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Source: hostcity-sendai.jp, Publication: Tue 03 Feb 2015

Third UN World Conference on Disaster Risk Reduction Guidelines for Applications at Public Forum


Third UN World Conference on Disaster Risk Reduction Guidelines for Applications at Public Forum


Third UN World Conference on Disaster Risk Reduction
Guidelines for Applications at Public Forum

The application has been closed.

INTRODUCTION

The Third UN World Conference on Disaster Risk Reduction (WCDRR) will be held from 14 to 18 March 2015 in Sendai City, Japan. To consider and adopt the post-2015 framework for disaster risk reduction, several thousand participants are expected, including high level participants from Governments, International Organizations, NGOs, private sector and other major group representatives.

The Public Forum is a significant component of the Third UN World Conference on Disaster Risk Reduction and promotes a shared responsibility of reducing risk and building resilience. The Public Forum is open to all the public and is a recognized part of the outcomes of the World Conference.


OBJECTIVE

The objective of the Public Forum is to,
  • Support the outcomes of the World Conference.
  • Raise awareness on disaster risk reduction and the building of resilience of nations and communities.
  • Contribute to promoting of knowledge on disaster risk reduction, resilience and reconstruction, for example the lessons and experiences of the Great East Japan Earthquake which devastated the region on 11 March 2011.

 


OVERVIEW OF APPLICATION


1.DURATION

The Public Forum will be held between 14 and 18 March 2015.


2.COMPONENTS OF PUBLIC FORUM

(1) Events (such as symposiums, seminars and workshops);
(2) Exhibition booths; and
(3) Poster exhibitions.



3.SUGGESTED CONTENT AND SELECTION CRITERIA

  • Experiences and good practices of the Hyogo Framework for Action.
  • Inputs and commitments to the post-2015 framework for disaster risk reduction.
  • Innovation and lessons on disaster risk reduction, recovery and reconstruction including the Great East Japan Earthquake.

4.APPLICATION PROCEDURE

Applications for Public Forum are to be submitted online. Applications are to be made in English. Japan-based organizers can apply both in English and Japanese. Forms are available on the Sendai Committee website (www.bosai-sendai.jp/en) along with a link on the Third UN World Conference for Disaster Risk Reduction website (www.wcdrr.org/conference/programme).

5.SELECTION PROCESS

Sendai Committee for the UN World Conference on Disaster Risk Reduction (Comprising City of Sendai, Prefectural Governments of Tohoku region, business communities and private sector from Tohoku region - hereafter referred to as the Sendai Committee), the Government of Japan and the UN Office for Disaster Risk Reduction (UNISDR) as the World Conference secretariat (hereafter referred to as the secretariat) will be part of the selection process.

Due to the high level of demand expected for public forum, it might not be possible to accommodate all requests though all efforts will be made to accommodate eligible ones.

Selection of any application does not guarantee the non-Japanese organizer/s or invitee/s of a Japanese visa. Applicants and visitors have their own responsibility for acquiring their visa through the normal process.

The official accreditation process for the World Conference would not be necessary for organizing or participating in these events in the Public Forum The modality of participation in the Public Forum is different from other segments of the World Conference. Please note that only accredited entities will be able to attend the Intergovernmental Segment and Multi-stakeholder Segment of the World Conference i.e. plenaries, working sessions, official side events, and official receptions etc.

6.SCHEDULE

  • Announcement of request for application: Early July 2014
  • Deadline for submission of applications: 16 September 2014 at 17:00 [JST:UTC +9:00]
  • Announcement of the selected events and schedule: 31 October 2014

7.CONFIRMATION/REGRET NOTICE

  • Confirmation/regret letter will be sent from the Sendai Committee with organizing cost and method of payment.
    In case of receipt of confirmation, organizers will proceed with the following actions;
  • Payment of organization cost
  • Application and payment for optional tools and equipment (if necessary)
  • Providing abstract for Conference Programme (by 28 November 2014)
  • There may be some additional requests from the secretariat that need to be met.

8.VENUE AND TIME

Venue and Time will be provided in November 2014 and organizers could liaise with the designated focal point from the Sendai Committee on operational issues thereafter.


9.INQUIRIES

For international applicants: UNISDR (wcdrr2015@un.org)
For Japan-based applicants: Sendai Committee (info@hostcity-sendai.jp)

CONTENT OF APPLICATION

1) Public forum event

a.Venue: Number of venues in Sendai City such as the Sendai Civic Auditorium and Tokyo Electron Hall Miyagi etc.

