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THE SHANGHAI COOPERATION ORGANIZATION
RUSSIA 2014-2015
ADMINISTRATIVE CIRCULAR
INFORMATION AND GUIDELINES FOR
INTERNATIONAL CONFERENCE ON THE SCO MEMBER STATES’
COOPERATION IN THE FIGHT AGAINST INFECTIOUS DISEASES
Sochi, the Russian Federation,
May 25-26, 2015
TABLE OF CONTENTS
1. WELCOME AND INTRODUCTION
PAGE
3
2. MEETING DATES AND VENUE
3
3. AGENDA AND MEETING PROGRAMME
4
4. SCO PLANNING TEAM CONTACT INFORMATION
4
5. ACCREDITATION AND LIASON OFFICERS
4
5.1. Delegation Contact Person (DCP)
4
5.2. Liaison Officer (LO)
4
5.3. Format of the Meeting
5.4. Participants’ Online Registration
5
5.5. Late Online Registration
5
5
6. ACCESS TO MEETING
5
6.1. Access Procedures and ID Badges
6.2. Common Delegation Room
6.3. Bilateral Meeting Room
6.4. Prayer Rooms
7. ARRIVALS AND DEPARTURES INFORMATION
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7.1. Visa
7
7.2. Baggage and Item Restrictions
7
7.3. Airport of Sochi
8
8. TRANSPORTATION
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8.1. Shuttle Services
8.2. Individual Transportation
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8.3. Special Transportation Requirements
9
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9. GENERAL INFORMATION
9.1. Weather
9.2. Time
9
9.3. Tipping
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9.4. Electricity
10
9.5. Smoking
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9.6. Useful Telephone Numbers
10
9.7. Mobile Phones Information
10
9.8. Credit Cards, Currency and ATMs
9.9. Special Needs
10
11
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1. WELCOME AND INTRODUCTION
The Russian Federation warmly welcomes the participants to the International Conference on
the SCO Member States’ Cooperation in the Fight Against Infectious Diseases in Sochi, May
25-26, 2015. The Shanghai Cooperation Organization Planning Team is committed to
providing the meeting programme that will enable delegates to effectively carry out their
work while enjoying their visit to Sochi, Russia.
This Administrative Circular provides the meeting information as well as comprehensive
details about administrative procedures and meeting logistics. Requests for clarification or
other information can be addressed to the SCO Planning Team using the email addresses
provided in Section 4.
Amendments to this Circular (if any) will be issued and sent via email to each SCO delegation
through its Liaison Officer.
The SCO Planning Team wishes all the participants a most productive and memorable visit to
the Russian Federation during the upcoming International Conference on the SCO Member
States’ Cooperation in the Fight Against Infectious Diseases.
2. MEETING DATES AND VENUE
International Conference on the SCO Member States’ Cooperation in the Fight Against
Infectious Diseases will take place in Sochi, the Russian Federation on May 25-26, 2015. The
meeting venue will be:
Radisson Hotel, Rosa Khutor
354392, Embankment Panorama, 4,
Sochi, Adler region, Esto-Sadok, the Russian Federation
www.radisson.ru/hotel-rosakhutor
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Radisson Hotel, Rosa Khutor is located on a fabulous resort – Krasnaya Polyana in a few
minutes from ski slopes. Guests of the hotel are able to admire the grandeur of mountains,
artist built rooms, international and local cuisine with SPA and fitness centre.
3. AGENDA AND MEETING PROGRAMME
For detailed Meeting programme please refer to Annex A.
4. SCO PLANNING TEAM CONTACT INFORMATION

Inquiries related to online registration and accreditation and all other questions may be
directed to:
[email protected]

Inquiries related to accommodations may be directed to:
[email protected]

Inquiries related to transportation and transfer facilities may be directed to:
[email protected]

Inquiries related to obtaining visas and customs control may be directed to:
[email protected]

Inquires related to media arrangements may be directed to:
[email protected]

Hotline telephone number:
+7 (812) 634 06 07
5. ACCREDITATION AND LIAISON OFFICERS
5.1. Delegation Contact Person (DCP)
Each delegation should appoint a Delegation Contact Person responsible for online
registration of all members of the delegation prior to the meeting. In addition, the DCP should
be in constant contact with the SCO Planning Team to reply to the questions that may arise
relating to online registration of the delegation members.
