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ANNEX C TOJWC/DOM/ETI/18

DATED JAN 19

ADMINISTRATIVE INSTRUCTIONBI-SC IKM WG 2019/1 05 – 07 MAR19

– REAL LIFE SUPPORT –

1. Timings, Reporting and Administration.

Registration (WAFER) deadline 04 FEB 19

Hotel booking deadline 04 FEB 19

Travel to Stavanger 04 MAR 19

JWC In-Processing 05 MAR 19 07:45 – 09:00

Event Period/Battle Rhythm (BR) 05-07 MAR 08:00 – 16:15

Return Travel ENDEX 07 MAR 19 after closing

2. Registration. All participants deploying to JWC are requested to register themselves using the Web Application for Events Registration (WAFER). Registration is open from 14 JAN 19 and finishes NLT 04 FEB 19. The WAFER can be found at the following address available through the public internet: http://events.jwc.nato.int/ .

Registration consists of 2 steps (If you already are registered as user of WAFER you can skip the first step):

2.1. Creation of user account. Each participant has to create own profile using link “Create new account” (https://events.jwc.nato.int/user/register). After providing essential personal data the system generates a Request for Account to RLS. The data is validated by JWC MSS and after approval the special instruction is generated to participants how to sign up for the particular event. For the creation of the account use your work-related unclassified e-mail (e.g. your.name@nato_hq.int). This account you can use for all future events hosted in JWC.

2.2. Registration (Sign up) for the event. After validation of the user account participant can log on to the individual account using personal Login and Password. On the front page choose the event called “Bi-SC IKM WG”

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and then click button: “Click here to register”. Fill out all required data as requested. For transportation and accommodation please choose the accurate option.

After successfully registration (sign up) WAFER sends a confirmation and further instructions to your e-mail. In case of problems with registration or access to the WAFER please contact JWC RLS by Email (NS and NU): rls@jwc.nato.int.

3. Accommodation.

3.1. Commercial Accommodation: JWC RLS has pre-reserved hotel rooms with a NATO rate in the Stavanger hotels listed below. The pre-reserved rooms are available for reservation until 04 FEB 19. Individuals are to contact the hotel and make direct arrangements using the booking code listed. JWC will not make any individual reservations.

3.1.1. Thon Hotel Stavanger (Phone: +47 51 59 95 00)Single room rate is 1295 NOK per night including breakfast and light evening meal.Booking code: 27718618

3.1.2 Victoria Hotel (Phone +47 51 86 70 00)Single room rate is 1150 NOK per night including breakfast.Booking code: 1126453

3.1.3. Upon registration in WAFER, select the designated hotel option. Once the 04 FEB 19 deadline has been passed, there is no guarantee that the hotels pre-reserved by JWC RLS will hold rooms for the event, and participants may have to self-book elsewhere in the Stavanger area.

3.1.4. The booking becomes an obligation between the individual and the hotel with respect Norwegian hotel regulations (Norsk Hotellov). The individual is responsible for cancelling the room if he/she should do not participate in the event. The individual is also required to notify the hotel directly with any changes in travel dates.

3.1.5. If the individual does not make use of the accommodation facilities as agreed when confirming the room, he/she is obliged to pay the standard agreed price (i.e.: no-show without any notice to the hotel after confirmation of reservation with credit card information will allow the hotel to deduct a payment for one night from your credit card).

3.2. Military Accommodation: Military accommodation to a limited extend can be made available upon request in WAFER. Personnel requesting military accommodation will be notified after the registration deadline (2-3 working days) via e-mail regarding their request status.

The HN has arranged accommodation in Norwegian military facilities (MADLA CAMP - KNM Harald Haarfagre).

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The standard in camps is open style barracks with common shower and toilet facilities. In Madla Camp the accomodation will consist of shared rooms (2-10 PAX) and limited number of single rooms (OF-5 and above personnel only). MADLA camp has amenities such as a gym and internet café. There are local eateries located outside the camp in a radius of about 10 minutes walking distance

3.2.1. Cost for military accommodation will be: Single room 285 NOK per night incl. breakfast (OF-5 and above). Shared room 235 NOK per night incl. breakfast.Note: Number of single rooms or 2-bed shared rooms is limited. Linen, blankets, pillows, hand-towels and lockers (no locks) will be provided. Bring your own lock to secure your valuables in the locker since the room doors cannot be locked. The HN is responsible for ensuring cleaning services are provided at the Madla Camp accommodation facilities. No VIP type rooms available.

3.2.2 Military Camp address: Madla Camp (KNM Harald Haarfagre), Madlaveien 345, N-4045 HAFRSFJORD.

3.3. JWC RLS will provide Letter of Non-availability of Military Quarters only to those participants who specifically requested military accommodation, but could not be afforded military accommodations due to lack of availability. The Letter of Non-availability can be requested to the JWC RLS Planner during in-processing.

