2017 Annual Meetings. Business Center and Business Center Conference Rooms

Transcription

1 OFFICIAL USE ONLY SecM IDA/SecM IFC/SecM MIGA/SecM July 27, 2017 FROM: Acting Vice President and Corporate Secretary 2017 Annual Meetings Business Center and Business Center Conference Rooms 1. Attached for information is a document entitled 2017 Annual Meetings - Business Center and Business Center Conference Rooms. 2. This document outlines conference room and business center arrangements for delegations for the 2017 Annual Meetings in Washington, D.C. Please relay this information to your delegations and inform them of the requirements. For more information, please visit the 2017 Annual Meetings website. 3. Questions on this document should be referred to Mr. Sholto Stewart (ext ). Distribution: Executive Directors and Alternates This document has a restricted distribution and may be used by recipients only in the performance of their official duties. Its contents may not otherwise be disclosed without World Bank Group authorization.

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3 Annual Meetings Business Center and Business Center Conference Rooms The Annual Meetings Business Center Operations Team will operate a Business Center to provide a flexible working environment and/or space for meetings, and Business Center Conference Rooms to accommodate meetings for up to 40 people. For inquiries about Business Center Operations in World Bank buildings please contact ambusinesscenters@worldbank.org. For Business Center Operations in IMF buildings, please contact EBC@imf.org. For meetings of more than 40 people, and other Annual Meetings events, please contact Gary Wackernah at gwackernah@worldbank.org. Annual Meetings Business Center The Annual Meetings Business Center, located in the front lobby of the Bank s MC building, will be available Monday, October 9, through Sunday, October 15 and operate from 8:00 am to 6:00 pm daily. The Annual Meeting Business Center will feature: Lounge seating for ad hoc meetings or as a temporary workspace; WiFi (available throughout all meeting venues via the Bank s guest network); Four hoteling computers for delegates who require a space to work outside of their Executive Director's suite; Business Center staff to help delegates access the internet, print, copy, or scan. All workspaces are available on first-come, first-served basis, and workstation time should be limited to more than 15 minutes as a courtesy to others. Delegates should take all personal items with them when they are finished using the workstation or while attending meetings. Annual Meetings Business Center Conference Rooms There will be 49 Business Center Conference Rooms in the Bank s MC building and 22 in the J building to accommodate meetings of up to 40 people. These conference rooms are offered "asis; the Operations Team cannot customize furniture layouts or provide IT/AV support. Business Center Conference Rooms can be reserved in 30-minute blocks of up to 2 hours. If you have a meeting that you know will last longer, please contact ambusinesscenters@worldbank.org to arrange a longer reservation. To view a list of the rooms available in the MC building, click here. Reservations will be open from August 1 through October 15.

4 2 Many of the Business Center Conference Rooms have video teleconferencing (VTC) capabilities. If you require VTC, please reserve the room through the method outlined below. To Reserve a Standard Business Center Conference Room: o Reservations for Business Center Conference Rooms can be requested directly through EMS using this link o Those without access to the EMS system may download the Meeting Request Form and submit it using the button on the form. o During the week of the meetings, last minute reservations and/or changes can be made by phone at (202) To Reserve a Business Center Conference Room with video teleconferencing (VTC): o As all VTC-equipped Tier Two conference rooms are blocked in Outlook for the week of the Annual Meetings, reserving one of these rooms is a two-step process: Step 1: Reserve the conference room in EMS. Step 2: The Business Centers Team will confirm your reservation and unlock your timeslot in Outlook so that you can complete your VTC reservation. If you have problems with the second step, please contact ambusinesscenters@worldbank.org. To Reserve a Business Center Conference Rooms with Simultaneous Interpretation: o All bilateral meetings with interpretation in the Bank s MC building should be scheduled in one of the two SI-equipped conference rooms: MC6-100 (capacity 48) MC6-860 (capacity 30) o To reserve one of these rooms, and the interpreters, please contact the Annual Meetings Language Services team through interpretation@imf.org. o The deadline for submitting simultaneous interpretation requests (and to change existing requests) is 3:00 pm on the day prior to the meeting. No new requests or changes will be accepted after that time. o Due to resource limitations, only bilateral meetings of up to 90 minutes can be supported. o Requests for bilateral meetings should include the following information: o Organizational unit (e.g., AFRVP) o Language(s) o Meeting Date o Meeting start time and end time o Preferred room o Primary participants o Name and phone number of the contact person at HQ o Attach any background materials (speaking points, country reports, etc.)

