ENGLISH Only

MC.INF/2/08 2 September 2008

ENGLISH only

10 July 2008 Helsinki CIRCULAR NOTE Nr 2

The Ministry for Foreign Affairs of Finland presents its compliments to the Missions and Delegations accredited to the Organization for Security and Co-operation in Europe, the Mediterranean Partners for Co-operation, the Asian Partners for Co-operation, the International Organizations as well as the OSCE Secretariat, and would like to inform the following regarding the accreditation and hotel reservation during the Helsinki Ministerial Council 4-5 December:

1.TIME AND VENUE OF THE MINISTERIAL COUNCIL The 16th Meeting of the OSCE Ministerial Council will be held in Finland on 4 and 5 December 2008. The venue of the meeting will be the Helsinki Fair Centre (Helsingin Messukeskus), located at Messuaukio 1, P.O Box 21, FI-00521 Helsinki, Finland. For more information on the venue, please see the website http://www.finnexpo.fi/

Preparatory meetings will be arranged on 2 and 3 December 2008. The Fair Centre is available from 1 December 2008 onwards.

2. HOTEL RESERVATIONS Hotel reservations are made through a conference organiser (Congreszon) that will provide a choice of hotels in several price categories. Hotel rooms and suites will be allocated on a first come first serve basis. List of selected hotels is attached (ANNEX 1).

The completed hotel reservation forms (ANNEX 2) for the members of the official delegations, including international organisations, security and drivers should be forwarded before October 30th 2008 by e-mail to:

Congreszon Aleksanterinkatu 44 A 00100 Helsinki, Finland Phone: + 358 9 5840 9350 Fax: + 358 9 5840 9555 E-mail: [email protected] http:/www.congreszon.fi

Cc: Finnish OSCE Chairmanship Task Force Ms Tarja von Lüders Katajanokanlaituri 3 P.O.Box 514 FI-00023 VALTIONEUVOSTO Tel: +358 9 160 56656 Fax: + 358 9 160 56168 E-mail: [email protected]

After the cut-off date of October 30th 2008 accommodation in the selected hotels can not be guaranteed.

In accordance with the OSCE standards Finland will cover accommodation expenses for Heads of Delegations (not before 2nd December and no later than 5th December). Kindly note that all extra expenses (minibar, dry cleaning ect.) must be covered by the Heads of Delegations themselves.

Please note that the Heads of Delegations also need to submit their booking form.

The accommodation expenses of members of delegations should be paid directly to the conference organiser (Congreszon) by delegations and/or their respective embassies in Finland.

3. ACCREDITATION

3.1. ACCREDITATION OF HEADS OF DELEGATIONS - PIN The Heads of Delegations will receive a pin upon arrival. Heads of Delegations are not expected to report at the accreditation desk. Please note that the Heads of Delegations should also submit their booking form. (ANNEX 2).

3.2. ACCREDITATION OF DELEGATES - GREEN BADGE In order to complete the accreditation process all members of delegations are requested to fill in the accreditation form (ANNEX 2). The applicants' personal data will be sent to the Finnish Police for a security check before issuing the accreditation. All personal information will be treated according to the highest security standards.

Completed forms together with a passport size color photo (.jpg) should be sent by e-mail by 30th October 2008 to:

Congreszon Aleksanterinkatu 44 A 00100 Helsinki, Finland Phone: + 358 9 5840 9350 Fax: + 358 9 5840 9555 E-mail: [email protected] http://www.congreszon.fi

In addition, the Permanent Delegations in Vienna are requested to send the Ministry for Foreign Affairs a note verbal listing the members of their delegation to ensure that all delegates issued with accreditation forms have been given permission by their authorities to attend the Ministerial Council. Should changes occur, an updated note verbal should be sent to the Ministry for Foreign Affairs as soon as possible.

Please note that badges can only be issued on the basis of a completed accreditation form AND a note verbal by the Permanent Delegations.

Members of Delegations providing the necessary information by 30 October 2008 and arriving together with the Minister of Foreign Affairs/Head of Delegation will receive badges through their respective Liaison Officer upon arrival at Helsinki-Vantaa Airport.

Members of Delegations arriving separately from the official delegation will receive a badge at the accreditation desk at the Press Entrance of the Fair Centre on presentation of the delegate’s passport. A photograph can be taken on the spot, but it is strongly recommended to send the photo in advance together with the accreditation form. The accreditation desk will be open starting from 1 December 2008 from 10.00 after which the delegation offices will also be available.

