ASIA-PACIFIC ECONOMIC COOPERATION

THE SHANGHAI COOPERATION ORGANIZATION
RUSSIA 2014-2015
ADMINISTRATIVE CIRCULAR
INFORMATION AND GUIDELINES FOR
7th SCO TRANSPORT MINISTERS MEETING
Ufa, the Russian Federation,
May 14-15, 2015
TABLE OF CONTENTS
1. WELCOME AND INTRODUCTION
PAGE
3
2. MEETING DATES AND VENUE
3
3. AGENDA AND MEETING PROGRAMME
4
4. SCO PLANNING TEAM CONTACT INFORMATION
4
5. ACCREDITATION AND LIASON OFFICERS
4
5.1. Delegation Contact Person (DCP)
4
5.2. Liaison Officer (LO)
4
5.3. Format of the Meeting
5.4. Participants’ Online Registration
5
5.5. Late Online Registration
5
5
6. ACCESS TO MEETING
5
6.1. Access Procedures and ID Badges
6.2. Common Delegation Room
6.3. Bilateral Meeting Room
6.4. Prayer Rooms
7. ARRIVALS AND DEPARTURES INFORMATION
7
7.1. Visa
7
7.2. Baggage and Item Restrictions
7
7.3. Airport of Ufa
8
7.4. VIP Lounge for Heads of Delegations
8
8. TRANSPORTATION
8.1. Courtesy Transportation for Heads of Delegations
8
8.2. Shuttle Services
8.3. Individual Transportation
9
8.4. Special Transportation Requirements
9
9
9. GENERAL INFORMATION
9.1. Weather
9.2. Time
9
9.3. Tipping
9
9.4. Electricity
10
9.5. Smoking
10
9.6. Useful Telephone Numbers
10
9.7. Mobile Phones Information
10
9.8. Credit Cards, Currency and ATMs
9.9. Special Needs
10
11
2
1. WELCOME AND INTRODUCTION
The Russian Federation warmly welcomes the participants to the 7th SCO Transport Ministers
Meeting in Ufa, May 14-15, 2015. The Shanghai Cooperation Organization Planning Team is
committed to providing the meeting programme that will enable delegates to effectively carry
out their work while enjoying their visit to Ufa, Russia.
This Administrative Circular provides the meeting information as well as comprehensive
details about administrative procedures and meeting logistics. Requests for clarification or
other information can be addressed to the SCO Planning Team using the email addresses
provided in Section 4.
Amendments to this Circular (if any) will be issued and sent via email to each SCO delegation
through its Liaison Officer.
The SCO Planning Team wishes all the participants a most productive and memorable visit to
the Russian Federation during the upcoming 7th SCO Transport Ministers Meeting.
2. MEETING DATES AND VENUE
7th SCO Transport Ministers Meeting will take place in Ufa, the Russian Federation on May
14-15, 2015. The meeting venue will be:
Hilton Garden Inn Ufa Riverside Hotel
450076, Aksakova St., 4,
Ufa, the Russian Federation
3
Set on the bank of the Belaya River, in the historical city center of Ufa, the Hilton Garden Inn
Ufa Riverside hotel meets the highest global quality standards. It renders all the possible
services for rest or business activity.
3. AGENDA AND MEETING PROGRAMME
For detailed Meeting Programme please refer to Annex A.
4. SCO PLANNING TEAM CONTACT INFORMATION

Inquiries related to online registration and accreditation and all other questions may be
directed to:
[email protected]

Inquiries related to accommodations may be directed to:
[email protected]

Inquiries related to transportation and transfer facilities may be directed to:
[email protected]

Inquiries related to obtaining visas and customs control may be directed to:
[email protected]

Inquiries related to the content of the meeting:
Timur Mukhametyanov
Head of Division on International Organizations, Transport Policy and Regional
Cooperation International Cooperation Department, International Cooperation
Department
Ministry of Transport of the Russian Federation
Tel.: +7 (495) 626 13 83
E-mail: [email protected]

Hotline telephone number:
+7 (812) 634 06 07
5. ACCREDITATION AND LIAISON OFFICERS
5.1. Delegation Contact Person (DCP)
Each delegation should appoint a Delegation Contact Person responsible for online
registration of all members of the delegation prior to the meeting. In addition, the DCP should
be in constant contact with the SCO Planning Team to reply to the questions that may arise
relating to online registration of the delegation members.
