Practical information relevant to the preparation of and participation in PP-18 may be found on the following pages.

Visas

Every foreign national travelling to the United Arab Emirates (UAE) must be in possession of a valid passport (not a travel document or temporary passport) with validity not less than 6 months from date of entry into the UAE.

In addition, participants who require a UAE visa must proceed with an official visa request through the Host Country website here: http://www.pp18dubai.ae/visa.php. If a visa is required, participants are requested to submit a visa request and required official documents to UAE official authorities at the above-mentioned address preferably four weeks, but not less than three weeks, prior to travelling to the UAE. The following documents should be submitted. Other documents may be required in certain countries:

  • A clear electronic passport copy with validity not less than 6 months from date of entry into the UAE;
  • A clear scanned electronic copy of passport-style colour photograph with white background;
  • An ITU confirmation of registration (provided upon registration by the ITU secretariat).

Provided all required documents are submitted correctly, the Host Country team will initiate the visa process. The processing time-frame is from 7 to 10 working days. Upon issuance, an electronic visa copy will be sent to the applicant through his/her registered email id. Upon arrival to the UAE (Dubai), all participants should present their electronic visa to the Visa Collection Desk to collect the original visa and do an eye scan. Then participants will proceed to the immigration desk to complete formalities.

Please note that a visa cannot be obtained through the ITU secretariat. All inquiries should be addressed by email to: pp18@ntravel.ae.

Travel

Participants are requested to make their own travel arrangements to the UAE.

Transfers from Dubai International Airports to selected hotels will be provided free of charge to participants who have used the online hotel room booking service through the official agency designated by the Host Country (Nirvana Travel & Tourism LLC).

Transfers from Dubai International Airports to selected hotels will be provided from 26 October to 1 November and transfers from selected hotels to Dubai International Airports from 15 to 17 November.

A travel agent will be available in the Dubai World Trade Central (DWTC) to assist with travel arrangements.

Shuttle services to and from selected hotels and the DWTC will be provided free of charge to Conference participants. Relevant information will be provided with a welcome package to all participants upon registration at the DWTC.

Official carrier

Further information will be forthcoming.

Dubai International Airports

Dubai Airports owns and manages the operation and development of both of Dubai’s airports – Dubai International (DXB) as well as Dubai World Central (DWC).

Dubai International comprises 3 terminals:

  • Terminal 1 (includes Concourse D) serves all airlines
  • Terminal 2 serves scheduled, charter, and special flights (pilgrimage)
  • Terminal 3 (includes Concourses A, B, & C) is dedicated for use by Emirates Airline

DXB retained its position as world’s number 1 international airport for the fourth consecutive year with annual traffic of 88.2 million passengers in 2017. Traffic is projected to reach 90.3 million in 2018 according to initial forecast. DXB became the world’s number 1 airport for international passengers in 2014 with passenger numbers totalling 70.4 million. The airport serves 90 airlines flying to more than 240 destinations across six continents. For more information, please visit: http://www.dubaiairport.com.

About Dubai

The United Arab Emirates is a constitutional federation of seven emirates: Abu Dhabi, Dubai, Sharjah, Ajman, Umm al-Qaiwain, Ras al-Khaimah, and Fujairah. The federation was formally established on 2 December 1971.

The UAE occupies an area of 83,600 sq. km along the southeastern tip of the Arabian Peninsula. Qatar lies to the west, Saudi Arabia to the south and west, and Oman to the north and east. The capital and the largest city of the federation, Abu Dhabi, is located in the emirate of the same name.

Four-fifths of the UAE is desert, yet it is a country of contrasting landscapes, from awe-inspiring dunes to rich oases, precipitous rocky mountains to fertile plains.

The UAE, one of the world’s fastest growing tourist destinations, has all the right ingredients for an unforgettable stay, an intriguing traditional culture, and a safe and welcoming environment.

