EU Eastern Border Regions High Level Conference

PRACTICAL INFORMATION NOTE EU Eastern Border Regions High Level Conference

25-26 June 2025 BIAŁOWIEŻA

The Polish presidency of the Council of the European Union, in cooperation with the European Commission, would like to invite you to Białowieża for the EU Eastern Border Regions High Level Conference of the Ministry of Development Funds and Regional Policy to be held on the 25-26th June 2025.

We are extremely pleased to provide you with this Practical Information Note (PIN) containing the logistics and technical information on the meeting.

Table of contents

Białowieża – venue of the conference.............................................................................................. 3

Working language of the meeting and interpretation .................................................................... 6

Delegation format ................................................................................................................................ 6

Accreditation ......................................................................................................................................... 6

Time limits ............................................................................................................................................. 7

Badge ...................................................................................................................................................... 7

Study visit .............................................................................................................................................. 7

Transport ............................................................................................................................................... 8

Catering .................................................................................................................................................. 9

Security .................................................................................................................................................. 9

Accommodation ................................................................................................................................... 9

Facilities ............................................................................................................................................... 10

Presidency on the Internet ............................................................................................................... 10

Social media......................................................................................................................................... 10

Practical information ......................................................................................................................... 11

Contact details .................................................................................................................................... 11

Białowieża – venue of the conference

Białowieża is a quiet village in the Podlasie region, located near Poland’s Eastern border with Belarus. The village is best known for its direct access to the Białowieża Forest – the last remaining part of the primeval lowland forest that once covered much of Europe. This ancient forest is one of the most valuable ecosystems on the continent, home to a rich variety of flora and fauna, including the rare European bison (Bison bonasus), which may be observed in their natural habitat or at the European Bison Show Reserve.

The broader Podlasie region is distinguished by its natural beauty and cultural diversity and serves as a historical meeting point of various ethnic and religious communities, including Polish, Belarusian, Ukrainian, Lithuanian, and Tatar populations. This heritage is visible in the region’s architectural landmarks – from Orthodox and Catholic churches to wooden mosques and old synagogues – as well as in its customs and cuisine.

Together, Białowieża and the Podlasie region offer a unique and immersive experience, combining unspoiled nature with deep historical and cultural layers. It is an ideal destination for those seeking reflection, educational exploration, or simply a peaceful environment surrounded by one of Europe’s last truly wild forests.

The Żubrówka Hotel

Hotel Żubrówka **** Białowieża

Pałacowa 6, 17 - 230 Białowieża

The Żubrówka Hotel is a four-star hotel situated in the center of Białowieża, a location of exceptional natural and cultural significance. The hotel is located in close proximity to the entrance of Białowieża National Park, a UNESCO World Heritage Site.

Provisional agenda of the meeting Please note that the agenda may be subject to further changes.

25 June 2025 (Wednesday)

by 15:00 Arrival of the delegations in Warsaw

15:00 – 19:00 Transfer from Chopin Airport in Warsaw to Białowieża

19:00 Guest check-in at the hotel in Białowieża – Hotel Żubrówka

20:00 – 22:00 Welcome dinner for delegates

26 June 2025 (Thursday)

7:30 - 9:00 Site visit at the border with Belarus (as a part of the presentation of the Shield East project)

9:10 – 9:30 Press conference

9:30 – 10:00 Welcome and opening by the representative of the PL PRES and European Commission

- Katarzyna Pełczyńska-Nałęcz, Minister of Development Funds and Regional Policy

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

- Roxana Mînzatu, Executive Vice-President for Social Rights and Skills, Quality Jobs and Preparedness, European Commission, tbc

- Piotr Serafin, Commissioner for Budget, Anti-Fraud and Public Administration, European Commission, tbc

10:00 – 11:00 Working session part I

11:00 – 11:30 Coffee break and family photo

11:30 – 12:30 Working session part II

12:30 – 13:30 Lunch buffet

From 13:30 Transfer from Białowieża to Chopin Airport in Warsaw

13:30 – 15:00 optional

Visit to Białowieża National Park and the Bison Show Reserve

Working language of the meeting and interpretation English will be the working language of the meeting. Interpretation services will not be

provided.

