CCAMLR-43: Practical Information and Logistics
The following information is provided by the Secretariat for the use of Member and Observer delegations to the Forty-third Meetings of the Commission and the Scientific Committee for the Conservation of Antarctic Marine Living Resources and WG-FSA-IMAF.
1. Dates
Commission: 14 to 25 October 2024. The Commission Heads of Delegations will meet at 16h00 on Sunday 13 October.
SCIC: 14 to 18 October 2024
SCAF: 16 to 18 October 2024
Scientific Committee: 14 to 18 October 2024. A meeting of Representatives of the Scientific Committee will be held immediately after the Commission Heads of Delegation meeting concludes.
WG-FSA-IMAF: 30 September to 11 October 2024
2. Venue and working arrangements
The meetings will take place in person at the CCAMLR Headquarters, 181 Macquarie Street, Hobart, Tasmania, Australia.
Meeting times are presented in Hobart local time.
All meetings will start at 09h00 and end at 17h30, including a lunch break from 12h30 to 14h00 and refreshment breaks between 10h30 to 11h00 and 15h30‑16h00.
A schedule is maintained to guide delegates on daily activities, including social events.
Aside from report adoption dates, sessions will only exceptionally be extended beyond 17h30 AEST on the decision of the Chair, in which case delegates will be informed during the meeting.
3. Visa Requirements
An Australian visa must be obtained by all overseas travellers, other than New Zealand passport holders, before embarking on travel to Australia. The following visa types may be applicable.
Visa Types
eVisitor (subclass 651)
Delegates who hold passports from eligible countries can apply for an eVisitor (subclass 651) visa through ImmiAccount. More information on the eVisitor visa, including eligible countries and how to apply, can be found at the eVisitor section of the Australian Department of Home Affairs' (the Department) website.
Electronic Travel Authority (ETA)
Delegates who hold passports from eligible countries can apply for an Electronic Travel Authority (ETA) through the AustraliaETA app. More information on the ETA, including eligible countries and how to apply, can be found at the ETA section of the Department’s website.
New Zealand passport holders
New Zealand passport holders are eligible to be granted a Special Category (subclass 444) visa on arrival in Australia, provided they meet health and character requirements. More information on the Special Category visa can be found at the New Zealand citizens section of the Australian Department of Home Affairs' website.
Visitor (subclass 600) visa under the Business Visitor stream
Delegates who hold passports from countries other than those noted above can apply for a Visitor (subclass 600) visa under the Business stream through ImmiAccount. More information on the Visitor visa (Business stream) can be found at the Visitor visa (Business Visitor stream) section of the Department’s website.
Visa Application Process
Delegates and other invited participants should consider their eligibility for the above visa options.
Those applying for a subclass 600 visa should first register for the meeting(s) they wish to attend, then request a letter of invitation from the Secretariat to accompany their application. In order to provide this, the Secretariat will require the completion of a CCAMLR Personal Information Form. A visa application lodgement guide will also be included with the letter of invitation.
Please note that delegates from Contracting Parties and other States who are applying for a subclass 600 visa need to provide two documents at the time of lodging their online application: the letter of invitation from CCAMLR, personally addressed to the delegate and a colour copy of the biodata page of their passport (photo, personal details, and passport issue and expiry date page). Delegates should only apply for a subclass 600 visa after they have received a letter of invitation from the Secretariat.
Other invited participants who are not from a CCAMLR Contracting Party or other State, must also provide proof of their status as a delegate of their observer organisation. This must be in the form of a letter from an appropriate senior officer on the invited organisation’s letterhead.
Visa Processing times
The Department’s online visa processing time guide provides an indication of how long a visa application may take to process based on the date of application. The Department strongly advises all travellers to apply for a visa at least 8 to 10 weeks in advance of their intended date of travel.
In order to ensure that all participants have all relevant information and supporting documentation to meet these timeframes, Heads of Delegation have requested that the Secretariat open registration for CCAMLR-43 by 10 June 2024.
