Approved non-governmental organisations (NGOs) are welcome to attend CSP-23 and RC-4.
Registration
The application process is now closed for NGOs interested in attending CSP-23 and RC-4.
Decision on application
The General Committee for CSP-23 and the General Committee for RC-4 are expected to review and decide on submitted applications by mid-September 2018, after which NGOs will receive an email notification. This timing is intended to allow sufficient time to make travel and visa arrangements.
Registration of previous NGO participants
NGOs approved to attend the 2017 Conference of the States Parties (CSP-22) are anticipated to be accepted to attend CSP-23 and RC-4.
This participation, however, is contingent upon the review and decision of the General Committee for CSP-23 and the General Committee for RC-4.
Visas
NGOs are responsible for securing any visas required for entry into the Netherlands. Visas may be obtained from consular missions of the Netherlands.
NGO representatives whose country of residence does not have a consular mission of the Netherlands may instead obtain a visa from the mission of another country that is party to the Schengen Agreement and is responsible for issuing visas on behalf of the Netherlands.
If a Note Verbale is required for the visa application, please contact OPCW Visa Section.
NGO Exhibits
Exhibition space is available for NGOs to showcase their activities and achievements in promoting the aims of the Chemical Weapons Convention (CWC).
As space is limited, NGOs should inform Conference Services of their wish to organise side events and exhibitions detailing the event requirements as soon as possible, and no later than Friday, 12 November 2018
- Side Event and Exhibition Request Form
- Phone: +31 (0)70 416 38 10
This form is also available in hard copy at the OPCW Documentation Counter. Side events and exhibitions are organised at no cost to the Organisation.
Frequently Asked Questions
Attending CSP-23 and RC-4
Do I have to apply separately for CSP-23 and RC-4?
No, only one application is sufficient to request participation in both events.
When will I be informed about the decision on my application?
By mid-September 2018, the General Committee for CSP-23 and the General Committee for RC-4 are expected to review and decide on submitted applications.
Afterwards, NGOs will receive notification by email.
This timing is intended to allow for sufficient time to make travel and visa arrangements.
I am from a developing country. May I receive financial support to participate in the Conferences?
Limited financial support for NGOs to attend CSP-23 and RC-4 is available from the OPCW (thanks to European Union funds) and the Chemical Weapons Convention (CWC) Coalition.
The OPCW will only support NGO representatives from developing countries who will attend at least three consecutive working days of the conference session (both a combination of CSP-23 and RC-4 days, or only RC-4 days are acceptable).
The OPCW financial support will cover travel, hotel accommodation and basic medical insurance; it will not cover a daily subsistence allowance.
The CWC Coalition may have different modalities for granting financial backing. Check with them directly (see below).
All NGOs interested in obtaining financial support should send a request to the CWC Coalition before 18:00 CET on Friday 10 August 2018.
Requests for financial assistance and questions about support from the CWC Coalition should be directed to Dr Paul Walker, Coordinator of the Chemical Weapons Convention Coalition.
What am I entitled to when my application is approved?
If your participation in CSP-23 and RC-4 is approved, you will be entitled to:
- access to open meetings of the CSP-23 and RC-4 plenary sessions at World Forum;
- access to the OPCW building for side events;
- receive official name tags, which must be worn within the World Forum and the OPCW building;
- use display space for literature and/or exhibits at designated sites;
- have access to public documents and statements of CSP-23 and RC-4;
- make statements on behalf of the NGOs during the designated section of the General Debate.
Documents
Will I have access to Conference documentation?
In line with the PaperSmart policy implemented by OPCW’s Conference Services Unit, the distribution of hard copies of public documents and statements has been discontinued. All Conference documentation will be posted on the OPCW website as soon as available.
Additional information about Conference documentation may be requested at the Documentation Counter located opposite the main Conference Hall of the CSP (World Forum Theatre).
How to register for a statement on behalf of my NGO during the Review Conference’s Plenary Session?
The Chemical Weapons Convention Coalition coordinates NGOs statements to be made during a special Plenary Session during RC-4. NGOs interested in making a statement should send an advance electronic copy or a synopsis of the proposed statements for review to Dr Paul Walker, Coordinator of the CWC Coalition.
Limited time is apportioned to this session, which necessarily limits the number of slots available for statements. Each statement should be no longer than five minutes.
Exhibitions and Side Events
Is it possible to use exhibition space to present the work of my NGO?
All NGOs are requested to indicate their intention to hold exhibits on the application form. This information will be reviewed and used to organise the Exhibition area in the World Forum, with consideration given to limited space and resources.
Only NGOs approved to participate – following the decision of the General Committee expected by mid- September – should contact Conference Services about reserving exhibition space.
Whom should I contact for planning an NGO side event during CSP-23 and RC-4?
NGOs should communicate their wish to organise side events and exhibitions to Conference Services detailing the event requirements, as soon as possible.
Side Event and Exhibition Request Form
This form is also available in hard copy at the OPCW Documentation Counter. Side events and exhibitions are organised at no cost to the Organisation.
As space is limited, NGOs should inform Conference Services of events or exhibitions as soon as possible, and no later than Friday, 9 November 2017.
Only NGOs approved to participate – following the decision of the General Committee expected by mid- September – should contact us about planning a side event.
How can I attend the NGO Open Forums?
One of the side events during the Conference will be one or more Open Forums organised by the Chemical Weapons Convention Coalition. At the Open Forums, NGOs present and discuss the issues related to the Chemical Weapons Convention (CWC) with Conference delegates, Technical Secretariat staff and other stakeholders in an informal setting.
The date(s) for this year’s Open Forums will be provided as soon as they are confirmed.
The Open Forum are managed by the CWC Coalition and NGOs that are interested in making presentations should contact Dr Paul Walker.
Facilities and Security
Is Wi-Fi available at the World Forum?
Limited Wi-Fi is available, however, streaming video is not allowed.
What are the seating arrangements?
Seats will be reserved for NGO representatives during the General Debate segment of the Review Conference in the upper tier of the main Conference Hall (World Forum Theater).
What security measures should I expect?
NGOs are advised that metal-detection and x-ray equipment will be installed at all points of entry to the World Forum and that all Conference participants will be screened each time they enter the area and must have their badges visible.
The use of cellular telephones, radio transmitters, recording devices and cameras may be restricted in certain areas of the World Forum 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 and found items at the Conference should be brought to the attention of Security at their office on the first floor of the World Forum.