Guidelines for Use of UNCC - Homepage | ESCAP€¦ · made available in all rooms of the UNCC,...

UNITED NATIONSCONFERENCE CENTRE (UNCC)BANGKOK

GUIDELINES FOR

THE USE OF PREMISES

AND FACILITIES

Introduction

01GuidingPrinciples02 03

Conditions for the Useof Premises and Facilities

04Room

Reservations 05Services

on Offer 06Registration, Security

and Parking

07Restrictions

08EmergencyMedical Services 09

Accessibility

GUIDELINES FOR THE USE OF PREMISES AND FACILITIES

CONTENTS

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As part of the Commercial and General Services Section, Division of Administration,

the Conference Management Unit (hereinafter referred to as “CMU”) manages and operates

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CMU provides a full range of conference services as required for calendar and non-calendar

meetings of the Secretariat of the United Nations Economic and Social Commission for Asia

and the Pacific (hereinafter referred to as the “UNESCAP”). It also actively promotes the use

of UNCC to other UN Agencies, Funds and Programmes, and selected non-UN/external

entities, on a cost-reimbursement basis. The UNCC offers a One-stop conference service

covering rental of conference rooms with built-in Simultaneous Interpretation System,

multi-function meeting rooms, conference technology equipment, VTC facilities, exhibition

space and branding materials, document reproduction and distribution, catering and events

planning and management services.

For further information on the availability of UNCC facilities and standard rates,

please check our website or contact CMU by email at [email protected]

or by phone +66.2.2881181/+66.2.2881206.

Introduction


01

The UNCC is available as a primary venue for all UN meetings organized in Thailand

and in the Asia-Pacific region, as appropriate. More specifically, it serves as the main location

for all meetings organized by the UN Economic and Social Commission for Asia and the

Pacific (UNESCAP).

Meetings, conferences, special events and exhibits held at the UNCC must be consistent

with the purposes and principles of the United Nations, and must be non-political/commercial/

religious in nature.

In line with the Sustainable United Nations (SUN) and Environmental Management

System (EMS) principles, no single use plastic is available in the UNCC and all event organisers

are encouraged to utilize paper-smart facilities, keeping the printing of meeting documents

to a minimum level.

Single-use food and drink containers have been banned within the UN compound in

Bangkok. When purchasing coffee/tea at the Coffee Corner, meeting participants will be

asked to pay a deposit of THB 100 for a cup, which will be returned upon return of the cup.

Free wireless internet access is available within the UNCC. For events with more than

100 participants, it is mandatory to arrange additional bandwidth requirements. CMU will

liaise with IT colleagues and include this in the tentative cost plan.

The temperature in the UNCC is maintained at 24º Celsius.

GuidingPrinciples


02

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UNCC facilities are available for meetings, conferences, special events and exhibitions

(hereinafter referred to as “events” or “event”) organized by the UN Secretariat, Agencies,

Funds and Programmes, Member States, and selected non-UN/external entities.

Events organized at the UNCC by external entities should be in line with the principles

of the United Nations, and must be non-political/commercial/religious in nature. Goods or

services shall neither be advertised nor be sold on United Nations premises and promotion

of any commercial entity is not permitted, unless specifically authorized in advance.

Requests must be made by an authorized official of the event organiser, who mustattend and supervise the Event. The organiser will be fully responsible for the conduct andcontent of his/her Event, including documentation and displayed materials. Exhibitionsconsidered aesthetically, politically or morally offensive will not be approved on the premises.

In addition, the UNCC has a zero-tolerance policy for any forms of harassment,

including sexual harassment. Please refer to the United Nations Code of Conduct and report

any incidents to the Security and Safety Section (+66.2.2881102).

Conditions for theUse of Premisesand Facilities


03

CONFERENCE WORKSHOP

EXHIBITION

FORUM COMMEMORATION

SPECIALEVENT

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All requests for the use of the premises and facilities of the UNCC for events should

be directed to CMU well in advance, and preferably four weeks before the Event.

UN Secretariat entities, Agencies, Funds and Programmes should submit their requests

through the United Nations eConference Portal.

