Invitation

Polska prezydencja w Radzie UE Polish presidency of the Council of the EU

Présidence polonaise du Conseil de l'UE

Informal Meeting of Ministers responsible for Cohesion Policy, Territorial Cohesion and Urban Matters Warsaw, May 20th-21th, 2025

Agenda

20th of May

19:30 – 21:45 GALA DINNER

Palace of the Commonwealth Plac Krasińskich 3/5, Warsaw

21st of May

9:00 – 10:00

WELCOME AND OPENING REMARKS

Katarzyna PEŁCZYŃSKA-NAŁĘCZ, Minister of Development Funds and Regional Policy

Raffaele FITTO, Executive Vice-President for Cohesion and Reforms European Commission, TBC

KEYNOTE SPEECH

Andrés RODRÍGUEZ-POSE, Chair of the HLG on the Future of Cohesion Policy, London School of Economics

10:00 – 11:30

Working Session: PRESENTATION of the Opinion prepared by European Committee of Regions

European Committee of Regions

INTRODUCTION to the discussion

Polish Presidency

INTERVENTION OF THE DELEGATIONS (part 1)

(max. 3 min. each intervention)

Open discussion: All participants

11:30 – 12:00 Coffee break and Family Photo

12:00 – 13:45

Working Session: INTERVENTION OF THE DELEGATIONS (part 2)

(max. 3 min. each intervention)

Open discussion:

APPROVAL of the Declaration

Katarzyna PEŁCZYŃSKA-NAŁĘCZ, Minister of Development Funds and Regional Policy

All participants

13:45 – 14:00 SUMMARY OF THE MEETING

Raffaele FITTO, Executive Vice-President for Cohesion and Reforms European Commission, TBC

Katarzyna PEŁCZYŃSKA-NAŁĘCZ, Minister of Development Funds and Regional Policy

14:00

Lunch

Polska prezydencja w Radzie UE Polish presidency of the Council of the EU

Présidence polonaise du Conseil de l'UE

Informal Meeting of Ministers responsible for Cohesion Policy, Territorial Cohesion and Urban Matters Warsaw, May 20th-21th, 2025

Agenda

20th of May

19:30 – 21:45 GALA DINNER

Palace of the Commonwealth Plac Krasińskich 3/5, Warsaw

21st of May

9:00 – 10:00

WELCOME AND OPENING REMARKS

Katarzyna PEŁCZYŃSKA-NAŁĘCZ, Minister of Development Funds and Regional Policy

Raffaele FITTO, Executive Vice-President for Cohesion and Reforms European Commission, TBC

KEYNOTE SPEECH

Andrés RODRÍGUEZ-POSE, Chair of the HLG on the Future of Cohesion Policy, London School of Economics

10:00 – 11:30

Working Session: PRESENTATION of the Opinion prepared by European Committee of Regions

European Committee of Regions

INTRODUCTION to the discussion

Polish Presidency

INTERVENTION OF THE DELEGATIONS (part 1)

(max. 3 min. each intervention)

Open discussion: All participants

11:30 – 12:00 Coffee break and Family Photo

12:00 – 13:45

Working Session: INTERVENTION OF THE DELEGATIONS (part 2)

(max. 3 min. each intervention)

Open discussion:

APPROVAL of the Declaration

Katarzyna PEŁCZYŃSKA-NAŁĘCZ, Minister of Development Funds and Regional Policy

All participants

13:45 – 14:00 SUMMARY OF THE MEETING

Raffaele FITTO, Executive Vice-President for Cohesion and Reforms European Commission, TBC

Katarzyna PEŁCZYŃSKA-NAŁĘCZ, Minister of Development Funds and Regional Policy

14:00

Lunch

1

INFORMAL MEETING OF EU MINISTERS RESPONSIBLE FOR COHESION POLICY, TERRITORIAL COHESION AND URBAN MATTERS

20-21 MAY 2025 WARSAW, POLAND

2

The Polish Presidency of the Council of the European Union welcomes you to Warsaw

for the Informal Meeting of the EU Ministers responsible for cohesion policy,

territorial cohesion and urban matters on 20-21 May 2025 and is pleased to provide

the following practical information to help you prepare for the event.

Please note that this Practical Information Note may be subject to change. Any changes

to this information will be communicated in due course by the Presidency team.

3

Table of Contents

Table of Contents ........................................................................................................................................... 3

Deadlines ............................................................................................................................................................ 4

Delegation format .......................................................................................................................................... 4

Registration and accreditation ................................................................................................................. 4

Preliminary programme ............................................................................................................................... 6

Meeting venue ................................................................................................................................................. 8

Interpretation ................................................................................................................................................... 9

Transportation, airport arrivals and departures ............................................................................ 10

Accommodation ........................................................................................................................................... 12

Security ............................................................................................................................................................ 13

Media ................................................................................................................................................................ 14

Locations ......................................................................................................................................................... 15

General information ................................................................................................................................... 17

Presidency on internet .............................................................................................................................. 17

4

Deadlines

When What Where to go / who to contact

23 April 2025

Appoint your

Delegation

Accreditation Officer

(DAO)

Please send the name, phone

number and e-mail of your DAO to:

[email protected]

6 May 2025 Register your

delegation

Online accreditation platform

(the link will be sent directly to DAO)

19 May 2025 You will be contacted

by your Liaison Officer

Delegation format Delegations of EU member states, the General Secretariat of the Council, the European

Commission and non-EU member states can enrol the Head of Delegation plus

a maximum of two delegates (HoD+2). Head of Delegation plus one delegate (HoD+1) is

applicable to the delegations representing organizations and institutions.

Per request, and when applicable, one security officer per delegation will be accredited.

