/ High-level Intergovernmental Meeting on the Final Review of the
Implementation of the Asia and Pacific Decade of Disabled Persons, 2003-2012,
Incheon, Republic of Korea, 29 October-2 November 2012

SIDE EVENT: LOGISTICAL INFORMATION & APPLICATION FORM

For the organization of a side event to be held during the High-level Intergovernmental Meeting on the Final Review of the Implementation of the Asia and Pacific Decade of Disabled Persons, Incheon, Republic of Korea, 29 October – 2 November 2012, please see below:

  • Part A: Logistical information;
  • Part B: Side event application form to be completed and returned latest by 25 September 2012 to the ESCAP secretariat and the Conference Management Agency.

Part A: Logistical information

A.1. Side Event Rooms Equipment

Side events may only be held in the following three roomsin the Songdo Convensia:

Room # 107~109

Rooms are available on the following dates and for the following time slots:

Date / Room / Time (hours)
2 Nov.(Fri) / Room #107~109* / 09:00~12:00

* Room #107~109 can be used asa single, large room or it can be divided intothree separate smaller rooms.

The capacity of the side event rooms is as follows:

Room / Capacity (number of people) / Screen
Size (inches) / Banner
Size
(metric)
TheatreStyle / ClassroomStyle
# 107 / 78 / 42 / 120” / 5m x 0.6m
# 108 / 78 / 42 / 120” / 5m x 0.6m
# 109 / 78 / 42 / 120” / 5m x 0.6m
# 107~109 / 234 / 126 / 150” / 6m x 0.6m

The following equipment will be available in the side event rooms:

Room / Meeting Tables / Lectern / Screen / Wired Microphone / Wireless Microphone
# 107 /  /  /  / 1 / 1
# 108 /  /  /  / 1 / 1
# 109 /  /  /  / 1 / 1

= available

Photocopying

Please bring with you hard copies of all materials that you plan to distribute during the side event.

In the event of an emergency, should access to aphotocopierbe required on site, please contact the Conference Management Agency staff for assistance. Standard charges shall apply.

The individual organizer of each side event will be responsible for charges involved in the use of equipment such as beam (LCD) projectors, computer notebooks, banners or other materials, and related services for the set-up and functioning of the equipment.

If you wish to have food orrefreshmentsserved during the side event, please refer to the menu list below and contact theConvensia catering teamfor more details:

Mr. Ho Lim

Tel: +82-32-210-1141~5

Fax: +82-32-210-1146

E-mail:

Menu List

TYPE / MENU / PRICE
(KRW) / TYPE / MENU / PRICE
(KRW)
Canapé
& Hot Savory / Canapé menu 1 / ₩200,000 / Coffee
Break / Coffee Break 1 / ₩25,000
Canapé menu 2 / ₩180,000 / Coffee Break 2 / ₩20,000
Canapé menu 3 / ₩150,000 / Coffee Break 3 / ₩17,000
Savory menu 1 / ₩300,000 / Coffee Break 4 / ₩14,000
Savory menu 2 / ₩250,000 / Morning Coffee Break 5 / ₩10,000
Savory menu 3 / ₩200,000 / After noon Coffee Break 6 / ₩10,000
Lunch Box / Fusion Lunch Box A / ₩45,000 / Coffee Break 7 / ₩6,000
Fusion Lunch Box B / ₩50,000 / Coffee Break 8 / ₩4,000
Japanese Lunch Box A / ₩36,000 / Coffee Break 9 / ₩200,000
Japanese Lunch Box B / ₩40,000 / Coffee Break 10 / ₩300,000
Korean Lunch Box A / ₩30,000 / Coffee Break 11 / ₩30,000
Korean Lunch Box B / ₩36,000

※Please refer to the attached file“catering menu”for more details

※10% VAT will be added

Part B: Side Event Application Form

Please complete the form below and return the completed form to reach the ESCAP secretariat byno later than Tuesday, 25 September 2012: Email <>; fax: +66-2-288-1030.

Please note that meeting room allocation will be on a first-come, first-served basis.

I.Contact Information
Name of Organization
Contact Person for Organization of SideEvent
Contact Person’s Mobile Phone Number
Contact Person’s Email
II. Side Event Information
Title of Side Event
Expected Number of Participants
BriefDescription / Expected outcome of side event:
Speaker(s) / Panellist(s), please indicate for each person: (name), (title), organization)
Key message(s) to be conveyed:
Materials to be distributed:
(Please send the ESCAP secretariat a complete set of the materials by no later than 12 October)
*Please provide more details in an attachment, as may be required.
Expected Duration / ------(minutes)
III. Room & Time(Please select one)
Date / Time / #107 / #108 / #109 / #107~109
2 Nov.
(Fri) / 09:00~10:30 /  /  /  / 
11:00~12:00 /  /  /  / 
Preferred Room Layout / Layout / Select
Classroom style(with rectangular tables) / 
Traditional theatre style (no tables) / 
IV. Equipment Requirements *Please select the equipment and indicate the quantity required.
Item / Unit Cost (KRW & USD equivalent) / Quantity / Total (KRW & USD equivalent)
Beam (LCD) Projector / KRW440,000
(approx. USD390.00)
Laptop / KRW99,000
(approx. USD 89.00)
Other (please specify)
Grand Total
* Rental cost includes technical support and handling charge.
V. Additional Comments
* Please provide any other information that would enable the Conference Management Agency and the ESCAP secretariat to understand fully the needs for a successful side event.
◎ Contact Information
Please send application for
side event by 12 September and copy of materials to be distributed by 12 October / Social Development Division, ESCAP secretariat
Contact Persons: Mr. KIM Dongho & Ms. SAN Yuenwah
Tel: (662) 288-1240
Fax: (662) 288-1030, 288-3031
Email:
Please send facility and equipment enquiries / BMD Co., Ltd(Conference Management Agency)
Contact Person : Ms Youn-Kyoung KIM
Tel: (82-70) 8280-6217
Fax: (82-2) 3446-2903
Email :

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Side event information & application form: 2012 Sept 12, 1700 hrs