Visa application charge waiver
All participants are eligible for a visa application charge waiver under the Headquarters Agreement. Administrative charges levied for applications by third party providers such as migration agents or service delivery partners are not refundable.
Any concerns
If, after making an application according to the process and timetable outlined above, a Member remains unsatisfied, they should escalate concerns to the CCAMLR Secretariat who will liaise with the Department of Home Affairs staff responsible for temporary visas and the International Event Coordinator Network (IECN).
4. Registration and submission of meeting documents
Online registration
Online registration is now available. After clicking on the meeting page you wish to access, you may view meeting information and register for the meeting. To register for the meeting, press the blue Register Now button in the top right‑hand corner.
A link to the meeting registration page can be found on any of the upcoming meeting pages on the CCAMLR website (along with the agenda and documents, as they are posted).
Participants must indicate whether they will be attending the meetings in person or as audience (online). All registered in-person attendees will also have access to the streaming service.
All registrations must be approved by the Party Administrator(s) before they can be accepted by the Secretariat. Participants are notified via a system-generated email when their registration has been approved. Online registration should be completed and approved by 27 September 2024.
Participants are encouraged to reuse CCAMLR identity cards. At the conclusion of the meeting(s) please drop your card at Reception and it will be available for you during Registration the following year.
If you are unsure of the photo size or composition, the US Department of State has developed a tool, which allows you to:
• select a digital image stored on your computer
• resize and rotate it if necessary
• crop it to a square image of exactly 600 x 600 pixels
• save the result to a new file (for uploading or emailing).
Participants who experience difficulties with registering online should contact the Secretariat.
Collection of identification cards and lanyards
Meeting attendees need to collect their identification cards and lanyards at the Secretariat as follows:
|
Sunday 13 October |
15h00–17h00 |
|
Monday 14 October |
08h00–08h45 and 13h00–15h00 |
Participants at WG-FSA-IMAF who are staying on for the Scientific Committee and Commission meetings may collect their cards at the beginning of the Working Group meetings and continue using them until the conclusion of the main meeting(s).
Identification on arrival
Participants will be required to provide photographic identification on first arrival at the CCAMLR Headquarters. The absence of such identification may result in non-admittance to the Headquarters.
Document submission
To submit a meeting document, press the grey Submit Now button below the Submissions Due text on the landing page for the meeting. Please also visit our support forum.[DA1]
For additional guidance please see the Guidelines for the submission of papers to CCAMLR meetings and How to submit a meeting document.
Distribution of meeting documents
Meeting documents will be available on the website. In line with the Secretariat’s greener office policy, the availability of hard copies of documents is limited to specific requests made during the meetings, e.g. for any meeting documents not available on the website by Sunday 13 October.
5. Format and Logistics
Official Languages and Interpretation
The Commission, Scientific Committee and SCIC meetings will be interpreted and streamed as an audience-only service to registered delegates.
All sessions of the Commission, SCIC and Scientific Committee will be simultaneously interpreted into the four official languages of the Commission – English, French, Russian and Spanish. SCAF will not be interpreted or streamed.
Aside from report adoption dates, sessions will only exceptionally be extended beyond 17h30.
Interpreter booths are not in the meeting rooms so you will not see them, but please be aware of them and their work and follow this guidance:
- Simultaneous interpretation starts and ends a few seconds after the speaker. Please do not become impatient with this delay. Please speak at a reasonable pace. Do not speed up when time is limited as this will lead to loss of information. Please pause between sentences or paragraphs to allow interpreters to catch up. Remember that the quality of the interpretation depends largely on the clarity and pace of the original intervention.
- Interpreters use a relay system with English as the relay language. For instance, if Russian is spoken, the Spanish interpreter needs to wait for the English interpretation of the Russian to start in order to interpret it into Spanish.
