Briefwisseling houdende een verdrag tussen het Koninkrijk der Nederlanden en de Organisatie der Verenigde Naties voor Onderwijs, Wetenschap en Cultuur (UNESCO) inzake de “Fifth UNESCO Global Forum against Racism and Discrimination”, te ’s-Gravenhage, Nederland, van 28 tot en met 30 oktober 2026

Contents

Part Nr. I

UNESCOParis,26 October 2026Your Excellency,I have the honour to refer to your letter dated 8 April 2026 in which you shared with UNESCO your Government's confirmation to host the Fifth Global Forum against Racism and Discrimination, to be held in The Hague on 28–30 October 2026.I would like to reiterate our gratitude to your Government for its offer and confirm acceptance.A. Nature and scope of the meetingIn accordance with the provisions of the “Regulations for the general classification of the various categories of meetings convened by UNESCO” adopted by the General Conference at its 14th session and amended at its 18th, 25th, 33rd and 37th sessions, this meeting is regarded as falling within category IV.The Fifth UNESCO Global Forum against Racism and Discrimination (hereinafter “the Global Forum”) will be anchored in the Executive Board decision that took note of the Global Call against Racism (210 EX/Decision 5.I.B), which mandated UNESCO to increase its intersectoral action to combat racism and discrimination, and to strengthen the UNESCO Roadmap against Racism and Discrimination that integrates an intersectoral plan for this to be achieved (215 EX/5.I.INF).The Roadmap emphasizes four strategic pillars to upscale UNESCO’s and Member States’ contributions to the fight against racism and discrimination, namely: (1) reinforcing normative work, (2) advancing a research agenda and delivering evidence-based analysis, (3) enhancing capacity-building initiatives, and (4) bolstering advocacy. At its 216th session, the Executive Board adopted a resolution that recognized the efforts made to implement the Roadmap and called on Member States to express their willingness to host the annual Global Forum (216 EX/Decision 5.I.D).The first edition of the UNESCO Global Forum against Racism and Discrimination was held on 22 March 2021, in partnership with the Republic of Korea. It brought together Ministers as well as experts, practitioners and champions from all regions, who aimed to foster evidence-based dialogues among countries to identify best practices, build a global front of partners against racism, and identify the next steps to develop the Roadmap.On 28 and 29 November 2022, the second edition of the Global Forum was organized in Mexico City, hosted by the Government of Mexico. This edition centered on the transversal theme of “The road towards a rights-based recovery from Covid” and analyzed the impact of racism and discrimination on the most vulnerable populations, which resulted in the establishment of multistakeholder partnerships and the development of concrete tools to enhance anti-racism and anti-discrimination.From 29 November to 1 December 2023 a third edition was hosted in São Paulo with the support of the Government of Brazil, on the theme of “Race to the top: putting racial equity and justice at the forefront of development agendas” which examined race as a powerful metric in designing and implementing strategies for socioeconomic development. With the leadership of Member States and UNESCO in convening multiple stakeholders of the international community to build partnerships to pursue anti-racism and anti-discrimination efforts, came the establishment of the Network of Anti-Racism and Anti-Discrimination Officials: a platform to enhance action against racism and discrimination, exchange best practices and strengthen co-learning.Most recently, the fourth edition was organized from 9 to 11 December 2024 in the city of Barcelona, in collaboration with the Kingdom of Spain, the Government of Catalonia and the city of Barcelona. The highlight of the Forum was the launch of the UNESCO Global Alliance against Racism and Discriminations to pursue concrete actions in calling the world to action, which was subsequently endorsed by UNESCO’s Executive Board (221 EX/Decision 40).The Forum provides a platform to advance the implementation of the Global Call against Racism through the UNESCO Roadmap against Racism and Discrimination, to strengthen cooperation and the exchange of knowledge and good practices among stakeholders from all regions, and to promote concrete action across its different pillars. The 5th Global Forum will also provide an opportunity to further advance the operationalization of the UNESCO Global Alliance against Racism and Discriminations and to strengthen its contribution to global efforts to address racism and discrimination.As part of the Roadmap, the UNESCO Global Forum is a unique platform to take stock of progress made in the global fight against these societal ills and build mechanisms for the way forward. The fifth edition’s theme of “From Commitment to Accountability: change the system, change the future” aims to ensure delivery, enforcement and measurable progress in fighting racism and all forms of discrimination.B. ParticipationParticipants will be invited following the “Regulations for the general classification of the