4. Transportation. The Host Nation will provide transportation to and from Stavanger airport as long as the pertinent information is provided in the WAFER. JWC RLS will coordinate transportation assets assigned to the event with HN NORWAY.

4.1. General/Flag Officers (per NATO regulations, OF-7 and above) will be offered by the HN, staff car or van if requested in advance for the daily transportation and as long as the resources are available. This may be a separate minibus for groups of FOGOs.

4.2. Daily transportation to and from JWC will only be provided from designated transportation locations:

4.2.1. Madla Camp: Transportation will be departing daily from the parade ground in front of the Madla Camp recreation/Welfare building (see map at para 4.6).

4.2.2. Downtown Stavanger: Transportation will be departing daily from the main Downtown pick-up point (see map at para 4.5).

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Individuals accommodated at the Thon Maritim and Victoria Hotel are to meet transportation at this location.

4.3. Personnel accommodated in other hotels located downtown Stavanger are required to walk to the Downtown pick-up point (see map at para 4.5) to meet transportation or make their own transportation arrangement to JWC.

4.4 The daily transportation will depart on Tuesday 05 MAR 19 at 0715 hrs from the downtown pick-up point and will go via Madla (it will be at Madla at around 0730 hrs depending on the traffic). On 06 & 07 MAR, transportation will depart at 0730 hrs from the downtown pick-up point and at around 0745 hrs from Madla. Return transport will be in accordance with the agenda. The daily transportation schedule will be provided in the event program and during the in-processing brief. Changes will be communicated on the RLS screens beside the RLS office located by the F-Block main entrance.

4.5. Stavanger downtown shuttle pick-up point:

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JWC Shuttle

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4.6. Madla Camp

5. In-processing. In-processing will take place at the JWC (F-Block) as per timings indicated in the Table 1. Please be at JWC when the In-Processing timing starts as you will need some time to complete it. It will include the welcome admin briefing, departure information, issue of security badge, finance and CIS accounts activation. Each participant must bring the following:

5.1. Copy of the WAFER e-mail acceptance message.

5.2. NATO HQ/Military ID Card for military or civilian passport for civilian.

5.3. If not assigned to the NCS, NFS or NCIA, proof of personnel security clearance (hand carried paper copy).

5.4. NATO Travel Order.

5.5. Major credit cards (AMEX and U.S. Government Credit Card not accepted) or Cash (NOK/EUR) to settle for meals/military accommodation.

6. Meals. The following arrangements have been made for meals during the event:

6.1. Breakfast according to Hotel posted hours. Madla Camp Mess Hall 0600-0715 hrs.

6.2. Lunch will be available at JWC on individual purchase as a “pay as you go” option (Monday to Friday).

6.3. Coffee will be available in paying coffee machines (10 NOK per cup).

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Shuttle

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6.4. No dinner service will be provided at the JWC training facility. Participants are required to make their own arrangements for dinner.

6.5. Special dietary requests (i.e. medical requirements) should be indicated on WAFER.

6.6. Water coolers are available in the JWC dining facilities and training areas. Bottled water will not be provided, although can be purchased at the JWC canteen.

7. Finance. Norwegian Kroner (NOK) is the only valid currency in Norway. Event participants are highly encouraged to conduct a money exchange prior to arrival in Norway. During in-processing, individuals will pay the catering contractor, Eurest, managed by the JWC RLS personnel. All personnel are encouraged to pay with a major credit card (AMEX and U.S. Govt Credit Cards are NOT accepted) although cash NOK and EUR will also be accepted. If a participant elects to pay in Euros, an additional administrative fee to cover the conversion fees charged by the banks will be applied. Receipts for accommodation and food will be issued to individuals on payment.

8. Security.

8.1. The JWC Security Office has the overall responsibility for all security aspects related to JWCs activity and facilities. The office is also the coordinating authority towards the Host Nation Security Organization (including Host Nation Security Guard Force (HN SEC)), who is responsible for providing force protection, oversight and enforcing local guard force policies.

8.2. In order to be granted unescorted access to the training facilities (Class II Security Areas), as well as access to classified documents and/or CIS, external personnel who are staff member of a NATO military or civilian body, a National military or civilian body of a NATO-Nation, or Contractors who are nationals of a NATO-Nation, are required to provide proof of personnel security clearance (PSC) at the level of NATO Secret or above. The proof of PSC must be provided upon initial arrival (in-processing), and may be in the form of:

8.2.1. NATO Personnel Security Clearance Certificate, issued by the respective National Security Authority or other competent bodies or

8.2.2. Attestation of NATO Personnel Security Clearance issued by a security official of the sending national or NATO military or civilian body or

8.2.3. AMIS-card or

8.2.4. Other ID-cards included in ACT Directive 70-3.

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8.3. Personnel from a Non-NATO nation or civilian body and personnel from international and non-governmental organizations are required to provide the following information to the JWC Security Office (preferably via e-mail to: jwcsecurity@jwc.nato.int) in due time before the start of the event:

8.3.1. Last name, first name and rank.

8.3.2. Passport/ID card number (also to be presented upon arrival).

8.3.3. National personnel security clearance (if applicable).

8.3.4. Name of event/conference, dates of attendance.

8.4. Physical access to NATO Security areas (Class I/II), access to NATO CIS, NATO information and intelligence and release of NATO information will be according to Bi-SC Handbook for Information and Intelligence Sharing with Non-NATO entities.