5 3 To Reserve VP Conference Rooms with Simultaneous Interpretation: o Due to high volume of bilateral meetings involving ECA, MNA, and AFR, SI equipment will be installed in the following rooms for the duration of the Meetings: MC7-424 (ECA VP); J5-050 (MNA VP) and J (AFR VP). o To schedule interpreters for meetings in one of these rooms, please contact the Annual Meetings Language Services team through interpretation@imf.org. Additional Furniture in ED Offices Executive Directors offices will be able to order additional furniture for their office suites to help accommodate additional people during the Meetings: Additional guest seating for offices; Additional guest seating and a 30 diameter round meeting table; Additional soft-seating for reception areas, only in offices where there are vacant spaces. The furniture order form will be provided closer to the Meetings date. However, please be advised that similar to last year s arrangement, neither SECCO nor GSD will be able to rearrange existing furniture. Questions relating to the Annual Meetings Business Centers should be directed to Sholto Stewart, Projects Officer, at sstewart1@worldbank.org or via phone at (202) /s/ Alice Yeo Manager Corporate Secretariat Conferences Office

6 4 List of Business Centers and Business Center Conference Rooms Room MC Lobby Function Business Center Room Function Capacity J Business Center Conference Room 16 J Business Center Conference Room 28 J Business Center Conference Room 18 J Business Center Conference Room 22 J Business Center Conference Room 18 J Business Center Conference Room 20 J Business Center Conference Room 40 J Business Center Conference Room 40 J Business Center Conference Room 30 J Business Center Conference Room 13 J Business Center Conference Room 40 J Business Center Conference Room 28 J Business Center Conference Room 26 J Business Center Conference Room 16 J Business Center Conference Room 40 J Business Center Conference Room 29 J Business Center Conference Room 44 J Business Center Conference Room 18 J Business Center Conference Room 11 J Business Center Conference Room 30 J Business Center Conference Room 40 J Business Center Conference Room 30 Room Function Capacity MC Business Center Conference Room 28 MC Business Center Conference Room 14 MC Business Center Conference Room 25 MC Business Center Conference Room 13 MC Business Center Conference Room 26 MC Business Center Conference Room 25 MC Business Center Conference Room 20 MC Business Center Conference Room 29 MC Business Center Conference Room 25 MC Business Center Conference Room 18 MC Business Center Conference Room 25 MC Business Center Conference Room 15 MC Business Center Conference Room 25 MC Business Center Conference Room 12 MC Business Center Conference Room 25 MC Business Center Conference Room 24 MC Business Center Conference Room 24 MC Business Center Conference Room 25

7 5 Room Function Capacity MC Business Center Conference Room 25 MC Business Center Conference Room 8 MC Business Center Conference Room 50 MC Business Center Conference Room 23 MC Business Center Conference Room 18 MC Business Center Conference Room 18 MC Business Center Conference Room 28 MC Business Center Conference Room 29 MC Business Center Conference Room 25 MC Business Center Conference Room 35 MC Business Center Conference Room 28 MC Business Center Conference Room 40 MC Business Center Conference Room 20 MC Business Center Conference Room 32 MC Business Center Conference Room 25 MC Business Center Conference Room 25 MC Business Center Conference Room 20 MC Business Center Conference Room 20 MC Business Center Conference Room 23 MC Business Center Conference Room 25 MC Business Center Conference Room 25 MC Business Center Conference Room 23 MC Business Center Conference Room 25 MC Business Center Conference Room 25 MC Business Center Conference Room 26 MC Business Center Conference Room 35 MC Business Center Conference Room 40 MC Business Center Conference Room 25 MC Business Center Conference Room 35 MC Business Center Conference Room 40 MC Business Center Conference Room 10