Guidelines for Submission of Written, Oral and Video Statements

Written Statements

Written statements to be presented under Agenda Item 8 should be a maximum of four pages, and should be submitted via e-mail to the Assembly and Council Secretariat (assembly42-wp [at] icao.int) Written statements received by 29 July 2025 will be translated; any written statements received after this deadline will be published on the 42nd Assembly website in the language of receipt.

Given time constraints during the Assembly, Member States are strongly encouraged to submit a written statement in lieu of delivering an oral statement during the Session.

Oral Statements

Requests for oral statements to be delivered on behalf of a Member State during the Plenary should be made directly with the Assembly and Council Secretariat (acsinbox [at] icao.int (acsinbox[at]icao[dot]int)), who is responsible for coordinating the list of speakers for the Assembly. Member States should notify ACS of their intention to deliver an oral statement by 13 September 2025, i.e. at least ten calendar days in advance of the opening Plenary session on Tuesday, 23 September 2025.

Oral statements should focus on agenda items or topics related to the main subjects of discussion within the Organization and should be no longer than five minutes. In addition, copies of the prepared oral statement to be delivered should be submitted in advance to ACS, in order to facilitate interpretation. Such copies of oral statements will not be published.

Should a Member State wish that their oral statement be published, please refer to the instructions for “Written Statements”, in paragraph 3.1.1, above.

Pre-recorded video statements

Pre-recorded video statements for A42 are permissible and will be made available from the ICAO TV website. Video Statements will be posted only in the language submitted to ICAO (no interpretation available). For the successful and optimal display of the video on ICAO TV, the file specifications presented below are strongly recommended. Any queries relating to the submission of pre-recorded video statements may be directed to the Assembly and Council Secretariat ( acsinbox [at] icao.int (acsinbox[at]icao[dot]int)  ). 

Video File Specification for A42 Statements

• Recommended file size: 1080p (Full HD - 1920 × 1080)
• Minimum file size: 720p (HD - 1280 × 720)
• Aspect ratio: 16:9 (4:3 is acceptable but not advised, 9x16 “vertical video” cannot be accepted)
• Audio: Stereo output (Mono recording is acceptable but not advised)
• Video container: mp4
• Video codec: H.264 codec
• Audio codec: AAC
• Audio bitrate: 128 Kbps or greater
• Metadata: please provide the following plain text information (formatting such as underline, bold, and italics are not possible)
• Video title: maximum of 80 characters including spaces
• Subtitle: maximum of 100 characters including spaces
• Description: 1 paragraph
• Video participants: Speaker name(s) and State/organization name
• Filename: [Speaker Name]-[State/organization Name].[file extension] (e.g., JohnDoe-Canada.mp4)
• Recommended best practices:
  • Test the video and audio settings before the recording
  • A separate microphone recording is advised for the best audio quality
  • Set up good lighting on the speaker