Meeting-specific information

CCAMLR-41 INFORMATION NOTE

The following information is provided by the Secretariat for the use of Member and Observer delegations to the Forty-first Meetings of the Commission and the Scientific Committee for the Conservation of Antarctic Marine Living Resources.

1. Dates

Commission: 24 October to 4 November 2022. The Commission Heads of Delegations only will meet at 1600h on Sunday 23 October.

Scientific Committee: 24 to 28 October 2022.  A meeting of Representatives of the Scientific Committee will be held immediately after the Commission Heads of Delegation meeting concludes.

2. Venue

The meeting will take place in person at the CCAMLR Headquarters, 181 Macquarie Street, Hobart, Tasmania, Australia.

During all meeting days, the building will be open from 0800 h and will close at 1830 h. Weekend access, if required, will be determined during the course of the meeting.

Car parking

Please note that there is no car parking available on the Headquarters site. If parking is required, please contact the Secretariat for details on nearby public parking stations.

3. Format

The meetings will be in person. Proceedings will also be streamed as an audience-only service to registered delegates. 

Streaming via Zoom

On registration, participants must indicate whether they will be attending the meetings in-person (on-site) or as the audience (online). All on-site 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 has considered 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 in order 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 due to 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 they have registered for.

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, SCAF-2022 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 in the main meeting rooms, and to maintain appropriate social distancing, the number of delegates present in meeting rooms will be restricted. Additional delegates may connect to the streaming service from seats and desks placed in ‘audience’ rooms in the basement of the Headquarters building: 

• For the Commission (first week) and Scientific Committee, four persons from Member delegations and two persons from Observer delegations may be in the meeting room.
• For the Standing Committee on Implementation and Compliance, three persons from Member delegations and one person from Observer delegations may be in the meeting room.
• For the Commission meeting (second week) six persons from Member delegations and three persons from Observer delegations may be in the meeting room.
• Audience rooms are available from 0830 h to 1730h.
• The Secretariat will keep a booking schedule for all available meeting rooms.

The Secretariat will keep these guidelines under review and in line with Tasmanian government requirements.

4. Registration and meeting documents

Online registration

Online registration is now available. After clicking on the meeting 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. To submit a meeting document, press the grey Submit Now button below the paper submission deadlines. Please also visit our support forum.

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 (on site) or as audience (online). All registered in-person attendees will also have access to the streaming service.

All registrations are to 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 7 October 2022.

Participants are encouraged to reuse CCAMLR identity cards. New cards will require a digital passport-size photograph (jpg format) to be added to their user profile in My Account or during registration.

Participants are requested to supply a recent picture, either by uploading it to their web profile on the CCAMLR website, or by sending it via email to ccamlr@ccamlr.org. To upload a photo to your web profile, go to your User profile, select the edit tab and scroll down to the photo field. 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:

Registration at venue

For those who have officially notified their attendance to the Secretariat, but have not registered online, registration will take place at the Secretariat at the times mentioned above.

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

The document submission process is now operational.

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 from 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 22 October.

Reports from previous meetings

The Report of CCAMLR-39, CCAMLR-40, SC-CAMLR-39 and SC-CAMLR-40 are available as pdf files via the CCAMLR website.

The Secretariat will continue to maintain a small library of hard copies of the reports in each language for use during the annual meetings.

5. Wireless network

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.

6. Social functions

Details of various events associated with CCAMLR-41 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 participants should advise travel agents that they are exempt from the Passenger Movement Charge.

8. Visa requirements

Please see Visa requirements for visiting Australia. If you require further assistance, please contact the Secretariat.

9. COVID-19 requirements

Requirements for entering Australia are available from the Australian government website. Travelers need to note the arrival requirements for the State in which they will arrive as well as the requirements for Tasmania which they will be transiting to. If you require further assistance, please contact the Secretariat.

Practical information on COVID precautions, access to PCR and Rapid Antigen tests, and the precautions that delegates should take if they test positive during the meetings is available here. The Secretariat strongly advises mask wearing during the meeting, and will provide a supply of masks and other COVID-related supplies and information for delegates on arrival at the meeting venue.

Last updated: 5 October 2022