboard, English/International
2.1.1.15 USB cabled mouse
2.1.1.16 No Operating System required; the laptops will be imaged using our standard image deployed using a deployment tool.
2.1.1.17 Basic Onsite Service
2.1.2.1 The high-end laptops will be used for specific area or specific need such as Network Operation Center, Digital Operation Center, Meeting Rooms, archiving and recording. The following specification is required.
2.1.2.2 Ultra 9 185H vPro (24MB, 16 Cores, to 5.1GHz)
2.1.2.3 NVIDIA RTX 2000 Ada 8GB GDDR6
2.1.2.4 16" FHD+ (1920 x 1200), 500nits
2.1.2.5 Integrated FHD HDR IR webcam
2.1.2.6 Fingerprint Reader
2.1.2.7 64 GB LPDDR5x 7467 MT/s
2.1.2.8 1 TB M.2 2280, Gen4 Pcle NVMe SSD Class 40
2.1.2.9 165W E5 Type C - EU power plug
2.1.2.106-Cell 100Whr Lithium battery
2.1.2.11 Wireless adapter to support latest standard e.g., Wi-Fi 6E/7
2.1.2.12 Bluetooth 5.0 Wireless Card
2.1.2.13 No WWAN
2.1.2.14 1 Gbps Ethernet Adapter (preferably RJ45)
2.1.2.15 US QWERTY keyboard, English/International
2.1.2.16 USB cabled mouse
2.1.2.17 No operating system required; the laptops will be imaged using our standard image deployed using a deployment tool.
2.1.2.18 Basic Onsite Service
2.1.3.1 The Government shall be responsible for creating three (3) laptop images to be used for the following services.
o Computer and media centers as well as special offices.
o Meeting rooms, including side-event and special events rooms.
o NOC and DOC
2.1.3.2 The image shall include the latest operating systems (Windows 11 Enterprise) and all required application, including security endpoint protection, antivirus, Microsoft Office, web-browsers etc. The detailed list of applications will be specified in the Bill of quantity.
2.1.3.3 The image shall also include high-definition JPG files for desktop backgrounds and screensavers, scaled or adjusted to match the size and resolution of the provided monitors. All backgrounds and screensavers must align with the visual design and logos approved by the Secretariat.
2.1.3.4 The secretariat ICT team will provide two (2) images for Staff and Registration use. Minimum of four (4) sample of laptops for (2 for each type) shall be provided to the secretariat prior to the POC for image testing and validation.
2.1.4.1 32 Inches energy efficient and high-resolution monitor from a recognized manufacturer (e.g., Dell, HP etc.) that supports 4K. With Adjustable stand Height, tilt, and swivel.
2.1.4.2 27 Inches energy efficient and high-resolution monitor from a recognized manufacturer (e.g., Dell, HP etc.) that supports 4K. With Adjustable stand Height, tilt, and swivel
Government shall provide Multi-functional Printer (MFP) integrated with a secure printing solution. At least two (2) types of printers; high capacity and medium capacity printer shall be provisioned based on operational requirements and sourced from reputable manufactures such as Xerox, Canon, or Epson Related requirements to the secure printing solution. The quantities and distribution of each printer type including the consumables are specified in the Bill of Quantities.
An enterprise-grade high-capacity multi-functional printer with capabilities for printing, copying, and scanning such as HP LaserJet Enterprise MFPs, Epson Work Force Enterprise AM-Series, Canon image FORCE C5100 Series etc.
2.2.1.1 Minimum Printing speed of 55-75 pages per minute (ppm) for laser models, 40-60 ISO ppm for high-capacity inkjet engines
2.2.1.2 Scan up to Up to 180 images per minute (ipm) and support color and monochrome scanning to both email and OneDrive
2.2.1.3 Paper capacity of 2,000-4,000+ sheets input; up to 4,000-sheet finishing output
2.2.1.4 With ADF that supports Duplex and high capacity
2.2.1.5 Supports paper size A4 / Letter / Legal and A3
2.2.1.6 Color and Black and white
2.2.1.7 Network adapter with monitoring capability (SNMP v3)
2.2.1.8 Stapling, hole-punching, booklet making
2.2.1.9 Energy efficient
2.2.1.10 Compatibility with market leading enterprise print management (e.g., papercut, uniflow etc.).
An enterprise-grade medium capacity multi-functional printer with capabilities for printing, copying, and scanning.
2.2.2.1 Minimum Printing speed of 33 ppm
2.2.2.2 Paper size A3 and A4
2.2.2.3 Color and Black and white
2.2.2.4 Duplex printing, ADF (Auto Document Feeder)
2.2.2.5 Network adapter with monitoring capability (SNMP v3)
2.2.2.6 At least 3 printers should have a Wi-Fi adapter for air print
2.2.2.7 Compatibility with market leading enterprise print management (e.g., papercut, uniflow, etc.)
2.2.3 Consumables for the multi-functional printers
The Government shall provide all consumables for the multi-functional printers, this includes toner or ink cartridges, maintenance kits, printing papers, staples etc. Please refer to Consumables for the multi-functional printers
in the Addendum of tables.
The government shall provide software and its licenses, this include software Development tools (e.g., Microsoft SCCM, Microsoft Intune, or a recognized professional deployment tool), IT Service management tool for tracking ICT incidents and requests during the conference as well as other applications that may be needed.
Microsoft 365 applications including antivirus will be provided through the conference Microsoft tenant managed by UNFCCC and requirements are included in the additional document to HCA.
In addition to the laptops above, the government shall provide the following registration equipment. Detailed quantities are specified in the Bill of Quantities
2.4.1.1 Badge printer will be used at the registration counters to produce participant badges with the following specifications:
2.4.1.2 An oversized PVC credential inkjet printer preferably equivalent to the Swiftcolor SCC-4000D
2.4.1.3 Minimum two (2) sample devices must be supplied in advance and tested during the POC to enable validation and approval prior to a procurement from the supplier.
2.4.1.4 TCP/IP printing
2.4.1.5 PVC print size: please refer to Annex VII: Registration and Accreditation
2.4.1.6, paragraph 6.1.1.
2.4.1.7 On-site vendor support shall be provided during registration open hours,
2.4.1.8 Sufficient toner and consumables including waste toner unit.
Barcode scanners shall be deployed at security checkpoints and distributed across various areas to manage participant entry and exit points. The devices shall be sourced from reputable manufacturers and be equivalent to the Honeywell 1470G.