various categories of meetings convened by UNESCO” (Section IV, Articles 38 to 46). According to these rules, participants in this Global Forum will be specialists serving in an individual capacity.Member States and Associate Members of UNESCO may send observers to the Global Forum. The United Nations and other organizations of the United Nations’ system with which UNESCO has conducted mutual representation agreements may send representatives to the Global Forum.The Director-General may extend invitations to send observers of other organizations of the United Nations’ system with which UNESCO has not conducted mutual representation agreements; intergovernmental organizations; and international non-governmental organizations, in accordance with the Directives concerning UNESCO’s partnerships with international non-governmental organizations.The total number of participants, including representatives, observers, and members of the UNESCO Secretariat, is expected to be approximately 900 (nine hundred).The Global Forum shall comprise at least one ministerial panel with representatives of UNESCO’s Member States, serving in their individual capacities.Persons, invited individually to participate in the Global Forum, shall represent geographic, racial/ethnic, and gender diversity and they shall come from different fields of expertise: governmental, global and regional organizations, academy and research, international cooperation, civil society, artists, media professionals, the private sector and foundations.I have the honour to submit for your consideration the usual proposals for the arrangements for this meeting.I. VENUE AND DATE OF THE MEETINGThe meeting will be held from 28 to 30 October 2026 at the World Forum in The Hague, the Kingdom of the Netherlands.II. ORGANIZATION OF THE MEETINGThe responsibility for the operational and technical organization of the meeting lies with both the competent authorities of the host country and UNESCO on the basis of the attached statement of requirements (see Annex).However, nothing herein shall preclude the parties from mutually agreeing to such adjustments as may be desirable to ensure the smooth conduct of the meeting. All matters relating to the operational and technical organization of the meeting will be handled through the liaison officer appointed by the Kingdom of the Netherlands.III. SECURITY MEASURESThe Government of the Kingdom of the Netherlands is responsible for providing, at its own expense, the police protection and security measures necessary for the holding of the preparatory meetings and meetings of the event, as well as any other meeting related to the event, in an atmosphere of calm and serenity, without interference of any kind.The police and security arrangements will be based on a risk assessment. They shall meet the standards of the United Nations security management system (UNSMS), which confers to the United Nations Designated Official (DO) for the Kingdom of the Netherlands an overall responsibility for the security of United Nations personnel, premises and assets throughout the country. The Designated Official (DO) must be kept informed of the measures envisaged.The police and security arrangements will be under the direct supervision and/or control of a Senior Security Coordination Officer designated by the Government of the Kingdom of the Netherlands who will work in close coordination with the Event Security Coordinator appointed for this purpose by UNESCO and/or the locally competent United Nations security officer.IV. PRIVILEGES AND IMMUNITIESThe Government of the Kingdom of the Netherlands will apply, in all matters relating to this meeting, the provisions of the Convention on the Privileges and Immunities of the Specialized Agencies of the United Nations and its Annex IV relating to UNESCO. All persons entitled to participate in the meeting must have the right to enter and leave the territory of the Kingdom of the Netherlands promptly. In that respect, it is understood that no restriction on the right to enter, stay in and depart from the territory of the Kingdom of the Netherlands may be imposed on a person entitled to participate in the meeting, regardless of his or her nationality.V. VISASThe Government shall facilitate the participants to obtain any required visas as expeditiously as possible, in accordance with relevant domestic and EU legislation and its obligations under the United Nations Charter for the maintenance of international peace and security.VI. MEDICAL RESPONSEThe Government shall ensure that an adequate medical response capability is available within the Conference premises throughout the Pre-sessional Meetings and the Conference, including personnel qualified in first aid and emergency care.Immediate access and admission to appropriate hospital services shall be ensured by the Government whenever required by a Participant or personnel. The Government shall designate appropriate hospitals capable of providing emergency and specialist medical care to Participants.Ambulance services and the necessary medical transport from the Conference premises shall be available at all times during the Pre-sessional Meetings and the Conference.Hospital services provided to the Participants and