IAP Meeting, 22-24th April 2014

Events at the 6th AMCDRR:

Gearing Towards Conference Outcomes

Overview of Events

6. HFA2 consultations (11): 9 stakeholder groups, ASEAN, SAARC (on 23rd)7. Preparatory meetings (15): 8 on 22nd, 7 on 23rd

8. Side events (52): 23rd June (18), 24th June (19), 25th June (15)9. Market Place (60): 31 by countries/organizations, 29 for Thailand10. Ignite Stage: space still available

1. High-level Round Tables (country statements) (3)

2. Ministers Dialogue (1)

3. Technical session (3)

4. HFA2 Plenary (3)

5. Special Sessions (7)

Plenary Sessions (3)

Summary Plenary

HFA2 Plenary Sessions

• HFA2 Plenary 1: Multi-stakeholder dialogue on Proposed Elements of HFA2 and Asia Pacific inputs

• HFA2 Plenary 2: Towards coherent HFA2, SDGs and Climate Change arrangements in Asia Pacific

• HFA2 Plenary 3: HFA2 Monitoring and Review

Special Sessions

• SS1: Building community resilience in Thailand • SS2: Children and Youth Forum• SS3: Multi-stakeholder coordination for DRR• SS4: Risk information for decision making• SS5: Safe schools• SS6: Urban resilience• SS7: Risk financing

Pre-conference and Side events Pre-conference: 23

• 10 stakeholder group consultations on HFA2 (23rd June), ASEAN and SAARC

• 13 other meetings: children/youth workshop, community resilience, preparing for mega disasters, etc

Side Events: 52 registered• Resilience at local levels, inclusiveness, women, local

capacity building: 23• Public policies and investments, science and technology

for DRR: 13• Private sector engagement: 8• HFA2, SDGs linkage and related issues: 5• Children/youth, safe schools: 3

Room allocation (1)

Venue Floor Height (m.)

AreaType of room set up

Classroom Banquet Theater

(sq.m.) (pax) (pax) (pax)

Convention Centre A 22 13.5 2,625 1,250 2,500

Convention Centre B 22 13.5 2,625 1,250 1.600 2,500

Opening and Closing Ceremony Technical Sessions Plenary Sessions HFA2 Plenary 2 and 3

Convention Centre A

HLRT Ministers Dialogue

Lotus Suites 5+6+7

Lunch Convention Centre B

Room allocation (2)

Venue Floor Height (m.)

Area

Type of room set up

Classroom U-shape Theater

(sq.m.) (pax) (pax) (pax)

Worldballroom (connected all 3) 23 6.8 960 580 150-250 768

Worldballroom A 23 6.8 242 144 70 290

Worldballroom B 23 6.8 476 216 120 490

Worldballroom C 23 6.8 242 140 70 210

HFA2 Plenary 1 (23rd afternoon) World Ballroom B

Special Sessions World Ballrooms A, B or C

Room allocation (3) Pre-conference & Side Events

Lotus Suites 1-15 on 23rd JuneM 1-4 (on 22 June) and M1+2 onwardLotus Suits 1-4 & 9-14 on 24-25th June World Ballroom A, B, or C (except B afternoon of 23rd June)

Drafting committee Boardroom, 23fl

Bilateral meetings on 24-26th June

Lotus Suite 15 (permanent)Lotus Suites 1-4, 9-14 (except lunch time from 12.30-14.00)

Lotus Suite on 22nd Floor- Lotus Suite 1

- Theatre 48 seats- Classroom 32 seats- 6 round tables x 8 chairs = 48 seats- U-Shape 25 seats

- Lotus Suite 2- Theatre 48 seats- Classroom 32 seats- 5 round tables x 8 chairs = 40 seats- U-Shape 25 seatsLotus Suite 3- Theatre 48 seats- Classroom 32 seats- 5 round tables x 8 chairs = 40 seats- U-Shape 25 seatsLotus Suite 4- Theatre 48 seats- Classroom 32 seats- 5 round tables x 8 chairs = 40 seats- U-Shape 25 seatsLotus Suite 1-4- Theatre 360 seats- Classroom 116 seats - 20 round tables x 8 chairs = 160 seats- U-shape 100 seats

