AND. The 30 th Ordinary Session of the Permanent Representatives Council of the African Union, June 2015

Transcription

1 PROTOCOL GUIDELINES AND ADMINISTRATIVE ARRANGEMENTS FOR The 30 th Ordinary Session of the Permanent Representatives Council of the African Union, June 2015 The 27th Ordinary Session of the Executive Council of the African Union, June 2015 The 25th Ordinary Session of the Assembly of Heads of State and Government of the African Union June 2015 Sandton International Convention Centre Johannesburg SOUTH AFRICA Department of International Relations & Cooperation of The Republic of South Africa

2 TABLE OF CONTENTS List of Appendices 3 1. Introduction 4 2. Logistical arrangements 4 3. Contact details 4 4. Courtesies 4 5. Accommodation Details 5 6. Transport Details 7 7. Arrival and Departure 9 8. Parking and Refueling of Aircrafts Over flight and Landing clearances Entry requirements Security/VIP Protection Firearms Permits Radio Frequencies and Communication Equipment Media Carnet Customs Clearance Certificate for the Importation of Goods Venues Delegation Lists Accreditation of delegates Programme Medical Arrangements Port Health Services Environmental Health Services Importation of regulated Agricultural Products General Information 15 2

3 APPENDICES Appendix 1 Contact Details of DIRCO Operations Room for all related enquiries pertaining to the30 th Ordinary Session of the Permanent Representative Council from June 2015, the 27th Ordinary Session of the Executive Council from 10 to 12 June 2015 and the 25th Ordinary Session of the Assembly of Heads of State/Government of the African Union from 14 to 15 June Appendix 2 Accreditation Forms - Finalising Will be presented at Embassy Briefing Appendix 3 Over Flight and Landing Clearance Application Form Appendix 4 Fire Arms Clearance Application Form Appendix 5 Radio Frequencies and Communications Equipment Application Form 3

4 1. INTRODUCTION The information contained in this document is for the benefit of the countries attending the 30 th Ordinary Session of the Permanent Representative Council from June 2015, the 27 th Ordinary Session of the Executive Council from 10 to 12 June 2015 and the 25 th Ordinary Session of the Assembly of Heads of State/Government of the African Union from 14 to 15 June 2015 that will be held at Sandton International Convention Centre, Johannesburg, South Africa. 2. LOGISTICAL ARRANGEMENTS The Government of the Republic of South Africa will be responsible for logistical support, security, protocol, ground transport and accreditation for Foreign Heads of State/Government, their Spouses, Heads of Delegation and Ministers attending the 30 th Ordinary Summit of the Permanent Representative Council, 27 th Ordinary Session of the Executive Council and the 25 th Ordinary Session of the Assembly of Heads of State/Government of the African Union. 3. CONTACT DETAILS All correspondence should be directed to the Operations Room situated in DIRCO. Contact details are hereby attached (Appendix 1). 4. COURTESIES 4.1 Definition of Courtesies For the purposes of courtesies that will be extended by the South African Government, the following definitions of the various categories of dignitaries will be implemented: Heads of State/Government Head of State / Government and Spouse Heads of Delegation A Minister appointed to represent the Head of State/Government at the 25th Ordinary Session of the Assembly of Heads of State/Government of the African Union. 4

5 4.2 Categories of Courtesies The Government of the Republic of South Africa will extend the following courtesies to visiting Heads of State/Government, Spouses and Heads of Delegation Heads of State/Government and Spouse Accommodation: (1+2) Transport: (1+2) Access to the 25th Ordinary Session of the Assembly of Heads of State/Government of the African Union: (1+4) Access to the Fundraising Dinner and Official Banquet: As per invitation Heads of Delegation Accommodation: (1+1) Transport: (1+1) Access to the 25th Ordinary Session of the Assembly of Heads of State/Government of the African Union: (1+4) Access to the Fundraising Dinner and Official Banquet: As per invitation Accommodation and Transport Courtesies are not applicable to Heads of Mission (Resident/Non-Resident). 5. ACCOMMODATION DETAILS The Government of the Republic of South Africa has identified hotels in Johannesburg that will be secured for accommodation of Heads of State/Government, Heads of Delegation and Ministers attending the 27th Ordinary Session of the Executive Council from 10 to 12 June 2015 and the 25th Ordinary Session of the Assembly of Heads of State/Government of the African Union from 14 to 15 June The list of Hotels where the visiting dignitaries will be accommodated will be made available to the Embassies/High Commissions. 5

