Information Note for NGOs

Special Note regarding Registration of Participants:

The Registration Desk will be located in the Visitors Lobby of the Secretariat Building.

The Registration Hours are as follows:
Monday 24 January to Friday 28 January: 9:30 a.m. to 12:30 p.m. and 2:00 p.m. to 4:00 p.m.
Monday 31 January to Friday 4 February: 9:30 a.m. to 12:30 p.m. and 2:00 p.m. to 4:00 p.m.

NO registration from 12:30 p.m. to 2:00 p.m (The pass Office is closed from 12:45 p.m. to 2:00 p.m.)

Please be advised that there will not be Early Registration for this session of the Ad Hoc Committee, since Friday 21 January is an Official Holiday observed at the United Nations Headquarters.
21 January 2005 - Eid Al-Adha

Background information

By its resolution A/56/168 establishing the Ad Hoc Committee, the General Assembly invited, inter alia, non-governmental organizations (NGOs) with an interest in the matter to make contribution to the work entrusted to the Committee, based on the practice of the United Nations. Participation by NGOs in the work of the Committee is regulated by General Assembly resolution A/56/510.

The present Information Note provides guidelines for non-governmental organizations interested in attending the fourth sessions of the Ad Hoc Committee. It contains information on accreditation, pre-registration and other participation procedures.

NGOs wishing to participate in the work of the Committee, including NGOs enjoying consultative status with the Economic and Social Council, need:

• to be accredited (once for all);
• to pre-register for each session of the Committee and;
• to register on the first day of each session.

Please note that the deadline for submitting an application for accreditation to the fifth session is 1 December 2004.

Accreditation

Accreditation is the formal process by which NGOs are allowed to participate in the work of the Ad Hoc Committee. Accreditation is granted to organizations and not to individuals. NGOs in consultative status with the Economic and Social Council (ECOSOC) are automatically accredited to the Ad Hoc Committee. However, they should pre-register for each session. All other NGOs must apply for accreditation in order to participate in the sessions of the Committee. Accreditation to the Committee need only be done once and applies for all sessions.

List of NGOs Accredited to the Ad Hoc Committee

Applying for accreditation:

There is no form for applying for accreditation. NGOs wishing to be accredited to the Ad Hoc Committee should submit an application package containing the following information:

• The purpose of the organization;
• Information as to the programmes and activities of the organization in areas relevant to the Ad Hoc Committee and the country or countries in which they are carried out. Non-governmental organizations seeking accreditation shall be asked to confirm their interest in the goals and objectives of the Committee;
• Confirmation of the activities of the organization at the national, regional or international level;
• Copies of the annual or other reports of the organization with financial statements, and a list of financial sources and contributions, including governmental contributions;
• A list of members of the governing body of the organization and their countries of nationality;
• A description of the membership of the organization, indicating the total number of members, the names of organizations that are members and their geographical distribution;
• A copy of the constitution and/or by-laws of the organization.

The aplication package, with complete information, should be sent by all NGOs, except those NGOs in consultative status with ECOSOC or those already accredited to the Ad Hoc Committee at its previous sessions. It is recommended that express mail and courier service be used to maintain the strict deadlines for accreditation. Please note that the application package should be sent to the Chief of the NGO Unit Division for Social Policy and Development (see address below).

The United Nations Secretariat reviews applications against criteria outlined in paragraphs 44-45 of ECOSOC resolution 1996/31, and provides a list of NGOs seeking accreditation to States members of the Ad Hoc Committee four weeks prior to each session of Committee to receive their comments.

Pre-Registration

Accreditation is granted once and applies to all future sessions of the Ad Hoc Committee. However, NGOs need to pre-register for each session of the Ad hoc Committee.

Pre-registration allows the United Nations Secretariat to collect information on accredited NGOs and their representatives attending each session of the Committee. It should be done at least one month before the session begins. A letter is sent to the NGO confirming each representative’s participation.

Registration is a necessary step for all representatives of NGOs attending meetings organized by the United Nations. Issuance of ground-passes for NGO representatives is conditioned upon registration. NGO representatives in possession of annual ground-passes should also register. The process of pre-registration and registration allows for proper planning to address accessibility, logistical and security concerns. A registration desk will be set up in the Visitor’s Lobby of United Nations Headquarters.

Please use the following pre-registration application forms for each session:

Pre-registration form for the Fifth Session: MS Word | Text

Participation

Participation means the actual involvement of NGOs in the work of the Ad Hoc Committee during its public meetings. Involvement of NGOs usually means making oral statements regulated by complex procedures and protocol.

In the report of its first session (document A/57/357), the Ad Hoc Committee set modalities for participation of accredited NGOs in its open meetings. The Ad Hoc Committee decided that representatives from accredited NGOs may participate in the work of the Committee by:

• Attending any public meetings of the Committee
• Making oral statements, subject to availability of time and in accordance with United Nations practice, as well as submitting written statements
• If time is limited, a spokesperson may be selected on a balanced and transparent basis, considering equitable geographical representation, and the diversity of NGOs
• Receiving copies of the official documents, as well as making written or other presentations. Written presentations shall not be issued as official documents except in accordance with ECOSOC resolution 1996/31.
• NGOs may make their material available to delegations in accessible areas designated by the Secretariat.

In the annex III of the report of its fourth session (document A/59/360), the Ad Hoc Committee set modalities for the participation of accredited NGOs and National Human Rights Institutions in its informal consultations closed meetings during the fourth and fifth session. The Ad Hoc Committee decided to invite intergovernmental organizations, NGOs and National Human Rights Institutions to be present. The Committee, however, also made provisions for the fact that meetings closed to those organizations might be required at some point.

Visas

Arrangements for travel, including visa procedures, accommodation and transportation are the responsibility of NGOs and not of the United Nations Secretariat. NGOs need to deal directly with representatives of the host Government. The United Nations will send a confirmation letter to accredited NGOs, once their representatives have completed the process of pre-registration. This may be used to request a visa from the appropriate United States authorities, who may contact the Division for additional information.

Financial assistance

By its resolution A/57/229, the General Assembly established a Voluntary Fund to support the participation of accredited NGOs from developing countries, in particular from the least developed countries, and invited Governments, civil society and the private sector to contribute to the fund.

Note: The deadline for application for financial assistance is 1 December 2004.

Applications for funding should be addressed to:

Global Programme on Disability
Inclusive Development Section
Division for Social Policy and Development/DESA
United Nations Secretariat, DC2-1382, New York, NY 10017
Fax. 1 (212) 963 0111

Documents

Related documents are on our web site at http://www.un.org/esa/socdev/enable. Printed versions are available on request.

Contact us

Mr. Yao Ngoran, Chief, NGO Unit
Division for Social Policy and Development
2 United Nations Plaza
Room DC2-1376
New York, NY 10017
Tel.: 1 (212) 963 3175
Fax: 1 (212) 963 3062
Email: ngoran@un.org