Practical Information Web viewThe Latvian Presidency is delighted to welcome you to Latvia and has compiled the following practical information to ensure your visit is both enjoyable

Practical InformationInformal Meeting of EU Ministers responsible for Territorial Cohesion and Urban Matters10 June 2015

National Library of Latvia

Address:

Mūkusalas iela 3, Rīga LV-1423, Latvia

www.lnb.lv/en/nll-new-building

For queries pertaining to organizational matters of meeting, please contact:

Mr. Jānis IlgavižsMinistry for Environmental Protection and Regional Development

Phone: +371 66016721

Mobile phone: +371 28664156

E-mail: [email protected]

1. Registration and accreditation

The Latvian Presidency is delighted to welcome you to Latvia and has compiled the following practical information to ensure your visit is both enjoyable and productive.

All participants are kindly requested to register online at https://delegation.eu2015.lv/php/login.php

Invitation from online application system [email protected] with username and password for each delegation will be

sent in a separate e-mail. This is automatically generated by the registration system.

Online registration for the event will be open until 25 May 2015. Participants are encouraged to register as soon as possible to make sure there is enough time for all the necessary travel arrangements to be made.

Please note that the format of this informal meeting is 1+2, i.e. Head of Delegation and spouse/partner plus two delegates (applied to: Member States of the EU, EU membership candidate countries, EFTA Member States, EEA Member States, as well for delegates from European Union institutions (European Commission, General Secretariat of the Council of the European Union, European Parliament, Committee of the Regions (CoR),European Economic and Social Committee (EESC),The European Investment Bank)).

Please note that number of participants for Stakeholder organizations is limited to 2 persons per delegation.

The Head of Delegation may be accompanied by one Security Officer. The delegation is kindly requested to register the Security Officer through the online accreditation system.

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Pins and badges granting the access to the meeting venue will be distributed by the assigned Liaison Officer upon arrival.

Any loss of a pin or badge must be reported immediately to the Liaison Officer.

Please note that online registration requires each delegation to designate a contact person with whom we can confirm registration, and reach should there be any other issues.

Please also be aware that details of the passport or ID and a personal photo of each delegate will be needed for the registration process. Requirements for personal photo:

Type: photo for official documents (made recently, within the period of the last 2 months) Format: jpg, png, gif, bmp; Maximum size: 3 MB; Recommended dimensions: 480*640 pixels;

The photo filename should not contain a non-standard characters like "č, %, ġ, ā, ', " as the system will not allow to upload a picture.

In case of technical errors or requests concerning registration or any changes to the delegation after the registration deadline please let us know by e-mailing to [email protected]

Spouses and partners accompanying the Heads of Delegation should be registered as partners in the accreditation system. They are invited to the welcome dinner on 9 June at 19:00. There will be an additional cultural and social programme organised for the spouses and partners on 10 June. Please note that programme will be provided only in case if at least five attendees will be registered for the event.

Hospitality

Delegations are cordially invited to join the gala dinner on 9 June at 19:00 at the Centre of Culture “Ziemeļblāzma”. Address: Ziemeļblāzmas street 36, Riga, LV–1015, Latvia http://ziemelblazma.riga.lv/

2. Transportation

VIP transport

Presidency will provide a VIP transport for the Head of the Delegation and a minibus for the delegation arriving with their Head of the Delegation. The Presidency will provide transportation only for the transfers indicated in the official meeting programme, as well as for arrival and departure. Collective transfer by bus will be used whenever possible. In order to provide the VIP arrival/departure transportation services between the airport/train station/bus terminal and hotel, we kindly ask as soon as possible to provide your exact arrival and departure details (flight number, time, etc.).

Please note that the Presidency does not provide transport for delegation members arriving separately from their Heads of Delegation. Those delegates are kindly requested to make their own travel arrangements. For members of delegation, which are not registered participants of the event, Presidency does not provide any kind of services.

Airport

Riga International Airport is located just 10 km from the city centre and is easily accessible by public transport or taxi. Getting to the city centre from the airport takes ~25-30 minutes.

Riga International AirportMārupes novads, Rīga, LatviaAirport inquiries service: +371 2931 1817

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Some options for transfer to the city centre:

Taxi services are available at Riga International Airport 24 hours a day and are located outside the arrivals area. The average fare from the Airport to the city centre (Old Town) is € 15-20. The fare depends on both distance and time. Green AirBaltic and red Riga Cab taxi services are available and recommended.

Public transport bus No. 22 (Lidosta-Centrs) and minibus No. 222 connect the Airport with the city centre. The bus stop is located behind the car parking place. The service operates up to every 15 minutes from Monday to Friday. Single journey tickets can be bought from the driver and cost € 2.00 (cash only). Please get off at the bus stop "Nacionālā bibliotēka" to get to the meeting venue or Radisson Blu Daugava Hotel that is located close nearby.

3. Accommodation

The Latvian Presidency has made a block reservation of rooms for all delegates at the preferred hotel – Radisson Blu Daugava at a special accommodation rate of € 140.00 for standard class room and € 272.00 for business class room/per night, breakfast and tax included. The hotel is very close to the meeting venue.

Address: Radisson Blu Daugava, 4****Kuģu iela 24, Rīga LV-1048, Latvia

The Presidency is covering the cost of accommodation for two nights for the Heads of Delegations at the Radisson Blu Daugava hotel. These rooms are booked by the Presidency and there is no need to contact the hotel directly.Please send the planned details of your stay in the hotel (arrival/ departure date and time) to the e-mail: [email protected]. You will receive a voucher as a confirmation of the reservation.