Operating hours of accreditation desk for delegates: Monday 1 December 10.00 - 20.00 Tuesday 2 December 08.00 – 22.00 Wednesday 3 December 08.00 – 22.00 Thursday 4 December 06.00 – 20.00 Friday 5 December 06.00 – 15.00

Accreditation will be valid only together with an adequate identity document (e.g. passport). The issuing of accreditation will be possible only upon presentation of a corresponding identity document.

To gain entry to the Fair Centre compound and when inside the building, a valid badge must be worn visibly at all times.

3.3. ACCREDITATION OF SECURITY PERSONNEL - RED BADGE If the Minister of Foreign Affairs heading a delegation is to be accompanied by national security officers, delegations are requested to complete and submit a special accreditation form (ANNEX 3) for security personnel, accompanied by two colour photos of each security officer. The same accreditation procedure as outlined above will apply. Security officers should also be listed in a separate Note Verbal from the Permanent Mission in Vienna to the Finnish OSCE Chairmanship Task Force in Helsinki.

Weapons and radiofrequencies Security personnel can bring only semiautomatic small arms into Finland. Application for a user permit for weapons and radio equipment used during the visit is necessary. An alternative frequency should also be indicated in the application for frequency permits. Permits for weapons and frequencies are applied, using a diplomatic note, from the Ministry for Foreign Affairs. The Finnish Security Police will inform each delegation on permits granted and frequencies to be used.

If security officers intend to carry firearms during their stay in Finland (only one armed officer per delegation is allowed), delegations should send an application by Note Verbal to the Finnish OSCE Chairmanship Task Force in Helsinki, not later than 7 days before arrival, stating the following: − Type and serial number of the firearm (s) − Quantity of ammunition − Additional security equipment − Name of the person who will carry the firearm, their date and place of birth and passport number − Date and time of arrival and departure − Flight numbers on arrival and departure

The application to carry firearms will be forwarded to the Finnish Police for approval, the delegation will be informed about eventual approval prior to their arrival, and the permission will be given upon their arrival at Helsinki-Vantaa Airport.

3.4. ACCREDITATION OF DRIVERS - ORANGE BADGE Since the Fair Centre compound will be a secured area, Embassy drivers should also be accredited. If a delegation is also to be accompanied by its own driver(s), delegations are requested to complete and submit a special accreditation form (ANNEX 4) for drivers and cars (plate number needed), accompanied by two colour photos of each driver/licence number. The same accreditation procedure as outlined above will apply. Drivers should also be listed in a separate Note Verbal from the Permanent Mission in Vienna to the Finnish OSCE Chairmanship Task Force in Helsinki.

A waiting room for drivers will be arranged. It is not permitted for drivers to enter the fair centre area for delegates unless they are accompanied by a member of their delegation.

3.5 ACCREDITATION OF NATIONAL JOURNALIST ACCOMPANYING DELEGATIONS Delegations may be accompanied by national journalist if they wish so. Journalist travelling with delegations must be included in the registration list of the delegation, with their status clearly indicated.

However, they must be accredited as press using press accreditation forms and as such will only have access to the press areas in the Fair Centre. Further information on press accreditation will follow separately.

3.6 DELEGATION LIST Missions are kindly requested to forward, at their earliest convenience, but not later than 30 October 2008, a comprehensive delegation list, including Vienna-based members of the delegation, in order of protocol, including titles. This list should be forwarded by e-mail, to the Finnish Ministry for Foreign Affairs, Ms Irina Sirén, [email protected].

For further information concerning accreditation, please contact:

Ms Irina Sirén Finnish OSCE Chairmanship Task Force 2008 P.O Box 514 FI-00023 VALTIONEUVOSTO Tel: +358 9 160 56658 Fax: +358 9 160 56168 E-mail: [email protected]

4. SOCIAL EVENT The City of Helsinki will host a networking reception & buffet dinner for Delegates and the media at the City Hall on Thursday December 4, 2008 starting at 19.30 hrs.

City Hall is located in Helsinki's centre, in a block bordered by the Market Square, the Senate Square, Katariinankatu and Sofiankatu. City Hall overlooks the Market Square and the sea side. Kindly note that all delegates are advised to mark their tentative participation to the accreditation form (ANNEX 2)

Transportation will be provided by bus from the various Hotels and the Fair Centre to the Helsinki City Hall. Further information on Shuttle Bus services will be provided in due course.