4
In order to receive a username and password necessary to access the online registration
portal, delegations are required to forward the full name, position and contact information of
their DCP to the respective Liaison Officers (Annex B) no later than May 1, 2015.
5.2. Liaison Officer (LO)
Each delegation will be assigned a Liaison Officer (LO). Liaison Officers will serve as a
point of contact for Heads of Delegations during the meeting on issues related to logistics and
administration. Names and contact information of each delegation's Liaison Officer are
provided in Annex B.
5.3. Format of the Meeting
May 14, 2015
The format of the Senior Officials Meeting of the SCO Transport Ministries in Ufa will be
1+3 (Head of Delegation and three delegates) for SCO Member States.
May 15, 2015
The format of the 7th SCO Transport Ministers Meeting in Ufa will be 1+3 (Head of
Delegation and three delegates) for SCO Member States, CIS, ASEAN, ESCAP and IRU.
5.4. Participants’ Online Registration
Online registration for the 7th SCO Transport Ministers Meeting will be open till May 11,
2015.
All the participants must be registered online by the respective Delegation Contact Person
(DCP) via the online registration portal www.sectsco.ru. Please note that the Letter of
Notification with username and password will be emailed to the DCP as soon as assigned
Liaison Officer receives the DCP’s contact information.
All information on online registration will be protected and available only to a limited number
of SCO Planning Team members.
After online registration is completed, the Letter of Confirmation about the successful
registration of each participant will be sent electronically to the e-mail address, indicated in
personal account on the registration portal. The participants who have been registered by the
DCP but have not received the confirmation of their online registration by May 11, 2015
should notify the SCO Planning Team by sending an email to: [email protected]
5.5. Late Online Registration
After the online registration portal closes on May 11, 2015 non-registered participants should
contact the respective Liaison Officer otherwise they will not have access to the meeting
venue.
6. ACCESS TO MEETING
6.1. Access Procedures and ID Badges
Each participant must receive an ID badge at the SCO Accreditation desk located at the
Hilton Garden Inn Ufa Riverside meeting venue. All additional information about collecting
badges will be sent to the DCP prior to the meeting.
5
To obtain badges the participants must provide a photo ID, passport or a diplomatic identity
card.
Access to the meeting venue will be allowed only to the participants displaying their ID
badges. All delegates are requested to visibly wear their ID badges at all times.
6.2. Common Delegation Room
Common Delegation Room will be available in the Hilton Garden Inn Ufa Riverside hotel for
use by all meeting participants from 08:00 to 20:00 during the period of May 14-15, 2015.
The room will be equipped with computers, printers, photocopiers, telephones. Free Internet
access and special phone lines will be provided.
6.3. Bilateral Meeting Room
The Bilateral Meeting Room will be available in the Hilton Garden Inn Ufa Riverside hotel
from 08:00 to 20:00 daily during May 14-15, 2015 meeting period. The room will be
equipped with office supplies and drinking water.
6.4. Prayer Rooms
The delegations and guests can use male and female prayer rooms at the Hilton Garden Inn
Ufa Riverside hotel. Information about Prayer Rooms will be available at the SCO
Information desk on the meeting venue.
7. AIRPORT AND TRANSFER
7.1. Visa
Visa requirements to enter Russia can be found in Annex D.
In case of difficulties related to obtaining a visa, please communicate to [email protected]
7.2. Baggage and Item Restrictions
Airlines operating in the Russian Federation strictly enforce baggage size and weight
limitations. The participants are requested to familiarize themselves with their airline
weight and carry-on restrictions prior to travelling in order to avoid extra fees or any
complications. Inside the check-in area participants can use the baggage packing service.
In addition, for the sake of airline security some articles and substances must not be carried
aboard. The amount of liquid in hand luggage may also be restricted.
7.3. Airport of Ufa
In the capital of Bashkortostan there is an international airport “Ufa”. The participants are
encouraged to clarify information on the terminal of arrival to their airline company.
International airport “Ufa”: +7 (347) 229 52 95
Further information can be found on the airport’s website: http://www.airportufa.ru/
7.4. VIP Lounge for Heads of Delegations
Head of Delegation and one accompanying person will be provided with the services of VIP
lounge at the airport of Ufa upon arrival and departure. The respective Liaison Officer will
meet the Head of Delegation and the delegation member, arrived on the same flight, in the
VIP lounge with a name sign and accompany them to the designated hotel. Within the 7th
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SCO Transport Ministers Meeting the Liaison Officer cooperates with the driver to ensure the
best transport service. On the day of departure the Liaison Officer accompanies the Head of
Delegation to the airport.
