2024 Meeting of the OECD Committee on Consumer Policy at Minister level (8-9 October 2024)

Organisation for Economic Co-operation and Development

DSTI/CP(2024)13

For Official Use English - Or. English

2 August 2024

DIRECTORATE FOR SCIENCE, TECHNOLOGY AND INNOVATION COMMITTEE ON CONSUMER POLICY

2024 Meeting of the OECD Committee on Consumer Policy at Minister level

Information Note for Delegations 8-9 October 2024, OECD Conference Centre, Paris

This document provides logistical information for the 2024 meeting of the Committee on Consumer Policy at Ministerial level that will take place on 8-9 October 2024. Delegates are invited to take note of the actions and documents, together with the relevant deadlines, and to provide the requested information as soon as it is available. An updated version will follow to support the logistics session scheduled for 12 September 2024, 13:00-14:30 CEST.

Contact: CCP Ministerial team [email protected]

JT03548087 OFDE

This document, as well as any data and map included herein, are without prejudice to the status of or sovereignty over any territory, to the

delimitation of international frontiers and boundaries and to the name of any territory, city or area.

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1. Introduction ..................................................................................................................... 3 2. Key Dates & Actions ....................................................................................................... 3 3. Registration & Delegation Size ........................................................................................ 4 4. Badges ............................................................................................................................ 4 5. Access and Security ........................................................................................................ 6 6. Sessions & Seating Arrangements .................................................................................. 8 7. Interventions ................................................................................................................... 8 8. Interpretation ................................................................................................................... 9 9. Catering ........................................................................................................................ 10 10. Media .......................................................................................................................... 10 11. Bilateral Meetings ........................................................................................................ 11 12. Other Useful Information ............................................................................................. 11

Annex A. Draft Agenda ...................................................................................................... 13

Annex B. Firearm Permission Request Form ................................................................... 14

Annex C. Access Request for High-Level Visitors........................................................... 15

Table of contents

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1. Introduction

1. This information note sets out information concerning the logistical aspects of the 2024 meeting of

the Committee on Consumer Policy at Ministerial level (“Ministerial meeting”), which will take place on 8-

9 October 2024, under the theme “Consumers at the Centre of the Digital and Green Transitions”. All

sessions will take place physically at the OECD Conference Centre (2 Rue André Pascal, 75016 Paris,

France). A draft agenda for the Ministerial meeting is in Annex A.

2. In addition to this Information Note, a virtual Briefing Meeting for delegations will be held on

Thursday 12 September 13:00-14:30 (Paris time) via Zoom. During the Briefing, the Secretariat will

provide a detailed overview of the logistical aspects of the meeting, with an opportunity for questions. We

strongly encourage all delegations to attend.

3. A dedicated Ministerial website has been launched and will be updated regularly.

4. Delegations are welcome to contact the Secretariat by email at [email protected]

should they have any questions that are not answered in this Information Note. The Secretariat will support

delegations in the run up to the Ministerial and staff will assist Ministers and delegations with their

movements on site during the Ministerial meeting.

2. Key Dates & Actions

5. This Information Note sets out several requests for delegations to ensure a smooth and engaging

Ministerial meeting. Key actions for delegations and relevant deadlines have been summarised in Table 1

below. Delegates should note the deadlines and provide the requested information as soon as it is

available, and preferably in advance of the indicated deadlines.

Table 1. Actions for participating delegations

Date Required Actions and Information to be submitted to the Secretariat

9 August 2024 Deadline for response to the invitation letter confirming participation in the CCP Ministerial

26 August 2024 Deadline to register interest in interventions during Ministerial meeting sessions here

13 September 2024

Deadline for requesting interpretation

Deadline for registering security personnel, including exceptional authorisation for firearms Annex B [email protected] with [email protected] on copy

26 September 2024 Deadline to request Bilateral meeting rooms

Deadline for confirmation of the person who will collect the delegation’s badges.

30 September

Deadline to submit the following information on Inwink registration website: • Delegation registration to the Ministerial meeting • Uploading photos of the Head of Delegation for the Who’s Who • Confirmation of dietary restrictions

Deadline to submit Arrival form (‘Access Request for High-Level Visitors’) Annex C to [email protected]

7 October 2024 Collection of badges and car stickers from the OECD Welcome desk between the hours of 14:00– 18:00.

Note: If your delegation requires more time for any of the elements above, please contact [email protected] as soon as possible.

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3. Registration & Delegation Size

6. Delegations will be limited to a maximum of 8 delegates per delegation (Head of Delegation

plus 7). All delegates must be registered through this website by 30 September 2024 at 12:00 noon

(Paris time) to allow badges to be printed. Please ensure that all delegates are registered by this

time. Badges will be issued for the first 8 registered delegates of each delegation only. For any additional

registration-related enquiries and requests, please contact [email protected] indicating

“REGISTRATION” in the subject line to ensure enhanced co-ordination and efficiency.

7. Please note that support staff (such as security officers and drivers) are not counted as part of the

delegation size but must be registered appropriately via the same website.

8. Delegations are recommended to appoint a single Point of Contact to fill out the registration

forms on behalf of the Head of Delegation and other participants. The Point of Contact will fill out one form

per participant using a unique email address (a separate email address for each registered

participant). Upon review and approval by the Secretariat, each participant will receive an email with a

login link to the Ministerial website where they can update their details if needed.

Who’s Who Information

9. The Secretariat will publish a ‘Who’s Who’ list on the Ministerial website, featuring information

about the Heads of Delegation attending the Ministerial meeting. During registration, delegations will be

required to provide the following information for their Head of Delegation:

• Full name and title of their Head of Delegation;

• Portrait photograph (JPG, PNG Minimum size: 1MB / Maximum size: 4MB / Resolution: 300 dpi);

• Maximum of 200 words bio/information in English or French.

