Information Note for Participants

Note: This document provides links to external and third-party websites, for convenience of meeting participants, and for use at their discretion. ESCAP cannot vouch for the accuracy or correctness of the information contained therein.

1. General

The Fourth Ministerial Conference on Space Applications for Sustainable Development in Asia and the Pacific is scheduled to be held at the Ritz-Carlton Hotel, Mega Kuningan, Jakarta, Indonesia and online on 26th October 2022.

The Programme is available on the official Meeting website. The official session will take place from 09.00 hours to 16.30 hours and will be conducted in English with simultaneous interpretation of UNESCAP’s four official languages (English, French, Russian and Chinese). 

2. Credentials

Each delegation is REQUIRED to submit a letter of credentials, duly signed by the appropriate authority of the respective Government or organization, at the earliest convenience prior to 15 October 2022 to [email protected]. Only delegates who appear on the credentials will be recognized in the list of participants.

Members of delegations are kindly reminded to bring official identification documents and provide them to the Secretariat staff at the registration counter, along with a copy of the letter of credentials indicating their appointment to the delegation.

3. Registration and participation

Online registration

In order to facilitate the registration process, participants are REQUIRED to register online at https://indico.un.org/event/1001472/ well in advance, but no later than 15 October 2022 to facilitate smooth coordination of the issuance of meeting badges and the compilation of the list of participants.

Please note that online registration is mandatory, in line with standard security procedures, to facilitate security clearance and entrance to the meeting premises or the online meeting platform. Online registration should be completed individually by all delegates participating in person and online.

Online participation

The Meeting will be held in a hybrid format with the options of participating in person or online. Online participation will be offered through: (1) Zoom Webinar and (2) YouTube Live.

Online participants will be invited to the Test Run session prior to the Meeting to ensure smooth online participation. The date for the Test Run session and the Technical Guide on How to Join the Zoom Webinar will be shared in due course.

In-person participation and meeting badge

All in-person participants MUST indicate in-person participation in the letter of credentials and through the online registration and obtain the meeting badge at the Registration Counter, located on the second floor of the Meeting venue, from 08.00 to 12.00 hours on the day of the Meeting (26 October 2022). Meeting badge can also be collected on 25 October 2022 at 09.00-17.00hrs. Only duly registered participants will be included in the list of participants and given access to the Meeting.

For identification and security reasons, all participants are REQUIRED to wear their meeting badges at all times, while they are in the Meeting venue. The loss of a meeting badge should be immediately communicated to the Registration Counter or the security personnel designated to the Meeting so that the incident can be recorded, and a new badge can be issued.

Bilateral meeting

Delegates who would like to book a room for their bilateral meetings , please contact ESCAP focal point, Mr. Hamid Mehmood by email to <[email protected]>, with copy to Ms. Patricia Budiyanto <[email protected]>. Please note that the maximum slot is 45 minutes for each bilateral meeting.

Accessibility support

The ESCAP secretariat and the Government of Indonesia are committed to providing adequate accessibility support and reasonable accommodation during the Meeting, including at the meeting venue in Jakarta and online. Delegates and participants are kindly requested to indicate through the online registration any accessibility needs to facilitate relevant arrangements.

4. Meeting documents

Official documents of the Meeting will be posted on the official Meeting website.

Considering the carbon footprint involved in producing papers and printing documents, it is strongly recommended to utilize digital copies of meeting documents to the maximum extent.

If hard copies are needed, participants are requested to bring with them their own copies of the meeting documents distributed by the ESCAP secretariat to their Governments/Agencies/Organizations prior to the session. Hard copies will only be made available upon request (print-on-demand service) and are limited to one set per member State delegation.

5. Health and vaccination

RT-PCR examination

As per Circular Note No. SE/00099/PK/07/2022/64 and Circular Letter of the COVID-19 Task Force Number 22 of 2022 on Health Protocol for International Travel during the COVID-19 Pandemic, foreign travelers are NOT required to show a negative result of RT-PCR test undertaken at the country/region of origin and/or proof of ownership of health insurance.  