Delegation format Format of the border Member States (FI, EE, LV, LT, SK, RO, HU) delegation: 1+5.

DK delegation: 1+0.

European Commission delegation: 1+2.

Committee of the Regions delegation: 1+1.

European Parliament delegation: 1+0.

Accreditation Each meeting participant is required to go through the accreditation process for the

event, in accordance with the instructions provided in the accreditation system. Only

successfully completed accreditation authorises to attend the meeting. Participants

register through a dedicated DAO (Delegation Accreditation Officer).

Please, prepare a recent photo (taken within the last 3 months preceding the date of the

meeting) before the commencement of the registration. Moreover, we kindly ask you to

make sure that all the personal data entered has been written down correctly, as some

of the data will be displayed on the badge.

All personal data provided during the accreditation process is processed in accordance

with the EU General Data Protection Regulation (GDPR). A link to the regulations can be

found on the accreditation platform.

Time limits

Date Measure Contact track

2nd of June 2025 Opening of the

accreditation

Contact e-mail:

[email protected]

11th of June

2025

Closure of the

accreditation

Badge After successful completion of the accreditation process, you will receive an e-mail

confirmation including the electronic ID (attached pdf file containing a QR code).

Please, save the file on your mobile phone or tablet.

At the entrance to the meeting, it will be necessary to present an electronic badge and

a document with a photo. You will then receive printed badges which, for security

reasons, should be carried in a visible place throughout the meeting.

Study visit The study visit at the border with Belarus will consist of the visit to the border guard

post and the site visit at the border barrier. Due to the logistical and security

restrictions the format of delegation at this point of the agenda is 1+1.

Optional visit to Białowieża National Park and the Bison Show Reserve The Białowieża National Park is one of the oldest national parks in Europe. It is also

probably the most famous Polish national park in the world. The fame of the last

primaeval forest in Europe may sometimes be a heavy burden, but it reaches far beyond

the borders of our continent. For centuries, the Białowieża Forest, as an area of royal

hunting, has been lucky to avoid axes and saws which destroyed other forests. Thanks

to this, it is here where the European bison, royal game, ruling absolutely in the European

forest, have survived for the longest time. The European bison is the most powerful, but

not the only particularly valuable inhabitant of the Forest. The uniqueness of this

invaluable area is evidenced by the fact that the natural processes, which have been only

slightly disturbed by human activity, are continued there, never interrupted in the area

of strict protection of BNP and remaining a phenomenon on a continental scale. Powerful

trees, which are unique ecosystems, are home to many organisms unheard of in ordinary

forests. Both during their life and after their death.

The symbol of the Park is the European bison – the largest terrestrial mammal in Europe.

For the lowland European bison, the Białowieża Forest turned out to be its last refuge.

After the end of the madness of the WW I, which also had affected the Forest and its

inhabitants, it was Białowieża that has been chosen as the place where the European

bison was to return to nature. It was here that the process of its restitution, i.e. restoring

it to nature, has been started.

Currently, the Polish part of the Białowieża Forest is the place of living for the most

numerous, free population of the European bison in the world, amounting to about 800

animals. The Protective Unit of the European Bison Breeding Centre of the Park consists

of two farms – closed and open. The closed farm (reserve) consists of breeding reserves

unavailable to visitors and the European Bison Show Reserve available to tourists. On

the other hand, the free farm includes the European bison freely walking the forests and

immediate surroundings of the Białowieża Forest.

Prior to the visit, please be aware of the clothing recommendations: preferably long legs

and sleeves, covered shoes and headgear, mosquito and tick repellent.

Transport The Polish presidency will arrange transport for each delegation from the Warsaw

Chopin Airport to Białowieża.

Transfers to and from Białowieża will be scheduled in accordance with the respective

flight itineraries of the delegations.

Catering During registration process it is possible to indicate dietary preference. In addition to

standard meals, the following dietary options are available: vegan, vegetarian, gluten-free

and lactose-free diet.