4. Badges

10. Everyone entering the OECD Conference Centre during the Ministerial meeting will require a

badge. Badges will be colour-coded to designate access to different areas/rooms, and for security reasons,

will include the individual’s name and affiliation.

11. Delegations must collect an envelope containing their badges and the car sticker for the Head of

Delegation from 14:00-18:00 (Paris time) on 7 October 2024, at the Welcome desk of the OECD

Conference Centre.

12. Security personnel must be registered and must obtain a badge for access in addition to your

Minister, Head of Delegation, and other delegates.

13. Driver badges will not be distributed during the same badge collection window. Drivers who do not

have a permanent grey badge must request their badge at the Welcome desk of the OECD conference

centre on the day of the Ministerial meeting. The badge will grant access only to the bathroom.

14. Please provide the name of the person who will collect the delegation’s envelope to

[email protected] by 26 September 2024 to ensure they have access to OECD premises.

Please also note that this is the only person authorised to collect badges on behalf of the delegation, and

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that this person must bring a valid passport to collect the badges (other forms of ID e.g. driver’s license

will not be accepted).

15. Please note that modifications or additional requests for delegation badges after the registration

closure on 30 September must be submitted via email to [email protected] no later than 3

October 2024.

Table 2. Types of badges

Delegates

Minister or Head of Delegation

White badge with two red stripes

Participant

White badge blue banner

Floater Badge – 1 per delegation

White badge black banner

Delegation support staff

Security

White badge red banner

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Official Press

White badge with green banner

5. Access and Security

Arrival of Ministers and Heads of Delegation

16. Ministers and Heads of Delegation will access the site through the courtyard of the Château where

a senior staff member of the OECD will greet them. Vehicles will first enter the premises through main

gates, and then the OECD courtyard through a second gate. To facilitate appropriate welcome

arrangements, please complete the Access Request for High-Level Visitors contained in Annex C. This

form includes the approximate arrival time, persons accompanying the Head of Delegation, and vehicle

details including license plate number and others. Please return the completed form to

[email protected] by 30 September 2024.

17. Please note that only vehicles listed on this form will be permitted to enter OECD premises, and

that vehicles must leave the premises after dropping off their delegation. There is no parking available

onsite. For security reasons, delegations are asked to list any vehicle arrivals and departures throughout

the day of the Ministerial meeting.

Arrival of other delegation members

18. All other participants, including senior officials not accompanying their Minister or Head of

Delegation, are invited to access OECD premises through the main entrance (Welcome Pavilion, yellow

circle in the map below) of the OECD Headquarters at 2 rue André Pascal, Paris 75016.

Pedestrian access

19. Pedestrians will be required to show their Ministerial meeting badge and passport to gain entry

through the security checkpoints at the Welcome Pavilion. They will then enter the premises through the

main entrance of the OECD Conference Centre.

20. Access will be granted based on the list of registered participants. For security reasons, any non-

registered participants will not be granted access to OECD premises. To avoid delays, we recommend that

participants collect their badges before the event at the OECD Welcome desk, on 7 October 2024, as

mentioned above.

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Access by car & public transport

21. Only authorised vehicles will be permitted to enter OECD premises (at 2 rue André Pascal). To

pass through this checkpoint, an official red car sticker must be displayed on the windscreen of the vehicle.

One red car sticker will be included in the envelope with badges, where a vehicle has been registered for

the Head of Delegation (i.e. listed on the ’Access Request for High-Level Visitors’ form contained in Annex

C). Please note that vehicles must leave the premises after dropping off their delegation. There is no

parking available on site. Delegates in unregistered cars are welcome to be dropped off along rue de

Franqueville and enter on foot through the Welcome Pavilion (yellow circle in the map below).

22. The OECD Conference Centre can be accessed using metro, RER and bus. You will find further

details at the Ministerial website.

Security

23. The VIP lounge, situated in room CC18 of the Conference Centre, will be open to Heads of

Delegation. Due to space restrictions, they may only be accompanied by one person holding the floater

badge in this room. Please note that security officers will not have access to this room.

24. OECD security services will be present throughout the site and will carry out general surveillance

of all conference rooms and public areas. Specific security controls of certain zones may be implemented.

Please note that delegations’ security officers will not be permitted entry into any meeting rooms and are

not authorised to use the floater badge to gain access to any meeting rooms.

25. Please note that the possession of firearms is strictly regulated at the OECD. Requests for

exceptional authorisation to bring a firearm on-site should be made to [email protected], with

[email protected] on copy, by 13 September 2024. Please complete and attach the “Firearm

Permission Request form” in Annex B.

Departures

26. Ministers and Heads of Delegation may leave the OECD premises by car through the courtyard of

the Château using the same route that they took to enter the premises. In the event of time-sensitive

departures, however, we recommend that they exit through the main entrance of the Conference Centre

and then through the Welcome Pavilion to the rue de Franqueville where they can be collected by car.

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27. All other delegation members should leave the premises through the main entrance of the

Conference Centre and then through the Welcome Pavilion.

6. Sessions & Seating Arrangements

Opening & Setting-the-scene Plenary (CC1)

8

October

10:00 – 10:30 Welcome speeches and adoption of the agenda

10:30 – 12:30 Setting the scene plenary: Consumers at the centre of the digital and green transitions

28. The opening session and the setting-the-scene plenary will take place in room CC1, arranged in

amphitheatre format. Each Head of Delegation will have a designated seat in the front section of the room.

