Dokumendiregister | Rahandusministeerium |
Viit | 1.5-12/1954-1 |
Registreeritud | 21.04.2025 |
Sünkroonitud | 22.04.2025 |
Liik | Sissetulev kiri |
Funktsioon | 1.5 DOKUMENDIHALDUS JA ASJAAJAMISE KORRALDAMINE |
Sari | 1.5-12 Kutsed ja kirjavahetus seminaridel, konverentsidel jt üritustel osalemiseks |
Toimik | 1.5-12/2025 |
Juurdepääsupiirang | Avalik |
Juurdepääsupiirang | |
Adressaat | Ministry of Development Funds and Regional Policy |
Saabumis/saatmisviis | Ministry of Development Funds and Regional Policy |
Vastutaja | Triin Tomingas (Rahandusministeerium, Kantsleri vastutusvaldkond, Eelarvepoliitika valdkond, Riigieelarve osakond, Välisvahendite talitus) |
Originaal | Ava uues aknas |
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
Tähelepanu! Tegemist on välisvõrgust saabunud kirjaga. |
Tähelepanu! Tegemist on välisvõrgust saabunud kirjaga. |
Dear Colleagues,
On behalf of the Polish Presidency of the Council of the European Union and the Ministry of Development Funds and Regional Policy, it is our great pleasure to invite you to the Informal meeting of Ministers responsible for cohesion policy, territorial cohesion and urban matters which will take place in Warsaw on May 20-21, 2025.
Please find attached the official invitation, the agenda and Practical Information Note (PIN).
The delegation format for EU member states, the General Secretariat of the Council, the European Commission and non-EU member states is Head of Delegation plus a maximum of two delegates (HoD+2). Head of Delegation + 1 format (HoD+1) is applicable for the delegations representing organizations and institutions.
For all organizational matters of the IMM please contact: [email protected].
Please send the name, phone number and e-mail of your Delegate Accreditation Officer (DAO) by 23rd April to the e-mail: [email protected].
For any questions regarding the programme please contact: [email protected].
If you have any questions regarding participation of the same delegation in both OECD and IMM meetings (Ministerial meeting of the OECD Regional Development Policy Committee on 19-20 May and the Informal ministerial meeting of Ministers responsible for cohesion policy, territorial cohesion and urban matters on 20-21 May) please contact: [email protected].
With best regards,
PL PRES Team
Ministry of Development Funds and Regional Policy
EU Affairs and International Cooperation Department
[email protected]
www.gov.pl/web/fundusze-regiony
ul. Wspólna 2/4
00-926 Warszawa
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:
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.
10
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
11
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.
12
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].
13
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].
15
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:
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
16
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
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:
• X (Twitter)
• Threads
• Youtube
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:
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).
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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.
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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:
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
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.
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Social media
All content related to the Polish Presidency will be available on social media accounts:
• X (Twitter)
• Threads
• Youtube
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/