6 Courtesies for accommodation will be provided for: Heads of State/Government (1+2) One (1) Suite Check in: 12 June 2015 Two (2) Standard Rooms Check in: 09 June 2015 Check out for all: 17 June 2015 The Government of the Republic of South Africa will be responsible for the cost of all meals, non-alcoholic beverages, laundry and dry cleaning Heads of Delegation One (1)Suite Check in: 12 June 2015 Two (1) Standard Rooms Check in: 09 June 2015 Check-out for all: 17 June 2015 The Government of South Africa will be responsible for the cost of all meals, non-alcoholic beverages, laundry and dry cleaning Deputy AUC Chairperson, AUC Commissioners, Nine (9) Suitable Rooms Check in: 06 June 2015 Check-out for all: 17 June 2015 The Government of South Africa will be responsible for the cost of all meals, non-alcoholic beverages, laundry and dry cleaning AUC Commission Staff One hundred (100) Suitable Rooms Check in: 05 and 06 June 2015 Check-out for all: 17 June

7 The Government of South Africa will be responsible for the cost of all meals, non-alcoholic beverages, laundry and dry cleaning. Please note: Extensions of stay will be for the cost of the Guest; If the visiting Heads of State/Government and Heads of Delegation prefer to upgrade the room booked by the South African Government, it will be for their own account. If the visiting Heads of State/Government and Heads of Delegation prefer to book accommodation at a different Hotel that is not part of the Headquarter Hotels provided by the South African Government, it will be for their own account. In this instance, the rooms of the assigned South African Protocol Officer and Security Team as well as parking of the motorcade will also be for the account of the visiting Heads of State/Government and Heads of Delegation. The Embassy/High Commission will be responsible for reservations and bookings of accommodation for additional members of the delegation not indicated above at their own cost. The Embassy/High Commission should make their own arrangements for accommodation, strictly for their own account. It should be noted that hotels usually require deposits within 48 hours of making the reservations as is the normal practice. In some hotels cancellation fees may also apply for late cancellation of reservations. 6. TRANSPORT DETAILS The South African Government will provide appropriate transport in Gauteng for: Heads of State/Government and Spouses From 12 to 17 June 2015 Heads of Delegation From 12 to 17 June 2015 Accompanying delegates (+2 and +1) From 09 to 17 June

8 AUC Commissioners, Deputy AUC Chairperson, Chief of Protocol and AUC Commission staff. From 05 and 06 to 17 June 2015 Please note: Extension of vehicles after the courtesies have ended will be for the cost of the Guest. The Embassy/High Commission will be responsible for providing extra delegation vehicles, a luggage van for arrival and departure as well as any additional transport required. 6.1 The following transport arrangements will be provided to visiting dignitaries in Gauteng: Heads of State/Government Dedicated and appropriate secure motorcade per Head of State/Government; The secure motorcade will be driven by the members of the South African Presidential Protection Service Heads of Delegation Dedicated and appropriate vehicle per Head of Delegation Accompanying delegates (+2 for HoS and +1 for Head of Delegation) Dedicated appropriate vehicle Deputy AUC Chairperson, AUC Commissioners and AUC Commission staff. Dedicated appropriate vehicles Permanent Representatives Council (PRC) Vito/equivalent for PRC to and from DIRCO Headquarters, OR Tambo Building in Pretoria on June 8

9 7. ARRIVAL AND DEPARTURE Heads of State/Government will receive full Protocol Courtesies on arrival and departure at the following Official Ports of Entry: Waterkloof Air Force Base OR Tambo International Airport Lanseria International Airport Time slots will be allocated to countries for arrival and departure. All Heads of State/Government will be facilitated from the tarmac through a Silent Guard of Honour upon arrival as well as on departure Heads of resident and non-resident Missions with a maximum of two (2) accompanying officials will be given access to the VIP/State Protocol Lounge to receive and bid farewell to their respective Heads of State/Government and Heads of Delegations. Heads of State/Government travelling on commercial aircrafts will be facilitated through the State Protocol Lounge, as well as Heads of delegation. A South African Minister, a DIRCO Senior Manager and a Resident Ambassador/High Commissioner will welcome the Head of State/Government. Embassies/High Commissions should appoint their own Handling Agents for refueling and associated services (Accredited Handling Agents) Embassies/High Commissions are responsible for all costs relating to arrival, refuelling, departure, passenger taxes, parking and handling fees of their respective State Aircrafts. 9