General information on Dubai and the UAE can be found on the Host Country website at: http://www.PP18dubai.ae/

Banking and currency

The official currency of the UAE is the Arab Emirates Dirham (AED or Dhs). Each Dirham is divided into 100 fils and is held constant against the US Dollar at an average of 3.67. All banks operate from Saturday to Thursday, varying times: some 0730 – 1400, others 0800 – 1500. Currency exchange houses are open until late in the evening. All international credit and debit cards are widely accepted. (Currency Converter: https://www.xe.com/currencyconverter).

Climate

The UAE enjoys extremely pleasant weather during its winter months, from October to April. The rest of the year, temperatures are in the low to mid-40º range. Lightweight summer clothing can be worn for most of the year but temperatures can drop quite sharply at night during the winter months of November to March. For weather forecasts, please visit: http://www.wunderground.com/global/stations/41194.html

Electrical appliances

Domestic supply is 220 volts. Sockets suitable for three-pin 13 amp plugs of British standard design are the norm, however it is a good idea to bring an adaptor with you just in case. Adaptors can be purchased in local supermarkets. Appliances purchased in the UAE will generally have two-pin plugs attached. For more information please visit: https://www.electricalsafetyfirst.org.uk/guides-and-advice/for-travelling/travel-adaptor-for-the-united-arab-emirates/

Mobile phones in the United Arab Emirates

If you wish to use your own telephone in the UAE with a local SIM card, it will work provided your telephone is not SIM-locked.

Please keep in mind that typically in Europe, Middle East, and Asia most telecom providers use the 900 MHz and 1800 MHz bands. If you wish to use your own mobile phone in the UAE, you should verify in advance that your phone supports the 900 MHz and 1800 MHz bands.

Shipping and importation instructions

TRA has appointed Airlink International as the Official Freight, Lifting, and Handling Contractor and the recommended shipping and freight-forwarding contractor for PP-18.

All inquiries regarding freight, lifting, and goods handling should be directed to Airlink International's contact, william@airlink.ae, who will provide more information on the following:

  • Full list of services - Air and Sea Freight
  • Onsite freight handling charges
  • Details of the necessary documentation required by the United Arab Emirates Customs Authorities
  • Contact details of the official contractor's appointed agent in the participant's country. 

Accommodation

Dubai, a busy cosmopolitan city, caters to many international events all year around. Participants are therefore strongly recommended to book their accommodation as early as possible. The Nirvana Travel & Tourism LLC, is the official agency designated by the Host Country to manage all hotel requirements for this event. A number of rooms have been secured at a range of selected hotels for the event participants and the participants can book hotels by using the online system booking which will guarantee you best rates and availability.

To reserve rooms in hotels recommended by the Host Country, participants are invited to book online through the agency designated by the Host Country at http://www.PP18dubai.ae/. The rates of the hotels include all applicable charges and municipality fees plus free internet and breakfast.

Room confirmation will be provided within 48 hours of booking. Please note that hotel rooms cannot be booked through the ITU secretariat.

All participants who book their hotels through Nirvana Travel & Tourism LLC will be offered free transfer from the airport to hotels upon arrival and from hotels to the airport upon departure. More importantly, when delegates book at this rate they are guaranteed a pick-up from the airport to their hotel and also every morning a shuttle service to drop them to the Conference Venue from their hotel and vice versa.

For additional information, please email pp18@ntravel.ae

Venue

The ITU Plenipotentiary Conference will be held at the Dubai World Trade Centre (DWTC) from 29 October to 16 November 2018.

The DWTC is enviably positioned between new and old Dubai. To one side is the city’s glittering new skyline of hotels, freehold properties, business districts, shopping malls and entertainment resorts. To the other side is the older part of Dubai with its souqs, landscaped parks and vibrant retail and residential districts. Dubai’s historic creek, wildlife bird sanctuary, zoo, museum, heritage sites, beaches, championship golf courses, and marina are also in the vicinity.

A 10-minute drive from the Dubai International Airport, DWTC is at the heart of Dubai’s Business District. Conveniently located along the arterial Sheikh Zayed Road, the complex adjoins the high-speed metro’s DWTC station. You can find a Dubai Map on the following link: http://www.dubaitourism.ae/category/images/interactive-maps.