Please also note that any official photographer, press secretary or interpreter must be

registered as part of the regular delegation format.

On request, the Polish Presidency will allocate additional place in the delegation format

for the bilateral Ambassadors in Poland who must then be registered (via DAO) as a part

of the delegation to access the meeting venues.

Registration and accreditation For security reasons all members of the official delegations must be registered

and accredited in order to access the meeting venues. Registration will be made

via the online accreditation platform by the Delegation Accreditation Officer (DAO).

5

Accreditation information must be completed for each delegation member in line with

the procedure set out on the online accreditation platform.

Please send the name, mobile telephone number and email of your DAO

to [email protected] as soon as possible and no later than 23 April

2025.

For the DAO

Once appointed, you will receive an e-mail containing log-in information as well as

the link to the official Presidency accreditation platform.

Please make sure you fill in all details correctly before submitting the registration.

For more instructions on how to create an account on the official Presidency

accreditation platform, please see the user guide in the top right-hand corner of

the platform landing page. If you have any questions regarding your registration please

send an email to: [email protected].

You are kindly requested to register your delegation as soon as possible and provide

all the necessary information by 6 May 2025.

All personal information provided during accreditation will be processed in accordance

with the EU General Data Protection Regulation (GDPR). More information about the

private policy terms and conditions can be found on the accreditation platform.

Badges

PIN Heads of Delegation Allows access to all areas

Blue badge Delegates Allows access to the delegates’

zone

Floater

Two per delegation (non-personal,

can be exchanged between

delegation members)

Allows access to the plenary

room.

6

Delegations will receive their PIN and badges from their Liaison Officer (LO). Please

ensure that you visibly wear your badge or PIN at all times. The badges are

non-transferable.

After successful completion of the accreditation process, all participants will receive

an e-mail confirming registration to the event.

Please note that all participants are required to have their ID cards or passports

with them so as to be able to confirm their identity.

If you lose your badge, please report it immediately to the Presidency staff, your Liaison

Officer or contact the Accreditation Desk. The validity of the lost badge will immediately

be terminated and a new badge will be issued subject to the approval of the Presidency

security team.

Delegation Liaison Officers (LO)

A Liaison Officer (LO) will be assigned to each delegation to assist and accompany the

Head of Delegation throughout the event. The LO will:

✓ serve as a point of contact between the delegation and the organisers,

✓ assist the delegation with ensuring successful participation in the meeting,

✓ provide and distribute accreditation pins and badges upon arrival,

✓ provide logistical assistance and administrative support at the venue,

✓ reserve slots for bilateral meetings if requested.

Delegations will receive their LO’s contact details in due course. If you have any

questions regarding LOs, please contact [email protected].

Preliminary programme Please find below a summary of the preliminary programme indicating timeframe and

formats for respective points.

7

Tuesday, 20 May

Morning/Afternoon Transfer from the Warsaw Chopin Airport to the

Radisson Collection Hotel

19:00 Group transfer from the hotel to the Palace of the

Commonwealth for the cultural programme and the

gala dinner (Heads of the Delegation)

19:15 Group transfer from the hotel to the Palace of the

Commonwealth for the gala dinner (other members

of the delegation)

19:15 –19:45 Tour of the Palace of the Commonwealth for Heads of

the Delegation at the Palace of the Commonwealth

19:30 – 19:45 Aperitif for other members of the delegation

19:45 – 21:45 Gala dinner (1+2 and 1+1 format)

Group transfer for all delegates to the Radisson

Collection Hotel

Wednesday, 21 May

08:00 – 09:00 Arrival to the Polish Army Museum

Doorstep interviews, handshake

9:00 -10:00 WELCOME AND OPENING REMARKS

Katarzyna PEŁCZYŃSKA-NAŁĘCZ,

Minister of Development Funds and Regional Policy

Raffaele FITTO, Executive Vice-President for

Cohesion and Reforms, European Commission, TBC

KEYNOTE SPEECH

8

Andrés RODRÍGUEZ-POSE, Chair of the HLG on

the Future of Cohesion Policy, London School of

Economics

10:00 – 11:30 Working session (part 1)

11:30 – 12:00 Family Photo

Coffee break

12:00 – 13:45 Working session (part 2)

13:45 – 14:00 Summary of the meeting

14:00 – 14:30 Press conference by the Polish Presidency and the

European Commission

14:00 – 15:30 Buffet lunch for all members of the delegation

15:00 Transfer to the Warsaw Chopin Airport

Meeting venue The Informal Meeting of the EU Ministers responsible for cohesion policy, territorial

cohesion and urban matters will take place at two locations. The Polish Presidency will

provide transportation between the hotel and the venues during the official programme

of the meeting.

Date Venue Address

20 May Palace of the

Commonwealth

(Gala dinner)

Plac Krasińskich 3/5,

Warsaw

21 May Polish Army Museum

(Conference venue)

Plac Gwardii Pieszej

Koronnej 4, Warsaw

9

The main part of the Informal Meeting of the EU Ministers responsible for cohesion

policy, territorial cohesion and urban matters will be held at the Polish Army Museum

(PAM), a modern building located at the Warsaw Cytadel.

At the venue, all necessary services (such as cloakrooms, luggage storage areas and

internet access) and working facilities for delegations will be provided.

Bilateral meeting rooms with a boardroom will be available upon the request. The Heads

of Delegation have priority access to the rooms. The reservations will be coordinated by

the Liaison Officers of the delegations concerned and available on the first come-first

served basis. Refreshments (water) will be provided. Delegations are expected to

provide their own interpreters if required. On request the Presidency will provide the

official photographer.

