RESTRICTEDWORLD TRADE
ORGANIZATIONWT/MIN(03)/INF/8
30 July 2003
(03-4055)
MINISTERIAL CONFERENCE
Fifth SessionCancún, 10 – 14 September 2003
WTO MINISTERIAL CONFERENCE
SECOND INFORMATION MEETIN G HELD ON 17 JULY 2003
Logistics for Cancún
I. INTRODUCTION1. A second Information Meeting for delegates on the logistics for the WTO 5
th Ministerial
Conference was held on 17 July 2003 at the Centre William Rappard.   Mr. Jacques E. Chabert,
Chairman of the WTO Task Force for logistical arrangements opened the meeting and welcomed the
representatives from the Mexican Organizing Committee (MOC) and the Permanent Mission of
Mexico in Geneva, as well as the participants.
2. Ambassador Eduardo Pérez Motta, from the Permanent Mission of Mexico in Geneva
introduced Ms. Mónica Ruiz, General Coordinator of the MOC.  Ms. Ruiz introduced her colleagues:
Admiral José Luis Figueroa, Security
Ambassador Gonzalo Aguirre, Protocol and DignitariesMr. Marco Victoria, IT and Telecommunications
Mr. Gonzalo Gómez, Operations
Ms. Maria del Carmen Palafox, Accommodation and Services
Ms. Ma. Teresa Derbez, Social and Cultural Matters
Mr. Allan Nahum, Press and MediaMr. Salvador Musalem, Press and Media
Ms. Nancy Vivar, Assistant to the General Coordination
3. The MOC’s presentation covered details on accreditation procedures, accommodation, visas,
security, transport, telecommunications, etc. The MOC had provided information files in English,
French and Spanish, which were distributed by the WTO to delegations a few days prior to the
meeting.  These files contain all relative information on these subjects. A printed version of the
information to be presented during the Information Meeting (handouts in English, French and
Spanish) were also available to participants at the entrance to the meeting room.
4. Delegations that had not yet completed their formalities with regard to accreditation, hotel
reservations, visa requirements, etc. were recommended to do so without delay.
5. The MOC reminded delegates that the Delegation Coordinator should preferably be a person not
actively participating in the meetings in Cancún, but rather someone who could be available to take
care of the logistics of their delegation.  If the Delegation Coordinator changes, the name of the newperson should be indicated to the Conference Office of the WTO.  This should be done by using the
form in document WT/MIN(03)/INF/4 and ensuring that it is stamped and signed by the responsible
authority.WT/MIN(03)/INF/8
Page 2
6. Delegates were informed by Ambassador Pérez Motta that the dress code during the Conference
would be smart casual wear.
II.      CANCÚN CONVENTION CENTRE
7. The 5th WTO Ministerial Conference will be held at the Convention Centre which is located on
Boulevard Kukulcán Km 9,  Cancún.  It will house the Conference Rooms, office space for the WTO,
service centres and the international press centre.  The NGO centre will be at the Hotel Sierra, briefing
sessions for the NGOs will be held at the Hotel Fiesta Americana Coral Beach at the Coral Gallery
Ballroom.  The LDCs will have their own lounge and meeting room on the second floor.  The
Convention Centre will have numerous facilities in cluding foreign exchange, travel agency, medical
centre, telecommunication services, car rental, restaurants, etc.  On the 1st floor there will be PC
facilities for delegates, printing, internet and dial-up connection facilities. The cybercafe on theground floor will be only for e-mail consultation.  The Press PC area will be on ground floor and will
have connections for portable equipment (internet), fixed equipment with internet and printing
facilities and fax will be available.
8. In addition, information on the different services and suppliers that can be rented or hired was
presented by the MOC.  This information is also available at the website: www.omcmexico.org.mx
under the Services link.
9. Any delegation requiring an interpretation booth for interpretation into a language other than the
three official languages of the WTO should contact the Conference Office at the WTO.  It should benoted that this facility would only be available for the Opening and Closing ceremonies as well as the
Plenary.
III. ACCREDITATION
10. Several delegations requested an extension of the date for completion of their on-line
accreditation process.  Consequently, it has been decided to extend the date until 15 August
11. The Delegation Coordinator should ensure that the participants of their delegation are registered
by that date.  They should also communicate, in writing, to the Conference Office of the WTO, the
consolidated list of participants.  Delegates who are to be included in the official List of
Representatives should be listed in hierarchical order.  Participants not to be included in this
document should be listed, but not ranked (spouses, drivers, security staff, etc.).  Based on this
information, the WTO Secretariat will validate the names of participants registered on-line and this
will permit the MOC to issue the necessary badges.  Delegates are reminded that on-line registrations
that do not include a photograph and passport number will not be validated.  If a registration is not
validated, the MOC will be unable to deliver the necessary badges, therefore, the consolidated listshould be submitted as soon as possible.
12. After submission of the consolidated list, delegations may make modifications to this list, but the
amended consolidated list (in hierarchical order) should be sent to the Conference Office.
