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lundi 24 avril 2023 to samedi 6 mai 2023

SC69A | IWC Scientific Committee meeting 2023

Draft Agenda (02/02) | Registration | Hotel | Visa Info | SC68D Report | Map | Documents

Dates & Venue

After 3 years of virtual meetings we are delighted the IWC Scientific Committee will be meeting  in-person in Bled, Slovenia from the 24th of April to the 7th of May 2023. The first day will be dedicated to plenary followed by 8 days of Sub-committee meetings, a day for report consolidation, and three final days of plenary. There will be two pre-meetings and the Joint CC-SC Working group will meet on the afternoon of the 7th May. The draft agenda is available here.


 

Pre-Meetings

The following pre-meetings have been planned:

  • Abundance Steering Group ASG | 21-23 April - please contact Geof Givens for more information
  • Topics related to spatial risk assessment for Hector’s and Maui dolphins in New Zealand | 22-23 April - please contact Iain Staniland for more information

Further details and any additional pre-meetings arising will be notified in due course.


Registration

Delegates for the SC69A Scientific Committee meeting to be held in Bled, Slovenia 24 April – 6 May are urged to register here as soon as possible in order to gain access to meeting materials and receive notifications of intersessional meetings and other SC meeting information. Once registration has been completed and approved, you must provide a passport-sized photo (jpg or png) to the Secretariat in order to receive your ID badge. Confirmation of registration approval will be sent by email to the address you provide during registration. Only those who have an approved registration will gain access to the meeting online resources and will be able to attend the meeting in-person.
 
Please note that failure to provide a photo before the meeting will result in delays when collecting your badge at onsite registration.


Travel

Please check with your local advisory service for relevant vaccinations and travel restrictions and ensure you have the appropriate travel and medical insurances and ID documentation in place before you travel.

NOTE: Slovenia has 2-pin type F EU-style electricity sockets (230V) - please bring the appropriate adapters for your devices. The Secretariat does not provide these

The nearest airports to the conference venue are:


Hotel

There are 2 hotel options available for participants to book accommodation - please use the booking links provided to receive the IWC-negotiated prices:

  1. Hotel Rikli Balance - single room €148 per night | book here
  2. Hotel Park - single room €133 per night | book here

Covid

For the latest information on the Covid-19 situation and applicable restrictions in Slovenia, please visit https://www.gov.si/en/topics/coronavirus-disease-covid-19/

Details of COVID-19 Measures in place at the venue hotel can be found here https://www.sava-hotels-resorts.com/en/hygiene-standard-plus

As of 01/02/2023 there are no Covid-19 entry restrictions into Slovenia - this will be updated in due course if there is any change. All participants must ensure they have appropriate travel and medical insurance in place before travelling.


Meeting SharePoint site

For the main SharePoint site for the SC69A meeting, click here (registration and approval required).


Meeting documents

Meeting documents

Paper submission for Intersessional Meetings: Deadlines for papers to be discussed at pre-meetings will be at the discretion of the relevant convenor. Please send papers to the convenor for approval and subsequent circulation to the sub-group members. Lengthier and more technical papers need to be made available far enough in advance that there is adequate time for review.

Abundance Estimates: Papers with new abundance estimates that require review during the Abundance Steering Group (ASG) pre-meeting or the SC meeting should be submitted six weeks prior to the ASG meeting - by 10 March 2023. Please contact Geof Givens (geof@geofgivens.com) or Leslie New (lnew@ursinus.edu) if you plan to submit new abundance estimates.

Paper submission for SC meeting: Papers, Primary or For information (see below), not discussed during pre-meetings must be submitted by 10 April 2023. If documents are submitted after this deadline, they may be delayed in the approval process and may not be uploaded in time to be included on the SC69A meeting page. Only in exceptional circumstances, and with permission from the relevant convenor and the SC Chair, may papers be submitted after the deadline of 10 April 2023.

Primary Papers: Please submit these papers (i.e., those not previously published, in press or submitted to other fora) online via this link. Document numbers will be assigned by the Secretariat. For help with the submission of papers, please contact documents@iwc.int. All papers must be of strict relevance to the topics identified in the SC69A meeting’s draft agenda. During the submission process, authors must submit a brief summary, limited to 300 words. The summary should be suitable for inclusion in the sub-committee report, written in the third person (referencing the paper) and highlighting only the main finding(s) of relevance to the Committee’s agenda. The paper will not be accepted without this summary. Papers deemed not relevant to the agenda by the appropriate sub-committee convenor, in consultation with the SC Chair, will also not be accepted.

For-Info Papers: If you have a report or paper that you believe is particularly relevant which has been previously published, is in press or has been submitted to other fora, please send to convenors@iwc.int, stating which sub-committee(s) the paper is intended for - please do not use the online link above to submit these papers. It is your responsibility to ensure that any permissions from the publishers for making these papers available to the meeting participants are met. Please supply a freely accessible web address and/or full reference details for these documents (including a DOI number/web access URL) and indicate who will speak to the paper at the meeting if required to do so. Like primary papers, authors must submit a brief summary for the report of less than 300 words, during the submission process. If this summary is not submitted, the paper cannot be uploaded. For-Info papers do not form part of the official document archive of the meeting but may be referenced in the report of the meeting.