personnel shall be made available at reasonable rates.The Government shall ensure that adequate sanitation standards and hygiene protocols are in place for the Pre-sessional Meetings/Conference.For global health situations, including pandemics, the Government shall implement, at its cost, the measures necessary to protect the health of Participants, personnel, and the local community, in accordance with the guidance of the World Health Organization, while enabling the effective, inclusive and safe conduct of the Pre-sessional Meetings/Conference. Should additional measures be required, they shall also be at the Government’s cost and shall be agreed between the Parties.The Government and the Secretariat shall ensure appropriate coordination between the medical response arrangements, the Conference organizers, and United Nations security personnel for the management of medical incidents.As required, the Government and the Secretariat shall agree and communicate health-related information to Participants and personnel, including on required conduct, which the Participants and personnel will be required to comply with.The Parties shall nominate their focal points, who will liaise with each other on matters related to this Article.VII. ENVIRONMENTAL MEASURESThe Government of the Kingdom of the Netherlands is committed to taking environmental considerations into account at all stages of the planning, organization and running of the meeting in order to minimize its environmental impact, in accordance with the UNESCO Environmental Sustainability and Management Policy.In providing the space, facilities, utilities and services for the meeting, the Government will aim to avoid and reduce, to the extent possible, greenhouse gas emissions associated with hosting the meeting, and calculate and offset the remaining emissions with a view to achieving climate neutrality of the meeting. In this regard, the Government will propose a detailed action plan to UNESCO with measures to reduce the environmental impact of the meeting, which shall include targeted resource efficiency measures to minimize energy and water consumption and waste generation. The Government will, among other things, implement an internationally recognized environmental management system (e.g. ISO 20121) to plan, coordinate and report on the sustainability aspects of the meeting and will ensure that this system is evaluated.All facilities, services and resources necessary to implement a climate neutral and sustainable meeting will be included in the financial planning for the meeting and will be provided by the Government of the Kingdom of the Netherlands.VIII. PERSONAL DATA PROTECTION AND PRIVACYThe Government of the Kingdom of the Netherlands undertakes to take into account privacy-by-design and by-default considerations at all stages of the planning, organization and implementation of the meeting in order to minimize the risks associated with the processing of personal data, in accordance with the UNESCO Principles on Personal Data Protection and Privacy and their applicable regulations and rules.In this regard, the Government will undertake a privacy impact assessment to build and demonstrate the implementation of the Principles so that data subjects retain control over their personal data. The Government will report on the data protection aspects of the meeting, including technical and administrative safeguards against accidental or unlawful destruction or accidental loss, alteration, unauthorized disclosure or access to personal data, and will ensure that measures are evaluated.IX. DAMAGE AND ACCIDENTSAs long as the premises reserved for the meeting remain at the disposal of UNESCO, the Government of the Kingdom of the Netherlands shall bear the risk of damage to the premises, equipment and furniture, and shall assume full responsibility for any accidents to persons attending the meeting. However, the Government does not assume responsibility for damage caused by gross negligence or intentional misconduct of participants. The Government shall take all necessary measures to ensure the protection of the above-mentioned premises, equipment, furniture and persons against risks, particularly fire. It may also claim compensation from UNESCO for damage to persons and property caused by the fault of staff members or agents of the Organization.X. DISPUTE RESOLUTIONAny dispute relating to the interpretation or implementation of this Agreement shall be settled by negotiation or such other procedure as the parties may agree.I propose that this letter, and your Government’s letter in reply, shall constitute an Agreement between the Kingdom of the Netherlands, for the European part of the Netherlands, and UNESCO with respect to the Fifth UNESCO Global Forum against Racism and Discrimination, which shall enter into force on the date UNESCO receives your reply, and which shall remain in force for the duration of the meeting and for such additional period as is necessary for its winding up. The total duration of this Agreement, however, shall not exceed one year.LIDIA ARTHUR BRITOAssistant Director-General for Priority Africa and External RelationsSander CohenPermanent Representative of the Kingdom of the Netherlands to UNESCO