Interpretation Simultaneous interpretation will be provided by the Directorate General for the

Interpretation of the EC (DG SCIC) in 6/6 regime. Interpretation will be provided from

and into English, French, German, Spanish, Italian and Polish (6/6).

Please note that interpretation will not be provided during the gala dinner. Please inform

us in advance if the Head of Delegation will be accompanied by private interpreter

during the gala dinner.

The press conference will be interpreted into Polish and English.

Please send speeches, speaking points and other relevant meeting documents to

[email protected] to help ensure high-quality interpretation.

Please note that any accompanying interpreters must be registered as part of the official

delegation in its regular format in order to have access to the meeting venue. The official

SCIC team of interpreters will not interpret for any interventions made through the

intermediary of an interpreter who is not accredited to work for the EU institutions.

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Transportation, airport arrivals and departures Delegations are advised to make early arrangements for their flights to Warsaw Chopin

Airport.

Delegations arriving from the third countries must inform the Polish Presidency via

[email protected] as soon as possible so that arrangements can be

made to facilitate airport formalities and reception.

Delegates arriving in Warsaw by a special aircraft must inform the Polish Presidency via

[email protected] and the Diplomatic Protocol in the Ministry of

Foreign Affairs as soon as possible.

Commercial flights

Arrival

After landing at Warsaw Chopin Airport Terminal 1, HoD +1 will be picked up by the

airport VIP Line service and transferred to VIP Line lounge, where they will be greeted

by the representatives of the Polish Presidency team and designated Liaison Officer.

Remaining delegates are instructed to proceed along a typical arrival route to the

meeting point located in the baggage claim area at the conveyor belt 1A. Please follow

the information at the terminal carefully. The Polish Presidency team will be there to

assist and merge the delegation for transfer.

The Polish Presidency covers the VIP Lounge service at Warsaw Chopin Airport only for

the Head of Delegation and an accompanying delegate. We would like to kindly request

that you provide the name of the delegate who will be accompanying HoD in this service.

It is necessary for us to complete the reservation process with the VIP Lounge. Please

email [email protected] with this information.

Assigned LO will accompany the delegation to the motorcade which will be waiting

in front of the VIP terminal.

Departure

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Upon departure, the Head of Delegation and accompanying delegates will be

transported by the Presidency fleet to Warsaw Chopin Airport Departures Terminal.

The LO escorts the delegation through check-in and luggage drop-off (if needed) to the

Fast Track service. After passing through the security check, the delegates are invited to

use the “Fantazja” Executive Lounge at their convenience. Both services are applicable

for Head of Delegation and accompanying delegates flying out together.

Please be advised that the check-in for both the inbound and outbound flights must

be carried out by the delegation itself, in accordance with the time frame indicated

by the airline.

Procedure for the arrival of special aircraft

Permission for flight/landing of civil special aircrafts should be proceeded according to

standard procedure. Embassies shall deliver a Diplomatic Note with a completed

application to the Diplomatic Protocol in the Ministry of Foreign Affairs via

[email protected] no later than 10 days before the date of the planned arrival.

Application must include following details for each member of the delegation:

✓ surname, name

✓ function

✓ passport no., date of issue, date of expiry

✓ date of birth, place of birth

✓ nationality.

In order to obtain access to Warsaw Military Airport (a main airport for special aircrafts)

for welcoming persons (for example Embassy staff including drivers) Embassies shall

deliver via [email protected] the following details:

✓ surname, name

✓ function

✓ passport no., date of issue, date of expiry

✓ date of birth, place of birth

✓ nationality

✓ type of the car

✓ plate number of the car.

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Transportation from the airport and between venues

The Polish Presidency will arrange transfer with VIP limousines (for Heads of

Delegations) and minivans (with five seats for the other members of the delegations)

from Warsaw Chopin Airport to the hotel or to the venue, and back to the airport on

departure. Delegates travelling separately from their Heads of Delegations are kindly

requested to make their own travel arrangements.

Warsaw Chopin Airport is accessible by trains and public bus routes, which connect to

Warsaw’s main transport hubs and major hotels. For more details on public transport,

please visit website: https://www.wtp.waw.pl/en/public-transport-step-by-step/.

Taxis are conveniently located at designated stands directly in front of each Arrivals Hall

exit. Warsaw Chopin Airport has partnered with local taxi companies to provide both

fixed-fare and metered services. This means your fare will either be calculated by a

taximeter based on distance or offered as a fixed price depending on your destination.

For trips from Chopin Airport to the city center, expect to pay approximately €12 (PLN

50) for this short journey.

The Polish Presidency will provide transportation between venues for all participants

throughout the official programme. Those participating in events outside the official

programme must make their own transportation arrangements.

Accommodation The Polish Presidency has booked hotel rooms and will cover the costs for the Head of

Delegation plus for one member of the delegation at the Radisson Collection Hotel

(address: ul. Grzybowska 24, Warsaw) for one night (20-21 May).

Breakfast is included but no provision will be made for any additional expenses (lunches,

laundry service etc.), any additional nights that extend beyond the official meeting or any

extra hotel rooms.

If you need additional assistance, such as early check-in or late check-out, please contact

our hotel operator at [email protected].

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For the rest of the delegation, hotel rooms have been pre-booked. To use these rooms

delegates must complete the booking process and cover the relevant costs. The list of

hotels and booking arrangements are available via link published in the accreditation

platform under the hotel tab.

Delegations are kindly requested to use appropriate links depending on the function in

the delegation (Head of Delegation, +1 delegate, other delegate). Additionally, DAOs are

kindly requested to send to the Presidency (via [email protected])

the information which delegate will use the room paid by the Presidency in the +1

format.