2.4.2.1 Decoding capability for Code 128 (1D) and QR-Code (2D).
2.4.2.2 Handheld design with stand.
2.4.2.3 Ability to scan barcodes or QR-codes from screens (mobile phones and laptops).
2.4.2.4 Standard USB-A or USB-C connectivity.
2.4.2.5 Support for USB keyboard interface mode.
2.4.2.6 Configurable preamble/prefix to transmit control character F8.
2.4.2.7 Configurable suffix to transmit ASCII code 013 (carriage return) as end-of-transmission
The tablet will be used at the registration desks for electronic signature, shall be equivalent to Samsung Galaxy Tab A9+ Wi-Fi SM-X210
2.4.3.1 Screen size of 11 inches
2.4.3.2 Full HD resolution or higher
2.4.3.3 At least 128 GB storage capacity
2.4.3.4 8 GB Memory or higher
2.4.3.5 WLAN support for 5GHz frequency
2.4.3.6 Power charger and cable included
2.4.3.7 Capability for secure mounting
2.4.3.8 Supplied with a tablet holder/stand with at least 180-degree rotation, adjustable height and angle, and the ability to be securely attached to a desk
2.4.4.1 Equivalent to or higher than Logitech 920s HD PRO WEBCAM
2.4.4.2 Full HD resolution
2.4.4.3 Minimum 3 Megapixel
2.4.4.4 Supplied with adjustable stands or tripod
2.4.5.1 Supplied with signature tablets
2.4.5.2 Styles must be secured/lockable
2.4.5.3 No battery/not chargeable
2.4.5.4 Approximately 15 cm length
2.4.5.5 Light weight
2.4.5.6 Support for touch screens
2.4.5.7 Acrylic or metal mounts to secure the pen on the counter
2.5.1 Bluetooth mouse and US QWERTY keyboard
2.5.2 USB flash drive with min 64 GB storage
2.5.3 USB to Ethernet Adapter 10 Gbps
2.5.4 USB to Ethernet Adapter 1 Gbps
2.5.5 USB to Wi-Fi Adapter support for 5 Ghz
2.5.6 Toners for plotter
The Government shall provide minimum of 20 GBps total to meet the operational needs of the secretariat and conference Participants, covering Conference requirements and providing a secure VPN service to the secretariat headquarters in Bonn, Germany, as well as UNFCCC Microsoft Azure cloud tenant. Please note that this requirement does not cover Internet services provided to TV broadcasters.
The final design may include a range of passive and active components, such as routers, switches, cabling, and related accessories. A minimum of sixteen (16) class C (/24) subnets of public IP addresses along with a public autonomous system (AS) for BGP multihoming shall be provided from the relevant Regional Internet Authority.
Internet connectivity shall be fully redundant, highly available and reliable and able to support up to 40,000 Internet clients simultaneously. The service shall be configured for multihoming, preferably using different Internet Service Provider. Internet links shall terminate through separate physical entry points and independent point-of-presence (PoP) to ensure geo-redundancy with each redundant link capable of supporting the total expected load independently.
No active components or services (e.g., packet filtering, sniffing, bandwidth management, etc.) shall be configured upstream without clearance of, or consultation with, the secretariat. All types of VPN services, including personal, remote access, mobile VPNs and site-to-site VPN must not be blocked from the conference network.
The Government shall establish a secure Local Area Network (LAN) covering the entire area under UN control for use by the secretariat and Participants during the Conference and shall provide clear documentation of its design and implementation. The LAN shall be configured in accordance with the requirements outlined in section 3.2.1 – 3.2.3 in this annex and shall be designed to meet the secretariat's requirements for security, performance, high availability, manageability, scalability, and quality of service (QoS).
All deployed equipment must have been commercially available for at least one year, remain within its product life cycle, and be fully covered by the vendor's warranty for the duration of
the Conference. All active network components shall be centrally monitored and remotely accessible from the Network Operations Center (NOC) using secure protocols such as SSH and SNMPv3 to enable proactive monitoring and rapid troubleshooting and shall generate security event logs in a format compatible with the security information and event management system provided by the security contractor.
The deployment of network access control using IEEE 802.1X, supported by robust and reliable systems such as Cisco ISE, shall form part of the network security strategy, with authentication mechanisms including certificate-based, account-based, and/or MAC-address-based methods, extending to the Conference wireless network. All Conference VLANs shall be accessible and manageable by the NOC, and private networks within the Conference venue shall not be permitted without prior clearance from the ICT secretariat.
To ensure a high degree of resilience, the network backbone shall preferably be based on the following:
3.2.1.1 High performance, high availability, reliable switching, and routing capability at the core; preferably Cisco Catalyst 9500 series or above.
3.2.1.2 Distribution and access layer management that strikes a balance between security, performance, and ease of operation; preferably Cisco Catalyst 9300X series.
3.2.1.3 Modular and cluster technology with minimum 2 x40 Gbps port channel connectivity at the core switch.
3.2.1.4 Virtual routing at the core switch to route securely between segments preferably SDA fabric managed by Catalyst Center.
3.2.1.5 Secure authentication network (NAC) on secretariat cable and Wi-Fi network for laptops, telephones, printers supported by reliable and highly available authentication server, i.e., Cisco Identity Service Engine.
3.2.1.6 Ability of the core switch to collect data traffic centrally for analysis e.g., NetFlow, separate hardware might be required.
3.2.1.7 RADIUS/TACACS: access control through an authentication and authorization server for all active components, enabling tracking and accounting systems.
3.2.1.8 Ability of the network at the central core to detect and prevent security attacks from the internal network, with a sufficient monitoring system.
3.2.1.9 Network access control for staff and computer Center network.
3.2.1.10 Scalability: easily extendable to other remote/satellite locations using available wide area network (WAN) technology if required (e.g., pre-sessional network);
3.2.1.11 Integrated network management and monitoring capability; and
3.2.1.12A separate out-of-band management connection from NOC to both data centers must be implemented.
3.2.1.13 Minimum 2 x 10 Gbps at distribution layer with ability to aggregate for redundancy.
3.2.1.14 Minimum 2.5 Gbps to Wi-Fi access points with Advanced PoE support.
3.2.1.15 Minimum 1 Gbps with category 6 standard copper to desktop; and
3.2.1.1610 Gbps category 6 standard copper to desktop for specified area at the media center, DOC, and NOC
3.2.1.17 Direct/dedicated connectivity (preferably dark fiber) between the primary data Centre and the registration center.
Structured cabling shall form the foundation of the Conference network infrastructure, providing primary wired connectivity for staff and other critical workspaces and complemented by Wi-Fi services to support mobility and operational resilience. It must full fill the following requirements:
3.2.2.1 The cabling system shall be designed and implemented in accordance with recognized industry standards such as TIA-568-B and shall incorporate a hierarchical and redundant architecture comprising Main Distribution Frames (MDFs), Intermediate Distribution Frames (IDFs), and redundant server and network equipment rooms to ensure high availability and fault tolerance.
3.2.2.2 Preferably single-mode fiber optic cabling shall be deployed for backbone connections between server rooms, MDFs, and IDFs, based on distance and performance requirements, while horizontal cabling to end-user workspaces shall meet a minimum Category 6 standard.
3.2.2.3 All cabling, including patch cords, shall be provided as part of a complete end-to-end deployment, fully tested, certified, and clearly labelled at both ends and documented in coordination with technical staff.
3.2.2.4 Cable lengths to desktop outlets shall allow flexibility for workspace configuration, and the required number of network nodes shall be provisioned as specified in the Bill of Quantities.
