Administrative Arrangements
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TURKEY-AFRICA
COOPERATION SUMMIT
 (18-21 AUGUST 2008, İSTANBUL)

 

  • Turkey-Africa Cooperation Summit is to be held on 18- 21 August 2008 in Istanbul.
  • Turkey will cover the full expenses of each attending Head of State or Government (1+1+4) from 17 August noon to 21 August 2008 noon.

 

  • Hotels: Delegations will be staying at the İstanbul Çırağan Palace Kempinski Hotel, Four Seasons Hotel İstanbul at the Bosphorus and Swiss the Bosphorus Hotel.

                  

  • Summit Venue: Turkey-Africa Cooperation Summit & Senior Officials Meeting will be held at Çırağan Palace Kempinski.
  • Contact Point: The lists and accreditation forms (attached herewith) of the Delegations should be sent to +90-312- 292 27 66 by fax, aykut.kumbaroglu@mfa.gov.tr or erman.cetin@mfa.gov.tr or kerem.yilmaz@mfa.gov.tr by e-mail until August 01, 2008.

 

         The phone numbers of the contact point: +90-312-292 16 46; +90-312-292 16 33 and +90-312-292 15 31 are secretariat.

  • Arrivals and Departures: The Participating Countries should provide the information concerning the arrivals and departures of the delegations, indicating whether it is a special flight or commercial flight to the contact point soon. For the special flights, the Ministry of Foreign Affairs of the Republic of Turkey should obtain the necessary flight permissions.

 

  • Head of State or Government will be met at Istanbul Atatürk Airport, Grand VIP Lounge.
  • The delegations of Senior Officials will be met at Istanbul Atatürk Airport, VIP lounge.

 

  • The transportation of the Head of State or Government from the Istanbul Atatürk Grand VIP lounge to the Hotels on August 18th and 19th 2008 will be made by land and preparations will be made accordingly.
  • A VIP car will be assigned for the attending Head of State or Government. Appropriate cars will be allocated for other members of the delegation.

 

  • An ambulance and police escorts will be provided for each motorcade. The cars will not be armoured. The delegations preferring an armoured vehicle have to consult their missions in Turkey or rent it.
  • Vehicle Cards: In case the resident Embassies of the Participating Countries would like to bring extra cars with CD plates in addition to the cars provided by the Ministry of Foreign Affairs, 2 additional vehicle cards having access to the restricted areas and to the motorcade will be given. (Ambassador’s car  plus 1 cars with CD plates)

 

            For the other rental cars, buses and vans, a different kind of vehicle card will be issued. These vehicles will not be included in the motorcade. Extra vehicle demand forms are attached.

  • Security: The Security measures of the Summit will be taken by the competent authorities of the Republic of Turkey. A Security Center will be open at the Hotels throughout the event.

 

         The lists of the Security Personnel accompanying the Official Delegations and the information concerning the types and serial numbers of their side arms, the amount of ammunition and the numbers, types and frequencies of the communication equipment should be given to the Ministry of Foreign Affairs beforehand. The Security Personnel and Communication equipment forms are attached.

  • Welcome Reception: H.E. Ambassador Ünal Çeviköz, Deputy Undersecretary of Ministry of Foreign Affairs of the Republic of Turkey will host a Welcome Reception on 17 August 2008 at 20:00 at Çırağan Hotel.

 

  • H.E. Ali Babacan, Minister of Foreign Affairs of the Republic of Turkey will host a dinner on 18 August 2008 at 19:30-20:30 at Çırağan Hotel.

         The Summit

  • The Turkey-Africa Cooperation Summit will begin at 10.00 am on 19 August 2008 at the Ballroom of the Çırağan Palace. The meeting will end at 13.30 pm.

 

  • The delegations will take their places in the Ballroom before the arrival of the Head of State or Government.
  • There will be a 5 minutes photo opportunity before the beginning of the meeting.

 

  • Family Photo will be taken at Çırağan Palace Hotel Terrace / Exhibition A between 13:35-13:40 hours on 19 August 2008.
  • H.E. Abdullah Gül, President of the Republic of Turkey will be hosting a Luncheon in honour of the Heads of State or Government and the other distinguished guests, on 19 August 2008 between 13:45 – 15:15 hours at the İstanbul Çırağan Palace Kempinski Hotel, Enderun Restaurant. Seating and ushering arrangements will be taken care of by the Ministry of Foreign Affairs of the Republic of Turkey.

