Event Information

The Republic of Turkey is honoured to welcome you to the 5th Budapest Process Ministerial Conference “A Silk Routes Partnership for Migration” on 19 April 2013 in Istanbul, Turkey.

In order to facilitate the logistical arrangements for the participation of your delegation, we have set up the Budapest Process webpage with the integrated registration system.

We hope that this webpage will provide all necessary background information for you, but are happy to assist you further at any time: info@budapestprocess.org

The registration system for the Ministerial Conference is set up online on the Budapest Process homepage. Please enter here in order to create a username and a password. Once you have received your access information, your account will be activated and you can start the registration process. For this purpose please consult the detailed Registration Guide.                                                                                                                                                  We recommend that one contact person is appointed to register for the whole delegation. Participants may register individually as well, though the registration via a contact person is preferred.

Please note that each security officer travelling with firearms and/or specific fire equipment also has to register their firearms online. Furthermore, they also have to possess a special letter of confirmation issued by the relevant Embassy or Consulate of the Republic of Turkey. Security officers cannot carry their firearms without a special letter of confirmation. The firearms carried without the letter of confirmation shall be detained by the police until their departure from Turkey. In order to receive the letter of confirmation, security officials have to apply for the permission to their Ministry or the Turkish Embassy or Consulate in their country along with the model, serial number, magazine and shot number of the firearms. If the application is made to their Ministry, the relevant Ministry shall deliver it to the Turkish Embassy or Consulate. If the application is made to the Turkish Embassy or Consulate, the relevant Embassy or Consulate shall deliver the application to Turkish Ministry of Foreign Affairs (MFA). The Turkish MFA shall deliver it to the Department of Security of TNP. The relevant Department of TNP reviews the application and accordingly issues or denies the permission. The status of permission shall be delivered to the applicant.

Participants are kindly requested to complete their application in the registration system until 25 March 2013.

For detailed information regarding the Registration system, please consult the “Registration Guide”.

Should you have any further questions or requests concerning the registration, please send an email to info@budapestprocess.org.

For the duration of the conference, different access rights to the events will be granted for participants. According to their protocol position, each delegate will receive a badge with colour significance. Please note that following colours and access rights will be assigned:

–       Accreditation Pins for heads of delegation with access to all events during the Ministerial Conference and Ministers’ Lunch on 19 April at Luzern.

–       Red Badges for senior delegates with access to all events during the Ministerial Conference

–       Blue Badges for delegates with access to the SOM on 18 April and the Foyer of Fuji Ball Room

Badges and pins will be provided upon arrival by the respective liaison officers. Participants arriving separately from the official delegation may also obtain their badge at the information/registration desk in the entrance hall of the conference venue.

The 5^th Budapest Process Ministerial Conference “A Silk Routes Partnership for Migration” will take place at Swissôtel The Bosphorus Istanbul, Turkey

Bayildim Cad. No.2 Macka

34357 Besiktas Istanbul, Turkey

Tel: +90 212 326 1100

 Fax: +90 212 326 1122

Web: http://www.swissotel.com/hotels/istanbul

The hotel is centrally located in the European part of the city, near the popular shopping and business district Taksim, overlooking the Bosphorus.

Swissôtel The Bosphorus offers a spacious area accommodating the meeting room for the Senior Officials Meeting on 18 April 2013, the venue for the Ministerial Conference on 19 April, several rooms for bilateral meetings, a press conference room, printing facilities and working space, wireless internet access for all delegates and a large reception area.

The Senior Officials Meeting on 18 April 2013 will be held on the 7^th Floor of Swissôtel The Bosphorus, in the conference hall named Neuchâtel. All participants with accreditation will have access to this venue.

For the Ministerial Conference on 19 April 2013, only participants with an accreditation pin and a red badge will have access to the plenary venue at Fuji Ball Room on the 5^th Floor of Swissôtel. Each delegation will be limited to two seats at the conference table (for the head of delegation and one delegate). Furthermore up to two seats will also be made accessible upon request in the back of the conference hall for additional delegates from each participating country or organisation.  

A listening area will be available in the foyer outside the main conference room on 19 April 2013 for all other delegates, liaison officers and security who do not have access to the plenary session. It will be equipped with video projection transmitting the discussions of the main conference hall.

A limited number of bilateral meeting rooms will be made available at Swissôtel the Bosphorus between 14:30-15:00 and 17:30-19:00 on Friday, 19 April 2013.  Please notify the Secretariat, the registration desk or your designated liaison officer to reserve a bilateral meeting room and indicate the number of delegates participating.

Please note that the organisational team, comprising the Secretariat, the registration desk team and the liaison officers will attend to your requests for a bilateral meeting room. For a written request, please submit this to info@budapestprocess.org until 8 April 2013.

The language regime during the SOM on 18 April will include English, Russian and Turkish.

For the Ministerial Conference on 19 April following languages will be made available for simultaneous interpretation: English, Russian, Turkish, Arabic and Farsi. In certain circumstances additional interpretation can be arranged.

Additional booths will be provided for personal interpreters in case the heads of delegation would like to bring their personal interpreters. In order to ensure that a booth is made available for your personal interpreter, please notify the Secretariat in advance at info@budapestprocess.org.

Please note that no interpretation will be available during Coffee Breaks, Lunches, Reception and the Gala Dinner.    

Liaison officers will be assigned to each head of delegation for the duration of the conference. Liaison officers will assist the head of delegation by providing information and attending to logistical matters throughout the entire official programme. They will serve as a link between the delegations and the organisational team.You will be informed of the name and contact details of your liaison officer until 8 April 2013 as well as upon your arrival to Istanbul.

The organisation team will provide transportation to the dinner venue for all delegations. Your designated liaison officer will provide you with all the necessary information.

Limousine – type vehicles will be made available to all Ministers and Deputy Ministers throughout the official programme from 08:00 – 24:00. 

Security staff will be positioned in all relevant places at Swissôtel for the duration of the official programme of the Ministerial Conference. The Security staff will ensure that visitors, entering the conference venue and other official venues of the conference, are permitted according to their protocol position.

Please ensure that valid badges or pins are worn and visible at all times while attending the official programme for the 5^th Budapest Process Ministerial Conference “A Silk Routes Partnership for Migration”.

Delegates should also retain their badges at all times in the hotel to facilitate security checks. The head of delegation may be accompanied by security personnel. If the delegation is accompanied by any security personnel, this personnel is also required to register through the online accreditation system. Please also see further specifications above at “Registration and Accreditation”.