Annex · Statement of Requirements

1. BASIS FOR ASSESSMENT2. UNESCO'S RESPONSIBILITIES3. RESPONSIBILITIES OF THE HOST COUNTRY

1.1Meeting venue: World Forum, The Hague (Kingdom of the Netherlands), as main venue of the Conference.

1.2Dates: 28–30 October 2026

1.3Duration: 2 full days for the main forum (29–30 October) with prior Day 0 (28 October) where consultation meetings with various stakeholders will be organized.

1.4Meeting format: In-person participation with streaming for plenary sessions only.

1.5Approximate number of participants: 900 in-person participants, including key participants, who are government authorities, scientific and academic experts, private and philanthropic entities, representatives of civil society and grassroots organizations as well as representatives of the organizing institutions.

1.6Working languages: Dutch, English, French, Spanish and International Sign Language (see 3.2.3).

1.7Organization of work:28 October: 4 consultation meetings in conference roomNumber of participants: approx. 15 persons per consultation meetingFormat of the room: Roundtable28 October: Master Class against Racism and DiscriminationNumber of participants: approx. 300 young personsFormat: Theatre StyleTotal of 9 Plenary Sessions on 29 and 30 OctoberNumber of participants: 900Format of the room: Theatre style with stageTechnical requirements: Screens, fixed and roaming microphones, where necessary interpretation booths compliant with ISO 17651-1 for permanent booths or ISO 17651-2 for mobile booths. The interpretation equipment, including interpreter consoles, headsets, and any required screens, must comply with ISO 20109:2025. For participants, the conference system should comply with ISO 22259:2019, provision for livestreaming and recording of sessions.Total of 18 breakout sessions on 29 and 30 OctoberNumber of participants: approx. 100 persons per breakout room:Format of the room: Classroom styleTechnical requirements: Fixed and roaming microphones, interpretation booths where necessary interpretation booths compliant with ISO 17651-1 for permanent booths or ISO 17651-2 for mobile booths. The interpretation equipment, including interpreter consoles, headsets, and any required screens, must comply with ISO 20109:2025. For participants, the conference system should comply with ISO 22259:2019.

1.8Audio or video recording: a videographer will record specific moments and foreseen interviews. The organizing institutions will prepare jointly the calendar for such recording and define a final product to be delivered after the Conference. Recordings will remain the property of UNESCO.

1.9Documents to be drafted:

a)Before the meeting: in English, Spanish and French including the full programme of the Conference;

b)During the meeting: short reports from breakout sessions to present to plenary

c)After the meeting: Report of meeting outcomes in English, Spanish and French.

2.1Make prior arrangements and cooperate technically with the host country authorities.

2.2Co-chair the Steering Committee with representatives of the host country.

2.3Participate in the Logistics Committee, chaired by the host country through the National Coordinator against Discrimination and Racism.

2.4Propose the programme of the meeting, which must be developed in cooperation with the authorities of the host country.

2.5Propose speakers for the meeting, in close consultation with the host country authorities.

2.6Prepare and translate invitations and send them to participants as well to relevant UN agencies and Member States’ high-level participants, in alignment with the host country.

2.7In consultation with the host country authorities, prepare, translate and send electronically the working and information documents of the meeting.

2.8ln collaboration with the host country, mainly through the National Coordinator against Discrimination and Racism, establish contacts with public and private institutions in order to raise funds for the activities related to the meeting, in cooperation with the authorities of the host country.

2.9Establish contacts with other United Nations agencies.

2.10Support the elaboration of the final report of the Global Forum.

2.11Provide a list of Member States and Associate Members for the preparation of nameplates.

2.12In-kind contribution from staff: advice on programmatic, technical and logistical issues.

2.13Propose specific measures to improve the environmental performance of the meeting in its planning, organization and execution and support the Government of the Kingdom of the Netherlands in the implementation of these measures, in accordance with the UNESCO Environmental Sustainability and Management Policy and UNESCO’s Guidelines for Green Meetings.

2.14Offset greenhouse gas emissions from the travel of UNESCO staff and participants whose travel costs are funded by UNESCO, as part of its internal carbon tax on air travel and encourage both sponsored and self-funded participants to use climate-friendly modes of transport.

2.15Communicate the meeting's environmental objectives and actions to participants and make them visible in official meeting documents.

3.1Preparation of the content

a)Co-chair the Steering Committee with UNESCO and other actors of the host country;

b)Chair the Logistics Committee through the National Coordinator against Discrimination and Racism;

c)Actively contribute to the development of the meeting programme;

d)In collaboration with UNESCO, propose participants of the Global Forum;

e)Develop in close cooperation with UNESCO the meeting's website architecture and content and host the meeting website including functionality for registration of participants and other agreed functionality.

