1. DATE AND VENUE
The 31st Annual Meeting of the Asia-Pacific Parliamentary Forum (APPF) will be held at the Philippine International Convention Center in Pasay City, Metro Manila, Philippines from 23 to 26 November 2023.
2. HOST SECRETARIAT
All inquiries relating to administrative arrangements may be addressed to the appropriate APPF31 Secretariat committees, through their following email addresses:
- Registration: firstname.lastname@example.org
- Visas: email@example.com
- Hotel Accommodation: firstname.lastname@example.org
- Substantive Matters: email@example.com
- Transportation: firstname.lastname@example.org
- Social/Cultural Events: email@example.com
3. OFFICIAL WEBSITE
Delegates are encouraged to regularly visit our official website for updates, at www.appfph.org
As an effort to reduce the carbon footprint of the Conference, all documents could be downloaded via the official website.
Pursuant to Article 18 of the APPF Rules of Procedure (as amended in 2022), the delegation size per country for the 31st APPF Annual Meeting is limited to a maximum of ten (10) Members of Parliament. This does not include support staff and accompanying persons.
4.1 Online Registration
All participants are requested to register not later than 23 October 2023.
Only one (1) representative per Member-country shall register the delegation through the registration link at our official website. A username and a 10-character alphanumeric code will be required to access the registration form, and this information will be sent together with the invitation letter.
4.2 Onsite Registration and Information Desk
The Registration and Information Desk will be open on the following dates and times:
- Wednesday, 22 November – 8:00 a.m. – 6:00 p.m.
- Thursday, 23 November – 08.00 a.m. – 6:00 p.m.
- Friday, 24 November – 08.00 a.m. – 6:00 p.m.
- Saturday, 25 November – 08.00 a.m. – 6:00 p.m.
5. SECURITY AND IDENTIFICATION BADGES
To guarantee the safety and security of all the delegates during the conference, participants will have to go through a screening process and inspection of personal belongings at the entrance of the official venue. Harmful implements such as weapons (e.g. handguns, bladed weapons) and illegal substances are strictly prohibited.
ID badges shall be issued to all delegates (i.e. parliamentarians, secretaries and other staff) and accompanying persons upon arrival. Delegates are required to send a photo (in BMP or JPEG file format, 2x2 inches in size, white background, and taken within the last six months) through the online registration form to be placed in their respective ID badges. Please wear these badges at all times during the conference period for purposes of security and identification. Lost ID badges must be reported immediately to the Registration and Information Desk.
The ID badges are color coded as follows:
6. LIAISON OFFICERS
A Liaison Officer will be assigned for each APPF country delegation to render assistance and support in all official activities, including providing conference information updates. The names and contact information of the Liaison Officers will be provided to each delegation.
7. APPF31 PROGRAM OF ACTIVITIES
8. PERSONAL EXPENSES
The Host Country shall cover the costs of hospitalities provided during the conference including lunches and official receptions as well as shuttle transport to and from the conference venue.
Airfare and accommodation, including meals outside the official meetings and other incidentals shall be at the personal expense of each delegation.
In order to provide the participants with prompt and efficient logistical support, the Host Parliament has selected six hotels close to the conference venue as the official hotels. The official hotels with special room rates are listed as follows:
List of Official Hotels
*using a US$1 = PHP 55 conversion rate, subject to change depending on the actual daily exchange rate
**15% discount on Conrad Hotel’s best available rates, subject to change
- The rates quoted above are special room rates only for the registered delegates of the 31st APPF Annual Meeting, but for only a limited time.
- To avail of these special room rates, please book your accommodation directly with your hotel of choice as early as possible and indicate “31st APPF Hotel Booking” in the subject of your email to the official hotel.
- These special room rates are on a per room/per night basis, and are already inclusive of taxes and service charge, as well as buffet breakfast.
10. PHILIPPINE TRAVEL REQUIREMENTS
10.1 Passport and Visas
All participants should have a passport valid for at least six (6) months at the time of entry, as well as a valid visa, if applicable, to be allowed entry to the Philippines.
Delegates from Member-countries who are required to obtain a visa may inquire and apply at the nearest Philippine Embassy or Consulate. Visit this website for the complete list of Philippine Foreign Service Posts: https://dfa.gov.ph/about/dfa-directory/our-foreign-service-posts-dfa
Single Entry Visa Upon Arrival (SEVUA) will ONLY be issued to diplomatic and official passport holders from countries which do not have a Philippine Embassy or Consulate representation. Delegates from these countries should send an e-mail to the APPF31 Secretariat (firstname.lastname@example.org) to facilitate the necessary arrangements.
10.2 eTravel Registration
All participants should register online at the Philippine Electronic Travel Declaration System within 72 hours prior to arrival in the Philippines through this link: https://etravel.gov.ph, except for holders of diplomatic and official passport.
After registration, a QR code will be received which may be required to be presented to the airline representative prior to flight boarding.
10.3 International Travel Insurance
All participants are advised to secure an international travel insurance for the duration of their stay in the Philippines.
During official meetings and events, the Host Parliament shall provide transportation for the use of each Head of country Delegation. Shuttle transport shall be provided for the other delegates.