5. VISAS Visa requirements must be met before arrival in Finland. It is advisable to apply for visas at the earliest possible opportunity. Please note that it is NOT possible to have your visa issued at the Helsinki-Vantaa airport upon arrival. Participants must be in possession of the appropriate identity documents for travel to Finland.

More information can be found on the web page of the Ministry for Foreign Affairs of Finland, http://www.formin.fi under the heading "Foreign nationals arriving in Finland information".

In order to receive a visa free of charge, participants can apply to the consular section of the respective Finnish Embassy by submitting the following documents (no difference between regular, service or diplomatic passports). Free-of-charge visas may not be assured in countries where another EU Embassy is tasked with the issuance of Schengen visas.

The following documents are required for visa applications: - Visa application form - Travel insurance - 2 pictures - Copy of passport - In some cases Embassies may ask for further documents

Please find annexed (annex 5) a list of countries whose citizens (with all categories of passports) will need a visa to enter into Finland, a list of countries whose citizens enjoy a visa-free regime upon entry to Finland, as well as a list of Finnish Embassies abroad. For queries related to visa issues: Ministry for Foreign Affairs of Finland, Passport and Visa Unit, e-mail: [email protected], tel. +358 9 160 05, fax. +358 9 1605 5228.

6. FURTHER INFORMATION In due course, Missions and Delegations will receive further information regarding: - Participation and accreditation of journalists and NGOs - Organization and services provided at the 16th OSCE Ministerial Council.

Various circular notes on other issues, including on media, will be distributed at a later stage.

7. GENERAL INFORMATION For further information concerning arrangements for delegations please contact: Ms Annikka Alanko Finnish OSCE Chairmanship Task Force Katajanokanlaituri 3 P.O.BOX 514 FI-00023 VALTIONEUVOSTO Tel: +358 9 1605 5686 Fax: +358 9 1605 6168 E-mail: [email protected]

The Ministry for Foreign Affairs of Finland avails itself of this opportunity to renew to the Missions and Delegations accredited to the Organization for Security and Co-operation in Europe, the Mediterranean Partners for Co-operation and the Partners for Co-operation, the International Organizations, and the OSCE Secretariat the assurances of its highest consideration. Luonnonsuojelualue Naturskyddsområde

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13 1 11 u r 3 Luonnon- 16 ek p re Liuskasaari 14 11 s 12 Uuninsuu suojelualue Långören Oceankajen 18 . a Lilla Östersvartö 11 Elielinaukio 5, FI-00100 Helsinki SCANDIC SIMONKENTTÄ Ruoholahdenranta 3, 00180 Helsinki Annankatu 1, FI-00120 Helsinki kiniemen 11 11 4 k 10a nkatu i Valtame

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ä Sammonlaitur Telva 15 11 2b Melkinlaitu n www.restel.fi Simonkatu 9. FI-00100es Helsinki www.radissonsas.fi www.hotelanna.fi 14

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2 Helikopteri- Länsilahti 2 1 4 n ri kenttä Västerviken Veijarivuoren puisto 3 SUOMENLINNAP.koti Skojarbergsparken Varvilaht Länsi-Musta SVEABORG39 P Lauttasaarenselkä 40 Västersvartö i 71 Särkiniemen puisto Lauttasaaren ulkoilupuisto 14 77 Drumsö friluftspark 12 Mörtnäsparken Drumsöfjärden 76 Särkiniemi 23 19 17b 74 24 17a Mörtnäs Itälahti 17c 5 1 Österviken 20 Susisaari 39 T ykis Vargön B 35 42 33 44 tö 28 l Lemmen- 47 li HOTELS

1 Hotel Kämp 1 Hotel Kämp Pohjoisesplanadi 29, 00100 Helsinki 2 Hotel GLO Hotel Kämp is a 5 star hotel located in the heart of Helsinki across from 3 Crowne Plaza Helsinki Esplanade Park and next to boutique shopping. 4 Holiday Inn Helsinki The 179 guestrooms are decorated in a traditional 19th century style, using 5 Holiday Inn City Centre dark wood furnishings, rich fabrics and a warm 6 Hotel Seurahuone autumnal colour scheme. Suite 560 – 785 € 7 Hilton Helsinki Strand Standard 250 – 330 €