13. In Cancún the Delegation Coordinator will be responsible for receiving all badges and briefing
kits. They should also be prepared to accompany to the Accreditation Centre delegates who do not
have photographs, or those arriving at the last minute who have not been registered on-line (see
para.5).
14. The Accreditation Centre will be located in the Hotel Fiesta Americana Condesa Cancún. It will
be open from 2 to 14 September 2003 from 08h.00 to 19h.00.  On the spot registration will be
possible but, for security reasons, only Delegation Coordinators and delegates accompanied by their
Coordinator may enter the Accreditation Centre for this purpose.  Some delegates requested that the
opening times of the Accreditation Centre be extended beyond 7 p.m. in view of the late arrival of
some delegations.WT/MIN(03)/INF/8
Page 3
15. One delegation was concerned about badges for suppliers that they may contract to provide
services to their delegation (e.g. car hire, supplies, etc.).  The MOC indicated that all the major and
well established vendors had been made aware of the procedure to follow.
16. Any questions concerning accreditation can be sent to e-mail address:
registration@omcmexico.org.mx .
V.     ACCOMMODATION
17. The MOC has blocked off rooms in hotels from 9 to 15 September 2003.  Some 21 hotels still
have rooms available for the period of the Conference, therefore, delegations who have not yet
secured their accommodation should do so without delay. Reservations should be done through theestablished procedure by contacting the hotels directly with the “authorization code” that Delegation
Coordinators have already received.
18. If delegations wish to benefit from the special rates that have been negotiated at certain  hotels
they should do so before the extended deadline of 31 July.  After that date the hotels are free tounblock the rooms that have been reserved for the conference.  If delegations need special
arrangements such as suites, meeting rooms, or other facilities in the hotels, they are requested also to
negotiate directly with the hotel concerned.
19. Some delegations were surprised that some hotels had requested full payment prior to their arrival
at the hotels.  The MOC informed them that each hotel had their own practice of handling reservations
and if the delegation had entered into a contract with a specific hotel, they would have to adhere to the
practice of that hotel, or to agree with them on the terms of the contracts that have been signed for
their reservations.  Nevertheless, the MOC have requested that hotels show a certain degree of
flexibility.
20. Some delegations had difficulty in providing an advance payment for their rooms and asked if a
guarantee letter from their government could be accepted.  Some hotels may accept this kind of
arrangement but delegations were advised by the MOC to contact the hotel directly with their request.
21. It is important that delegations confirm the number of rooms required to their hotel even if they
are not yet in a position to submit the names of their delegation.
22. Any problems or enquiries regarding accommodation should be addressed to the MOC at the
following e-mail address: hospedaje@omcmexico.org.mx
VI. VISAS
23. All participants will need a valid passport and, where applicable, a visa for entry into Mexico.
They should contact their nearest Mexican diplomatic or consular representations which are already
instructed to facilitate the process.  Some delegations expressed their concern that it would be difficult
to get visas as no representation was nearby. A list of countries requiring visas to enter Mexico can befound on the website www.omcmexico.org.mx  under the “Visas and Diplomatic and Consular
Representation” section.  For Geneva-based delegati ons, a Visa Section will operate from 4 August at
the Permanent Representation of Mexico to International Organizations in Geneva.1
24. Some delegations enquired whether the MOC could arrange issuance of visas on arrival in
Mexico, especially for those countries that did not have a Mexican Embassy/Consulate in their
country.  The MOC will consult the Ministry of Foreign Affairs and Immigration Department in this
                                                     
1 It should be noted that, depending on nationality, some delegates may require a US transit visa if they
travel via the US.WT/MIN(03)/INF/8
Page 4
respect but delegates should take note that many airlines usually request proof of visa before
embarking.
25. Any problems or enquiries about visas should be addressed to the following e-mail address:
gaguirre@omcmexico.org.mx
VII. TRANSPORT
26. Arrival and departure facilities are being organised at the Cancún International Airport.  Special
arrangements are being made to meet the Heads of Delegations. The Heads of Delegations of Member
countries of the WTO will be provided with a vehicle (for official use only) between 8 and 15
September.  This car is for the use of the Head of Delegation only and non-transferable. The driver of
the vehicle will be an official of the MOC’s Security Coordination Office.
27. In response to requests from delegations, the MOC would look into the possibility of providing a
vehicle for Heads of Delegations of WTO Observer countries.
28. The Head of Delegation may be met by three officials from his/her delegation at the Cancún
International Airport.   Details of these persons should be communicated to the MOC as soon as
possible together with a photograph of each person unless they have already submitted a photograph
for their accreditation. They will receive a “special pass” to be issued at the airport before the arrival
of the Head of Delegation.  This pass will enable them to access restricted areas in the airport.
29. Delegation Coordinators were urged to submit arrival and departure details of their delegations as
soon as possible but before 15 August to enable the MOC to make the necessary arrangements.  It
was, however, noted that some delegations may not be  able to inform the MOC of their flight details
until a short time before the Conference and requested some flexibility on the deadline.