Security Security zones designated by the Polish authorities will be accessible only to accredited

vehicles and acredited individuals wearing a valid PIN or badge. For this reason,

delegates and other accredited participants must wear a valid pin or badge visibly at all

times.

Weapon clearance

Weapon clearance for the security detail of foreign delegation is issued by the Consuls

of the Republic of Poland abroad. Interested party is obliged to address note verbale to

the Consul of the Republic of Poland in respective country with the request to be granted

weapon permission no later than five working days prior to planned visit to the Republic

of Poland. It is necessary to present obtained weapon clearance (original document)

upon arrival. In the note, it is necessary to provide following information for each

security officer separately:

✓ security officer’s name and rank

✓ arrival/departure date and time

✓ means of transportation to/from Poland

✓ date and place of birth

✓ passport number and expiry date

✓ weapons (serial number, type, calibre, number of ammunitions).

14

Radio frequencies

Interested party is obliged to file to the Diplomatic Protocol in the Ministry of Foreign

Affairs via [email protected] an official request to grant permission for radio

frequencies for the purpose of communication between security officers of foreign

delegation. Request shall be filed 10 days prior to planned visit to the Republic of Poland

at the latest. Note verbale should include:

✓ information about radio equipment

✓ indicated radio frequency needed for communication.

Media

Press centre

A media centre will be available for journalists at the conference venue. The press centre

will be open on the day of the meeting (from 7 am until 3 hours after the end of the press

conference). More information is available at https://poland25.eu.

Host broadcaster

The host broadcaster of the Presidency is the Polish public service broadcaster

(Telewizja Polska, TVP). TVP will provide audiovisual content from informal ministerial

meetings comprising:

✓ arrivals and doorsteps

✓ handshakes

✓ tours de table (introductions)

✓ family photos

✓ press conferences.

This content will be available via the European Broadcasting Union (EBU) satellite

network and Europe by Satellite (EbS). It will also be available from the media centre at

the conference venue in Warsaw.

For general inquiries, please send email to: [email protected].

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Photographs

Photos from the meeting will be available in high-resolution format for free publication

on the Presidency website: https://poland25.eu.

Media contacts

Persons responsible for media relations during the Polish Presidency of the Council of

the European Union can be found here.

On general presidency matters, media representatives should write to:

[email protected].

Locations The Informal Ministerial Meetings will be held at the Polish Army Museum at the

Warsaw Citadel

The Warsaw Citadel is a 19th century stronghold, which survived both World War I and

II. Currently it is home to the Polish Army Museum as well as the Polish History Museum

and the Katyń Museum.

The new pavilion of the Polish Army Museum opened in 2023. It utilizes the latest

technical capabilities and architectural solutions while simultaneously reflecting

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historical forms and Polish military traditions. It recreates the layout of the king's guard

barracks from the time of the Polish-Lithuanian Commonwealth.

The gala dinner for the Informal Meeting of the EU Ministers responsible for cohesion

policy, territorial cohesion and urban matters will be held at the Palace of the

Commonwealth in Warsaw.

The Palace of the Commonwealth, constructed between 1688 and 1699 for the

influential Krasiński family, is a masterpiece of Baroque architecture. Designed by the

renowned architect Tylman van Gameren, the Palace was, in the unanimous opinion of

its contemporaries, one of the most beautiful aristocratic palaces in Warsaw. The

interior design and elements of the facade were intended to refer to the fabled origins

of the Krasiński family, descendants of the legendary Roman patrician Marcus Walerius

Corvinus.

Although it suffered extensive damage during World War II, it was meticulously

reconstructed in the mid-20th century. Today, it serves as the home of the Special

Collections of the National Library, preserving rare manuscripts, letters and books.

17

General information Emergency number: 112 (fire brigade, medical assistance, police)

Electricity: The voltage in Poland is 230V, 50 Hz.

Local time: Central European Summer Time Zone (CEST) – GMT +2:00

Country code: Poland +48

Currency: The official currency of Poland is the Polish zloty. The official daily exchange

rate can be consulted at the National Bank of Poland’ website:

https://nbp.pl/en/statistic-and-financial-reporting/rates/table-a/.

Weather in Poland: https://meteo.imgw.pl/.

Tap water: Polish tap water is regularly tested for quality and is safe to drink.

Smoking: Smoking is allowed only in the designated areas of the official meeting spaces.

Contact details

Should you have any queries, please contact Polish Presidency team at

[email protected].

Presidency on internet

Website

The website of the Polish Presidency of the Council of the European Union 2025

(https://www.poland25.eu) contains information on all topics related to the Presidency

available in English. You can find a lot of useful information on:

• institutional, political and cultural

events held during the Polish

Presidency

• latest news, press release

• the priorities of the Polish

Presidency

• the trio programme

• the cultural programme

• calendar of events

• relevant contacts and links.

18

Social media

All content related to the Polish Presidency will be available on social media accounts:

• Instagram

• Facebook

• X (Twitter)

• LinkedIn

• Threads

• Youtube

• WhatsApp

Invitation to the informal Meeting of EU Ministers responsible for cohesion policy, territorial cohesion and urban matters on the 20-21st May

15th of April 2025

Dear Colleague, On behalf of the Polish Presidency of the Council of the European Union and the Ministry of Development Funds and Regional Policy, it is my great pleasure to invite you to the informal Meeting of EU Ministers responsible for cohesion policy, territorial cohesion and urban matters that will take place on the 20-21st of May 2025 in Warsaw.