10 8. PARKING AND REFUELING OF AIRCRAFTS Land and Park has been arranged at the Official Ports of Entry There will be no Drop off and Go 9. OVER FLIGHT AND LANDING CLEARANCES The Department of International Relations and Cooperation will facilitate the application process of over flight and landing clearances for State Aircrafts of visiting Heads of State/Government. Flight clearance application form (Appendix 2) for a State Aircraft should be submitted under a cover of a Note Verbale and ed to the Operations Room at the Department of International Relations and Cooperation by 01 June ENTRY REQUIREMENTS Passports of the guests should be valid for at least 30 days beyond the expected date of departure from South Africa and should have at least two (2) unused pages when presented for endorsements. Yellow Fever vaccination certificates will be required from guests over one (1) year of age who come from Yellow Fever endemic regions or guests who have passed through such regions. The guests are required to be vaccinated at least ten days prior to entering South Africa. Guests without proof of vaccination will be refused entry into South Africa or be placed under quarantine for at least six days or until vaccination becomes valid (whichever comes first). Valid visa (if applicable) should be obtained from the nearest South African Embassy/High Commission in each country. No visas will be issued upon arrival in South Africa. Dedicated immigration booths will be arranged at all Ports of Entry 11. SECURITY / VIP PROTECTION The South African Government is primarily responsible for the protection of the visiting Heads of State/Government, Heads of Delegation and Ministers. Security at all venues will be the responsibility of the South African Police Service. 10

11 12. FIRE ARMS PERMITS Applications for the clearances of firearms (Appendix 4) should be submitted by hand, under cover of a Note Verbale or ed to the Operations Room at the Department of International Relations and Cooperation Full particulars i.e. full names of bearers, nationalities, date of birth, passport numbers, calibre of the weapons, serial numbers and rounds of ammunition should be provided as early as possible for clearance purposes. Only points D, E, G, I, J and N should be filled in. Point N should contain the name and signature of the applicant. No automatic weapons, assault rifles or uncleared firearms will be permitted into the country. The total number of firearms allowed into the country for the protection of a Head of State/Government will be limited to five (5). No weapons are allowed in the offices of the President, Deputy President, VIP/State Protocol Lounges at all Ports of Entry, Union Buildings and Summit Venues RADIO FREQUENCIES AND COMMUNICATION EQUIPMENT Applications for radio frequency clearances and Communication equipment (Appendix 5) should be submitted by hand, under cover of a Note Verbale or ed to the Operations Room at the Department of International Relations and Cooperation by 22 May MEDIA CARNET All delegations travelling with official media (i.e. photography and video services) need to apply for media accreditation and once accepted, will be assigned Official Media cards. The category of Official Media applies only to those officials travelling on official or diplomatic passports and does not include personnel working for private media. 11

12 15. CUSTOMS CLEARANCE CERTIFICATES FOR IMPORTATION OF GOODS Appendix 3 is hereby attached for detailed procedures for the completion of customs clearance certificates (Certificates A& B) for the importation and purchase of duty free goods. Certificate A is also attached and should be duly completed for the importation of goods and equipment. Embassies/High Commissions should forward Certificate A together with all the relevant documentation by hand, under cover of a Note Verbale or ed them to the Operations Room at the Department of International Relations and Cooperation. 16. VENUES OR Tambo Building (Department of International Relations and Cooperation Head Office), Pretoria: Permanent Representatives Committee Meeting, June 2015 Sandton International Convention Centre, Johannesburg: Executive Council Meeting, June 2015 Additional Summits, 13 June 2015 Fundraising Dinner, 13 June 2015 Official Banquet, 14 June 2015 Assembly of the African Union (Summit), June DELEGATION LISTS Embassies/High Commissions should submit the delegation lists by hand under a cover of a Note Verbale or to the Operations Room of the Department of International Relations and Cooperation no later than 22 May ACCREDITATION OF DELEGATES The accreditation forms should be completed and forwarded by to the Operations Room of the Department of International Relations and Cooperation under a cover of a Note Verbale not later than 25 May