  • Applicants may provide a preference for the type of room in the application form. However, the Sendai Committee, Government of Japan and the secretariat will consult and decide on the specific.
  • Venues since the number of applications may exceed the number of available slots.
  • L-Park Sendai (type C) might be allocated to organizers for gender related events. Those who apply for a gender-related event should mention it under“Others”(A9) the Public Forum Events application form.

b. Eligibility

  • Any organization which has been engaged in activities related to disaster risk reduction and recovery/reconstruction is eligible to organize an event or exhibition in the public forum irrespective of accreditation status. These include government organizations, local governments, international organizations, academic and research institutions, non-government organizations and non-profit organizations, community organizations, private sector entities, regional organizations etc.
  • In order to ensure that as many organizers as possible can be involved, event applications with a collaborative partnering approach will be encouraged. Partnering with Japanese institutions would also be welcomed. For co-organized events, one of the co-organizers of the proposed event should be designated as a lead organizer. Proponents of similar issues would be encouraged to co-organize events.
  • Applications from private individuals will not be considered.
  • Applications from high disaster risk countries, Least Developed Countries and Small Island Developing States will be given priority.

c.Information on facilities

(1) Room types/Time slots
  • Time slots for each room type are as follows. Each slot includes the time for setting up for an event and for reassembling and packing up after the close of the same. For example, time slots such as 9:00 – 11:00, include time for preparations of the event by an organizer. Therefore, the event itself can be for 90 minutes starting from 9:20, including 20 minutes preparation and 10 minutes tidying up by the organizer.
  • Halls (with approx. 500-1,000 participants): one event in the morning, another in the afternoon (AM: 9:00-12:00, PM: 14:00-17:00)
  • Medium to large meeting rooms (between 100-200 participants): one event in the morning, two events in the afternoon (AM: 9:00-12:00, PM1: 13:00-16:00, PM2: 17:00-20:00).
  • Small meeting rooms (50 participants): one event in the morning, three events in the afternoon (AM: 9:00-11:00, PM1: 12:00-14:00, PM2: 15:00-17:00, and PM3: 18:00-20:00)
    ○For further information, see annex No.1 on Venue and Organizing Cost.
  • Applicants will be requested to specify three preferred dates in the application form. The Sendai Committee, Government of Japan and the Secretariat will consult and allocate specific date and time for each event.
  • Other options than the preferred dates may be allocated if the number of applications exceeds the number of available slots or there are too many requests for particular slots.
  • Events with simultaneous interpreters will have priority to be allocated at larger venues such as Halls, Large and Medium Meeting Rooms as follows.
    ○Sendai Civic Auditorium: Main Hall (Type A), Small Hall (Type B).
    ○Tokyo Electron Hall Miyagi: Main Hall (Type A), 601 Large Meeting Room (Type C).

(2) Cost and Basic Equipment
Organizers need to cover organizational cost for events and pay for the same to the Sendai Committee in advance. The cost will vary according to the requested size of venue for an event (size of 50 people – 1,000 people) and also required equipment. Meeting room rental charges range between JPY 40,000 (approx. USD 400) – JPY 300,000 (approx. USD 3,000) (JPY100=USD0.98 as of 23 June)(see the annex No.1 for Venue and Organizing cost). The method of payment would be informed to the organizers of the selected events along with the confirmation of selection.

The basic room charge will include the following items:
-Room use
-Air conditioning
-Screen and projector (1 each)
-Audio visual operation

 

The organizers can request for additional equipment such as interpreter booths, additional microphone, etc. at their own costs. After the final selection of applications, selected organizers can submit additional equipment request. Optional equipment list will be provided to selected organizers with confirmation letter.
(Examples of major optional equipment: Cost will vary depending on the venue.)
-Additional Microphone (JPY1,500-4,500) (approx. USD 15-45)
-A Laser pointer (JPY3,500) (approx. USD 35)
-A Table light (JPY600) (approx. USD 6)
-Additional desk (JPY200-600) (approx. USD 2-6)
-Additional chair (JPY120-700) (approx. USD 1.2-7)
-An organizational support staff (JPY25,000) (approx. USD 250)

 


(3) Uploading relevant documents to the website
Once the application is confirmed, organizers will be able to upload information pertaining to their event on the relevant section of the conference and host country website.