3.2Services

3.2.1The Host Country, through the National Coordinator against Discrimination and Racism, with the support of the Ministry of the Interior and Kingdom Relations, designated by the National authorities, will:

a)Co-chair and participate in the Steering Committee;

b)Establish contacts with public and private institutions in order to raise funds for the activities related to the meeting, in cooperation with UNESCO;

c)Select and engage an event and travel agency that will provide logistical and travel arrangements in compliance with the United Nations standards.

3.2.2.Within the overall budget cap of its offering, the host country finances:

a)The cost of hiring a Rapporteur who will draft the final report of the Global Forum in collaboration with UNESCO.

b)The cost of translation if needed and printing of documents – to be reduced to the minimum in order to minimize the carbon footprint.

c)The cost of interpretation in Dutch, English, French, Spanish and International Sign Language during the plenary sessions of the Global Forum.

d)The cost of creating, hosting and updating the webpage of the Global Forum as per paragraph 3.1.d) above;

e)The cost to organize the reception and transportation services between the hotel(s) and the venue(s) of the Global Forum, as well as for the arrival and departure to up to one hundred key participants and UNESCO staff members;

f)The logistical and technical costs required to receive participants in the venue as well as for the platform for virtual participation (including the video recording of the main Global Forum);

g)The potential additional costs required to organize a climate-neutral and environmentally friendly meeting.

3.2.3.The host country will provide and pay for interpretation in Dutch, English, French and Spanish and International Sign Language for the plenary sessions on 29–30 October.

3.3SecurityThe Government of the Kingdom of the Netherlands should provide all necessary security equipment and personnel at its own expense. It should also provide the necessary protection to ensure the safety of VIPs and dignitaries during their stay on its territory.

a.The Senior Security Coordination Officer designated by the Government of the Kingdom of the Netherlands will work closely, including remotely, on the security organization with the following Event Security Coordinators of the United Nations Security Management System.

b.The police and security arrangements provided by the Government of the Kingdom of the Netherlands shall meet the standards of the United Nations Security Management System (UNSMS), based on an assessment of the threats, whether in terms of terrorism, common criminality or public disturbances.With respect to the restricted perimeter of the meeting venue, the minimum level of organization must allow for:

–an effective verification of pedestrian accreditations, a detection of metallic masses and a baggage X-ray;

–an effective verification of the identities and/or accreditations of all persons employed on site or any external supplier (security agents, deliverymen, etc.);

–consideration of the distance between the event premises and the vehicle parking lot or public road;

–provision of dedicated and priority emergency numbers with the coordination of internal forces.

With respect to the perimeter outside the meeting, the measures must provide for an adequate police presence to deter, detect and prevent hostile action.

3.4Visas and customsThe Government of the Kingdom of the Netherlands shall facilitate the application for and issuance of visas free of charge to meeting participants, the UNESCO Secretariat and interpreters where the legislation of the Government permits, as well as the clearance of documents and working materials required for the meeting (including for the exhibition, if applicable).

3.5Eco-responsibilityThe Government of the Kingdom of the Netherlands ensures that environmental sustainability considerations are ambitiously integrated and visible in all stages and aspects of the planning and organization of the meeting. Inter alia, the Government will propose environmentally friendly hotels, suppliers, catering services and modes of transportation, as well as resource efficiency measures. This includes, but is not limited to, the following:

3.5.1.Meeting venueThe host country provides meeting venues and accommodation with a minimal environmental footprint, preferably eco-labelled, and/or with an Environmental Management System in place including the following criteria:

•easy access from city centre/airport and between meeting venue and accommodation (preferably by public transportation, bike or foot);

•energy and water saving measures in place;

•use of renewable energy sources;

•waste sorting and recycling system in place, as well as measures to limit waste;

•eco-responsible purchasing and subcontracting policy, e.g. regarding the purchase of household supplies and products, such as ecological/eco-labelled cleaning products.

3.5.2.Documents and communication materialsThe host country ensures that:

a)all working documents will be shared in electronic format (latest version) via the meeting website or a dedicated application;

b)the use of printed documents and flyers is avoided as much as possible and working documents and the agenda will only be printed exceptionally on request in order to make the meeting “papersmart” or “paperless”;

c)if printing is considered absolutely necessary, it will be done only on chlorine-free, recycled, unbleached and Forest Stewardship Council (FSC) certified paper, using vegetable-based ink rather than petroleum-based ink;

d)access badges and nameplates are recyclable and collected at the end of the meeting for this purpose to avoid unnecessary waste;

e)the distribution of goodies from partners is discouraged and all communication materials come from a sustainable source;

f)the environmental measures implemented for the organization of the meeting are communicated to the participants (for example by using specific signage, or via a practical guide), in order to make them aware of this subject and encourage good practices.

