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PARTICIPANT GUIDE
TABLE OF CONTENTSTHE ICAO CODE OF CONDUCTCode of Conduct for ICAO Conferences, Meetings and Events 4CONFERENCE VENUE & FACILITIESICAO Contact Information 5Registration & Access 6Identification & Security 6List of Participants 6Floor Maps 7RESOURCESWi-Fi & Business Resources 12Social Media 12Meeting Documentation 12Food & Phones 12Tourist Info 13Communities 13Shopping 13ICAO Commissariat 13Local Resources 13GREEN INITIATIVESClimate Neutrality 14Carbon Accounting 14Food & Drink 14Avoiding Food Waste 14Drinking Water 14TRANSPORTATION & ACCOMODATIONAir Travel 15Getting to and from the Airport 15Travelling within Montréal 16City Bus & Metro Service 16Accommodation 16ADDITIONAL INFORMATIONICAO Boutique & Online Store 17Lost & Found 17Medical Resources 17Accessibility 17V. REG 22.02.2021
ICAO is working hard with all of its sectoral partners so thatinternational aviation continues to be a global climate success story, on trackto achieve carbon-neutral growth from 2020.As a UN agency, we are committed to hosting and organizingenvironmentally-friendly and carbon-neutral meetings, using the United NationsEnvironment Programme’s definition of sustainable events as a guidingprinciple and ICAO methodology to estimate carbon emissions generated byparticipants’ air travel.11. United Nations Environment Programme (UNEP), 2009 (p. 9). Green Meeting Guide
THE ICAO CODE OF CONDUCTCODE OF CONDUCT FOR ICAOCONFERENCES, MEETINGSFOR ICAO CONFERENCES, MEETINGS ANDEVENTS TO PREVENT HARASSMENT, INCLUDINGSEXUAL HARASSMENTThe organizations of the United Nations system,which includes ICAO, are committed to enablingevents at which everyone can participate in aninclusive, respectful and safe environment. UNsystem events are guided by the highest ethicaland professional standards, and all participantsare expected to behave with integrity andrespect towards all participants attending orinvolved with any UN system event.ICAO conferences, meetings and events shouldbe professional, respectful and harassment-freeenvironments for all participants. Harassmentin any form, including sexual harassment, willnot be tolerated. All participants are expectedto conduct themselves in a professional andappropriate manner.The ICAO Framework on Ethics is available hereand provides guidance on how to observestandards of conduct to help achieve anappropriate ethical working environment inICAO. It also provides information on how toreport misconduct against ICAO personnel,the investigation procedure, as well as possibleconsequences in case of misconduct.We encourage reporting of any incident to theorganizer of the UN system event, or directly toany security and safety officer, or by calling thesecurity desk on extension 6269 or 1 514 954 6269 (ICAO Security Desk).The Code of Conduct to prevent harassment,including sexual harassment at UN SystemsEvents can be found here.ZERO TOLERANCE FOR HARASSMENT AT ICAOCONFERENCES, MEETINGS, AND EVENTS
CONFERENCE VENUE & FACILITIESICAO CONTACT INFORMATIONInternational Civil Aviation Organization (ICAO) Headquarters999 Robert-Bourassa Boulevard, Montréal, Québec, H3C 5H7, Canada, Tel.: 1 514-954-8219
CONFERENCE VENUE & FACILITIESREGISTRATION & ACCESSDelegates must present their passport uponregistration, along with their credentials (unlessprovided in advance to the ICAO Secretariat). All participants are strongly encouragedto pre-register using the online registrationform available on their event’s ICAO websitepage, and to follow the instructions tocomplete their pre-registration.The Registration Centre is located in thelower atrium of the Conference Centre. Youwill find the registration hours posted onyour event’s ICAO website page.Please allow ample time for securityclearance and registration. All delegates will be required to submitto security screening whenever they enterICAO Headquarters. Entry to the ConferenceCentre should be made at the side entranceat 999 Robert-Bourassa Boulevard, asshown in the photo below, unless indicatedotherwise. Credentials (if applicable) are required forthe meeting. Information on credentials canbe found on your event’s ICAO website page. Badge-recuperating bins are located near theexits of the Conference Centre and entrancelobby. Please help make our events greenby recycling your badge at the end of yourevent.Main EntranceSide EntranceIDENTIFICATION &SECURITYAn ICAO security badge will be issued to eachparticipant upon registration, which allowsaccess to the Conference Centre.Should a badge be misplaced or lost, pleasenotify the Security Desk immediately. The ICAOsecurity badge must be worn visibly at all timeswhile on the premises. Security agents have strictinstructions not to allow access to the ICAOpremises or to the conference rooms to personsnot wearing a badge.LIST OF PARTICIPANTSA list of participants who have registered by thefirst day of your event should be available on theevent’s ICAO website page the following day. Thislist will be revised and updated, as necessary.Participants should notify the RegistrationCentre of any additions or corrections thatmust be made to the list. They can also contactthe ICAO Registration Desk by email atregistration@icao.int for any registration-relatedenquiries.
