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Operative Manual of Protocol

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Operative Manual of Protocol 1. OPERATIVE MANUAL OF PROTOCOL 1.1 Over flight and landing permits The States Members of UNASUR and other countries invited to the Extraordinary Summit of Heads of State and Government of the Union of South American Nations (UNASUR), shall follow the procedures for the over flight and landing permits in advance so their official aircrafts may enter national territory with the necessary authorizations granted by the Ministry of National Defense of Ecuador to which end they shall attach the flight plans and data of the aircraft, through their respective Diplomatic Missions, through official communications sent to the Ecuadorian Foreign Ministry. The official aircrafts that transport the delegations presided by Heads of State and Government of the countries of UNASUR, may land, duly authorized, on Wednesday 3 and the morning of Thursday 4, December 2014, in the Military Air Base “Simon Bolivar” of the International Airport “Jose Joaquin de Olmedo” of Guayaquil, with the purpose of disembarking their passengers and, afterwards, due to space and operative procedures, they will be redirected to the nearest airports, such as: Taura (Province of Guayas), Manta (Province of Manabi) or Latacunga (Province of Cotopaxi), where they shall remain until the return to Guayaquil to transport their respective delegations, to transfer them to Quito in the afternoon or evening of Thursday, December 4, 2014. The aircrafts of other countries invited to the Inauguration of the Headquarters of UNASUR, in the city of Quito, which will take place on December 5, 2014, shall land directly in the International Airport of Quito “Mariscal Sucre- AIMS” of the capital, during the whole day of Thursday December 4 and, afterwards, because of space and operative procedures, they will be redirected to the nearest airports, such as: Taura (Province of Guayas), Manta (Province of Manabi) or Latacunga (Province of Cotopaxi), where they shall remain until they have to pick up their delegations in the city of Quito. The safety of the official aircrafts will be managed by the Armed Forces of Ecuador in the places assigned for their parking. 1 The delegations presided by Heads of State that arrive in commercial airlines, will be received by officials of the Direction of Ceremonial and Protocol, as well as by a high authority of the Ministry of Foreign Affairs and Human Mobility in the international terminals and will be transfer by internal ways of the airport to the Protocol Rooms for the realization of the welcoming ceremony and military honors, both in Quito and Guayaquil. The schedules for the landing and takeoff of the official aircrafts transporting delegations presided by Heads of State and Government, to Guayaquil and Quito and returning o their respective destinations, will be given by the chronological order of the notification provided in official note by the respective Diplomatic Mission to the Ecuadorian Foreign Ministry. Each country shall hire on their own the airport services that their official aircrafts require and will bear the respective costs. The companies that provide these services in the designated airports are: JET HANDLING Telephone: +593-2-2259431 +593-2-3330106 +593-2-2439810 Fax: +593-2 2439 850 Cellular: +593-997142840 +593-992445405 E-mail: http://www.jethandling.com/ E-mail: [email protected] ECUACENTAIR Telephone: +593-2-2818404 E-mail: [email protected] Link: http://www.ecuacentair.com/ Operative Director Angela Lara Viteri Cellular: +593-983125403 Email: [email protected] Supervisor: Freddy Maldonado Cellular: +593-997168403 Email: [email protected] 2 Supervisor: Natalia Salazar Cellular: +593-99 5061891 Email: [email protected] WINGS GROUND HANDLING , Telephones: +593-2-6003494 Ext. 102 +593-980624183 E-mail: http://www.wingsghs.com/es/inicio The requests for over flight and landing permits shall be submitted by the correspondent channel, through their diplomatic representations accredited in Ecuador or the concurrent Embassies abroad, to the Direction of Ceremonial and Protocol of the Ministry of Foreign Affairs and Human Mobility (Teleph. +593-2993205, e-mail. [email protected] or [email protected] ), in the usual format. The Direction of Ceremonial and Protocol after reviewing the respective documentation, will issue the request to the Ministry of National Defense for the granting of the respective permits of over flight and landing, this request must be made at least 72 hours before the flight, during work days. 1.2 Accreditations The Direction of Ceremonial and Protocol, of the Ministry of Foreign Affairs and Human Mobility of Ecuador has an Office for the Registration and Accreditation of all the participants and guests of this event. The purpose of this office is to facilitate the adequate identification of the participants and special guests, in any of their categories. To such end an accreditation system is used which contemplates the essential security elements. The Office for the Registration and Accreditation will be located at the Ministry of Foreign Affairs and Human Mobility of Ecuador (Jeronimo Carrion Street and Diez de Agosto Avenue, Quito- Ecuador). The forms for the accreditation of the participants may be submitted, in person by the Embassies accredited in Quito, or through the accreditation service online in the website www.cancilleria.gob.ec To access the registration forms, in digital format, they should enter the aforementioned online service. The Office for the Registration and Accreditation will confirm the reception of the forms for the accreditation of the participants. 