Nr. I

Nr. I

INTERNATIONAL ATOMIC ENERGY AGENCY

Vienna,

2018-12-20

Ref CN-270

Excellency,

I have the honour to inform you that the International Atomic Energy Agency (IAEA) is planning to hold an International Conference on Effective Nuclear and Radiation Regulatory Systems (hereinafter referred to as “event”) from 4 to 7 November 2019.

This event will be the fifth in a series of conferences on effective nuclear regulatory systems. The four preceding conferences were held at the following locations: Vienna, Austria in 2016, Ottawa, Canada in 2013, Cape Town, South Africa in 2009 and Moscow, Russian Federation in 2006.

The purpose of the event is to build on the conclusions and deliberations of the previous conferences, and to consider the developments in the regulatory systems to further enhance safety and security globally. The event will play a vital part in the global efforts of senior nuclear and radiation safety and nuclear security regulators to review issues that are important to the global nuclear regulatory community.

The event will be conducted in English.

Approximately 250 participants from the invited Member States, entities and organizations as listed in Annex A are expected to attend, as well as representatives from the IAEA.

Informal discussions held with Mr Ynte Stockmann from the Joint Research Centre/European Commission (JRC/EC) have indicated that suitable premises and facilities could be made available in Amsterdam.

I have the honour to enquire whether the Government of the Kingdom of the Netherlands (hereinafter referred to as the “Government”) would wish to host this event and, if so, whether the Government would agree to make the following arrangements:

1. The Agreement on the Privileges and Immunities of the International Atomic Energy Agency (“the Agreement”), which was accepted by the Government on 29 August 1963, shall be applicable in respect of the event. In particular, officials of the IAEA participating in, or performing functions in connection with, the event shall enjoy the privileges and immunities provided under Articles VI and IX of the Agreement. Representatives of States shall enjoy the privileges and immunities accorded under Article V of the Agreement. Participants invited by the IAEA to attend the event shall enjoy the privileges and immunities accorded to experts on mission for the IAEA provided under Article VII of the Agreement. The property, funds and assets of the IAEA associated with the event shall enjoy the privileges and immunities accorded under Article III of the Agreement.

2. The Government will accord to the persons mentioned in paragraph 1 above every facility necessary for the performance of their functions in connection with the event, including entering, remaining in and leaving the Kingdom of the Netherlands. The Government will issue any necessary visas as expeditiously as possible and, where the legislation of the Kingdom of the Netherlands permits, free of charge. The Government, however, reserves the right to deny, irrespective of nationality, visas to individual participants for national security reasons. Annex A contains the list of Member States, entities and organizations to be invited to participate in the event.

The IAEA will inform the Government promptly of all persons officially designated to attend the event. The IAEA will also advise such persons to apply for visas, if necessary, in good time before the opening date of the event, and the Government is expected to issue such visas promptly so as to allow them to attend the event.

3. The Government will facilitate customs formalities for the persons mentioned in paragraph 1 above when they enter and leave the Kingdom of the Netherlands.

4. The Government will, at no cost to the IAEA, make adequate and appropriate premises, personnel and facilities available for the entire duration of the event as listed in Annex B.

5. The Government will exercise reasonable care to ensure security on the premises where the event takes place and to ensure the safety of the persons mentioned in paragraph 1 above while they are on those premises. The Government will take whatever steps may be reasonable in the circumstances to ensure such security and safety, including such supervision of the premises as may be warranted.

I should be grateful if your Government would designate a representative to facilitate liaison between the IAEA and your Government in connection with the event. Mr Shahid Mallick of the Office of Safety and Security Coordination has been appointed Scientific Secretary of the event. Ms Martina Khaelss of the Division of Conference and Documents Services will be responsible for the administrative organization of the event.

Should your Government wish to host this meeting, I would be grateful if you would inform me in writing of your Government’s agreement to the above-enumerated points by 31 December 2018 so as to enable the Secretariat to proceed with timely arrangements.

Accept, Excellency, the assurances of my highest consideration.