CONFERENCE CENTRE : LEVEL AFLOORMAPSThe following illustrations depict the five floors of the ICAOConference Centre and their respective meeting rooms.Please take note of the floor(s) your event is restricted to andlocate the rooms applicable to your event.REGISTRATION CENTRELOWERATRIUM
CONFERENCE CENTRE : 1ST FLOORWASHROOMSCONFERENCEROOM CCOMMISSARIATCONFERENCEROOM DCHARGINGSTATIONUPPERATRIUMCONFERENCEROOM EBUSINESSCENTREBISTROENTRANCEFOYERCONFERENCEROOM 31ST RANCE1ST FLOOR VESTIAIRECONFERENCEROOM ACONFERENCEROOM B
COUNCILCHAMBERCONFERENCE ROOM 6CONFERENCE ROOM 7A3RDFLOORVESTIAIRECONFERENCE ROOM 7BWASHROOMSCONFERENCE CENTRE : 3RD FLOORCONFERENCE ROOM 5DELEGATES’ LOUNGE3RDFLOORFOYERBARAIR NAVIGATIONCOMMISSIONCHAMBERSALON AWASHROOMS
CONFERENCE CENTRE : 4TH FLOORASSEMBLY HALLWASHROOMSCHARGINGSTATIONCONFERENCEROOM 4BCONFERENCE ROOM 1CONFERENCE ROOM 24THFLOORFOYER4TH FLOOR FOYERCONFERENCEROOM 4A
CONFERENCEROOM 5ACONFERENCEROOM 5BPUBLICGALLERY 1WASHROOMSCONFERENCE CENTRE : 5TH FLOOROPEN TOASSEMBLY HALL BELOWPUBLICGALLERY 25TH FLOORFOYER5TH FLOORFOYER
RESOURCESWI-FI & BUSINESSRESOURCESMEETINGDOCUMENTATIONFree Wi-Fi is available throughout ICAOHeadquarters. When connecting, you willfind the updated login information (Public@Intl. Civil Aviation) for you to access ICAO’swireless services while on-site.ICAO strongly supports the trend toward100% paperless conferences and events.Whenever possible, please download theworking papers and reports you will needto refer to during your event from thedesignated sites and bring a tablet or laptopwith you to consult them during the meeting.Delegates wishing to connect to ICAO’swireless network must have devices equippedwith an 802.11 b/g/n network card orcomparable connectivity hardware.In addition, computer workstations withInternet access and printer and telephoneare available to all participants at theBusiness Centre on the 1st floor of theConference Centre.SOCIAL MEDIAIt is forbidden to broadcast any written,audio, photographic or video recordings ofany of the proceedings of closed meetingsthrough social media or any other means,during or after the event.If you are unsure if the meeting you areattending is open or closed, please consultthe Chair of the meeting.To locate your event’s web page, please visitwww.icao.int/meetings and follow the linksto your event and its documentation.FOOD & PHONESNo food or beverages are permitted insidethe conference rooms or Registration Centre.Cellular phones should be on silent orvibrate mode. The ICAO phone numberis 514-954-8219 and four-digit extensionnumbers may be dialed directly when callingwithin Headquarters. When using one of thephones at ICAO, please dial 9 and then thearea code before dialing the number desired(local calls only).
