Founding Conference of the International Solar Alliance

Transcription

1 As on Feb 1, 2018 INTERNATIONAL SOLAR ALLIANCE Founding Conference of the International Solar Alliance March 2018 New Delhi ADMINISTRATIVE ARRANGEMENTS

2 TABLE OF CONTENTS Page No. 1. Introduction 5 ADMINISTRATIVE ISSUES 2. ISA Conference Secretariat Official Programme for the Conference Tentative Programme Programme for Spouses of HOS/Gs 6, Registration and Accreditation Delegation Nodal Point Online Delegate Accreditation Access to Retreat and Plenary Sessions Security Registration Motor Vehicle Accreditation Media Accreditation Security Event Security Conference Secretariat Security Responsibilities Prohibited Items Radio Frequencies for Communication Equipment Advance Security and Protocol Liaison Teams Briefing Arrival and Departure Arrangements Visa Requirements Airport Arrangements Baggage Handling International Arrivals by VVIP Special Aircraft State Aircraft Parking State Aircraft Handing Security of State Aircrafts Aviation Security Screening Customs Requirements Health Requirements Transport Transport General Information Heads of State/Government Transport Heads of State/Government Spouses Transport Ministers' Transport Hospitality and Accommodation Arrangements Hospitality Designated Hotels Contact Persons at the Designated Hotels Venue Facilities and Services 21

3 Liaison Liaison Teams Media and Communications Media Accreditation Media Lounge Official Media Media Pooling Arrangements Media Briefing Room Media Liaison Officer Media Equipment Scrutiny Media Accommodation Media Transport Media Equipment Permits Media Updates and Information Resources Health Services Miscellaneous Information Checklist of Key Tasks and Due Dates 26 ANNEXURES Annexure IA Annexure IB Annexure II Annexure III Annexure IV Annexure V Annexure VI Annexure VII Annexure VIII - Personal Particulars of the Head of State / Government Personal Particulars of the Spouse of Head of State/ Government Application Form for Clearance of Non-Scheduled Flights Details of Security Team and Weapons / Ammunition Form for Clearance Radio Communication Equipment Declaration to be submitted with Annexures III and III Registration Form for Delegates Registration Form for Security / Medical Personnel Registration Form for Media Personnel...

4 1. INTRODUCTION The Founding Conference of the International Solar Alliance (ISA) will be held in New Delhi from March 10-11, 2018 at the Head of State/Government level. This handbook provides general information on arrangements being put in place for the ISA Founding Conference. The venue of the Conference will be Rashtrapati Bhavan Cultural Centre (RBCC). The Information contained in this handbook is as of Feb 1, Updated versions will follow. A. ADMINISTRATIVE ISSUES 2. ISA CONFERENCE SECRETARIAT The Government of the Republic of India will be responsible for the general organization and conduct of various meetings, logistical and administrative arrangements, hospitality, protocol and security arrangements. The ISA Conference Secretariat called the Conference Secretariat has been established [Address: Room No. 3101, Jawaharlal Nehru Bhawan (JNB), 23-D, Janpath, New Delhi110011] to make all necessary arrangements for the Summit. Mr. Sanjay Kumar Verma, Additional Secretary (AD) is the Chief Coordinator for the Conference and Mr. K Nagaraj Naidu, Joint Secretary (EW) and Mr Vinod Jacob, Joint Secretary (ED) are the Coordinators. Their contact details are as follows: Mr. Sanjay Kumar Verma Additional Secretary (AD) & Chief Coordinator, ISA Founding Conference Tel: Fax: asad@mea.gov.in Mr. K Nagaraj Naidu Joint Secretary (EW) & Coordinator Tel: Fax: ; Mobile: jsew@mea.gov.in jsew@mea.gov.in The Secretariat is already functional and the coordinates of other officials are as follows: S. No. Name and Designation Contact Details 01 Mr Ajay Kumar, Director 02 Mr Mayank Joshi, Director 03 Mr M P Singh, Director 04 Col. Upmanyu S. Rathore Officer on Special Duty (OSD-UR), Conference Secretariat Mobile: ; Tel: ; 05 Col. Digvijay Singh Officer on Special Duty (OSD-DS), Conference Secretariat Mobile: ; Tel: ; Mobile : jnbisa@gmail.com Mobile : isasect@mea.gov.in Mobile : dirconf@mea.gov.in