8. TRANSPORTATION
8.1. Courtesy Transportation for Heads of Delegations
Heads of Delegations will be provided with chauffeured company cars for the whole period of
the 7th SCO Transport Ministers Meeting. The Liaison Officer cooperates with the driver on
the general logistics issues as well as coordinates the meeting time and place. Delegation
Contact Persons (DCP) are required to provide Liaison Officers with the relevant delegates’
itinerary.
8.2. Shuttle Services
All the participants of the 7th SCO Transport Ministers Meeting in Ufa are provided with
timely shuttle transportation service from the airports to the designated hotels and on the way
back in the period of May 13-16.
On May 14 there will be transfer to the places of cultural programme. The schedule will be
available at the SCO Information desk at the meeting venue.
8.3. Individual Transportation
You can always rent a car with a driver. Rental rates for different types of vehicles are
highlighted in the table below:
Type of a vehicle
Approximate cost
Minivan for up to 12 persons
from 1380 RUB per hour depending on the brand
Executive car
from 2800 RUB per hour depending on the brand
Business car
from 1380 RUB per hour depending on the brand
Excursion bus
From 2100 RUB per hour depending on the brand
In order for this service to be provided please call +7 981 696 4753.
8.4. Special Transportation Requirements
The meeting participants who require handicapped accessible transportation should notify
the SCO Planning Team prior to the meeting by sending a brief description of their needs to
[email protected]
9. GENERAL INFORMATION
9.1. Weather
Ufa climate is continental. The average day temperature in May is 20.1 ºC (68.18 ºF). The
night temperature is 6.7ºC (44.6 ºF).
Please check the Russian Meteorological Agency website (http://www.meteoinfo.ru) for the
latest weather forecast.
7
9.2. Time
Time zone of Ufa is UTC/GMT +5. All Russian cities Times Zones are specified relative to
Moscow time.
9.3. Tipping
Tips are on average 10% of the total amount but may depend on the quality of the provided
service. In restaurants it is common to leave 10% of the total amount. Tips of 50-100 Rubles
(1-2 USD) per bag are customarily given to baggage handlers at airports and hotel bellhops
who take luggage to a guest room. It is also customary to tip hotel room cleaning stuff 50-100
Rubles per day (1-2 USD).
9.4. Electricity
The supply voltage in Russia is 220 volts. On request, most hotels will provide transformers
to visitors with appliances of a different voltage, but the number of transformers available
may be limited. The power plugs used in Russia are of the two-pin and round-shaped type.
9.5. Smoking
In Russia there is total prohibition on smoking in public areas. Please, use the designated
areas for smokers.
9.6. Useful Telephone Numbers
Ufa area code: 347
Emergency (for subscribers of mobile networks): 112
Lost and found
International airport “Ufa”: +7 (347) 578 6565 (domestic and international flights)
Dialing Russian numbers from outside Russia:
Please dial telephone numbers as indicated: country code (+7), area code (347 or other),
telephone number (7 digits)
Dialing international telephone numbers from your mobile phone during your visit to Russia:
Please use international standard procedure: dial “+”, country code, area code, telephone
number.
When making a phone call from the fixed telephone at your hotel room, please follow
instructions or ask concierge service for help.
9.7. Mobile Phones Information
Most modern cell phones can work in several settings that can use roaming services in
different networks. Most of the GSM-phones in use in Russia, supporting the protocols of
GSM-900 and GSM-1800, or in networks GSM-850 and GSM-1900. Almost all of the
UMTS-phones can work in networks GSM. For roaming the participants need to contact their
mobile network operator.
9.8. Credit Cards, Currency and ATMs
The official currency of the Russian Federation is the Russian Ruble. All payments on the
territory of the Russian Federation must be done in Russian Rubles.
8
Major credit cards are widely accepted at hotels, restaurants, shops, etc. Visa, MasterCard,
American Express can be used at establishments, however, some restaurants and small shops
accept cash payments only.
Currency exchange points are located at airports, main hotels and banks throughout the city.
Major currencies accepted for exchange are Euros and USD, some bank accept GBP.
Currency exchange rates vary depending on the policies of a bank. Banks usually take
commission for money exchange and participants are advised to take it into consideration.
When making a currency exchange, some banks also ask to provide a passport or other
identity document.
It is also possible to use the ATMs located in banks, hotels, large shopping centres.
Information about the location of ATMs will be available at the SCO Information desk.
