IAP Meeting, 22-24th April 2014 Events at the 6 th AMCDRR: Gearing Towards Conference Outcomes

Overview of Events 6.HFA2 consultations (11): 9 stakeholder groups, ASEAN, SAARC (on 23 rd ) 7.Preparatory meetings (15): 8 on 22 nd, 7 on 23 rd 8.Side events (52): 23rd June (18), 24th June (19), 25th June (15) 9.Market Place (60): 31 by countries/organizations, 29 for Thailand 10.Ignite Stage: space still available 1.High-level Round Tables (country statements) (3) 2.Ministers Dialogue (1) 3.Technical session (3) 4.HFA2 Plenary (3) 5.Special Sessions (7) Plenary Sessions (3) Summary Plenary

HFA2 Plenary Sessions HFA2 Plenary 1: Multi-stakeholder dialogue on Proposed Elements of HFA2 and Asia Pacific inputs HFA2 Plenary 2: Towards coherent HFA2, SDGs and Climate Change arrangements in Asia Pacific HFA2 Plenary 3: HFA2 Monitoring and Review

Special Sessions SS1: Building community resilience in Thailand SS2: Children and Youth Forum SS3: Multi-stakeholder coordination for DRR SS4: Risk information for decision making SS5: Safe schools SS6: Urban resilience SS7: Risk financing

Pre-conference and Side events  Pre-conference: stakeholder group consultations on HFA2 (23 rd June), ASEAN and SAARC 13 other meetings: children/youth workshop, community resilience, preparing for mega disasters, etc  Side Events: 52 registered Resilience at local levels, inclusiveness, women, local capacity building: 23 Public policies and investments, science and technology for DRR: 13 Private sector engagement: 8 HFA2, SDGs linkage and related issues: 5 Children/youth, safe schools: 3

Room allocation (1) VenueFloor Height (m.) Area Type of room set up ClassroomBanquetTheater (sq.m.)(pax) Convention Centre A ,6251,250 2,500 Convention Centre B ,6251, ,500  Opening and Closing Ceremony  Technical Sessions  Plenary Sessions  HFA2 Plenary 2 and 3 Convention Centre A  HLRT  Ministers Dialogue Lotus Suites LunchConvention Centre B

Room allocation (2) VenueFloor Height (m.) Area Type of room set up ClassroomU-shapeTheater (sq.m.)(pax) Worldballroom (connected all 3) Worldballroom A Worldballroom B Worldballroom C HFA2 Plenary 1 (23 rd afternoon)World Ballroom B Special SessionsWorld Ballrooms A, B or C

Room allocation (3)  Pre-conference &  Side Events Lotus Suites 1-15 on 23 rd June M 1-4 (on 22 June) and M1+2 onward Lotus Suits 1-4 & 9-14 on 24-25th June World Ballroom A, B, or C (except B afternoon of 23 rd June)  Drafting committeeBoardroom, 23fl  Bilateral meetings on th June Lotus Suite 15 (permanent) Lotus Suites 1-4, 9-14 (except lunch time from )

Lotus Suite on 22 nd Floor -Lotus Suite 1 - Theatre 48 seats - Classroom 32 seats - 6 round tables x 8 chairs = 48 seats - U-Shape 25 seats -Lotus Suite 2 - Theatre 48 seats - Classroom 32 seats - 5 round tables x 8 chairs = 40 seats - U-Shape 25 seats Lotus Suite 3 - Theatre 48 seats - Classroom 32 seats - 5 round tables x 8 chairs = 40 seats - U-Shape 25 seats Lotus Suite 4 - Theatre 48 seats - Classroom 32 seats -5 round tables x 8 chairs = 40 seats -U-Shape 25 seats Lotus Suite 1-4 -Theatre 360 seats -Classroom 116 seats -20 round tables x 8 chairs = 160 seats -U-shape 100 seats - Lotus Suite 5 -Theatre 48 seats - Classroom 32 seats - 6 round tables x 8 chairs = 48 seats -U-Shape 25 seats Lotus Suite 6 - Theatre 48 seats - Classroom 32 seats - 6 round tables x 8 chairs = 48 seats -U-Shape 25 seats - Lotus Suite 7 - Theatre 192 seats - Classroom 88 seats - 10 round tables x 8 chairs = 80 seats -U-shape 50 seats Lotus Suite Theatre 360 seats - Classroom 270 seats - 20 round tables x 8 chairs = 160 seats -U-shape 100 seats - Lotus Suite 8 - Theatre 40 seats - Classroom 20 seats - 3 round tables x 8 chairs = 24 seats -U-shape 20 seats - Lotus Suite 9 - Theatre 70 seats - Classroom 40 seats - 5 round tables x 8 chairs = 40 seats -U-shape 30 seats - Lotus Suite 10 - Theatre 96 seats - Classroom 60 seats - 6 round tables x 8 chairs = 48 seats - U-shape 30 seats - Lotus Suite 11 - Theatre 114 seats - Classroom 60 seats - 6 round tables x 8 chairs = 48 seats - U-shape 30 seats - Lotus Suite 12 -Theatre 84 seats - Classroom 54 seats - 5 round tables x 8 chairs = 40 seats - U-shape 30 seats

Lotus Suite on 23 rd Floor - Lotus Suite 13 - Theatre 50 seats - Classroom 24 seats - 4 round tables x 8 chairs = 32 seats - U-shape 20 seats - Lotus Suite 14 - Theatre 50 seats - Classroom 24 seats - 4 round tables x 8 chairs = 32 seats - U-shape 20 seats - Lotus Suite 15 - Theatre 30seats - Classroom 24 seats - 3 round tables x 8 chairs = 24 seats - U-shape 18 seats

M rooms on 23 rd Floor M1 Theatre 30 seats Classroom 20 seats U-shape 15 seats M2 Theatre 30 seats Classroom 25 seats U-shape 15 seats M1+M2 Theatre 60 seats Classroom 50 seats U-Shape 30 seats M3 Theatre 36 seats Classroom 18 seats U-Shape 12 seats M4 Theatre 90 seats Classroom 50 seats U-Shape 30 seats M3: Permanent for Thai BPS crew th June M4: Permanent video clip competition review & Media workshop on th June

Room availability 22 nd June: All 9 Preconference events can be accommodated. Larger rooms (World ballrooms or connected Lotus suites) can be provided 23 rd June: Morning: All 14 events can be accommodated (3 Pre-conference meetings, 9 Stakeholder groups, ASEAN and SAARC) Children, Youth and Child-friendly organization SH Group to confirm if they will use Preconference room Side Events: 18 events, 17 rooms available. Suggest 1 or 2 to merge, also to allow shifting of events on 24 th Afternoon: HFA2 Plenary 1 and 3 pre-conference events (all relate to Bangladesh)

Room availability (2) 24 th June: 19 Side events. Only 14 rooms available. Suggestions to merge some events addressing similar issues 25 th June: 15 Side events. Only 14 rooms available Suggestion to merge 1 to 2 events Some events to be reconfirmed i.e. if only a presentation or talk show, suggest to move to Ignite Stage

Next steps List of events with contacts and indicative room allocation uploaded to Confluence as part of IAP documents Review and discussion among lead organizers to: – Agree on merging – Confirm room capacity requirements (Be realistic about expected number of participants please) Feedback to 6AMCDRR Secretariat by 10 th May Final confirmation by 6AMCDRR Secretariat by 16 th May Registration for use of rooms for bilateral meetings: in advance by to 6AMCDRR Secretariat or on spot. 25 th June: 15 Side events. Only 14 rooms available Suggestion to merge 1 to 2 events Feasibility of some events to be reconfirmed