Administrative Arrangements 2 nd Asia Cooperation Dialogue (ACD) Summit 8-10 October 2016 Bangkok, Thailand ************************

2 nd Administrative Arrangements Asia Cooperation Dialogue (ACD) Summit 8 - 10 October 2016 Bangkok, Thailand ************************ 1. VENUES AN...
Author: David Norton
12 downloads 0 Views 943KB Size
2

nd

Administrative Arrangements Asia Cooperation Dialogue (ACD) Summit 8 - 10 October 2016 Bangkok, Thailand ************************

1. VENUES AND DATES The following meetings will take place in Bangkok from 8-10 October 2016. th

Saturday, 8 October 2016

th

Sunday, 9 October 2016

ACD Foreign Ministers’ Working Dinner Venue: Plaza Athenee Hotel, Bangkok www.plazaatheneebangkok.com ACD Connect Business Forum 2016 Venue: Plaza Athenee Hotel, Bangkok

Welcoming Dinner for Leaders and Delegates Venue: Royal Thai Navy Convention Hall, Bangkok www.navyhall.com th

Monday, 10 October 2016

nd

2 ACD Summit Venue: Ministry of Foreign Affairs www.mfa.go.th

2. MEMBER STATES’ CONTACT PERSONS Each ACD Member State is requested to nominate an officer as Country Representative nd (CR). The CR must be a member of the delegation to the 2 ACD Summit. The CR will be the delegation’s contact person and will be responsible for the administrative matters of the delegation including verification of all members of the delegation. The Ministry of Foreign Affairs of each Member State is requested to submit the Note nd Verbale enclosing the CR Registration Form (Annex 1) to the 2 ACD Summit Secretariat ([email protected]) by 31 August 2016.

2

3. REGISTRATION AND ACCREDITATION All participants from Member States including delegates, interpreters, official media and photographers, and security officers, are requested to complete online registration at www.acdsummit2016.com, through the CR’s access (with the given username and password). The online registration process will become valid once the required JPEG photo (2x2 inches) for each registrant is uploaded. Online registration system will be activated from 18 August 2016. On-site registration will be available on 9 and 10 October 2016 at the United Nations Conference Center (UNCC). However, to avoid any inconvenience, participants are encouraged to register online by 28 September 2016. Participants who need an on-site registration are requested to coordinate with the CR for nd the purpose of verification to the 2 ACD Summit Secretariat prior to registration. nd

Registered participants will receive 2 ACD Summit badges; and special lapel pins will be distributed to Heads of State (HOS)/Heads of Government (HOG) and Foreign Ministers/Representatives. All participants are requested to wear the lapel pin or badge during the meeting and official events. 4. NOTIFICATION OF LISTS OF DELEGATION Member States are requested to submit a Note Verbale providing their full list of nd delegation to the 2 ACD Summit Secretariat at the earliest opportunity and before 23 September 2016. The contact person for CR, Registration and Accreditation, as well as Notification of Lists of Delegation is: Ms. Aimatcha SOMSAMAN nd 2 ACD Summit Secretariat Department of International Economic Affairs Ministry of Foreign Affairs of Thailand Tel: +66 (0) 2203 5000 ext. 14155 Fax: +66 (0) 2643 5240 E-mail: [email protected]

-3-

5. OFFICIAL LANGUAGE nd

The official working language of the 2 ACD Summit is English. Simultaneous translation facilities will be made available during the meeting in English and Arabic. nd Delegations that need to bring their own interpreters are requested to inform the 2 ACD Summit Secretariat in advance for additional interpretation facilities in the plenary room. 6. DRESS CODE Lounge Suit or National Dress 7. ACCOMMODATION Courtesy Accommodation will be provided to HOS/HOG/Representative, Foreign Minister/Representative and Senior Officials (SOM) for the duration of their official nd programme at the 2 ACD Summit as follows: Delegate

Room Type

Duration

Head of State/Head of Government /Representative

Presidential/Royal Suite (or its equivalent)

9-11 October 2016

Foreign Minister/Representative

Junior Suite (or its equivalent)

8-11 October 2016

Senior Official (SOM) /Representative

Superior Room

8-11 October 2016

(or its equivalent)

Courtesy Accommodation will be designated to each delegation from selective hotel list (see Annex 2) and will be officially informed to each country by Note Verbale in due course. The Secretariat will make reservations for Courtesy Accommodation while the rest of the delegations are expected to select a hotel according to its preference and make reservations directly with the hotel in order to best accommodate their own requirements. A number of rooms have been reserved under the ACD Summit for the delegations at the designated hotels in order to facilitate the delegations. Apart from recipients of Courtesy Accommodation, each delegation is requested to guarantee and arrange payment directly with the designated hotel. Should there be any nd enquiries, the 2 ACD Summit Secretariat will provide necessary assistance and coordination. The contact person for accommodation is: Accommodation Team nd The 2 ACD Summit Secretariat Department of Protocol Ministry of Foreign Affairs of Thailand Tel: +66 (0) 2643 5155-56 Fax: +66 (0) 2643 5240

-4-

E-mail: [email protected] 1. Ms. Areeya Prajunpanich Forastieri Tel: +66 (0) 2203 5000 ext. 23055 2. Ms. Salakjit Nakduang Tel: +66 (0) 2203 5000 ext. 23049 Note: Courtesy Accommodation includes laundry, individual regular meals, mini-bar, local telephone calls and fax charges. The courtesy does not include liquor consumption, international phone calls and fax charges, as well as additional services or items purchased at the hotel. 8. TRANSPORTATION nd

The 2 ACD Summit Secretariat will provide accredited chauffeur-driven vehicles for the following. Delegate Head of State / Head of Government Spouse of Head of State / Head of Government (for the duration of the spouse programme)

Vehicle BMW 7-series sedan (or its equivalent) BMW X5 (or its equivalent)

Foreign Minister/Special Representative

BMW 5-series sedan (or its equivalent)

Senior Official

Toyota Camry (or its equivalent)

Delegation members

1 Van (Toyota Commuter or its equivalent) (delegations will be responsible for cost and arrangement for any additional vehicles)

Luggage Van (for arrival and departure of HOS/HOG and Foreign Minister) Transport services will be provided for the above-mentioned delegates during their stay nd in Thailand for the 2 ACD Summit. (24 hours prior to the first day of the respective official scheduled meetings and until 24 hours after the final day of the respective official’s scheduled meetings.) During the Summit, delegates may coordinate with their designated Liaison Officers (LOs) for their transportation requirements/arrangements. Member States wishing to use vehicle(s) provided by their own Mission and/or hired nd vehicle(s) will have to notify the 2 ACD Summit Secretariat (Transportation team) for proper accreditation of vehicle(s) and driver(s). Vehicle Access Passes will be required for all vehicle access to venues of the Summit and Official Dinner. The Vehicle Accreditation Application Form (Annex 3) together with original Note Verbale from the diplomatic mission and copy of Certificate of Registration should be submitted to the nd 2 ACD Summit Secretariat by 23 September 2016. The vehicle Access Pass must be displayed on the vehicle at all times.

-5-

The contact person for transportation is: Transportation team nd The 2 ACD Summit Secretariat Department of Protocol Ministry of Foreign Affairs of Thailand Tel: +66 (0) 2643 5155-56 Fax: +66 (0) 2643 5153 E-Mail: [email protected] 1. Mr. Athi Disatha-amnarj Tel: +66 (0) 2203 5000 ext. 12173 2. Mr. Sangrawin Ratchasarn Tel: +66 (0) 2203 5000 ext. 14363 9. ARRIVAL AND DEPARTURE ARRANGEMENTS 9.1 Special Aircraft 9.1.1 Flight Clearance Member States are requested to submit a Note Verbale(s) providing the flight details and nd call signs of special aircraft carrying Heads of States/Heads of Governments to the 2 ACD Summit Secretariat for the issuance of flight clearance and permits. nd

The application form for flight clearance must also be filled out and sent to the 2 ACD Summit Secretariat at the earliest opportunity, not later than 23 September 2016. Note: All special aircraft must have a permit to fly over Thai airspace. The contact person for special aircraft clearance is: Airport Team nd The 2 ACD Summit Secretariat Department of Protocol Ministry of Foreign Affairs of Thailand Tel: 66 (0) 2643 5151-52 Fax: 66 (0) 2643 5150 E-Mail: [email protected] 1. Mr. Korn Suwanasai Tel: +66 (0) 2203 5000 ext. 23052 2. Mr. Aiyarat Kosakul Tel: +66 (0) 2203 5000 ext. 23051 3. Mr. Chuchart Jirojkul Tel: +66 (0) 2203 5000 ext. 15403 4. Mr. Romdej Phisalaphong Tel: +66 (0) 2203 5000 ext. 21067 5. Sub Lieutenant Piyapan Atipatya Tel: +66 (0) 2203 5000 ext. 15443

-6-

9.1.2 Time slots for all special aircraft arriving and departing Suvarnabhumi International Airport, Don Mueang Airport and Military Air Terminal 2, Wing 6 will be allocated on a “first-come-first-served” basis. 9.1.3 Ground Handling Services Member States should appoint a ground handling agent or coordinate with their airline representatives in Thailand with regard to ground handling arrangements. Each Member State will be responsible for all costs associated with the special aircraft including ground handling services and other related charges. To guarantee adequate services and facilities, Member States are encouraged to contact the ground service companies at the earliest opportunity. Thai Airways International Contact Point at Suvarnabhumi International Airport is: Mrs. Thanaporn Chaibongsai Customer Services Supervisor 2 Tel: +66 (0) 2137 0262 Fax: +66 (0) 2137 0267 Mobile: +66 (0) 6 1446 6242 E-mail: [email protected] Thai Airways International Contact Point at Don Muang Airport is: Mr. Prapon Atipornchaiwatana Chief, Charter Coordinators Group Tel: +66 (0) 2134 5303 Fax: +66 (0) 2134 5284 Mobile: +66 (0) 8 1815 8484 E-mail: [email protected] 9.1.4 Aircraft Security Thai Security Officers will be responsible for security of the special aircrafts parking at Suvarnabhumi International Airport, Don Mueang Airport and U-Tapao-Rayong-Pattaya International Airport. Should Member States require additional security, the names of their security officers, schedules of duties and details of vehicles shall be forwarded to the Airport Team not later than 23 September 2016 for appropriate arrangements to be made. 9.2 Commercial Aircraft Flight information including dates and times of arrival and departure of each commercial flight travelled by HOS/HOG must be forwarded to: Airport Team nd The 2 ACD Summit Secretariat Department of Protocol Ministry of Foreign Affairs of Thailand Tel: 66 (0) 2643 5151-52

-7-

Fax: 66 (0) 2643 5150 E-Mail: [email protected] 1. Mr. Korn Suwanasai Tel: +66 (0) 2203 5000 ext. 23052 2. Mr. Aiyarat Kosakul Tel: +66 (0) 2203 5000 ext. 23051 3. Mr. Chuchart Jirojkul Tel: +66 (0) 2203 5000 ext. 15403 4. Sub Lieutenant Piyapan Atipatya Tel: +66 (0) 2203 5000 ext. 15443 9.3 VIP Rooms and Facilities (1) VIP rooms and facilities at Suvarnabhumi International Airport, Don Mueang Airport and Military Air Terminal 2, Wing 6 will be extended to HOSs/HOGs and Foreign Ministers/Representatives travelling by both commercial aircraft and special nd aircraft. The Airport Team, assigned by the 2 ACD Summit Secretariat, at Suvarnabhumi International Airport, Don Mueang Airport and Military Air Terminal 2, Wing 6, will provide full assistance on VIP facilities, customs and immigration clearance. The Airport Team will also be at the airport VIP Lounge to assist HOSs/HOGs and Foreign Ministers/ Representatives on their departure. Only holders of airport pass and temporary airport pass are allowed to access to VIP complex and VIP room. (2) Flight information including dates and times of arrival and departure of each special nd aircraft and commercial flight travelled by HOS/HOG must be forwarded to the 2 ACD Summit Secretariat (Airport team). 9.4 Arrival and Departure Ceremony (1) Heads of States/Heads of Governments A representative at ministerial level of the Royal Thai Government and spouse (if applicable) together with Heads of Diplomatic Mission of respective country and spouse will welcome the HOS/HOG upon their arrival by a commercial aircraft at the aerobridge. For the arrival by a special aircraft, the welcome will take place at the aerobridge or the tarmac, whichever is applicable. A certain of number of temporary airport passes will be provided for delegates, the Country’s Head of Diplomatic Mission (exclude those who already have airport pass), as well as Baggage Handling and Passport Officers, attending the arrival and departure of HOS/HOG and Ministers. The name list of these delegates shall be forwarded to the nd Airport Team, the 2 ACD Summit Secretariat in order to receive the passes. The receiving party will be allowed to receive the HOS/HOG within the confinement of aerobridge. This also applies to the arrival of Ministers and Senior Officials.

-8-

(2) Other Delegates Other delegates travelling separately by commercial aircrafts will have to use the normal nd entry and exit channels at the airport terminal. A special “2 ACD Summit Assistance” Counter will be set up at the Main Terminal of Suvarnabhumi International Airport and Don Mueang Airport to provide necessary assistances. 9.5 Luggage, Immigration, Customs Procedures and Clearance of Firearms and Radio Communication Devices (1) Arrival - Luggage ● All luggage is subject to security screening and marked accordingly. ● The luggage of HOS/HOG and delegates are to be collected from the apron (in case of a special aircraft) or from the baggage carousel (in case of a commercial aircraft) by the Luggage Handling Officer of each Member State. The 2nd ACD Summit Secretariat will provide one van/truck to transport the luggage of HOS/HOG and the accompanying entourage. Should additional transportation be required, each Member State must be responsible for such related arrangement. - Passport Clearance The Country’s Passport Officer is required to present the passports of the entire delegation to the Immigration Officers in the VIP Room upon arrival. - Customs Embassy staff of each Member State must declare firearms, radio communication devices and official media equipment and also present the approval documents to customs officers at the point of entry to Thailand. - Firearms “Permission to Carry Firearms Permit” must be granted prior to the arrival of Personal Protection Officers. Embassy staff of each Member State must declare Personal Protection Officers’ firearms to the Airport Team by presenting the “Permission to Carry Firearms Permit”. (Details in item No. 11) - Radio Communication Devices Member States must declare their radio communication devices to customs officers at the point of entry to Thailand.

-9-

(2) Departure - Luggage ● The luggage of HOS/HOG and Foreign Minister/Representative and delegates must be accompanied and checked in by the Country’s Luggage Handling Officer at the Airport, three (3) hours prior to departure. ● In the case that Member States require exemption for baggage security check for their delegations (applicable for special aircraft only), the respective Diplomatic Missions or the Ministry of Foreign Affairs must send a Note Verbal nd conveying such request to the 2 ACD Summit Secretariat (Airport Team), Department of Protocol, at least ten (10) working days prior to arrival in Thailand. Airport Team nd The 2 ACD Summit Secretariat Department of Protocol Ministry of Foreign Affairs of Thailand Tel: 66 (0) 2643 5151-52 Fax: 66 (0) 2643 5150 E-Mail: [email protected] 1. Mr. Korn Suwanasai Tel: +66 (0) 2203 5000 ext. 23052 2. Mr. Aiyarat Kosakul Tel: +66 (0) 2203 5000 ext. 23051 3. Mr. Chuchart Jirojkul Tel: +66 (0) 2203 5000 ext. 15403 4. Mr. Romdej Phisalaphong Tel: +66 (0) 2203 5000 ext. 21067 5. Sub Lieutenant Piyapan Atipatya Tel: +66 (0) 2203 5000 ext. 15443 - Immigration The Country’s Passport Officer is required to present the passports of the entire delegation to the Immigration Officers in the VIP Room, two (2) hours prior to departure. - Firearms Personal Protection Officers must return the “Permission to Carry Firearms Permit” to the Thai Airport Team, and declare their firearms at the Airport and have their firearms loaded into the aircraft as luggage prior to departure. 10. VISA REQUIREMENTS All Participants are required to possess a valid passport (validity not less than 6 months) and hold the relevant documents for entry into Thailand. Participants are responsible for arranging their visas, if required, and are advised to contact the nearest Royal Thai

- 10 -

Embassies or Consulates-General or visit the Ministry of Foreign Affairs of Thailand’s website ( www.mfa.go.th/main/en/services/4908) for information on visa requirements. Lists of Member Countries that are exempted from visa requirements for entry into Thailand are as follows: a) Member States which holders of diplomatic and official passports are exempted from visa requirement when entering Thailand and are permitted to stay in the Kingdom for a period of not exceeding 90 days are as follows: Bhutan Philippines Turkey

India Republic of Korea Nepal

Japan Sri Lanka

Malaysia Tajikistan

b) Member States which holders of diplomatic and official passports are exempted from visa requirement when entering Thailand and are permitted to stay in the Kingdom for a period of not exceeding 30 days are as follows: Brunei Darussalam Lao PDR Pakistan

Cambodia

China

Indonesia

Mongolia Singapore

Myanmar Viet Nam

Oman

11. FIREARMS AND AMMUNITION 11.1 Member States’ security officers are allowed to carry only handguns. Other types of weaponry, such as sub-machine guns, rifles, electrical/stun guns etc., are not allowed to be brought into Thailand. The maximum number of handguns permitted into Thailand is three (3) per delegation and not more than 30 rounds of ammunition per gun. 11.2 Member States shall submit the Firearms Application Form (Annex 4) accompanied with a Note Verbal from the respective Diplomatic Missions or the Ministry of Foreign nd Affairs to the 2 ACD Summit Secretariat (Airport Team) before 8 September 2016.

Airport Team nd The 2 ACD Summit Secretariat Department of Protocol Ministry of Foreign Affairs of Thailand Tel: 66 (0) 2643 5151-52 Fax: 66 (0) 2643 5150 E-Mail: [email protected] 1. Mr. Korn Suwanasai Tel: +66 (0) 2203 5000 ext. 23052 2. Mr. Aiyarat Kosakul Tel: +66 (0) 2203 5000 ext. 23051

- 11 -

3. Mr. Chuchart Jirojkul Tel: +66 (0) 2203 5000 ext. 15403 4. Mr. Romdej Phisalaphong Tel: +66 (0) 2203 5000 ext. 21067 5. Sub Lieutenant Piyapan Atipatya Tel: +66 (0) 2203 5000 ext. 15443 11.3 The “Permission to Carry Firearms Permit” must be collected from the Office of the Governor of Samut Prakan Province (for the arrival at Suvarnabhumi International Airport), or the Department of Provincial Administration (for the arrival at Don Mueang Airport and Military Air Terminal 2, Wing 6) by Embassy staff of each Member State prior to the arrival of Security Officers. 11.4 Security Officers carrying firearms in Thailand shall always follow the guidance of the Thai Security officer(s). They shall not display their firearms in public and shall not use them arbitrarily. 11.5 The relevant customs and security inspection procedures for firearms will be conducted at the point of entry and departure. 11.6 All weaponry carried by members of delegations and not accompanied by an appropriate permit issued by the Thai authorities will be deposited at the point of entry and will be returned to the delegations upon their departure. 12. RADIO COMMUNICATION DEVICES 12.1 Member States wishing to bring in and use radio communication devices into Thailand must obtain the respective permits from the Thai authorities concerned. 12.2 Personnel carrying radio communication devices must declare the equipment to customs officers at their point of entry to Thailand together with the permit. 12.3 Member States shall submit the Radio Application Form (Annex 5) accompanied by a Note Verbale from the respective Diplomatic Mission or the Ministry of Foreign nd Affairs to the 2 ACD Summit Secretariat before 8 September 2016. The Diplomatic Representative of the Member State requiring permission to use radio communication devices and authorized frequencies will receive the permit at the airport from the Airport Team. 12.4 Thailand does not allow the use of any scrambling devices. Such devices, if brought into Thailand, shall be deposited at the point of entry and will be returned upon departure. 13. NECESSARY DATA OF HEADS OF STATES/HEADS OF GOVERNMENTS nd

The 2 ACD Summit Secretariat kindly requests all delegations to provide necessary information of their HOSs/HOGs and Foreign Ministers/Representatives including

- 12 -

personal particulars, medical data, and dietary preference. It would be highly appreciated if a duly-filled in form (Annex 6) be sent along with a Note Verbale from nd the respective Diplomatic Mission or the Ministry of Foreign Affairs to the 2 ACD Summit Secretariat as soon as possible. Banquet Team nd The 2 ACD Summit Secretariat Department of Protocol Ministry of Foreign Affairs of Thailand Tel: 66 (0) 2643 5155-56 Fax: 66 (0) 2643 5153 E-Mail: [email protected] 1. Mrs. Unchalee Ruangkajorn Tel: +66 (0) 2203 5000 ext. 23054 2. Ms. Duangkamon Kiatbumrung Tel: +66 (0) 2203 5000 ext. 23047 14. LIAISON OFFICERS Liaison Officers will be assigned for each delegation. 15. CONFERENCE FACILITIES 15.1 Delegations will be provided with facilities, such as computers with Internet connection, printers, facsimile, and photocopiers, in the common delegation room. 15.2 Rooms for bilateral meetings will be available at the United Nations Conference Centre (UNCC). Allocation of rooms for bilateral meeting will be on first-come-firstserved basis. 15.3 Seperate Muslim Prayer Rooms for men and women will be provided at the venues of official programmes. 16. ENQUIRIES AND CONTACT POINTS All general administrative/logistical enquiries can be directed to: nd

2 ACD Summit Secretariat Mr. Tajasarn HANHIRAN Department of International Economic Affairs Ministry of Foreign Affairs of Thailand Fax: +66 (0) 2643 5240 Email: [email protected]

- 13 -

All general substantive enquiries can be directed to: nd

2 ACD Summit Secretariat Ms. Tida SUKEELAP Department of International Economic Affairs Ministry of Foreign Affairs of Thailand Fax: +66 (0) 2643 5240 Email: [email protected] st

1 ACD Connect Business Forum Ms. Rachada SUTHEPAKUL Department of International Economic Affairs Ministry of Foreign Affairs of Thailand Email: [email protected]

19. WEBSITE The official website of the 2 www.acdsummit2016.com

nd

Asia Cooperation Dialogue (ACD) Summit is

********************

Suggest Documents