First Media Note

Global Conference on CyberSpace 2015
First Media Note
February 2015
GCCS 2015 Organisation
Ministry of Foreign Affairs
The Hague, the Netherlands
Email
gccs2015@minbuza.nl
Website www.gccs2015.com
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A word of welcome
With a little more than two months to go before the opening of the Global Conference on
CyberSpace 2015, the GCCS 2015 Organisation would like to inform media representatives about
logistical and practical arrangements for the conference.
This document contains important information about registration and accreditation procedures,
on-site facilities and an overview of opportunities for media coverage during the conference. More
detailed information will follow in the next media note, in March.
We look forward to your early registration and to welcoming you to The Hague in April for the
Global Conference on CyberSpace 2015.
Han Maurits Schaapveld
Project Director
GCCS 2015 Organisaiton
February 2015
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TABLE OF CONTENTS
1. General information..................................................................................................... 4
2. Practical information.................................................................................................... 5
2.1 Programme ........................................................................................................... 5
2.2 Conference venue (World Forum) .............................................................................. 5
2.3 International Media Centre (IMC) .............................................................................. 5
2.4 Security policy ....................................................................................................... 5
3. Facilities and services .................................................................................................. 6
3.1 Workspaces ........................................................................................................... 6
3.2 Information ........................................................................................................... 6
3.3 Media officers ........................................................................................................ 6
3.4 Host services: broadcasting & photography................................................................. 6
3.5 Interpretation services ............................................................................................ 6
3.6 Meals and refreshments........................................................................................... 6
3.7 Broadcast facilities .................................................................................................. 7
3.8 Telecommunications................................................................................................ 7
3.9 Radio communication .............................................................................................. 7
3.10 Disturbance of radio frequencies.............................................................................. 7
3.11 IT Service Desk .................................................................................................... 7
4. Opportunities for media coverage .................................................................................. 8
4.1 Overview of media coverage opportunities .................................................................. 8
4.2 Press briefings or interviews ..................................................................................... 8
4.3 Bilaterals............................................................................................................... 8
5. Registration and accreditation ....................................................................................... 9
5.1 Procedure.............................................................................................................. 9
5.2 Zone access, ID badges ........................................................................................... 9
6. Visas, transport and accommodation .............................................................................10
6.1 Visas ...................................................................................................................10
6.2 Transport from Schiphol..........................................................................................10
6.3 Transport in The Hague to the World Forum ...............................................................10
6.4 Accommodation.....................................................................................................10
6.5 Tourism in the Netherlands .....................................................................................10
7. General information about The Hague and the Netherlands ...............................................11
8.1. Medical services ...................................................................................................12
8.2. Health insurance ..................................................................................................12
8.3. Vaccination..........................................................................................................12
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1. General information
The Netherlands will host the fourth Global Conference on CyberSpace (GCCS 2015) on 16-17 April
2015 in the World Forum in The Hague international zone. Government officials will meet with
representatives of the private sector and civil society to promote practical cooperation in
cyberspace, enhance the building of cyber capacity, agree on norms for responsible and acceptable
behaviour online, and explore ways to protect freedom and privacy in cyberspace.
The internet can unlock enormous economic and social potential in an increasingly interconnected
global society. In order to continue to benefit from the potential of the internet as a driver for
development and innovation, we must develop safer ways to do business online, protect the public
from cybercrime and other threats to their online freedom, and work together to secure
international stability in cyberspace.
In achieving these goals, we face a number of challenges and dilemmas. During GCCS 2015, the
Netherlands will bring together international stakeholders from a range of technical, policy-related
and corporate backgrounds to discuss in depth how best to tackle these challenges. We believe
that working together on a global scale with multiple stakeholders is the only way to guarantee
that the most crucial piece of 21st-century societal infrastructure remains free, open and secure
and able to reach its full potential. This is the Netherlands’ mission as host of the fourth Global
Conference on CyberSpace.
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2. Practical information
2.1 Programme
The latest information about the conference programme is available on the website
www.gccs2015.com/programme.
Most sessions are open to the media. There may, however, be restrictions on bringing in photo or
video cameras. There are a limited number of seats allocated to the media at most plenary and
breakout sessions. Registration may be required via the media desk. Information about which
sessions are open to the media will be made available at a later date.
2.2 Conference venue (World Forum)
The conference venue is open to accredited members of the press. Most meetings in the plenary
room and the breakout rooms will be open to the press as well. The special guest lounge on the
first floor is not accessible to the media. Members of the press will be notified during the
conference about opportunities to attend bilateral meetings.