RESOURCESTOURIST INFOSHOPPINGAll major hotels provide tourist informationon points of interest, entertainment and diningoptions, cultural and sporting events, excursionsand other activities in Montréal and surroundingareas.All major department stores and well-knownbrands can be found in downtown Montréal,which features extensive underground tunnelsconnecting the major city malls and retail outlets.Montréal’s historic quarter is better known forspecialty retail, including more adventurousclothing brands, art galleries, spas, souvenirshops, etc.Tourisme Québec, located at the CentreInfotouriste at 1255 Peel Street (corner ofSainte-Catherine Street) offers touristinformation for Montréal and the entire province.Tel: 1 (877) 266-5687 (daily from 0900 to 1700hours)Web: www.bonjourquebec.comCOMMUNITIESTo promote equal distribution of wealth andpreserve traditional culture, participants areinvited to purchase locally produced goods andsouvenirs and to support local businesses andcommercial activities.Look for the Aliments du Québec and SignéLocal logos shown below. You will find a listof participating merchants on the Signé Localwebsite: www.signelocal.com.ICAO COMMISSARIATFor the convenience of participants eligibleto purchase spirits and cigarettes at diplomaticprices, the Commissariat is located on the1st floor of the Conference Centre. TheCommissariat hours may be extended on certainoccasions depending on the size of the meeting.Commissariat hours:Tuesday and Thursday: 1200-1500 hoursPlease note that citizens and permanent residentsof Canada do not have access to the Commissariat.Visa, MasterCard and debit cards are the only formsof payment accepted.LOCAL RESOURCESThe map below shows ICAO’s location betweenMontréal’s downtown core historic quarter(Old Montréal), highlighted in red.
GREEN INITIATIVESCLIMATE NEUTRALITYFOOD & DRINK“A green meeting is one designed, organised andimplemented in a way that minimises negativeenvironmental impacts and leaves a positivelegacy for the host community.”2The carbon emissions associated with foodare mainly generated by its production andtransportation.4 In cooperation with its foodproviders, ICAO has taken steps to ensure thatthe food at its Headquarters is seasonal, locallyproduced, community-sourced and to the extentpossible, organic. Efforts have also been made toincrease the environmental sustainability of themenus offered.CARBON ACCOUNTINGIn 2007, the United Nations System ChiefExecutives Board for Coordination (CEB)endorsed the UN climate neutral strategy,asking UN organizations to measure, reduce andultimately offset greenhouse gas emissions fromfacilities and operations. At the Climate Summitin September 2014, the UN Secretary-Generalcalled on organization leaders to guide theirrespective entities to become climate neutral by2020.Within this context, ICAO will begin using theUnited Nations system’s carbon accountingmethodology, which is based on measuringdifferent emission sources.3These include transportation to and withinMontréal, accommodation type, thecarbon footprint of the conference venue,food and food waste, paper and plasticconsumption and waste related emissions.The information can be compiled, upon requestof the organizers, into a short report to highlightcarbon-emission offsetting efforts in meetingand conference facility operations and to informmeeting-related policies aimed at reducingcarbon emissions as much as possible.AVOIDING FOOD WASTEApproximately one third of the food producedglobally for human consumption goes to waste,representing 3.3 gigatonnes of CO2 annually. 5You can use the biodegradable takeoutcontainers that are available in various sizes inthe cafeteria. Note that there is a discount forcustomers who bring their own mug for coffeeor tea in the cafeteria. There is also a charge forwater cups.ICAO’s food providers donate all their leftoversto local charities.DRINKING WATERWater fountains can be found throughout theICAO Conference Centre. Participants areencouraged to bring their own reusable waterbottles and refill them as often as they wish.Glass bottles are more environmentallyfriendly than plastic ones and are thereforerecommended. Please dispose of empty plasticbottles in the plastic recycling bins located oneach floor of the Conference Centre.2. United Nations Environment Programme, 2009 (p. 9). Green Meeting Guide.3. /4. Worldwatch Institute, (2011). State of the World. Innovations that Nourish the Planet.5. Food and Agriculture Organization of the United Nations (FAO), (2011). Food wastage footprint. Impacts on natural resources.