Exchange rate of the Central Bank of the Russian Federation as of April 8, 2015:
1 USD = 54,64 RUB
1 EUR = 59,25 RUB
Relevant information
http://www.cbr.ru/eng/
about
the
currency
exchange
rate
can
be
found
at
9.9. Special needs
The SCO Planning Team is committed to ensure that all participants have a fruitful and
pleasant stay in Ufa. The participants are encouraged to email [email protected] with
information regarding handicap accessibility needs, dietary concerns and allergies, relevant
medical issues, and any other special need requests which can be fulfilled by the Planning
Team.
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ANNEX A.
PROGRAMME OF THE 7th SCO TRANSPORT MINISTERS MEETING
(Ufa, Hilton Garden Inn Ufa Riverside Hotel, May 14-15, 2015)
May, 14
Senior Officials of the SCO Transport Ministries Meeting
8:00 – 23:00
09:00 – 09:30
Accreditation of delegates
Opening of the meeting
Approval of the Agenda
09:30 – 10:30
Discussion and approval of the draft Agenda of the 7th SCO Transport
Ministers Meeting
10:30 – 11:00
Coffee break
11:00 – 12:00
Discussion on the draft Protocol and Information Statement of the 7th
SCO Transport Ministers Meeting
12:00 – 13:00
Lunch
13:00 – 15:30
Discussion and approval of the draft Protocol and Information Statement
of the 7th SCO Transport Ministers Meeting
15:30 – 16:00
Coffee break
16:00 – 18:00
Discussion and approval of the draft Protocol and Information Statement
of the 7th SCO Transport Ministers Meeting (continued)
18:00 – 18:30
Closing the meeting
Signing the final Protocol
Cultural programme
19:00
Excursion to the National Museum of the Republic of Bashkortostan
May, 15
7th SCO Transport Ministers Meeting
8:00 – 19:00
Accreditation of delegates
Opening of the International Conference on Sharing Experiences in
Organizing Transport Support for largest Sports Events.
09:00 – 09:30
Ministers of transport (Heads of delegations) take part in the opening of
the conference
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09:30 – 10:00
10:00
Coffee break
Family photo of the Ministers and Heads of Delegations
10:10 – 12:50
7th SCO Transport Ministers Meeting
12:50 – 13:00
Signing the final Protocol of the 7th SCO Transport Ministers Meeting
13:00 – 14:30
Lunch
14:30 – 16:00
Trilateral meeting of the Ministers of China, Mongolia and Russia
16:00 – 16:30
Coffee break
16:00 – 18:00
Reserved time for possible bilateral meetings
19:00 – 21:00
Official reception on behalf of Russia’s Presidency in the Shanghai
Cooperation Organization
Hilton Garden Inn Ufa Riverside Hotel
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ANNEX B.
LIAISON OFFICERS CONTACT INFORMATION
SCO Member States
Delegation
Liaison Officer
Email
Telephone
Kazakhstan
Ms. Anastasia Parshuta
[email protected]
+7 (981) 696 4515
China
Ms. Anastasia Monicheva
[email protected]
+7 (911) 116 0048
Kyrgyzstan
Ms. Anastasia Nemirovskaya
[email protected]
+7 (911) 177 9936
Russia
Ms. Valeria Menshikova
[email protected]
+7 (981) 696 4505
Tajikistan
Ms. Daria Bogdanova
[email protected]
+7 (981) 187 0612
Uzbekistan
Ms. Nataliya Lomakina
[email protected]
+7 (981) 696 4509
SCO Secretariat
Ms. Julia Okopnaya
[email protected]
+7 (981) 696 4836
SCO Observer States
Delegation
Liaison Officer
Email
Telephone
Afghanistan
Ms. Julia Okopnaya
[email protected]
+7 (981) 696 4836
India
Ms. Valeria Menshikova
[email protected]
+7 (981) 696 4505
Iran
Ms. Anastasia Nemirovskaya
[email protected]
+7 (911) 177 9936
Mongolia
Ms. Daria Bogdanova
[email protected]
+7 (981) 187 0612
Pakistan
Ms. Julia Okopnaya
[email protected]
+7 (981) 696 4836
SCO Dialogue States
Delegation
Liaison Officer
Email
Telephone
Belarus
Ms. Anastasia Parshuta
[email protected]
+7 (981) 696 4515
Turkey
Ms. Nataliya Lomakina
[email protected]
+7 (981) 696 4509
Sri-Lanka
Ms. Anastasia Monicheva
[email protected]
+7 (911) 116 0048
International Organizations
Delegation
Liaison Officer
Email
Telephone
ASEAN
Ms. Daria Bogdanova
[email protected]
+7 (981) 187 0612
CIS
Ms. Anastasia Monicheva
[email protected]
+7 (911) 116 0048
ESCAP
Ms. Anastasia Nemirovskaya
[email protected]
+7 (911) 177 9936
IRU
Ms. Valeria Menshikova
[email protected]
+7 (981) 696 4505
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ANNEX C.