Meals will be served as indicated in the agenda.

Cold and hot beverages and small snacks will be available at Hotel Żubrówka during the

meetings.

Security For security reasons, it is absolutely necessary to wear badges in a visible place

throughout the meeting. In addition, the QR code on the badge is required to be made

available for scanning upon request by the organisers, accreditation officers or facility

security.

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

accommodation for the given delegation formats for one night (25-26 June) at the

Żubrówka Hotel.

Please note that we will not cover the costs of the accommodation of the delegates that

exceed the given delegation format.

Breakfast is included. 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.

Facilities Wi-fi will be available in the venue of the meeting, the password will be provided during

the meetings.

Presidency on the Internet

Website

https://www.poland25.eu

The website of the Polish presidency of the Council of the European Union contains

information in English on the following topics:

• institutional, political and cultural events during the Polish presidency,

• latest news, press releases,

• priorities of the Polish presidency,

• the Trio programme,

• the cultural programme,

• calendar of events,

• important contacts and links.

Social media All content related to the Polish presidency will also be available on the following social

media:

• Instagram: #Poland25EU

• Facebook: https://www.facebook.com/poland25eu

• X (Twitter): https://x.com/poland25eu

• LinkedIn: https://www.linkedin.com/company/poland25eu/

Practical information Emergency number: 112 (fire brigade, medical aid, police)

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

Local time: Central European summer time zone (CEST) - GMT +1:00

Area code for Poland: +48

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

can be found on the website of the National Bank of Poland: https://nbp.pl/statystyka-

i-sprawozdawczosc/kursy/.

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

Tap water: Polish tap water is regularly tested in terms of quality and it is safe to drink,

https://www.warszawskakranowka.pl/

Smoking: Smoking is only permitted in designated official designated areas.

Contact details

Ministry of Development Funds and Regional Policy

Jacek Rostkowski

(+48) 22 273 8741

[email protected]

Ministry of Development Funds and Regional Policy

Magdalena Ochej-Łokuciejewska

(+48) 22 273 8863

magdalena.ochej- [email protected]

PRACTICAL INFORMATION NOTE EU Eastern Border Regions High Level Conference

25-26 June 2025 BIAŁOWIEŻA

The Polish presidency of the Council of the European Union, in cooperation with the European Commission, would like to invite you to Białowieża for the EU Eastern Border Regions High Level Conference of the Ministry of Development Funds and Regional Policy to be held on the 25-26th June 2025.

We are extremely pleased to provide you with this Practical Information Note (PIN) containing the logistics and technical information on the meeting.

Table of contents

Białowieża – venue of the conference.............................................................................................. 3

Working language of the meeting and interpretation .................................................................... 6

Delegation format ................................................................................................................................ 6

Accreditation ......................................................................................................................................... 6

Time limits ............................................................................................................................................. 7

Badge ...................................................................................................................................................... 7

Study visit .............................................................................................................................................. 7

Transport ............................................................................................................................................... 8

Catering .................................................................................................................................................. 9

Security .................................................................................................................................................. 9

Accommodation ................................................................................................................................... 9

Facilities ............................................................................................................................................... 10

Presidency on the Internet ............................................................................................................... 10

Social media......................................................................................................................................... 10

Practical information ......................................................................................................................... 11

Contact details .................................................................................................................................... 11

Białowieża – venue of the conference

Białowieża is a quiet village in the Podlasie region, located near Poland’s Eastern border with Belarus. The village is best known for its direct access to the Białowieża Forest – the last remaining part of the primeval lowland forest that once covered much of Europe. This ancient forest is one of the most valuable ecosystems on the continent, home to a rich variety of flora and fauna, including the rare European bison (Bison bonasus), which may be observed in their natural habitat or at the European Bison Show Reserve.

The broader Podlasie region is distinguished by its natural beauty and cultural diversity and serves as a historical meeting point of various ethnic and religious communities, including Polish, Belarusian, Ukrainian, Lithuanian, and Tatar populations. This heritage is visible in the region’s architectural landmarks – from Orthodox and Catholic churches to wooden mosques and old synagogues – as well as in its customs and cuisine.

