The Hague, November 27, 1970.
Further to the invitation extended by the Government of the Kingdom of the Netherlands (hereinafter referred to as the Government) for an International Conference on Air Law (hereinafter referred to as the Conference) to be held at The Hague from 1-16 December 1970 under the auspices of the International Civil Aviation Organization (hereinafter referred to as the Organization), I have the honour to inform you that the Government, in view of the arrangements to be made in connection with the organization of the Conference, will make these arrangements in accordance with the terms set out below:
The Government shall, at its expense, make available to the Organization accommodation in the premises of the Netherlands Congresgebouw at The Hague and shall provide the necessary installations, furniture, equipment, staff and services as described in Sections I to VIII below, and shall maintain the premises in a manner adequate for the effective conduct of the Conference.
(a) One large conference room for plenary meetings of the Conference. This room shall provide seating for the delegates; for the delegation of the United Nations; seating for observers of non-governmental organizations, public and press. Seating on the rostrum for the President and other officers of the Conference, and the secretariat. Seating on a special rostrum for précis-writers.
(b) Two smaller meeting rooms for working parties or group meetings to seat 25-30 persons.
The large conference room shall be equipped for simultaneous interpretation from and into three languages; with a microphone at each three table positions, and a headphone for each seat in the room (including the rostrum, secretariat, press and public). In addition to the interpreters' booth (one booth per language) this conference room shall be equipped for sound recording of the discussions. The presidential rostrum in the conference room shall be equipped with three microphones.
One of the small meeting rooms shall be equipped for simultaneous interpretation from and into three languages.
Auxiliary facilities and services in the meeting Area
The following shall be provided in the meeting area:
(a) A delegates' lounge, restaurant and bar and related facilities for all participants and the secretariat.
(b) A public lobby provided with an information/reception desk; banking, postal, cable, telephone and telex facilities; cloakroom, etc., together with the necessary personnel to operate these ancillary services.
(c) A telephone service with operators.
(a) An office, one for the use of the President, and one for the use of the Secretary-General of the Conference.
(b) Adequate offices for the substantive and administrative secretariat and for the translation and stenographic services and the registry.
(c) A large room for the use of the interpreters, equipped as a combined office and lounge.
(a) The necessary typewriters and office machines, such as dictaphones, and copying machines.
(b) Inter-office telephone service.
Documents area and equipment
(a) A reproduction area equipped with offset machines and stapling equipment, capable of meeting the in-session requirements of the Conference.
(b) A distribution area in proximity to the conference rooms equipped with a distribution counter and shelving for the large volume of documentation issued before and during the Conference.
(c) A storage area for paper and supplies.
The Government shall provide, at its expense: Three chauffeur-driven cars for use by the officers of the Secretariat.
(a) The Government shall provide the engineering and other personnel to ensure the proper functioning of the equipment nd facilities referred to in Sections I, II, IV, and V above. The Government shall also provide the necessary reproduction operators and distribution staff, house staff, such as messengers, maintenance personnel and cleaners, telephone and telex operators, and the drivers of the vehicles referred to in Section VI above.
(b) The local personnel provided by the Government shall be placed under the general supervision of the Secretary-General of the Conference.
Documentation, stationery and supplies
The Government shall, at its expense, provide the stationery required for the adequate functioning of the Conference, including paper and ink for the reproduction of documents, and the Government shall pay the transport and insurance charges for shipment and return of documents as necessary.
Privileges and immunities
The Convention of 13 February 1946 on the Privileges and Immunities of the United Nations and the Convention of 21 November 1947 on the Privileges and Immunities of the Specialized Agencies, with its Annex III, to which Conventions the Government is a party shall be applicable in respect of the Conference.
It is to be well understood that immunity of jurisdiction does not apply to road offences, committed by a privileged person, nor to cases of damage caused by a motor vehicle belonging to, or driven by that person.
Representatives of States non-members of the Organization attending the Conference shall enjoy the same privileges and immunities as are accorded to representatives of States members of the Organization.
In addition to making the above-mentioned facilities available to the Conference, the Government shall assume responsibility for the additional expenditures to the Organization's budget resulting from the convening of the Conference at The Hague rather than at the Organization's Headquarters in Montreal estimated at US $ 20,000.
Liability for claims
The Government shall be responsible for dealing with any actions, causes of action, claims or other demands which may be brought against the Organization for damage to the facilities made available in connection with the Conference, for damage or injury to persons or property caused to third persons, or arising out of the employment of local personnel, and shall hold the Organization harmless in respect of any such actions, causes of action, claims or other demands.
Appointment of a liaison officer
The Government shall appoint a liaison officer who will be responsible, in consultation with the Secretariat of the Organization, for ensuring that all necessary arrangements for the Conference are made.
Accept, Sir, the assurances of my high consideration.
(sd.) J. LUNS
(Dr. J. M. A. H. Luns)