3.2.2.5 All connectivity cabling shall be clearly documented using a standardized labelling and records system and shall be physically secured to prevent public access and reduce the risk of accidental damage or malicious tampering.
3.2.2.6 Network switches and associated active equipment shall be installed within physically and electronically secure server rooms, MDFs, and IDFs, equipped with electronic access control systems and environmental controls, and designed to support scalable expansion, efficient manageability, and continuous operation throughout the Conference.
3.2.2.7 All active network components shall be clearly labelled and securely mounted in lockable racks. Cable management systems shall be properly installed and labelled in accordance with an agreed naming convention with UNFCCC.
3.2.2.8 All patch panels shall be housed in secure, appropriately sized racks, and clear, accurate documentation of rack layouts, labelling, and configurations shall be provided.
3.2.2.9 Cabling engineers shall be equipped with industry-standard testing and verification tools (such as NetAlly, Fluke, or equivalent) to validate cable performance, functionality, and end-to-end connectivity to the network switches.
Reliable power management shall be an integral component of the Secure Local Area Network (LAN) design to ensure high availability and operational continuity for all critical network infrastructure including network equipment, data center, registration system and webcast equipment.
3.2.3.1 A well-distributed and fully documented power supply architecture shall be implemented, incorporating uninterruptible power supply (UPS) systems for all critical active components.
3.2.3.2 A well-distributed and documented power supply with UPS system for all critical active components including webcast equipment.
3.2.3.3 All UPS systems shall be capable of sustaining power supply for a minimum of 30 minutes in the event of power outage.
3.2.3.4 All UPS units to be securely mounted inside the network racks.
3.2.3.5 Provision of all necessary certified power cables, adapters, and electrical connections/outlet cables.
3.2.3.6 UPS system shall include IP-based monitoring functionality to be provided, including monitoring system software and shall be manageable by ICT and continuously monitored by the NOC.
3.2.3.7 Clearly documented electrical power management.
3.2.3.8 Only certified power cables can be used in all areas.
3.2.3.9 In case an active equipment (AV and ICT) has two power supplies, one must be connected to UPS while the other one to direct power.
3.2.3.10 Two energy sources must be provided for all network racks.
3.2.3.11 To ensure high network availability, all network/av equipment must have dual power supplies, one connected to UPS and the other one connected to direct power source.
current standards with controller-based functionality, modern encryption, high availability, and performance, 802.11 a/g/n/a/ax and latest Wi-Fi 6E/7 standard on 2.4, 5 and 6 GHz frequency, PoE-enabled access points with clean-air technology and very high-density support. Usage of stadium-type or directional antenna and other external antennas should be considered for internal high-density zones such as plenary rooms. The use of European regulatory domain (-E domain) to provide broad range of frequencies to avoid high channel utilization. Wireless LAN to be configured in line with the requirements outlined in annex V. A preferred solution is Cisco with the latest solutions such as Catalyst 9800, Cisco Catalyst center and DNA Spaces. Signs with information on Wi-Fi availability should be provided around the Conference area.
3.3.2 The Government shall be responsible for monitoring radio frequencies and rogue access points (including those that may be brought onto the venue by the media or other Participants) that may interfere with the proper functioning of the wireless LAN (Wi-Fi). If the venue is near the airport, the airport authority shall be consulted to prevent any Wi-Fi frequency interference with the airport radar.
3.3.3 A comprehensive site survey shall be conducted prior to the design and deployment of the Wi-Fi network to ensure optimal coverage, capacity, performance, and security. The site survey shall assess physical layout, building materials, sources of interference, user density, and expected traffic patterns, and shall inform access point placement, channel planning, power levels, and redundancy requirements. The findings of the site survey shall be documented and used as the basis for the final Wi-Fi design and deployment plan, subject to review and approval by the ICT secretariat.
3.3.4 All access points and other networking equipment shall be installed securely such that it is protected against malicious tampering.
3.3.5 The wireless LAN shall be configured and supported by highly capable and experienced Wi-Fi engineers for high-density and Conference environment.
3.3.6 Deploying network access control through 802.1x, utilizing robust and reliable systems like Cisco ISEs, is part of the network security strategy. Network authentication options may include certificate-based, account-based, and/or mac-address, and this will also extend to conference wireless network.
The local infrastructure shall be implemented as a domain-based network using Microsoft Active Directory. Two separate networks will separate a security domain for UN secretariat and the COP network. The secretariat ICT will be responsible to manage a secretariat owned Active Directory named "unfcc.net". A dedicated and securely configured Domain Controller named "copxx.local" shall be deployed to support the Participant Conference network, enabling
centralized user account management, access control, and security policy enforcement through Group Policy Objects (GPOs). All laptops and other applicable endpoint devices provided for use during the Conference shall be joined to the Active Directory domain and shall be managed and controlled by the Domain Controllers, including the application of security baselines, configuration policies, software updates, and access restrictions. The Active Directory environment shall be designed to ensure high availability, resilience, and compliance with ICT security requirements, with appropriate logging, monitoring, and administrative controls in place.
Primary and secondary server rooms shall be designed in accordance with industry standards for high availability (business continuity), security, and resilience. The facility will incorporate redundant power (dual feeds, UPS, and backup generators), cooling (N+1 configuration), server farm cluster, firewalls, network connectivity (redundant core switches and multiple Internet links) to ensure continuous operation. The server room will be secured with controlled access and monitoring (CCTV) according to TIA-942 standard, utilize structured cabling and airflow management, and host virtualized servers and redundant storage for high availability. Centralized monitoring and on-site technical support will be provided to ensure stable, uninterrupted services throughout the event.
The two server-rooms shall be located at minimum distance of 500m apart to ensure enough redundancy. Each server room shall provide adequate space to accommodate at least two (2) server racks and four to six network and patch panel racks and other equipment such as UPS units and cooling systems. Primary server room must be situated within proximity to the Network Operations Center (NOC).
The Network Operations Center (NOC), which shall also house the Security Operations Center (SOC), will serve as the central control for monitoring, managing, and maintaining the Conference's ICT systems and network infrastructure. The NOC/SOC will provide real-time visibility into network performance, security logs and events, and service availability, enabling proactive incident detection, rapid troubleshooting, and coordinated response to any disruptions.
The facility shall be equipped with a high-resolution video wall equivalent to 40 screens, allowing simultaneous monitoring by ~40 support engineers in different area, with role-based access controls to ensure that only authorized personnel can interact with specific data and systems.
Its design shall ensure continuous operational oversight throughout the Conference, supporting the delivery of highly available, secure, and resilient network and IT services.