Cameras, both photo and video, can be used in most parts of the conference venue. However, for
logistical reasons and to guarantee participants some basic privacy, photographers/camera
operators will have to be accompanied by a media officer at all times. Requests for accompanied
camera visits in the conference venue can be submitted at the media desk in the International
Media Centre. A pool of Media Officers is available to accompany photographers/filmmakers.
2.3 International Media Centre (IMC)
The IMC is located on level -1 of the World Forum. There are 120 workspaces. There is a media
desk where reservations can be made for accompanied camera visits and press pools.
The IMC also has one large press conference room, two smaller press briefing rooms and two
interview rooms. There are two press backdrops for short interviews/quotes, one at the IMC and
one on the first floor. No booking is required to make use of these backdrops.
The opening hours of the IMC are 7:30 to 20:00 on Thursday 16 April and 8:00 to 17:00 on Friday
17 April.
For access to the IMC, see section 5.2: Zone access, ID badges.
2.4 Security policy
The government of the Netherlands will be responsible for the safety and security of all
participants during the course of the conference. Under the coordination of the National
Coordinator for Security and Counterterrorism (NCTV), security measures will be taken in
anticipation of all possible security threats based on risk assessments.
The World Forum building, including the IMC, and the immediate surroundings will be designated a
secure area. Only accredited persons will be admitted (see section 5). The IMC, like all public
buildings in the Netherlands, is a non-smoking area. Outside smoking areas will be available.
The use of any flying objects inside or outside the conference venue (such as drones) is forbidden.
This ban will be strictly enforced.
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3. Facilities and services
3.1 Workspaces
The 120 workspaces available for journalists are equipped with a power supply (Schuko, 230V,
50Hz) and an internet connection (RJ45 socket).
3.2 Information
Information for journalists is available in different ways:

App – The programme, location overview and list of special guests will be available
through an app, which has been specially developed for GCCS 2015. This app (called
simply ‘GCCS2015’), which is suitable for most mobile devices, will be available through
app stores. A unique login code will be made available to accredited members of the press
sometime before the end of March.

Narrowcasting – Throughout the World Forum building, information about the conference
will be displayed on TV screens. Some of these screens in the IMC will also show a live
video relay of ongoing sessions.

Media desk – At the media desk in the IMC, information can be obtained about the
conference programme, and reservations can be made for press pools. Announcements
about registration for press pools will be displayed on screens in the IMC.
3.3 Media officers
Media officers are available at different locations in the World Forum. They can provide information
about organisational and logistical issues and accompany press pools and camera teams
throughout the World Forum building. Media officers do not give interviews or quotes on behalf of
the GCCS 2015 Organisation. In the IMC spokespersons will be available for interview requests and
quotes.
3.4 Host services: broadcasting & photography
The GCCS 2015 Organisation will make free, high-quality host video and photo material available
on a special internet platform for media use. More information will be provided on how this
internet platform can be accessed. This material will be available from all over the world.
For an overview of events and activities that will be covered by host services, see section 4.1
Overview of media coverage opportunities.
During the conference, two parallel sessions will be live-streamed over the internet. A high-quality
pool signal is also available for recording in the IMC.
3.5 Interpretation services
The sessions in the Plenary Room will be made available to the media in the original language of
the speaker (UN languages) and in English interpretation in the IMC.
No further interpretation services will be available at the International Media Centre.
3.6 Meals and refreshments
A buffet-style lunch will be served in the delegates’ lunch area, next to the IMC. Lunch will be
available from 12:15 to 13:15. Dinner will be available from 18:00 to 19:00.
Coffee, tea, water, soft drinks and light snacks will be available around the clock in the IMC bar.
Coffee, tea and water are free of charge.
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3.7 Broadcast facilities
There is room on the premises for only a limited number of satellite news-gathering vans. More
information about the admission procedure for satellite news-gathering vans and the associated
security requirements will be distributed at a later date.
3.8 Telecommunications
Free Wi-Fi is available for all media throughout the IMC. Passwords will be provided at the IMC.
Internet access will also be available in all working areas. Mobile access for mobile phone, tablets
and laptops will be available throughout the World Forum.
Broadcasters are responsible for booking their own ISDN and analogue lines through their own
national telecom provider.
3.9 Radio communication
It is the broadcasters’ responsibility to apply for licences for their frequencies. Requests should be
submitted to http://www.agentschaptelecom.nl/english.
All broadcast RF equipment will be scanned each time the equipment enters the secure zone in and
around the World Forum.
3.10 Disturbance of radio frequencies
Any equipment or activities that can interfere or disturb radio frequencies are strictly forbidden by
law in the Netherlands. Such activities will be monitored. The Dutch authorities will take
appropriate measures if such activities are detected. No exceptions will be made.