Discussion At the informal Meeting of Ministers we invite the delegations to discuss our joint policy issues, with a particular focus on highlighting the importance of the place-based approach. Recognising the need to preserve and strengthen the territorial dimension within EU, national and regional policies, we will reflect on possible ways to enhance the territorial sensitivity of policies adopted at different levels. It is of the utmost importance, especially in light of the challenges we are currently facing and the new EU priorities. During the Meeting the joint declaration of the Ministers of the three portfolios shall be adopted to indicate the possible solutions to tackle these challenges. The ministerial discussion will be introduced by a keynote speech delivered by Prof. Andrés Rodríguez-Pose.

Moreover, the European Committee of the Regions will present its opinion ‘Cohesion policy as a key engine in achieving EU

goals and reforms: how to further build on its performance- based approach while respecting decentralisation, partnership and multilevel governance’.

Agenda The Meeting will convene on Wednesday, 21st of May at the Polish Army Museum at the Warsaw Citadel and is expected to conclude with lunch around 14.00 hrs.

Prior to the meeting, on Tuesday, 20th of May we kindly invite you to join the welcome dinner proceeded by a cultural programme, which will start at 19.15 hrs at the Palace of Commonwealth, one of the most beautiful Baroque, aristocratic palaces in Warsaw.

Registration The format of the meeting will be Head of Delegation + 2 for EU member states, the General Secretariat of the Council, the European Commission and non-EU member states. Head of Delegation + 1 format is applicable for the delegations representing organizations and institutions.

We kindly invite you to confirm your participation no later than by the 6th of May 2025 via the online accreditation system. To this end, please send us the name and e-mail address of your Delegation Accreditation Officer (DAO) by the end of 23rd of April to: [email protected].

Please find enclosed the draft agenda for the Meeting and the Practical Information Note (PIN) with logistical details.

We look forward to welcoming you to Warsaw,

Yours sincerely,

Minister of Development Funds and Regional Policy

Katarzyna Pełczyńska -Nałęcz

/electronically signed/

1

INFORMAL MEETING OF EU MINISTERS RESPONSIBLE FOR COHESION POLICY, TERRITORIAL COHESION AND URBAN MATTERS

20-21 MAY 2025 WARSAW, POLAND

2

The Polish Presidency of the Council of the European Union welcomes you to Warsaw

for the Informal Meeting of the EU Ministers responsible for cohesion policy,

territorial cohesion and urban matters on 20-21 May 2025 and is pleased to provide

the following practical information to help you prepare for the event.

Please note that this Practical Information Note may be subject to change. Any changes

to this information will be communicated in due course by the Presidency team.

3

Table of Contents

Table of Contents ........................................................................................................................................... 3

Deadlines ............................................................................................................................................................ 4

Delegation format .......................................................................................................................................... 4

Registration and accreditation ................................................................................................................. 4

Preliminary programme ............................................................................................................................... 6

Meeting venue ................................................................................................................................................. 8

Interpretation ................................................................................................................................................... 9

Transportation, airport arrivals and departures ............................................................................ 10

Accommodation ........................................................................................................................................... 12

Security ............................................................................................................................................................ 13

Media ................................................................................................................................................................ 14

Locations ......................................................................................................................................................... 15

General information ................................................................................................................................... 17

Presidency on internet .............................................................................................................................. 17

4

Deadlines

When What Where to go / who to contact

23 April 2025

Appoint your

Delegation

Accreditation Officer

(DAO)

Please send the name, phone

number and e-mail of your DAO to:

[email protected]

6 May 2025 Register your

delegation

Online accreditation platform

(the link will be sent directly to DAO)

19 May 2025 You will be contacted

by your Liaison Officer

Delegation format Delegations of EU member states, the General Secretariat of the Council, the European

Commission and non-EU member states can enrol the Head of Delegation plus

a maximum of two delegates (HoD+2). Head of Delegation plus one delegate (HoD+1) is

applicable to the delegations representing organizations and institutions.

Per request, and when applicable, one security officer per delegation will be accredited.

Please also note that any official photographer, press secretary or interpreter must be

registered as part of the regular delegation format.

On request, the Polish Presidency will allocate additional place in the delegation format

for the bilateral Ambassadors in Poland who must then be registered (via DAO) as a part

of the delegation to access the meeting venues.

Registration and accreditation For security reasons all members of the official delegations must be registered

and accredited in order to access the meeting venues. Registration will be made

via the online accreditation platform by the Delegation Accreditation Officer (DAO).

5

Accreditation information must be completed for each delegation member in line with

the procedure set out on the online accreditation platform.

Please send the name, mobile telephone number and email of your DAO

to [email protected] as soon as possible and no later than 23 April

2025.

For the DAO

Once appointed, you will receive an e-mail containing log-in information as well as

the link to the official Presidency accreditation platform.

Please make sure you fill in all details correctly before submitting the registration.

For more instructions on how to create an account on the official Presidency

accreditation platform, please see the user guide in the top right-hand corner of

the platform landing page. If you have any questions regarding your registration please

send an email to: [email protected].

You are kindly requested to register your delegation as soon as possible and provide

all the necessary information by 6 May 2025.

All personal information provided during accreditation will be processed in accordance

with the EU General Data Protection Regulation (GDPR). More information about the

private policy terms and conditions can be found on the accreditation platform.

Badges

PIN Heads of Delegation Allows access to all areas

Blue badge Delegates Allows access to the delegates’

zone

Floater

Two per delegation (non-personal,

can be exchanged between

delegation members)

Allows access to the plenary

room.

6

Delegations will receive their PIN and badges from their Liaison Officer (LO). Please

ensure that you visibly wear your badge or PIN at all times. The badges are

non-transferable.

After successful completion of the accreditation process, all participants will receive

an e-mail confirming registration to the event.