 

d. Conditions

 

(1) Note
  • The Sendai Committee, the Government of Japan and the secretariat remind applicants that they reserve the right to reschedule or cancel any public forum event/s at any time in the interest of the Conference programme.
  • Allocated venue and/or date might be different from applicants’ preference if the number of applications exceeds the number of available slots or there are multiple requests for particular slots.
  • The secretariat has the right to call off the confirmation if the event is perceived to be different from the submitted application or it is judged as inappropriate. Furthermore, the secretariat has the right to take actions as follows;
    ◇ Before the event, urge to correct the contents of the event or cancel the event.
    ◇ During the event, urge to call off the event.
    ◇ After the event, decide not to cite or mention the event in relevant reports.
  • The confirmation may be cancelled if the payment cannot be confirmed to the Sendai Committee before 31 January 2015 at 17:00 [JST +9:00].
  • The secretariat will provide a comprehensive programme of events and daily updates during the Conference to be posted on the World Conference website. A programme in Japanese will be provided on the Sendai Committee website.

(2) Consideration of organizers
  • Events must be related to disaster risk reduction.
  • Selection or rejection of any application would be at the sole discretion of the selection committee.
  • In Public Forum events, organizers are not to charge participants any participation or attendance fee.
  • Events in the Public Forum are open to the public including all accredited participants of the World Conference. Organizers can specify if their event is invitation-only. Though as a Public Forum, organisers should aim for open invitations. For an invitation-only event, organizers are responsible for checking the entry of the participants.
  • It is recommended for the organizers to conduct the event in English, arrange interpretations or other measures for the international participants.
  • Publicizing an event is the responsibility of its organizers. The Sendai Committee, the Government of Japan or the secretariat will not produce fliers, distribute notices, or run other publicity efforts for public events.
  • Organizers are encouraged to refrain or extremely limit the amount of information materials including fliers, brochures and publications and to reduce wastage towards an environmentally – friendly conference.
  • The sale of any printed materials or any goods during the events or any other time during the World Conference is prohibited.
  • As for catering for an event, conditions vary according to the allocated venue. Contact details for catering can be provided to the organizers upon request.
  • A cancellation can only be processed if received from the organizer in writing via email to cancel@hostcity-sendai.jp by 31 January 2015 at 17:00 [JST: UTC +9:00].
  • Organizers would have to pay a cancellation fee after 31 January 2015.

 

2)Exhibition on disaster risk reduction/reconstruction

 

a.Venue: Sendai Mediatheque (mainly on 5th and 6th floor)

b. Eligibility

Any organization which has been engaged in activities related to disaster risk reduction and recovery/reconstruction is eligible to organize an exhibition in public forum irrespective of accreditation status. These include government organizations, local governments, international organizations, academic and research institutions, Non-government organizations and non-profit organizations, community organizations, private sector entities, regional organizations etc.
  • In order to ensure that as many organizers can be involved as possible, exhibition applications with a collaborative partnering approach will be encouraged. Partnering with Japanese institutions would also be welcomed. For co-organized exhibitions, one of the co-organizers of the proposed exhibitions should be designated as a lead organizer. Proponents of similar issues would be encouraged to co-organize exhibitions.
  • Applications from a private individual will not be considered.
  • Applications from high disaster risk countries, Least Developed Countries and Small Island Developing States will be given priority.

c. Contents of the Exhibition booth

  • Exhibition booth includes exhibiting panels, publications, demonstrations and videos etc. related to disaster risk reduction and recovery/reconstruction in an allocated booth space.
  • Research and studies on disaster risk reduction, lessons from disaster response and recovery/reconstruction, good practices on international cooperation, public-private partnerships and so on are welcomed.
  • The Sendai Committee, Government of Japan and the Secretariat will consult and allocate the space for an exhibition.

Note:

Applicants who wish to exhibit products and services for disaster risk reduction are encouraged to apply for “Disaster Prevention Industry Exhibition in Sendai” which will be held at Miyagi Exhibition Center (Yume Messe Miyagi) for the duration of the World Conference. Industrial exhibition, demonstration and business session will be main contents in this exhibition called “Disaster Prevention Industry Exhibition in Sendai”. Further information will be provided from Secretariat for Disaster Prevention Industry Exhibition in Sendai in due course. Contact: Mr. Noguchi (j-event@media.nikkan.co.jp ): Event enterprise division, The Nikkan Kogyo Shimbun,Ltd. (Business & Technology Daily News).

d.Basic specification of a booth:

Cost: one booth fee is JPY98,000 (approx. USD 980).