8 Hilton Helsinki Kalastajatorppa 2 Hotel GLO Kluuvikatu 4, 00100 Helsinki 9 Scandic Continental

10 Scandic Grand Marina

11 Scandic Simonkenttä

12 Scandic Marski GLO is a modern and urban lifestyle hotel. The most 13 Klaus K important idea behind the hotel is customising the stay at the hotel to meet the needs of each individual guest. GLO offers its guests a staggering variety of recreational 14 Radisson SAS Plaza opportunities including sports, culture, dining, and health services in the hotel itself and outside its walls. 15 Radisson SAS Royal Suite 340 € Standard 150 € 16 Radisson SAS Seaside 3 Crowne Plaza Helsinki 17 Sokos Hotel Helsinki Mannerheimintie 50, 00260 Helsinki

18 Sokos Hotel Presidentti

19 Sokos Hotel Torni

20 Sokos Hotel Vaakuna

21 Hotel Helka The Crowne Plaza Helsinki offers the discerning business 22 Hotel Anna and leisure traveller first-class facilities and personalised service. The Crowne Plaza Helsinki offers every guest newly renovated rooms that provide brilliantly executed interior design that is both comfortable and practical with a touch of Finnish as well as Oriental feeling.

Suite 455 – 880 € Standard 299 € HOTELS

4 Holiday Inn Helsinki 7 Hilton Helsinki Strand Messuaukio 1, 00520 Helsinki John Stenbergin ranta 4, 00530 Helsinki

Conveniently located in the business district of Pasila The Hilton Helsinki Strand hotel, is located on the in Helsinki and interconnected to the Helsinki Fair and waterfront within walking distance of numerous Conference Center, the Holiday Inn Helsinki hotel is attractions in Helsinki. Relax at the rooftop sauna, pool very popular with business and conference travelers and gym complex or hire bicycles and ride along the bay. as well as leisure travelers. Suite 750 e – 950 e Suite 430 e Standard 195e Standard 220 e

5 Holiday Inn City Centre 8 Hilton Helsinki Kalastajatorppa Elielinaukio 5, 00100 Helsinki Kalastajatorpantie 1, 00330 Helsinki The Holiday Inn Helsinki City The peaceful Hilton Helsinki Centre is located just in the Kalastajatorppa hotel, over- heart of Helsinki right next looking the Gulf of Finland, to the Main Railway Station. just 10 minutes’ drive All the city’s main shopping from central Helsinki. This areas and department stores modern hotel lies by the as well as its most important sea surrounded by beautiful sights are nearby. Trains to all park area. Each of the 238 parts of Finland leave from the bedrooms have been newly railway station and airport buses refurbished and come with stop right outside the hotel. either a sea or park view.

Suite 224 e Suite 750 e Standard 194 e Standard 185 e

6 Hotel Seurahuone Helsinki 9 Scandic Continental Kaivokatu 12, 00100 Helsinki Mannerheimintie 46, 00260 Helsinki

Hotel Seurahuone Helsinki is a high class, tasteful business hotel in the heart of Helsinki. Historically Scandic Continental offers an ideal location within over 170 years old Seurahuone is one of the most walking distance of the city centre and surroundings traditional hotels in Finland, and can be considered of Töölönlahti Bay. Work out in the Imperial Health even internationally a state of the art hotel. Club or take a dip in the heated rooftop pool.

Suite 420 e Suite 750 e Standard 175 e Standard 165 e HOTELS

10 Scandic Grand Marina 13 Klaus K Katajanokanlaituri 7, 00160 Helsinki Bulevardi 2, 00120 Helsinki

The Scandic Grand Marina is a four star hotel located Housed in a late 19th-century building in Helsinki’s in the city centre of Helsinki. The rooms are tastefully city center, Klaus K is a personal, contemporary hotel decorated in a modern European style and inspired by the contrasts of Finland’s national Kalevala many have views over the marina. epic. Each of the hotel’s 137 rooms reflects one of the epic’s emotional themes, such as mysticism, Suite 465 e passion, desire, or even envy. Standard 155 e Suite 211 – 400 e Standard 167 e

11 Scandic Simonkenttä 14 Radisson SAS Plaza Simonkatu 9, 00100 Helsinki Mikonkatu 23, 00100 Helsinki Scandic Simonkenttä The Radisson SAS Plaza combines modern design Hotel is housed in a and Scandinavian premise of rich tradition architecture. The 360 where old and new modern rooms are architecture meet furnished with harmoniously. This 4 star environmentally friendly hotel is located in the heart materials, yet making no of Helsinki, it is close to the compromises on comfort. central railway station, The hotel is located in the bus station, underground city centre of Helsinki. terminal and tram stops.

