Administrative arrangements
THE REPUBLIC OF TAJIKISTAN
MINISTRY OF FOREIGN AFFAIRS
State Protocol Department
ADMINISTRATIVE ARRANGEMENTS
The Heart of Asia – Istanbul Process (HoA-IP)
9th Ministerial Conference
and Senior Officials Meeting
“Strengthening Consensus for Peace and Development”
(Dushanbe, 29-30 March 2021)
“Heart of Asia – Istanbul Process” 9th Ministerial Conference will be held in Dushanbe on 30 March 2021. The Ministerial Conference will be preceded by a Senior Officials Meeting (SOM) in Dushanbe on 29 March 2021.
The administrative notice provides logistical information on arrangements for the 9th Ministerial Conference and the Senior Officials Meeting (SOM). This Note is subject to further updates. Amendments or other changes, if any, will be communicated via e-mail.
Meeting Venue and Information: Address of the meeting venue is below.
Rudaki Avenue, State Guest House, Building №8, “White Hall”, 734000 Dushanbe
The working language for the Ministerial Conference and Senior Official Meetings is English.
The participation format will be 1+2.
The Government of Tajikistan covers accommodation costs for participating countries. Rooms at the State Guest House are reserved for the delegations. Accommodation expenses include room charge and breakfast. Delegations are expected to make their own reservations with the State Guest House. Communication details are below.
| Event Name | Dates (D/M) | Nights | Participants |
|
Senior Officials Meeting |
28.03-30.03 | 3 | 1 Participating Countries |
|
9th Ministerial Conference |
29.03-30.03 | 2 | 1+1 Participating Countries |
Supporting countries as well regional and international organizations participate virtually.
Accommodation arrangements at State Guest House
Contact Person: Zafar Sohibov, Phone Number: +992372210914, E-mail: protocol@mfa.tj
Contact Point: The accreditation forms (attached herewith) of the Delegations should be sent to protocol@mfa.tj and dmea@mfa.tj no later than 20 March 2021.
Arrivals and Departures: The delegations should provide the information concerning the arrivals and departures of the delegations, indicating whether it is a private flight or a commercial flight, to the contact point no later than 20 March 2021. For private flights, resident embassies should contact the Ministry of Foreign Affairs of the Republic of Tajikistan for flight permissions, with the attached form completed (e-mail protocol@mfa.tj, Phone +992372210914).
Delegations will be received at Dushanbe International Airport VIP Lounge.
One VIP car will be assigned for Heads of Delegation at Ministerial level.
- Police escort and security cars will be provided for the motorcades of Heads of Delegation at Ministerial level.
- ·Shuttle service will be provided from airport to hotel and vice versa for other delegations.
- The liason officers will be assigned to delegations at Ministerial level.
- A hospitality desk at the airport and the State Guest House will be provided.
- Vehicle tags: A maximum of two vehicles can be accredited for each delegation. Special vehicle tags provided by the Ministry of Foreign Affairs will be affixed on each vehicle.
- Security: Necessary security measures at the meeting will be taken by the Republic of Tajikistan.
The lists of the security officers accompanying the official delegations and the necessary information concerning the types, calibers and serial numbers of their side arms, the amount of ammunition, types and frequencies of the communication equipment should be provided to the Ministry of Foreign Affairs at the latest by 25 March 2021. No rifles/carbines are allowed to be brought by security officers into Tajikistan. The security officers and communication equipment forms are attached.
Only one unarmed security officers will be allowed in the restricted areas. No security officer will be allowed in the meeting and dinner venues.
Identification Badges:
Pin: For the heads of delegation.
- Green Badges: Category “P” for the Protocol
- Blue Badges: Category “D” for the official delegations
- Red Badges: Category “S” for the security officers
- Grey Badges: Category “L” for the liason officers
Resident Embassies of the Participating countries are kindly requested to nominate a Contact Point Officer starting from 15 March 2021.
The badges and documentation should be collected by the Contact Point Officers of the delegations from the State Protocol Department of the Ministry of Foreign Affairs at the Government Residence from 26 March 2021 onwards.
Press accreditations: will be communicated through the Department of Information and Press of the Ministry of Foreign Affairs (Phone +992372218395, e-mail informdepartment@mfa.tj)
Official information on the terms of the meetings is available on the website: www.mfa.tj
Medical: All delegations must provide a negative viral test for COVID-19 (72 hours)
· Allergic conditions (food or otherwise) and special dietary requirements of Ministers should be transmitted to the Ministry of Foreign Affairs of the Republic of Tajikistan in advance.
· In order to finalize the preparations of the Conference, information regarding the composition of the delegations as well as their flight schedules are kindly requested from all countries no later than 20 March 2021.
Visa information: Delegations need to apply to the diplomatic missions and consular offices of the Republic of Tajikistan abroad to obtain a visa of the Republic of Tajikistan (https:// www.visa.gov.tj).
Additional information is available on the website of the Main Consular Department of the Ministry of Foreign Affairs of the Republic of Tajikistan at the following link: https://www.consular.tj/visa.aspx.
LIST OF FORMS
2) ADDITIONAL VEHICLE TAG REQUEST FORM
3) SECURITY PERSONNEL AND SECURITY COMMUNICATION EQUIPMENT FORMS
Tajikistan Trade Portal
