Conference Services and Seating Arrangements

Access, Priority Passes and Seating Arrangements

Access to the Assad Kotaite Conference Centre will be restricted to fully accredited delegates, and Resident delegates. The ICAO Secretariat building is restricted to Resident delegations, but Resident delegates with a valid ICAO building badge will be able to escort A42 delegates to their office in the ICAO Secretariat building. 

The Seating plans will be displayed at the entrances of conference rooms. Meeting attendants will be available to guide Chief Delegates and their accompanying delegates to their allocated seats. The Schedule for Consideration of Items, A42-WP/3, is published here and will be displayed on digital screens throughout the Conference Centre.

Priority Passes* will be offered to Delegations (up to four passes for Member States, and up to two for Observers) to access meetings held in the Assembly Hall. Resident Delegates with a valid ICAO building badge can enter the Assembly Hall to accompany their Chief Delegate but will need a Priority Pass to take an assigned seat. Delegates with Priority Passes are required to display these passes while they are seated in their assigned seats in the Assembly Hall. Priority Passes will not be required for attending meetings in the Roberto Kobeh Hall (CR3). 

All open meetings will be broadcasted in all six languages through the ICAO public website. For Multilingual Webcasting availability of open meetings, refer to the ICAO Live broadcasting schedule.
On-site broadcast of the Plenary or Executive Committee will also be available in Conference Room 5 (CR 5 on the 3rd floor), but in English only. 

Meetings held in the Assembly Hall: Formal Opening Plenary, Executive Committee and Technical Commission 

Priority Passes are required. The capacity of the Assembly Hall is 400 seats with microphone at the table and 400 advisor seats behind. 

Seating arrangements for the Plenary, Executive Committee and Technical Commission meetings are based on the number of participating Member States, the size of their registered and accredited delegations (confirmed by 29 August 2025, as per the State Lette SA 42/1-24/108), Rule 15 of the Standing Rules of Procedure (Doc 7600/8) and the capacity of the Assembly Hall. Two to four seats will be allotted to Member States delegations (one or two at the table and one or two behind). Up to two seats will be allotted to Observer delegations (Rules 15 and 25 of the Standing Rules of Procedure, Doc 7600/8 refers) who have confirmed their attendance by 29 August 2025 (one at the table and/or one behind). Access to meetings in the Assembly Hall will be granted to Priority Pass holders only. 

Free seating will be available in the Galleries located on the fifth floor of the Conference Centre.

Meetings held in CR1 or CR2 (when the Assembly Hall is divided): Executive Committee, Technical and Legal Commissions 

Priority Passes will be required. The capacity of each room (CR1 or CR2) is 200 seats with microphone at the table and 200 advisor seats behind. 

Two seats (one at the table and one behind) will be allotted to each Member State delegation. Please note that there are not enough seats to accommodate all Observer delegations due to the limited capacity of the rooms. A maximum of one seat per Observer delegation may be allotted on a first-come, first-served basis. Free seating will be available in the Gallery located on the fifth floor of the Conference Centre. 

Meetings held in the Roberto Kobeh Chamber (CR 3): Technical, Legal, Economic and Administrative Commissions 

Priority Passes are not required. The capacity of CR3 is 200 seats at the table with microphones. There are 50 additional advisor seats. 

One seat at the table is allotted to each Member State delegation. Please note that as there are not enough seats to accommodate all Observer delegations due to the limited capacity of the rooms, seats will be reserved to Observer delegations with planned interventions, on a rotation basis. 

This arrangement is subject to change, and this page will be kept updated accordingly. 

Documentation and personal items left in Conference Rooms 

The distribution of printed material, invitations, brochures, gifts, or any other items in the Conference Centre is strictly prohibited. Conference rooms will need to be cleared after each use, and any papers or other materials left on tables will be discarded. Participants are requested to take their papers or other materials with them at the close of the meeting as discarding them causes a hindrance to efficient cleaning and maintenance operations. 

In addition, Delegates are also requested not to leave any suitcases or personal belongings in the Conference Rooms or with the attendants, for security reasons. ICAO will not be held responsible for any loss of such items. Unattended belongings will be reported to the Security desk in the main lobby.

*Priority Passes
In line with United Nations practice, the Priority Pass is designed to facilitate and expedite entry and reduce wait times for delegates attending the meetings of the A42 in the Assembly Hall (CR1 & 2). This initiative aims to enhance the overall experience by providing expedited access to designated areas and allocated seats. Priority Passes will be numbered and assigned to a Delegation and not to individual Delegates. 

Eligibility Criteria: The Priority Passes are available to all fully accredited Delegations who meet the following criteria:

1. Officially registered for the A42 session
2. Have completed the required accreditation process
3. Have received confirmation from the Secretariat

Distribution Process: The Priority Passes will be distributed as follows:
An envelope containing the allocated Priority Passes will be provided to each Delegation at the time of on-site Registration, together with the Electronic Mailbox credentials. 

Priority passes can be collected at the Credential/Registration centre by the Chief Delegate or a Delegation focal point, upon presentation of a valid ID and their registration confirmation, and after signing a receipt form.  

Replacement Policy: Please note that the Priority Pass is a one-time issuance. If the Priority Pass is lost, a replacement pass will not be reissued. Delegates are advised to keep their Priority Pass secure and treat it as an important document. 

FAQ:

What is the purpose of the Priority Pass?
The Priority Pass is designed to expedite entry and access to designated areas, ensuring a smoother experience for delegates and avoid overcrowding in the Assembly Hall . One Priority Pass per seat (at the table and or behind) has been issued. Delegates are required to display the Priority Pass while they are in the Assembly Hall.

Who is eligible for the Priority Pass?
All registered delegations who have completed the accreditation process and received confirmation from the Secretariat are eligible.

How many Priority Passes can a Delegation obtain?
Each Delegation will receive one Priority Pass per assigned seat. No additional Priority Pass will be issued.

Is the Priority Pass nominative?
The Priority Passes are not issued under a specific name, but only the Delegation. They are not personal. They are transferrable within the same Delegation.

How can I obtain a Priority Pass?
Delegates may obtain a Priority Pass from their Delegation.

What should I do if I lose my Priority Pass?
Unfortunately, the Priority Pass will not be reissued if lost. Please keep it secure and treat it as an important document.

Can I transfer my Priority Pass to someone else?
Yes, the Priority Pass is transferable within the same Delegation.

What access grants the Priority Pass?
The Priority Pass is valid for the Assembly Hall only. It is  necessary even when the Assembly Hall is divided into CR1 and CR2.

Can I enter the Assembly Hall without the Priority Pass?
A42 Delegates need to hold a Priority Pass together with their A42 badge to enter the Assembly Hall. Resident Delegates with a valid ICAO building badge can enter the Assembly Hall but will need a Priority Pass to take a seat