13 Delegates will be required to present themselves in person and submit their passports for live accreditation at Sandton Library from June 2015 Media personnel will also be required to present themselves in person and submit their passport, media card or a letter from the media house as well as a duly completed registration form. A waiver is in place for Heads of State/Government, Heads of Delegation, Ministers, AU Commissioners, PRC Members and Heads of Mission. This category will be accredited in absentia by means of jpeg photographs, copy of passport and duly completed accreditation form. Delegates are advised to wear their accreditation pins/cards at all times. Special security arrangements will apply in all venues and access will only be accorded to accredited persons. Access to venues is strictly limited to guests with appropriate accreditation. It is advisable that all other support staff without accreditation remain at the hotels. Categories of Accreditation: Gold Pins: Heads of State/Government and Spouses; United Nations Secretary General; Former Heads of State/Government and Heads of Delegation Silver Pins: Executive Council, Organs of the AU, Special Envoys, Heads of Regional Economic Communities (RECs) Accreditation Badges: PRC and Delegates Overlays: For Specific events as determined by the AU 19. PROGRAMME The final programme will be communicated by the African Union Secretariat through the Operations Room of the Department of 13

14 International Relations and Cooperation and through its own channels. 20. MEDICAL ARRANGEMENTS The Government of the Republic of South Africa will provide emergency medical services to the Heads of State/Government, Heads of Delegation, Ministers and all Guests attending the Summit. The emergency facilities will be available in all the identified Official Ports of Entry, Headquarter Hotels, OR Tambo Building and Sandton Convention Centre. This on-site service is extended to all guests and support staff and consists of a medical facility with full resuscitation capability, an advanced life support paramedic and a fully staffed ambulance operating on the day of the Summit. Ambulance transportation to either state or private healthcare facilities will be for the account of the patient. Hospitalisation at either a state or private healthcare facility will be for the account of the patient. As with all international travel, it is strongly advised that guests are adequately covered by international health insurance for the duration of their stay in South Africa. Guests are further advised to bring along their chronic medication. Should prescription medication be required; this service will be provided at the guest s cost. Gauteng Province is Malaria free. If delegates plan further travels to a Malaria zone, they are advised to consult a doctor to prescribe the most appropriate Malaria prophylaxis. 21. PORT HEALTH SERVICES The Department of Health will ensure the provision of Port Health Services at all designated Ports of Entry (airports, sea points and ground crossings). All guests are requested to comply with the South African Department of Health and World Health Organisation (WHO) guidelines and policies pertaining to vaccination. 14

15 22. ENVIRONMENTAL HEALTH SERVICES The Department of Health will ensure that there are no potential environmental threats to guests ranging from water contamination, food sanitation to public health hazards. The tap water in South Africa is safe to drink. 23. IMPORTATION OF REGULATED AGRICULTURAL PRODUCTS The Department of Agriculture, Forestry and Fisheries (DAFF) requires all visitors to South Africa to comply with all the import requirements of regulated agricultural products which include animals, plants and their products, as well as any other contaminated and infectious goods; Import permits should be obtained at least 6 weeks prior to embarkation; All consignments must be declared at ports of entry for (such) inspections as the executive officer deems necessary. The consignments may not be removed from the port of entry without written authorization; Application forms and procedures should be submitted under cover of a Note Verbale and ed to the Operations Room of the Department of International Relations and Cooperation. (The document will be forwarded to the Embassies) 24. GENERAL INFORMATION 24.1 Information Technology The following South African mobile telephone service providers are available: Vodacom, MTN, Cell C, Telkom and Virgin Mobile. Mobile telephone service providers also provide gateway to Internet using GPRS or 3G. Cell phone SIM cards are widely available. However, every SIM card user/buyer in South Africa is expected by law to be registered for activation. The SIM card can be registered at the point of purchase. A letter from your hotel/embassy/high Commission as proof of residence as well as your passport will be required. 15

