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REPUBLIC OF HAITI
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the 5th ACS Summit
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OPERATING MANUAL FOR THE 5th SUMMIT OF HEADS OF STATE AND GOVERNMENT OF THE ASSOCIATION OF CARIBBEAN STATES
Royal Oasis Hotel
Pétion-Ville, Haiti, 23-26 April, 2013
OPERATING MANUAL FOR THE 5th SUMMIT OF HEADS OF STATE AND GOVERNMENT OF THE ASSOCIATION OF CARIBBEAN STATES
Contents
Introduction
1. General Information on the Republic of Haiti
2. Information on Pétion-Ville
3. General Information on the 5th ACS Summit
4. Registration and Accreditation of dignitaries, delegates and participants
5. Arrival and departure of Heads of State and Government
6. Accommodation
7. Liaison Officers
8. Security
9. Authorisations and permits
10. Press and Communications
11. Annexes
12. Contact List
Introduction
The 5th Summit of Heads of State and Government of the Association of Caribbean States (ACS) will be held in Pétion-Ville, an urban oasis and the preferred place of residence of foreign diplomats in Haiti. It is situated a few kilometres away from Port-au-Prince, capital of the Republic of Haiti. The Summit will take place at the Royal Oasis, a luxury hotel, which will be inaugurated on 12 December 2012.
The 5th ACS Summit will go down in the annals of multilateral activities of the Republic of Haiti, which, for the first time in its two hundred year history, will host a Summit of Heads of State and Government.
The Government of Haiti, which is progressively recovering from the aftermath of the 12 January 2010 earthquake, has taken and will continue to take all the necessary steps to make this Summit a first-rate national, regional and international event, providing irrefutable evidence that Haiti has definitively embarked on the road to reconstruction and is open for business.
The Manuel contains all pertinent and detailed information on the organisation and conduct of the 5th Summit, with particular reference to protocol, accreditations, and the arrival of Heads of State and Government, Ministers of Foreign Affairs, high-level officials, delegates and participants. It also provides information on accommodation, logistics, meeting rooms, security and safety of foreign delegates, health, telecommunications and press.
Strict compliance with all the provisions contained in this Operating Manual is crucial to the smooth conduct of the Summit. In this regard, it is requested that the attached forms be duly completed and returned promptly, within the stipulated timeframes.
Once again, the Government of Haiti wishes to reassure you that it has put all measures in place to ensure that the 5th ACS Summit is conducted satisfactorily in Haiti and that efforts in the operational arena will lead to the attainment of the objectives set by the ACS Secretariat, as well as by all the Member States and Associate Members of the Association.
The Government of Haiti welcomes you in advance.
The National Coordination Unit of 5th ACS Summit in Haiti
Port-au-Prince, 31 October 2012
1. GENERAL INFORMATION ON THE REPUBLIC OF HAITI
History
The Republic of Haiti has an area of 27,750 km2. It occupies the western third of the Island of Haiti, Quisqueya or Bohio, which it shares with the Dominican Republic, situated to the east. It is bordered in the north by the Atlantic Ocean and in the south and west by the Caribbean Sea. Haiti possesses 1530 km of coastline and encompasses various islands including Ile de Gonâve, Ile de la Tortue, Ile à Vache, Iles Cayemites, etc.
Before1492, the Island of Haiti was inhabited by the Tainos, a group of Red Indians living in harmony with nature. After 1492, it was colonised by the Spaniards who were brought into the New World by Christopher Columbus. From that date until the beginning of the 17th century, the Spaniards controlled the entire island of Haiti, which they called La Española (or Little Spain). Between 1620 and 1630, the English pirates and French buccaneers and filibusters began to settle in the island from the side of Ile de la Tortue and at Môle Saint-Nicolas. The adventurers fought among themselves for this living space. The French eventually penetrated the territory reaching dry land, progressively forming what we will refer to as the French colonisation. In1697, under the Treaty of Ryswick, France received from Spain the western third of the island of Haiti. France and the French colonists developed the colony through the plantation economy. The French colony of Saint-Domingue became prodigious and prosperous as a result of the Slave Trade and slave labour. In 1791, the Slaves rose up against the colonial slave system. After 13 years of struggle and sacrifice, under the successive leadership of Mackandal, Boukman, Toussaint-Louverture, Jean-Jacques Dessalines, Alexandre Pétion and Henri Christophe, these New World revolutionaries proclaimed the country’s independence on 1st January 1804, under the Indian name of Haiti, giving rise to the first Black State in the modern history of humanity. From then on, Haiti has fought for human dignity and its effective integration into the community of nations.