Transportation services shall be provided for transfers from the airport to the six officially accredited hotels and from the hotels to the conference venue and vice versa.
Personal transportation may be arranged with the hotel concierge at the delegate’s personal expense. Delegates staying in non-official hotels will have to arrange for their own airport transfers and transportation to the conference venue.
Airport Arrival and Departure
Delegates should provide their complete flight details, including the date and time of their arrival in, and departure from, Manila as well as ports of origin and destination in the online registration form, in order to facilitate airport transfer arrangements.
If flight details are not yet confirmed upon registration, these may still be submitted but not later than 7 November 2023, through the link in the registration confirmation email.
Delegations will be welcomed and assisted upon their arrival in, and departure from, the Ninoy Aquino International Airport Terminals 1 and 3.
Airport transfers to their respective hotels shall be provided to all registered delegates who are:
- booked at any of the six officially accredited hotels; and
- arriving in Manila during the period of 21 - 23 November 2023, and departing Manila during the period of 26 - 28 November 2023.
12. OFFICIAL LANGUAGE
English shall be the official language of the APPF31. All documents and communications should be in English.
13. DRAFT RESOLUTIONS
APPF member parliaments must submit draft resolutions (in English and Word format) to the APP31 Secretariat via e-mail at email@example.com
Draft resolutions submitted later than the deadline shall be referred to the Executive Committee for consideration in the agenda. Draft resolutions submitted after the Executive Committee Meeting shall be submitted for consideration in the next APPF Meeting.
14. CONFERENCE FACILITIES
14.1 Interpretation Booths
If necessary, delegations are recommended to have their own interpreters. Requests for interpretation booth should be submitted to the APPF31 Secretariat via e-mail prior to the conference.
The use of interpretation booths shall be on a first-come, first-served basis. Interpretation booths shall be available for the following meetings:
- Executive Committee Meeting
- All Plenary Sessions
- Drafting Committee Meetings
- Meeting of Women Parliamentarians
- Roundtable Discussion of Young Parliamentarians
14.2 Bilateral Meeting Rooms
There will be two Meeting Rooms dedicated for bilateral meetings. These shall be made available from 23 - 25 November 2023 from 9:00 a.m.-6:00 p.m. which can be used for a maximum of one hour per meeting.
The rooms may be booked at the Registration and Information Desk, on a first-come, first- served basis. Email the APPF31 Secretariat for advance reservation. Any onsite reservation request for a bilateral meeting room may be coursed through the delegation’s Liaison Officer.
Wifi shall be provided at the conference venue and its surrounding areas.
14.4 Documentation Center
A Documentation Center shall be available from 23 to 25 November 2023. It will be open from 08:00 a.m.-6:00 p.m. Photocopying machines and personal computers with internet access shall be available.
14.5 Press Briefing Center
A Media Center shall be available from 23 to 25 November 2023 and will be open from 8:00 a.m. to 6:00 p.m.
14.6 Prayer Room
A prayer room will be available for use of delegates at the conference venue.
14.7 Medical Services
Emergency medical services shall be provided by the Host Parliament during the conference. The service areas will be open from 08:30 a.m. until the end of sessions. For cultural tours and outdoor dinners, the medical team will set up emergency booths to provide medical care during the program. There will also be an emergency ambulance service on standby in case of emergency.
Critical/emergency patients shall be transferred by ambulance to the nearest suitable medical facility. Medical costs and prescriptions shall be at the patient’s personal expense.
The conference venue is equipped with ramps and elevators for persons with disabilities.
15. OTHER USEFUL INFORMATION
15.1 Manila is the capital city of the Philippines. For more information about Manila, please visit this website: https://philippines.travel/destinations/manila.
15.2 Time Zone: The country has only one time zone – Philippine Standard Time (PST) – which is 8 hours ahead of the Coordinated Universal Time (UTC+8).
15.3 Climate: The Philippines is a tropical and maritime country with two major seasons: (1) the rainy season, from June to November; and (2) the dry season, from December to May.
In November, the average daily temperature ranges from a low of 25.3oC to a high of 31.3°C.
15.4 Business Hours, Currency and Banking Services
Government offices operate from 8:00 a.m.-5:00 p.m. from Monday to Friday. Banking hours are usually from 09.00 a.m.-3.00 p.m. (Monday-Friday). There are convenience stores which are open 24/7.
The Philippine Peso (PHP) is the currency of the Philippines. Currency exchange is available at the airport, banks and exchange centers in Manila. The average exchange rate for the US Dollar is approximately US$ 1.00 = PHP 55.00 (as of September 2023).
Major credit cards (MasterCard and Visa) are widely accepted. But it is also advisable to have cash in Philippine Peso for purchases in small shops and restaurants. Automated Teller Machines (ATMs) are widely available.
There are two ATM machines available in the conference venue.
The standard voltage in the Philippines is 220 Voltz, 60 Hertz. Electric plugs in the Philippines are of two different types - with two pins and with three pins; thus, it is suggested to bring a universal adapter.
Bottled water are available at hotels and restaurants, and may be purchased in grocery and convenience stores. It is not advisable to drink tap water.