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Advice to Member Governments on Arrangements (doc) - Fiji

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Advice to Member Governments on Arrangements (doc) - Fiji ...

    THIRTY-SEVENTH PACIFIC ISLANDS FORUM

    rdth23 27 October 2006

    NADI, FIJI

    ADVICE TO MEMBER GOVERNMENTS

    ON

     ARRANGEMENTS

Contact Person:

(Mr. Amena Yauvoli, Deputy Secretary, Ministry of Foreign Affairs and External

    Trade)

    (FIJI)

    C O N T E N T S

     PAGE

1. DATES AND VENUES 4

2. ARRIVAL AND DEPARTURE 4

3. ACCOMODATION 5

4. DRESS 6

5. HOSPITALITY 6

6. MEDIA ARRANGEMENTS 6

7. MEDICAL FACILITIES 7

8. CAR PENNANTS 7

9. OFFICIAL OPENING 7

10. RESPONSIBILITY FOR ARRANGEMENTS 7

11. SECURITY ARRANGEMENTS 8

12. SOCIAL PROGRAMME 8

13. TELECOMMUNICATIONS 8

14. DELEGATION DIRECTORY 8

     2

A P P E N D I C E S

    1 FORUM OFFICIALS COMMITTEE PRE-FORUM SESSION

     LIST OF DELEGATES

2 FORUM LIST OF DELEGATES

    3 BLOOD GROUP AND DIETARY PREFERENCES

     OF HEAD OF FORUM DELEGATION AND SPOUSE

4 MEDIA ACCREDITATION FORM

     3

    1. DATES AND VENUES:

    rdMonday 23 October 2006 : “Smaller Island States Leaders Summit”

     (venue: “Senirosi Room”, Westin Resort &

     Spa, Denarau Island)

    rdMonday 23 October 2006 : Pacific ACP Leaders Meeting

     (venue: “Senirosi Room”, Westin Resort &

     Spa, Denarau Island)

    thTuesday 24 October 2006 : Forum Leaders' Retreat

     (venue: Golf & Racquet Club, Denarau

     Island)

    ththWednesday 25 October 2006 : 37 Pacific Islands Forum

     (venue: “Senirosi Room”, Westin Resort &

     Spa, Denarau Island)

    ththThursday 26 October & Friday : 18 Post-Forum Dialogue Partners Meeting

    th27 October 2006 (venue: “Senirosi BallRoom I, “Senirosi

     BallRoom II”, “Senijiale Room” Westin

     Resort & Spa, Denarau Island)

    2. ARRIVAL AND DEPARTURE

(a) Airport

     All delegations will be met by the Fiji Authorities on arrival at the Airport.

    Reception arrangements will be advised separately. Transport from the

    Airport to Hotels will be provided.

(b) Baggage

    (i) All delegates will be issued with special baggage identification tags.

    (ii) One member of each delegation, with overall responsibility for all

    his/her delegations' baggage, will be asked to cooperate with the

    Government of Fiji authorities at all stages of the movement of

    baggage from the Airport to the Hotel.

     4

(c) Entry Formalities

    (Based on information provided by participating Delegates as per

    Appendix 1, all delegations will be met by the Fiji Authorities on arrival at

    the Airport and accorded appropriate protocol facilitations through

    Immigration, Customs and Health Quarantine.)

    3. ACCOMMODATION

Heads of Forum Delegations will be accommodated at the Sheraton Resort Fiji

    Hotel.

Other meeting delegates and observers will be accommodated at the Westin

    Resort & Spa, Denarau Island.

The Government of Fiji has made reservations and will be responsible for

    allocating rooms to the delegations.

Media representatives will be responsible for their own bookings.

Delegates other than Heads of Forum Delegations should note that hotel

    accounts should be settled directly with the hotel.

Forum Governments are requested to complete forms at Appendix 1, 2 & 3. It

    this important that these Forms are completed and sent NO LATER THAN 16

    October 2006 to the Ministry of Foreign Affairs & External Trade, FIJI via

    Fax No: (679) 3317580 or via email: mtuinasavusavu@govnet.gov.fj,

    ntuiloma@govnet.gov.fj Ph: (679) 3309641/3309637/3309638/3309640 with a

    copy to the Forum Secretariat on Fax: (679) 3301102/3305573 Ph: (679)

    3312600.

If the names of the delegation are not known at the time these forms are due,

    a fax response, indicating the numbers expected in the delegation and their

    approximate arrival and departure dates should be sent to the Ministry of

    Foreign Affairs & External Trade, FIJI via Fax No: (679) 3317580 or via email:

    mtuinasavusavu@govnet.gov.fj, ntuiloma@govnet.gov.fj Ph: (679)

    3309641/3309637/3309638/3309640 with a copy to the Forum Secretariat

    on Fax: (679) 3301102/3305573 Ph: (679) 3312600.

     5

4 DRESS

    Dress for the official opening of the Forum will be Suit/National Dress for

    other occasions will be Island Formal (Long or Short Sleeve Shirts with Tie) or

    Island Style.

5. HOSPITALITY

    The Government of Fiji will offer the following hospitality for the duration of

    the Conference.

    (a) one room for each Head of Government and for the Secretary General of

    the Forum Secretariat and accompanying spouse, inclusive of normal meals,

    laundry services and local telephone calls, from date of arrival to date of

    departure. Hospitality does not include international telephone and fax

    charges nor cost of alcoholic beverages;

    (b) one chauffeur-driven car for each Head of Delegation. Access for the

    remainder of the delegation to a limited pool of cars and bus services for

    Forum related travel;

    (c) there will be no charge for telephone calls within Fiji made from

    Delegation Offices or the accommodation referred to in (a) (Fiji to

    confirm this);

    (d) Liaison Officers for each delegation.

