8TH ASIA-EUROPE PARLIAMENTARY PARTNERSHIP MEETING PRACTICAL INFORMATION

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1 8TH ASIA-EUROPE PARLIAMENTARY PARTNERSHIP MEETING Rome, 6-7 October 2014 Updated as of: PRACTICAL INFORMATION VENUES The 8th Meeting of the Asia-Europe Parliamentary Partnership (ASEP8) will be hosted by the Italian Parliament at the Chamber of Deputies. Preparatory Meeting and Drafting Committee Meeting, on October 6 th, Montecitorio building, access through the main entrance of the Chamber of Deputies (Piazza Montecitorio). Venue: Sala del Mappamondo. Plenary Session, on October 7 th, access through Via Campo Marzio 78. Venue: Nuova Aula dei Gruppi of the Chamber of Deputies. Panel Discussion 1: access through Via Campo Marzio 78. Venue of the meeting: Nuova Aula dei Gruppi of the Chamber of Deputies. Panel Discussion 2: access through Via Campo Marzio 78. Venue of the meeting: Sala del Mappamondo of the Chamber of Deputies. SECRETARIAT OF ASEP 8 Italy s Chamber of Deputies Piazza Montecitorio, Rome, Italy For further information, please contact: Ms. Maria Teresa Calabrò, Head of the Inter-parliamentary Office International Relations Department Tel Ms. Tiziana Giannotti Tel Ms. Marina Giovannini Tel Secretariat Tel /9515 Fax

2 WEBSITE OF THE MEETING All information about the meeting will be published on this site. REGISTRATION FOR THE CONFERENCE All participants are kindly requested to fill in the registration form individually and return it to the Secretariat before September 6 th, Fax ACCOMMODATION See APPENDIX A BADGES Badges and meeting documents can be collected at the Registration desks located at the meeting venues on Monday afternoon, October 6 th, between 4.45 p.m. and 5.30 p.m. and on Tuesday morning, October 7 th, between 8.00 a.m. and 9.00 a.m. All participants are kindly requested to register as soon as possible after their arrival in Rome. Participants are kindly asked to wear their badges at all times, social events included. Badges are needed to enter the meeting venues. In case of loss of your personal badge, please report to the Registration Desk immediately. For security purposes, participants should be in possession of their ID card or passport and be prepared for identity checks. X-ray controls will be carried out at the main entrance of the Chamber of Deputies. DRESS CODE As a general rule, men are required to wear a jacket to enter the Chamber of Deputies premises. WEAPONS No weapons are allowed in the Chamber of Deputies TRANSFER FROM THE AIRPORT TO ROME Please note that no transportation will be provided by the organizers between the airport and the hotels.

3 From Leonardo da Vinci airport at Fiumicino a taxi fare to the city centre is about 50 Euro. It takes about 40 minutes to reach your hotel in the city centre from the airport. Leonardo da Vinci airport web page: https://www.adr.it/fiumicino Leonardo Express: non-stop shuttle service for airport passengers only, to and from Roma Termini, with departures every 30 minutes and a journey time of 31 minutes. The cost of a one-way ticket is about 14 Euro. Tickets should be bought before getting on the train. Pastine airport at Ciampino may be reached by taxi (flat fare 30); a number of bus companies also operate connections: Cotral, Sit Bus, T.A.M. Srl, Terravision, Atral Schiaffini. s start at 4. VISA REQUIREMENTS Each participant should get information about visa requirements with their local Italian Embassy or Consulate. We strongly advise participants to apply for a visa at least 1 month before departure. DOCUMENTATION Material related to all meetings will be given out upon registration. It would be appreciated if all delegations could submit their written speeches to the secretariat prior to the meeting to facilitate the distribution and compilation of documents. SECRETARIAT FACILITIES Secretariat facilities as well as IT and office facilities will be available on the same floor as the Plenary Hall. WI FI Wireless internet access will be provided. Participants will be given a username and password during the conference. INTERPRETATION The working language is English. The Secretariat will provide simultaneous interpretation from English into Italian and vice versa. For other languages, delegations are kindly requested to provide their own interpreters at their own expenses. Five booths are available for other languages during the Plenary session and Panel discussion 1 Economic and financial governance structures. Please register with the Secretariat in advance: interpretation booths will be allocated on a first-come-first-served basis.

4 For Panel discussion 2 Sustainable growth and food security and other meetings however, the host country will not provide simultaneous interpretation facilities. PREPARATORY MEETING A Preparatory Meeting will be held in the afternoon of Monday, October 6 th, at 5.30 pm. Heads of delegation (or their representative) plus one other official delegate are invited to attend. The meeting will discuss organizational and practical issues such as the agenda, officers of the meeting and administrative arrangements. The meeting will be chaired by the host country. DRAFTING COMMITTEE A Drafting Committee will meet on Monday, October 6 th, at 6 pm. It will finalize the draft ASEP Declaration. Interested delegations are invited to participate with one delegate per country plus one. The meeting will be chaired by the host country. DEBATE To ensure broad participation speaking time during debates will be limited to 3 minutes. Delegates are asked to register their participation in debates by using a special form available in the meeting rooms and in the secretariat. FINAL DECLARATION Following the ASEP Rules of procedure, the conference will adopt the Declaration of the 8 th Asia-Europe Parliamentary Partnership Meeting. The declaration will be drafted by the secretariat and submitted to all member parliaments by September 15 th, Member parliaments are encouraged to submit their contribution to the first draft final document by September 30, PRESS MEDIA ACCREDITATION The meeting is open to the media. Journalists who want to attend the meeting may get accredited through the Chamber of Deputies Press Office; their applications should be written on company letterhead and faxed to (+39) or ed to Accreditation applications should include date and venue of the event and ID of the persons seeking accreditation: - For journalists: first name, family name and professional ID card number; - For radio/tv crews and photographers: job title, first name, family name, date and place of birth.