3.11 IT Service Desk
An IT service desk will be located in the delegates’ lounge near the entrance. All questions related
to IT and the internet can be addressed to the service desk staff. IT floorwalkers throughout the
building will also be on hand for IT-related questions.
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4. Opportunities for media coverage
To facilitate the work of the media in the International Media Centre, the GCCS 2015 Organisation
will make sure the host broadcaster and photographer will be present at official ‘press moments’.
On several occasions, a (sometimes limited) press pool will be admitted as well. The following
overview gives an impression of the various media coverage opportunities and formats. More
detailed information will follow in the coming weeks about which sessions are open for journalists
and when photo/video opportunities will occur.
4.1 Overview of media coverage opportunities
Date/Time
Thursday 16 April
8:00 – 10:00
8:00 – 10:00
10:00 – 12:00
13:30 – 18:00
19:30 – 21:00
Friday 16 April
9:30 – 12:30
12:45 – 13:15
OPPORTUNITY
OPEN TO:*
Arrival of special guests at
World Forum
Handshake between Minister
Koenders and special guests
Opening ceremony + session
Various plenary + breakout
sessions
Dinner for special guests in
Ridderzaal
HB + HP + press pool
Various plenary + breakout
sessions
Closing ceremony
Press conference
HB from 3 of the 5 sessions,
HP, press pools, no cameras
HB + HP + press pool
HB + HP + all press
HB + HP
HB + HP + press pool
HB from 3 of the 5 sessions,
HP, press pools
HB + HP
* Where you see ‘HB + HP’ only, this means that only the host broadcaster and the host
photographer may attend. The host broadcaster will provide a live feed if possible.
4.2 Press briefings or interviews
Conference participants have the opportunity to give press briefings in the IMC. Two press briefing
rooms will be available for this purpose, in the IMC. There are also two interview rooms available
in the press centre. To make use of these press briefing and interview rooms, conference
participants and press officers can make a reservation via the bilateral desk on the ground floor. It
is not possible for members of the press to reserve these rooms themselves. Information about
press briefings (venue, time) will be communicated through narrowcasting in the IMC.
Two backdrops for short interviews are located in the World Forum building, one in the IMC and
one on the first floor. These backdrops are available for free use without prior reservation.
Within the IMC, spokespersons from the GCCS 2015 Organisation and the four organising
ministries (Foreign Affairs; Security and Justice; Economic Affairs; Defence) will be available for
interviews and quotes.
4.3 Bilaterals
There are 8 bilateral rooms available for conference participants to have one-on-one meetings.
Some of these meetings might be open for press. When media pools are allowed to cover all or
part of a bilateral meeting, the following information will be shown in the IMC: time slot, name(s)
of delegation(s) and room number. Media organisations can register to attend these bilateral
meetings at the media desk. The participating delegations have the last word in deciding which
media organisations will be admitted.
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5. Registration and accreditation
5.1 Procedure
All media outlets wishing to cover GCCS 2015 from the IMC must register with, and be accredited
by, the GCCS 2015 Organisation. Registration can be done either on an individual basis or for
multiple participants of one media outlet.
We urge those media organisations which have not yet registered to do so as soon as possible.
Journalists and staff of media organisations can apply for registration on the GCCS 2015 website:
https://www.gccs2015.com/press/press-registration . Once your application has been accepted,
you will receive an email granting you access to the GCCS 2015 registration portal so you can
finalise your registration. In order to complete the registration process, prospective participants
must enter their personal data and upload an electronic photo, a scan of the information page of
their passport and a scan of their press card (both sides). After registration, the journalistic
credentials provided will be verified. Non-journalists will be excluded from conference participation.
After accreditation a confirmation will be sent by email. A security check might also be part of the
procedure.
5.2 Zone access, ID badges
Journalists and media personnel accredited to GCCS 2015 will have to collect their ID badges
individually at the entrance to the conference venue. ID badges will be provided upon presentation
of the GCCS confirmation email and a valid passport (not a copy).
You can only access the IMC if you are in possession of your access badge. The access control
procedure takes some time. All individuals and equipment will be subject to a security screening.
Metal detectors, X-ray machines and sniffer dogs will be part of the screening. To ensure timely
access, please arrive early. Any equipment you wish to take inside will also be checked. This
procedure is compulsory not only for journalists, but anyone seeking to enter the World Forum.
Inside the World Forum, the GCCS 2015 ID badge must be worn visibly at all times during the
conference.
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6. Visas, transport and accommodation
6.1 Visas
When arriving in the Netherlands, all media representatives must present a valid passport with the
appropriate visa (if required). Applying for a visa at the border is not possible. Delegates
participating in the Global Conference on CyberSpace who need to apply for a visa must do so in
their country of residence.