Upon arrival at entry points (airport, seaports, cross-border posts), foreign travelers must undergo a COVID-19 symptom check, including a body temperature check, with the following conditions:

1. Without symptoms of COVID-19, and body temperature above 37.5 degrees Celsius: are not required to undergo RT-PCR examination upon arrival.
2. Travelers exhibiting symptom(s) of COVID-19 or body temperature above 37.5 degrees Celsius: are required to undergo RT-PCR examination upon arrival

Quarantine

The provision regarding the period of isolation (quarantine) applies for all foreign travelers with the following categories:

1. Quarantine is no longer required for those who have received the completed dose of vaccine at least 14 days before departure. A complete dose of COVID-19 vaccine consists of two doses and/or booster (third) vaccine, and all kinds of COVID-19 vaccine administered to international travelers are accepted by the Government of Indonesia. Proof (physical or digital) of having received a complete dose as a requirement for entering Indonesia must be written in English other than the language of the country/region of origin or of arrival.
2. Quarantine period of 5 days x 24 hours is required for those who have not been vaccinated or received the completed dose of vaccine at least 14 days before departure.
3. The quarantine period provisions for foreign travelers under the age of 18 years and/or require special protection can follow the quarantine period provisions imposed on their parents or caregivers.

Vaccination certificate

International travelers must show cards or certificates (physical or digital) of having received a complete dose of COVID-19 vaccine consisting of two doses and/or a booster (third) vaccine which are administered 14 days before departure. The provision for showing COVID-19 vaccination certificate is exempted for all foreign travelers with the following categories:

1. Foreign nationals who hold diplomatic or official visas related to official/state visits of their foreign officials at ministerial level and above and foreign nationals who enter Indonesia under the Travel Corridor Arrangement scheme, according to the principle of reciprocity;
2. Foreign nationals who intend to travel domestically in order to go outside the territory of Indonesia, as long as they do not leave the airport area during the transit process, provided that they (i) have been authorized by the Port Health Office and (ii) show a flight ticket schedule for direct transit from the city of departure to the international airport in Indonesia;
3. Under 18 years of age;
4. Foreign nationals who have completed the quarantine or COVID-19 treatment and have been declared clear from COVID-19, but are unable to receive second dose vaccination for COVID-19, with the requirement to bring a COVID-19 recovery certificate issued by a government hospital or ministry of health in the country/region of origin of departure; or
5. Foreign nationals with special health conditions or comorbid diseases that prevent the foreign travelers from receiving the COVID-19 vaccination, as evidenced by a doctor’s certificate from the government hospital of the country/region of origin of departure.

It is recommended that the delegates and participants download the PeduliLindungi App on their phones for Non-Indonesian vaccination verification.                               

COVID-19 Protocol at the Meeting venue

Participants are REQUIRED to show a proof of PCR test from two days (at the max) before the meeting day, or they have to take a rapid test at the meeting venue (Ritz Carlton). A rapid test booth, located at the ground floor of the meeting venue will be opened on 25 October 2022 from 09.00 to 17.00hrs. Participants are advised to use this opportunity as best as they could. Participants whose flight arrives very late in the evening can follow the rapid test procedure in the morning before the meeting from 07.30 to 10.00hrs on 26 October 2022. Participants are still required to check body temperature, sanitize their hands, and scan QR code of the PeduliLindungi App at the entrance of the hotel. If the scan indicates a suspect case, please notify the immediate health authority at the hotel.

The ATK test will take around 15-20 minutes. Certificate will be issued to delegates after the test results.

For delegates tested negative: You will be able to enter the meeting venue on 26 October 2022.

For delegates tested positive: You will not be able to enter the meeting venue physically and will be requested to remain in your accommodation in Jakarta.

6. Visa and entry requirements

Visa requirements

Participants are REQUIRED to obtain an appropriate entry visa from the Embassy of the Republic of Indonesia or the Consulate-General of the Republic of Indonesia before entering Indonesia, EXCEPT for those nationals for whom visas are exempted.