Working Papers: These are short texts, generated during the meeting that are intended only to expedite resolution of disagreements or stimulate debate within the meeting and can only be submitted with the express agreement of the SC Chair or sub-group Chair. Working papers are not retained after the meeting. Under exceptional circumstances the SC Chair may agree to upgrade them to Primary papers.

The Report of the 2022 SC68D virtual meeting is available on the IWC archive and has now been published in the Journal of Cetacean Research and Management, Supplement 24.


Presentations 

All audio/visual presentations need to be approved by the relevant convenors and notified to the IWC AV team.


Other information 

All of the Commission’s publications (including published meeting reports) and archived papers from recent past meetings, are available here. If you cannot find what you are looking for, please contact the Secretariat archive team.

Copies of all Primary meeting papers not needed for intersessional meetings, will be freely available for download online from the meeting SharePoint site (open only to those who have registered). All Primary papers will be archived publicly in the IWC archive after the close of the meeting.

During the meeting, draft reports and working papers will be circulated to participants only. Please note that only working papers deemed relevant for inclusion in the final agreed Report of the meeting will form part of the official meeting record.

Any papers presented to the SC must not be shared externally until the final SC Report is made public, 21 days after the meeting concludes (RoP M5).


Visas

We encourage all delegates who require a visa to start their process as soon as possible.

Slovenia is a member of the Schengen area and entering into one Schengen member state allows persons to travel freely to all Schengen member states. Countries within the Schengen area are: Austria, Belgium, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Slovakia, Slovenia, Spain, Sweden, Switzerland. Click here for general information on the Visa policy.

Visa Exemptions

Citizens of certain countries must hold a short stay visa. The EU has a common list of countries whose citizens must have a visa when crossing the external borders and those whose nationals are exempt from that requirement. There are national derogations from the visa requirements for certain travellers.

Holders of a valid Schengen visa

Foreign nationals holding a valid visa issued by any Schengen country may also enter Slovenia, they only need to take into account the Schengen visa restriction limiting a holder's stay to up to 90 days within a period of any 180 days. Third country nationals who are holders of a valid residence permit or a long-stay visa of any Schengen country are also allowed to enter Slovenia for up to 90 days within a period of any 180 days.

Holders of service and diplomatic passports

There are national derogations from the visa requirements for holders of service and/or diplomatic passports of certain countries. If you are a holder of a diplomatic or service passport, you may verify if you need a visa here (check: Sheet 1.Exemptions Article 6(1): you are visa-exempted for Slovenia if there is a "yes" in the column SI). Note: if you transit through other Schengen countries, you need to verify the visa regime for those countries as well. If there is no visa-free regime for the transit countries, you will need to obtain a visa at the Consulate of the relevant transit Schengen country.

If you do not hold a valid visa or if there is no visa exemption

The first step is to inform the IWC Secretariat by email of your need for a visa, including the following information (name, address, nationality, affiliation, date of birth, passport number). The Secretariat will forward your data to the Ministry of Natural Resources and Spatial Planning and Ministry of Foreign Affairs of Slovenia, which will then issue an invitation letter for you. This invitation letter is required for the visa procedure (see below).

If you are not in possession of a valid Schengen visa, you can apply for one at any Slovenian diplomatic mission or consular post, or at the missions of other Schengen countries with which Slovenia has concluded agreements for issuing short stay visas. There are more than 140 such missions all over the world:

Some countries have neither a Slovenian embassy nor a visa agreement with missions of other Schengen countries, in which case the applicant needs to apply for a visa at the nearest Slovenian embassy. Applicants from these countries are advised to immediately inform the Secretariat about this situation, as the Ministry of Foreign Affairs of the Republic of Slovenia will try to facilitate the visa procedure.

Visa fee

Regular visa fee is EUR 80 Based on the agreements between the EU and certain countries, a reduced visa fee of EUR 35 or even an exemption from the fees can be applied for.

Visa procedure 

The visa procedure is usually concluded within 15 days, provided that all required documents have been submitted. The application can be filed up to three months in advance and no later than four (4) weeks in advance of the planned trip.

General visa information is available at the following links: 

In order to apply for a visa, you need:

  • a passport with at least two empty pages. The passport should have been issued within the last 10 years. The passport must be valid for at least 3 months beyond the date on which you intend to leave the Schengen territory, or, in the case of multiple journeys, the date on which you intend to leave after the last stay.
  • a visa application form completed and signed.
  • a recent identity photograph conform to ICAO standards.
  • a visa fee to be paid when you submit your application.
  • a service fee to be paid if you are requested to submit your application at the offices of a service provider.
  • a travel medical insurance covering emergency medical, hospitalisation and repatriation (including in case of death). The minimum cover should be of 30.000 EUR. This insurance must be valid for the entire Schengen area and throughout the duration of the stay.
  • Invitation, required for the visa process, by the organiser in Slovenia
  • Note verbale of the sending country

The complete list of documents is available on the website of the consulate. During the processing time the consulate may, in individual cases, ask you to submit additional information or documents or you may be contacted for an interview.

Important notice

To receive an invitation from the Ministry of Foreign Affairs of the Republic of Slovenia, the applicants needing a Schengen visa must write to the IWC Secretariat and provide the following information (name, address, nationality, affiliation, date of birth, passport number).

The deadline for registration for applicants needing a Schengen visa is 24th February 2023. Should you have any difficulties in obtaining a visa, please contact the Ministry of Foreign Affairs of the Republic of Slovenia, Consular Department, at the following e-mail: iwc.mzz@gov.si