Seating will follow the standard OECD protocol order (French alphabetical order). Please note that a free-

seating rule applies for the remaining seats. Participants are advised to arrive early to secure their seats.

Please note that seats cannot be reserved in advance for other delegates and that the CCP Ministerial

team will be in the room to assist participants in finding available seats.

29. Following the opening session and the setting-the-scene plenary, room CC1 will serve as a

listening room for thematic sessions 1-2 taking place in room CC15 during the afternoon of 8 October.

Ministerial thematic sessions & Closing (CC15)

8

October

14:00 – 15:30 Thematic session 1: Protecting and empowering consumers in the digital transition

16:00 – 17:45 Thematic session 2: Addressing new consumer product safety risks in a fast-evolving and global

marketplace

9

October

9:30 – 11:00 Thematic session 3: Protecting and empowering consumers in the green transition

11:30 – 13:00 Thematic session 4: Working together across borders to protect and empower consumers

15:00 – 16:00 Thematic session 5: Promoting development and inclusivity through consumer policy

16:00 – 16:30 Closing session: Adoption of draft Declaration and final remarks

30. The thematic sessions as well as the closing session will take place in room CC15. Access to the

room is limited to three delegates (Head of Delegation + 2) per delegation. Each Head of Delegation

will have a designated seat at the main table. Delegations will also have two seats in the back rows, behind

the Head of Delegation. Seating will be in standard OECD protocol order (French alphabetical).

31. On 9 October, a listening room with audio and video transmission will be arranged in room CC7

for other members of the delegation to follow the thematic discussions. Access to the listening room is

restricted to persons with a participant badge.

7. Interventions

32. All invited delegations will have received an intervention registration form to indicate their

preferences for sessions in which they wish to intervene. The deadline to reply to the survey is 26 August

2024. This will serve as a basis for the speaker’s list. The Secretariat will collate all responses and reach

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out to delegations for further co-ordination and next steps closer to the Ministerial. Further details on

interventions will be provided in the next update to the information note.

Speaking order & length

Setting-the-scene Plenary

33. The setting-the-scene plenary will follow a panel discussion format, preceded by keynote

speeches. The session will be divided into two parts, each featuring a set of panellists. The panellists will

be selected by the Secretariat in consultation with the Ministerial Bureau, taking into consideration the level

of seniority, geographical representation, gender balance, and thematic relevance. Further details will be

provided in the next update to the information note.

Thematic sessions

34. Scheduled interventions: The thematic sessions will include scheduled interventions from

delegations that registered their interest in speaking. The sequencing of interventions will follow the

standard OECD protocol order (French alphabetical), with speaking priority given to Ministers

followed by Deputy Ministers and so on. At the Chair’s discretion, some HoDs may be invited to

intervene early in some thematic sessions.

35. The length of interventions will be maximum 2 minutes per intervention. A time-keeping

countdown will be displayed in the room. If necessary, the length of interventions may be adjusted by the

Chair throughout the session to ensure the participation of all delegations that registered their interest to

speak.

36. Open discussion: If time allows, the floor will be opened for additional interventions. Heads of

Delegation wishing to take the floor will be invited to raise their country plates.

Thematic sessions 1) Digital 2) Product Safety 3) Green 4) International Co-operation

5) Growth & Development

Indicative Timing 90’ 105’ 90’ 90’ 60’

Breakdown of timing

• Intro (5’)

• Secretariat to present CCP work (5’)

• interventions (75’)

• Closing (5’)

• Intro (5’)

• Discussion (80’)

• Launch of awareness campaign by co- leads (15’)

• Closing (5’)

• Intro (5’)

• Secretariat to present CCP work (5’)

• interventions (75’)

• Closing (5’)

• Intro (5’)

• Interventions (80’)

• Closing (5’)

• Intro (5’)

• IOs to set the scene (15’)

• Interventions (35’)

• Closing (5’)

8. Interpretation

37. Simultaneous interpretation will be provided in English and French throughout the Ministerial

agenda. Headsets will be made available for delegates.

38. Should delegations wish to arrange simultaneous interpretation to/from other languages or

consecutive interpretation for bilateral meetings, they should contact Mr. Olivier Péan

([email protected]), Chief Interpreter, and Ms. Sophie Eibrand ([email protected]), with

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[email protected] on copy by 13 September 2024. Requests for additional languages coming

after that date may not be met.

39. Please note that the cost of interpretation in languages other than English and French is to be

borne by the country (or countries) requesting the service.

40. Should a delegation wish to bring their own team of interpreters for simultaneous interpretation

and require access to the interpretation booths (subject to capacity), they will need to inform Mr. Olivier

Péan ([email protected]), Chief Interpreter, and Ms. Sophie Eibrand ([email protected])

by 20 September 2024 and provide the CV of each interpreter.

41. Please note that non-member countries may not bring their own interpreters. For further questions

about interpretation, please contact [email protected].

42. A prepared speech tends to be denser and delivered more rapidly than a spontaneous one.

Therefore, it is crucial for interpreters to have access to the written statements of the speakers in advance.

To facilitate accurate and effective interpretation, each delegation is encouraged to submit the written

statements for their Head of Delegation’s speech to [email protected] by 4 October 2024.

All statements should clearly state the representation, name of Head of Delegation and the agenda item

to which they refer.

9. Catering

43. The Ministerial meeting will include a VIP Stakeholder lunch and a Ministerial dinner on 8 October,

as well as a Ministerial lunch on 9 October. The VIP Stakeholder lunch will be hosted by Business at OECD

(BIAC) and Consumer International (CI) and will take place in the room “Roger Ockrent” in the OECD

Château. Interpretation will be available. Please note that these events are for the Head of Delegation only.

44. Further details on these events will be shared in due course and will be included in the forthcoming

update of this information note.

