Who may apply?

Parties, observer States, the United Nations and its specialized agencies and related organizations, and admitted Observer organizations may apply for a side event or exhibit. Side events or exhibits created in the system will need approval from the appropriate national focal point or the designated contact point of the admitted organization. Such approval will be sought automatically, by an e-mail message to the national focal point or the designated contact.

Advantages of the new system

The online registration system allows for full collaboration and interaction between the organizer and the secretariat throughout the process. It provides a unique window for communication with the secretariat for the transfer of information on side events and exhibits. The information given by the organizer will appear in the public schedule available on the secretariat web site and so should be formulated carefully.

Below are some hints and tips to help you understand the process:

How to register

Register using Latin characters only and follow the instructions on the screens. Applicants will be notified by e-mail of their password which will allow them to log in. They may then change their password to one of their own choice. Log in by means of the "Login" button. Please note that passwords are case sensitive.

How to create an event and/or exhibit

Applicants should log in and then chose "New application" from the navigation column. A form "Request for side events/exhibits" will appear on your screen. Please complete as indicated. The various steps will take you through the process of providing a title, a description of the theme, including cooperating partners etc. Once the preliminary details of the event and/or exhibit have been completed, the "Draft" must be submitted for approval. Click on the "Submit for approval" button.

An e-mail message will be sent to the national focal point or the designated contact point of the admitted organization requesting approval for the event/exhibit. Until this approval is registered, the event will remain in a "pending approval" stage.

If the event is approved it will enter the "negotiation" stage.
If it is rejected, it will return to a "draft" which may be revised by the applicant and re-submitted for approval.

The progress of the application may be viewed at any time by logging into the system.

What happens during negotiation?

Once the event/exhibit has been approved, the applicant may negotiate details with the secretariat, and make amendments using the "Edit" button This process will continue until the secretariat completes the event.

What can happen during completion?

The details of the event including a date and time slot are completed. The applicant may no longer change any details, although comments may be sent to the secretariat. The event may now be viewed on the schedule.

However, the secretariat reserves the right to change or cancel events in the interest of the negotiating process. Any changes made by the secretariat will be communicated to the applicant and the national focal point or the designated contact point of the admitted organization.

Other useful information sources

"Who, when and what...", "Where to send your bits and pieces...", as well as contact details for catering assistance "How to offer hospitality" can be found in the files or the links in the navigation column on the side events and exhibits home page.

If you require assistance or further information please contact see@unfccc.int