Suite 750 – 995 e Suite 300 e Standard 185 e Standard 173 e

12 Scandic Marski 15 Radisson SAS Royal Mannerheimintie 10, 00100 Helsinki Runeberginkatu 2, 00100 Helsinki The Hotel Scandic Marski One of the finest hotels in is located in the city centre Finland, the stylish Radisson in Helsinki. The hotel’s SAS Royal Hotel is located gym, three saunas, their in the heart of Helsinki. comfortable lounge and the Housed in a building that wide roof terrace provide has been a modern landmark well-earned relaxation since 1991, the hotel after a long day. The entire welcomes you to experience cultural and leisure offering its fresh, hospitable and of the city is within walking international atmosphere. distance. Suite 300 – 450 e Suite 700 e Standard 169 e Standard 165 e HOTELS

16 Radisson SAS Seaside 19 Sokos Hotel Torni Ruoholahdenranta 3, 00180 Helsinki Yrjönkatu 26, 00100 Helsinki Radisson SAS Seaside is The impressive 14-storey located right by the sea building, designed in 1928 by offering beautiful views of a famous firm of architects, the Gulf of Finland. City is known for its personal centre is ten minutes by hotel, great cuisine and walk and tram stops in romantic atmosphere. All the front of the hotel. Rooms rooms of Sokos Hotel Torni are newly renovated and have been recently refurbished they offer guests a combi- in three different decoration nation of modern elegance styles: Art deco, Art and warm cosines. nouveau and Functionalism.

Junior Suite 250 e Suite 292 e Standard 132 e Standard 152 e

17 Sokos Hotel Helsinki 20 Sokos Hotel Vaakuna Kluuvikatu 8, 00100 Helsinki Asema-aukio 2, 00100 Helsinki

Modern and cosy Sokos Hotel Helsinki is located in The beautiful Functionalist Sokos Hotel Vaakuna is the pulsating heart of Helsinki, between Ateneum located on the best spot in town, in the centre of (the Museum of Finnish Art), and the Senate Square. everything, with all of central Helsinki within easy All the hotel rooms and the majority of the other reach. The hotel comprises 270 rooms for non- facilities were refurbished recently in a contemporary, smokers with sound-insulated windows and individual fresh, Scandinavian style. room cooling system. From the balconies of the rooms on floor 9, you see Helsinki in all its glory. Suite 390 e Standard 150 e Suite 339 e Standard 120 e

18 Sokos Hotel Presidentti 21 Hotel Helka Eteläinen Rautatiekatu 4, 00100 Helsinki Pohjoinen Rautatienkatu 23, 00100 Helsinki Hotel Helka’s interior combines cosiness, friendly service and Finnish design with style. Among others famous Finnish designer Alvar Aalto and design company Artek is nicely presented in decoration. Renovated in 2006 and located in the heart of Helsinki. Recently completely refurbished, Sokos Hotel Presidentti is located next to the Kamppi mall, in the heart of Standard 150 e Helsinki, next to a wealth of culture attractions and the best shopping in town.

Suite 335 e Standard 150 e HOTELS

22 Hotel Anna Annankatu 1, 00120 Helsinki Hotel Anna is a cosy and quiet hotel within easy reach of the city centre. The hotel offers two floors for non- smokers and there are also rooms for guests with allergies.

Standard 120 e PLEASE RETURN THE COMPLETED FORM BY MAIL TO: Congreszon, Aleksanterinkatu 44, 00100 Helsinki, Finland OR BY FAX TO: +358 9 5840 9555 OR BY EMAIL TO: [email protected]

REGISTRATION FORM FOR DELEGATIONS D

Please make sure to fill out all fields using clear capital letters or typing.

Delegation Delegation contact person Contact person’s telephone Mobile phone Fax Email

DELEGATE DETAILS Surname First name Title Function Head of Delegation Mark here if You are attending the meeting as Head of Delegation. Date and place of birth Nationality Blood type Passport number & date and place of issue Special needs & dietary requirements

TRAVEL DETAILS Arrival date Time Flight number Departure date Time Flight number Other transport, please specify

SOCIAL EVENT The City of Helsinki will host a networking reception & buffet dinner for Delegates and the media at the City Hall on Thursday December 4, 2008 at 19.30 hrs. If you tentatively wish to participate, please tick the box on the right.

PLEASE NOTE that your registration form must be accompanied by a passport size face photo in .jpg format.

