General Information

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​General Information


Conference arrangements


The Conference will commence promptly at 0930 hours on Monday, 16 November 2009. It shall meet as one body and be conducted in Arabic, Chinese, English, French, Russian, and Spanish languages. In addition, the host State will provide Portuguese interpretation.




Documentation that your Government/Organization may wish to submit for discussion at the meeting should be forwarded electronically, in Microsoft Word format, to ICAO Headquarters, Montréal (, with a copy to as soon as practicable and no later than six weeks prior to the opening of the meeting (i.e. 2 October 2009). This will ensure timely translation and electronic distribution for full consideration by participants prior to the meeting. It is important to note that the deadline for submission of documentation will be strictly enforced and no documentation will be accepted after this deadline.


Working papers should be brief, action oriented and focussed and limited to four pages of new text, including any appendices. As a matter of policy, working papers of more than four pages are no longer translated by the Organization and all information papers will be produced in their original language only, unless translated versions are provided by the originators of such papers. Longer papers will have to be presented as information papers in their original language(s) only. If the subject of such longer papers is considered essential to the meeting’s work, a summary of not more than four pages should be produced for translation.


Documentation received from international organizations will be distributed only in the language or languages in which they are submitted. You are further encouraged, as far as possible, to submit documentation in more than one language of the meeting (Arabic, Chinese, English, French, Russian, and Spanish).


The documentation for the meeting will be placed on this website (under "Documentation" tab) on an ongoing basis. This meeting will be conducted on paper-free basis as much as possible and no documentation posted electronically prior to the meeting will be distributed in hard copy.


Click here to access Microsoft Word Templates to prepare papers for this Conference.




Credentials are required for the meeting. Such credentials should be signed on behalf of the State or international organization concerned, by a person duly authorized to do so, giving the name and position of each member of the delegation and indicating the capacity in which he or she is to serve at the meeting (Contracting States: Delegate, Alternate, Adviser; and international organizations: Observer). The credentials may be sent in advance to the Secretary General or be deposited, when registering on site, with the Secretary of the meeting through the designated Credentials Coordinator.


Meeting Venue


The Conference on Aviation and Alternative Fuels will be held at the Sheraton Rio Hotel Resort, Av. Niemeyer 121, Leblon, Rio de Janeiro 22450-220, Brazil (tel.: 55-21-2274-1122; website:


Visa Information

Entry visas to Brazil are required for some nationalities (based on diplomatic reciprocity of visa requirements). It is recommended that participants contact the nearest Brazilian Consulate or Embassy in order to enquire about their specific situations.




For additional information, please contact:

Environment Branch
Air Transport Bureau
International Civil Aviation Organization
Phone: +1 514-954-8219, extension 6321


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