Bearing this in mind, particularly when you take the floor, please wait for a few seconds to allow the relay interpretation from the previous intervention to be completed.
It is often the case that when starting their intervention delegates with language skills who can understand the previous speaker fail to leave enough time for interpretation of the previous intervention to be completed.
- If you intend to read a statement, it will help the interpreters if you can provide a copy in advance to the Secretariat to share with them.
When reading or quoting from a paper, please announce the document number, page and paragraph number before you start reading to give interpreters some time to locate the document before you start reading.
Streaming via Zoom
The Commission, SCIC and the Scientific Committee will be streamed for the benefit of offsite audience.
Upon registration, participants must indicate whether they will be attending the meetings in person or as the audience (online). In-person attendees will also be able to connect to the Zoom streaming from elsewhere in the building or in Hobart. To listen to the audio stream, Delegates attending the meeting in Hobart must supply their own laptops and/or mobile phones and headsets for this purpose. Earbud headsets may be purchased at Reception.
The Secretariat will be using the ‘Zoom Webinar’ tool. Only registered delegates will be able to access this service.
All participants registered for the meetings will receive a meeting invite (registration confirmation email), which will include a unique link through which they may access proceedings online and instructions to join. Participants do not need to create a Zoom account to access the streaming of the meetings. However, a participant can only join the meeting through the email address to which the invite was sent. The use of an alternate email address is prohibited for security reasons. Please note that the invite will be unique to each registrant and must not be shared. Participants will receive a separate invitation email for each meeting for which they have registered.
Five audio channels will be available for meetings that will be interpreted. Participants will be able to switch between English, French, Russian, Spanish and original audio channels, through the bottom navigation bar on their screens. Please note that all participants, when first joining the meeting, will be directed to the original audio (floor audio) channel by default.
Please note, working groups and SCAF-2024 will not be streamed on the Zoom platform.
Detailed information about the Zoom webinars is available on the support forum.
Space allocation for in-person attendance
In response to the Commission request (2019) that the Secretariat consider solutions to overcrowding arrangements for CCAMLR-43 will follow the approach taken at CCAMLR-42. There will be a limited number of seats available in the meeting rooms but there will be no restriction on the number of delegates per delegation who may be present. Delegates may also connect to the streaming service from seats and desks placed in ‘audience’ rooms in the basement of the Headquarters building, or from any other internet connection site.
Car parking
Please note that there is no car parking available on site. Please contact the Secretariat for details of nearby public parking stations as needed.
Refreshments
Refreshments will be available during morning and afternoon tea breaks in the Chapel room on the ground floor, as well as the car park marquee. There are water fountains to fill water bottles on the ground floor in the hallway near the photocopy room, outside the Wombat Room, near the bathrooms and in the Chapel. Please note that water bottles will not be handed out to everyone on registration but will be available on request to those that want one. Attendees are encouraged to bring a personal keep cup for tea and coffee.
Reception
For all general inquiries, please contact the[DA2] Reception office beside the foyer. Reception will offer limited document services for official purposes, including photocopying, printing and typing as circumstances permit.
First Aid
There are three qualified first aid providers in the building, see Reception for assistant in the first instance.
There is also a defibrillator available at Reception.
Emergency Evacuation Procedures
In case of an emergency evacuation of the premises, please follow the instructions of designated CCAMLR staff members who will be identifiable by their hard hats and/or high-visibility vests. Emergency Evacuation Plans are posted around the building.
Please do not leave the building via the rear SCAF Room doors or via the basement car park exit (except as directed in an emergency). These doors are alarmed.
Should you require IT assistance, please come to Reception to place a request. IT staff are also available to service technical requests in the meeting rooms. Several help topics are available in the support forum.
Access to the CCAMLR meeting network and the Internet will be available via WiFi from within the CCAMLR building. Access details will be provided upon registration. Sufficient privileges are required on your electronic device(s) to connect to, and save, a wireless profile. Minimum technical WiFi requirements:
- Preferably 5/6 GHz wireless capable hardware
- Wireless hardware must support 802.11n or later.