For external requestors without access to the United Nations e-Conference Portal,a written official request must be addressed to CMU at least eight weeks before the event.This request can be relayed by email at [email protected] or by faxat +66.2.2883022.

Official meeting times at the UNCC are held from 09:00 to 17:00 with a two-hour lunch

break from 12:00 to 14:00. Events organized outside the official meeting times will incur

additional costs such as staff overtime and utilities (electricity) fee.

RoomReservations


04

09:00

Logistic services

Based on the requirements received prior to the meetings from the event organiser,

CMU will provide the following logistical support:

(i) Setting up of meeting rooms

• Provide name plates in accordance with established procedures;

• Arrange seating at the rostrum and floor, in accordance with approved seating plans;

• Change room layouts in accordance with client requirements;

• Signage (including digital signage); • Distribution of conference supplies, equipment and furniture (writing pads and

pencils, flip charts with markers, book shelves, tables, chairs, filing cabinets, display

boards and photocopiers).

(ii) Setting up of office space • Set-up office furniture for existing or temporary office space for the use of clients; • Coordinate assembly of temporary office space requirements for events.

(iii) Exhibitions

• CMU can assist the event organiser in designing exhibitions and set-up of

exhibitions, including panels available in house (size width 1m x height 2m) with lights,

desks/chairs and bookshelves, or other exhibition types;

• Assembly and set-up of temporary stages.

(iv) Backdrops, floral and other decoration • As part of the conference services, backdrop and floral decoration for meeting rooms,

exhibitions, signing ceremony, and other specific areas can be arranged upon priordiscussion and agreement between the event organiser and CMU.

• The required wording, lettering style and logos for backdrop and completed artwork,

as well as design of floral decoration, should be sent to CMU for quotation two weeks

prior to the event.

Serviceson Offer


05

Audio and video services

Based on the requirements received prior to the meetings from the event organiser,

CMU is able to provide full audio-visual support to the meetings held in the UNCC as described

below.

(i) Simultaneous Interpretation and Conference Microphone Systems

All five conference rooms are fully equipped with simultaneous interpretation

equipment and Conference Camera system.

(ii) Presentation Equipment Notebook PCs, LCD projectors and LED monitors can be provided in all conference

and meeting rooms as required. The screens are fixed in all rooms with proper sizes to

optimize the visual effect. DVD playback, laser pointers and slide projectors can also be

made available if needed.

(iii) Audio and video recording Audio recording can be made in all conference and meeting rooms upon request.

Special audio recordings linked to speakers’ log can be made available to clients. Video

recording can be made in all five conference rooms upon request, where the camera system

is integrated with the simultaneous interpretation system. It can also be made in other

rooms at additional cost. The video signal will be recorded in raw video file format without

editing.

Video-conference services

CMU provides video-conference services upon request. Video-conferencing could be

made available in all rooms of the UNCC, while Meeting Room B and COS2030 have built-in

VTC facilities.

Catering services

CMU coordinates conference-related catering services covering international

conference, annual meeting, staff training, seminar, press briefing and cocktail reception.

For menu and pricing, please visit https://www.unescap.org/uncc/catering.

In line with our zero-waste policy, single-use food and drink containers are prohibited

within the UN compound in Bangkok. When you purchase coffee/tea at the Coffee Corner,

a deposit of THB 100 will apply on top of the cost of drinks, which will be returned once you

bring the cup back to the coffee corner.


05

Services on Offer (Cont’d)

Meeting participants are requested to register and obtain meeting badges at the

registration counter, located on the ground floor of the UNCC on the opening day of the

event. The official operating hours of the registration counter are from 08:00 to 11:00 and

from 13:00 to 15:00. In the event that the organisers/participants need to access the

UNCC/register for an event outside of these hours, the organisers will be required to liaisewith CMU in advance to have the UNCC registration counter open.

Participants without badges will not be allowed to enter the UN Compound until theUNCC registration counter is open and functional.

All occupants of the UNCC are requested to comply at all times with every lawful

direction given by the officers of the Security and Safety Section. For identification and

security reasons, all participants are requested to visibly wear their badges at all times while

they are within the UNCC. The loss of a meeting badge should be promptly communicated

to the registration counter or the Security officers on the ground floor of UNCC.