Haiti’s history is exciting and at times dramatic, yet Haitians have faith in the future. They believe that their history is a source that can inspire and motivate them to take their rightful place in the international arena. At present, the country is led by His Excellency Michel Joseph MARTELLY, who was elected by direct universal suffrage, following pluralist and democratic elections held in November 2010 and April 2011. He assumed office on 14 May 2011. The incumbent Prime Minister is Laurent Salvador LAMOTHE, who has been responsible for Government policy since 4 May 2012.
Art, culture and music
Haiti is world-renowned for its rich and diverse culture. Its originality is reflected in its paintings, handicraft, music and cuisine. Artists and musicians find their inspiration in its folklore, history and the vitality of the people to produce true masterpieces.
Painting is both a way of life and a form of expression that dwells in the souls of the people. Paintings are visible everywhere: in the streets, on the walls along the pavements, in houses and on the tap-tap (public transport). Art galleries offer an impressive array of pictorial works that always leave the visitor and even the collector spoilt for choice. The phrase that visitors and tourists keep repeating: “he who has visited Haiti and left without a piece of art, has not really visited Haiti” has become a truism.
Moreover, Haitian craft is very popular worldwide and one of the most original in the region. Objects made of wood, jute, pita, cut metal, papier-mâché, recycled material, table mats and coasters in painted wood, fabric painting, embroidery and crochet, attest to the creative vitality of the Haitian people.
In summary, Haiti is a country of rhythms, colours, vibration and cadence. Haitians and their visitors dance to different musical rhythms: compas, racine, rara, twoubadou, calinda, rap créole and salsa, in addition to other forms of musical expression from abroad, which are infused with local flavour.
Climate
Haiti’s climate is tropical, with a dry season from December to March and a rainy season from April to November. The average temperature ranges from 20oC to 30oC.
Official Currency
The official currency of the Republic of Haiti is the Gourde. However, the United States dollar is accepted at almost all the country’s shopping centres and exchanged at the daily rate. At present, one US dollar (US $1) is equivalent to HTG 42.75.
Major international credit cards: Visa, MasterCard and American Express are accepted by all hotels, at the shopping centres and a large number of companies.
GOVERNMENT AND POLITICS
According to the amended Constitution of 1987, Haiti is a democratic and social Republic whose political system consists of three main powers: Executive, Legislative and Judicial.
Executive power.- Executive power is exercised by the President of the Republic as Head of State, and a Prime Minister as Head of Government. The President of the Republic is elected by direct universal suffrage by a majority of electors. He has a five-year (5) mandate. The Government consists of the Prime Minister, Ministers and Secretaries of State. The Prime Minister is responsible to the Parliament according to the terms stipulated in the Constitution.
Legislative power.- Legislative power is exercised by two representative Chambers: a House of Representatives and a Senate, which constitute the legislative body or Parliament.
Judicial power.- Judicial power is exercised by the Supreme Court, Courts of Appeal, District Courts, Small Claims Court and Special Tribunals. The highest authority of this power is the Supreme Council of the Judiciary.
ADMINISTRATIVE AND POLITICAL DIVISION
The Republic of Haiti is divided into 10 geographical departments. Today, the country’s population is estimated at 10.3 million. The seat of Government is located in Port-au-Prince, capital of the Republic but can be moved in cases of force majeure.
Official Languages
According to the amended Haitian Constitution of 1987, Haiti has two official languages: Créole and French. Créole is the mother tongue spoken by all Haitians, while French has always been the dominant language. Public servants, State authorities and a large portion of youths speak English and Spanish.