5 Any communication between Diplomatic Missions in New Delhi on matters relating to logistics for the forthcoming Conference must be routed through this Secretariat. The website for the ISA Conference is: For issues related to bilateral meetings, all correspondence may be directed to the following officials and copied to the Conference Secretariat: Name and Designation S. No. 01 Mr. Vinod K. Jacob Joint Secretary (ED) 02 Ms. Priya Nair, Director [ED] Contact Details Tel: Fax: Tel: Bilateral meetings could be arranged from March 9 (A/N) to 10 March (AN) 2018 depending on the arrival/departure times of the visiting HOS/HOGs. Exact slots and venue in RBCC for bilateral meetings will be conveyed separately after ascertaining convenience of the dignitaries. 3. OFFICIAL PROGRAMME FOR THE ISA CONFERENCE 3.1 Tentative Conference Programme March 09, 2018 Arrival of HOS/Gs and other Senior Representatives March 10, 2018 Welcome Banquet by the President at Rashtrapati Bhawan (President's Palace) March 11, 2018 Inaugural Session Plenary Session Lunch hosted by the Prime Minister of India Second Session Valedictory Session (Rashtrapati Bhawan Culture Centr- RBCC) March 11/12, 2018 Departure of Heads of State/Government And Delegations Simultaneous interpretation in French, Spanish, English and Hindi only will be provided during the Conference. However, there will be consecutive interpretation during the bilateral meetings between the Prime Minister of India and the visiting Heads of State/Government. 3.2 Programme for Spouses of Heads of State/Government A separate programme would be considered for the spouses of the Heads of State/Government, if accompanying. Details will be communicated in due course. On all matters related to the Spouses' programme, the correspondence may be directed to the Conference Secretariat at isasect@mea.gov.in.

6 4. REGISTRATION AND ACCREDITATION It is essential that all participants at the ISA Founding Conference be accredited by the Conference Secretariat. Accreditation can be done on the Conference website [ Accredited delegates will be issued with a personal, non-transferable photo identification pass to access all designated Conference venues. The accreditation pass must be worn at all times and displayed prominently whilst within designated venues and access-controlled zones. This includes the hotels assigned for the stay of each delegation. Registration will require a good quality photo in jpg format, and details including name, designation and other relevant information. The photograph should be recent colour picture and meet the following requirements: Ø Full frontal view of face, with eyes open; Ø No shadows on the face or the background; and Ø Plain white background The online delegate registration is OPEN from Feb 20 and will close on March 2, All delegates, media and others with an accreditation pass will be required to pass through security screening points at various points. Access to the secure zone around the Conference meeting rooms will be guaranteed by transferable overpasses, which will have effect only when worn in conjunction with the accredited delegates' photo ID, as provided by the Government of India. Only a limited number of such overpasses (Two) will be provided per delegation. No exceptions will be made to this rule. 4.1 Delegation Nodal Point Delegation Coordination Officer: All participating countries shall appoint a Nodal Point for the Conference to liaise with MEA through their Diplomatic Missions in New Delhi and from Ministry of Foreign Affairs in respect of the countries not having a resident mission in Delhi. The Nodal Officer will coordinate with the Secretariat details of on-line registration, accreditation and booking of accommodation in the designated hotels. He/She will be responsible for ensuring that all delegate details are provided to the Conference Secretariat by Feb 23, Delegation Nodal Point will also assume the responsibility of liaising with the designated hotel for their delegation, for bookings and other arrangements. Delegation Media Coordinator: In addition to the Nodal Officer, participating countries may like to designate an officer, if required, to manage their visiting media, their requirements, and also to work with the External Publicity Department (OSD (PR) Mr Abu George, Cell : osdpr@mea.gov.in) to ensure the presence of each delegation media at the designated venues in time. He/She may also coordinate pooling arrangements as necessary.