A Secure Printing Solution shall be implemented to support the confidential and controlled printing needs of the Conference participants and secretariat staff while reducing the risk of information leakage and operational inefficiencies. The government shall provision two systems of secure printing separating "staff" and "participant" systems to ensure the independency and security. The solution must be robust, secure, reliable, and highly available from the recognized vendor such as Papercut and Uniflow. The solution must include software, licenses, and support throughout the POC, deployment and operation.
| Send print requests to print@cop.xx |
| Receive OTP in inbox, Latency < 1 minute |
| One Job - One OTP |
| OTP deleted after login |
| OTP deleted after job is released |
| Delay after entering the code < 10s |
| Max number of pages per print job: 50 |
| Number of copies: 1, with NO possibility to change |
| Notification by email in case number of pages is exceeded. |
| Accepted file formats (. Doc, PDF, XLS, jpg, jpeg, png) |
| Default two-sided with NO possibility to change |
| OTP pops-up with a message to close within 20 seconds |
| No job will be sent before the pop up close |
| Job will be cancelled if the pop-up stays open for more than 20 sec |
| One Job - One OTP |
| OTP deleted after login |
| OTP deleted after job is released |
| Max number of pages per print job: 50 |
| Number of copies: 1, with NO possibility to change |
| Notification in case number of pages is exceeded. |
| Print from PDF |
| Print from Doc |
| Print from Excel |
| Print from PPT |
| Print from Outlook |
| Default two-sided with possibility to change from App |
| Default two-sided with possibility to change from device |
| Scan to Email |
| Scan to user OneDrive |
| Default 300 DPI with possibility to change |
| Copy default B/W with possibility to change |
| Default two-sided with possibility to change |
| Pool job using HQ code |
| Hide user code |
| Intuitive interface |
| Scan-To-USB |
| Print from USB |
| Stappled printout |
| Possibility to map print queue via GPO |
5.1.1 The Government shall, at its own expense, appoint and make accessible to the secretariat English-speaking qualified technical staff to design, test, install, document, maintain, support, and dismantle the network and all its components. The team shall be placed under the general supervision of the secretariat. As per the bill of quantity (ICT) below, all services shall be organized on site and in shift arrangement within the established service period, and all technical staff shall be English speaking and available to work shifts.
5.1.2 Technical staff shall be provided with easily identifiable clothing/uniform - such as a plain, unbranded vest with the words "ICT Support" clearly printed on the front and back - to make them more visible and distinguish them from Participants. See the bill of quantity (ICT) below for further information.
5.1.3 All technical staff support services shall be available on weekends and holidays unless agreed otherwise with the secretariat.
5.1.4 Depending on the service area, on-site support shall be available from 07:30 to 22:00 hrs. for the duration of the Conference unless specified otherwise (e.g., during the high-level segment). Remote monitoring shall be in place outside normal working hours, with an
appropriate alert system able to coordinate with the monitoring efforts of cyber security experts.
5.1.5 From 22:00 to 07:30 hrs. a sufficient number of technical staff should be present in NOC and alert the technical staff responsible in case of failure of services.
5.1.6 The secretariat shall provide application support for its own systems used during the Conference (e.g., registration, security scanning and control, document editing, document management and publishing, secretariat website maintenance, meeting management and scheduling).
5.1.7 On-site support shall also be made available for specific teams during planning, POC, set-up, operations, and decommissioning (including secure sanitization of IT equipment) as agreed with the Conference planning teams.
5.1.8 More specific technical requirements and estimated effort required are included in the Bill of quantity (ICT).
6.1.1 A minimum of 3 years' experience working in a multicultural, multi-gender enterprise environment,
6.1.2 Work independently and in teams,
6.1.3 Be able to analyze and troubleshoot issues and prepare technical reports, and
6.1.4 Have a working knowledge of English.
For overview, please refer to Addendum of tables, Table 9
6.1.5 Expertise in operating systems and related software, including Microsoft, Windows, UNIX (e.g., Linux), ESX VMWare, and secure printing.
6.1.6 Applicable certifications: Microsoft Certified Solutions Expert (MCSE); Microsoft Azure Infrastructure and Deployment, VMware Certified Advanced Professional 5 - Data Center Administration (VCAP5-DCA); etc.
6.2.1 Expertise preferably provided on-site by Internet service provider.
6.2.2 Expertise in Internet service management, including monitoring, troubleshooting and traffic analysis.
6.2.3 Service to be provided in shift arrangement within the established service period, with monitoring outside the service period.
6.3.1 Proven experience in the deployment and management of FortiGate firewalls in complex high-usage network environments.
6.3.2 Sound knowledge of LAN and WAN planning, design, deployment, and integration and troubleshooting network-traffic-related incidents.
6.3.3 Service to be provided in shift arrangement within the established service period, with monitoring outside the service period.
6.3.4 Daily reports to be provided on usage and issues observed; and
6.3.5 Applicable certification: FortiGate Certified Security Expert or certification for Firewall provided.
6.3.6 The experts should preferably be provided by the principal vendor and have direct access to a vendor's TAC.
6.4.1 Professional expertise, with proven experience in deployment of ICT at large events.
6.4.2 Sound knowledge of LAN/WAN and dot1x related planning, design, deployment, integration, and support.
6.4.3 Network expert must have knowledge with Cisco and other related network technologies such as routing, switching, spanning tree, dhcp, snmp, netflow, Cisco Prime, Cisco DNAC, SDA network etc.
6.4.4 Network security expert must have knowledge of security related products like Cisco ISE, Cisco Umbrella, dot1x, tacacs and radius.
6.4.5 Service to be provided in shift arrangement within the established service period, with monitoring outside the service period.
6.4.6 Adequate number of cabling personnel to cover all cabling/patching requirements; and
6.4.7 Applicable certifications: CCNP; Cisco Certified Network Associate (CCNA); Cisco Certified Internetwork Expert (CCIE).
6.4.8 The experts should preferably be provided by the principal vendor and have direct access to a vendor's TAC.
6.5.1 Professional expertise with proven capability and experience in deployment of wireless infrastructure at large events/conferences in high-density, complex, and large environment to provide best Wi-Fi experience to the users.
6.5.2 Sound knowledge of Cisco wireless technology and radio frequency, including planning, design, deployment, integration, and optimization.
6.5.3 Familiarity and experience with Cisco and other tools related Wi-Fi network technologies including management software such as Cisco DNA center, Cisco DNA Spaces, Cisco Prime, Ekahau site survey tools etc.
6.5.4 Service to be provided in shift arrangement within the established service period, with monitoring outside the service period.
6.5.5 Experts expected to work with the national frequency management authority using modern Wi-Fi analyzers to monitor and maintain a reliable Wi-Fi environment and intervene as appropriate; and
6.5.6 Applicable certifications: CCIE Enterprise Wireless; CCNA; CCNP; CCIE.
6.5.7 The experts should preferably be provided by the principal vendor and have direct access to a vendor's TAC.
6.6.1 Preferably provided by the equipment supplier/vendor.
6.6.2 Responsible for set-up and installation of all equipment as well as PC imaging/cloning, maintenance, replacement, and dismantling (including secure sanitization of IT equipment) and
6.6.3 Familiarity with Microsoft SCCM, Microsoft Intune, or similar systems.
6.7.1 User groups: secretariat staff, computer centers, media center, Wi-Fi users and Participants in general, except those under commercial services.