Address:

Dubai World Trade Centre
Sheikh Zayed Road
P.O. Box 9292, Dubai, UAE

Tel:

+971 4 332 1000

E-mail:

Website:

Services and Facilities

The ITU Bookshop at PP-18

An on-site Bookshop with ITU Publications and a collection of ITU/Swiss-branded souvenirs will be conveniently located next to the Cybercafé.

Available titles will include key reference documents in hard-copy versions, such as the Final Acts of previous ITU Conferences (PP14/Basic Texts, WRC 2015, WTSA 2016, WTDC 2017), ITU’s flagship statistical product World Telecom Indicators Database on USB key and the Statistical Yearbook, as well as recently released editions of the SMS4DC CD, handbooks, USB keys of ITU-T and ITU-R Recommendations, and many other titles. Firm orders placed at the Bookshop for any title not readily on-hand will benefit from free shipping from Geneva to your preferred address.

For any last minute requirements such as international power plug adaptors, wireless PC mouse, notepads, USB keys – all ITU-branded, as well as key chains, mugs, pens and Swiss army knives for souvenirs to take back home, the Bookshop will have just what you need.

Prior to the event, feel free to consult our 2018 Publication Catalogue and send any specific pre-orders prior to August 30 to sales@itu.int for pick-up at the on-site Bookshop in Dubai.

For more information on any ITU Publication, please see www.itu.int/publications or write us at sales@itu.int or freel@itu.int.

Media and communication facilities and services

Media accreditation for PP-18 will open in June 2018, and will officially close at midnight CET on Tuesday, 16 October. Details of how to apply for accreditation will be available shortly on the ITU PP-18 Media Accreditation webpage.

An online PP-18 Newsroom has also been developed, which hosts a wide range of resources for journalists in all six working languages of ITU, including a growing list of topical backgrounders, photos, videos, infographics, social media links, PP-18 media coverage, and official PP-18 news announcements.

Media facilities at PP-18 will include a dedicated Press Room for ITU accredited media, and the ITU Media Relations Team will be onsite to handle all media inquiries, and to facilitate interviews with key officials of the Conference.

Nomination of Media Focal Point in Delegations

With the increasing media interest in ICTs and in the work of ITU, around 300 local and international ITU-accredited media are expected to attend PP-18.

To facilitate their work, and also to ensure Delegations have the chance to tell their stories about the issues and achievements that their country cares about, Delegations are invited to nominate a Media Focal Point for any press inquiries before or during the event. This Media Focal Point will serve as the contact person for the ITU Media Relations Team, enabling them to get in touch with your delegation quickly to pass on requests for interviews, photos or videos. It is suggested that your delegation’s Media Focal Point be someone on your official delegation who will be in a position to respond quickly should the ITU Media Relations Team need to get in touch – it need not necessarily be the person who would actually be interviewed by journalists, but rather the person who will be charged with coordinating with ITU’s team to ensure you get the chance to get your message across in a timely and efficient manner. The name, mobile number and email of your Delegation’s Media Focal Point should be sent to pressinfo@itu.int with the subject “PP-18 Delegation Media Focal Point” by 1 September 2018.

IT facilities

Information on IT facilities is available here.

Meeting room management & reservations

Meeting rooms within the Conference premises at the DWTC will be managed by the ITU secretariat. Delegations wishing to reserve a room are requested to contact the Room Reservations Service at conf-logistics@itu.int. Requests will be processed on a first-come, first-serve basis. During the Conference, the Room Reservation Service will be located in Zaabeel Hall 4, Office 1 of the Conference venue.