The Netherlands is part of the Schengen Area: a group of 26 European countries that have
abolished passport and immigration controls at their common borders. The following website
shows which passport holders need to apply for a Schengen visa and provides information about
the application process: http://www.government.nl/issues/visa-for-the-netherlands-and-thecaribbean-parts-of-the-kingdom/short-stay-visas-for-the-netherlands/applying-for-a-schengenvisa. If the nationality of the passport holder is not listed, a Schengen visa is not required to enter
the Netherlands.
The GCCS 2015 Organisation advises delegates to obtain their visas well in advance. Applying for
visas is possible as early as 3 months before the start of the conference. Please keep in mind that
the visa process can take up to 15 days. Addresses of Dutch embassies, consulates and other
representations can be found at: http://www.government.nl/issues/visa-for-the-netherlands-andthe-caribbean-parts-of-the-kingdom/short-stay-visas-for-the-netherlands .
6.2 Transport from Schiphol
Media representatives arriving at Schiphol Amsterdam Airport can reach The Hague in a number of
ways:
taxi: there are taxis at the airport exits (a trip to The Hague costs approximately €50);
train: there is a train station located underneath Schiphol Amsterdam Airport (the journey to
The Hague takes about 30 minutes and costs around €14 for a one-way, first-class ticket);
rental car: all major rental agencies have offices at Schiphol.
You are advised to go to The Hague by train. For more information about the Dutch National
Railways (Nederlandse Spoorwegen) go to www.ns.nl.
6.3 Transport in The Hague to the World Forum
It is advisable to use public transport in The Hague because of the scarcity of parking spaces near
the conference venue.
Please, note that on the days of the conference, 16 and 17 April, traffic on roads leading to and
inside The Hague is expected to be much heavier than normal.
6.4 Accommodation
GCCS 2015 has no special arrangements for media regarding hotel booking. Please be aware that
hotels might be fully booked well in advance of the conference.
6.5 Tourism in the Netherlands
For more information on tourism in the Netherlands, go to www.holland.com
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7. General information about The Hague and the Netherlands
The Hague
The Hague, which is the seat of the Dutch government, is often referred to as the City of Peace
and Justice.
Climate
The Netherlands has a moderate maritime climate. The average temperature in April is around
10°C, but it can be colder, and rain is always a possibility.
Currency and banking
The currency used in the Netherlands is the euro. It comprises six coins ( €0.05, €0.10, €0.20,
€0.50, €1 and €2) and seven notes (€5, €10, €20, €50, €100, €200 and €500). Notes of €100,
€200 and €500 are not generally accepted in shops or restaurants.
If you have a foreign bank card with a Cirrus or Maestro logo you can withdraw money from an
ATM. Some ABN AMRO bank ATMs also accept cards with the PLUS logo. Check your card and the
ATM for EDC and EC logos as well. Of course, you can also use most credit cards to obtain money
from an ATM.
Most banks are open Monday to Friday from 9:00 to 17:00. Only major bank branches are open on
Saturdays. You can exchange money at banks. Many hotels also offer this service.
GWK Travelex, a currency exchange outlet, is open every day of the week. Most GWK Travelex
offices are located near train and bus stations.
Value Added Tax and service charges are included in the bill in hotels, restaurants, shops and
taxis. Tips for extra service are always appreciated but not required. It is customary to give taxi
drivers and waiters a tip of about 10%.
Cheques
Travellers cheques can be exchanged at GWK Travelex offices. Shops in the Netherlands do not
accept travellers cheques or any other type of cheque.
Credit cards
Most major credit cards are accepted widely, but not everywhere. If in doubt, ask in advance.
Cash-on-card services are available from selected American Express, Diners Club, MasterCard and
Visa addresses. These cards are also accepted by all GWK currency exchange outlets and Change
Express Offices.
Electricity
The power supply is 220-230 volts (plug: two round prongs).
Local time
Standard Time Zone: GMT +1.
Local & international phone calls
The country code for the Netherlands is +31 and the area code for The Hague is (0)70.
For outbound international phone calls from the Netherlands, you must first dial ‘00’, followed by
the relevant country code.
Smoking
Smoking is prohibited in all public buildings, bars and restaurants.
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8. Health information
8.1. Medical services
In the event of emergencies or medical needs on the part of the participants, appropriate medical
services will be provided. These will include emergency medical care and ambulance transport to
designated local hospitals. Medical services will also be available on site.
8.2. Health insurance
Should a delegate require a referral to a doctor or a hospital, the costs will be borne by the
delegate. It is recommended that, before travelling, all delegates and accompanying media obtain
appropriate health insurance to cover medical expenses in the Netherlands.
8.3. Vaccination
A vaccination certificate is not required for entry into the Netherlands.
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