ACCOMMODATION
Hotel Information (cost and reservation)
The following hotel in Ufa has been designated for the participants of the 7th SCO Transport
Ministers Meeting:
Hilton Garden Inn Ufa Riverside Hotel
450076, Aksakova St., 4,
Ufa, the Russian Federation
Accommodation in the aforementioned hotel will be available for the period of May 13–16,
2015.
Special rates have been negotiated for participants the 7th SCO Transport Ministers Meeting.
Relevant information about the currency exchange rate can be found at
http://www.cbr.ru/eng/. The accommodation will be provided on the basis on “first come –
first served” service.
Room reservations must be made not later than May 4, 2015. After this date the special
accommodation rates may not be applied.
Hilton Garden Inn Ufa Riverside
Standard:
5 500 RUB
(single occupation)
6 100 RUB
(double occupation)
The price includes Reservation period:
buffet breakfast,
Wi-Fi in the room, 14 April – 4 May, 2015
gym.
Accommodation in this hotel will be
available for the period:
Family Room:
6 300 RUB
(single occupation)
6 900 RUB
(double occupation)
13 May – 16 May, 2015
After this date, reservations are subject
to room and rate availability.
OneBedroom Suite:
11 300 RUB
(single occupation)
11 900 RUB
(double occupation)
*Please be advised, that all
prices are given with VAT.
Please be advised to book a hotel according to the meeting dates. Please pay attention to the
accommodation period stated in the tables below. After reservation period is over the special
SCO rate package may no longer be available.
Participants are responsible for all room costs, upgrades and other charges.
13
Reservation Process
Room reservations at Hilton Garden Inn Ufa Riverside hotel can be made by filling in the
reservation forms and e-mailing them to the addresses given in the reservation forms. The
participants can upload the following reservation forms in the personal account on the online
registration portal on www.sectsco.ru
Hotel Policies
Hilton Garden Inn Ufa
Riverside Hotel
Check-in:
Check-out:
3:00 pm
12:00 noon
Room reservations must Cancellations:
be made not later than
May 4. After this date the
special accommodation
rates may not be applied.
Cancellation (in written form faxed or emailed to the hotel) will be allowed no later
than 72 hours before arrival date at the
latest.
In the event of non-arrival or a cancellation
being received after this time, a penalty,
equivalent to one night’s accommodation of
the reserved room, will be made from the
guest’s credit card provided as guarantee.
Supplementary Information on the Hotel
Inquiries related to hotel reservations, additional services should be sent directly to the
respective hotel, using the following contact information:
Hilton Garden Inn Ufa Riverside
Kseniya Korneichuk
Director of Sales and Marketing
Working hours: 9:00 – 18:00
Phone: +7(347) 29-39-000
Mobile phone: +7 967 741 26 88
E-mail: [email protected]
All other inquiries related to accommodations may be directed to: [email protected]
14
ANNEX D.
VISA REQUIREMENTS TO ENTER THE RUSSIAN FEDERATION
FOR SCO PASSPORT HOLDERS
Country
Diplomatic passport
Official passport
Ordinary passport
Kazakhstan
Not required
Not required
Not required
(no more than 90 days)
China
Not required
(no more than 30 days)
Not required
(no more than 30 days)
Required
Kyrgyzstan
Not required
Not required
Not required
Tajikistan
Not required
Not required
Not required
Uzbekistan
Not required
Not required
Not required
Afghanistan
Required
Required
Required
India
Not required
(no more than 90 days)
Not required
(no more than 90 days)
Required
Iran
Not required
(no more than 30 days)
Not required
(no more than 30 days)
Required
Mongolia
Not required
Not required
Required
Pakistan
Not required
(no more than 90 days)
Not required
(no more than 90 days)
Required
Belarus
Not required
Not required
Not required
Turkey
Not required
(no more than 30 days)
Not required
Not required
Sri-Lanka
Required
Required
Required
15