Important information:

Meeting facilities at PP-18 are primarily reserved for the work of the Conference and due to the limited number of meeting rooms, and with a view of fairness to all participants the following terms and conditions will apply:

  • The requests will be processed on a first-come, first-serve basis and are restricted to 2 non-consecutive slots of 1.5 hours per day per delegation.
  • The meeting rooms cannot be booked to serve as working space or office suites.
  • When processing the requests, the following order of precedence will apply: 1) Committees of the PP and their working/drafting groups; 2) Member States and Regional Organization; 3) Other Entities. Therefore, please take note that a reservation made in advance could be cancelled and rescheduled as and when necessary according to the load of requests and the nature of the reservations.

Accessibility

To enable persons with disabilities to fully participate at the PP-18 Conference, ITU is committed to providing reasonable accommodation.

The Conference venue is generally accessible to persons with disabilities. Accessibility features and services available at the Conference will include captioning of the main meetings, signage, and dedicated lanes for persons with disabilities, among others.

Any additional requests for the provision of accessibility services can be made during the registration process or by directly contacting sg-registration@itu.int; additional requests will be subject to the availability of resources.

Security

Access to the official PP-18 Conference venue within the DWTC - Zaabeel Halls 1, 4, 5, & 6 will be strictly limited to persons wearing a Conference event badge with photograph. Participants are advised that all delegates, observers, media representatives, ITU and Host Country secretariat staff, and all technical and support staff of the DWTC, will only be admitted to the Conference venue upon presentation of this badge.

All participants will be security screened at access points to the DWTC Conference venue, similar to security controls found at airports. All participants will also have their conference event badge scanned at access points leading from the Zaabeel Concourse areas into the DWTC Conference venue.

It is recommended that participants coming to the DWTC Conference venue limit their hand luggage to one [1] small briefcase. Anything larger than cabin luggage will not be permitted inside the DWTC Conference venue.

Participants are also reminded to safeguard their personal belongings at all times while in the DWTC Conference venue as well as in their official hotels.

All lost and found inquiries can be addressed to the PP-18 Conference Event Safety & Security Team at the Event Security Office located in Zaabeel Hall 5, Office 44 of the conference venue.

About the Conference

Invitations, participation, registration, and credentials

See PP-18 invitations, participation and registration, credentials.

Conference agenda and proceedings

At its first meeting, the Steering Committee will establish a general calendar of work for the Conference. This general schedule will be reviewed periodically throughout the Conference to take account of progress made. On this basis, weekly schedules will be issued.

A preliminary draft time management plan is available here.

Documentation

See PP-18 documents.

Policy Statements

See PP-18 Policy Statements.

Final meeting of C18, informal HoD meeting and first day programme

Saturday, 27 October 2018

09.30 Final meeting of ITU Council 2018

Sunday, 28 October 2018

16.00 Briefing for new delegates

17.00 Informal meeting of Heads of Delegation to exchange views and assist the Secretary-General in formulating recommendations to the official meeting of Heads of Delegation, in accordance with No. 49 of the General Rules, and, in particular, to give advance consideration to the proposed structure of the Conference and to proposals concerning the officers of the Conference.

Monday, 29 October 2018

09.30 Formal meeting of Heads of Delegation

11.00 Opening Ceremony

14.30 First Plenary Meeting

Social events

Member States and other Conference participants intending to host social events during the Conference are reminded that the ITU Protocol Service maintains and monitors a calendar of such events.

The main purpose of maintaining this calendar of events is to inform Member States and other Conference participants planning to hold social events of possible scheduling conflicts. The ITU Protocol Service will seek to assist, to the extent possible, in identifying alternative times and date. It is, therefore, strongly advised that organizers of social events first liaise and coordinate with the ITU Protocol Service before proceeding with final arrangements for the date and time of a proposed social event. The ITU Protocol Service serves solely as a go-between to suggest possible slots based on its updated list of events and provides information on overlaps.

There will no longer be any distribution of invitations. Social events will be posted on the PP-18 website not later than one week before the opening of the meeting (TIES protected). The daily calendar will be shown on screens in the conference centre and social events will be announced on the day by the Secretary of the meeting taking place beforehand.

For all matters regarding social events during the Conference, please send all inquiries to protocol@itu.int (Tel. +41 22 730 59 27 – Fax +41 22 730 58 17).