Date: Signature: HOTEL RESERVATION FORM

Surname First name

Hotel options & room types can be seen in a separate hotel listing. Hotel rooms will be reserved on ‘first come, first served’ basis.

The organisers reserve the right to place delegations in any of the official hotels according to availability. Hotel preference Check-in date Check-out date Number of nights Room type Price per night Total amount to pay Special requirements regarding accommodation

PAYMENT The credit card number will be used as guarantee for the reservation. The total sum will be charged at the hotel upon check-out. Credit card: Visa Master Card American Express Diners Club Card number Cardholder’s name Expiry date CVC number (three last digits on the back of your credit card)

CANCELLATION All cancellations must be made in writing to [email protected].

For cancellations received after October 31,2008 the deposit of one night’s room rate will be charged. Also in case of no-shows one night’s room rate will be charged.

Date: Signature:

PLEASE RETURN THE COMPLETED FORM BY MAIL TO: Congreszon, Aleksanterinkatu 44, 00100 Helsinki, Finland OR BY FAX TO: +358 9 5840 9555 OR BY EMAIL TO: [email protected] PLEASE RETURN THE COMPLETED FORM BY MAIL TO: Congreszon, Aleksanterinkatu 44, 00100 Helsinki, Finland OR BY FAX TO: +358 9 5840 9555 OR BY EMAIL TO: [email protected]

REGISTRATION FORM FOR INTERNATIONAL ORGANISATIONS IO

Please make sure to fill out all fields using clear capital letters or typing.

Organisation Organisation contact person Contact person’s telephone Mobile phone Fax Email

DELEGATE DETAILS Surname First name Title Function Date and place of birth Nationality Blood type Passport number & date and place of issue Special needs & dietary requirements

TRAVEL DETAILS Arrival date Time Flight number Departure date Time Flight number Other transport, please specify

PLEASE NOTE that your registration form must be accompanied by a passport size face photo in .jpg format.

Date: Signature: HOTEL RESERVATION FORM

Surname First name

Hotel options & room types can be seen in a separate hotel listing. Hotel rooms will be reserved on ‘first come, first served’ basis.

CANCELLATION All cancellations must be made in writing to [email protected].

For cancellations received after October 31,2008 the deposit of one night’s room rate will be charged. Also in case of no-shows one night’s room rate will be charged.

Date: Signature:

REGISTRATION FORM FOR DRIVERS C

Please make sure to fill out all fields using clear capital letters or typing.

DELEGATE DETAILS Surname First name Delegation Date and place of birth Nationality Passport number & date and place of issue Vehicle’s registration number Driver’s licence type and number

TRAVEL DETAILS Arrival date Time Flight number Departure date Time Flight number Other transport, please specify

PLEASE NOTE that your registration form must be accompanied by a passport size face photo in .jpg format.

Date: Signature: HOTEL RESERVATION FORM

Surname First name

Hotel options & room types can be seen in a separate hotel listing. Hotel rooms will be reserved on ‘first come, first served’ basis.

CANCELLATION All cancellations must be made in writing to [email protected].

For cancellations received after October 31,2008 the deposit of one night’s room rate will be charged. Also in case of no-shows one night’s room rate will be charged.

Date: Signature:

REGISTRATION FORM FOR SECURITY PERSONNEL S

Please make sure to fill out all fields using clear capital letters or typing.

DELEGATE DETAILS Surname First name Delegation Date and place of birth Nationality Passport number & date and place of issue Type of firearm(s) Serial number(s) Amount of ammunition Additional security equipment

TRAVEL DETAILS Arrival date Time Flight number Departure date Time Flight number Other transport, please specify

PLEASE NOTE that your registration form must be accompanied by a passport size face photo in .jpg format.

Date: Signature: HOTEL RESERVATION FORM

Surname First name

Hotel options & room types can be seen in a separate hotel listing. Hotel rooms will be reserved on ‘first come, first served’ basis.

CANCELLATION All cancellations must be made in writing to [email protected].

For cancellations received after October 31,2008 the deposit of one night’s room rate will be charged. Also in case of no-shows one night’s room rate will be charged.

Date: Signature:

PLEASE RETURN THE COMPLETED FORM BY MAIL TO: Congreszon, Aleksanterinkatu 44, 00100 Helsinki, Finland OR BY FAX TO: +358 9 5840 9555 OR BY EMAIL TO: [email protected] 1 ANNEX 5

VISA PROCEDURES FOR FINLAND

1) List of countries whose citizens (with all categories of passports) will need a visa to enter into Finland

The general rule is that applicants should apply for visas in the country in which they live.

