Eligibility criteria

1. An observer organization duly admitted by the Conference of the Parties is eligible to apply for one side event slot and/or one exhibit. For information on the admission process for observer organizations, please click here. N.B.! Current applicants for admission and provisionally admitted organizations are not eligible to apply for a side event/exhibit slot at the next session. 
2. A Party to the UNFCCC is eligible to apply for one side event slot and/or one exhibit if merging its application with at least one application submitted on behalf of an observer organization. N.B.! A Party must partner with an observer organization in order to be eligible to apply for a side event slot and/or an exhibit slot. Please review the information note on further details for Party applicants.
3. UN system organization or specialized agency is eligible to apply for one side event slot and/or one exhibit. N.B.! There is a separate application track for UN system side events at COPs. As an implication of this policy and the "one side event and one exhibit application per observer organization/Party" policy, it is not possible to merge a side event application submitted via SEORS with a UN system side event application submitted via a different track. For information on the side events and exhibits application process for UN system organizations and specialized agencies at the upcoming session, please review this section of the current webpage. 

Important notices

N.B.! Only one side event application and only one exhibit application per observer organization/Party can be considered per session. A Designated Contact Point (DCP) of an observer organization/a National Focal Point (NFP) of a Party can authorize only one side event application and only one exhibit application per session. 

The secretariat reminds applicants that it reserves the right to reschedule or cancel side events at any time in the interest of the negotiation process. The secretariat also reserves the right to reallocate or cancel exhibits that do not meet the specified requirements.

The no-show policy:  

• Side events: in view of the fact that side event selection is a highly competitive commodity, the secretariat will announce the cancellation after 15 minutes. 
• On-site exhibits: the exhibit slot will be offered to another applicant if the exhibit is not set up on the first day of the booking period without any notice to the secretariat.  
• In case exhibits are virtual: a virtual exhibit slot will be offered to another applicant if the digital content is not submitted by the indicated deadline.

N.B.! Access to side event rooms, exhibit booths, and the COP platform for virtual participation is limited to duly registered conference participants. Only those duly registered as part of a delegation can join side events as virtual speakers.

The secretariat uses the Side Events and Exhibits Online Registration System (SEORS) to receive side event and exhibit applications. On this page, you will find instructions on how to submit an application via SEORS.

For detailed instructions on how to submit a side event or an exhibit application, please consult the SEORS Application Manual and the Frequently Asked Questions document.

Please also consult this video tutorial before applying: 

Selection and allocation criteria

The following criteria are taken into consideration for the selection of side events and exhibits:

1. One application per Party/observer organization; 
2. Joint applications^* of as many observer organizations as possible; 
3. Applications from observer organizations in developing countries or joint applications involving developing country NGOs and IGOs.  
4. Assessment of relevance to issues under discussion/negotiation at the particular session; 
5. Applications from youth organizations; 
6. Balance among NGO constituencies, regions, and topics, including gender and climate change, disability and climate change, and perspectives of the indigenous peoples; 
7. For side events: actual gender balance of speakers at past side events, where applicable. For first-time applicants: intended gender balance of speakers. 

^*Instructions on how to submit a joint application can be found here.

The following criteria are taken into consideration for the allocation of side events and exhibits:

1. Feasibility of preferred dates;
2. Avoidance of thematic overlaps per time slot (side events only);
3. Alignment of similar themes in the same room (side events only); and
4. Size of the expected participation level and room size (side events only).
5. Capacity and availability of side events slots and exhibit booths, facilities and resources.

Important notices

Please be informed that participation in side events and exhibits, including the application process in SEORS, must be in compliance with the Code of Conduct.

The secretariat reminds applicants that it reserves the right to reschedule or cancel side events at any time in the interest of the negotiation process. 

The secretariat also reserves the right to reallocate or cancel exhibits that do not meet the specified requirements.

The no-show policy:  

• Side events: in view of the fact that side event selection is highly competitive commodity, the secretariat will announce the cancellation after 15 minutes. 
• On-site exhibits: the exhibit slot will be offered to another applicant if the exhibit is not set up on the first day of the booking period without any notice to the secretariat.  
• In case exhibits are virtual: a virtual exhibit slot will be offered to another applicant if the digital content is not submitted by the indicated deadline.

N.B.! Access to side event rooms, exhibit booths, and the COP platform for virtual participation is limited to duly registered conference participants. Only those duly registered as part of a delegation can join side events as virtual speakers.