Religion
Haiti is a secular State. Freedom of religion is enshrined in the Constitution and the laws of the Republic. Each person has the right to exercise the religion or engage in the worship of his choice once this does not disrupt social order and public peace. The three main religions of the country are Catholicism, Voodoo and Protestantism.
Economy
Haiti is a free market economy. The Government encourages investments and has launched the slogan “Haiti is open for Business”. In this regard, Government has taken all the necessary steps to facilitate capital investments at the national and international levels. The Investment Facilitation Centre (CFI) was established to this end. For further information, visit the site: .
Haiti offers a young, dynamic, courageous and motivated workforce, one of the most attractive in the Caribbean region.
Additionally, Haiti offers businessmen and women numerous opportunities for investment. Its proximity to the United States of America (USA), the largest global market (a 1hr 30mn flight links Port-au-Prince and Miami) is a major asset. Under the Hope Law, products manufactured in Haiti from textiles originating in the USA or Mexico are duty-free.
Electricity
Electricity in Haiti is 110 V, 60 cycles (60hz). It is recommended that you have the corresponding transformers and adaptors. There are two types of plugs: two and three pin.
Local Time
The time in Haiti is the same as in Miami and New York. Public and private offices usually open at 8 or 9 a.m. and close at 4 or 5 p.m. Commercial banks sometimes open for extended periods and also work on Saturdays.
Telephone Service
Two main mobile telephone companies offer their services on the Haitian market. Sales booths will be available at the International Airport and the Convention Centre of the hotel to serve foreign delegates and dignitaries.
The telephone code for Haiti is 509. Telephone numbers contain 8 digits. If the first digit is 2, this indicates that it is a landline and a first digit of 3 or 4 indicates that it is a mobile telephone number.
Immigration
In general, all nationals of the Member States and Associate Members of the ACS are authorised to enter Haitian territory without a visa by simply providing a valid passport. Similarly, citizens of the Dominican Republic, Colombia and Panama holding a US, Canadian or Schengen visa are also authorised to enter the country. Should a national of the said countries not possess one of the aforementioned visas, the Ministry of Foreign Affairs of that country shall address a Diplomatic Note to the Ministry of Foreign Affairs of Haiti, providing the surname and given names, as well as the itinerary of the interested party, and attach a copy of the bio-data page of his passport to facilitate his entry into national Haitian soil.
Taxes and Gratuities
Taxes are included in all purchases with the exception of restaurants and clubs, where a 10 to 12% tax is added to the bill. Tips are left at the discretion of the client. However, in some restaurants, bars and clubs, the client may leave the waiter a bonus.
2. INFORMATION ON PETION-VILLE
Pétion-Ville is situated on the outskirts of the Haitian capital, Port-au-Prince, at a distance of 6 km. Pétion-Ville, an area where residents and tourists converge, is a high-traffic zone, with evening entertainment, restaurants and clubs and art galleries, bathed in the coolness of the surrounding hills.
Pétion-Ville is less than one hour away from the Toussaint Louverture International Airport. The Royal Oasis Hotel, which was chosen as the venue for the Summit, is located in the town of Pétion-Ville, on Avenue Panaméricaine, a charming setting that offers particularly splendid views of the Bay of Port-au-Prince and the Cul-de-sac Plain, where the contemporary crispness of the architecture combines with the local culture to offer dignitaries, delegates and all participants an enjoyable and unforgettable stay.
3. GENERAL INFORMATION ON THE FIFTH SUMMIT
Summit Venue
The 5th Summit of Heads of State and Government of the Association of Caribbean States (ACS), and the preparatory meetings, will be held at the Royal Oasis Hotel. Offices and meeting rooms will be divided in a manner that would facilitate work. Rooms will be arranged for the preparatory meetings of the Summit, as well as bilateral and multilateral meetings. All office material and communications equipment, including cable and Wi-Fi Internet, will be provided.
Organisation of the meeting
The 5th ACS Summit will be held over a period of four days. The first two days will be devoted to the preparatory meetings of the Summit. The third day will be devoted to the validation of working documents discussed during the preparatory meetings. The fourth day will be the Summit itself. The day will be marked by political dialogue among the Heads of State and Government, as well as the signing of the Declaration of Haiti and the ACS Action Plan.