Juan Carlos Lentijo

Deputy Director General

Head of the Department of Nuclear Safety and Security

Enclosures:

Annex A: List of Member States, Entities and Organizations to be Invited

Annex B: List of Facilities and Resources to be Provided by the Government Free of Charge

HE Mr Marco Hennis

Resident Representative

Permanent Mission of the Kingdom of the Netherlands to the IAEA

Opernring 5/7th Floor

1010 VIENNA

AUSTRIA

Annex A

Annex A

International Conference on Effective Nuclear and Radiation Regulatory Systems

Amsterdam, the Netherlands

4-7 November 2019

Ref. No.: CN-270

1. Member States

Afghanistan | Germany | Oman

Albania | Ghana | Pakistan

Algeria | Greece | Palau

Angola | Grenada | Panama

Antigua and Barbuda | Guatemala | Papua New Guinea

Argentina | Guyana | Paraguay

Armenia | Haiti | Peru

Australia | Holy See | Philippines

Austria | Honduras | Poland

Azerbaijan | Hungary | Portugal

Bahamas | Iceland | Qatar

Bahrain | India | Republic of Moldova

Bangladesh | Indonesia | Romania

Barbados | Iran, Islamic Republic of | Russian Federation

Belarus | Iraq | Rwanda

Belgium | Ireland Nicaragua | Saint Vincent and the Grenadines

Belize | Israel | San Marino

Benin | Italy | Saudi Arabia

Bolivia, Plurinational State of | Jamaica | Senegal

Bosnia and Herzegovina | Japan | Serbia

Botswana | Jordan | Seychelles

Brazil | Kazakhstan | Sierra Leone

Brunei Darussalam | Kenya | Singapore

Bulgaria | Korea, Republic of | Slovakia

Burkina Faso | Kuwait | Slovenia

Burundi | Kyrgyzstan | South Africa

Cambodia | Lao People’s Democratic Republic | Spain

Cameroon | Latvia | Sri Lanka

Canada | Lebanon | Sudan

Central African Republic | Lesotho | Swaziland

Chad | Liberia | Sweden

Chile | Libya | Switzerland

China | Liechtenstein | Syrian Arab Republic

Colombia | Lithuania | Tajikistan

Congo | Luxembourg | Thailand

Costa Rica | Madagascar | The former Yugoslav Republic of Macedonia

Cote d'Ivoire | Malawi | Togo

Croatia | Malaysia | Trinidad and Tobago

Cuba | Mali | Tunisia

Cyprus | Malta | Turkey

Czech Republic | Marshall Islands | Turkmenistan

Democratic Republic of the Congo | Mauritania | Uganda

Denmark | Mauritius | Ukraine

Djibouti | Mexico | United Arab Emirates

Dominica | Monaco | United Kingdom of Great Britain and Northern Ireland

Dominican Republic | Mongolia | United Republic of Tanzania

Ecuador | Montenegro | United States of America

Egypt | Morocco | Uruguay

El Salvador | Mozambique | Uzbekistan

Eritrea | Myanmar | Vanuatu

Estonia | Namibia | Venezuela, Bolivarian

Ethiopia | Nepal | Republic of Viet Nam

Fiji | Netherlands | Yemen

Finland | New Zealand | Zambia

France | Niger | Zimbabwe

Gabon | Nigeria

Georgia | Norway

2. Entities

Palestine

3. Intergovernmental Organizations

Arab Network of Nuclear Regulators (ANNuR)

ASEAN Network of Regulatory Bodies on Atomic Energy Asian Nuclear Safety Network (ASEANTOM)

European Commission (EC)

European Commission, Directorate-General for Energy (EC/DG-ENER)

European Commission, Directorate-General for International Cooperation and Development (EC/DG-DEVCO)

European Commission, Joint Research Centre (EC/JR)

European Nuclear Security Regulators' Association (ENSRA)

European Nuclear Safety Regulator's Group (ENSREG)

Forum of Nuclear Regulatory Bodies in Africa (FNRBA)