In order to receive a username and password necessary to access the online registration
portal, delegations are required to forward the full name, position and contact information of
their DCP to the respective Liaison Officers (Annex B) no later than May 12, 2015.
5.2. Liaison Officer (LO)
Each delegation will be assigned a Liaison Officer (LO). Liaison Officers will serve as a
point of contact for Heads of Delegations during the meeting on issues related to logistics and
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administration. Names and contact information of each delegation's Liaison Officer are
provided in Annex B.
5.3. Format of the Meeting
The format of the International Conference on the SCO Member States’ Cooperation in the
Fight Against Infectious Diseases in Sochi will be 8 representatives for each SCO Member
States delegation, 5 representatives for each SCO Observer States delegation and SCO
Secretariat, 4 representatives from each invited international organization or union.
5.4. Participants’ Online Registration
Online registration for the International Conference on the SCO Member States’ Cooperation
in the Fight Against Infectious Diseases will be open till May 21, 2015.
All the participants must be registered online by the respective Delegation Contact Person
(DCP) via the online registration portal www.sectsco.ru. Please note that the Letter of
Notification with username and password will be emailed to the DCP as soon as assigned
Liaison Officer receives the DCP’s contact information.
All information on online registration will be protected and available only to a limited number
of SCO Planning Team members.
After online registration is completed, the Letter of Confirmation about the successful
registration of each participant will be sent electronically to the e-mail address, indicated in
personal account on the registration portal. The participants who have been registered by the
DCP but have not received the confirmation of their online registration by May 21, 2015
should notify the SCO Planning Team by sending an email to: [email protected]
5.5. Late Online Registration
After the online registration portal closes on May 21, 2015 non-registered participants should
contact the respective Liaison Officer otherwise they will not have access to the meeting
venue.
6. ACCESS TO MEETING
6.1. Access Procedures and ID Badges
Each participant must receive an ID badge at the SCO Accreditation desk located at the
Radisson Hotel, Rosa Khutor meeting venue. All additional information about collecting
badges will be sent to the DCP prior to the meeting.
To obtain badges the participants must provide a photo ID, passport or a diplomatic identity
card.
Access to the meeting venue will be allowed only to the participants displaying their ID
badges. All delegates are requested to visibly wear their ID badges at all times.
6.2. Common Delegation Room
Common Delegation Room will be available in the Radisson Hotel, Rosa Khutor for use by
all meeting participants from 08:00 to 20:00 during the period of May 25-26, 2015. The room
will be equipped with computers, printers, photocopiers, telephones. Free Internet access and
special phone lines will be provided.
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6.3. Bilateral Meeting Room
The Bilateral Meeting Room will be available in the Radisson Hotel, Rosa Khutor from 08:00
to 20:00 daily during May 25-26, 2015 meeting period. The room will be equipped with
office supplies and drinking water.
6.4. Prayer Rooms
The delegations and guests can use male and female prayer rooms at the Radisson Hotel, Rosa
Khutor venue. Information about Prayer Rooms will be available at the SCO Information
desks on the meeting venue.
7. AIRPORT AND TRANSFER
7.1. Visa
Visa requirements to enter Russia can be found in Annex D.
In case of difficulties related to obtaining a visa, please communicate to [email protected]
7.2. Baggage and Item Restrictions
Airlines operating in the Russian Federation strictly enforce baggage size and weight
limitations. The participants are requested to familiarize themselves with their airline
weight and carry-on restrictions prior to travelling in order to avoid extra fees or any
complications. Inside the check-in area participants can use the baggage packing service.
In addition, for the sake of airline security some articles and substances must not be carried
aboard. The amount of liquid in hand luggage may also be restricted.
7.3. Airport of Sochi
Sochi International Airport – is the biggest airport in the Krasnodar region, located at the
Black Sea cost, Adler. The participants are encouraged to clarify information on the terminal
of arrival to their airline company.
Sochi International Airport: +7 (800) 333 1991
Further information can be found on the airport’s website: www.airport-sochi.su.
8. TRANSPORTATION
8.1. Shuttle Services
All the participants of the International Conference on the SCO Member States’ Cooperation
in the Fight Against Infectious Diseases in Sochi are provided with timely shuttle
transportation service from the airports to the designated hotels and on the way back in the
period of May 24-27. In case of any questions upon arrival participants can address to the
personnel welcoming the delegates with SCO branded signs.
