FFD4 Side Events FAQ

Q: What is Accreditation to FFD4 and why is it necessary?

A: Accreditation is the official process that allows institutions to become eligible to access and participate in the Conference and its side events. Civil society organizations, private sector companies, philanthropies, foundations, academia, think tanks, and other stakeholders not in consultative status with ECOSOC were eligible to apply for special accreditation. Intergovernmental organizations that do not have a standing invitation to observe the work and sessions of the General Assembly were able to apply for ad hoc accreditation to the FFD process. Finally, media also was eligible to apply for accreditation to cover the Conference and its preparatory sessions.

The last round of accreditation closed on 21 February 2025. Please click here for more information.

Q: Who can participate in the side events?

A: To participate as a speaker, panelist, or attendee at a side event, individuals must register for the FFD4 conference and receive confirmation of acceptance from UN DESA. Only individuals affiliated with accredited organizations will be eligible for conference registration. Registration for the Conference will open by 24 April 2025 for all categories of participants. Please click here for more information.

Q: How can I apply for accreditation?

A: The final accreditation period for FFD4 ended on 21 February 2025. 

Q: Can I organize side events in a hybrid format at the conference venue?

A: No, side events at the conference venue can only be held in person, as hybrid functionality is not available.

Q: What equipment is provided in the side event rooms?

A: All the side events rooms are equipped with

1. Head table for five (5) persons
2. Appropriate number of chairs at table for the size of the specific venue, ideally with chairs without table on room perimeter.
3. Technical equipment
   1. Five (5) microphones for head table
   2. Proportionate number of wireless handheld microphones for audience participation
   3. Facility for display of computer content from organizers (HDMI and USB-C connectivity to be provided) with audio
   4. Bluetooth slide advancer

Q: Can I connect speakers virtually?

A: Yes, side event organizers can still enable remote participation of their speakers by creating their own online meeting link and connecting their laptop (with HDMI and USB-C ports) to the screen available in the room.

Q: Will I have technical support to set up the virtual participation of speakers?

A: No, there will not be any technical support to set up the virtual participation of speakers.

Q: Can I organize my side event at a location outside the conference venue?

A: Yes, side events may also take place in other venues in Seville, Spain.

Q: Can I organize side events outside the conference venue in a hybrid format?

A: Yes. For off-site and virtual events, organizers are responsible for securing the venue, hosting the online platform, and managing all associated costs, including promotion and logistical arrangements. The decision to organize side events in a hybrid format rests entirely with the organizers.

Q: Can I submit the application for a side event pending the decision on my accreditation application?

A: Yes, proposals will be finalized only after considering the outcome of the accreditation process.

Q: Are webcasting facilities available?

A: No, webcasting facilities are not available.

Q: Is there any template for the concept note for side event?

A: There is no official template for the concept note. However, it is recommended to include a clear title, names of organizing entities, a brief background and rationale for the event, its main objectives and expected outcomes, as well as the proposed format and list of speakers. Providing this information will assist the review committee in effectively screening the submissions received.

Q: My organization is not accredited. Can I attend side events?

A: You may express interest in attending the side events of FFD4. Subject to capacity and approval temporary passes may be issued. Please fill out this form to submit your interest.

Q: What about the registration of side event speakers?

A: Side event organizers must ensure that all speakers are registered for the conference in a timely manner. Additional instructions will be sent in due course.

Q: What if speakers belong to a non-accredited organization? Can they register for FFD4?

A: Additional instructions will be sent to organizers of approved side events regarding registration of non-accredited speakers.

Q: Can I invite guests to my side event?

A: No. Side event organizers cannot invite external guests (i.e., individuals not registered for FFD4).

Q: Is it mandatory to submit the list of speakers?

A: A list of speakers is not required at the time of application submission but must be provided well in advance of the conference.

Q: Can I edit the Concept Notes submitted with my application at a later stage?

A: Yes, organizers may edit their submission until approval is communicated through the Indico portal.

Q: How can I review or edit my submission?

A: After submission, you will receive an email from desa-ffd4-sideevents@un.org with a link to edit your proposal.

Q: What is the maximum capacity of the rooms allocated for side events?

A: Side event rooms vary in capacity, ranging from 30 to 75 attendees.

Q: How will the speaker area be arranged? Will there be a stage or podium? What is the seating layout?

A: Most side event rooms are arranged in a theatre-style layout with a head table for five speakers.

Q: Will receptionist or support services be available in the side event rooms?

A: No, there will be no receptionist services. Side event organizers are responsible for managing their own event logistics.

Q: Will coffee breaks be provided during the conference?

A: Each side event is scheduled with a 30-minute break between time slots.

Q: Will side events be included in the official conference programme?

A: Side events will be listed in a separate programme, which includes all approved on-site, off-site, and virtual events.

Q: Are there any costs involved in organizing a side event?

A: Currently, there is no cost for approved side events held at the conference venue.

Q: Is it possible to arrange catering or a coffee station for a side event?

A: No, there are no separate catering or coffee station services for individual side events. However, cafeterias will be available on site for participants.