Heads of the European Radiological Protection Competent Authorities (HERCA)

Ibero-American Forum of Radiological and Nuclear Regulatory Agencies (FORO)

International Civil Aviation Organization (ICAO)

International Labour Organization (ILO)

International Nuclear Regulators Association (INRA)

International Nuclear Safety Group (INSAG)

Organization for Economic Co-Operation and Development, Nuclear Energy Agency (OECD/NEA) United Nations Scientific Committee on the Effects of Atomic Radiation (UNSCEAR)

World Health Organization (WHO)

Western European Nuclear Regulators Association (WENRA)

Note for Distribution: please also send copy of NV to EU Delegation in Vienna.

4. Nongovernmental Organizations

European Nuclear Safety Training and Tutoring Institute (ENSTTI)

European Technical Safety Organisations Network (ETSON)

International Commission on Radiological Protection (ICRP)

International Radiation Protection Association (IRPA)

World Association of Nuclear Operators (WANO)

The World Institute for Nuclear Security (WINS)

World Nuclear Association (WNA)

Annex B

Annex B

International Conference on Effective Nuclear and Radiation Regulatory Systems

Amsterdam, the Netherlands

4-7 November 2019

Ref. No.: CN-270

1. Premises:

a) One (1) plenary room with a capacity for 300 persons including one (1) podium for seating a panel of approximately 8 members and one (1) lectern on a stage;

b) One (I) meeting room (for break-out/briefing/bilateral/press meetings) with a capacity for approx. 25 persons;

c) Anteroom/lounge for the registration including:

• registration counter(s);

• shelving behind/below the counter for conference bags/folders;

• standing chairs for staff behind the registration counter; and

• standing tables opposite the registration counter for participants to fill in the registration forms.

d) One (1) storage room/area for conference bags/folders (close to the registration counter);

e) Poster exhibition area (for approx. 30 Poster boards to be used on both sides);

f) Lounge for coffee breaks (close to the poster and technical exhibition area);

g) Internet comer for participants;

h) Attended cloak room;

i) Office space for the services listed in paragraph 5 below; and

j) Offices (depending on size and set-up) for:

• Conference President (1 person);

• IAEA Secretariat (5 persons);

• Press (to be confirmed)

Registration is planned to start in the afternoon of the day prior to commencement of the conference. The above premises should be fully furnished and equipped and placed at the exclusive disposal of the IAEA from Saturday prior to the conference until the end of the conference, inclusive.

2. Facilities

a) Live streaming of the conference sessions, on demand (i.e. recording available during and after the conference);

b) Digital audio recording (MP3 or Flash) as alternative to live streaming

c) Centralized uploading of the PowerPoint presentations for all rooms. This IT point to be conveniently located, perhaps in the briefing room, or in the main meeting room.

d) Copying and scanning facilities.

3. Equipment

a) One (1) laptop plus one (1) back-up for presentations (for each meeting room);

b) Two (2) personal computers (running Office 2007 or higher) with Internet access for the IAEA Secretariat’s office;

c) One (1) personal computer (running Office 2007 or higher) with Internet access for the President’s office;

d) Five (5) personal computers with Internet access for the Internet area;

e) One (1) network printer in the IAEA Secretariat's office;

t) One (1) network printer in the Internet corner;

g) One (1) photocopying machine with scanning facility in the IAEA Secretariat's office;

h) Eight (8) microphones on the podium (preferably push-to-talk); one (1) standing microphone and one (1) neck microphone for the speaker on the lectern; and a sufficient number of microphones distributed throughout the room for discussions (standing or mobile), connected to the audio recording equipment;

i) One (1) data projector for PowerPoint presentations plus one (1) back-up;

j) One (1) or two (2) large screen(s) (minimum 345x203 cm; ratio 16:9) and two (2) smaller side screens depending on the room size and layout, for parallel projection of the PowerPoint presentations;

k) LCD screens/comfort monitors for the speakers/chairpersons on the podium to follow the presentations (for each meeting room);

l) One (1) speaker's timer;

m) One (1) laser pointer plus one (1) back-up;

n) One (1) message board (registration desk);

o) Poster Boards for Poster presentations;

p) Decorations and signs as necessary; and

q) Free Wireless internet on the conference premises

4. Personnel

All servicing staff are required to be fluent in English.