Country Visa required for Embassy of Competent Finland nationals of Finland to (*) Embassy of represented in Finland to (**) the Country by a Schengen State (***)

Albania X (diplomatic Denmark passports are exempted from visa obligation) Armenia X Italy Azerbaijan X Norway Belarus X Estonia Bosnia and X (diplomatic Denmark Herzegovina passports are exempted from visa obligation) Georgia X Germany Kazakhstan X The Netherlands Kyrgyzstan X Germany The former X (diplomatic Serbia or Bulgaria Yugoslav passports are Republic of exempted from Macedonia visa obligation) Moldova X (diplomatic Romania passports are exempted from visa obligation) Montenegro X (diplomatic Serbia or Bulgaria passports are exempted from visa obligation) Russian X (diplomatic Russia Federation passports are exempted from visa obligation) Serbia X (diplomatic Serbia passports are exempted from visa obligation) Tajikistan X Germany Turkey X Turkey Turkmenistan X Germany Ukraine X (diplomatic Ukraine 2 passports are exempted from visa obligation) Uzbekistan X Germany

(*) The third column is listing the countries in which Finnish Embassies represented. (**) The fourth column represents the countries in which the Finnish Embassy issues visas for nationals of the considered country (e.g. the Finnish Embassy to Lithuania can deliver visas for Belarus nationals who live in Belarus). (***) The fifth column indicates the Embassies of Schengen countries, having an agreement with Finland and which are entitled to issue Schengen visas (e.g. Norwegian Embassy to Azerbaijan can deliver visas for citizens of Azerbaijan travelling to Finland). 3

OSCE Partners Visa required for Embassy of Competent Finland for co-operation nationals of Finland to (*) Embassy of represented in Finland to (**) the Country by a Schengen State (***)

Algeria X Denmark Egypt X Egypt Jordan X Norway Morocco X Morocco Tunisia X Tunisia

Afghanistan X Afghanistan Mongolia X Germany Thailand X Thailand

2) List of countries whose citizens enjoy a visa-free regime upon entry to Finland

Andorra, Austria, Belgium, Bulgaria, Canada, Croatia, Cyprus, Czech Republic, Denmark, Estonia, France, Germany, Greece, Holy See, Hungary, Iceland, Ireland, Israel, Italy, Japan, Republic of Korea, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Monaco, the Netherlands, Norway, Poland, Portugal, Romania, San Marino, Slovak Republic, Slovenia, Spain, Sweden, Switzerland, United Kingdom, and the U.S.

4 EMBASSIES/CONSULATES OF FINLAND formin.finland.fi (website of the Ministry for Foreign Affairs of Finland)

Afghanistan Embassy of Finland Street 10, Lane 1, House 39 Wazir Akbar Khan, Kabul Afghanistan

Tel +93 (0) 20 210 30 51 Fax: +358 9 160 581504 e-mail:[email protected]

Bulgaria Embassy of Finland 26, Bacho Kiro 1000 Sofia Bulgaria

Tel. +359-2-810 2110 Fax: +359-2-810 2111 tai 810 2120 E-mail: [email protected]

China Embassy of Finland Beijing Kerry Centre Level 26, South Tower Guanghua Lu 1, Beijing 100020 People´s Republic of China

Tel. +86 10 8519 8300 Fax: +86 10 8519 8301 E-mail:[email protected]

Egypt Embassy of Finland 3 Abu El-Feda Street,13th floor 11211 Zamalek, Cairo Arab Republic of Egypt

Tel. (0020 2) 2736 3722 Fax: (0020 2) 2737 1376 E-mail:[email protected]

Lithuania Embassy of Finland Klaipedos gatve 6, 3rd floor Lt-01117 Vilnius Lithuania

Tel. +370-5-212 1621, 212 2775 (viisumit) Fax: +370-5-212 2463, 2122 441 e-mail:[email protected] 5 Morocco Ambassade de Finlande B.P. 590, Rabat Chellah 10002 Rabat Morocco

Visiting address: 145 rue Soufiane Ben Wahb OLM Souissi Rabat

Tel: + 212-3-765 8788 visas Fax: +212-3-765 8904 E-mail: [email protected]

Romania Embassy of Finland Strada Atena 2 bis Bucuresti 011832 Romania

Tel. +40-21-230 7504 Fax: +40-21-230 7505 E-mail: [email protected]