Accreditation of Participants
Accreditation will take place by forwarding the list of participants, together with the accreditation forms, to the host country of the 5th Summit. The forms can be accessed on the Ministry’s website diplomatie.ht and are also attached to the Operating Manual.
Members of delegations will receive the official accreditation documents upon their arrival in Haiti. For security reasons, delegates should wear badges during all the sessions and activities as well as in the meeting areas.
Working Languages
The activities of the Summit will be conducted in the three official languages of the ACS, namely English, Spanish and French. Meeting rooms will be equipped with a simultaneous interpretation service in the three languages.
Health Service
The Government of the Republic of Haiti has put in place a medical assistance plan under the Ministry of Public Health and Population. This service will work in conjunction with the country’s leading health institutions. An equipped medical emergency service will be set up at the Royal Oasis Hotel, which has a heliport.
The health service will operate 24/07. The Haitian Red Cross will also have a permanent presence at the Royal Oasis Hotel and the other hotels and places of accommodation of delegates and participants.
Delegates’ Room
A room will be set up for delegates at the Summit venue. It will be equipped with computers, printers and Internet connection to facilitate the printing, transmission and reproduction of documents.
Bilateral and Multilateral Meeting Rooms
Bilateral and multilateral meeting rooms will be set up at the Summit venue. To use these rooms a reservation must be made in advance with the Logistics Subcommittee responsible for their daily management.
Media Centre
A Media Centre will be set up at the Summit venue, and will comprise computers, printers and Internet connection to facilitate drafting and reporting by members of the media.
Cultural Events
Receptions, cocktails and various cultural events will be organised in honour of the dignitaries and delegations participating in the 5th Summit.
4. REGISTRATION AND ACCREDITATION OF PARTICIPANTS
Each delegate, participating in whatever capacity, must be duly accredited by the National Coordination Unit of the Summit to be able to participate.
In this regard, the Ministry of Foreign Affairs or the entity responsible for international relations in each ACS Member State and Associate Member shall forward to the Ministry of Foreign Affairs of the Republic of Haiti (Protocol Division: maec@diplomatie.ht), a diplomatic note communicating the list of participants from that country. The note should be forwarded before 2 April 2013.
Additionally, to obtain the accreditation, each delegate or participant must complete the relevant form available on the website: 5sommetaec.haiti@diplomatie.ht and follow the instructions at the “accreditation” link. The form, accompanied by a colour passport photo should be submitted upon completion (See Annex 1).
All participants must wear the badge of the 5th ACS Summit, which, as a control mechanism, is personal and non-transferable and should be always visible. To better identify the participants, the following classification has been established:
PARTICIPANTS COLOUR OF ACCREDITATION BADGE
Official Delegation Blue
Delegation Support Staff Green
Media Brown
Security Purple
Local Support Staff Yellow
Host country Red
Hospitality and Protocol Orange
Special Distinguishing Marks
Heads of State and Government will receive a pin to be attached to their lapels and consequently will not need to display a badge.
Media Accreditation
Journalists, cameramen, photographers and videographers are also required to complete the corresponding forms to access the Summit activities.
Accreditation of official vehicles and drivers
Vehicles and drivers of official delegations shall be subject to security checks and measures.
Presidential vehicles will carry the flags of the respective countries. Vehicles transporting Ministers of Foreign Affairs will be identified by a sticker bearing the flag of the corresponding country and the number assigned according to country and category.
In general, cars and support vehicles transporting other official delegations will carry a distinctive mark. Each diplomatic mission represented in Haiti (Embassy or Consulate) may accredit two support vehicles on this occasion.
Security checks will be performed in the areas adjacent to the site of the Summit activities and access will be granted only to vehicles bearing the corresponding distinctive marks allowing them to proceed to the areas assigned to them.
Parking of Vehicles
The car park of the Royal Oasis Hotel can accommodate up to 330 vehicles. A secure zone will be reserved for VIP vehicles.