Delegates are responsible for the security of their own devices. By connecting to the WiFi network, delegates use CCAMLR systems entirely at their own risk. CCAMLR does not guarantee that CCAMLR systems are always available, secure and free from errors.
Security
Delegates must wear their Security/ID cards at all times while in the building. Secretariat staff may ask you to produce your ID card if not clearly visible.
Secretariat staff may be identified by the red background and lanyards on their ID cards.
The upper floor of the building is for CCAMLR staff use only. Delegates should not enter this area without first notifying Reception and must be accompanied by a Secretariat staff member.
If there are any security-related problems while inside the Headquarters building, please contact Reception in the first instance who will liaise with the appropriate authorities.
Smoking
Please note that the CCAMLR Headquarters is a smoke-free building and smoking is not permitted outside within three metres of any entrance. The basement car park is also a smoke-free area. Ashtrays will be placed in the car park at an appropriate distance.
Telephones
A telephone is available at Reception for local calls.
Toilets
The main toilets are located beside the Wombat Room and to the rear of the Convention Room. Additional toilets, including an accessible bathroom and one with baby-changing facilities, are located off the corridor leading to the Convention Room.
Weather
Weather updates and forecasts for Hobart and other regions of Tasmania are available here, or can be found on the Bureau of Meteorology mobile app.
Currency
Local currency is the Australian Dollar (AUD). Current exchange rates can be found at Reserve Bank of Australia. Most banks and major hotels in Hobart can exchange common foreign currencies for Australian dollars. Automatic teller machines (ATMs) can be found throughout the city and in shopping centres.
Electricity
Electricity in Australia is 240volt/50Hz and a three-flat-pin plug is used. For people travelling with laptops and other electrical equipment, adapters are readily available for purchase.
Reports of previous meetings
Reports of all previous CCAMLR meetings are available as pdf files via the CCAMLR website here.
The Secretariat will continue to maintain a small library of hard copies of the reports in each language for use during the annual meetings.
6. Social functions
Details of various events associated with CCAMLR-43 will be announced as they become available and are included in the schedule.
7. Travel arrangements
Travel arrangements to and from the meetings are the responsibility of participants. When purchasing airline tickets, overseas attendees should advise travel agents that they are exempt from the Passenger Movement Charge.
8. COVID-19 requirements
There are currently no COVID-19 related restrictions in place in Australia. However, experience at other international meetings in 2022 and 2023 demonstrates that there remains a risk of some delegates contracting COVID during CCAMLR-43. Masks and Rapid Antigen Tests will be available on request at the front desk.
9. Meeting rooms
There are two meeting rooms on the ground floor – the Convention Room where the Scientific Committee and Commission meetings are held, and the Wombat Room where working groups and subcommittees meet.
Another meeting room is located in the basement (SCAF Meeting Room). The stairs to the SCAF Meeting Room are located each side of the Wombat Room.
In addition to the SCAF Room, the Secretariat has designated two other rooms for meetings (Meeting Rooms 1 and 2). These and the SCAF Room will be bookable for delegation/multilateral meetings, except when the SCAF room is being used for SCAF meetings.
The Secretariat has designated Meeting Room 3 on the ground floor as an additional bookable meeting room, equipped with facilities for video conferencing.
The Boardroom and Kraken Room on the first floor are reserved for the use of Committee Chairs.
Meeting rooms may be booked at Reception. They may only be booked during the week, not at weekends.
The Secretariat will maintain a daily white board with a schedule of room bookings, including bookings for subgroups etc.
Audience rooms
All areas marked ‘audience’ in the basement may be used by delegates to listen to proceedings in the Wombat and Convention rooms unless the area is in a meeting room that has been booked for a meeting.
Delegates must supply their own laptops and headsets for this purpose.