Please note that all participants are required to have their ID cards or passports

with them so as to be able to confirm their identity.

If you lose your badge, please report it immediately to the Presidency staff, your Liaison

Officer or contact the Accreditation Desk. The validity of the lost badge will immediately

be terminated and a new badge will be issued subject to the approval of the Presidency

security team.

Delegation Liaison Officers (LO)

A Liaison Officer (LO) will be assigned to each delegation to assist and accompany the

Head of Delegation throughout the event. The LO will:

✓ serve as a point of contact between the delegation and the organisers,

✓ assist the delegation with ensuring successful participation in the meeting,

✓ provide and distribute accreditation pins and badges upon arrival,

✓ provide logistical assistance and administrative support at the venue,

✓ reserve slots for bilateral meetings if requested.

Delegations will receive their LO’s contact details in due course. If you have any

questions regarding LOs, please contact [email protected].

Preliminary programme Please find below a summary of the preliminary programme indicating timeframe and

formats for respective points.

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Tuesday, 20 May

Morning/Afternoon Transfer from the Warsaw Chopin Airport to the

Radisson Collection Hotel

19:00 Group transfer from the hotel to the Palace of the

Commonwealth for the cultural programme and the

gala dinner (Heads of the Delegation)

19:15 Group transfer from the hotel to the Palace of the

Commonwealth for the gala dinner (other members

of the delegation)

19:15 –19:45 Tour of the Palace of the Commonwealth for Heads of

the Delegation at the Palace of the Commonwealth

19:30 – 19:45 Aperitif for other members of the delegation

19:45 – 21:45 Gala dinner (1+2 and 1+1 format)

Group transfer for all delegates to the Radisson

Collection Hotel

Wednesday, 21 May

08:00 – 09:00 Arrival to the Polish Army Museum

Doorstep interviews, handshake

9:00 -10:00 WELCOME AND OPENING REMARKS

Katarzyna PEŁCZYŃSKA-NAŁĘCZ,

Minister of Development Funds and Regional Policy

Raffaele FITTO, Executive Vice-President for

Cohesion and Reforms, European Commission, TBC

KEYNOTE SPEECH

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Andrés RODRÍGUEZ-POSE, Chair of the HLG on

the Future of Cohesion Policy, London School of

Economics

10:00 – 11:30 Working session (part 1)

11:30 – 12:00 Family Photo

Coffee break

12:00 – 13:45 Working session (part 2)

13:45 – 14:00 Summary of the meeting

14:00 – 14:30 Press conference by the Polish Presidency and the

European Commission

14:00 – 15:30 Buffet lunch for all members of the delegation

15:00 Transfer to the Warsaw Chopin Airport

Meeting venue The Informal Meeting of the EU Ministers responsible for cohesion policy, territorial

cohesion and urban matters will take place at two locations. The Polish Presidency will

provide transportation between the hotel and the venues during the official programme

of the meeting.

Date Venue Address

20 May Palace of the

Commonwealth

(Gala dinner)

Plac Krasińskich 3/5,

Warsaw

21 May Polish Army Museum

(Conference venue)

Plac Gwardii Pieszej

Koronnej 4, Warsaw

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The main part of the Informal Meeting of the EU Ministers responsible for cohesion

policy, territorial cohesion and urban matters will be held at the Polish Army Museum

(PAM), a modern building located at the Warsaw Cytadel.

At the venue, all necessary services (such as cloakrooms, luggage storage areas and

internet access) and working facilities for delegations will be provided.

Bilateral meeting rooms with a boardroom will be available upon the request. The Heads

of Delegation have priority access to the rooms. The reservations will be coordinated by

the Liaison Officers of the delegations concerned and available on the first come-first

served basis. Refreshments (water) will be provided. Delegations are expected to

provide their own interpreters if required. On request the Presidency will provide the

official photographer.

Interpretation Simultaneous interpretation will be provided by the Directorate General for the

Interpretation of the EC (DG SCIC) in 6/6 regime. Interpretation will be provided from

and into English, French, German, Spanish, Italian and Polish (6/6).

Please note that interpretation will not be provided during the gala dinner. Please inform

us in advance if the Head of Delegation will be accompanied by private interpreter

during the gala dinner.

The press conference will be interpreted into Polish and English.

Please send speeches, speaking points and other relevant meeting documents to

[email protected] to help ensure high-quality interpretation.

Please note that any accompanying interpreters must be registered as part of the official

delegation in its regular format in order to have access to the meeting venue. The official

SCIC team of interpreters will not interpret for any interventions made through the

intermediary of an interpreter who is not accredited to work for the EU institutions.

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Transportation, airport arrivals and departures Delegations are advised to make early arrangements for their flights to Warsaw Chopin

Airport.

Delegations arriving from the third countries must inform the Polish Presidency via

[email protected] as soon as possible so that arrangements can be

made to facilitate airport formalities and reception.

Delegates arriving in Warsaw by a special aircraft must inform the Polish Presidency via

[email protected] and the Diplomatic Protocol in the Ministry of

Foreign Affairs as soon as possible.

Commercial flights

Arrival

After landing at Warsaw Chopin Airport Terminal 1, HoD +1 will be picked up by the

airport VIP Line service and transferred to VIP Line lounge, where they will be greeted

by the representatives of the Polish Presidency team and designated Liaison Officer.

Remaining delegates are instructed to proceed along a typical arrival route to the

meeting point located in the baggage claim area at the conveyor belt 1A. Please follow

the information at the terminal carefully. The Polish Presidency team will be there to

assist and merge the delegation for transfer.