5. ARRIVAL AND DEPARTURE OF HEADS OF STATE AND GOVERNMENT
The official welcome of Heads of State and Government, First Ladies or Spouses, Ministers of Foreign Affairs, official delegations and special guests will take place at the Toussaint-Louverture International Airport. Countries whose Heads of State or Government will arrive in Haiti by private military or civil aircraft are required to inform the Ministry of Foreign Affairs in advance so that the necessary technical and logistical arrangements can be made.
Delegations with diplomatic or consular representation in Haiti may designate an officer of the said mission, who would be responsible for identifying and retrieving luggage, and conducting immigration and customs procedures for the delegates with the assistance of the Protocol Officers.
In the event that a delegation has no diplomatic or consular representation in Haiti, at least one Protocol Officer from the Ministry of Foreign Affairs will provide the required assistance.
Reception of Heads of State and Government
Heads of State and Government will be received with all the honours due to their rank. A welcome ceremony will be held in their honour at the Toussaint-Louverture International Airport, after which they will be escorted and taken to the hotel reserved for them.
Access to transit, accommodation and meeting areas of Heads of State and Government will be closely monitored and secured by VIP security officers.
Formation of motorcades
To facilitate the movement of each Head of State and Government the following vehicle security arrangements have been put in place:
▪ Two motorcycle outriders
▪ A lead security vehicle
▪ A protocol vehicle
▪ A VIP vehicle VIP (Head of State and Government)
▪ A security vehicle
▪ A vehicle assigned to the Minister of Foreign Affairs
▪ A van or bus for the rest of the delegation
▪ A rear vehicle
▪ To motorcycles to end the motorcade
Motorcades of Heads of State and Government will be joined by ambulances, with a doctor, nurse and driver.
Luggage of Heads of State and Government
Luggage of Heads of State and Government will be transported in the corresponding official vehicle from the airport to the hotel and vice-versa under very strict security measures.
Departure of Heads of State and Government
As occurred during arrival, access to transit and meeting areas of Heads of State and Government will be restricted for security reasons.
Upon their departure, the luggage of Heads of State will be transported from the hotel to the airport under very strict security measures.
The departure of Heads of State and Government will take place in accordance with the established schedules. Official delegations should arrive at the airport at least 1 hour and 30 minutes prior to the departure of their flight. They will then be escorted the area where the farewell ceremony will take place.
Arrival of Ministers of Foreign Affairs and other members of the official delegation
Ministers of Foreign Affairs and all other members of the official delegations will be welcomed on arrival with all the honours due to their rank.
General Aspects
To facilitate the procedure for the retrieval and distribution of luggage at the hotels, participants are asked to display their contact information legibly on their luggage or to include distinctive marks that would make it possible to identify members of the same delegation.
- All delegates must submit to regular immigration and customs procedures.
- Presidential aircrafts and their occupants are exempted from the payment of airport taxes.
6. ACCOMMODATION
The following hotels have been reserved for the 5th ACS Summit:
. Royal Oasis Hotel
. N H El Rancho Hotel
. Best Western Hotel
. Kinam I Hotel
. Villa Créole Hotel
The five hotels are situated in the same area. Royal Oasis, N H El Rancho and Villa Créole are located one after the other in Rue Panaméricaine. The other hotels are at approximately ten minutes’ drive away.
Heads of State and Government and Ministers of Foreign Affairs will be accommodated at the Royal Oasis Hotel, the venue for the Summit. It is recommended that the closest collaborators of these dignitaries stay at the same hotel. Other members of the delegations will be divided among the hotels of their choice.
The Government of Haiti will cover the accommodation expenses of Heads of State and Government as well as Ministers of Foreign Affairs. The other delegates and members of delegations will be responsible for their own accommodation expenses.
Hotel Facilities
a) Royal Oasis Hotel has 127 rooms, seven (7) suites, 25 junior suites and en suite rooms;
- It also offers restaurants, bars, boutiques, an outdoor café and spacious parking;
- Additionally, there is a large conference room that can accommodate 250 persons and two smaller meeting rooms that can accommodate 80 persons each.