3.5.3.WasteThe host country ensures that waste generation during the meeting is kept to a minimum, including ensuring that:

a)no single-use plastics are used during the event;

b)a recycling system for at least paper and plastic be put in place;

c)in the event of a lack of local waste treatment, an external waste collection and recycling partner is mandated;

d)recycling bins must be clearly labelled and available around the meeting site.

3.5.4.Food and cateringThe host country provides that:

a)all cutlery, plates and cups used for the meeting are reusable;

b)water fountains or carafes are made available at the meeting venue and single-use plastic bottles are thus avoided;

c)local, seasonal, organic and fair trade products are used whenever possible;

d)the supplier is informed in advance of the exact number of participants and their possible dietary restrictions;

e)the catering menu includes at least one vegetarian/vegan main course for each meal.

3.5.5.TransportThe host country:

a)provides for non-motorized, public or electric modes of transportation whenever possible for travel between the hotel and the meeting venue and/or the airport;

b)provides participants with information and possible discounts on public transport options.

3.5.6.Resource efficiencyThe Government ensures that specific measures are put in place throughout the meeting, both at the venue and in the proposed accommodation, as well as in the preparation of the meeting, to limit energy and water consumption and waste production, for example by:

a)regulating the temperature in a way that saves energy (e.g. no cooling to below 26°C, no heating above 19°C);

b)preferring natural lighting;

c)switching off lights and electronic devices when not in use;

d)using sustainably sourced and reusable designs and materials.

3.5.7.Climate neutrality and environmental reportingThe Government will, to the extent possible, measure the environmental impact of the meeting in terms of venue, accommodation and local transport, and provide UNESCO with detailed information on: the use of water, electricity and other energy sources; waste generation; paper use and printing; greenhouse gas emissions. Greenhouse gas emissions, including for the travel of self-financed participants, will be offset through the purchase of certified emission reductions (CERs) to ensure that the meeting is climate neutral.

3.6AccessibilityThe Government of the Kingdom of the Netherlands is committed to taking into account the needs of participants with disabilities at all stages of the planning, organization, implementation and assessment of the meeting to ensure accessibility for all participants to all aspects of the meeting, in accordance with the United Nations Convention on the Rights of Persons with Disabilities (CRPD) and guided by the operational framework of the United Nations Disability Inclusion Strategy (UNDIS).The way in which UNESCO events are conducted sets visible standards for inclusion and accessibility for people with all types of disabilities.In particular, the host country shall ensure that all official meeting venues, including meeting spaces, dining areas, and restrooms, as well as hotel accommodations and transport vehicles used for the event, are fully accessible to participants with a range of disabilities, such as mobility, visual, auditory, and cognitive impairments. Accessibility features will be integrated throughout the venue to facilitate ease of access for all attendees, including those in wheelchairs. Additionally, the host country will provide International sign language interpretation for hearing-impaired participants. In all cases, the host country will ensure that an appropriate service is provided for any participant with a disability, including the visually impaired, including clear signage and tactile guidelines to facilitate participation throughout the event.Online services to support meetings should offer participants a variety of ways to participate and communicate. Services that enhance accessibility include, but are not limited to, captioning, on-demand Braille printing, hearing loops, sign language, easy-to-read materials and plain language materials. The organizer will also use best practices in the development of the event website and all associated digital platforms, including online registration tools, ensuring compliance with Web Content Accessibility Guidelines (WCAG) 2.2 or the most recently published version. These standards shall be applied to all digital content to guarantee that it is accessible to all users, including those with visual, auditory, motor, and cognitive impairments.Facilities must meet the highest accessibility standards while incorporating universal design principles and provide reasonable accommodation for people with disabilities. Emergency and evacuation plans shall be developed to include specific provisions for assisting individuals with disabilities. These plans will ensure that all participants, regardless of their abilities, can safely evacuate in case of an emergency. Procedures will be communicated to all staff and volunteers, and regular drills will be conducted to ensure preparedness.Staff and volunteers involved in the event shall receive at least basic training on disability awareness and inclusive practices to ensure they are fully equipped to assist attendees with disabilities effectively. This training will cover essential techniques for using assistive technologies, effective communication strategies, and appropriate support methods to enhance accessibility and participation for all attendees.The Government of the Kingdom of the Netherlands will appoint a designated accessibility officer at least one month prior to the event. This officer will ensure compliance with all accessibility standards and serve as the primary point of contact for participants regarding any accessibility concerns or requests for reasonable accommodations. All requests for reasonable accommodations should be made via email, the registration tool of the event, a designated form on the event’s site, or by phone.