As per Circular Note of Directorate General of Immigration No. IMI-0650.GR.01.01 of 2022 and  Circular Note No. SE/00111/PK/07/2022/64, the update on visa types are as follows:

• Countries, administrative regional governments, and certain entities that are subject to Visit Visa Exemption for Tourism Purpose include: Brunei Darussalam, Philippines, Cambodia, Lao People’s Democratic Republic, Malaysia, Myanmar, Singapore, Thailand, and Viet Nam.
• Countries, administrative regional governments, and certain entities that are subject to Visa on Arrival for Tourism Purpose include: List of countries

Visit Visa Exemption or Visa on Arrival for Tourism Purpose can be issued accordingly with the following requirements:

1. Passport (diplomatic/official/ordinary) that is valid for a minimum of 6 months,
2. A return ticket or passing ticket to continue the trip to another country, and
3. Proof of payment for Visa on Arrival revenue of 500,000 IDR (if applying for a Visa on Arrival for Tourism Purpose).

The entry stamp, which shall be received by a foreigner when entering Indonesia using Visit Visa Exemption or Visa on Arrival for Tourism Purpose, shall serve as a Visit Stay Permit that is valid for:

1. Visit Visa Exemption: maximum 30 days and cannot be extended.
2. Visa on Arrival: maximum of 30 days and can be extended once for another 30 days at the Immigration Office in the area where the foreign national lives.

Visit Visa Exemption or Visa on Arrival for Tourism can also be granted for foreign nationals on official visit or government duties to attend international events, for which shall be applied additional requirement: to enclose an invitation letter issued by the Indonesian government to attend the international conferences/trials/
meetings. This applies to holders of diplomatic passports, official/service passports, or ordinary/regular passports.

Entry requirements

1. Comply with the provisions of the health protocol set by the government;
2. International travelers must download PeduliLindungi app before departure;
3. COVID-19 vaccination certificate (physical or digital) for those not exempted.

NOTE: The information provided above is accurate as of July 2022.

7. Travel advisory

Travel arrangement

Participants should arrange their flights to/from Jakarta to attend the Meeting in person. Participants are advised to check out up-to-date information about flight availability and schedules from reliable sources and secure their round-trip flight bookings well in advance.

Accommodation arrangement

Participants are advised to book their accommodations in Jakarta well in advance. Any cancellations, postponements or other changes should be communicated to the hotel directly.

Before departure from Jakarta, participants should settle directly with the respective hotels all accounts, including room charges and other expenses, such as for local and long-distance telephone calls, Internet usage, business center usage, laundry, room and hotel transportation services, mini-bar items, as well as restaurant and bar services. Participants are also responsible for any charges incurred with respect to rooms remaining vacant owing to late arrival or rescheduled departure for which inadequate prior notice is given according to the respective hotels’ policies.

The selection of hotels at a walking distance from the meeting venue is encouraged to reduce participants’ local travel emissions and their exposure to traffic. The recommended hotels are listed below.

NOTE: ESCAP cannot vouch for accuracy of the information or rates contained in the document. The special discount rates provided are effective until 6 October 2022 and subject to change without notice. Please confirm room availability and room rates directly with the hotels.

Transportation from/to airport

Participants should make their own transportation arrangements from and to the airport(s) in Jakarta. Many metered taxis are available at the exit gate of the airport. Passengers should take a queue number for ordering taxis. Payment could be made before or after the ride with local currencies.

Transportation to/from the Meeting venue

The Host Government will provide transportation from/to the JS Luwansa and Gran Melia Hotels to the meeting venue on 26 October 2022 for participants staying at the JS Luwansa and Gran Melia Hotel as per schedules below.  Participants who stay in other hotels should make their own transport arrangements to and from the meeting venue. Metered taxis are readily available in the city and you may also book your transportation via applications such as Grab, Gojek, Bolt etc.

Foreign currency declaration  

Any person who brings or takes an aggregate amount of foreign currency exceeding USD 6,700/IDR 100,000,000 or foreign banknotes exceeding USD 67,000/IDR 1,000,000,000 or its equivalent into or out of the Republic of Indonesia shall declare such amount of foreign currency to a Customs Official. Failure to make such a declaration or making any false declaration to a Customs Official constitutes a criminal offence.

Currency exchange facilities are available at the airport. Such services will not be available at the meeting venue.

Weather

The average minimum temperature in Jakarta in October is 23.0°C (73.4°F). The average maximum daytime temperature lies around 31.0°C (87.8°F). This makes October the hottest month of the year. The amount of rain in October is high. The meeting venue is air-conditioned. 