For reservations, contact: Mr Jean Sambour
Tel.: (509) / 509 / website
b) The Best Western Hotel, which is situated at the corner of rue Toussaint-Louverture and rue Geffrard, offers 109 rooms, a restaurant and a conference room with a capacity of 110 persons.
For reservations please contact:
Tel.: (509) / – Intl:
c) Kinam Hotel is a charming hotel with approximately forty rooms, situated opposite Saint-Pierre Square, Petion-Ville. All rooms are decorated with Haitian art and craft, immersing the visitor in the lingering aroma of Haitian soil.
For reservations, please contact:
Tel.: (509)/ 509) 2944 6000, 2945 6000, 2945 6001 - info@
d) El Rancho Hotel is both a hotel and a historic and legendary accommodation, situated in the heart of Pétion-ville, which is in the process of being repaired and refurbished. It is expected to reopen its doors in February 2013 with 97 new rooms and the most attractive accommodation facilities.
N.B. The exact rates of the hotel rooms will be communicated shortly. In any event, they will range from 110 to 160 US dollars.
7. LIAISON OFFICERS
Official liaison officer
The Government of the Republic of Haiti will assign to each delegation – from arrival to departure – an official liaison officer, who will be responsible for guiding and assisting the delegation with respect to Summit logistics and protocol.
Aides-de-camp
The Government of Haiti will assign an aide-de-camp or police officer to each delegation led by a Head of State or Government. The Haitian aide-de-camp will accompany the VIP at all times.
Embassy Liaisons
It is suggested that delegations with diplomatic or consular representations in Haiti assign a liaison officer to the Ministry of Foreign Affairs of Haiti to facilitate their participation in the Summit.
8. SECURITY
The Government of the Republic of Haiti will put all the necessary security measures in place to ensure the smooth conduct of the Summit and other related activities and cultural events. It will do its utmost to guarantee the physical integrity of the Heads of State and Government, their spouses and all other members of each delegation present in the country for the Summit.
The Haitian National Police (PNH) will be responsible for the general security of the Summit. In addition, the Government of Haiti will work with the security forces of the United Nations Stabilisation Mission in Haiti (MINUSTAH), which are already on site, as well as other safety and intelligence forces, to ensure the safety of all participants.
Should a Head of State or Government wish to visit a site that is not included in the regular Summit Programme, he should inform the liaison officer, who will notify the aide-de-camp so that the necessary security measures and logistical arrangements can but put in place.
Airport
The security of Heads of State and Government and their official delegations will be the responsibility of the Haitian National Police (PNH). All control mechanisms and procedures required for this purpose have been put in place.
Hotels and adjacent areas
The Haitian National Police (PNH) will be responsible for the external security of the hotels and adjacent areas. Consequently all mechanisms have been put in place for the screening of persons, and the security of the main physical facilities and objects. The PNH will be present everywhere and will remain in the Operations Centre of the hotel for the entire duration of the Summit.
Access to the hotel rooms of dignitaries and the meeting rooms will be strictly controlled, monitored and limited to members of official delegations and local security personnel.
Access to the official ceremonies will be exclusively reserved for persons in possession of the corresponding official invitation and authorised accreditation documents in each case.
Security personnel will maintain a 24-hour presence in the hotels in which the delegations are accommodated. A delegation’s security officer, if applicable, will be authorised to remain in the corridor or at the door to the VIP’s room and will maintain contact with local security personnel regarding any requirements.
Journalists’ Work Equipment
The entry of transistor radios, portable, cellular and fixed telephones and mobile receptors, lines, etc. will be authorised. Journalists will be informed of the frequencies assigned for use in HF, VHF and UHF.
Aircraft Security
For private aircraft remaining in the country, a 24-hour security arrangement will be put in place at the parking site of the aircraft transporting the Heads of State and Government.
Baggage Security
Any luggage without an identification tag will be handed over to the Police and undergo a security check before being delivered.
Motorcade Security
Security plans include the organisation of individual and joint motorcades for the movement of Heads of State and Government, Ministers of Foreign Affairs and their delegations upon their arrival in the country and to attend social activities or cultural events in which they will participate.