3.7Participant registration and accreditationWhen and as appropriate, and as agreed with UNESCO, the Government of the Kingdom of the Netherlands may be responsible for the pre-registration of all participants, by setting up a dedicated online platform, designed according to UNESCO criteria, and for issuing the necessary accreditations. In this case, it is responsible for preparing the official list of participants and updating it regularly, according to UNESCO criteria.Based on the official list of participants, the host country will produce, in consultation with UNESCO, the access badges for the meeting, taking into account environmental criteria.The host country will ensure personal data is processed in a fair and transparent manner, in accordance with the UNESCO Principles on Personal Data Protection and Privacy. For meetings, this means providing registrants with clear information regarding (i) what personal data is being collected, (ii) who is collecting it, (iii) who it might be shared with, (iv) what it will be used for, (v) how long it will be retained, and (vi) who to contact in case registrants have questions about the processing of their personal data. This information should be provided to registrants by means of a privacy notice prior to submitting their registration. Personal data collected during registration should be kept secure and used only for the purposes disclosed in the privacy notice. Registrants should always be provided with the option to opt-in for secondary purposes, such as inclusion in a shared event participant list, receiving post-event updates, or other content related to the event's theme (e.g., newsletter).

3.8Premises

3.8.1Meeting rooms

a)Main convening hall and conference room for plenary sessions in theatre style with an audience capacity of 900 persons.Format of the room: Theatre style with stageTechnical requirements: Screens, fixed and roaming microphones, interpretation booths compliant with ISO 17651-1 for permanent booths or ISO 17651-2 for mobile booths. The interpretation equipment, including interpreter consoles, headsets, and any required screens, must comply with ISO 20109:2025. For participants, the conference system should comply with ISO 22259:2019, provision for livestreaming and recording of sessions.

b)9 Breakout session rooms with a capacity of 100 persons per roomFormat of the room: Classroom styleTechnical requirements: Fixed and roaming microphones, interpretation booths compliant with ISO 17651-1 for permanent booths or ISO 17651-2 for mobile booths. The interpretation equipment, including interpreter consoles, headsets, and any required screens, must comply with ISO 20109:2025. For participants, the conference system should comply with ISO 22259:2019.

3.8.2Offices and other spaces (optional)

a)Meeting room for the Director-General: to be equipped with VIP office furniture and a UN flag.

b)Meeting room for the Host Country: to be equipped with VIP office furniture

c)Office for UNESCO and Host Country Secretariat: The open space for the Secretariat of the meeting should be equipped with 15 desks and chairs, a telephone, 2 printers and adequate Internet connection,

d)General meeting room: to be equipped with VIP office furniture

e)VIP lounge: to be equipped with VIP office furniture

f)Banquet hall

g)Exhibition hall

h)Lactation room

i)Registration of participants area

j)Cloakrooms

k)First-aid post

3.9Summary of equipment and supplies (examples below)

°Free WIFI available at the meeting venue (both for the audience and for the Secretariat)

°Electrical outlets in all areas to charge phones and laptops, as well as extension cords and adapters

°Screens for programme display and other announcements

°Laser printers/scanners and High-speed photocopiers

°100% recycled and sustainably sourced paper for photocopying and office supplies

°Water fountains

°Selective sorting bins in all areas

°Reusable/recyclable meeting bags and badges for participants, in consultation with UNESCO (if applicable).