45. During registration, you will be asked to submit the following information for your Head of

Delegation:

• Attendance at all three VIP events;

• Dietary restrictions;

10. Media

46. A communications toolkit will be provided to delegates to facilitate media engagement, setting out,

for example, key messages and suggested social media content. The toolkit will be made available on the

Ministerial website and shared via the O.N.E. Community in due course.

47. Delegations are welcome to consult with the OECD team on prospective media engagements if

useful. Please notify the Secretariat via e-mail at [email protected], and they can facilitate

contact.

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48. Photographs and meeting documents will be made available on the Ministerial website. Event

photographs, once available, can also be used to communicate about the Ministerial meeting and its

outcomes following its conclusion.

11. Bilateral Meetings

49. Meeting rooms are available from 9:00 – 18:00 for bilateral meetings throughout the Ministerial

meeting on both days. Delegations wishing to make a room reservation should send an email to

[email protected] by 26 September. Please put in the subject line “Bilateral Meeting

Request” and specify in the message:

• Date and time

• Delegation requesting and Delegation to be met

• Number of participants

• Name of contact person on the day of the meeting (email and mobile)

50. We kindly ask delegates to schedule their bilateral meetings outside of Ministerial session times,

limiting them to a maximum of 25 minutes each.

12. Other Useful Information

Documentation

51. To further contribute to the sustainability efforts of the OECD, hard copies of Ministerial documents

will not be provided but posted on ONE M&P as they become available. Invited Partner countries and

International Organisations who do not have access to ONE M&P will receive the documents by email.

Declassified documents will be posted on the Ministerial website.

Family Photo

52. A photo of the Heads of Delegations participating in the Ministerial meeting will be taken on the

back steps of the Château (or on the main steps of the Conference Centre if the weather is unfavourable).

The photo is scheduled for 14:30 – 15:00 on 9 October 2024 (note that this also includes the transition to

the thematic session 5). OECD staff will accompany participants to the area where the photo will be taken,

and a member of the protocol team will then guide them to their place in the photo.

53. It is the responsibility of delegations to ensure that their Head of Delegation is at the group photo

on time.

Internet access

54. The OECD Conference Centre is covered by Wi-Fi access services to the Internet. Delegates can

easily connect their devices to a password-protected Wi-Fi network “OECD-Public-WiFi”. This service is

free of charge. Please refer to the posters and other signage in the OECD Conference Centre for the

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connection details including the password. Important to note that by connecting and using this network

users are agreeing to the Terms of Use. Users can provide their feedback on this network by emailing wifi-

[email protected].

On-site Assistance

55. Assistance can be found in the foyer of the Conference Centre at the Conference Support desk.

A dedicated information kiosk will also be available on the days of the Ministerial meeting.

56. The OECD provides luggage storage for participants traveling immediately before or after their

meetings at the Conference Centre. Participants are invited to visit the OECD Welcome Desk to drop off

their bags and receive a ticket for retrieval. Coats can also be stored in the cloakrooms of any plenary

room in the Conference Centre.

Medical Assistance

57. In case of emergency (medical, fire, etc.) please dial 40 using any of the OECD fixed telephones.

In addition to the OECD medical service (who will be present on site) we will also be in close contact with

the SAMU de Paris throughout the event in case of emergency.

58. Please note that the Conference Centre is universally accessible, and wheelchair-access

entrances and elevators are clearly signposted throughout the venue. Should you have any queries, please

contact [email protected] with [email protected] on copy to ensure the successful

transmission of your request, and a timely answer.

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Annex A. Draft Agenda

Tuesday 8 October 2024 - Day 1

9:00 – 10:00 Registration

10:00 – 10:30 Welcome speeches and adoption of the agenda

10:30 – 12:30 Setting the scene plenary: Consumers at the centre of the digital and green transitions

12:30 – 14:00 VIP stakeholder lunch (for Heads of Delegation only)

14:00 – 15:30 Thematic session 1: Protecting and empowering consumers in the digital transition

15:30 – 16:00 Coffee Break

16:00 – 17:45

Thematic session 2: Addressing new consumer product safety risks in a fast-evolving and global

marketplace

Launch of Global Awareness Campaign on Lithium-ion Battery safety

19:00 – 22:00 Ministerial Dinner

Wednesday 9 October 2024 - Day 2

9:30 – 11:00 Thematic session 3: Protecting and empowering consumers in the green transition

11:00 – 11:30 Coffee Break

11:30 – 13:00 Thematic session 4: Working together across borders to protect and empower consumers

13:00 – 14:30 Ministerial lunch

14:30 – 15:00 Family photo

15:00 – 16:00 Thematic session 5: Promoting development and inclusivity through consumer policy

16:00 – 16:30 Closing session: Adoption of draft Declaration and final remarks

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Annex B. Firearm Permission Request Form

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Annex C. Access Request for High-Level Visitors

A template has been shared with all invited delegations. Please fill out the excel sheet for each day your

Head of Delegation will be on the OECD premises.

o Date of arrival (8 October, 9 October)

o Arrival time

o Estimated departure time

o Drop-off place – Conference Centre or the Château.

o Type of car

o Number plate

o Country

o First name, last name, and official function (for Head of Delegation AND all delegates

accompanying their Head of Delegation in the car)

o Any other comments

V1

Date of Arrival Arrival

Time

Departure

Time Drop-off place Type of Car Number Plate Country Delegation : Family Name, first name and official function Comments :

24-sept. 10h00 13H05

CHÂTEAU (CH) or

CONFERENCE CENTER (CC) Mercedes AD-234-CV Australia SMITH John , Ambassador

Personne in charge of the welcoming - Phone

number

SECURITY UNIT

Name of Event

Version method*

Organisation for Economic Co-operation and Development

DSTI/CP(2024)13

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2 August 2024

DIRECTORATE FOR SCIENCE, TECHNOLOGY AND INNOVATION COMMITTEE ON CONSUMER POLICY

2024 Meeting of the OECD Committee on Consumer Policy at Minister level

Information Note for Delegations 8-9 October 2024, OECD Conference Centre, Paris

This document provides logistical information for the 2024 meeting of the Committee on Consumer Policy at Ministerial level that will take place on 8-9 October 2024. Delegates are invited to take note of the actions and documents, together with the relevant deadlines, and to provide the requested information as soon as it is available. An updated version will follow to support the logistics session scheduled for 12 September 2024, 13:00-14:30 CEST.