8.5 If necessary, NATO Personnel Security Clearances must be hand carried and present to the Security Officer upon request during in-processing (in accordance with 8.2).

8.6. The use and/or presence of personal electronic devices (PEDs) to include mobile phones, laptops, WIFI/Bluetooth capable devices (including smart watches/devices) and officially-issued DECT phones is strictly prohibited in Class I Security Areas, even when powered off.

PEDs, to include wearable smart devices (capable of wireless transmission, and receive signals such as WIFI and Bluetooth), are not permitted within the following Class II areas: All Bunker blocks, Conference rooms, JWC auditoriums, VTC rooms, and F Block Levels 1, 2 and 3.

8.7. Visitors hand carrying NATO classified material higher than NATO RESTRICTED must have written courier authorization (Ref: AD 70-1) from their point of origin. In addition, prior notification (name, organization, date/time of arrival) should be sent to the JWC Registry staff (+47 5287-9172). Failure to provide this certification is a security violation, and will be reported to the individual’s home organization for action if necessary.

9. Medical. JWC does not have integral medical services. Therefore, participants requiring medical service must contact the JWC RLS helpdesk in Room 2215 (F-Block) to coordinate arrangements for care.

9.1. Non-urgent illness or injury treatment will be available at Role 1 in MADLA Camp. The MADLA Medical Centre is free of charge for the event participants (except for pharmacy products). Opening hours are from 0730- 1530 hrs (Monday to Friday).

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9.2. During the weekend and after working hours, personnel will be directed to local civilian medical facilities. All participants should expect to pay a fee for medical and dental services in Norway.

9.3. Advanced medical care will be provided by local civilian facilities (for example, STAVANGER Legevakt). Some hospitals require advanced payment for medical care.

9.4. Emergency dental care will be provided at local civilian facilities. Individuals will be expected to pay in advance.

9.5. Please be advised that it is up to each individual to claim reimbursement for medical expenses through their nation.

9.6. U.S. military personnel are authorized assistance with the 426 th ABS Medical Aid Station located at the JWC Compound. Be advised there are no doctors on base, but the office will be able to assist in making medical/dental appointments with local facilities and will assist as well as with TRICARE reimbursements. The 426th ABS Medical Aid Station phone number is +47 51 95 0563/0564.

10. Out-processing. Out-processing will take place at the end of the event on in accordance with the event schedule. Personnel must settle all financial and administrative business prior out-processing and departure with JWC RLS. Additionally, issued items that have been signed for and exercise security badges must be returned.

11. Miscellaneous Information.

11.1. Secure storage of personal computing devices (PCDs) will be made available at in-processing.

11.2. Wifi is available at the JWC in all Class III areas. Additionally, there is an Internet café located in the JWC F-Block Lv 2 Canteen.

11.3. Electrical equipment adapter: Norway utilizes the European standard 2-pin 220-volt 50/60 Hz electrical supply.

11.4. NATO Military and Civilian employees deploying to Norway pursuant to NATO orders have the status, privileges and responsibilities provided under the NATO SOFA and NATO's Supplementary Agreement with Norway.

11.5. All personnel must respect the laws of Norway. Anyone violating local laws may be subject to prosecution by Norwegian authorities.

Personnel travelling to Norway should know that Norway does not tolerate drinking alcohol prior to driving. The legal alcohol limit is 0.02% while driving and consuming any amount of alcohol prior to driving will cause a person to exceed the legal limit. Anyone arrested for driving after drinking alcohol can expect jail time, loss of license, and a very high fine.

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11.6. The HN military camps have strict regulations regarding introducing and consuming alcohol inside the military quarters. Detailed information will be provided during the RLS in-processing brief.

11.7. Dress code for the event will be BDU or equivalent normal daily work uniform.

11.8. Emergency Norwegian phone numbers:

11.8.1.Fire = 11011.8.2.Police = 11211.8.3.Ambulance = 113

12. JWC points of contacts (POC):

12.1. JWC REAL LIFE SUPPORT:CPO (FRA-N) FERRÉ, CyrilTelephone NCN: 323-92658 COMM: +47 5287 9258E-mail (NATO SECRET / UNCLASSIFIED): cyril.ferre@jwc.nato.int or rls@jwc.nato.int

12.2. JWC SECURITY:SSgt (NOR-AF) ELI, MatsTelephone NCN: 323 9222, COMM: +47 5287 9222E-mail (NATO SECRET / UNCLASSIFIED): jwcsecurity@jwc.nato.int

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