TRANSPORTATION & ACCOMODATIONAIR TRAVELIn April 2009, the UN EnvironmentalManagement Group (EMG) adopted the ICAOCarbon Emissions Calculator as the official toolfor all United Nations entities to quantify theirCO2 footprint from air travel, in support of theUnited Nations Climate Neutral initiative.Many factors influence the environmentalfootprint of a flight: cabin class flown, aircrafttype, passenger load factor and cargo carried.The ICAO calculator’s methodology uses the bestpublicly available industry data to account forall these factors and is periodically updated by adedicated group of technical experts.Information from a participant’s business travelitinerary to and from Montréal, when provided,will be used as input to the ICAO CarbonEmissions Calculator in order to estimate the airtravel-related portion of his or her ICAO meetingcarbon inventory.GETTING TO AND FROMTHE AIRPORTTransportation to and from Montréal-PierreElliott Trudeau International Airport is possibleby taxi, airport shuttle bus or special bus service.Taxi fares to and from the airport have a fixedrate of 41. Fares from the airport are charged bymeter for all destinations other than downtownMontréal.The airport shuttle bus (city bus No. 747)is an express bus that operates betweendowntown Montréal and the airport 24 hours aday, 7 days a week. Information on the fare andschedule can be found at: STM 747 bus.A special bus service is available from 0500 to2300 hours from major downtown hotels. Forarrangements and prices, contact your hotel.
TRANSPORTATION & ACCOMODATIONTRAVELLING WITHINMONTRÉALMontréal is a megacity with heavy traffic;walking and public transportation are thereforeencouraged. Montréal’s public transportationsystem is a modern, reliable and convenientway to reach most shopping, entertainment andbusiness areas. If taking a taxi, participants areencouraged to ride-share with others to minimizethe CO2 emissions per person.CITY BUS & METROSERVICEICAO Headquarters are located within walkingdistance of Square Victoria – OACI metro stationon the orange line and several bus stops.The bus and metro are operated as an integratedsystem within the city limits, and transfers maybe made at designated points. Fare cards maybe purchased in advance at metro stations (butnot on the bus). All buses are pay-as-you-boardrequiring a fare card or the exact fare in coins (nochange is given). Once the fare card is activated,it is valid for 120 minutes for travel in the samedirection.Route and fare information may be obtained bycalling 514-STM-INFO (514-786-4636 option 4)or at www.stm.info.ACCOMMODATIONParticipants can find a list of hotels with ICAOpreferential rates on their event website. Thehotel industry alone is responsible for one percent of global CO2 emissions.6 Participants arestrongly encouraged to choose a Green Keycertified hotel or a hotel that is striving for socialand environmental sustainability from the listprovided. In compiling the list, proximity to ICAOHeadquarters has been taken into account toreduce transportation. Efforts to minimize waste,energy and water consumption have also beenconsidered.6. United Nations World Tourism Organization (UNWTO). (2016). Tourism Highlight.
ADDITIONAL INFORMATIONICAO BOUTIQUE & ONLINE MEDICAL RESOURCESThe ICAO medical office is located on the fourthSTOREFor a wide range of ICAO clothing, gifts and othermerchandise, please visit the ICAO Boutiquelocated near the Information Desk on the 1stfloor. ICAO products and services includingpublications, ICAO Data , training courses,as well as meeting, exhibition and sponsorshipopportunities are conveniently browsable online.LOST & FOUNDLost and found articles should be reported/handed to the Security Desk in the entrancelobby.floor, Room 4.25, telephone extension 8212.ACCESSIBILITYAccess for persons with reduced mobility isavailable throughout ICAO Headquarters. Awheelchair is also available at the Security Deskupon request.
AIR TRAVEL GETTING TO AND FROM In April 2009, the UN Environmental THE AIRPORT Management Group (EMG) adopted the ICAO Carbon Emissions Calculator as the official tool for all United Nations entities to quantify their CO 2 footprint from air travel, in support of the United Nations C