The respective Liaison Officer will meet the delegates in the common arrival hall with a
welcome sign and accompany them to the designated hotel. On the day of departure the
Liaison Officer accompanies the delegates to the airport.
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On May 25-26 there will be shuttles to the places of cultural and itinerant programme. The
shuttle schedule will be available at the SCO Information desks at the meeting venue.
8.2. Individual Transportation
You can always rent a car with a driver. Rental rates for different types of vehicles are
highlighted in the table below:
Type of a vehicle
Approximate cost
Minivan for up to 12 persons
from 1380 RUB per hour depending on the brand
Executive car
from 2800 RUB per hour depending on the brand
Business car
from 1380 RUB per hour depending on the brand
Excursion bus
From 2100 RUB per hour depending on the brand
In order for this service to be provided please call +7 981 696 4753.
8.3. Special Transportation Requirements
The meeting participants who require handicapped accessible transportation should notify
the SCO Planning Team prior to the meeting by sending a brief description of their needs to
[email protected]
9. GENERAL INFORMATION
9.1. Weather
Sochi climate is continental. The average day temperature in May is 20.1 ºC (68.18 ºF). The
night temperature is 6.7ºC (44.06 ºF).
Please check the Russian Meteorological Agency website (http://www.meteoinfo.ru) for the
latest weather forecast.
9.2. Time
Time zone of Sochi is UTC/GMT +3. All Russian cities Times Zones are specified relative to
Moscow time.
9.3. Tipping
Tips are on average 10% of the total amount but may depend on the quality of the provided
service. In restaurants it is common to leave 10% of the total amount. Tips of 50-100 Rubles
(1-2 USD) per bag are customarily given to baggage handlers at airports and hotel bellhops
who take luggage to a guest room. It is also customary to tip hotel room cleaning stuff 50-100
Rubles per day (1-2 USD).
9.4. Electricity
The supply voltage in Russia is 220 volts. On request, most hotels will provide transformers
to visitors with appliances of a different voltage, but the number of transformers available
may be limited. The power plugs used in Russia are of the two-pin and round-shaped type.
9.5. Smoking
In Russia there is total prohibition on smoking in public areas. Please, use the designated
areas for smokers.
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9.6. Useful Telephone Numbers
Emergency (for subscribers of mobile networks): 112
Lost and found
Sochi International Airport: +7 (988) 233-61-18 (domestic and international flights)
Dialing international telephone numbers from your mobile phone during your visit to Russia:
Please use international standard procedure: dial “+”, country code, area code, telephone
number. When making a phone call from the fixed telephone at your hotel room, please
follow instructions or ask concierge service for help.
9.7. Mobile Phones Information
Most modern cell phones can work in several settings that can use roaming services in
different networks. Most of the GSM-phones in use in Russia, supporting the protocols of
GSM-900 and GSM-1800, or in networks GSM-850 and GSM-1900. Almost all of the
UMTS-phones can work in networks GSM. For roaming the participants need to contact their
mobile network operator.
9.8. Credit Cards, Currency and ATMs
The official currency of the Russian Federation is the Russian Ruble. All payments on the
territory of the Russian Federation must be done in Russian Rubles.
Major credit cards are widely accepted at hotels, restaurants, shops, etc. Visa, MasterCard,
American Express can be used at establishments, however, some restaurants and small shops
accept cash payments only.
Currency exchange points are located at airports, main hotels and banks throughout the city.
Major currencies accepted for exchange are Euros and USD, some bank accept GBP.
Currency exchange rates vary depending on the policies of a bank. Banks usually take
commission for money exchange and participants are advised to take it into consideration.
When making a currency exchange, some banks also ask to provide a passport or other
identity document.
It is also possible to use the ATMs located in banks, hotels, large shopping centres.
Information about the location of ATMs will be available at the SCO Information desks.
Exchange rate of the Central Bank of the Russian Federation as of April 20, 2015:
1 USD = 51,68 RUB
1 EUR = 55,75 RUB
Relevant information
http://www.cbr.ru/eng/
about
the
currency
exchange
rate
can
be
found
at
9.9. Special needs
The SCO Planning Team is committed to ensure that all participants have a fruitful and
pleasant stay in Sochi. The participants are encouraged to email [email protected] with
information regarding handicap accessibility needs, dietary concerns and allergies, relevant
medical issues, and any other special need requests which can be fulfilled by the Planning
Team.
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ANNEX A.