30. Ground transport will be provided free of charge during the Conference for accredited delegates,
press and NGO representatives. These shuttle buses will cover the airport/hotel zones/Convention
Centre and the NGO Centre.  They will operate 24 hours from 7 to 15 September 2003
VII. SECURITY
31. The MOC’s Coordination of Security will be responsible for all matters relating to security during
the Conference.  Security measures will be taken in the headquarters hotels and official hotels, the
Cancún Convention Centre, Press Centre, NGOs Centre as well as at the airport and on the roads.
Participants will be required to wear their badges at all times to facilitate security checks.
32. Delegates’ badges enable access to all areas of the Convention Centre.  Accredited representatives
from the NGOs and the Press have restricted access to some areas of the Convention Centre.
33. Weapons are permitted under certain conditions but automatic pistols are not allowed.  All arms
should be declared on the appropriate form (the Mexican Embassies can be consulted in this respect).
34. Special requests on security for Heads of Delegations should be addressed to the MOC’s
Coordination of Security.
VIII.    TELECOMMUNICATIONS
35. The mains voltage in Mexico is 110 V/60 Hz and the dail-up connector used in Mexico is RJ11.
Various telecommunication services will be available during the Ministerial Conference.  Information
on rates for making phone calls is available on the MOC’website for delegates’ reference.  TDMA
and GSM (1900 mhz bands) mobile phones will function in Mexico. Telephone equipment will also
be available for rental in Cancún and pre-paid phone cards may be purchased.  Delegations wishing tohave special telecommunication services may do so through a rental agreement with suppliers.WT/MIN(03)/INF/8
Page 5
Importation of radio equipment must be declared and authorization of the use of radio frequencies
must be requested by the official diplomatic channels through the Mexican Ministry of Foreign
Affairs.
36. The mobile phone service use TDMA and GSM.  Users of GSM and international roaming
services in Mexico should be aware that there mu st be an international roaming agreement between
Telcel (which operates on a 1900 Mhz band) and the home operator.  A list of international roaming
agreements between Telcel can be found on the MOC’s webpage. It should be noted that only triband
phones or phones having 1900 Mhz band will work.  SIM cards will be able to be purchased for those
who require them. Triband phones will also be available for rental.
IX.    LIAISON OFFICERS
The Liaison Officers will be provided by the MOC to each delegation and will speak Spanish and
English or French.  These Officers will help with logistical matters relating to meetings, transport,
agendas, engagement books, etc.  These officers will be appointed by the MOC and assigned to
delegations. Once the WTO has been provided with the list of officers (mid August), each delegation
will be informed in writing of their officer.
X. SPECIAL EVENTS
37. A programme for accompanying persons of Heads of Delegations will be organized which will
include cultural events, visit to archaeological sites, musical works and sampling the region’s food, aswell as visits to handicraft fairs and shopping.  The MOC recommends that the Delegation
Coordinators communicate, as soon as possible, the name of accompanying persons (if any) in their
delegation so that they can be included in this special programme.
XI. GENERAL INFORMATION
38. The temperature in Cancún at the time of the conference will be from 27°C to 35°C.  Local time
in Cancún at the time of the Conference will be –5 GMT.  It is the rainy season. The Mexican
currency is the Peso ($ or MXP).  All the usual facilities are available in Cancún such as banks,
telephone booths operating with prepaid phone cards, post offices, currency exchange services, car
rental, automatic cash dispensers are available round the clock.  There are also excellent hospital
facilities including private and public hospitals if needed.
39. There will be a 24 hours taxi service. These can be ordered from the lobby of any of the hotels.
40. Delegates were asked to take note that 16 September is an official holiday in Cancún and certain
services will not operate such as banks and government offices, however, since Cancún is a touristdestination most other services will operate on a normal basis.
XII. SPECIAL PRESENTATION FOR NON-RESIDENT WTO MEMBERS AND
OBSERVER COUNTRIES
41. An Information Meeting on the logistics for the Ministerial Conference was also held for non-
resident WTO Member and Observer countries who were attending the 6
th WTO Geneva Week on
Friday, 18 July 2003.
42. On behalf of Mr. Jacques E. Chabert, Mr. Felipe Vargas opened the meeting and provided
delegates with general information on logistical aspects of the Conference.  Mr. Gonzalo Gómez,
representing the Mexican Organising Committee, led the general presentation on the same material
presented to delegations the previous day. Delegations were provided with documentation  on
logistical aspects of the Conference.WT/MIN(03)/INF/8
Page 6
43. Delegates were also informed that a special fund  had been established by the WTO to cover the
travel expenses, and that the MOC would take  care of accommodation and daily subsistence
allowance for three delegates from each least developed countries.  They were also informed that
special facilities (meeting room and lounge) would be  put at their disposal at the Cancún Convention
Centre.
44. Like the previous day, questions and queries were also addressed by Delegations with the MOC.
XIII. BILATERAL MEETINGS
45. A one-day round of bilateral meetings was organized to enable delegates wishing to address
specific issues to the MOC in private. Twenty-three countries took advantage of these meetings.
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