3 It is essential to entirely fill the form and attach a digital color photography, with white background, 5 x 5 centimeters, in JPG format no bigger than 100KB. The closing of the online registration is 30 November 2014. The compliance with that period will facilitate that delegations receive their credentials upon arrival to Ecuador. To validate the forms, each delegation of a Member Country or Speakers invited by the Ecuadorian Government, shall send to the Ministry of Foreign Affairs and Human Mobility of Ecuador a Note Verbale with the list of the participants, specifying the names, precedence and category. The Direction of Ceremonial and Protocol will forward this document to the Office of Registration and Accreditation. For participants who, for whatever reason, have not filled their forms on the website, within the deadlines, it will be imperative to present a Verbal Note stating the matter to the Office of Registration and Accreditation. Once the process is completed, the credentials may collected at the Office of Registration and Accreditation, on the date previously coordinated by the advanced mission official from each delegation, the Embassy accredited in Ecuador, or the liaison appointed by the Directorate of Ceremonial and Protocol of Ecuador. Only delegates and guests accredited to attend the Extraordinary Summit of Heads of State and Government of UNASUR may enter the Headquarters, with the credential that authorizes them to do so, according to the form (1 + 3). The rest of the members of foreign Delegations and invited international personalities and national authorities must go directly to the ceremony site, located in the northern esplanade attached to the building and may visit it after lunch. The chauffeur and vehicle accreditations will be carried out through the website of the Foreign Ministry www.cancilleria.gob.ec tab enabled for this matter. The credentials will be delivered at the Direction of Ceremonial and Protocol of the Ministry of Foreign Affairs and Human Mobility. 1.3 VISA REQUIREMENTS Member countries citizens of Union of South American Nations (UNASUR) and CELAC do not require visa for their entry into Ecuador. In the case of guests of the countries that do require a visa to enter Ecuador, the visa will be given at the point of entry. For more information, please access the following link of Ministry of the Interior’s web page (Migration, item 11): http://www.ministeriointerior.gob.ec/preguntas-frecuentes-migracion/ 4 The identification documents to enter the country include the following: • Diplomatic passport • Official passport • Ordinary passport • Identity card, in particular cases (member countries of the Andean Community and partner countries.) They may stay in Ecuador without a visa up to 90 days. The Immigration Service will stamp the entries and departures at the airports in Quito and Guayaquil. 1.4 WELCOME AND FAREWELL CEREMONIES Welcome military honors will be performed for the Heads of State and Government of the member countries of UNASUR arriving to the city of Guayaquil, Simon Bolivar Air Force Base. Welcome military honors will be performed for the Leaders of countries invited to the inauguration of the headquarters of UNASUR, in the attached platform to the Protocol Room at "Mariscal Sucre" airport in Quito. The ceremony with full honors will be held for the delegations arriving between 06h00 and 18h00. The honors for presidents will be held, both in Quito and Guayaquil, as follows: 1. They will be welcomed by the Minister of Foreign Affairs, Vice Minister or Undersecretary of Ministry of Foreign Affairs and Human Mobility. 2. Trumpet honors for the Heads of State. 3. Ecuador’s National Anthem. 4. National Anthem of the country to which the Head of State and Government who is being welcomed, belongs. 5. Presentation of arms by Military Schools assigned, placed in a row, which will perform honors as the Head of State is heading down the red carpet towards the Presidential Protocol Room. 6. Greeting to the National Pavilion. 7. Statements to the Press (optional) 8. On the flagpole will be hoisted the flags of Ecuador and the country to which the Head of State and Government belongs. If the arrivals are done outside the hours of military honors only simplified honors will be performed, which are the presentation of arms by military personnel placed in a row 5 they, while the Head of State and Government is heading down the red carpet, to embark in his/her respective aircraft.
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