Delegates should note that the SCAF room will not be designated a routine audience room. This is to avoid conflicts between audience and room bookings. Delegates may use the room as an audience room but must be prepared to move at short notice if the room is needed for a meeting.
Unless formal sessions extend later in the evening, access to the building will be between 08h00 and 18h30 each day, and audience rooms will be available between 08h30 and 17h30.
11. Accommodation
Preferred Providers
A number of Hobart hotels have approached the Secretariat offering discounted rates for delegates. Accommodation is in high demand during October and room availability and access to discounted rates is limited. Please note the Secretariat takes no financial or other responsibility for accommodation related matters and delegates must book accommodation directly with their chosen provider.
Crowne Plaza Hobart
4-star hotel
110 Liverpool Street, Hobart
03 6213 4200
Email reservations.cp@ihg.com or call 03 6213 4200
Quote ‘CCAMLR AGM’
Ibis Styles
4-star hotel
173 Macquarie St, Hobart
03 6289 8500
https://www.idem.events/r/ccamlr-annual-meetings
Somerset on the Pier
Serviced apartments
1 Elizabeth Street Pier, Hobart
03 6220 6600
https://www.discoverasr.com/en/somerset-serviced-residence/australia/so…
Click ‘Book now’
Enter your dates
Click on ‘Please Select a code’
Select ‘Corporate’
Enter the code P5CCA524
12. Transport, Groceries, Restaurants and Entertainment
Transport
Taxi Combined – phone 132 227
Hobart Taxi – phone 131 008
Uber is also available in Hobart – uber.com/global/en/cities/hobart/
Coffee
Stabla Café
4 Barrack Street, Hobart
facebook.com/stabla.hobart/
Straight Up Coffee & Food
202 Liverpool Street, Hobart
straightupcoffeeandfood.com.au/
Sunbear Coffee
145 Collins Street, Hobart
sunbearhobart.com.au
Lunch
Bento (Japanese)
83 Harrington Street, Hobart
03 6231 3133
bentohobart.square.site/
Domino’s Pizza
147 Macquarie Street, Hobart
03 6212 7920
Little India (Indian)
75 Harrington Street, Hobart
03 6231 1167
facebook.com/littleindiahobart
Little Lotus Café (Vegan)
45-47 Victoria St, Hobart
03 6280 7712
littlelotuscafe.square.site/
Liv-eat
149B Collins Street, Hobart
03 6236 9360
&
118 Liverpool Street, Hobart
03 6236 9360
liveat.com.au/
Rin Japanese
196 Macquarie Street, Hobart
0427 634 574
Sapa Rose
77-81 Harrington Street, Hobart
03 6234 3806
saparose.com.au/
Sawak Café
131 Collins Street, Hobart
03 6234 3622
sawakcafe.com/
Stabla Café
4 Barrack Street , Hobart
facebook.com/stabla.hobart/
Straight Up Coffee & Food (gluten free & vegan options)
202 Liverpool Street, Hobart
0432 482 764
straightupcoffeeandfood.com.au/
Sunbear Coffee
145 Collins Street, Hobart
sunbearhobart.com.au
Twisted Sister (Thai Restaurant)
143 Collins Street, Hobart
03 6288 7268
UnPhogettable Restaurant (Vietnamese Restaurant)
147 Collins Street, Hobart
0435 197 028
unphogettable.com.au/
Wine Bars
Lucinda
123 Collins Street, Hobart
03 6288 8910
lucindawine.com/
Rosie in My Midnight Dreams
Brooke Street Pier, Hobart
instagram.com/rosieinmymidnightdreams/
Sonny
120a Elizabeth Street, Hobart
sonny.com.au/
Ogee
374 Murray Street, North Hobart
ogeehobart.com.au/