The Polish Presidency covers the VIP Lounge service at Warsaw Chopin Airport only for

the Head of Delegation and an accompanying delegate. We would like to kindly request

that you provide the name of the delegate who will be accompanying HoD in this service.

It is necessary for us to complete the reservation process with the VIP Lounge. Please

email [email protected] with this information.

Assigned LO will accompany the delegation to the motorcade which will be waiting

in front of the VIP terminal.

Departure

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Upon departure, the Head of Delegation and accompanying delegates will be

transported by the Presidency fleet to Warsaw Chopin Airport Departures Terminal.

The LO escorts the delegation through check-in and luggage drop-off (if needed) to the

Fast Track service. After passing through the security check, the delegates are invited to

use the “Fantazja” Executive Lounge at their convenience. Both services are applicable

for Head of Delegation and accompanying delegates flying out together.

Please be advised that the check-in for both the inbound and outbound flights must

be carried out by the delegation itself, in accordance with the time frame indicated

by the airline.

Procedure for the arrival of special aircraft

Permission for flight/landing of civil special aircrafts should be proceeded according to

standard procedure. Embassies shall deliver a Diplomatic Note with a completed

application to the Diplomatic Protocol in the Ministry of Foreign Affairs via

[email protected] no later than 10 days before the date of the planned arrival.

Application must include following details for each member of the delegation:

✓ surname, name

✓ function

✓ passport no., date of issue, date of expiry

✓ date of birth, place of birth

✓ nationality.

In order to obtain access to Warsaw Military Airport (a main airport for special aircrafts)

for welcoming persons (for example Embassy staff including drivers) Embassies shall

deliver via [email protected] the following details:

✓ surname, name

✓ function

✓ passport no., date of issue, date of expiry

✓ date of birth, place of birth

✓ nationality

✓ type of the car

✓ plate number of the car.

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Transportation from the airport and between venues

The Polish Presidency will arrange transfer with VIP limousines (for Heads of

Delegations) and minivans (with five seats for the other members of the delegations)

from Warsaw Chopin Airport to the hotel or to the venue, and back to the airport on

departure. Delegates travelling separately from their Heads of Delegations are kindly

requested to make their own travel arrangements.

Warsaw Chopin Airport is accessible by trains and public bus routes, which connect to

Warsaw’s main transport hubs and major hotels. For more details on public transport,

please visit website: https://www.wtp.waw.pl/en/public-transport-step-by-step/.

Taxis are conveniently located at designated stands directly in front of each Arrivals Hall

exit. Warsaw Chopin Airport has partnered with local taxi companies to provide both

fixed-fare and metered services. This means your fare will either be calculated by a

taximeter based on distance or offered as a fixed price depending on your destination.

For trips from Chopin Airport to the city center, expect to pay approximately €12 (PLN

50) for this short journey.

The Polish Presidency will provide transportation between venues for all participants

throughout the official programme. Those participating in events outside the official

programme must make their own transportation arrangements.

Accommodation The Polish Presidency has booked hotel rooms and will cover the costs for the Head of

Delegation plus for one member of the delegation at the Radisson Collection Hotel

(address: ul. Grzybowska 24, Warsaw) for one night (20-21 May).

Breakfast is included but no provision will be made for any additional expenses (lunches,

laundry service etc.), any additional nights that extend beyond the official meeting or any

extra hotel rooms.

If you need additional assistance, such as early check-in or late check-out, please contact

our hotel operator at [email protected].

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For the rest of the delegation, hotel rooms have been pre-booked. To use these rooms

delegates must complete the booking process and cover the relevant costs. The list of

hotels and booking arrangements are available via link published in the accreditation

platform under the hotel tab.

Delegations are kindly requested to use appropriate links depending on the function in

the delegation (Head of Delegation, +1 delegate, other delegate). Additionally, DAOs are

kindly requested to send to the Presidency (via [email protected])

the information which delegate will use the room paid by the Presidency in the +1

format.

Security Security zones designated by the Polish authorities will be accessible only to accredited

vehicles and acredited individuals wearing a valid PIN or badge. For this reason,

delegates and other accredited participants must wear a valid pin or badge visibly at all

times.

Weapon clearance

Weapon clearance for the security detail of foreign delegation is issued by the Consuls

of the Republic of Poland abroad. Interested party is obliged to address note verbale to

the Consul of the Republic of Poland in respective country with the request to be granted

weapon permission no later than five working days prior to planned visit to the Republic

of Poland. It is necessary to present obtained weapon clearance (original document)

upon arrival. In the note, it is necessary to provide following information for each

security officer separately:

✓ security officer’s name and rank

✓ arrival/departure date and time

✓ means of transportation to/from Poland

✓ date and place of birth

✓ passport number and expiry date

✓ weapons (serial number, type, calibre, number of ammunitions).

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Radio frequencies

Interested party is obliged to file to the Diplomatic Protocol in the Ministry of Foreign

Affairs via [email protected] an official request to grant permission for radio

frequencies for the purpose of communication between security officers of foreign

delegation. Request shall be filed 10 days prior to planned visit to the Republic of Poland

at the latest. Note verbale should include:

✓ information about radio equipment

✓ indicated radio frequency needed for communication.

Media

Press centre

A media centre will be available for journalists at the conference venue. The press centre

will be open on the day of the meeting (from 7 am until 3 hours after the end of the press

conference). More information is available at https://poland25.eu.

Host broadcaster

The host broadcaster of the Presidency is the Polish public service broadcaster

(Telewizja Polska, TVP). TVP will provide audiovisual content from informal ministerial

meetings comprising:

✓ arrivals and doorsteps

✓ handshakes

✓ tours de table (introductions)

✓ family photos

✓ press conferences.