Together, Białowieża and the Podlasie region offer a unique and immersive experience, combining unspoiled nature with deep historical and cultural layers. It is an ideal destination for those seeking reflection, educational exploration, or simply a peaceful environment surrounded by one of Europe’s last truly wild forests.

The Żubrówka Hotel

Hotel Żubrówka **** Białowieża

Pałacowa 6, 17 - 230 Białowieża

The Żubrówka Hotel is a four-star hotel situated in the center of Białowieża, a location of exceptional natural and cultural significance. The hotel is located in close proximity to the entrance of Białowieża National Park, a UNESCO World Heritage Site.

Provisional agenda of the meeting Please note that the agenda may be subject to further changes.

25 June 2025 (Wednesday)

by 15:00 Arrival of the delegations in Warsaw

15:00 – 19:00 Transfer from Chopin Airport in Warsaw to Białowieża

19:00 Guest check-in at the hotel in Białowieża – Hotel Żubrówka

20:00 – 22:00 Welcome dinner for delegates

26 June 2025 (Thursday)

7:30 - 9:00 Site visit at the border with Belarus (as a part of the presentation of the Shield East project)

9:10 – 9:30 Press conference

9:30 – 10:00 Welcome and opening by the representative of the PL PRES and European Commission

- Katarzyna Pełczyńska-Nałęcz, Minister of Development Funds and Regional Policy

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

- Roxana Mînzatu, Executive Vice-President for Social Rights and Skills, Quality Jobs and Preparedness, European Commission, tbc

- Piotr Serafin, Commissioner for Budget, Anti-Fraud and Public Administration, European Commission, tbc

10:00 – 11:00 Working session part I

11:00 – 11:30 Coffee break and family photo

11:30 – 12:30 Working session part II

12:30 – 13:30 Lunch buffet

From 13:30 Transfer from Białowieża to Chopin Airport in Warsaw

13:30 – 15:00 optional

Visit to Białowieża National Park and the Bison Show Reserve

Working language of the meeting and interpretation English will be the working language of the meeting. Interpretation services will not be

provided.

Delegation format Format of the border Member States (FI, EE, LV, LT, SK, RO, HU) delegation: 1+5.

DK delegation: 1+0.

European Commission delegation: 1+2.

Committee of the Regions delegation: 1+1.

European Parliament delegation: 1+0.

Accreditation Each meeting participant is required to go through the accreditation process for the

event, in accordance with the instructions provided in the accreditation system. Only

successfully completed accreditation authorises to attend the meeting. Participants

register through a dedicated DAO (Delegation Accreditation Officer).

Please, prepare a recent photo (taken within the last 3 months preceding the date of the

meeting) before the commencement of the registration. Moreover, we kindly ask you to

make sure that all the personal data entered has been written down correctly, as some

of the data will be displayed on the badge.

All personal data provided during the accreditation process is processed in accordance

with the EU General Data Protection Regulation (GDPR). A link to the regulations can be

found on the accreditation platform.

Time limits

Date Measure Contact track

2nd of June 2025 Opening of the

accreditation

Contact e-mail:

[email protected]

11th of June

2025

Closure of the

accreditation

Badge After successful completion of the accreditation process, you will receive an e-mail

confirmation including the electronic ID (attached pdf file containing a QR code).

Please, save the file on your mobile phone or tablet.

At the entrance to the meeting, it will be necessary to present an electronic badge and

a document with a photo. You will then receive printed badges which, for security

reasons, should be carried in a visible place throughout the meeting.

Study visit The study visit at the border with Belarus will consist of the visit to the border guard

post and the site visit at the border barrier. Due to the logistical and security

restrictions the format of delegation at this point of the agenda is 1+1.