We would like you to note that any drones or unmanned aircraft are prohibited from

flying over the UN premises in Bangkok, as per the security requirements. Cameramen are

not allowed to record or videotape outside the area of their own conference (i.e. UNCC

perimeter, flagpole gate, security personnel working at the access control, etc.), without permission from Chief, SCAS (for ESCAP meetings) or Chief, CMU (for non-ESCAP meetings),who will coordinate the matter with the UN Security and/or SCAS as required.

Parking spaces at delegate’s garage are available for official diplomatic vehicles only,

and up to five reserved parking spaces will be distributed among the event organisers upon

request. If you would like to request for a parking space, please kindly share the following

information with your Event Manager at least two working days before the event: 1) vehicle

registration number; 2) vehicle maker and colour; 3) driver’s name and ID number; and 4)

expected arrival time/date. CMU will coordinate this with the UN Security and confirm the

availability.

Registration,Security andParking


06

If needed, drivers are to obtain the driver's badges at the UNCC security post on ground

floor. To help the environment, all drivers are requested to stop idling the engine while

waiting for their principals.

Meeting participants could be dropped off and picked up near the main Entrance to

the UN compound or the Flagpole Gate if you have arranged its opening in advance as per

the below map.

Drop off and pick up for participants with special needs could also be arranged within

the UNCC. Please kindly consult your Event Manager or send a request by email to

[email protected].


06

Registration, Security and Parking (Cont’d)

ServiceBuilding

NORTH GATEVendor’s

loading dock

UNCC

SecretariatBuilding

Drop off / pick up at FLAGPOLE GATE

Drop off / pick up at PEDESTRIAN GATE

Vehicle INgate Vehicle OUT

gate

Block A

Block B

The UNCC is a smoke-free area. Smoking is permitted only in the designated areaoutside of the building. Food and beverages are not allowed inside conference/meetingrooms except Public Foyer.

Use of the interpretation booths and equipment is only permitted by pre-authorizedpersonnel and interpreters. Event organisers shall not alter the configuration of any meetingroom without the prior approval and assistance of CMU. No backdrops, banners, exhibitionpanels or other materials shall be set up inside meeting rooms without prior discussion andapproval of CMU. Any damage to furniture or technical or other equipment caused by theirunauthorized movement will be billed to the event organiser.

Technical equipment of the UNCC shall be used only by qualified staff membersdesignated by CMU. External sound or lighting equipment is not allowed in the meetingrooms unless authorised in accordance with the established procedure. No objects/clips/stickers of any sort are allowed on any audio-visual equipment in conference/meeting rooms.If additional audio-video equipment is required, detailed specifications are to be providedto CMU well in advance to check compatibility prior to clearance.

An event organiser wishing to use external service providers for exhibitions must senddetailed specification and layout for clearance at least 4 weeks prior to the event. No externalprovider will be allowed to set-up exhibition or other conference branding materials insidethe UNCC without prior written approval from CMU.

Please refer to the Guidelines on Exhibition for details.

Restrictions


07

For events with more than 200 participants, it is mandatory to hire a stand-by ambulancetogether with a dedicated first-aid team. CMU will include this in the tentative cost plan andmake necessary arrangements with relevant hospitals. In such cases, event organisers arekindly reminded to inform the participants of availability of the first-aid team next to the PostOffice on the ground floor of the UNCC, instead of going directly to the UN Medical Centre.

In case of medical emergencies, assistance could be sought at the UN Medical Centreduring its operation between 8:00 and 15:45. It is located on ground floor of the UNCC, next toTheatre.

Event organisers are advised to have appropriate insurance and to ensure that meetingparticipants obtain international travel/medical insurance.

EmergencyMedicalServices


08

The UNCC houses an Accessibility Centre on Level 1, which offers a set of assistivedevices to meeting participants with special needs. More information could be found athttps://www.unescap.org/uncc/accessibility-support-for-persons-with-special-needs.

The UNCC is fully wheelchair-accessible and in case you need to use any of the assistivedevices available at the Accessibility Centre, please contact [email protected].

Accessibility


09

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