6.7.2 Limited support to be provided to the core team upon arrival.
6.7.3 All support/service desk/steward/ess to be on site one week before the start of the pre-sessional workshops and Conference.
6.7.4 Each support shift to include two Microsoft Office Specialists certified in Microsoft Office programs and Windows operating systems:
6.7.4.1 Familiarity with issue ticketing systems (registering, issuing, and tracking IT support requests).
6.7.4.2 Familiarity with all operating systems and software being deployed at the Conference, including Windows 10, Microsoft Office 365, and tablets (e.g., 2-in-1 devices).
6.7.4.3 Troubleshooting first-level network connectivity issues and standard ICT office peripherals, such as printers, tablets, and scanners.
Non-human resources, such as equipment, software, licenses, and electricals (one lot refers to a sufficient number of units; the exact number should be discussed based on projected participation size of Conference facilities, layout, and design).
See Addendum of tables, Table 8
The Government shall appoint an ICT Project manager to oversee operational implementation, including:
8.1.1 Participate as a member of the Government organizing team,
8.1.2 Serve as the liaison with the UNFCCC secretariat,
8.1.3 Reporting progress and issues regularly to the secretariat
8.1.4 Be available as of the first technical mission and until the end of the project;
8.1.5 Be responsible for project management, including documentation and project tracking, and work in coordination with the overall COP Project Manager;
8.1.6 Be familiar with project management tools such as Microsoft Project;
8.1.7 Be responsible for overseeing shift arrangements within the various support teams and keeping the secretariat Project Manager up to date on all project-related issues;
8.1.8 Have demonstrable experience with projects of a similar scale and complexity; and
8.1.9 Hold a project management certification such as PMP, Prince2 or equivalent.
1.1.1 Ensure a comprehensive understanding of UNFCCC archiving requirements, liaise with Administration and Operations division for clarification sessions as necessary.
1.1.2 Ensure the availability of adequate personnel and equipment to provide archiving services for all required meetings.
1.1.3 Ensure that all technical staff possess the requisite specialized competencies, including post-production and video-editing skills, analytical and troubleshooting abilities, report-writing skills, and a working knowledge of English.
1.1.4 Ensure full compliance with UNFCCC archiving requirements throughout the event.
1.1.5 Coordinate with Administration and Operations division on the design, configuration, and testing of systems, archiving setups, and archiving processes, and obtain formal approval before deployment.
1.1.6 Oversee service delivery to ensure all archiving files are complete, accurate, properly labeled, and meet required technical standards.
1.1.7 Ensure the timely submission to Administration and Operations division of all archival files, no later than four hours following each meeting.
1.1.8 Respond promptly to all inquiries related to archiving services throughout the conference, including the pre-sessional period.
1.1.9 Coordinate the immediate resolution of any technical issues or identified deficiencies.
1.1.10 Ensure proper handover to Administration and Operations division of all hard drives containing the complete set of archival files at the conclusion of the conference.
1.2.1 The archiving service provider shall review all requirements specified in the annexes to the Host Country Agreement and seek clarification from Administration and Operations division when needed.
1.2.2 The service provider shall design the archiving service to ensure that adequate personnel and equipment are available for effective delivery.
1.2.3 The service provider shall submit the archiving system configuration, workflow diagram, and archiving specifications to Administration and Operations division for review and approval prior to implementation.
1.2.4 Archiving systems, processes, and service configurations shall be tested and validated in coordination with Administration and Operations division. Administration and Operations division will provide testing criteria sufficiently in advance of the COP. Any issues identified
during testing shall be addressed through appropriate adjustments or reconfigurations, allowing adequate time for completion before the start of COP.
1.2.5 Archiving systems and processes may be operationalized only upon receipt of formal authorization from Administration and Operations division.
1.2.6 Audio and video archive material shall be delivered to Administration and Operations division within four (4) hours after the conclusion of each meeting, in accordance with the archiving requirements specified in the UNFCCC official booking system.
1.3.2 For all other meeting rooms not managed by the host broadcast company,
1.3.2.1 Audio archive materials of the floor and all interpreted languages shall be provided to Administration and Operations division in accordance with the minimum technical specifications outlined below.
o Format: WAV (uncompressed PCM)
o Sample rate: 48 kHz
o Bit depth: 16-bit or higher
1.3.2.2 Video archive materials for each meeting shall be provided in MP4 format, meeting the minimum technical specifications outlined below
| o Resolution | 1920x1080 |
| o Aspect Ratio | 16:9 |
| o Video frame rate | 25 fps |
| o Video bitrate | 10 Mbps |
| o Color Sampling | 4:2:0 |
| o Audio codec | AAC |
| o Audio sampling freq | 48 kHz |
1.3.3 Each archiving file shall contain only one meeting recording, covering the entire duration from the official start to the official end. Recordings shall be split into separate files when extended breaks occur.
1.3.4 All archival materials shall be accurate, correctly labelled, and of adequate technical quality.
1.4.1 Archival files shall be labelled and organized in accordance with the naming conventions and filing structure provided by Administration and Operations division.
1.4.2 Files shall be segregated according to their designated information-sensitivity categories, with appropriate access controls implemented to prevent unauthorized access.
1.4.3 The service provider shall grant Administration and Operations division read-only access to all archival files stored on the provider's server through dedicated bandwidth, in addition to the bandwidth allocated for conference operations.
1.4.4 All archival files shall be uploaded to the host server storage for access by Administration and Operations division no later than four (4) hours following the conclusion of each meeting.
1.4.5 Sufficient network cabling shall be provided to connect the workstation of Administration and Operations division on-site office with the host server storage.
1.4.6 Any errors reported by Administration and Operations division shall be analyzed and resolved within two (2) days of notification.
1.4.7 A daily meeting shall be held with Administration and Operations division to review identified issues, report on resolution progress, and discuss any required corrective actions.
1.4.8 An official MS Teams communication channel shall be established for efficient information exchange and status updates between Administration and Operations division and Government service provider.
1.4.9 At the conclusion of the conference, the service provider shall deliver to the Administration and Operations division one complete set of hard drives containing all meeting recordings intended for archiving, including all video content, floor audio, and all interpretation channels.
1.4.10 All data stored on the hosting server(s) shall be securely purged at the end of the conference, under the authorization and supervision of Administration and Operations division.
Full name: the United Nations Framework Convention on Climate Change Short name: the Climate Change Convention Second reference name: the Convention Third reference name: United Nations Climate Change (used for promotional purposes) Acronym: the UNFCCC
Full name: the secretariat of the United Nations Framework Convention on Climate Change, the Kyoto Protocol, and the Paris Agreement Short name: the United Nations Climate Change Secretariat Second reference name: the secretariat
Full name: the Kyoto Protocol to the United Nations Framework Convention on Climate Change Short name: the Kyoto Protocol
Full name: the 31 session of the Conference of the Parties to the United Nations Framework Convention on Climate Change Short name: the UNFCCC Conference of the Parties Second reference name: the Conference of the Parties Acronym: COP 31
Full name: the 21 session of the Conference of the Parties serving as the meeting of the Parties to the Kyoto Protocol Acronym: CMP 21
Full name: the 8 session of the Conference of the Parties serving as the meeting of the Parties to the Paris Agreement Acronym: CMA 8
General name: United Nations Climate Change Conference (only for use in public information releases) Acronym: COP 31/CMP 21/CMA 8
Full name: The Government of the Republic of Türkiye Short name: the Government
For communications and outreach purposes, the Conference is called the "United Nations Climate Change Conference in 2026, in Antalya".