A booth includes the following items:
  • Booth size (width 1,830mm x depth 1,500mm)
  • 2 Panel walls (size width 990mm x height 2,400mm)
  • A table and a chair
  • A panel plate
  • An Electricity plug (100V, 50Hz plug type: A)
  • Additional equipment and items can be requested at their own cost. The price list of equipment and items will be provided to the selected applicants in due course.
    (Examples of major optional equipment:)
    • A Display (monitor size 24-40inches) (JPY37,000-129,000) (Approx. USD370-1,290)
    • A TV stand (JPY11,000) (Approx. USD110)
    • A DVD player (JPY12,000) (Approx. USD120)
    • A Blu-ray recorder (JPY20,000) (Approx. USD200)

    e. Communication Space

    Exhibitors of the booth will be able to have a presentation session in an allocated slot on a designated communication space stage during the exhibition. The Sendai Committee, Government of Japan and the secretariat will consult and allocate specific date and time for a presentation session.

    Basic arrangement : Session cost (30min): JPY20,000 (Approx. USD200) (The designated communication stage is equipped with a panel board and a microphone for your presentation)

    f. Application notice

    • Timetable of the presentation session will be announced after the confirmation of the exhibition booth.
    • Allocated number of the booth might be different from applicants’ preference, and it might not be possible to accommodate all requests if the number of applications exceeds the number of available booth space slots.
    • Selection or rejection of any application would be at the sole discretion of the selection committee.
    • Exhibitors should not charge participants for any participation fee.
    • The sale of any printed materials or any goods during events and any other time during the World Conference is prohibited.
    • Exhibitions must relate to the topic of disaster risk reduction.
    • The secretariat has the right to call off the confirmation if the event turned out to be different from that given in the application or it is to be judged as inappropriate. Furthermore, the secretariat has the right to take actions as follows;
      ○ Before the exhibition, urge to correct the contents of the booth or cancel the confirmation.
      ○ During the exhibition, urge to remove the contents of the booth.
      ○ After the exhibition, decide not to cite or mention the booth in relevant reports.
    • Also, the secretariat will cancel the confirmation if the payment cannot be confirmed before 31 January 2015.
    • A cancellation can only be processed if a request is received from the organizer in writing via email to
      cancel@hostcity-sendai.jp by 31 January 2015 at 17:00 [JST +9:00]
    • Organizers would have to pay a cancellation fee after 31 January 2015.

    3) Poster exhibition


    a. Venue

    Public Forum venues in Sendai City (to be confirmed after the selection)

    b. Eligibility

    • Any organization which has been engaged in activities related to disaster risk reduction and recovery/reconstruction is eligible to organize a poster exhibition in public forum irrespective of accreditation status. These include government organizations, local governments, international organizations, academic and research institutions, Non-government organizations and non-profit organizations, community organizations, private sector entities, regional organizations etc.
    • In order to ensure that as many organizers can be involved as possible, poster exhibition applications with a collaborative partnering approach will be encouraged. Partnering with Japanese institutions would also be welcomed. For co-organized poster exhibitions, one of the co-organizers of the proposed event should be designated as a lead organizer. Proponents of similar issues would be encouraged to co-organize poster exhibitions.
    • Applications from private individuals will not be considered.
    • Applications from high disaster risk countries, Least Developed Countries and Small Island Developing States will be given priority.

    c. Content

    • Posters are for exhibiting activities, researches, and publications related to disaster risk reduction and recovery/reconstruction on an allocated poster panel.
    • No poster session is planned. However, presentation to visitors in front of each poster panel will be welcomed.
    • The Sendai Committee, Government of Japan and the secretariat will consult and allocate specific venue for a poster exhibition.

    d. Basic specification of a poster panel

    • Size of a poster panel: width 90cm x height 210cm (from the floor)
    • Provided pins should be used for fixing a poster to the panel (there is no specified material for a poster, as far as such poster can be pasted to the panel with the provided pins)
    • Size of a poster itself is flexible as far as prepared poster/s can be fit into a provided poster panel. Multiple posters can be pasted on a poster panel, as far as prepared poster/s can be fit into a provided poster panel.
    • Selected applicants should paste their poster/s to their allocated poster panel spaces by themselves.

    e. Cost: free of charge


    f. Conditions

    • Venues of the poster exhibition will be announced after the selection.
    • It might not be possible to accommodate all requests if the number of applications exceeds the number of available space.


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