Ministerial Meeting of the Non-Aligned Movement
Baku, Azerbaijan | April 3-6, 2018

view of baku

Admin Note

  1. Meeting Information
  1. Venue
  1. General Coordinator of the Meeting
  1. Website
  1. Registration
  1. Accreditation
  1. Visa and Entry Formalities
  1. Delegations’ Composition & Arrival/ Departure Timing
  1. Courtesies upon Arrival & Departure
  1. Liaison officer/s
  1. Accommodation
  1. Local Transportation
  1. Meeting Halls
  1. Languages
  1. Security Arrangements
  1. Medical Facilities
  1. Media
  1. Currency
  1. Meeting Information:

1.1 The Ministerial Meeting of the Non-Aligned Movement will be held on April 05-06, 2018 in Baku.

1.2 The Ministerial Meeting will be preceded by a Senior Officials Meeting to be held on April 03-04, 2018.

  1. Venue:

Baku Congress Center (130, Tabriz Street, Narimanov district, Baku)

  1. General Coordinator of the Meeting:

3.1 Ministry of Foreign Affairs:

International Security Department            State Protocol Department

Telephone: +99412 596 91 96                           Telephone: +99412 596 93 33

Fax: +99412 492 55 65                                      Fax: +99412 492 82 97

E-mail: nambaku2018@mfa.gov.az                    E-mail: protocol@mfa.gov.az

3.2 Questions and queries regarding organizational and logistical arrangements should be communicated directly to the International Security Department and State Protocol Department, Ministry of Foreign Affairs of the Republic of Azerbaijan (hereinafter International Security Department and State Protocol Department) or to the Permanent Mission of Azerbaijan to the United Nations in New York.

  1. The Website:

The Official website of the Ministerial Meeting is www.nambaku.org, which contains all information related to the meeting.

  1. Registration:

Delegations are kindly requested to fill Registration forms available on the official website of the meeting: www.nambaku.org, not later than March 15, 2018.

  1. Accreditation:

6.1 Heads of delegation to the Ministerial Meeting will be provided with pins, while identification badges will be issued for delegates (with personal photo).

6.2 Pins and badges will be provided at the designated hotel by protocol officers from 2nd till 4th of April 2018 starting 9 AM to 10 PM.

6.3 Security staff will be issued special badges (with personal photos).

6.4 Delegates are kindly requested to wear their identification badges at all times during meetings.

NOTICE FOR DELEGATES AND MEDIA REPRESENTATIVES:

Delegates and media representative will not be accredited unless they receive confirmation letter (via email) from the Ministry of Foreign Affairs of the Republic of Azerbaijan.

Personal data provided for the registration purposes will be kept strictly confidential and will not be available to third parties.

  1. Visas and Entry Formalities:

7.1 Members of delegations are requested to possess a passport of at least 4 months of validity to enter the Republic of Azerbaijan.

7.2 Members of NAM delegations who need to obtain entry visa for travelling to Azerbaijan, are recommended to contact the closest embassy/consulate of Azerbaijan. Details are available on the Ministry of Foreign Affairs official website: www.mfa.gov.az or could be received through representations of Azerbaijan abroad.

7.3 In cases, if in your country does not function embassy/consulate of Azerbaijan, the entry visa could also be issued to the members of delegations from NAM Member, Observer and guest countries upon their arrival in the Heydar Aliyev International Airport on the basis of registration. In case there is any question regarding the visa issuance, please contact through the following e-mail: mkon@mfa.gov.az, from February 15 till March 15, 2018.

7.4 Diplomatic, official and service passport holders of 65 countries are granted reciprocal visa-free access to the Republic of Azerbaijan. For more information, delegates are recommended to visit the Consular page at the following URL link:

www.mfa.gov.az/en/content/189.

  1. Delegations’ Composition & Arrival/Departure Timing:

8.1 All delegations are kindly requested to notify the State Protocol Department of the composition of their delegations through an official note addressed to the Missions of Azerbaijan accredited in NAM Countries or their Missions in Baku or the Permanent Mission of Azerbaijan to the UN in New York, in case they do not have representation in Azerbaijan, not later than March 15, 2018.

8.2 In case, members of delegations arrive by commercial flights, they are requested to inform the State 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 Baku (local time), not later than March 15, 2018.

8.3 Delegations who arrive directly to the Heydar Aliyev International Airport by an official/private aircraft, must obtain the necessary authorization from the competent authorities of Azerbaijan. They are kindly requested to notify the State Protocol Department, by an official note, not later than March 15, 2018. More information is available in the following URL link:

www.mfa.gov.az/en/content/143

  1. Courtesies upon Arrival & Departure:

9.1 The State Protocol Department will be in charge of all arrangements concerning the arrival/departure of Foreign Ministers, Senior Officials and delegates.

9.2 Delegations are kindly requested to inform the State Protocol Department of all related information, not later than March 15, 2018.

9.3 Access to VIP facilities at airports, will be provided through diplomatic missions of participating countries in Baku upon request addressed to the State Protocol Department, not later than March 15, 2018.

  1. Liaison Officer/s:

10.1 Liaison officer will be attached to the Head of Delegation in case of the Minister or Deputy Minister Level.

10.2 An assistance desk will be available at the entrance of Heydar Aliyev International Airport, Baku Congress Center and Boulevard Hotel, and will be responsible for assisting participants regarding logistics arrangements such as accommodation, transportation, and other related matters.

  1. Accommodation:

11.1 The host country covers accommodation costs for member countries, observer countries and organizations, guest countries. Accommodation expenses include room charge and breakfast.