- Lotus Suite 5- Theatre 48 seats- Classroom 32 seats - 6 round tables x 8 chairs = 48 seats- U-Shape 25 seats Lotus Suite 6- Theatre 48 seats- Classroom 32 seats - 6 round tables x 8 chairs = 48 seats- U-Shape 25 seats

- Lotus Suite 7- Theatre 192 seats- Classroom 88 seats- 10 round tables x 8 chairs = 80 seats- U-shape 50 seatsLotus Suite 5-7- Theatre 360 seats- Classroom 270 seats- 20 round tables x 8 chairs = 160 seats- U-shape 100 seats

- Lotus Suite 8- Theatre 40 seats- Classroom 20 seats- 3 round tables x 8 chairs = 24 seats- U-shape 20 seats

- Lotus Suite 9- Theatre 70 seats- Classroom 40 seats- 5 round tables x 8 chairs = 40 seats- U-shape 30 seats

- Lotus Suite 10- Theatre 96 seats- Classroom 60 seats- 6 round tables x 8 chairs = 48 seats- U-shape 30 seats

- Lotus Suite 11- Theatre 114 seats- Classroom 60 seats- 6 round tables x 8 chairs = 48 seats- U-shape 30 seats

- Lotus Suite 12- Theatre 84 seats- Classroom 54 seats- 5 round tables x 8 chairs = 40 seats- U-shape 30 seats

Lotus Suite on 23rd Floor- Lotus Suite 13

- Theatre 50 seats- Classroom 24 seats- 4 round tables x 8 chairs = 32 seats- U-shape 20 seats

- Lotus Suite 14- Theatre 50 seats- Classroom 24 seats- 4 round tables x 8 chairs = 32 seats- U-shape 20 seats

- Lotus Suite 15- Theatre 30seats- Classroom 24 seats- 3 round tables x 8 chairs = 24 seats- U-shape 18 seats

M rooms on 23rd FloorM1

• Theatre 30 seats• Classroom 20 seats• U-shape 15 seats

M2• Theatre 30 seats• Classroom 25 seats• U-shape 15 seats

M1+M2• Theatre 60 seats• Classroom 50 seats• U-Shape 30 seats

M3• Theatre 36 seats• Classroom 18 seats• U-Shape 12 seats

M4• Theatre 90 seats• Classroom 50 seats• U-Shape 30 seats

M3: Permanent for Thai BPS crew 23-25th JuneM4: Permanent video clip competition review & Media workshop on 23-25th June

Room availability• 22nd June:

• All 9 Preconference events can be accommodated. • Larger rooms (World ballrooms or connected Lotus suites) can be

provided

• 23rd June:• Morning: All 14 events can be accommodated (3 Pre-conference

meetings, 9 Stakeholder groups, ASEAN and SAARC)• Children, Youth and Child-friendly organization SH Group to confirm if

they will use Preconference room• Side Events: 18 events, 17 rooms available. Suggest 1 or 2 to merge,

also to allow shifting of events on 24th

• Afternoon: HFA2 Plenary 1 and 3 pre-conference events (all relate to Bangladesh)

Room availability (2)

• 24th June: • 19 Side events. Only 14 rooms available.• Suggestions to merge some events addressing similar

issues

• 25th June:• 15 Side events. Only 14 rooms available• Suggestion to merge 1 to 2 events• Some events to be reconfirmed i.e. if only a presentation

or talk show, suggest to move to Ignite Stage

Next steps• List of events with contacts and indicative room allocation uploaded to Confluence as

part of IAP documents

• Review and discussion among lead organizers to:– Agree on merging – Confirm room capacity requirements (Be realistic about expected number of participants please)

• Feedback to 6AMCDRR Secretariat by 10th May

• Final confirmation by 6AMCDRR Secretariat by 16th May

• Registration for use of rooms for bilateral meetings: in advance by email to 6AMCDRR Secretariat or on spot.

• 25th June:• 15 Side events. Only 14 rooms available• Suggestion to merge 1 to 2 events• Feasibility of some events to be reconfirmed