Background Information

The Objective of the Event is to facilitate ICAO Member States in their bilateral (or multilateral) air service negotiations and to improve the efficiency of the process by providing a central meeting place for States to gather and conduct such negotiations at one location.
What are the benefits? The main benefits for participating States include:

saving time and money: Instead of having to travel to each individual bilateral partner State, aviation negotiators will be able to hold multiple negotiations with their counterparts at the same location (at previous ICANs, each delegation had an average of four meetings);
a forum to learn latest trends, get advice and discuss topical issues. Through informal seminars or panel discussions, participants can learn about current trends in air transport regulation and liberalization, as well as relevant ICAO policies and guidance (e.g. model bilateral clauses or template agreements), and discuss issues of interest to them; and
excellent networking opportunities. Participants can meet many of their fellow counterparts (old and new) at various functions/occasions during the event.

Who should participate? As is done for the usual bilateral air service negotiation/consultation, States should send their aviation negotiators or any officials they consider appropriate for the intended air service negotiations (e.g. officials from the government or aeronautical authorities who are responsible for international relations, bilateral air services agreements and their implementation). A State’s delegation may also include representatives from other departments involved in air services negotiation or regulation (e.g. foreign affairs, customs, taxation authorities), and from the industry (e.g. airlines).
What can States do at this event? Unlike other ICAO meetings, this event is primarily for States or their designated entities (including regional bodies) to conduct their own bilateral meetings with their aviation partners. As such, States have total discretion to decide the nature and content of their bilateral meetings (as well as the level of their representatives), just like their usual bilateral negotiations. For example, a delegation can decide with its counterpart the agenda of their meeting, the subject matters to be discussed, and whether the meeting is to be formal or informal. It should be noted that ICAN is not meant as a substitute for all existing formal bilateral negotiations between States. Rather, it offers an additional facility which States can use to achieve better efficiency in the bilateral negotiation process.
How are the bilateral meetings organized?

In response to the ICAO invitation, each participating State would advise ICAO of a list of countries with which it wishes to have bilateral meetings. Based on these responses, the ICAO Secretariat would match all the requests and compile a list of bilateral meetings. After verification and necessary adjustment by the participating States, the ICAO Secretariat will provide participating States with an updated list of their meetings, the schedule of each meeting, and assigned meeting rooms, based on which they will conduct the meetings at the conference.
The ICAO Secretariat will provide all relevant information regarding the event, including the programme, administrative arrangements, delegation list, meeting schedules through direct email contact.

Communication between ICAO and participants. The unique nature of this event requires direct, effective and expeditious communication between the ICAO Secretariat and the negotiating offices of participating States. All effective channels should be utilized, including correspondence, e-mail and the secure conference website.
Communication between participating States. Direct communication between participating States is essential for the preparation of bilateral meetings at the conference. States are strongly encouraged to contact and consult with their partner States in advance (e.g. regarding their meeting schedule, the agenda or subjects of discussion for their bilateral talks). Where requested, the ICAO Secretariat may also assist such communication (e.g. by providing contact information or conveying messages).
Any language service for the bilateral meetings? No interpretation service will be provided by ICAO for any of the bilateral meetings between States. Therefore, States that would need interpretation service for their bilateral meetings should make their own arrangements or consult in advance with their counterparts to make the necessary arrangements.
Registration of delegates. The ICAO Secretariat will provide pre-registration of delegates to the conference. Participating States are requested to notify the ICAO Secretariat in advance the names of their delegates. Upon receipt of such notification, the ICAO Secretariat will confirm the registration of the delegates. On-site registration of delegates is also available at the venue of the conference. An Identity badge will be issued to each participant for access to the conference and related activity/services.
Financial implications for participating States. ICAO is responsible for the organization and conduct of this conference, and the hosting State will provide the meeting facilities and the associated logistic support and services. Participants from States attending the event will bear all costs for their participation, including travel to/from the meeting venue, hotel accommodation, and any activity outside the official programme of the conference.
For any query about the ICAN, please contact the ICAO Secretariat:

E-mail:ican2014@icao.int or Fax: +(514) 954-6744