Russian Federation Posolstvo Finljandii Kropotkinskij pereulok 15-17 119034 Moskva G-34 Russia

Tel. +7-495-787 4174 (arkisin kello 09.00 - 17.00) Fax: +7-495-247 3380 E-mail: [email protected]

Serbia Finska Ambasada Bircaninova 29 11001 Belgrad Serbia

Tel. +381-11-306 5400 Fax: +381-11-306 5375 E-mail: [email protected]

Syria Visiting address: Embassy of Finland Mezzeh, East Villas, Area 3, Doha Street, Building No. 164 A Damascus Syria

6 Embassy of Finland P.O.Box 3894 Damascus Syrian Arab Republic

Tel. +963-11-373 3646, 373 3649, 373 6505, 3736504 Fax: +963-11-373 4740 E-mail: [email protected] or [email protected]

Thailand Visiting address: Amarin Tower, 16th floor 500 Ploenchit Road Bangkok 10330

Postal address: Embassy of Finland G.P.O.Box 295 Bangkok 10501 Thailand

Tel. +66-2-250 8801 Fax: +66-2-250 8802 E-mail: [email protected]

Tunisia Ambassade de Finlande Dar Nordique Rue du Lac Neuchâtel Les Berges du Lac 1053 Tunis Tunisie

Tel.+216-71861777 Fax:+216-71961080 E-mail: [email protected]

Turkey Embassy of Finland P.K. 22 06692 Kavaklidere Ankara Turkey

Visiting address: Kader sokak No. 44 Gaziosmanpasa

Tel: +90-312-426 74 22 (visas) Fax: +90-312-426 74 29 (visas) E-mail: [email protected]

7 Ukraine Embassy of Finland vul. Striletska, 14 01901 Kyiv Ukraine

Tel. +380-44-278 7049, 278 7551 Fax: +380-44-278 3433 E-mail: [email protected]

Full listing of Finnish missions abroad by country can be found at the following link: http://213.214.146.178/public/default.aspx?nodeid=15131&contentlan=2&culture=en-US 8

Contact information of the Embassies of Schengen countries, having an agreement with Finland and which are entitled to issue Schengen visas:

In Albania: Royal Danish Embassy Rr. Nikolla Tupe No. 1 4th FI Apt 4, Tirana Tel. +355 4 25 74 22/3/4 e-mail: [email protected]

In Armenia: Embassy of Italy Viale Italia 5 375010 Jerevan Tel. +3741 0542336 e-mail: [email protected]

In Azerbaijan: Royal Norwegian Embassy ISR Plaza 11th floor 340 Nizami Street Baku Tel. +994 12 497 43 25/26

In Bosnia and Herzegovina: Royal Danish Embassy Splitska 9 71000 Sarajevo Tel. +387 33 66 59 01 e-mail: [email protected]

In Georgia: Embassy of the Federal Republic of Germany c/o Sheraton Metechi Palace Hotel Telawi Str. 20 0103 Tbilisi Tel. +995 32 91 03 32, 91 12 63 e-mail: [email protected]

In Kazakhstan: Royal Dutch Embassy Nauryzbai Batyr Street 103 480072 Almaty Tel. +7 3272 503773 e-mail; [email protected]

In Kyrgyzstan: Embassy of the Federal Republic of Germany Ul. Razzakova 28 Bischkek Tel. +996 312 66 66 24, 66 19 75, 90 50 00 e-mail: [email protected]

9 In Tajikistan: Embassy of the Federal Republic of Germany Warsobskaja 16 734017 Duschanbe Tel. +992 372 21 21 89, 21 21 98 e-mail: [email protected]

In Uzbekistan: Embassy of the Federal Republic of Germany Scharaf-Raschidow-Kutschassi 15 Taschkent Tel. +998 71 120 84 40 e-mail: [email protected]

In Algeria: Royal Danish Embassy 12 Avenue Emile Marquis Lot Djenane El-Malik 16035 Hydra Alger Tel. +213 21 54 82 28/21 54 97 98 e-mail: [email protected]

In Jordan: Royal Embassy of Norway Visiting address: 25 Damascus Street, Abdoun, Amman

Postal address: P.O. BOX 830510, Amman 11183 Tel: +962 6 593 1646 Fax: +962 6 593 1650 E-mail: emb.ammanfa.no

In Mongolia: Embassy of Germany Strasse der Vereinten Nationen 210613 Ulan-Bator Tel. + 976 11 323325, + 976 11 323915, +976 11 320908