 

  • H.E. Muammer Güler, Governor of İstanbul will be hosting a working dinner in honour of the Head of State or Government on 19 August 2008 between 20:30 - 22:00 hours at the Feriye Restaurant. The delegations will be transported from Çırağan Palace & Four Seasons Hotel to Feriye Restaurant by boat. Departures will be at 20:00 from the Four Seasons Hotel Pier and at 20:15 from Çırağan Palace.
  • Bosphorus tour will be held on 20 August 2008. The İstanbul I & II Boats will depart from Four Seasons Pier at 10:30 am & from Çırağan Palace at 11:00 am.

 

  • Topkapı Palace Tour will begin with Lunch at Konyalı Restaurant between 13:45-14:45 hours. At the end of the Lunch, one and half hour The Palace tour will start.
  • There will be a dinner and cultural performance at Four Seasons Hotel on 20 August 2008.

 

  • Media invited on a selective basis by the Turkish General Directorate of Press and Information, will be given two “camera and photo session” opportunity before the luncheon. No interview time will be granted.
  • The guests to the luncheon are kindly requested to bring their invitation cards which will be distributed on 17 and 18 August 2008 upon arrival.

           

  • Interpretation: The languages of the Summit are English and French. The simultaneous translation in English and French will be provided by the Ministry of Foreign Affairs of the Republic of Turkey.
  • Seating Arrangement of the Heads of State or Government will be done according to the names of the countries in English alphabetical order. The names of the countries will be indicated by placates on the table.

 

         Behind the seat of each Head of State or Government 5 chairs will be allocated for every delegation.

Bilateral Meetings: For the Heads of State or Government who wish to hold bilateral meetings, necessary logistical assistance will be provided by the Ministry of Foreign Affairs of the Republic of Turkey at Çırağan and Four Seasons Hotels.

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  • The delegations who wish to hold press meetings should contact the Secretariat of the Ministry of Foreign Affairs of the Republic of Turkey.

 

  • The accreditation of the international press members will be made through the General Directorate of Press and Information. The announcement concerning the accreditation will be made by the aforementioned General Directorate and through the Press Accreditations Desk which will be opened at the Swiss The Bosphorus Hotel between 15-20 August 2008 or on the spot for the duration of the Meeting.
  •  The accredited members of the press will have full access to the event. The Summit will be broadcasted live by the Turkish TV channels, however, there will not be any question and answer period. Delegations that wish to broadcast the event live to their countries by their own channels are invited to apply as soon as possible to the Turkish Radio Television Corporation (TRT) to make the necessary technical preparations.

 

  • During the meeting there will be a Press Center at the “Besiktas Anadolu Lisesi” giving communication, documentation and etc, services.

Identification Badges:

  • Red Badge : Accessible to the Summit Hall (Çırağan Kempinski) and all restricted areas. 

 

  • Blue Badge: Accessible to all other locations except the Summit Hall (Çırağan Kempinski).
  • Green Badge: For security personnel (accessible to all other locations except the Summit Hall).

 

  • White: Non-Accessible Summit building. Just for outside activities (hotels garden, parking areas, etc). 
  • Yellow Badges : Members of the Press (Red Pool Badges also will be given to the press corps who is selected by Directorate of Press and Information)
  • 5 red badges and 3 green badges will be allocated for each delegation.  Blue, white and yellow badges will be given in numbers according to the requests of the Participating Countries.

 

  • Resident Embassies of the Participating Countries are kindly requested to nominate a Contact Point Officer starting from 01 August 2008 for a healthy flow of information between the Ministry of Foreign Affairs and themselves.
  • The Badges and documentation holders should be collected by the Contact Point Officers of the delegations from the Secretariat of the Ministry of Foreign Affairs at the Çırağan Palace Hotel between 14- 15 August 2008 and onwards. Delegations of the Participating Countries that does not have a resident Embassy in Turkey can collect the badges and documentation holders upon their arrival.

 

  • Delegations Secretariat: A Secretariat room provided with a computer, printer, fax and photo copy machines will be available for the use of the delegations.

            If the Delegations would like to work in their native languages they should bring their own laptops.

  • A Pigeon Box will be assigned for each delegation for the purpose of distribution of information booklets and similar kind of documents at Çırağan Hotel.

 

  • Medical Assistance:  On 17-21 August 2008 there will be a full medical assistance team at the Çırağan Palace Hotel and Four Season at the Bosphorus and Swiss the Bosphorus Hotel.
  • The blood groups, allergic conditions (food or other wise) and special diets of the Head of State or Government, should be given to the Contact Point beforehand.

 

  • In order to finalize the preparations of the Summit, the official participation responses of the Heads of State or Government information regarding the composition of the delegations are kindly requested from all countries, at their earliest convenience, not later than August 01, 2008.