26 – 30 November 2012, The Hague, the Netherlands

1. Date and Place

The 17th Session of the Conference of the States Parties (CSP-17) will be held from 26 to 30 November 2012 at the World Forum Convention Centre (WFCC), located at Churchillplein 10 in The Hague next to the OPCW headquarters. Additional meetings and functions may be held at the OPCW headquarters.

2. Provisions and Deadline for NGO Registration

Non-governmental organizations (NGOs) that wish to attend the CSP must apply to the Secretariat of the Conference by 19 October 2012 (see Accreditation, below). Applying NGOs should be engaged with issues of relevance to the Chemical Weapons Convention and acceptance will be decided on that basis. Permission to attend will be granted on the decision of the Conference pursuant to rule 33 of the Rules of Procedure of the CSP. Approved NGO will be entitled to:

1. Access to the WFCC following registration;
2. Access to open meetings of the CSP plenary sessions;
3. Access to the Open Forum;
4. Display spaces on-site at the WFCC;
5. Copies of official documents and statements will be distributed to NGOs during the CSP, except for Conference Room Papers and other draft documents.

This year there will be a strict observance of the deadline for submission of applications. Applications received after 19 October 2012 will not be considered under any circumstances.

3. NGO Events

NGO Exhibits – NGOs are allocated space in the corridors outside the plenary hall of CSP-17 in the World Forum Conference Centre for exhibits and dissemination of information materials. NGOs are asked to reserve a space, table, chairs and other needs by contacting: Mr Anders Pedersen, OPCW Media and Public Affairs, Tel: +31 (0)70 416 3722, anders.pedersen@opcw.org   Set-up will take place Sunday, 25 November. NGOS are kindly requested to provide the Media and Public Affairs branch one copy of all information materials they intend to distribute prior to their placement on tables.

Open Forum – On the sidelines of CSP-17 there will be an informal Open Forum where NGOs have the opportunity to present on CWC-related issues to Conference delegates, TS staff and other stakeholders. The date is still to be confirmed and will be provided as soon as it is available. Meanwhile, NGOs that are interested to make presentations should contact Mr Michael Luhan, Head/Media and Public Affairs, Tel: +31 (0)70 416 3710 or +31 6 5356 8512, Email:  michael.luhan@opcw.org

NGO Booklet – The Media and Public Affairs branch will publish a booklet with background information on all registered NGOs in the 17th Session for distribution to all Conference participants. Information for the booklet will be taken from the NGO registration forms and can be augmented with logos, photos and other visuals provided with the registration forms.

4. Accreditation

NGOs are requested to submit an application for accreditation that must include the following: names of the delegation, a mission statement or summary of work that includes information on the organization’s purpose, programmes and activities related to the scope of the Conference.

The application form is available online at or may be obtained by contacting the OPCW Media and Public Affairs Branch. The completed application may be sent by email, fax or post to the OPCW Director for External Relations and should be received no later than 19 October 2012.

Please bear in mind that due to enhanced security procedures, the names submitted will not be eligible for later revision. It is therefore advised that organizations submit the composition of their representatives only after careful review.

On the basis of this information, the Secretariat will prepare a list of NGOs for a decision on participation by the Conference. NGOs will receive advance confirmation that their documentation has been received in order and the name of their organization will be included in the list for submission to the Conference. Such notification will be deemed as provisional accreditation and each member of the NGO’s delegation must produce this notification during the registration process.

A recommendation on which NGOs should be accepted for participation will be made by the General Committee three weeks in advance of the Conference and immediately communicated to all applicants to allow time to confirm travel and hotel arrangements.

5. Registration and Issuance of Identification Badges

All NGOs should register as soon as possible after they arrive in The Hague. For participants who arrive early, pre-registration will be possible from 10:00 to 18:00 on Friday, 23 November 2012 in the reception area of the OPCW headquarters. The registration desk at the WFCC will be open from 10:00 to 18:00 on Sunday, 25 November 2012, and thereafter throughout the Conference from 08:00 to 18:00.

When registered, all NGOs will be issued an OPCW security badge for the 17th Session of the Conference. Security badges must be worn at all times in the Conference area and in official OPCW venues other than the WFCC.

6. Access to Documentation

Copies of official documents and statements will be made available to NGO representatives attending the Session and will also be posted on the OPCW website as soon as available. Additional copies may be requested in person at the Documentation Counter opposite the World Forum Theatre.

7. Seating arrangements

Several rows of seats will be reserved for NGO representatives during the Open Debate segment of the Conference in the upper tier of the World Forum Theatre behind the section for State Parties, Signatory States and non-Signatory States.

8. Security screening and other measures

NGOs are advised that metal-detection and x-ray equipment will be installed at all points of entry to the WFCC and that all conference participants will be screened each time they enter the area. The Secretariat appreciates that these security measures may cause some inconvenience but wishes to emphasise that they are taken for the security of all those attending the Conference.

The use of cellular telephones, radio transmitters, recording devices, and cameras may be restricted in certain areas of the WFCC and other venues. Any such restrictions will be clearly posted.

Participants are reminded not to leave briefcases or any valuable items unattended in the meeting rooms. Participants are also advised to carry their valuables safely, especially at railway stations and while on public transport. Reports of Lost/Found items at the Conference should be brought to the attention of Security at their office on the first floor.

9. Visas

NGOs are responsible for obtaining any required visas for entry into the Netherlands, which may be obtained from diplomatic or consular missions of the Netherlands. NGO delegates whose country of residence does not have a consular mission of the Netherlands may obtain a visa from the mission of another country that is also party to the Schengen Agreement and that is responsible for issuing visas on behalf of the Netherlands.

If you require a Note Verbal to apply for a visa, contact Mr Anders Pedersen, tel: +31 (0)70 416 3722, anders.pedersen@opcw.org  before 19 October 2012.  Delegates who experience difficulties in obtaining a visa should contact the Secretariat's Protocol and Visa Branch, tel +31 (0)70 416 3553/3777, fax +31 (0)70 416 3044, or e-mail at protocol@opcw.org.

10. Contact information

Mr Michael Luhan
Head, Media & Public Affairs Branch
Tel: + 31 (0) 70 416 3710 or +31 6 5356 8512
e-mail: Michael.Luhan@opcw.org

Mr Anders Pedersen
Media and Public Affairs Clerk
Tel: +31 (0)70 416 3722
e-mail: Anders.Pedersen@opcw.org

Information on travel and accommodations, facilities available at WFCC, and other contact information are available in the Information for Delegates guidebook.