Contact: CCP Ministerial team [email protected]

JT03548087 OFDE

This document, as well as any data and map included herein, are without prejudice to the status of or sovereignty over any territory, to the

delimitation of international frontiers and boundaries and to the name of any territory, city or area.

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1. Introduction ..................................................................................................................... 3 2. Key Dates & Actions ....................................................................................................... 3 3. Registration & Delegation Size ........................................................................................ 4 4. Badges ............................................................................................................................ 4 5. Access and Security ........................................................................................................ 6 6. Sessions & Seating Arrangements .................................................................................. 8 7. Interventions ................................................................................................................... 8 8. Interpretation ................................................................................................................... 9 9. Catering ........................................................................................................................ 10 10. Media .......................................................................................................................... 10 11. Bilateral Meetings ........................................................................................................ 11 12. Other Useful Information ............................................................................................. 11

Annex A. Draft Agenda ...................................................................................................... 13

Annex B. Firearm Permission Request Form ................................................................... 14

Annex C. Access Request for High-Level Visitors........................................................... 15

Table of contents

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1. Introduction

1. This information note sets out information concerning the logistical aspects of the 2024 meeting of

the Committee on Consumer Policy at Ministerial level (“Ministerial meeting”), which will take place on 8-

9 October 2024, under the theme “Consumers at the Centre of the Digital and Green Transitions”. All

sessions will take place physically at the OECD Conference Centre (2 Rue André Pascal, 75016 Paris,

France). A draft agenda for the Ministerial meeting is in Annex A.

2. In addition to this Information Note, a virtual Briefing Meeting for delegations will be held on

Thursday 12 September 13:00-14:30 (Paris time) via Zoom. During the Briefing, the Secretariat will

provide a detailed overview of the logistical aspects of the meeting, with an opportunity for questions. We

strongly encourage all delegations to attend.

3. A dedicated Ministerial website has been launched and will be updated regularly.

4. Delegations are welcome to contact the Secretariat by email at [email protected]

should they have any questions that are not answered in this Information Note. The Secretariat will support

delegations in the run up to the Ministerial and staff will assist Ministers and delegations with their

movements on site during the Ministerial meeting.

2. Key Dates & Actions

5. This Information Note sets out several requests for delegations to ensure a smooth and engaging

Ministerial meeting. Key actions for delegations and relevant deadlines have been summarised in Table 1

below. Delegates should note the deadlines and provide the requested information as soon as it is

available, and preferably in advance of the indicated deadlines.

Table 1. Actions for participating delegations

Date Required Actions and Information to be submitted to the Secretariat

9 August 2024 Deadline for response to the invitation letter confirming participation in the CCP Ministerial

26 August 2024 Deadline to register interest in interventions during Ministerial meeting sessions here

13 September 2024

Deadline for requesting interpretation

Deadline for registering security personnel, including exceptional authorisation for firearms Annex B [email protected] with [email protected] on copy

26 September 2024 Deadline to request Bilateral meeting rooms

Deadline for confirmation of the person who will collect the delegation’s badges.

30 September

Deadline to submit the following information on Inwink registration website: • Delegation registration to the Ministerial meeting • Uploading photos of the Head of Delegation for the Who’s Who • Confirmation of dietary restrictions

Deadline to submit Arrival form (‘Access Request for High-Level Visitors’) Annex C to [email protected]

7 October 2024 Collection of badges and car stickers from the OECD Welcome desk between the hours of 14:00– 18:00.

Note: If your delegation requires more time for any of the elements above, please contact [email protected] as soon as possible.

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3. Registration & Delegation Size

6. Delegations will be limited to a maximum of 8 delegates per delegation (Head of Delegation

plus 7). All delegates must be registered through this website by 30 September 2024 at 12:00 noon

(Paris time) to allow badges to be printed. Please ensure that all delegates are registered by this

time. Badges will be issued for the first 8 registered delegates of each delegation only. For any additional

registration-related enquiries and requests, please contact [email protected] indicating

“REGISTRATION” in the subject line to ensure enhanced co-ordination and efficiency.

7. Please note that support staff (such as security officers and drivers) are not counted as part of the

delegation size but must be registered appropriately via the same website.

8. Delegations are recommended to appoint a single Point of Contact to fill out the registration

forms on behalf of the Head of Delegation and other participants. The Point of Contact will fill out one form

per participant using a unique email address (a separate email address for each registered

participant). Upon review and approval by the Secretariat, each participant will receive an email with a

login link to the Ministerial website where they can update their details if needed.

Who’s Who Information

9. The Secretariat will publish a ‘Who’s Who’ list on the Ministerial website, featuring information

about the Heads of Delegation attending the Ministerial meeting. During registration, delegations will be

required to provide the following information for their Head of Delegation:

• Full name and title of their Head of Delegation;

• Portrait photograph (JPG, PNG Minimum size: 1MB / Maximum size: 4MB / Resolution: 300 dpi);

• Maximum of 200 words bio/information in English or French.

