Conference Services, Access and Seating Arrangements
To facilitate the orderly conduct of the A43 Extraordinary Session (A43EX), the Secretariat has established seating, access and admission procedures for the Assad Kotaite Conference Centre and meetings held in the Assembly Hall. Delegations are requested to familiarize themselves with the information below.
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 A43EX delegates to their office in the ICAO Secretariat building.
All delegates must wear their valid A43EX identification badge at all times while on ICAO premises. Access to conference facilities may be restricted where room capacities have been reached or for operational and security reasons.
Resident Delegates holding a valid ICAO building badge may access conference areas in accordance with established ICAO security procedures. Additional access requirements apply for attendance in the Assembly Hall during A43EX.
Access to the Assembly Hall
Access to the Assembly Hall is reserved for duly accredited and registered delegates participating in A43EX, with a Priority Pass*.
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, A43-WP/3, is published here and will be displayed on digital screens throughout the Conference Centre.
Seating Arrangements
Seating in the Assembly Hall will be allocated by the Secretariat in accordance with established ICAO practice.
Each Contracting State delegation will be assigned a designated seating allocation, with the corresponding number of Priority Passes. Seating assignments will be communicated separately and displayed in the conference facilities as appropriate.
Delegates are requested to occupy only those seats allocated to their delegation. The Secretariat reserves the right to make seating adjustments where operational requirements so dictate.
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, reduce wait times and support capacity management for delegates attending A43EX meetings held in the Assembly Hall.
This initiative aims to enhance the overall delegate experience by providing controlled access to designated areas and allocated seats. Priority Passes are assigned to delegations and not to individual delegates. They are intended solely for access to seats allocated by the Secretariat and do not create any entitlement to additional seating.
Eligibility Criteria
Priority Passes are available to fully accredited delegations that:
- Are officially registered for the A43EX session;
- Have completed the required accreditation process; and
- Have received confirmation from the Secretariat.
Distribution Process
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 may be collected at the Credential/Registration Centre by the Chief Delegate or an authorized delegation focal point upon presentation of valid identification, registration confirmation and signature of the receipt form, as part of the Delegation Registration Package.
Delegates occupying assigned seats in the Assembly Hall must visibly display their Priority Pass while seated.
Replacement Policy
Priority Passes are issued only once. Lost, misplaced, damaged or forgotten Priority Passes will not be replaced. Delegates are therefore requested to keep their Priority Passes secure and treat them as important conference documents.
Frequently Asked Questions
What is the purpose of the Priority Pass?
The Priority Pass is intended to facilitate orderly access to the Assembly Hall, manage room capacity and help avoid overcrowding. One Priority Pass has been issued for each allocated seat, whether at the table or directly behind it. Delegates are required to display their Priority Pass while occupying their assigned seat.
Who is eligible for a Priority Pass?
All registered delegations that have completed the accreditation process and received confirmation from the Secretariat are eligible.
How many Priority Passes may a delegation obtain?
Each delegation will receive one Priority Pass for each seat allocated to that delegation. No additional Priority Passes will be issued.
Does a Priority Pass guarantee an additional seat?
No. A Priority Pass only provides access to a seat already allocated to the delegation by the Secretariat. It does not create any entitlement to additional seating.
Is the Priority Pass nominative?
No. Priority Passes are issued to delegations rather than individual delegates. They are not personal and may be transferred within the same delegation.
May a delegation rotate the use of a Priority Pass between delegates?
Yes. Since Priority Passes are issued to delegations and not to named individuals, they may be used by different members of the same delegation. However, only one person may use a given Priority Pass at any one time.
How can I obtain a Priority Pass?
Priority Passes are distributed to delegations by the Secretariat. Delegates should obtain a Priority Pass through their delegation.
What should I do if I lose my Priority Pass?
Lost Priority Passes will not be replaced. Delegates are strongly encouraged to safeguard their passes throughout the event.
Can I transfer my Priority Pass to another person?
Yes, provided the recipient is a member of the same delegation. Priority Passes may not be transferred to another delegation.
What access does the Priority Pass grant?
The Priority Pass is valid only for the Assembly Hall. It has no validity for other conference rooms that do not require Priority Passes.
Can I enter the Assembly Hall without a Priority Pass?
A43EX delegates must hold both a valid A43EX conference badge and a Priority Pass to access designated seating in the Assembly Hall. Resident Delegates holding a valid ICAO building badge may enter the Assembly Hall but must possess a Priority Pass to occupy an allocated seat.
What if all Priority Passes assigned to my delegation are already in use?
Delegates who do not have access to an available Priority Pass may follow proceedings through alternative viewing arrangements made available by the Secretariat, subject to capacity and operational requirements.