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Application for the TICAD V Official Side Events

19 February, 2013
Japanese

We start receiving applications for official side events (seminar or symposium) of the 5th Tokyo International Conference on African Development (for short, "TICAD V") held in Yokohama City, Kanagawa Prefecture, from (PDF) (Word) 1st through 3rd June, 2013. Organizations such as NGOs (civil society), international organizations, universities, research institutes who have an interest in this regard are kindly requested to fill in the attached registration form and send it to the following contacts by email or fax, no later than Tuesday, 5th March, 2013. In case of fax transmission, a telephone call to confirm the receipt of your form is highly requested.

1. Purpose of calling for official side events

TICAD is a policy forum where diverse stakeholders participate in and share their expertise in regard with African development. Through official side events, we provide all the TICAD participants with an opportunity to exchange opinions related to African development.

2. Standards to certify as an official side event

  1. (1) According to the following standards, the Review Committee of TICAD co-organizers will make a decision of certification as an official side event through screening contents of the event.
    1. (a) A theme of an event must agree with the major themes of the TICAD V, and an event is expected to make a useful input to the process of the TICAD.
    2. (b) An event is open to the public.
  2. (2) Events which are not certified as an official event
    1. (a) Profit-oriented business or an event which exhibits a poor public interest
    2. (b) Event organized by a political or religious organization
    3. (c) Event offensive to public order and morals
    4. (d) Events which are diplomatically inappropriate
    5. (e) Events other than those which can be admitted as useful for introducing Japan or foreign countries, or those contribute to the deepening of the international friendship or to Japan’s diplomacy

3. Outline of official side events

  1. (1) Official side events are scheduled to be held at Annex Hall of Pacifico Yokohama.
  2. (2) One event can occupy one slot for 90 minutes, and one organization can apply up to 1 slot. In case an event is held by more than one organizer, the organizers are kindly requested to apply by specifying one organization as an applicant.

4. Time and date of events

  1. (1) Friday, 31st May through Sunday, 2nd June, 2013
  2. (2) From 10:00AM through 7:00PM (4 timeframes will be set as follows; from 10:00AM to 11:30AM, from 12:30PM to 2:00PM, from 3:00PM to 4:30PM, and from 5:30PM to 7:00PM)

5. Venue

  1. (1) Large room (occupying four-sixth of the whole Annex Hall) One room will be available only on Friday, 31st May, 2013. This room can accommodate approx. 500 people in school style.
  2. (2) Middle room (occupying two-sixth of the whole Annex Hall) Two rooms will be available on Saturday, 1st June and Sunday, 2nd June, 2013 respectively. Each room can accommodate approx. 200 people in school style.
  3. (3) Small room (occupying one-sixth of the whole Annex Hall) Two rooms will be available from Friday, 31st May through Sunday, 2nd June, 2013 respectively. Each room can accommodate approx. 150 people in theater style.

6. Equipment and cost of side event site

  1. (1) The following equipments common to each room will be available for free of charge; Chairs, tables (no table available in small rooms), presentation equipment set for Power Point (screen, projector, PC, and audio equipment), 2 booths for simultaneous interpretation (in English and French), and a stage The other preparations, such as an arrangement of mineral water, simultaneous interpreter, receivers for interpretation, documentation and venue ornament such as banners, should be arranged all by an organizer at an organizer’s expense. An event organizer will be totally responsible for organizing an event such as selection of a main speaker, panelists and others, and posting of invitation letters to invited quests.
  2. (2) In principle, rearrangement of venue layout is not admitted. Should an organizer make a decision that rearrangement of venue layout is inevitable for the organizer’s reasons, the organizer is to rearrange venue layout and restore the venue to its original condition under the responsibility of the organizer without an impact on events held in the former and following timeframe.
  3. (3) A waiting room for event organizers, a waiting room for main speakers and a nursery space are available. However, personnel cost such as a baby sitter and expenses such as safety mat or other materials and equipment in a nursery space should be borne by an organizer.

7. Important Notices

  1. (1) Certification of an official side event does not mean granting a subsidy for holding an event. No financial or physical support other than the issues described in 6. (1) above will be available.
  2. (2) All the responsibilities as for holding an event are to be borne by an event organizer, even though the event is certified as an official side event of the TICAD V. The Ministry of Foreign Affairs and TICAD co-organizers will not take any responsibility for incidents such as accidents, injury, and property loss in conducting the events.
  3. (3) Even though an event meets certification standards as an official side event, the event will not always be certified as an official side event due to issues such as limitation in venue capacity or the number of slots. In case of this disallowance, there will be such cases as co-organization with other organizers is recommended or a venue in an adjacent hotel (for rent) is advised.
  4. (4) An event cannot necessarily be held at the requested time and date.
  5. (5) Many official side events organized by TICAD co-organizers and Yokohama city are expected as well.
  6. (6) Submitted documents will not be returned. If it’s necessary, an organizer is kindly requested to make copies in advance.
  7. (7) An organizer is kindly requested to send in a report of the event outline in Japanese and English (in French if possible) within one month after the event by e-mail, fax, or postal mail to Public Relations and Side Event Team of Secretariat for the TICAD V.
  8. (8) In case any modification is made, such as modification of an implementation plan or cancellation of the event, the organizer should inform the Secretariat for the TICAD V about such modification immediately in writing.
  9. (9) Even though an event is certified as an official side event, certification will be cancelled in such cases as false application and violation of certification standards are revealed or TICAD co-organizers consider cancellation is necessary.

8. After application

  1. (1) Application will be accepted until Tuesday, 5th March, 2013. After that date, through the screening process proceeded by the Review Committee of TICAD co-organizers, official side events will be selected. By Monday, 15th April, 2013, allocated time and date will be notified to an organizer which is certified as an official side event organizer.
  2. (2) After notifying the allocated time and date, official side events will be coordinated by third parties for official side events. The contact point of the third parties will be informed afterwards. The third parties are in charge of coordination with the organizers.
  3. (3) Objections to the result of certification as an official side event and modification of designated time and date of the side event will not be accepted.

9. Contacts

Public Relations and Side Event Team
Secretariat for the TICAD V
African Affairs Department
Middle Eastern and African Affairs Bureau
Ministry of Foreign Affairs

Address: 2-2-1, Kasumigaseki, Chiyoda-ku, Tokyo 100-8919
Telephone: 03-5501-8000 (extension : 2773, 2776, 5245)
Mail address: ticad5-pr@mofa.go.jp
Facsimile: 03-5501-8315

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