16 24.2 Banking Services and Currency Banking hours are from 09:00 to 15:30 on weekdays and from 08:30 to 11:00 on Saturdays. Banking amenities are available at all commercial banks. Most banks have cash dispensing machines accepting Visa, MasterCard and Cirrus. Bureau de Change facilities are available in most of the branches of South African major banks. Most internationally recognised currencies and travellers cheques can be exchanged at commercial banks, hotels and international airports. Major credit cards are accepted in most hotels, restaurants and shops. There is no limit on the amount of foreign currency that may be imported into South Africa by individual non-residents, provided that it is declared on arrival to facilitate the exportation thereof on departure. The unit of currency is the Rand (R) that is divided into 100 cents. Exchange rates are subject to fluctuation Climate This time of year in South Africa is the winter season. Temperatures will be low. It may be quite chilly and it is not unusual to experience freezing temperatures at night or rain Time The time in South Africa is GMT Electricity Supply The power supply in South Africa is 220 V AC, 50Hz. Electrical sockets are rounded three pronged. Most hotels provide adaptors on request Business and Shopping Hours Offices and businesses are generally open from 08:30 to 17:00, Monday to Friday. Opening times on Saturdays and Sundays range between 09:00 and 17: Value Added Tax Value-added tax (VAT) is charged on most goods and services except when purchased in duty-free shops at international airports. The 16

17 current rate is 14%. On presentation of the goods and tax invoices, VAT may be reclaimed at international airports on departure. 17

18 APPENDIX 1 ALL QUERIES AND CORRESPONDENCE SHOULD BE DIRECTED TO THE STATE PROTOCOL OPERATIONS ROOM AS PER THE FOLLOWING CONTACT DETAILS UNDER COVER OF A NOTE VERBALE: address Telephone Comments 18

19 AU Region 2 westafrica@dirco.gov.za AU Region 3 centralafrica@dirco.gov.za AU Region 4 eastafrica@dirco.gov.za AU Region 5 northafarica@dirco.gov.za AU Region 6 ops01@dirco.gov.za All s to be copied to this address 7 ops02@dirco.gov.za AU Commissioners, REC s 8 ops03@dirco.gov.za Permanent Representatives Council, Diplomatic Corps 9 ops04@dirco.gov.za Other invited guests 19

20 APPENDIX 2 REQUEST FOR DIPLOMATIC OVERFLIGHT AND LANDING CLEARANCE: SOUTH AFRICA TO: SOUTH AFRICAN AIR FORCE ADDRESSED FROM: VIA DIPLOMATIC CHANNELS 1. AIRCRAFT TYPE: 2. CALLSIGN: 3. REGISTRATION: 4. OWNER: 5. AIRCRAFT COLOUR: 6. PILOT IN COMMAND: 7. PERSONS ON BOARD: A. CREW: B. PASSENGERS: 8. TYPE OF CARGO: 9. PURPOSE OF FLIGHT: 10. DATE AND TIME OF FLIGHT: DATE DEPART TIME ARRIVAL TIME 11. EN-ROUTE DATA: DATE ENTRY POINT TIME ROUTE EXIT POINT TIME 12. REMARKS: A. THIS REQUEST MIGHT BE DELAYED BY 72 HOURS DUE TO WXCONDITIONS OR UNFORESEEN CIRCUMSTANCES. 20

21 APPENDIX 3 CERTIFICATE A DMV-2 Mission s Unique Reference Number CERTIFICATE FOR CLEARANCE OF GOODS IN TERMS OF ITEMS , , , OF SCHEDULE NO 4/1 AND , , , , , , , , OR OF SCHEDULE NO 6 TO THE CUSTOMS AND EXCISE ACT, NO. 91 OF PART I NB COMPLETE APPLICATION IN FULL AND IN DUPLICATE: AN INCOMPLETE APPLICATION WILL BE REJECTED AND RETURNED NOTE: Delete irrelevant alternatives I/The Mission hereby apply for the goods/motor vehicle enumerated on this certificate and described on the attached customs bill of entry to be imported/supplied in terms of item of Schedule No to the Customs and Excise Act under rebate of the customs/excise duties and I hereby certify that the goods/motor vehicle is/are for the official/private use of who is attached to and holds the rank of Description of goods/motor vehicle Quantity (in words and figures) I/The Mission declare that a like concession would be extended in similar circumstances to an official of the Government of the Republic of South Africa of equivalent rank in Date and Place... (Official Stamp) Signature of Head of Mission Diplomatic ID Number Designation PART II I/The Mission undertake(s) to pay the Commissioner of Customs and Excise the said customs/excise duty, or such proportion thereof (as the case may be) as may become payable in the Summit of the goods/motor vehicle being sold or otherwise disposed of to any party not entitled to obtain them/it under remission of such duties. Date and Place... (Official Stamp) Signature of Importer/Owner Diplomatic ID Number Designation PART III This application for the admission of the goods in question under rebate of duty is approved/rejected DIRECTOR-GENERAL: DIRCO DATE AND STAMP 21

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