Connect Asia-Pacific Summit 2013

Information For Delegates

Connect Asia-Pacific Summit

18 November 2013

Bangkok, Thailand

1. INTRODUCTION

TThis document provides general information on administrative and logistical arrangements as well as other relevant information pertaining to the Connect Asia-Pacific Summit.

Information provided in this circular is current as of 6 November 2013. Any updates or amendment to this document will be issued by the Secretariat of Connect Asia-Pacific Summit and be published at: http://www.connectaspsummit.org

2. DATE

The Connect Asia-Pacific Summit will be held on Monday, 18 November 2013.

3. VENUE

The Connect Asia-Pacific Summit will be held at

IMPACT MuangThong Thani

99 Popular Road, Banmai Sub-district

Pakkred District, Nonthaburi 11120, Thailand

http://www.impact.co.th/

Tel: +66(0) 2833 4455

Fax: +66(0) 2833 4456

4. HOST AND SUPPORTING ORGANIZATIONS

The Connect Asia-Pacific Summit is hosted by the Royal Thai Government and the International Telecommunication Union (ITU) in close collaboration with the Asia-Pacific Telecommunity (APT), the Asia-Pacific Broadcasting Union (ABU), Economic and Social Commission for Asia and the Pacific (ESCAP), UN agencies, development and funding institutes, and other relevant stakeholders.

5. DELEGATES

TThe principle delegates of the Summit are the Heads of State and/or Government and relevant Ministers from 38 Member States of ITU from the Asia-Pacific Region, along with all relevant stakeholders from the public and private sectors, international and regional financial and development agencies. The List of Participating Countries can be found in Annex 1.

6. PROGRAMME AND OFFICIAL WEBSITE

The tentative programme for the Connect Asia-Pacific Summit can be found in Annex 2.

The official website of the Summit is, http://www.itu.int/en/ITU-D/Conferences/connect/Asia-Pacific/Pages/default.aspx

Additionally, general information about the Connect Asia-Pacific Summit is also available at: http://www.connectaspsummit.org

7. SECRETARIAT OF THE SUMMIT

The Connect Asia-Pacific Summit Secretariat

International Affairs Bureau

Ministry of Information and Communication Technology, Thailand

Tel: +66 (0) 2 141 6898-6903, +66(0) 2 141 6891

Fax: +66 (0) 2 143 8029

Email: connectsummit@mict.go.th or

For any inquiries related to Protocol, Security, Liaison, please contact:

Ms. Ishariyaporn SMIPREM

isari9@gmail.com or connectsummit@mict.go.th

For any inquiries related to Hotels and Transportation, please contact:

Ms. Parin

yingkhwan.h@mict.go.th or yingkhwan.h@hotmail.com

For any inquiries related to Visa to Thailand, please contact:

Ms. Autsanee Suwannarat

autsanee.s@mict.go.th

For any inquiries related to Programme, please contact:

Ms. Eun-Ju Kim, Ph.D.

Regional Director, ITU Regional Office for Asia and the Pacific

eun-ju.kim@itu.int or connectasiapacific@itu.int

For any inquiries related to Registration, please contact:

Ms. Tanitta Viravayanich

ITU Regional Office for Asia and the Pacific

tanitta.virayavanich@itu.int or connectasiapacific@itu.int

8. COUNTRY REPRESENTATIVES (CR)

Each delegation is requested to nominate an officer as Country Representative (CR). The CR must be a member of the delegation to the Connect Asia-Pacific Summit.

The CR will be the delegation’s contact person and will be responsible for the organizational and administrative matters of the delegation including verification of all members of the delegation.

Each delegation should submit the CR’s name and detailed information including position, title, affiliation, address, telephone and fax numbers and email address to the Secretariat of Connect Asia-Pacific Summit by 12 November 2013.

9. REGISTRATION

Pre-registration will be carried out exclusively online through focal points designated by each entity entitled to participate in the Connect Asia - Pacific Summit. The role of a focal point is to handle registration formalities for all participants in his/her entity.

The address for online registration is:

http://www.itu.int/en/ITU-D/Conferences/connect/Asia-Pacific/Pages/item.aspx?ItemID=495

If your entity does not have a focal point, please contact: bdtmeetingsregistration@itu.int

To modify the contact details of a focal point, or to change a focal point, an official fax from an authorized official should be sent to: BDT Registration Service at: +41 22 730 5484 or +41 22 730 5545, providing the updated details: last name, first name and e-mail address.

More information can be found at the official website aforementioned.