The motorcade will be placed under the responsibility of the Escort Leader selected by the Government of Haiti, who will travel in the vehicle of the visiting Head of State. The Escort Leader is responsible for ensuring the safety of the Head of State or Government.
9. AUTHORISATIONS AND PERMITS
Over-flight and landing of private and military aircraft
Official delegations arriving by official private or military aircraft, must inform the Protocol Division of the Ministry of Foreign Affairs, by completing the request for over-flight and landing authorisation for the aircraft (see annex 2) before 12 April 2013, to facilitate coordination of the processes for the authorisation of over-flight, landing, parking and security of the aircraft.
The landing and take-off of aircraft will be determined by the competent Haitian authorities in conjunction with the Protocol Division, according to the order of arrival of requests and the characteristics of the aircraft.
Use of radio frequencies
Conventional communications equipment, both portable and fixed, regardless of the mode of operation, which will be used temporarily on Haitian territory, requires appropriate authorisations.
To this end, delegations are invited to complete the request for authorisation attached to the present Operating Manual and forward it to the Ministry of Foreign Affairs before 30 March 2013, at the following address: 5sommetaec.haiti@diplomatie.ht (see annex 3).
Temporary Admission and Carrying of Firearms
Members of the security personnel and escorts of each of the delegations must be accredited. They are also required to complete the Request for temporary admission and special authorisation to carry firearms, and provide the characteristics of the weapons, amount of ammunition, and passport number and designation of the owner of the weapon. (See annex 4).
Two passport photos are required for the issuance of the licence. The form can be accessed on the website: diplomatie.ht and forwarded to 5sommetaec.haiti@diplomatie.ht
Please be reminded that all firearms and equipment that are admitted temporarily into the country must leave at the end of the Summit.
10. MEDIA AND COMMUNICATIONS
Journalists desirous of covering the Summit must complete the accreditation form (see annex 3) before 1st April 2013. Details of all participants must be forwarded by diplomatic note from their country.
A Media Centre will be set up at the Royal Oasis Hotel to facilitate the work of members of the media.
Mobile telephone service companies will be present on the Summit site. Journalists and delegates may, if necessary, request the services of the said companies for the rental of a mobile telephone.
NATIONAL COORDINATION UNIT OF THE 5TH ACS SUMMIT
23-26 APRIL 2012
Royal Oasis Hotel, Pétion-Ville, Haiti
ACCREDITATION FORM, NO I
|PERSONAL DATA |
|COUNTRY: |ENTITY / INSTITUTION |
|NAME: |TITLE /POSITION: |
|DATE OF BIRTH : |PLACE OF BIRTH: |
|NATIONALITY: | |
|CATEGORY: |National Coordinator |
|Head of Delegation |Protocol |
|General Manager |Support staff |
|Member of Delegation |Other: |
|Specially invited guest | |
|Date: | |
| | |
|ITINERARY |
| |
|Flight |Private |Registration Number | |
| |Commercial | |
|Date of Arrival: | | |
|Time of Arrival: | | | | |
|Airline | | | | |
|Flight Number: | | | | |
|Date of Departure: | | | | |
|Time of Departure: | | | | |
|Flight Number: | | | | |
|Have you already reserved a hotel? Yes |
|No If so, which one? |
| |
| |
| |
NATIONAL COORDINATION UNIT OF THE 5TH ACS SUMMIT
23-26 APRIL 2012
Royal Oasis Hotel, Pétion-Ville, Haiti