3.10Meeting visibility and brandingThe Government of the Kingdom of the Netherlands will ensure the visibility of the meeting to the participants, through appropriate communication materials (website, social networks, banners, signs, badges and derivative products for the meeting) displayed/distributed on this occasion. Communication materials are produced by the host country in coordination with UNESCO, in accordance with the Organization's graphic standards and visual identity, and in compliance with environmental criteria (see 3.5.2.), bearing the title of the meeting, the UNESCO logo and the host country's emblem. The nature of the link with UNESCO (co-organization) is clearly visible on all these materials.The host country shall ensure that no visibility of non-official partners/sponsors of the meeting shall appear on such materials, whether inside or outside the official venue of the event.Display locations include the spaces/rooms of the official meeting sites, as well as all places and media, online and offline, where communication elements about the event are available (website, social networks, airports, transit locations, hotel accommodation, host city sites).The United Nations flag and the flag of the host country shall be flown outside the main meeting site for the duration of the meeting.Any communication material for the meeting (invitations, press releases, programmes, brochures, merchandising, etc.) bearing UNESCO's name, acronym or logo, as well as the visual identity of the meeting, must have received prior approval from UNESCO. Visual guides and graphic charts are provided by UNESCO to facilitate interaction and content production.

3.11Local staffThe Government of the Kingdom of the Netherlands provides the following local staff:

°National liaison officer

°Environmental management officer

°Staff to manage participant registrations

°Hosts and hostesses, receptionists at information points and meeting rooms

°Medical staff (first aid at the meeting venue)

°Technicians to set up simultaneous interpretation, sound and audio recordings, presentations and projections in all meeting rooms

°Audiovisual technicians (video capture)

°Technicians to ensure online services (videoconferencing, streaming, etc.)

°Security officers

°Cleaning staff

°Cloakroom attendants

°Volunteers at reception points and official hotels of the meeting

To facilitate communication, local staff should speak English. The host country will ensure gender balance in the composition of local staff.

3.12Accommodation and transportationThe Government of the Kingdom of the Netherlands lists eco-friendly hotel accommodation in different categories and price ranges. UNESCO staff and interpreters are accommodated at the meeting hotel.The host country provides airport and train station pick-up and drop-off transportation for up to one hundred key participants and provides shuttle buses, preferably electric, between hotels and the meeting venue or facilitates the use of public transportation or self-service bicycles, while respecting the environmental criteria under 3.5.5.

3.13FreightAll documents and exhibition materials imported for the purpose of the meeting shall be sent to the Bureau of the National Coordinator against Discrimination and Racism, who will arrange for their clearance and prompt delivery to the meeting venue.

3.14Reception, food and refreshmentsThe host country shall provide lunch, coffee, tea, water and coffee breaks for all participants during Days 1 and 2 of the Global Forum. For any additional days on which UNESCO personnel remain present before or after the Global Forum, the Host Country shall not be responsible for providing or financing meals, refreshments or coffee breaks for UNESCO personnel, as these costs are covered under UNESCO's financial contribution of EUR 150,000.

The National Coordinator against Discrimination and Racism has been designated by the host country to be responsible for the organization and the management of the Global Forum in close cooperation with UNESCO as follows:

Part Nr. II

PERMANENT DELEGATION OF THE KINGDOM OF THE NETHERLANDS TO UNESCOParis,26 October 2026Dear Madam,I have the honour to refer to your letter of 26 October 2026 relating to an Agreement to be concluded between the Kingdom of the Netherlands and the United Nations Educational, Scientific and Cultural Organization (UNESCO) concerning the Fifth UNESCO Global Forum against Racism and Discrimination, to be held in the Hague, the Netherlands, from 28 to 30 October 2026, which reads as follows:(Zoals in Nr. I)I am authorized by the Government of the Kingdom of the Netherlands to state that it agrees to the proposals formulated in your letter of 26 October 2026 regarding the organization of the international conference. Furthermore, I am authorized to state that the Government of the Kingdom of the Netherlands considers your letter and this reply as together constituting an Agreement between the Kingdom of the Netherlands, for the European part of the Netherlands, and UNESCO concerning the Fifth UNESCO Global Forum against Racism and Discrimination, which shall enter into force on the date of receipt of this reply by UNESCO and shall remain in force for the duration of the event and for such additional period as is necessary for its preparation and winding up. The total duration of this Agreement, however, shall not exceed one year.Please accept, Madam, the assurances of my highest consideration.SANDER COHENPermanent Representative of the Kingdom of the Netherlands to UNESCOLidia Arthur BritoAssistant Director-General for Priority Africa and External Relations

Dutch legislation is not protected by copyright (Auteurswet art. 11). Source: wetten.overheid.nl, Basiswettenbestand.