On-site registration and badging for the Connect Asia-Pacific Summit will begin on Saturday, 16 November 2013 at the IMPACT Exhibition and Conference Centre, Bangkok, Thailand.

Participants who do not pre-register must present a letter of accreditation from their Designated Focal Point.

In case of any difficulty in online registration, please contact:

Ms. Tanitta Virayavanich

ITU Regional Office for Asia and the Pacific

Email: tanitta.virayavanich@itu.int

ID Badges for Heads of State/Government

Upon online pre-registration through the official website of the Summit, a confirmation letter of pre-registrations of the Leader and/or Minister will be submitted to the focal point of each ITU Member Administration.

The ID Badges for Heads of State/Government will be available for collection at the onsite registration desk from Saturday, 16 November 2013 at the IMPACT Exhibition and Conference Centre, Bangkok, Thailand. The confirmation letter must be presented to onsite registration staff prior to collecting the badges.

Spouse of Heads of State/Government

Should the Head of State/Government and/or Minister is being accompanying by his/her spouse to the Summit, the CR please also register for him/her or contact:

Ms. Tanitta Virayavanich

Email: tanitta.virayavanich@itu.int

10. NOTIFICATION OF LISTS OF DELEGATION

Participating Countries are requested to submit a Note Verbal providing their full lists of delegation to the Secretariat by 12 November 2013. For registration, accreditation, as well as notification of Lists of Delegation, the CR should contact the Secretariat of the Summit.

11. OFFICIAL LANGUAGE

The official working languages of the Connect Asia-Pacific Summit are English and Chinese.

12. DRESS CODE

Lounge Suit or National Dress

13. ACCOMMODATION

The Royal Thai Government will provide courtesy accommodations for the Heads of State/Government or Heads of Delegation and one accompanying delegate during 17 – 19 November 2013 (2 nights). The host reserves the right to allocate appropriate accommodation for each delegation. Any additional expenses incurred during the stay at the hotel will be borne by respective delegations.

The rest of the delegates are requested to select accommodation according to their preferences. The list of the hotels in Annex 3&4 is recommended. The hotels offer special rates including breakfast for the Connect Asia-Pacific Summit. Delegates are requested to arrange directly with their respective hotels their own guarantee and payment for accommodation as well as other amenities and services.

Should there be any inconvenience; the Connect Asia-Pacific Summit Secretariat will provide necessary assistance and coordination. For security purposes and further arrangements, the CRs are requested to provide information to the Secretariat by 12 November 2013.

14. TRANSPORTATION

The Heads of State/Government will be provided with chauffeur-driven sedan equivalent to Mercedes Benz S class. The rest of his/her delegation will be provided with a Mercedes Benz E class (for Ministers level) and a van. A police motorcade will be arranged for the maximum of 2 days from 17 to 19 November 2013.

The Heads of Delegation will be provided with chauffeur-driven sedan equivalent to Mercedes Benz E class. The rest of his/her delegation will be provided with a van. A police motorcade is also arranged for the maximum of 2 days from 17 to 19 November 2013

Luggage van will be provided only upon arrival and departure for the Heads of State/Government. Other delegates will be responsible for the cost and arrangement for any additional vehicles.

The number of vehicles in the motorcade should NOT exceed the limit of 5 vehicles including the police cars. Luggage Van will NOT be included in the motorcade.

The Secretariat will also provide shuttle buses between the Suvarnabhumi Airport and the Official hotels listed in Annex 3 and 4 and between the Official hotels and the IMPACT Exhibition and Convention Centre (Summit venue) on 18 November 2013. Please see Annex 5 for details of the official shuttle buses.

15. ARRIVAL AND DEPARTURE ARRANGEMENTS

15.1 Special Aircraft Clearance

Participating Countries are requested to submit Note Verbal(s) providing the flight details and call signs of special aircrafts carrying Heads of Delegation to the Ministry of Foreign Affairs for the issuances of the flight clearance and permits.

Note: all special aircraft must have a permit to fly over Thai airspace.

The contact person for special aircraft clearance is,

The Department of Protocol,

Ministry of Foreign Affairs of Thailand

Tel +66 2 203 5000 Ext. 23054

Fax +66 2 643 5153

15.2 Ground Handling Services

Participating Countries should appoint a ground handling agent or work with their airline representatives in Thailand with regard to ground handling arrangements. Each participating country will be responsible for all costs associated with the special aircraft including ground handling services and charges. To guarantee adequate services and facilities, Participating Countries are encouraged to contact the ground service companies at the earliest opportunity.