For delegates for whom the accommodation is not covered by the Presidency, a reservation has been made at the same hotel. Booking hotel accommodation requires payment with a credit card, via bank transfer or payment on spot directly to the hotel if an official guarantee letter is provided (a letter to the travel agency “Baltic Travel Group” issued by the organization the delegate represents promising to cover the accommodation expenses).

During the registration please follow the official travel agency's link in the Accommodation section by clicking the “Book Now" button! 

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The deadline for guaranteed hotel reservation online is 25 May 2015.

We strongly recommend delegations not to book rooms elsewhere, since security checks and transportation services at the given time schedules indicated in the programme of meeting will only be provided at the selected hotel. 

If you choose another accommodation option, then for organizational purposes you are kindly requested to indicate the accommodation selected or hotel name in the Remarks section during the registration process and by e-mail: [email protected]

Should you have queries related to accommodation, please do not hesitate to contact the Presidency official travel agency “Baltic Travel Group” by email: [email protected] or telephone: +371 6722 8428.

4. Meeting venue

The Informal Meeting of Environment and Energy ministers will be held at the National Library of Latvia in Riga (Address: Mūkusalas iela 3, Rīga, Latvia). In order to access the venue and related events, a pin or valid badge must be visibly displayed all the meeting time.

National Library of Latvia

Also known as the Castle of Light (Gaismas pils in Latvian), the building was designed by the famous Latvian-American architect Gunārs Birkerts. Its portrayal of a hill of glass has a symbolic meaning. In Latvian folklore, a crystal mountain symbolises the height of achievement: something not easily attainable but which richly rewards those who make the commitment to reach its peak. The building was opened in 2014 and has 13 floors rising to a height of 68 metres. Located on the left bank of the River Daugava, it gives one of the best views over the UNESCO-listed Old Town of Riga.

Bilateral meetingsBilateral meeting rooms will be available on 10 June, 10:00 – 16.00 Participants are kindly invited to make a reservation request by writing an email to [email protected]

IT services and support

Wireless Internet access (WiFi) is available throughout the meeting venue. Staff at the venue will be available to provide technical and IT support.

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Name of the WiFi network at the venue: EU Presidency

Password: LV@EU2015

Green printing

Latvia is said to be one of the greenest countries in the world not only in terms of the vast amount of land covered in forests and fields, but also in the way people work. During the Presidency we want to prove this by working in a green and sustainable manner. All participants are invited to think carefully about whether they need to print documents, and to use their electronic devices instead. Printing facilities will be available at the venue, but participants are encouraged to use them as little as possible.

Luggage storage

To avoid confusion, we recommend you to prepare a name-tag for your luggage in case you decide to leave your luggage in a common storage area at the meeting venue.

Security

Security Officers: a separate written request shall be submitted to the State Protocol of the Ministry of Foreign Affairs if the Security Officers are armed. Please contact at http://www.mfa.gov.lv/en/about-the-ministry/state-protocol/contacts. Full details must be provided concerning any firearms to be brought into Latvia, specially: the type and the number of the firearm, the quantity and the diameter of cartridge. If the radio frequency is needed, the information on the frequency range and technical characteristics shall be communicated to the State Protocol as well.

Medical care

Appropriate medical services will be provided at the venue in cases of emergency and medical needs. The medical service point will be located on the 2nd floor, close to the Rīga meeting hall. These services include emergency medical care during the working sessions and transportation, if necessary, to designated hospitals.

Delegations are requested to fill out the medical information form for the Head of Delegation and include a list of dietary and other restrictions where indicated during registration.

In cases of emergency, call 112 or 113.

Health Insurance

To ensure that the costs of emergency care are covered during the stay in Latvia, delegates are advised to arrange a travel medical insurance.

Citizens of European Union, Lichtenstein, Norway and the Swiss Confederation benefit from European Health Insurance Card (EHIC).

It covers state-run healthcare. The EHIC ensures that the necessary and urgent medical care is given to the same extent as is provided to the country's residents, where patient is receiving a medical help. EHIC can be obtained free of charge by contacting local health insurance institution as each individual country is responsible for producing and distributing the card in its own territory. Learn more about EHIC - http://www.vmnvd.gov.lv/uploads/files/4fd5ed19128cd.pdf

Persons with disabilities

Facilities are accessible to persons with disabilities and assistance will be provided if needed.

Liaison officerA Liaison Officer will accompany each Head of Delegation during the formal meeting programme from arrival until departure. The Liaison Officer will distribute badges and pins to delegations, answer any questions regarding the

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programme and deal with logistics. Contact details of the assigned Liaison Officers will be communicated to each delegation’s accreditation administrator closer to the event.

For any questions regarding the liaison officers, please contact:

Ms Zanda LiepaskalnaProject coordinatorPresidency Human Resource DepartmentMobile phone: +371 [email protected]

About Riga

Riga is the capital of Latvia. Officially founded in 1201, the city presents a mix of cultures and architectural styles developed throughout different historical periods. The Daugava, also referred to as the River of Destiny by Latvians, flows through Riga into the Gulf of Riga about 10 kilometres from the city centre. Because of its location and harbour, which rarely freezes, Riga has developed into a significant transportation hub. Riga has always been a dynamic and innovative centre, and remains to this day a vibrant and lively city with a host of creative quarters to explore. It is therefore with good reason that Riga has been called the ‘city of inspiration’. Enjoy a leisurely walk around the Old Town – the historic centre of Riga, which is a UNESCO World Heritage Site – and its surroundings.

Useful information about Riga can be found on www.liveriga.com/en .

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