4. Badges

10. Everyone entering the OECD Conference Centre during the Ministerial meeting will require a

badge. Badges will be colour-coded to designate access to different areas/rooms, and for security reasons,

will include the individual’s name and affiliation.

11. Delegations must collect an envelope containing their badges and the car sticker for the Head of

Delegation from 14:00-18:00 (Paris time) on 7 October 2024, at the Welcome desk of the OECD

Conference Centre.

12. Security personnel must be registered and must obtain a badge for access in addition to your

Minister, Head of Delegation, and other delegates.

13. Driver badges will not be distributed during the same badge collection window. Drivers who do not

have a permanent grey badge must request their badge at the Welcome desk of the OECD conference

centre on the day of the Ministerial meeting. The badge will grant access only to the bathroom.

14. Please provide the name of the person who will collect the delegation’s envelope to

[email protected] by 26 September 2024 to ensure they have access to OECD premises.

Please also note that this is the only person authorised to collect badges on behalf of the delegation, and

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that this person must bring a valid passport to collect the badges (other forms of ID e.g. driver’s license

will not be accepted).

15. Please note that modifications or additional requests for delegation badges after the registration

closure on 30 September must be submitted via email to [email protected] no later than 3

October 2024.

Table 2. Types of badges

Delegates

Minister or Head of Delegation

White badge with two red stripes

Participant

White badge blue banner

Floater Badge – 1 per delegation

White badge black banner

Delegation support staff

Security

White badge red banner

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Official Press

White badge with green banner

5. Access and Security

Arrival of Ministers and Heads of Delegation

16. Ministers and Heads of Delegation will access the site through the courtyard of the Château where

a senior staff member of the OECD will greet them. Vehicles will first enter the premises through main

gates, and then the OECD courtyard through a second gate. To facilitate appropriate welcome

arrangements, please complete the Access Request for High-Level Visitors contained in Annex C. This

form includes the approximate arrival time, persons accompanying the Head of Delegation, and vehicle

details including license plate number and others. Please return the completed form to

[email protected] by 30 September 2024.

17. Please note that only vehicles listed on this form will be permitted to enter OECD premises, and

that vehicles must leave the premises after dropping off their delegation. There is no parking available

onsite. For security reasons, delegations are asked to list any vehicle arrivals and departures throughout

the day of the Ministerial meeting.

Arrival of other delegation members

18. All other participants, including senior officials not accompanying their Minister or Head of

Delegation, are invited to access OECD premises through the main entrance (Welcome Pavilion, yellow

circle in the map below) of the OECD Headquarters at 2 rue André Pascal, Paris 75016.

Pedestrian access

19. Pedestrians will be required to show their Ministerial meeting badge and passport to gain entry

through the security checkpoints at the Welcome Pavilion. They will then enter the premises through the

main entrance of the OECD Conference Centre.

20. Access will be granted based on the list of registered participants. For security reasons, any non-

registered participants will not be granted access to OECD premises. To avoid delays, we recommend that

participants collect their badges before the event at the OECD Welcome desk, on 7 October 2024, as

mentioned above.

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Access by car & public transport

21. Only authorised vehicles will be permitted to enter OECD premises (at 2 rue André Pascal). To

pass through this checkpoint, an official red car sticker must be displayed on the windscreen of the vehicle.

One red car sticker will be included in the envelope with badges, where a vehicle has been registered for

the Head of Delegation (i.e. listed on the ’Access Request for High-Level Visitors’ form contained in Annex

C). Please note that vehicles must leave the premises after dropping off their delegation. There is no

parking available on site. Delegates in unregistered cars are welcome to be dropped off along rue de

Franqueville and enter on foot through the Welcome Pavilion (yellow circle in the map below).

22. The OECD Conference Centre can be accessed using metro, RER and bus. You will find further

details at the Ministerial website.

Security

23. The VIP lounge, situated in room CC18 of the Conference Centre, will be open to Heads of

Delegation. Due to space restrictions, they may only be accompanied by one person holding the floater

badge in this room. Please note that security officers will not have access to this room.

24. OECD security services will be present throughout the site and will carry out general surveillance

of all conference rooms and public areas. Specific security controls of certain zones may be implemented.

Please note that delegations’ security officers will not be permitted entry into any meeting rooms and are

not authorised to use the floater badge to gain access to any meeting rooms.

25. Please note that the possession of firearms is strictly regulated at the OECD. Requests for

exceptional authorisation to bring a firearm on-site should be made to [email protected], with

[email protected] on copy, by 13 September 2024. Please complete and attach the “Firearm

Permission Request form” in Annex B.

Departures

26. Ministers and Heads of Delegation may leave the OECD premises by car through the courtyard of

the Château using the same route that they took to enter the premises. In the event of time-sensitive

departures, however, we recommend that they exit through the main entrance of the Conference Centre

and then through the Welcome Pavilion to the rue de Franqueville where they can be collected by car.

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27. All other delegation members should leave the premises through the main entrance of the

Conference Centre and then through the Welcome Pavilion.

6. Sessions & Seating Arrangements

Opening & Setting-the-scene Plenary (CC1)

8

October

10:00 – 10:30 Welcome speeches and adoption of the agenda

10:30 – 12:30 Setting the scene plenary: Consumers at the centre of the digital and green transitions

28. The opening session and the setting-the-scene plenary will take place in room CC1, arranged in

amphitheatre format. Each Head of Delegation will have a designated seat in the front section of the room.

Seating will follow the standard OECD protocol order (French alphabetical order). Please note that a free-

seating rule applies for the remaining seats. Participants are advised to arrive early to secure their seats.