The specification for the Conference design and co-branding should follow the UNFCCC Conference branding guidelines. Conference design and co-branding require approval by UNFCCC.
The Government, as Host Country, shall ensure that all workforce (including Host Country Support Staff, Volunteers, Technical staff), invitees, authorized personnel, and any individuals requiring access to the Conference Blue Zone are registered and accredited efficiently, reliably, and in accordance with the Host Country Agreement (HCA).
The Government shall appoint a Registration Focal Point as the primary contact for all registrationand accreditation-related matters. The Registration Focal Point shall:
2.1.1 Participate as a member of the Host Country Organizing Team.
2.1.2 Serve as the liaison with the UNFCCC secretariat.
2.1.3 Ensure the timely submission, verification, and approval of registration requests.
2.1.4 Oversight of all registration personnel
2.1.5 Coordinating with Government security services for vetting processes.
2.1.6 Coordinating with the Government agencies and institutions on establishing a process for registration of Host Country Guests.
The Government shall establish a Registration coordination and operations team responsible for:
2.2.1 Verification and clearance of submitted personal information.
2.2.2 Maintain a secure, up-to-date database of all registered and accredited personnel.
2.2.3 Being present during the sessional period to resolve real-time issues related to Government personnel registration and the vetting process.
2.2.4 Communication with the secretariat team on special cases related to workforce and technical personnel registration
2.2.5 Coordinating registration with accommodation, security, workforce, transportation, venue management, and other operational streams.
2.2.6 Ensuring the delivery of required operations of registration personnel and resources
3.2.1 The Government shall ensure that all workforce (Host Country Support Staff, Volunteers, Technical staff) submitted through the secretariat Online Registration System (ORS) have been vetted and cleared by its national security authorities prior to transmission to the secretariat.
3.2.2 All personal data for Government-registered individuals must be submitted through the ORS to ensure timely processing and issuance of badges.
3.2.3 The Government shall ensure that all security support staff are recruited in a timely manner, vetted by the appropriate security authorities, and handed over to UNDSS for submission to the ORS.
3.2.4 The Government, in close coordination with the UNFCCC secretariat, shall establish a dedicated process to ensure authorized personnel can access the venue before the area comes under UNDSS control for Blue Zone.
3.3.1 The Government shall submit to the UNFCCC, at least six (6) weeks before the start of the Conference, the full list and details of all technical staff, invitees, and authorized personnel requiring access to the Blue Zone.
3.3.2 The UNFCCC secretariat shall work with the Government, in good faith, to accommodate late submissions if justified by delayed employment, contracting, or assignment.
Registration and accreditation arrangements shall align with project management principles, including early planning, risk mitigation, defined ownership, monitoring, reporting, and close cooperation with the UNFCCC secretariat.
The Government shall prepare a Registration operational plan in coordination with the secretariat. The plan shall include:
4.1.1 Registration timelines and milestones.
4.1.2 Processes for regular, late, or emergency registrations.
4.1.3 Interdependencies with accreditation, workforce planning, security, and venue readiness.
4.1.4 Monitoring and reporting mechanisms.
4.1.5 Contingency arrangements for system outages or equipment failure.
The Government shall appoint a Registration Project manager to oversee end-to-end operational implementation, including:
4.2.1 Managing timelines, deliverables, and interdependencies.
4.2.2 Ensuring functionality and readiness of registration facilities and systems.
4.2.3 Coordinating with Registration coordination team on technical personnel registration
4.2.4 Reporting regularly to the secretariat and Host Country Organizing Team.
4.2.5 Coordinating the process for access control before and after the period when it is not under UNDSS control.
The Government shall ensure that clear and timely information is provided to all internal departments contributing personnel, including:
Registration procedures and deadlines.
Required personal data and documentation.
Security vetting requirements.
Badge collection procedures.
UNFCCC secretariat shall provide:
Updates on ORS functionality, deadlines, and any procedural changes.
Notifications on registration exceptions or eligibility issues.
Training and support for Government registration counterparts and registration clerks
Statistical reports and other registration-related updates.
Effective communication channels shall be maintained between the Registration focal point, Government security authorities, workforce management, and the secretariat.
The Government shall provide, at its own cost, all physical and technical materials necessary for Conference registration and accreditation, including:
67mm (h) x 99mm (w)
Pre-punched 5mm clip hole
Security hot stamp "UNFCCC" (grey/silver/metallic)
99mm (h) x 67mm (w)
Pre-punched 5mm clip hole
Security hot stamp "UNFCCC" (grey/silver/metallic)
Pantone 2925 C.
Cord width minimum 20mm.
Printed "UNFCCC" and website in white on blue background, with optional COP logo.
The Government shall provide registration printers, and all related equipment as specified in Addendum of tables, Table 8
including backup units and consumables.
The Government shall fund enhancements to the ORS, analytics module, and any required integration with other Government platforms (e.g., checking participant registration for visa purposes) to ensure operational efficiency.
The approach, deliverables, and timelines for these enhancements shall be finalized jointly with the secretariat by 30 April 2025.
8.1.1 Potential registration-related risks, including security clearance delays, incomplete data, or late personnel changes, shall be identified early, and addressed jointly with the secretariat.
8.1.2 If a registrant cannot be cleared or processed due to legal or security restrictions, the Government shall immediately notify the secretariat.
8.1.3 Unresolved issues may affect Government compliance under the Host Country Agreement.
The Government shall establish procedures for:
8.2.1 Expedited registration for urgent operational needs.
8.2.2 Exceptional cases requiring senior level approval.
8.2.3 Emergency accreditation solutions if systems fail.
Regular coordination meetings shall be held between the Government, the secretariat, and relevant operational stakeholders (including venue, security, and ICT teams) to ensure seamless registration operations.
The Government shall maintain a central registration monitoring system to track submissions, approvals, exceptions, and processing times.
Regular statistical reports shall be provided to the secretariat throughout the preparatory period, with more frequent reporting as required during peak phases.
Deviations from agreed timelines, processing failures, or security-related issues shall trigger a corrective action process coordinated with the secretariat to ensure uninterrupted Conference operations.
The Government, as the Host Country, shall ensure that all Conference Participants, including Party delegations, observers, United Nations personnel, media, civil society, youth, and other stakeholders, are able to obtain visas efficiently, reliably, and free of charge. Visa arrangements must comply with the Article 11 of the Host Country Agreement (HCA).