11.2 Member countries

 

Event Name

Dates (d.m.)

Nights

Participants

Ministerial Meeting

04 - 07 April

3

Foreign Ministers/Heads of delegations +2

Senior Officials Meeting

02 - 04 April

2

Heads of delegations+1

The Senior Officials Segment is limited to NAM Members.

11.3 Observer countries and organizations, guest countries

 

Event Name

Dates (d.m.)

Nights

Participants

Ministerial Meeting

04 - 07 April

3

Foreign Ministers/

Heads of delegations

11.4 Information about the delegates (name, surname, position) whose accommodation will be covered by the host country, are kindly asked to email to protocol@mfa.gov.az and central.reservation@absheronhotelgroup.com no later than March 15, 2018.

11.5 All expenses incurred other than the above-mentioned accommodation would be assumed by respective delegations. Delegations wishing to change or upgrade their accommodations provided by the Government of the Republic of Azerbaijan will have to cover costs emanating from any room change or upgrade.

11.6 Delegates are kindly requested to communicate directly with hotel to arrange the necessary reservation at their own expenses through the following e-mail: central.reservation@absheronhotelgroup.com, with remark of name of Ministerial meeting.

  1. Local Transportation:

12.1 Heads of Delegation and delegates participating at the Ministerial/Senior Officials meeting will be provided a vehicle for transfer from the airport to the hotel upon arrival and departure.

12.2 Shuttle buses will provide transfer services between events.

12.3 Delegations are kindly requested to provide information to the State Protocol Department of cars numbers and drivers of their own, serving their delegations not later than March 15, 2018.

  1. Meeting Halls:

13.1. The Meetings of Senior Officials and Foreign Ministers will be held in Baku Congress Center.

13.2. Allocation of seats to the delegations for different meetings will be as follows:

- Senior Officials (Plenary Session) 1+4

- Political Committee 1+1

- Economic Committee 1+1

- Ministerial Meeting 1+4

- Meeting of the Committee on Palestine 1+1

13.3 Special arrangements for bilateral meetings of Foreign Ministers will be provided upon request to the desk of the State Protocol Department in the Baku Congress Center. This service will be provided on a first-come, first–serve basis.

  1. Languages:

14.1 Simultaneous interpretation will be provided in Arabic, English, French and Spanish during the proceeding of formal meetings.

14.2 The official Documents of the Meeting will be issued in Arabic, English, French and Spanish.

  1. Security and Communication Arrangements:

15.1 Security arrangements for all delegations are the responsibility of the authorities of Azerbaijan in venues of the meetings, designated hotel and during transportation.

15.2 Delegations should communicate all details related to personal security officers accompanying Ministers or Senior Officials, as well as weapons specifications to the State Protocol Department according to the related forms available on the website through an official note to be addressed to the Missions of Azerbaijan accredited in NAM Countries or through their Missions in Baku or to the Permanent Mission of Azerbaijan to the UN in New York, in case they do not have a representation in Azerbaijan, not later than March 15, 2018 in order to take the necessary arrangements. All customs and security procedures will be at ports of entry to the Republic of Azerbaijan, where the delivery of related permits will take place. For more information please visit the following URL link:

www.mfa.gov.az/files/file/num_eng.pdf

15.3 Security officers accompanying Ministers or Senior Officials will not have access to Meeting Halls at the Baku Congress Center. No weapons are allowed in the meeting halls.

15.4 Delegations are kindly requested to provide to the State 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 Missions of Azerbaijan accredited in NAM Countries or through its Missions in Baku or to the Permanent Mission of Azerbaijan to the UN in New York, in case they do not have a representation in Baku, not later than March 15, 2018. For more information please visit the following URL link: www.mfa.gov.az/files/file/num_eng.pdf

15.5 It is prohibited to have Radio Communication Devices in the main hall of the Baku Congress Center.

  1. Medical facilities:

Delegates will be provided with first aid services at the conference place during their hotel stay. First aid will be available only in hotels provided by the Government of Azerbaijan. It is highly recommended for delegates to have travel insurance with medical support for period of their stay in Baku.

 

  1. Media:

17.1 A Media Centre will be available at the Baku Congress Centre.

17.2 For media accreditation at the Ministerial meeting international media representatives are required to be accredited by the Ministry of Foreign Affairs of the Republic of Azerbaijan registering via secure online registration portal at www.nambaku.org not later than March 15, 2018.

17.3 All accredited Foreign Media representatives will need to obtain entry visa for travelling to Azerbaijan, which could be obtained at all Embassies or Consulates of Azerbaijan in any country, along with a recommendation letter from the agency, that should be sent to the mentioned representations abroad, not later than March 15, 2018. In cases, if in your country does not function embassy/consulate of Azerbaijan, the entry visa could also be issued upon their arrival in the Heydar Aliyev International Airport on the basis of the accreditation.

17.4 Media representatives will be provided with identification cards or badges with personal photo.

17.5 In case of any question, media representatives are kindly requested to contact with the following e-mail: press_service@mfa.gov.az.

17.6 All Foreign Media representatives are kindly requested to inform the Press Service of their arrival and departure information, through the following e-mail: press_service@mfa.gov.az, not later than March 15, 2018.

 

  1. Currency and ATMS:

National currency of the Republic of Azerbaijan is Azerbaijani Manat (AZN). All retailers and service providers accept only national currency. Major foreign currencies can be converted to/from AZN in any banks around the city. International credit cards are accepted for transactions and retrieving cash. ATMs are available in all shopping malls, banks, hotels etc. Please be advised that cash withdrawals from international credit/debit cards can charge you additional service fee.