Please note that seats cannot be reserved in advance for other delegates and that the CCP Ministerial

team will be in the room to assist participants in finding available seats.

29. Following the opening session and the setting-the-scene plenary, room CC1 will serve as a

listening room for thematic sessions 1-2 taking place in room CC15 during the afternoon of 8 October.

Ministerial thematic sessions & Closing (CC15)

8

October

14:00 – 15:30 Thematic session 1: Protecting and empowering consumers in the digital transition

16:00 – 17:45 Thematic session 2: Addressing new consumer product safety risks in a fast-evolving and global

marketplace

9

October

9:30 – 11:00 Thematic session 3: Protecting and empowering consumers in the green transition

11:30 – 13:00 Thematic session 4: Working together across borders to protect and empower consumers

15:00 – 16:00 Thematic session 5: Promoting development and inclusivity through consumer policy

16:00 – 16:30 Closing session: Adoption of draft Declaration and final remarks

30. The thematic sessions as well as the closing session will take place in room CC15. Access to the

room is limited to three delegates (Head of Delegation + 2) per delegation. Each Head of Delegation

will have a designated seat at the main table. Delegations will also have two seats in the back rows, behind

the Head of Delegation. Seating will be in standard OECD protocol order (French alphabetical).

31. On 9 October, a listening room with audio and video transmission will be arranged in room CC7

for other members of the delegation to follow the thematic discussions. Access to the listening room is

restricted to persons with a participant badge.

7. Interventions

32. All invited delegations will have received an intervention registration form to indicate their

preferences for sessions in which they wish to intervene. The deadline to reply to the survey is 26 August

2024. This will serve as a basis for the speaker’s list. The Secretariat will collate all responses and reach

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out to delegations for further co-ordination and next steps closer to the Ministerial. Further details on

interventions will be provided in the next update to the information note.

Speaking order & length

Setting-the-scene Plenary

33. The setting-the-scene plenary will follow a panel discussion format, preceded by keynote

speeches. The session will be divided into two parts, each featuring a set of panellists. The panellists will

be selected by the Secretariat in consultation with the Ministerial Bureau, taking into consideration the level

of seniority, geographical representation, gender balance, and thematic relevance. Further details will be

provided in the next update to the information note.

Thematic sessions

34. Scheduled interventions: The thematic sessions will include scheduled interventions from

delegations that registered their interest in speaking. The sequencing of interventions will follow the

standard OECD protocol order (French alphabetical), with speaking priority given to Ministers

followed by Deputy Ministers and so on. At the Chair’s discretion, some HoDs may be invited to

intervene early in some thematic sessions.

35. The length of interventions will be maximum 2 minutes per intervention. A time-keeping

countdown will be displayed in the room. If necessary, the length of interventions may be adjusted by the

Chair throughout the session to ensure the participation of all delegations that registered their interest to

speak.

36. Open discussion: If time allows, the floor will be opened for additional interventions. Heads of

Delegation wishing to take the floor will be invited to raise their country plates.

Thematic sessions 1) Digital 2) Product Safety 3) Green 4) International Co-operation

5) Growth & Development

Indicative Timing 90’ 105’ 90’ 90’ 60’

Breakdown of timing

• Intro (5’)

• Secretariat to present CCP work (5’)

• interventions (75’)

• Closing (5’)

• Intro (5’)

• Discussion (80’)

• Launch of awareness campaign by co- leads (15’)

• Closing (5’)

• Intro (5’)

• Secretariat to present CCP work (5’)

• interventions (75’)

• Closing (5’)

• Intro (5’)

• Interventions (80’)

• Closing (5’)

• Intro (5’)

• IOs to set the scene (15’)

• Interventions (35’)

• Closing (5’)

8. Interpretation

37. Simultaneous interpretation will be provided in English and French throughout the Ministerial

agenda. Headsets will be made available for delegates.

38. Should delegations wish to arrange simultaneous interpretation to/from other languages or

consecutive interpretation for bilateral meetings, they should contact Mr. Olivier Péan

([email protected]), Chief Interpreter, and Ms. Sophie Eibrand ([email protected]), with

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[email protected] on copy by 13 September 2024. Requests for additional languages coming

after that date may not be met.

39. Please note that the cost of interpretation in languages other than English and French is to be

borne by the country (or countries) requesting the service.

40. Should a delegation wish to bring their own team of interpreters for simultaneous interpretation

and require access to the interpretation booths (subject to capacity), they will need to inform Mr. Olivier

Péan ([email protected]), Chief Interpreter, and Ms. Sophie Eibrand ([email protected])

by 20 September 2024 and provide the CV of each interpreter.

41. Please note that non-member countries may not bring their own interpreters. For further questions

about interpretation, please contact [email protected].

42. A prepared speech tends to be denser and delivered more rapidly than a spontaneous one.

Therefore, it is crucial for interpreters to have access to the written statements of the speakers in advance.

To facilitate accurate and effective interpretation, each delegation is encouraged to submit the written

statements for their Head of Delegation’s speech to [email protected] by 4 October 2024.

All statements should clearly state the representation, name of Head of Delegation and the agenda item

to which they refer.

9. Catering

43. The Ministerial meeting will include a VIP Stakeholder lunch and a Ministerial dinner on 8 October,

as well as a Ministerial lunch on 9 October. The VIP Stakeholder lunch will be hosted by Business at OECD

(BIAC) and Consumer International (CI) and will take place in the room “Roger Ockrent” in the OECD

Château. Interpretation will be available. Please note that these events are for the Head of Delegation only.

44. Further details on these events will be shared in due course and will be included in the forthcoming

update of this information note.