This content will be available via the European Broadcasting Union (EBU) satellite

network and Europe by Satellite (EbS). It will also be available from the media centre at

the conference venue in Warsaw.

For general inquiries, please send email to: [email protected].

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Photographs

Photos from the meeting will be available in high-resolution format for free publication

on the Presidency website: https://poland25.eu.

Media contacts

Persons responsible for media relations during the Polish Presidency of the Council of

the European Union can be found here.

On general presidency matters, media representatives should write to:

[email protected].

Locations The Informal Ministerial Meetings will be held at the Polish Army Museum at the

Warsaw Citadel

The Warsaw Citadel is a 19th century stronghold, which survived both World War I and

II. Currently it is home to the Polish Army Museum as well as the Polish History Museum

and the Katyń Museum.

The new pavilion of the Polish Army Museum opened in 2023. It utilizes the latest

technical capabilities and architectural solutions while simultaneously reflecting

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historical forms and Polish military traditions. It recreates the layout of the king's guard

barracks from the time of the Polish-Lithuanian Commonwealth.

The gala dinner for the Informal Meeting of the EU Ministers responsible for cohesion

policy, territorial cohesion and urban matters will be held at the Palace of the

Commonwealth in Warsaw.

The Palace of the Commonwealth, constructed between 1688 and 1699 for the

influential Krasiński family, is a masterpiece of Baroque architecture. Designed by the

renowned architect Tylman van Gameren, the Palace was, in the unanimous opinion of

its contemporaries, one of the most beautiful aristocratic palaces in Warsaw. The

interior design and elements of the facade were intended to refer to the fabled origins

of the Krasiński family, descendants of the legendary Roman patrician Marcus Walerius

Corvinus.

Although it suffered extensive damage during World War II, it was meticulously

reconstructed in the mid-20th century. Today, it serves as the home of the Special

Collections of the National Library, preserving rare manuscripts, letters and books.

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General information Emergency number: 112 (fire brigade, medical assistance, police)

Electricity: The voltage in Poland is 230V, 50 Hz.

Local time: Central European Summer Time Zone (CEST) – GMT +2:00

Country code: Poland +48

Currency: The official currency of Poland is the Polish zloty. The official daily exchange

rate can be consulted at the National Bank of Poland’ website:

https://nbp.pl/en/statistic-and-financial-reporting/rates/table-a/.

Weather in Poland: https://meteo.imgw.pl/.

Tap water: Polish tap water is regularly tested for quality and is safe to drink.

Smoking: Smoking is allowed only in the designated areas of the official meeting spaces.

Contact details

Should you have any queries, please contact Polish Presidency team at

[email protected].

Presidency on internet

Website

The website of the Polish Presidency of the Council of the European Union 2025

(https://www.poland25.eu) contains information on all topics related to the Presidency

available in English. You can find a lot of useful information on:

• institutional, political and cultural

events held during the Polish

Presidency

• latest news, press release

• the priorities of the Polish

Presidency

• the trio programme

• the cultural programme

• calendar of events

• relevant contacts and links.

18

Social media

All content related to the Polish Presidency will be available on social media accounts:

• Instagram

• Facebook

• X (Twitter)

• LinkedIn

• Threads

• Youtube

• WhatsApp

Invitation to the informal Meeting of EU Ministers responsible for cohesion policy, territorial cohesion and urban matters on the 20-21st May

15th of April 2025

Dear Colleague, On behalf of the Polish Presidency of the Council of the European Union and the Ministry of Development Funds and Regional Policy, it is my great pleasure to invite you to the informal Meeting of EU Ministers responsible for cohesion policy, territorial cohesion and urban matters that will take place on the 20-21st of May 2025 in Warsaw.

Discussion At the informal Meeting of Ministers we invite the delegations to discuss our joint policy issues, with a particular focus on highlighting the importance of the place-based approach. Recognising the need to preserve and strengthen the territorial dimension within EU, national and regional policies, we will reflect on possible ways to enhance the territorial sensitivity of policies adopted at different levels. It is of the utmost importance, especially in light of the challenges we are currently facing and the new EU priorities. During the Meeting the joint declaration of the Ministers of the three portfolios shall be adopted to indicate the possible solutions to tackle these challenges. The ministerial discussion will be introduced by a keynote speech delivered by Prof. Andrés Rodríguez-Pose.

Moreover, the European Committee of the Regions will present its opinion ‘Cohesion policy as a key engine in achieving EU

goals and reforms: how to further build on its performance- based approach while respecting decentralisation, partnership and multilevel governance’.

Agenda The Meeting will convene on Wednesday, 21st of May at the Polish Army Museum at the Warsaw Citadel and is expected to conclude with lunch around 14.00 hrs.

Prior to the meeting, on Tuesday, 20th of May we kindly invite you to join the welcome dinner proceeded by a cultural programme, which will start at 19.15 hrs at the Palace of Commonwealth, one of the most beautiful Baroque, aristocratic palaces in Warsaw.

Registration The format of the meeting will be Head of Delegation + 2 for EU member states, the General Secretariat of the Council, the European Commission and non-EU member states. Head of Delegation + 1 format is applicable for the delegations representing organizations and institutions.

We kindly invite you to confirm your participation no later than by the 6th of May 2025 via the online accreditation system. To this end, please send us the name and e-mail address of your Delegation Accreditation Officer (DAO) by the end of 23rd of April to: [email protected].

Please find enclosed the draft agenda for the Meeting and the Practical Information Note (PIN) with logistical details.

We look forward to welcoming you to Warsaw,

Yours sincerely,

Minister of Development Funds and Regional Policy

Katarzyna Pełczyńska -Nałęcz

/electronically signed/