PROGRAMME OF INTERNATIONAL CONFERENCE ON THE SCO MEMBER
STATES’ COOPERATION IN THE FIGHT AGAINST INFECTIOUS DISEASES
(Radisson Hotel, Rosa Khutor, May 25-26, 2015)
May, 25
08:00 – 20:00
Accreditation of delegates
08:00 – 09:00
Welcome coffee-break
09:00 – 09:30
Opening ceremony
Plenary session 1
09:30 – 11:00
New threats related to ensuring sanitary and epidemiological welfare in
the SCO space: forecasts, detection, prevention, and response
Presentations by the SCO Member States and Observer States
11:00 – 11:30
Family photo, press point
Coffee-break
Plenary session 2
11:30 – 13:00
Preventing and combating infectious diseases, including particularly
dangerous diseases, which entails researching and combating the spread
of disease caused by the Ebola virus
Presentations by the SCO Member States and Observer States
13:00 – 14:00
Lunch
Plenary session 3
14:00 – 15:45
Promoting the implementation of the WHO International Health
Regulations (2005)
Presentations by the SCO Member States and Observer States
15:45 – 16:00
Coffee-break
Plenary session 4
16:00 – 17:45
Prospects for cooperation among the SCO states in preventing and
combating HIV/AIDS
Presentations by the SCO Member States and Observer States
18:15 – 18:30
Coffee-break
Plenary session 5
18:30 – 19:30
SCO States experience and prospects for cooperation in fighting measles,
poliomyelitis, enterovirus infections, flu and other infectious diseases.
Presentations by the SCO Member States and Observer States
19:30 – 21:30
Official reception on behalf of Russia’s Presidency in the Shanghai
Cooperation Organisation
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May, 26
08:00 – 20:00
Accreditation of delegates
Plenary session 6
09:00 – 10:30
Ensuring the sanitary and epidemiological welfare of the population during
public events
Presentations by the SCO Member States and Observer States
10:30 – 10:45
Coffee-break
Plenary session 6
10:45 – 12:00
Ensuring the sanitary and epidemiological welfare of the population during
public events (continued)
Presentations by the SCO Member States and Observer States
12:00 – 12:30
Debriefing. Closing ceremony
12:30 – 13:30
Lunch
13:30 – 18:00
Visit to Olympic facilities in Sochi. Overview of Russia’s experience of
organising and implementing measures to ensure sanitary and
epidemiological welfare during the XXII Winter Olympics and the XI
Winter Paralympics.
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ANNEX B.
LIAISON OFFICERS CONTACT INFORMATION
Delegation
Liaison Officer
Email
Telephone
Kazakhstan
Ms. Anastasia Parshuta
[email protected]
+7 (981) 696 4515
China
Ms. Anastasia Monicheva
[email protected]
+7 (911) 116 0048
Kyrgyzstan
Ms. Anastasia Nemirovskaya
[email protected]
+7 (911) 177 9936
Russia
Ms. Valeria Menshikova
[email protected]
+7 (981) 696 4505
Tajikistan
Ms. Daria Bogdanova
[email protected]
+7 (981) 187 0612
Uzbekistan
Ms. Nataliya Lomakina
[email protected]
+7 (981) 696 4509
SCO Secretariat
Ms. Julia Okopnaya
[email protected]
+7 (981) 696 4836
Afghanistan
Ms. Julia Okopnaya
[email protected]
+7 (981) 696 4836
India
Ms. Valeria Menshikova
[email protected]
+7 (981) 696 4505
Iran
Ms. Anastasia Nemirovskaya
[email protected]
+7 (911) 177 9936
Mongolia
Ms. Daria Bogdanova
[email protected]
+7 (981) 187 0612
Pakistan
Ms. Julia Okopnaya
[email protected]
+7 (981) 696 4836
International
organizations
and unions
Ms. Anastasia Parshuta
[email protected]
+7 (981) 696 4515
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ANNEX C.
ACCOMMODATION
Hotel Information (cost and reservation)
The following hotels in Sochi have been designated for the participants of the International
Conference on the SCO Member States’ Cooperation in the Fight Against Infectious
Diseases:
Radisson Hotel, Rosa Khutor
Park Inn by Radisson Rosa Khutor
354392, Embankment Panorama, 4,
Sochi, Adler region, Esto-Sadok,
the Russian Federation
www.radisson.ru/hotel-rosakhutor
354392, Embankment Lavanda, 5,
Sochi, Adler region, Esto-Sadok,
the Russian Federation
www.parkinn.ru/hotel-rosakhutor
Accommodation in the aforementioned hotels will be available for the period of May 24-27,
2015.
