In order to ensure timely communication and access to UNFCCC systems, it is the responsibility of admitted NGOs to keep the secretariat informed of the contact details by completing a Contact Details Form for already admitted NGOs and sending it to cool@unfccc.int in case of any changes.

Please note the following: 

• This form is not for registering for conferences. It is only used to update contacts of organizations that already have observer status!

• The Designated Contact Point (DCP) of admitted NGOs serves as the official channel for the exchange of information with the secretariat, including but not limited to receiving official notifications, nominating representatives for sessions, matters related to side events and exhibits or other session-related activities.

• Please send us digital and typed forms with text / characters that are optically recognized when selected, i.e. editable text, in Word or PDF format. This will allow for a quicker process of your data. Photos and scans are not unacceptable. However, the processing time will be longer and the data will be prone to error.
  In case your browser does not support the filling of form fields, you may try a different browser or open the form in a PDF reader supporting this feature.

• Only provide the information which needs to be changed. If information is not changed, please tick "No changes" and leave the respective fields empty.

• Our database cannot carry multiple email addresses for one person, or carry the same email address for a different designated contact point (DCP) and head of organization.

• Provide the names of persons exactly as indicated on the person's passport.

• A digital signature or a scanned copy are sufficient.

• In case the head of organization changes, please provide official proof to that effect, for example, an official communication or a Web posting. Please also note that the highest ranking official in an organization should be registered as head of organization.

• In case the name of your organization has changed, please provide official supporting documents (e.g. a new registration certificate issued by a government authority as well as scanned copies of the amended articles of association/statutes of your organization).

• Please note that in the Contact Details Form all fields marked with an asterisk * are published on the List of Admitted NGOs (i.e. name of the Designated Contact Point, but email and contact numbers as provided under section 1 “Organizational details”).

• Before nominating a new DCP, please ensure that the persons representative account is deleted in the Online Registration System (ORS).

• The processing of the form usually takes around 5 working days. When deadlines for registration are approaching, the number of change requests surges and it will take more than 5 working days. As changes to the contact details might affect your access to the online systems for registration and side events and exhibits, kindly ensure submission of the form well in advance of relevant deadlines.

• Contact Details Form (CDF): English / Français

Constituencies in the UNFCCC are loose groups of NGOs with diverse but broadly clustered interests or perspectives. Please see the following document for more details including the benefits of belonging to a constituency: Constituencies and you.

Each constituency is represented and organized by respective constituency focal points (CFPs). They provide a conduit for the exchange of official information between their constituents and the secretariat. Their contact details can be found here.

The constituency affiliation of admitted NGOs is also indicated on the list of admitted NGOs.

Since 2016 the UNFCCC secretariat also recognizes the following groups as informal NGO groups:

• Faith Based Organizations (FBOs);
• Education, Communication and Outreach Stakeholders (ECOs);
• Parliamentarians.

Contacts for informal NGO groups

These informal NGO groups do not enjoy all privileges of an official constituency, but their morning coordination meetings can be announced on CCTV and in the Daily Programme (DP) and they receive a certain amount of tickets to limited access meetings such as opening ceremonies.

Who can register

In accordance with Article 7, paragraph 6 of the Convention, Parties to the Convention, United Nations and related organizations and agencies, media and non-profit observer organizations with observer status may attend the sessions of the Convention. Consequently, everyone wishing to attend the conference must be registered accordingly and in possession of a conference badge. Organizations without observer status and individuals can find further information here.

How to register: NGOs with observer status

Registration is managed through the Online Registration System (ORS). The secretariat’s usual practice is to post official information for upcoming sessions, including registration timelines, on the UNFCCC website well in advance of the start date of the sessions. You can find current information on the Notifications page of the UNFCCC website.

ORS will open upon issuance of the notification/information note which contains the nomination and confirmation deadlines. Designated Contact Points (DCP) of admitted NGOs must nominate and confirm representatives through ORS by the given deadlines. Late nomination and confirmation of representatives after these deadlines will not be accepted.

For further information and guidance on the nominations and confirmation process and using the system, please refer to the ORS User Manual.

For technical assistance when using the system, please contact the UNFCCC support team using the ORS Support Form.

Registration on-site (for duly registered observers)

Duly confirmed delegates through ORS must obtain a conference badge at registration counters on-site. Further details are published in the information for participants for the respective sessions.

The below guidelines and regulations are set in place to promote a harmonious atmosphere supportive of discussions and negotiations at intergovernmental meetings and to encourage the effective participation of observers in the process:

As a way to engage observers in the Convention process, the secretariat manages side events and exhibits within the negotiation venue where observers can interact with Party delegates and other participants.

Duly admitted observer NGOs are eligible to apply for one side event slot and/or one exhibit. Please note the side events and exhibits eligibility and selection criteria.

Applications for side events and exhibits can only be received through the Side Events and Exhibits Online Registration System (SEORS) during the relevant period.

For detailed instruction on how to submit an application, please refer to the Side Events and Exhibits Application Manual. 

Before applying for a side event and/or an exhibit, please carefully review the FAQs.

All information on side events and exhibits can be found on the Overview Homepage.

Submissions:

Parties to the UNFCCC agreed that requests for submission of information and views could be extended to non-governmental organizations where appropriate and that they would be made available on the secretariat website (FCCC/SBI/2010/27, paragraph 148 and FCCC/SBI/2004/10, paragraph 104). Information on how to make submissions is available here.

A list of calls for submissions from the sessions in Sharm el-Sheikh can be found here.

Statements:

Presiding officers of the respective negotiating bodies regularly provide opportunities for NGO Constituencies to make statements in the plenary. Such opportunities are communicated by the secretariat to the Constituency Focal Points.

NGO constituency members are encouraged to work with the Constituency Focal Points to develop statements. The list of admitted NGOs indicates the constituency of an admitted NGO.