15.3 Flight information

Dates and times of arrival and departure for each special aircrafts must be forwarded to Department of Protocol, Ministry of Foreign Affairs of Thailand.

Dates and times of arrival and departure for the delegations that travel with the commercial aircrafts must be forwarded to the Secretariat by 12 November 2013.

15.4 VIP Rooms and Facilities

(1) VIP Rooms and Facilities at International Airport will be extended to Heads of State/Government and Heads of Delegation travelling by both commercial aircrafts and special aircrafts. The Airport Reception Team at Suvarnabhumi International Airport and Don Mueang International Airport will provide full assistance on VIP facilities, customs and immigration clearance. The Airport Reception Team will also be at the airport VIP Lounge to assist Heads of Delegations on their departure.

(2) Representatives of Participating Countries who need to enter the aerobridge or specified/designated area to receive and provide assistance to their Heads of State/Government and/or Heads of Delegation and delegates at the VIP Rooms and aerobridges should contact either Department of Protocol, Ministry of Foreign Affairs or Suvarnabhumi International Airport and Don Mueang International Airport.

(3) The CR is requested to provide names, titles, positions and passport details of the Passport Officer, Luggage Handling Officer and Officer in charge of Firearms and Radio Communication Devices and other information listed in Annex 6 to the Secretariat by 12 November 2013.

(4) Other delegates are required to use the normal entry and exit channels at the airport terminal. The Connect Asia-Pacific Summit Assistance Counters will be set up at the main terminal of International Airport to provide information and necessary assistance.

(5) Luggage

All luggages are subjected to security screening and marked accordingly.

The luggage of Heads of State/Government and/or Heads of Delegations are to be collected from the apron (in case of special aircraft) or from carousel (in case of commercial aircraft) by the Luggage Handling Officer of Participating Country. Each Participating Country will be responsible for all costs associated with extra vehicles and other related charges.

For departure, luggage of Heads of State/Government and/or Heads of Delegation and delegates must be accompanied by the country’s Luggage Handling Officer and checked in at the Departure Hall, Suvarnabhumi International Airport and Don Mueang International Airport Passenger Terminal, three (3) hours prior to departure.

(6) Immigration

For arrival: the country’s Passport Officer is required to present passports of the entire delegation to the Immigration at the VIP room upon arrival.

For departure: the country’s Passport Officer is required to present the passport of the entire delegation to the Immigration at the VIP room two (2) hours prior to departure.

(7) Customs

1. Firearms

  • “Permission to Carry Firearms Permit” must be granted prior to the arrival of Personal Security Officers. Embassy staff or CR of each participating country must declare Personal Security Officers’ firearms to the Airport Reception Team by showing “Permission to Carry Firearms Permit”.

  • Participating Countries’ security officers are allowed to carry only handguns. Other types of weaponry, such as sub-machine guns, rifles, electronic 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 per gun.

  • Participating Countries shall contact the Secretariat before 12 November 2013.

  • 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.

  • The relevant customs and security inspection procedures for firearms will be conducted at the point of entry and departure.

  • All weaponry carried by member of delegation 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 departures.

  • Personal Security Officers must return “Permission to Carry Firearms Permit” to the Thai Airport Reception Team, declare their firearms at Suvarnabhumi International Airport and Don Mueang International Airport and their firearms loaded into the aircraft as luggage prior to departure.

2. Radio Communication Devices

  • Participating Countries must declare their radio communication devices to customs officers at the point of entry to Thailand.

  • Participating countries wishing to bring in and use radio communication devices in Thailand must obtain the respective permits from the Thai authorities concerned.

  • Personnel carrying the radio communication device must declare the equipment to customs officers at their point of entry to Thailand together with the permit.

  • Participating countries shall contact the Secretariat before 12 November 2013.

  • Thailand does not allow the use of any scrambling devices, if brought into Thailand, shall be deposited at the point of entry and will be returned upon departure.

16. 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. Participants are advised to contact the nearest Royal Thai Embassies or Consulates-General or visit the Ministry of Foreign Affairs of Thailand’s website for information on visa requirements.

The website is http://www.mfa.go.th/main/en/services/123

17. VACCINATIONS AND HEALTH CERTIFICATES

In accordance with International Health Regulation, participants from yellow fever infected countries (Annex 7) are required to produce a vaccination against yellow fever certificate(s). Participants from these countries or participants arriving in Thailand through yellow fever infected countries are advised to obtain their vaccination against yellow fever at least ten (10) days before their departure for Thailand. Should he/she fail to produce the said certificate, his/her entry into Thailand will be refused.