45. During registration, you will be asked to submit the following information for your Head of

Delegation:

• Attendance at all three VIP events;

• Dietary restrictions;

10. Media

46. A communications toolkit will be provided to delegates to facilitate media engagement, setting out,

for example, key messages and suggested social media content. The toolkit will be made available on the

Ministerial website and shared via the O.N.E. Community in due course.

47. Delegations are welcome to consult with the OECD team on prospective media engagements if

useful. Please notify the Secretariat via e-mail at [email protected], and they can facilitate

contact.

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48. Photographs and meeting documents will be made available on the Ministerial website. Event

photographs, once available, can also be used to communicate about the Ministerial meeting and its

outcomes following its conclusion.

11. Bilateral Meetings

49. Meeting rooms are available from 9:00 – 18:00 for bilateral meetings throughout the Ministerial

meeting on both days. Delegations wishing to make a room reservation should send an email to

[email protected] by 26 September. Please put in the subject line “Bilateral Meeting

Request” and specify in the message:

• Date and time

• Delegation requesting and Delegation to be met

• Number of participants

• Name of contact person on the day of the meeting (email and mobile)

50. We kindly ask delegates to schedule their bilateral meetings outside of Ministerial session times,

limiting them to a maximum of 25 minutes each.

12. Other Useful Information

Documentation

51. To further contribute to the sustainability efforts of the OECD, hard copies of Ministerial documents

will not be provided but posted on ONE M&P as they become available. Invited Partner countries and

International Organisations who do not have access to ONE M&P will receive the documents by email.

Declassified documents will be posted on the Ministerial website.

Family Photo

52. A photo of the Heads of Delegations participating in the Ministerial meeting will be taken on the

back steps of the Château (or on the main steps of the Conference Centre if the weather is unfavourable).

The photo is scheduled for 14:30 – 15:00 on 9 October 2024 (note that this also includes the transition to

the thematic session 5). OECD staff will accompany participants to the area where the photo will be taken,

and a member of the protocol team will then guide them to their place in the photo.

53. It is the responsibility of delegations to ensure that their Head of Delegation is at the group photo

on time.

Internet access

54. The OECD Conference Centre is covered by Wi-Fi access services to the Internet. Delegates can

easily connect their devices to a password-protected Wi-Fi network “OECD-Public-WiFi”. This service is

free of charge. Please refer to the posters and other signage in the OECD Conference Centre for the

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connection details including the password. Important to note that by connecting and using this network

users are agreeing to the Terms of Use. Users can provide their feedback on this network by emailing wifi-

[email protected].

On-site Assistance

55. Assistance can be found in the foyer of the Conference Centre at the Conference Support desk.

A dedicated information kiosk will also be available on the days of the Ministerial meeting.

56. The OECD provides luggage storage for participants traveling immediately before or after their

meetings at the Conference Centre. Participants are invited to visit the OECD Welcome Desk to drop off

their bags and receive a ticket for retrieval. Coats can also be stored in the cloakrooms of any plenary

room in the Conference Centre.

Medical Assistance

57. In case of emergency (medical, fire, etc.) please dial 40 using any of the OECD fixed telephones.

In addition to the OECD medical service (who will be present on site) we will also be in close contact with

the SAMU de Paris throughout the event in case of emergency.

58. Please note that the Conference Centre is universally accessible, and wheelchair-access

entrances and elevators are clearly signposted throughout the venue. Should you have any queries, please

contact [email protected] with [email protected] on copy to ensure the successful

transmission of your request, and a timely answer.

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Annex A. Draft Agenda

Tuesday 8 October 2024 - Day 1

9:00 – 10:00 Registration

10:00 – 10:30 Welcome speeches and adoption of the agenda

10:30 – 12:30 Setting the scene plenary: Consumers at the centre of the digital and green transitions

12:30 – 14:00 VIP stakeholder lunch (for Heads of Delegation only)

14:00 – 15:30 Thematic session 1: Protecting and empowering consumers in the digital transition

15:30 – 16:00 Coffee Break

16:00 – 17:45

Thematic session 2: Addressing new consumer product safety risks in a fast-evolving and global

marketplace

Launch of Global Awareness Campaign on Lithium-ion Battery safety

19:00 – 22:00 Ministerial Dinner

Wednesday 9 October 2024 - Day 2

9:30 – 11:00 Thematic session 3: Protecting and empowering consumers in the green transition

11:00 – 11:30 Coffee Break

11:30 – 13:00 Thematic session 4: Working together across borders to protect and empower consumers

13:00 – 14:30 Ministerial lunch

14:30 – 15:00 Family photo

15:00 – 16:00 Thematic session 5: Promoting development and inclusivity through consumer policy

16:00 – 16:30 Closing session: Adoption of draft Declaration and final remarks

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Annex B. Firearm Permission Request Form

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Annex C. Access Request for High-Level Visitors

A template has been shared with all invited delegations. Please fill out the excel sheet for each day your

Head of Delegation will be on the OECD premises.

o Date of arrival (8 October, 9 October)

o Arrival time

o Estimated departure time

o Drop-off place – Conference Centre or the Château.

o Type of car

o Number plate

o Country

o First name, last name, and official function (for Head of Delegation AND all delegates

accompanying their Head of Delegation in the car)

o Any other comments

V1

Date of Arrival Arrival

Time

Departure

Time Drop-off place Type of Car Number Plate Country Delegation : Family Name, first name and official function Comments :

24-sept. 10h00 13H05

CHÂTEAU (CH) or

CONFERENCE CENTER (CC) Mercedes AD-234-CV Australia SMITH John , Ambassador

Personne in charge of the welcoming - Phone

number

SECURITY UNIT

Name of Event

Version method*