a) Administrative staff:

To perform under the supervision of the IAEA Conference Organizer as follows:

Sunday: 3 clerks

Set-up/packing of conference bags (approx. 10:00-16:00)

Pre-registration (approx. 16:00-18.00)

Monday: 4 clerks

Registration and information (2 clerks)

Plenary room (PowerPoint presentations, nameplates , microphones) (2 clerks)

Tuesday to Thursday: 4 clerks

Registration and information (2 clerks)

Plenary room (PowerPoint presentations, nameplates, microphones) (2 clerks)

In addition to the above specific tasks, all servicing staff must be prepared to perform other duties in connection with the preparation and running of the conference, and to provide assistance in compiling and distributing documents whenever necessary.

b) Technical staff

To prepare, install and operate the technical facilities and equipment mentioned in paragraphs 2 and 3.

5. Services

The following services, for the organization and efficient operation of which the Government is responsible, on or near the conference premises:

a) Travel Desk, General Information Desk;

b) Snack bar(s);

c) Bank;

d) Medical/First aid.

Unless otherwise agreed, the furnishing of the premises and the installation of the facilities and equipment are to be completed not later than Sunday, 3 November 2019.

Furthermore, the Government shall make the necessary arrangements to ensure accommodation for conference participants and staff in Amsterdam, the Netherlands.

6. Indemnification

The IAEA shall bear no financial, legal or other involvement in, or responsibility for, the conference beyond what has been specified by the IAEA. The Government shall hold the IAEA and its officials

harmless in respect of any action, claim or other demand arising out of the injury to persons or damage to or loss of property incurred in connection with the conference.

7. Contribution

The above-mentioned facilities and services will be covered entirely by the Government.

Nr. II

Nr. II

PERMANENT MISSION OF THE KINGDOM OF THE NETHERLANDS TO THE UNITED NATIONS ORGANISATIONS IN VIENNA

27 February 2019

Ref CN-270

Dear Mr. Lentijo,

I have the honour to refer to your letter reference CN-270 of 20 December 2018, relating to an Agreement to be concluded between the Government of the Kingdom of the Netherlands and the International Atomic Energy Agency (IAEA) concerning the International Conference on Effective Nuclear and Radiation Regulatory Systems, to be held in The Hague, the Netherlands, 4 to 7 November 2019, which reads as follows:

(Zoals in Nr. I)

I am authorized by the Government of the Kingdom of the Netherlands to state that it agrees to the proposals regarding the organisation of the International Conference. I would like to inform you that Mr Ynte Stockmann from the Joint Research Centre/European Commission (JRC/EC) has indicated that suitable premises and facilities will be made available in The Hague instead of Amsterdam. Further, I am authorized to state that the Government of the Kingdom of the Netherlands considers your letter and this reply as together constituting an Agreement between the Government of the Kingdom of the Netherlands and the IAEA concerning the International Conference on Effective Nuclear and Radiation Regulatory Systems, which shall enter into force on the date of this reply and shall remain in force for the duration of the International Conference and for such additional period as is necessary for its preparation and winding up, the total duration of this Agreement, however, not to exceed one year.

Furthermore, the Government acknowledges the arrangements implementing this Agreement that were made between the IAEA and the Netherlands Authority for Nuclear Safety and Radiation Protection.

Please accept, Sir, the assurances of my highest consideration.

HE Mr. Marco Hennis

Ambassador, Permanent Resident Representative

Mr. Juan Carlos Lentijo

Deputy Director General

Head of the Department of Nuclear Safety and Security

International Atomic Energy Agency

Wagramerstrasse 5

P.O. Box 100

A-1400 VIENNA