Dinner
Aloft
Brooke Street Pier, Hobart
03 6223 1619
aloftrestaurant.com/
The Astor Grill
157 Macquarie Street, Hobart
03 6234 3122
astorgrill.com.au/
Bar Wa Izakaya (Japanese)
216-218 Elizabeth Street, Hobart
03 6288 7876
barwaizakaya.com/
Dana Eating House (Vietnamese)
131 Murray Street, Hobart
0416 161 756
danaeatinghouse.com.au
Drunken Admiral
17-19 Hunter Street, Old Wharf Hobart
03 6234 1903
drunkenadmiral.net/
Fico
151a Macquarie Street, Hobart
03 6245 3391
ficofico.net/
Fish Frenzy
Elizabeth Street Pier, Franklin Wharf, Hobart
03 6231 2134
fishfrenzy.com.au/
Fox Friday Craft Brewery
105 Murray Street, Hobart
0474 537 377
foxfriday.com.au/
Kalbi (Korean)
396 Elizabeth St, North Hobart
03 6236 9725
facebook.com/kalbinorthhobart/
La Sardina Loca
100 Elizabeth Street, Hobart
03 6234 9992
facebook.com/lasardinaloc/
Mures Upper Deck
Victoria Dock, Hobart
03 6231 1999
mures.com.au/
New Sydney Hotel
87 Bathurst Street, Hobart
03 6234 4516
newsydneyhotel.com.au/eat
Peppina (Italian)
2b Salamanca Place, Hobart
03 6240 6000
peppinarestaurant.com/
Rude Boy (Caribbean)
130 Elizabeth Street, Hobart
0429 904 133
rudeboyhobart.com.au/
Suzie Luck’s Canteen & Cocktail Bar
2 Salamanca Square, Battery Point
03 6224 2554
suzielucks.com.au/
Syra (Middle Eastern)
8 Salamanca Square, Battery Point
03 6287 6286
syrarestaurant.com.au/
T42
Ground Level, Elizabeth Street Pier, Franklin Wharf
0459 230 047
t42hobart.com.au/
Templo
98 Patrick Street, Hobart
03 6234 7659
templo.com.au/
Urban Greek
103 Murray Street, Hobart
03 6169 1129
urbangreek.com.au/
Please note: the Salamanca and North Hobart areas have many restaurants to choose from
Groceries
Eumarrah Pty Ltd (Natural and Organic Wholefoods)
39 Barrack Street, Hobart
eumarrah.com.au/
Hill Street Grocer
362 Macquarie Street, South Hobart
70 Arthur Street, West Hobart
hillstreetgrocer.com/
Salamanca Fresh
190 Davey Street, South Hobart
and
41 Salamanca Place, Hobart
salamancafresh.com.au/
Woolworths
44 Argyle Street, Hobart (Wellington Court)
woolworths.com.au/
IT and Electronics
JB Hi-Fi
Cat and Fiddle Arcade, Lower Ground, 91 Collins St, Hobart TAS 7000
03 6208 8600
jbhifi.com.au/
Things to see and do
- MONA (Museum with mixed ancient antiquities among contemporary artworks)
- Salamanca Market (every Saturday with more than 300 stalls)
- North Hobart (Lined with dozens of cafes, restaurants, bars and pubs)
- Kunanyi/Mt Wellington (The Hobart Shuttle Bus Company runs daily two-hour tours to the summit)
- Cascade Brewery (Australia’s oldest brewery)
- Port Arthur Historic Site (if you have time go for one of the guided tours)
- Bonorong Wildlife Sanctuary
- Farm Gate Markets, Bathurst Street, Hobart (smaller scale market with solely fruit and veg than Salamanca, held every Sunday morning farmgatemarket.com.au/)
- The State Cinema
- Hastings Caves and Thermal Springs (90-minute drive south of Hobart)
- Richmond (Historic Town – many cafes, restaurants, galleries and accommodation)
- Hobart Shuttle Bus Company – Minibus transfers and tours from Hobart to Richmond and Kunanyi/Mount Wellington summit.
For further information on the above places, please visit: discovertasmania.com.au/