ACCREDITATION FORM, No II
MILITARY/CIVIL AIRCRAFT
|Requesting Country : |VIP transported: |
|Type of aircraft: |Call Registration and Sign: |
|Airline: | |
|Ground support company: | |
|Alternative aircraft |Surname/First name and rank of Pilot or |
| |Commander |
|Number of crew members |Number of passengers: |
|Ground services required |Stairs |
|Origin of Flight |Route |
|Alternative Airports |Date and Time of Arrival |
|Date and time of departure from Haiti indicating scheduled times |
| |
|Aircraft should not be armed or carry dangerous cargo |
|No |
|Yes |
|Other information: |
| |
| |
|Date: |Signature |
| | |
N.B. This information should be forwarded to the Protocol Division, together with a Diplomatic Note requesting authorisation to overfly and land, at the following address: maec@diplomatie.ht . Tel. 2813 1463 /
5th SUMMIT OF HEADS OF STATE AND GOVERNMENT
OF THE ASSOCIATION OF CARIBBEAN STATES
23-26 APRIL 2012
Royal Oasis Hotel, Pétion-Ville, Haiti
ACCREDITATION FORM, N0 3: MEDIA
|COUNTRY: |MEDIA: |
|Surname: | |
|First Name: | |
|Position: |Reporter / Journalist |
| |Photographer |
| |Cameraman |
| |Other: |
|Date of Birth (D / M / Y): | |
|Place of Birth: | |
|Nationality: | |
|Address: | |
|Tel./Cell: | |
|Email: | |
|Passport Number: | |
|Date of expiration: | |
| |
| |
| |
|ITINERARY |
|Flight |Private |Registration Number | |
| |Commercial | |
|Date of Arrival: | | |
|Time of Arrival: | | | | |
|Airline: | | | | |
|Flight Number: | | | | |
|Date of Departure: | | | | |
|Time of Departure: | | | | |
|Flight Number: | | | | |
|Have you already reserved a hotel? Yes No |
|If so, which one? |
| |
| |
NATIONAL COORDINATION UNIT OF THE
5TH ACS SUMMIT
23-26 APRIL 2012
Royal Oasis Hotel, Pétion-Ville, Haiti
ACCREDITATION FORM, N0 3: MEDIA
|INFORMATION ON EQUIPMENT |
|Type: | | |
|Make: | | | | |
|Serial Number: | | | | |
| | | | | |
|FREQUENCIES USED | | | | |
|HF | | | | |
|VHF | | | | |
|UHF | | | | |
N.B. MEDIA IDENTIFICATION CARD REQUIRED
NATIONAL COORDINATION UNIT OF THE
5TH ACS SUMMIT
23-26 APRIL 2012
Royal Oasis Hotel, Pétion-Ville, Haiti
ACCREDITATION FORM, N0 4: SECURITY OFFICERS
|COUNTRY | |
|Institution/Organisation | |
| |
|Personal Data |
|Surname: | |
|First Name: | |
|Rank and Position: | |
|Date of birth (D / M / Y): | |
|Place of Birth: | |
|Nationality: | |
|Address: | |
|Tel. / Cell: | |
|Email: | |
|Passport Number: | |
|Date of Issue: | |
|Date of Expiration: | |
| |
| |
| |
| |
| |
|ITINERARY |
|Flight |Private |Registration Number | |
| |Commercial | |
|Date of Arrival: | | |
|Time of Arrival: | | | | |
|Airline: | | | | |
|Flight Number: | | | | |
|Departure Date: | | | | |
|Departure Time: | | | | |
|Flight Number: | | | | |
|Have you already reserved a hotel? Yes No If so, which one? |
| |
| |
| |
|INFORMATION ON WEAPONS |
|Type: | | |
|Make: | | | | |
|Calibre: | | | | |
|Series: | | | | |
|Other: | | | | |
|Please specify: | | | | |
|Number of cartridges | | | | |
|Number of magazines | | | | |
CONTACT LIST:
National Coordination Unit of the 5th Summit
Dr Watson DENIS, National Coordinator
Tel (509) 3170 4500
E-mail: watson.denis@diplomatie.ht
M. Yves Rodi JEAN, Co-coordonnateur
Tel:36043600
Email: ivrodijan@yahoo.fr
Technical Secretariat for the Summit:
Email: 5sommet.secretariatechnique@diplomatie.ht
Emmanuella Charles: emmanuellac@yahoo.frChargement en cours…
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FIFTH SUMMIT OF HEADS OF STATE AND GOVERNMENT OF THE ASSOCIATION OF CARIBBEAN STATES
23-26 April, 2013
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