18. LIAISON OFFICERS

One Liaison Officer will be assigned for the Head of State/Government and one for the rest of delegation. In other case, one Liaison Officer will be assigned for the Head of Delegation only. An additional Liaison Officer will be provided in case the Head of State/Government is accompanied by a spouse.

19. GALA DINNER

Gala Dinner for Heads of State/Government and Heads of Delegation and Accompanying Ministers and Spouses, Keynote Speakers and Special Guests, will be hosted by the Royal Thai Government at the Grand Diamond Ballroom, IMPACT on Monday, 18 November 2013 at 18.30 hrs.

20. LUNCH

Lunch will be hosted by the Minister of Information and Communication Technology of Thailand at Challenger 1, IMPACT

21. CONFERENCE FACILITIES AND SERVICES

21.1 Information Booth

Information Booth will be set up to assist delegates by providing general meeting and logistical information during the Connect Asia-Pacific Summit.

21.2 Cyber Café

Computers with internet will be provided at the foyer of Jupiter Room 10-11 with printers and photocopiers. The operation hours on 18 November 2013 will be from 09.00 – 18.00 hrs.

21.3 Bilateral Meeting Rooms

Jupiter Room 1 and 2 will be available for bilateral meetings. Room reservations should be made through LO assigned to each delegation by 17 November 2013. Due to the several anticipated requests for bilateral meetings, each session should not exceed 30 minutes. The Secretariat will confirm the room reservation upon receiving agreement between both delegations.

21.4 Prayer Room

Separate Muslim prayer rooms for men and women will be provided at Lobby Challenger 3.

21.5 Medical Room

A medical room will be set up to provide immediate health care and basic first aid treatment. The location of the room is on the first floor at Atrium 2.

22. ACCOMPANYING PRESS AND MEDIA

The list of the accompanying Official Press and Media personnel should be sent to ITU. More information of media accreditation procedure can be found at the official website,

http://www.itu.int/en/ITU-D/Conferences/connect/Asia-Pacific/Pages/default.aspx

Press conference and media centre for the Connect Asia-Pacific Summit is located at Jupiter 16.

23. ARRANGEMENTS FOR ITU TELECOM WORLD 2013

There is a separate registration process and access pass for the ITU TELECOM World 2013. The Summit ID badges will not be valid in the venue from 19 November onwards.

All Connect attendees can register for a free of charge Bronze World 2013 access pass; or benefit from a 20% discount on full rates for Leader, Gold or Silver passes as of 16 September until midnight (CET) 13 November 2013. To enjoy these benefits Connect attendees, please visit,

http://www.itu.int/online/regsys/ITU-SG/Telecom/Registration

To start registering, tick the box to indicate they have a registration code and when prompted enter their Connect Registration ID.

Eight (8) Gold Passes, free of charge, are offered by ITU for the national delegation accompanying Heads of State and Ministers. The delegation focal point will be provided with a password to access the allocated Registration Codes to distribute to the members of the delegation who will be using the free passes.

  • Additional passes of any category can be purchased at a 20 % discount on Leader, Gold and Silver passes until midnight (CET) 13 November 2013. Contact us at networking.telecom@itu.int for details.

  • Please note that as of 14 November, access passes can only be purchased at full price rates.

Please contact networking.telecom@itu.int or call at +41 22 730 6783 | 5356 (Monday to Friday 09:00 to 18:00 CET) to receive the latest Leaders’ Information Note with pertinent information on key activities for Leaders attending World 2013.

Instruction to register the Delegation Members for the ITU TELECOM World 2013 can be found at,

http://www.itu.int/en/ITU-D/Conferences/connect/Asia-Pacific/Pages/item.aspx?ItemID=578

24. ENQUIRIES AND CONTACT POINTS

All general enquiries can be directed to:

The Connect Asia-Pacific Summit Secretariat

International Affairs Bureau

Ministry of Information and Communication Technology, Thailand

Tel: +66 (0) 2 141 6898-6903, +66(0) 2 141 6891

Fax: +66 (0) 2 143 8029

Email: connectsummit@mict.go.th , connectaspsummit.itu.int

Annex1: List of 38 Member States

Annex2: Tentative Programme

Annex3: Official Hotel

Annex4: Recommended Hotel

Annex5: Official Shuttle Bus between the Official Hotels to IMPACT Exhibition and Convention Centre

Annex6: Weaponry

Annex7: Health and Vaccination

Annex8: Know Thailand

Click here for more details

Organised By

Minister of ICT International Telecommunication Union