6. MEDIA ARRANGEMENTS

     Media accreditation is the responsibility of the Government of Fiji. All requests

     for accreditation should be sent to the Mr. Prakash Narayan (Media Centre

     Coordinator) on Telephone (679) 3211 740 or email: pnarayan@info.gov.fj or Mrs.

     Bale Dolokoto Telephone ( 679) 3211 251 or email: bdolokoto@info.gov.fj Fax

     contact: (679) 3303 146.

    A Media Accreditation Form is attached at Appendix 3. Office facilities will be

    provided for the representatives of the media. All communication costs will be

    the responsibility of the media representatives. Press Briefings will take place

    at the Media Centre, Coco Palms Bure, Westin Resort & Spa, Denarau Island.

     6

    7. MEDICAL FACILITIES

A medical officer will be on call at all times for the Forum and related meetings.

Appendix 3 relates to Blood Groups and Dietary preferences of the Head of

    Forum Delegation and spouse. This should be completed and returned by NO

    thLATER THAN Monday 16 October 2006 to the Ministry of Foreign Affairs &

    External Trade, FIJI via Fax No: (679) 3317580 or via email:

    mtuinasavusavu@govnet.gov.fj, ntuiloma@govnet.gov.fj Ph: (679)

    3309641/3309637/3309638/3309640 with a copy to the Forum Secretariat

    on Fax: (679) 3301102/3305573 Ph: (679) 3312600.

    8. CAR PENNANTS

Delegations are requested to bring their own car pennants for use by their

    Head of Forum Delegation.

    9. OFFICIAL OPENING

The official opening of the Forum will take place at 8.00am at the Golf &

    thRacquet Ground on Tuesday 24 October 2006. A detailed programme for the

    opening ceremony is included in the Official Programme proper.

    10. RESPONSIBILITY FOR ARRANGEMENTS

(a) The Government of Fiji is responsible for providing the Forum venue,

    service facilities and support staff, security arrangements, hospitality

    (including the provision of accommodation for those members of

    Delegations who are its official guests) and the reservation and allocation

    of accommodation for Delegations generally. Arrangements in Fiji for the

    Forum are under the supervision of the Ministry of Foreign Affairs &

    External Trade, FIJI via Fax No: (679) 3317580 or via email:

    mtuinasavusavu@govnet.gov.fj, ntuiloma@govnet.gov.fj Ph: (679)

    3309641/3309637/3309638/3309640

(b) The Forum Secretariat is responsible for the management of the Forum and

    associated meetings, including preparation of agendas, meeting

    documentation, access, and all secretariat services for the meeting proper.

    The Forum Secretariat contact is Ms Andie Fong Toy, Manager, Political and

    Security, telephone:(679)3312600 extension 265 or 3220265; fax:

    (679)3301102 or 3305573.

     7

11. SECURITY ARRANGEMENTS

    The Government of Fiji accepts responsibility for the protection of Heads of

    Delegation for the duration of their visit to Fiji.

    Special security precautions will be taken at all the venues to be used by Heads

    of Delegation.

    With respect to documents, the Forum documents are classified "FORUM EYES

    ONLY" and other documents will be graded according to contents.

    Bodyguards/security accompanying Heads of Government are/are not expected

    to import or carry fire-arms while in Fiji (Government of Fiji to advise)

    Access to the Sheraton Resort Fiji & the Westin Resort & Spa reserved for

    Heads of Delegation will be controlled by security passes which will be issued

    by the Ministry of Home Affairs and Immigration to accredited persons soon

    after their arrival.

12. SOCIAL PROGRAMME

    Details of the social programme will be made known prior to the Forum.

13. TELECOMMUNICATIONS

    Telephone and fax facilities will be available to delegates at the Delegates

    office located in the Westin Resort & Spa, Denarau Island.

    The charges for International telephone calls, telegrams and faxes will be the

    responsibility of the delegations incurring them.

    14. DELEGATION DIRECTORY

    thThe following Appendices should be completed and faxed by 16 October 2006 to :

Mr. Amena Yauvoli with a copy to : Andie Fong Toy

    Deputy Secretary Manager, Political and Security

    Ministry of Foreign Affairs & External Trade Pacific Islands Forum Secretariat

    Private Mail Bag, SUVA, FIJI Islands. Private Mail Bag,

    Telephone: (679) 3309662/663/664.665 Suva, Fiji

    Fax: (679) 3301741 Telephone: (679)3312600 or Fax:

     (679) 3301102 / 3305573

     8

    Appendix 1

    LIST OF DELEGATES

    th37 Pacific Islands Forum, Nadi, Fiji

    rdth23 to 27 October, 2006

Country : ....................................................................................

Delegation Details :

(i) Leader of Delegation

     Name and credentials : ..........................................................

     ..........................................................

     Designation : ..........................................................

     ..........................................................

     Accompanied

     by spouse : YES/NO

     Spouse's full name : ..........................................................

     ..........................................................

     Arrival/Departure dates

     ETA : ..........................................................

     ETD : ..........................................................

     9

    Appendix 1 (contd)

(ii) Other Delegates (Please complete in order of precedence with full titles) :

    Name Designation ETA ETD

    FIJI FIJI

     10

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