The Government shall proactively anticipate visa timeframes and deadlines, including both traditional consular visas and electronic visas (e-Visas). The Government shall take all measures to expedite visa processing and prevent delays that could impede participation.
The Government shall establish an internal Visa coordination team to ensure:
2.1.1 Verification of submitted documentation.
2.1.2 Consistency in issuing visas.
2.1.3 Communication with the secretariat on potential issues affecting participant eligibility.
2.1.4 Alignment with accommodation, and other logistical arrangements.
The Government shall provide visas to participants from all countries requiring a visa for entry, in accordance with Article 11 of the HCA.
3.2.1 In accordance with Article 11 of the HCA, once a participant is registered in the UNFCCC Online Registration System and has submitted 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, the visa shall be issued within seven (7) working days.
3.2.2 Visa provision shall prioritize online visa issuance is feasible to reduce participant burden, recognizing challenges such as lack of local consular access.
3.2.3 If e-Visas or consular processing are not possible, the Government shall provide for visa issuance at ports of entry, ensuring coordination between port authorities, airlines, and the secretariat to prevent disruptions.
3.2.4 Visas shall be issued free of charge, with fees or costs absorbed by the Government, including any associated administrative processing.
3.2.5 All visa processing shall be in line with established procedures and Article 11 of the HCA, while balancing the operational needs of the Conference.
The Government shall develop a Visa operational plan in coordination with the secretariat, including:
4.1.1 Timelines for early notification to participants regarding visa requirements,
4.1.2 Processing deadlines for all categories of participants,
4.1.3 Contingency measures for late arrivals or emergency requests,
4.1.4 Interdependence with accommodation, transportation, accreditation, and security arrangements,
4.1.5 Monitoring and reporting mechanisms to track visa issuance, delays, or exceptions.
The Government shall appoint a Visa Project manager to oversee operational implementation, including:
4.2.1 Participate as a member of the Host country organizing team,
4.2.2 Serve as the liaison with the UNFCCC secretariat,
4.2.3 Ensuring timely issuance of visas, issue resolution and coordinating with consulates, embassies, and ports of entry,
4.2.4 Reporting progress and issues regularly to the secretariat,
4.2.5 Maintaining a secure and confidential record of visa applications,
4.2.6 Regular coordination meetings shall be held between the Government, consular authorities, port authorities, and the secretariat to ensure seamless visa operations and address emergent issues.
The Government shall provide participants with:
5.1.1 Clear information on visa requirements, application procedures, and deadlines,
5.1.2 Instructions on document submission and identification verification.
5.1.3 Guidance on travel, airport entry procedures, and any special arrangements for dignitaries.
The UNFCCC secretariat shall provide the Government with:
5.2.1 Updates on registration changes that may affect visa issuance,
5.2.2 Notifications of any special requirements or exceptions.
5.2.3 Effective communication channels shall be maintained between the Visa focal point, accommodation team, port authorities, and the secretariat to mitigate potential disruptions.
Potential visa issues due to national laws or restrictions shall be identified early and addressed in consultation with the secretariat.
Any delegation or participant unable to obtain a visa shall be flagged immediately.
Procedures shall be in place to handle exceptions, including expedited processing, diplomatic facilitation, or emergency arrangements at ports of entry.
Regular coordination meetings shall be held between the Government, the secretariat, and relevant operational stakeholders to ensure seamless Visa operations.
The Government shall maintain a central visa monitoring system recording applications, approvals, delays, and exceptions.
Weekly reports shall be provided to the secretariat, with real-time updates on critical issues affecting participant attendance.
The Government and the secretariat shall collaborate to overcome any problem arising from deviations from timelines in visa processing to ensure uninterrupted participation.
The Government shall ensure that adequate number of automatic teller machines (ATMs) are available within the Conference premises for the duration of the pre-sessional meetings and the Conference.
ATMs shall be fully operational with adequate cash supply, maintenance, and technical support to ensure uninterrupted service.
8.1.1 The Government shall ensure that necessary electronic infrastructure is in place to allow cashless transactions by the Participants within the Conference premises, either by using their credit or debit cards, and mobile electronic payment methods.
8.1.2 The infrastructure shall be tested and operational prior to the start of the Pre-sessional Meetings, with redundancy and contingency plans to avoid service disruptions.
A Financial services operational plan shall be developed in close cooperation with the secretariat, covering:
9.1.1 Deployment timelines for ATMs and electronic payment systems.
9.1.2 Interdependencies with venue operations, catering, retail, and participant services.
9.1.3 Responsibilities and accountability of the Government, service providers, and technical teams.
9.1.4 Risk assessments, including potential downtime, technical failures, and security issues, with mitigation measures.
9.1.5 Monitoring mechanisms and performance indicators to ensure timely deployment and operational continuity.
9.2.1 The Government shall designate a Financial services Project manager responsible for coordination, deployment, monitoring, and timely resolution of any operational issues related to ATMs.
9.2.2 Regular coordination meetings shall be held between the Government, service providers, and the secretariat to track progress, resolve issues, and ensure all financial services are fully operational in line with Conference timelines.
9.2.3 The Financial services Project manager shall submit regular status updates to the secretariat, including verification of ATM functionality, cash availability, and electronic payment readiness.
Any deviations from the operational plan n shall be addressed through a jointly agreed corrective action plan to ensure uninterrupted financial services during the Conference.
The Government shall maintain an incident reporting and response system to promptly resolve financial services disruptions or participant concerns.
Deviations from timelines, or failure to provide financial services, shall trigger a corrective action process coordinated between the Government and the secretariat.
To facilitate the provision of interpretation services at the conference, the Government shall appoint an interpretation service provider for delegations to request and contract bilingual interpreters, both inperson and remote, for their activities. The interpretation types to be serviced could be Simultaneous, Whispering, Consecutive, or Sign language.
The UNFCCC provides MS Teams meetings for virtual participation, including for those with interpretation. The provider shall inject the interpreted languages into these MS Teams meetings for all meetings with interpretation, irrespective of the providers of the interpreters and irrespective of in person or remote interpretation. The provider shall not have exclusivity right; participants and event organizers using remote interpretation services shall have the right to contract other service providers or use their own interpreters if they choose to.
The appointed provider shall engage professional high-level interpreters, who are certified at national or international level. International interpreters working either from/to English and/or French are preferred.
The services shall include all six (6) UN languages (Arabic, Chinese, English, French, Russian and Spanish) and as many other languages as possible.
The service shall be available for bookings via the Government Conference website at least six (6) weeks before the start of the sessions to receive and process advance requests by delegations and requests by the secretariat for its own pre-sessional meeting as referenced in Annex I, Facilities for pre-sessional meetings
The above-mentioned interpretation section should include an online SI/RSI booking form, and should state the services rates list, the overtime policy, the cancellation policy and any other relevant terms and conditions or guidelines.
The appointed provider shall timely respond and process requests for cost estimates and services, book and appoint interpreters, process interpreters' registration to the Conference via the Government and manage interpreters' assignments during the Conference in a professional manner.