Optional visit to Białowieża National Park and the Bison Show Reserve The Białowieża National Park is one of the oldest national parks in Europe. It is also

probably the most famous Polish national park in the world. The fame of the last

primaeval forest in Europe may sometimes be a heavy burden, but it reaches far beyond

the borders of our continent. For centuries, the Białowieża Forest, as an area of royal

hunting, has been lucky to avoid axes and saws which destroyed other forests. Thanks

to this, it is here where the European bison, royal game, ruling absolutely in the European

forest, have survived for the longest time. The European bison is the most powerful, but

not the only particularly valuable inhabitant of the Forest. The uniqueness of this

invaluable area is evidenced by the fact that the natural processes, which have been only

slightly disturbed by human activity, are continued there, never interrupted in the area

of strict protection of BNP and remaining a phenomenon on a continental scale. Powerful

trees, which are unique ecosystems, are home to many organisms unheard of in ordinary

forests. Both during their life and after their death.

The symbol of the Park is the European bison – the largest terrestrial mammal in Europe.

For the lowland European bison, the Białowieża Forest turned out to be its last refuge.

After the end of the madness of the WW I, which also had affected the Forest and its

inhabitants, it was Białowieża that has been chosen as the place where the European

bison was to return to nature. It was here that the process of its restitution, i.e. restoring

it to nature, has been started.

Currently, the Polish part of the Białowieża Forest is the place of living for the most

numerous, free population of the European bison in the world, amounting to about 800

animals. The Protective Unit of the European Bison Breeding Centre of the Park consists

of two farms – closed and open. The closed farm (reserve) consists of breeding reserves

unavailable to visitors and the European Bison Show Reserve available to tourists. On

the other hand, the free farm includes the European bison freely walking the forests and

immediate surroundings of the Białowieża Forest.

Prior to the visit, please be aware of the clothing recommendations: preferably long legs

and sleeves, covered shoes and headgear, mosquito and tick repellent.

Transport The Polish presidency will arrange transport for each delegation from the Warsaw

Chopin Airport to Białowieża.

Transfers to and from Białowieża will be scheduled in accordance with the respective

flight itineraries of the delegations.

Catering During registration process it is possible to indicate dietary preference. In addition to

standard meals, the following dietary options are available: vegan, vegetarian, gluten-free

and lactose-free diet.

Meals will be served as indicated in the agenda.

Cold and hot beverages and small snacks will be available at Hotel Żubrówka during the

meetings.

Security For security reasons, it is absolutely necessary to wear badges in a visible place

throughout the meeting. In addition, the QR code on the badge is required to be made

available for scanning upon request by the organisers, accreditation officers or facility

security.

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

accommodation for the given delegation formats for one night (25-26 June) at the

Żubrówka Hotel.

Please note that we will not cover the costs of the accommodation of the delegates that

exceed the given delegation format.

Breakfast is included. 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.

Facilities Wi-fi will be available in the venue of the meeting, the password will be provided during

the meetings.

Presidency on the Internet

Website

https://www.poland25.eu

The website of the Polish presidency of the Council of the European Union contains

information in English on the following topics:

• institutional, political and cultural events during the Polish presidency,

• latest news, press releases,

• priorities of the Polish presidency,

• the Trio programme,

• the cultural programme,

• calendar of events,

• important contacts and links.

Social media All content related to the Polish presidency will also be available on the following social

media:

• Instagram: #Poland25EU

• Facebook: https://www.facebook.com/poland25eu

• X (Twitter): https://x.com/poland25eu

• LinkedIn: https://www.linkedin.com/company/poland25eu/

Practical information Emergency number: 112 (fire brigade, medical aid, police)

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

Local time: Central European summer time zone (CEST) - GMT +1:00

Area code for Poland: +48

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

can be found on the website of the National Bank of Poland: https://nbp.pl/statystyka-

i-sprawozdawczosc/kursy/.

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

Tap water: Polish tap water is regularly tested in terms of quality and it is safe to drink,

https://www.warszawskakranowka.pl/

Smoking: Smoking is only permitted in designated official designated areas.

Contact details

Ministry of Development Funds and Regional Policy

Jacek Rostkowski

(+48) 22 273 8741

[email protected]

Ministry of Development Funds and Regional Policy

Magdalena Ochej-Łokuciejewska

(+48) 22 273 8863

magdalena.ochej- [email protected]