Electric plug and socket

The electric power in Indonesia is 230V running at 50Hz. Most power plugs and sockets in Indonesia are Type C and Type F.

 Delegates are strongly encouraged to carry their own adapters for use with laptops and other electrical appliances as the organizers will not be able to provide these devices.  In case of need, adapters can be purchased from shops in the city dealing in electronic and electrical items.

8. Safety and security

For security and safety reasons, participants are reminded NOT to leave their personal belongings unattended. Belongings left unattended within the meeting venue may be removed.

All occupants of the meeting venue MUST comply at all times with all lawful directions given the Republic of Indonesia. Failure to do so may lead to the participant’s removal from the premise and may be subject to penalties according to local laws.

Emergency numbers in Jakarta, Indonesia

Indonesia Emergency Numbers:
 

Police/General Emergencies: 110 or 112 (From Satellite and Mobile Phones)

Ambulance and Medical Emergencies: 118 or 119

Firefighter: 113

Search and Rescue (BASARNAS): 115

Natural Disaster Assistance: 129

Local police: (+62) 21 574 1726

Ambulance will be available at the meeting venue.

Ritz Carlton Hotel security

Director of Lost Prevention / Security Team Leader

Mr. Munib: (+62) 811 1930 1053

Zero tolerance towards harassment

The United Nations has a zero-tolerance policy for any form of harassment, including sexual harassment, and will deal with such complaints promptly. Please refer to the United Nations Code of Conduct and report any incident to the organizers or the local police.

Security protocols for UN personnel

In line with security procedures for UN staff, travel notification through the Travel Request Information Process (TRIP) is required prior to any official travel. Upon notification of travel on TRIP, UN staff members will automatically receive an updated security advice for UN visitors to Indonesia. Please visit https://dss.un.org to apply for this travel notification.

In addition, the UN Department of Safety and Security requires all UN personnel, including interns and consultants, to complete the mandatory BSAFE Security Awareness Training. Relevant security certifications are required to be completed, prior to having commenced any official travel.

9. Facilities and services at the Meeting Venue

Conference rooms

The Plenary will be held in Ballroom 2, located on the 2nd floor. The Side event will be held in Ballroom 1, located on the 2nd floor.

Catering services

Coffee breaks and lunch will be provided by the Host Government at the meeting venue during the meeting. Farewell dinner will also be held by the Host Government for all participants at the venue after the meeting concluded.

Internet services

Free wireless internet access is available in all conference and meeting rooms and public areas of the Meeting venue.

Prayer and meditation rooms

Prayer rooms are located on the Ground Floor.

Postal and banking facilities

Postal is available as below:

Pos Indonesia in South Jakarta

Address: Dea Tower, Jl. Mega Kuningan Barat No.5, RT.5/RW.2, Kuningan, Kuningan Tim., Kecamatan Setiabudi, Kota Jakarta Selatan, Daerah Khusus Ibukota Jakarta 12950

Banking service are available as follow:

Panin Bank - Plaza Mutiara

Address: Plaza Mutiara Lt. Dasar, Jl. Lingkar Mega Kuningan Kav. E 1.2 No. 1 & 2, RT.5/RW.2, Kuningan, Kuningan Tim., Kecamatan Setiabudi, Kota Jakarta Selatan, Daerah Khusus Ibukota Jakarta 12950, Phone: +(62-21) 5761597

 PT. Bank NISP Tbk

Address: Jl. Mega Kuningan Lot 5.1 Kuningan Timur Setiabudi Jakarta Selatan DKI Jakarta, RT.5/RW.2, Kuningan, Kuningan Tim., Kecamatan Setiabudi, Kota Jakarta Selatan, Daerah Khusus Ibukota Jakarta 12930, Phone: +(62-21) 5761624

 Bank Central Asia - KCP Mega Kuningan

Address: Gedung Oakwood Premier Cozmo, Jl. Blok E 4.2, Lingkar Mega Kuningan No.1, RT.5/RW.2, Kuningan, Kuningan Tim., Kecamatan Setiabudi, Kota Jakarta Selatan, Daerah Khusus Ibukota Jakarta 12950, Phone: +(62-21) 500 888