Special rates have been negotiated for participants the International Conference on the SCO
Member States’ Cooperation in the Fight Against Infectious Diseases. Relevant information
about the currency exchange rate can be found at http://www.cbr.ru/eng/. The accommodation
will be provided on the basis on “first come – first served” service.
Room reservations must be made not later than May 14, 2015. After this date the special
accommodation rates may not be applied.
Radisson Hotel, Rosa Khutor
Standard:
4 400 RUB
(single occupation)
5 200 RUB
(double occupation)
The price includes Reservation period:
buffet
breakfast,
swimming pool and 25 April – 14 May, 2015
gym, Wi-Fi in the
rooms.
Accommodation in this hotel will be
available for the period:
Suite:
8 800 RUB
(single occupation)
9 600 RUB
(double occupation)
24 May – 27 May, 2015
After this date, reservations are subject
to room and rate availability.
*Please be advised, that all
prices are given with VAT.
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Park Inn by Radisson Rosa Khutor
The price includes Reservation period:
buffet
breakfast,
gym, Wi-Fi in the 25 April – 14 May, 2015
rooms.
Accommodation in this hotel will be
available for the period:
Standard:
3200 RUB
(single occupation)
3700 RUB
(double occupation)
24 May – 27 May, 2015
*Please be advised, that all
prices are given with VAT.
After this date, reservations are subject
to room and rate availability.
Please be advised to book a hotel according to the meeting dates. Please pay attention to the
accommodation period stated in the tables below. After reservation period is over the special
SCO rate package may no longer be available.
Participants are responsible for all room costs, upgrades and other charges.
Reservation Process
Room reservations at the aforementioned hotels can be made by filling in the reservation
forms and e-mailing them to the addresses given in the reservation forms. The participants
can upload the following reservation forms in the personal account on the online registration
portal on www.sectsco.ru
Hotels Policies
Radisson Hotel, Rosa
Khutor
Check-in:
Check-out:
3:00 pm
12:00 noon
Room reservations must Cancellations:
be made not later than
May 14. After this date
the
special
accommodation rates may
not be applied.
Cancellation (in written form faxed or emailed to the hotel) will be allowed no later
than 72 hours before arrival date at the
latest.
In the event of non-arrival or a cancellation
being received after this time, a penalty,
equivalent to one night’s accommodation of
the reserved room, will be made from the
guest’s credit card provided as guarantee.
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Park Inn by Radisson
Rosa Khutor
Check-in:
Check-out:
3:00 pm
12:00 noon
Room reservations must Cancellations:
be made not later than
May 14. After this date
the
special
accommodation rates may
not be applied.
Cancellation (in written form faxed or emailed to the hotel) will be allowed no later
than 72 hours before arrival date at the
latest.
In the event of non-arrival or a cancellation
being received after this time, a penalty,
equivalent to one night’s accommodation of
the reserved room, will be made from the
guest’s credit card provided as guarantee.
Supplementary Information on the Hotels
Inquiries related to hotel reservations, additional services should be sent directly to the
respective hotel, using the following contact information:
Radisson Hotel, Rosa Khutor
Park Inn by Radisson Rosa Khutor
Tatyana Abramova
Senior M&E agent
Working hours: 9:00 – 18:00
Phone: +7 862 243 13 77 (ex.) 62169
E-mail: [email protected]
All other inquiries related to accommodations may be directed to: [email protected]
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ANNEX D.
VISA REQUIREMENTS TO ENTER THE RUSSIAN FEDERATION
FOR SCO PASSPORT HOLDERS
Country
Diplomatic passport
Official passport
Ordinary passport
Kazakhstan
Not required
Not required
Not required
(no more than 90 days)
China
Not required
(no more than 30 days)
Not required
(no more than 30 days)
Required
Kyrgyzstan
Not required
Not required
Not required
Tajikistan
Not required
Not required
Not required
Uzbekistan
Not required
Not required
Not required
Afghanistan
Required
Required
Required
India
Not required
(no more than 90 days)
Not required
(no more than 90 days)
Required
Iran
Not required
(no more than 30 days)
Not required
(no more than 30 days)
Required
Mongolia
Not required
Not required
Required
Pakistan
Not required
(no more than 90 days)
Not required
(no more than 90 days)
Required
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