The appointed provider will be requested to staff and equip for the duration of the Conference the commercial interpretation service counter space available for this purpose in the Service hub Annex 1, paragraph 10.1.4.5.
Pursuant to Article 3, paragraph 9, of the Host Country Agreement, the Government shall bear all transport costs, insurance charges and related expenses for the shipment, from the United Nations offices in Bonn to the site of the Conference and back, of all supplies and equipment required for the adequate functioning of the Conference.
The Government shall appoint a freight forwarder (“shipper”) to operate the warehouse and handle the reception, storage and distribution of shipments and consignments arriving to the Conference venue, including shipments and consignments from other freight forwarders contracted by Conference Participants.
The system established for processing of shipments and consignments, will be described in a document titled “shipments and consignments” which will be produced jointly by the appointed shipper and the secretariat.
The shipper shall set up an office at the Conference premises to handle on-site enquiries and delivery requests.
3.1.1 Be a freight forwarder company capable of handling domestic and international transport (by air, sea, land, or rail).
3.1.2 Be capable of conducting customs-clearance services and on-site handling for UNFCCC and exhibitors' consignments.
3.1.3 Assist with the complete temporary import customs procedures for customs invoices and necessary paperwork.
3.1.4 Have a worldwide network of experienced and specialized agents to manage all consignments sent to a designated warehouse for the Conference.
3.1.5 Offer a comprehensive freight handling service, including reception, storage and delivery of goods, unloading goods from transport vehicles by forklift truck, or other appropriate
methods, and collecting and reloading them onto transport vehicles again after the Conference; and offer sufficient storage space and staff to collect and store empty cases/boxes and return them, if required, after the Conference for repacking and transport to the country of origin.
The secretariat's equipment and materials for shipment shall be readily packed in solid file boxes (60 x 30 x 35 cm, up to 15 kg) or solid flight cases of various dimensions. The packed equipment and materials shall be deposited in and returned to central points at both shipment destinations. Therefore, the shipper shall not be responsible for packing/unpacking or in-house collection/distribution.
The shipper shall organize point-to-point pick-up from UNFCCC office premises in Bonn, Germany, and deliver to the Conference venue(s) and vice versa, including loading and unloading.
The shipper shall provide for collection and delivery a sufficient number of qualified and physically suitable/capable personnel with sufficient command of the English language. If costrelevant, the shipper shall define regular and irregular working days/hours of the personnel engaged.
The shipper shall handle all consignments and deliveries on site in close cooperation with the secretariat and provide necessary statistics as requested.
The shipper shall designate one contact person/focal point in the shipper's office responsible for the entire work order.
The shipper's management/supervisor shall meet with the secretariat's designated focal point for briefing and shall fully instruct his/her personnel before each shipment.
The shipper shall provide one storage facility (approx. 200 sqm) inside the Conference venue and operate an office (a designated consignment counter with two workspaces) accessible to all Conference Participants.
The shipper shall provide a second, warehouse facility outside the Conference venue, to receive incoming delivery during regular working hours. The service by the shipper will include the transfer of received goods from the external warehouse to the storage facility inside the Conference venue (Blue Zone) on daily basis (or upon request), during night-time (from 22:00 to 06:00 hrs.).
The shipper shall provide adequate vehicles for shipments of various sizes, with cargo lift, including a truck with hydraulic platform that can accommodate more than 500 kg.
The shipper shall provide additional equipment such as pallets, pallet shifters/forklifts, wrapping and fixation materials for containers and furniture and trolleys. In addition, the shipper shall provide at least one forklift and five pallet lifters capable of handling 2,000 kg each.
The shipper shall use the fastest, most direct, economical, and environmentally friendly mode of transportation from Bonn, Germany, to the designated warehouse for the Conference, and vice versa.
The shipper shall have the ability to conduct customs clearance paperwork, clearly distinguishing items to be returned to the secretariat in Bonn, Germany, from those items for other Participants.
The shipper shall have experience in handling shipments for conferences, trade fairs or other large events.
The shipper shall have experience of handling United Nations shipments and implementing customs procedures and other exemptions for United Nations property.
Full indemnification shall be provided for the secretariat against damage to or loss of its property by the shipper or delays or failures by the shipper.
7.2.1 Full-coverage insurance shall be provided for any loss or damage to secretariat property (technical equipment, conference and registration equipment, documents and office supplies, exhibition materials, etc.) during transport, pick-up and/or delivery.
7.2.2 Full legal-liability insurance shall be provided.
Freight flow: Outbound Address: UN-Campus, Platz der Vereinten Nationen 1, 53113 Bonn, Germany Pick-up date: August-September 2026 Arrival date: September 2026 Delivery address: Designated warehouse for the Conference Estimated weight: 1,000 kg tbc Estimated volume: 12 m³ tbc
Freight flow: Outbound Address: UN-Campus, Platz der Vereinten Nationen 1, 53113 Bonn, Germany Pick-up date: September-October 2026 Arrival date: October 2026 Delivery address: Designated warehouse for the Conference Estimated weight: 2,000 kg tbc Estimated volume: 30 m³ tbc
Freight flow: Outbound Address: UN-Campus, Platz der Vereinten Nationen 1, 53113 Bonn, Germany Pick-up date: October 2026 Arrival date: November 2026 Delivery address: Designated warehouse for the Conference
| Estimated weight: | 2,500 kg tbc |
| Estimated volume: | 50 m³ tbc |
| Freight flow: | Inbound |
| Pick-up address: | Designated warehouse for the Conference |
| Pick-up date: | November 2026 |
| Arrival date: | November-December 2026 |
| Delivery address: | UN-Campus, Platz der Vereinten Nationen 1, 53113 Bonn, Germany |
| Estimated weight: | 5,500 kg tbc |
| Estimated volume: | 85 m³ tbc |
The Government shall, at its own expense, provide free-of-charge, climate-friendly shuttle transportation services for all accredited Conference Participants.
These services shall operate from the start of the pre-sessional meetings through the official closing of the Conference, ensuring continuous, timely, safe, and reliable access to and from:
Conference venues.
Designated hotels.
Official event locations; and
Other areas as mutually agreed with the secretariat.
Shuttle services shall be sufficiently frequent to accommodate expected participant flows and peak-time demand to avoid overcrowding and delays.
To the extent possible, the shuttle fleet shall consist of electric vehicles (EVs), hybrid vehicles, or other certified low-emission options, in support of the Conference's sustainability objectives. Where full deployment of low-emission vehicles is not feasible, the Government shall outline compensatory measures, phased adoption, or alternative sustainability practices in the Shuttle Operations Plan.
The Government shall ensure that the shuttle fleet includes adequate numbers of:
2.1.1 Buses.
2.1.2 Minibuses.
2.1.3 Electric, hybrid or other low-emission large-capacity vehicles preferred. Other vehicles only where necessary due to operational constraints and with accompanying justification.
2.1.4 Other appropriate large-capacity vehicles to meet the operational requirements identified in the first technical mission and subsequent planning sessions.
All vehicles shall: