Ministerial Meeting of the Non-Aligned Movement Coordinating Bureau Tehran, Islamic Republic of Iran (23 26 July 2015) Delegates' Guide

Transcription

1 Ministerial Meeting of the Non-Aligned Movement Coordinating Bureau Tehran, Islamic Republic of Iran (23 26 July 2015) Delegates' Guide

2 Table of Contents 1. Meeting Information 2. Venue 3. General Coordinator of the Meeting 4. Website 5. Visa and Entry Formalities 6. Delegations Composition & Arrival/ Departure Timing 7. Courtesies upon Arrival & Departure 8. Contact Person/s 9. Accommodation 10. Local Transportation 11. Meeting Halls 12. Languages 13. Registration 14. Accreditation 15. Security Arrangements 16. Medical Facilities 17. Media 1

3 1. Meeting Information: 1.1 The Ministerial Meeting of the Non-Aligned Movement Coordinating Bureau will be held on 25 th and 26 th of July 2015 in Tehran. 1.2 This Ministerial Meeting will be preceded by a Senior Officials Meeting to be held on 23 th and 24 th of July Venue: International Congress Centre, "The Summit Hall". 3. General Coordinator of the Meeting: 3.1 Ambassador Seyyed Ali Saghaeian, Director-General for Protocol, Ministry of Foreign Affairs: Telephone: +(98) , +(98) Mob: Fax: +(98) cob.nam2015.gov.ir@gmail.com 3.2 Questions and queries regarding organizational and logistical arrangements should be communicated directly to the Protocol Department, Ministry of Foreign Affairs of the Islamic Republic of Iran (hereinafter Protocol Department) or to the Permanent Mission of Iran to the United Nations in New York. 4. The Website: The Official website of the Ministerial Meeting is which contains all information related to the meeting. 5. Visas and Entry Formalities: 5.1 Members of delegations are requested to possess a passport of at least 4 months of validity to enter the Islamic Republic of Iran. 5.2 Members of NAM delegations who need to obtain entry visa for travelling to Iran, should contact the closest Iranian embassy or consulate. Details are available on the Ministry of Foreign Affairs 2

4 official website: or could be received through Iranian representations abroad. 5.3 In emergency cases, the entry visa could also be issued to the members of delegations from NAM Member, Observer and guest countries upon their arrival in the Imam Khomeini International Airport. In case there is any question regarding the visa issuance, please contact through the following 6. Delegations Composition & Arrival/Departure Timing: 6.1 All delegations are kindly requested to notify the Protocol Department of the composition of their delegations through an official note addressed to the Iranian Missions accredited in NAM Countries or their Missions in Tehran or the Permanent Mission of Iran to the UN in New York, in case they do not have representation in Iran, not later than 5 th July In case, members of delegations arrive by commercial flights, they are requested to inform the Protocol Department, through filling the related form on the website, of all their flight's details, including the airline, flight number, dates and timing of arrival and departure to/from Tehran (local time), not later than 5 th July 2015 and send it to the following cob.nam2015.gov.ir@gmail.com, or fax it to the following number: +(98) Delegations who arrive directly to Imam Khomeini International Airport or other Iranian airports by an official/private aircraft, must obtain the necessary authorization from the competent Iranian authorities. They are kindly requested to notify the Protocol Department, by an official note, not later than 5 th July Courtesies upon Arrival & Departure: 7.1 The Protocol Department will be in charge of all arrangements concerning the reception and farewell of Foreign Ministers, Senior 3

5 Officials and delegates. 7.2 Delegations are kindly requested to inform the Protocol Department of all related information, not later than 5 th July Access to VIP facilities at airports, will be provided through diplomatic missions of participating countries in Tehran upon request addressed to the Protocol Department, not later than 5 th July Baggage stickers will be sent to all delegations through s provided by delegations. 8. Contact Person/s: All delegations are requested to provide the Protocol Department with the name and contacts of a liaison officer to ensure coordination and follow-up throughout the preparation phase. It is also preferable to have such contact person/s to continue assuming this task throughout the duration of the meetings. 9. Accommodation: 9.1 Distinguished Foreign Ministers, leading member, observer and guest delegations and Heads of the Observer Organizations plus 1 will be accorded courtesy accommodation from the afternoon of 24 July till the morning of 27 July. Other Heads of delegation, participating at the Ministerial Meeting, will be accorded accommodation from the afternoon of 24 July till the morning of 27 July. 9.2 Heads of Delegation participating at the Senior Officials meeting will be accorded courtesy accommodation from the afternoon of 22 July till the morning of 27 July. The Senior Officials Segment is limited to NAM Members. 9.4 All expenses incurred other than the above-mentioned accommodation would be assumed by respective delegations. 4

6 9.5 Information about designated hotels is available on the official website of the meeting. 9.6 Delegates are kindly requested to communicate directly with hotels to arrange the necessary reservation at their own expenses and inform Protocol Department through official note with these reservations in the chosen hotels. 9.7 An assistance desk will be available at each of the accommodation hotels, and will be responsible for assisting participants regarding logistics arrangements such as accommodation, transportation, and other related matters. 10. Local Transportation: 10.1 Heads of Delegation participating at the Ministerial meeting will be provided a vehicle for transfer from the airport to the hotels upon arrival and departure and for the duration of the Ministerial Meeting Heads of Delegation participating at the Senior Officials Meeting will be provided a vehicle for transfer from the airport to designated hotels upon arrival and departure Shuttle buses will provide transfer services between airport and hotels upon arrival and departure, as well as between these hotels and the International Congress Centre Delegations are kindly requested to provide information to the Protocol Department of cars numbers and drivers of their own, serving their delegations not later than 5 th July Meeting Halls: The Meetings of Senior Officials and Foreign Ministers will be held in The Summit Hall, in the International Congress Centre Allocation of seats to the delegations for different meetings will be 5

7 as follows: Senior Officials (Plenary Session) Political Committee Economic Committee 1+1 Ministerial Meeting 1+4 Meeting of the Committee on Palestine Special arrangements for bilateral meetings of Foreign Ministers will be provided upon request to the desk of the Protocol Department in the International Congress Centre. This service will be provided on a first-come, first serve basis. 12. Languages: 12.1 Simultaneous interpretation will be provided in Arabic, English, French and Spanish during the proceeding of formal meetings. During the Committee meetings, interpretation will be subject to availability The official Documents of the Meeting will be issued in Arabic, English, French and Spanish. 13. Registration: Delegations are kindly requested to fill Registration forms available on the official website of the meeting: These Forms should also be sent to the following cob.nam2015.gov.ir@gmail.com. A hard copy of all registrations forms should be sent to the Protocol Department through an official note or through their Missions in Tehran or to the Permanent Mission of Iran to the UN in New York, in case they do not have a representation in Iran, not later than 5 th July

8 14. Accreditation: 14.1 Heads of delegation to the Ministerial Meeting will be provided with pins, while identification badges will be issued for delegates (with personal photo) Pins and badges will be provided at the designated hotels by protocol officers from 21 th till 25 th of July 2015 starting 9 AM to 10 PM Security staff will be issued special badges (with personal photos) Delegates are kindly requested to wear their identification badges at all times during meetings. 15. Security and Communication Arrangements: 15.1 Security arrangements for all delegations are the responsibility of Iranian authorities in venues of the meetings, designated hotels and during transportation Prior authorization from the Iranian authorities is necessary to enter and carry firearms in the Islamic Republic of Iran up to a maximum of two. The entry and possession of firearms without such authorization is illegal under the Iranian Law Delegations should communicate all details related to personal security officers accompanying Ministers or Senior Officials, as well as weapons specifications to the Protocol Department according to the related forms available on the website through an official note to be addressed to the Iranian Missions accredited in NAM Countries or through their Missions in Tehran or to the Permanent Mission of Iran to the UN in New York, in case they do not have a representation in Iran, not later than 5 th July 2015, in order to take the necessary arrangements. All customs and security procedures will be at ports of entry to the Islamic Republic of Iran, where the delivery of related 7

9 permits will take place Automatic machine guns are prohibited from entering the Islamic Republic of Iran. No weapons are allowed in the meeting halls Security officers accompanying Ministers or Senior Officials will not have access to Meeting Halls at the International Congress Centre Delegations are kindly requested to provide Protocol Department with all data concerning the use of waves of frequency for devices of wireless communication in details (type of equipment/serial number of equipment/range of frequency/ frequency) through an official note addressed to the Iranian Missions accredited in NAM Countries or through its Missions in Tehran or to the Permanent Mission of Iran to the UN in New York, in case they do not have a representation in Iran, not later than 5 th July It is prohibited to have Wireless Communication Devices in the main hall of the International Congress Centre. 16. Medical facilities: 16.1 A Medical centre will be available at the Summit Hall to deal with emergency cases Mobile Emergency Units (equipped ambulances) will be available at the site of the Conference Centre. 17. Media: 17.1 A Media Centre will be available at the periphery of the International Congress Centre All foreign Media resident in the Islamic Republic of Iran or nonresident wishing to cover the Meetings of Foreign Ministers and Senior Officials are required to fill registration form (available on Official website of the Meeting: Full data should 8

10 be sent directly to the Centre for Public Diplomacy and Media of the Ministry of Foreign Affairs, through the following All Foreign Media representatives will need to obtain entry visa for travelling to Iran, which could be obtained at all Iranian Embassies or Consulates in any country, along with a recommendation letter from the agency, a copy of the passport and two personal photos, that should be sent to the mentioned Iranian representations abroad, not later than 5 th July Media representatives will be provided with identification cards or badges with personal photo In case of any question, media representatives are kindly requested to contact with the following medianam2015@yahoo.com 17.6 All Foreign Media representatives are kindly requested to inform the Centre for Public Diplomacy and Media of their arrival and departure information, through the following medianam2015@yahoo.com, not later than 5 th July ====== 9