5 Press Office Chamber of Deputies Tel / INSURANCE Personal and health insurance is the responsibility of individual participants. The Italian Parliament does not bear any responsibility for the loss of baggage, money, personal belongings, or any medical expenses. FACILITIES The following facilities will be provided to participants on the premises of the Chamber of Deputies: cloakroom, bank, travel office, post office and medical assistance. PARTICIPANTS WITH SPECIAL NEEDS Delegations should inform the Conference Secretariat in advance regarding participants with special needs (e.g. : dietary requirements...) SOCIAL EVENTS A buffet lunch will be offered by the Italian hosts at the Chamber of deputies on October 7 th at 1:00 p.m. A Farewell Cocktail will be offered by the Italian hosts at the Chamber of deputies on October 7 th at 5.35 p.m. CLIMATE The weather in Rome is mild at this time of the year, with average daily temperatures around 18 C. TIME ZONE The time zone in Rome is GMT+2. CURRENCY The Euro is the official currency of Italy. Foreign currencies can be exchanged at banks, hotels, international airports and other exchange agencies.

6 ELECTRICITY The voltage in Italy is 220V and European style two-pin sockets are used. SMOKING Participants are kindly reminded that smoking is prohibited inside the Chamber of Deputies, with the exception of designated rooms for smokers (please ask the staff for assistance). Smoking is also prohibited inside all public locations, restaurants, on public transport etc., except in those places explicitly reserved for smoking people.

7 APPENDIX A HOTEL RESERVATIONS As already communicated in the ASEP 8 in Italy, Hotel reservation Urgent Notice mail on 25 th June 2014, please note that a high number of people are expected to arrive in Rome during the forthcoming six-month Italian Presidency of the European Council, particularly in October; this has made hotel block reservations in Rome quite difficult. Against this backdrop, we have blocked a number of rooms at hotels (see attached list). Reservations at these hotels shall be made no later than 15 July 2014, which is the latest possible deadline we could obtain. All reservations should be made using the hotel reservation form (herewith attached), which should be sent by or fax directly to your chosen Hotel no later than 15 th July Please send a copy of your reservation also to the Secretariat of the Meeting: Fax: For hotel reservations to be made after 15 July you can contact Carlson Wagonlit Italia - c/o Chamber of Deputies, phone / fax Via del Parlamento, Rome Italy Delegations are free to organise their stay in Rome at any other hotel. We would like to remind you that each parliamentary delegation should not exceed the number of 4 people, including staff members, both for unicameral and for bicameral Parliaments.

8 ASEP 8 LIST OF HOTELS We have negotiated a reduced rate at the following hotels. In order to get the reduced rate, please inform the hotel that you will be a delegate at the ASEP 8 Meeting. Participants are kindly requested to make their hotel reservations individually by sending the reservation form directly to the selected Hotel. Please send a copy also to the Secretariat of the meeting: Fax Tel / 9515 Participants can choose from the following list of hotels: NH GIUSTINIANO **** (40 rooms reserved) Via Virgilio, 1 E/F/G Tel Standard / Superior EUR 220,00 (VAT included) NH VITTORIO VENETO **** (50 rooms reserved) Corso d'italia, Roma (Italia) Tel Standard / Superior EUR 225,00 (VAT included)

9 VOI CICERONE HOTEL **** (10 rooms reserved) Via Cicerone, 55/c Tel: Fax: Standard Superior EUR 165,00 (VAT included) EUR 185,00 (VAT included) GRAND HOTEL PLAZA *****L (60 rooms reserved) Via del Corso, 126 Tel , , Fax Reservation Department: Double Junior Suite EUR 250,00 (VAT included) EUR 290,00 (VAT included) EUR 450,00 (VAT included)

10 COLONNA PALACE HOTEL **** (20 rooms reserved) Piazza Montecitorio, 12 Tel: Fax: EUR 210,00 (VAT included) HOTEL DELLE NAZIONI **** (5 rooms reserved) Via Poli, 6 Tel Fax EUR 210,00 (VAT included) HOTEL BERNINI BRISTOL *****L (50 rooms reserved) Piazza Barberini, 23 Tel Fax Standard Double EUR 320, % VAT EUR 350, % VAT

11 ****** All payments for accommodation are to be made directly to the hotel upon departure. Credit card details are required for booking confirmation. For further information on the services provided by individual hotels (including the smoking policy), please consult the hotel websites.

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