7 4.2 Online Delegate Accreditation Delegation Nodal Points will coordinate online registration of all members of their delegations, including delegates, security, Embassy and official media, with photographs, on the Conference website: Nodal Officers will be provided a Unique Identification User name and passwords, to enable them to update, adjust and otherwise enter details of all of their delegation members. They will also have full access to the details of their delegation online at any given point of time. Registration forms for various categories of participants are available on the Conference website. Registrations in respect of delegates and security personnel must be completed in all respects, including the submission of photographs in JPG formats, with each form, no later than March 02, 2018 by 2355 hrs. Last date for registration of media personnel March 02, 2018 by 2355 hrs. The electronic registration module will be terminated after that. As on-site registration thereafter may be time consuming, all delegates are urged to register within the deadline. 4.3 Access to Conference Venue and Sessions As indicated in the programme, there will be a limit on the number of people who will be allowed to accompany the Heads of State/Government into the Conference venue, Banquet by the President and Lunch by the Prime Minister. The seating arrangement for the Conference will be as follows :HOS/G and Ministers (if Head of Delegation) will be seated on the stage. A specially-designed lapel pin (Gold) would be provided to each Head of Delegation. For delegations led by HOS/HOG and one LAPEL PIN (Silver) would be provided for the Minister, if any. Those wearing the lapel pins will be exempted from security screening and will have access to all parts of the Venue. Distinct overpasses (Two) will be provided to each delegation for the Conference meeting for the purpose of Protocol, Security and Interpretation. These transferable overpasses, to be used in conjunction with the Delegate Passes, will give delegates access to the conference venue, unless specified otherwise. The seating, however, inside the Plenary venue would be available only for named delegates for each country. Invited delegates will have access to the Delegates' Lounge and Delegates' Lunch Area. For the Banquet hosted by the President and Lunch hosted by the Prime Minister, only delegates having invitation card for the will be allowed access to the venue. Loss of Pin, Badge and Overpass must be immediately reported to the Conference Secretariat through the Nodal Officer. Duplicate Access IDs will be issued upon authorised request and on the recommendations of the Chief of the Security of the respective visiting delegations.

8 4.4 Security Registration Foreign Security Officers (FSOs) must register online like other delegates as security personnel. FSOs, who are to carry permitted types of weapons (see section-5 on security) must be identified in advance with name, designation, rank, passport number and photograph. They will be provided a distinct personal, non-transferable photo identification pass by concerned Indian authorities. In addition to the delegation ID, the FSO with a side arm will also be provided with an Add-on-Card by the Indian security agency. The Add-on-Card will be handed over by the respective Chief Security Liaison Officers (CSLOs). Carrying arms without appropriate accreditation by FSOs is not allowed. Only unarmed FSOs, with overpass, will have access to Rashtrapati Bhavan and the Conference Venue (RBCC). Other security officers, including those carrying arms, travelling in the motorcade would not be provided access to the above venues. They would need to remain with the motorcade. 4.5 Motor Vehicle Accreditation Only vehicles accredited by the Secretariat will be allowed access to the Conference venue (RBCC) and Rashtrapati Bhavan. Official vehicles provided by the Government of India to visiting delegations will already be accredited. Further information about transport is provided in the Section-7 on Transport. 4.6 Media Accreditation To maintain the security and integrity of all Conference venues, there will be a process of security and identity screening for all delegates including domestic and international media seeking access to Conference venue, meetings and functions. Only accredited media may access Conference venues. Media accreditation is open to journalists, broadcasters, photographers, film and television camera crews and technicians. It is important to note that members of media may please register as 'media' representative on the ISA Conference website and not as 'delegate'. See Section-11 on Media and Communications for more information. Secure online media registration to attend the Conference would be available online. Registrations should be done by March 02 by 2355 hrs. Media accreditation passes must be worn at all times and will be required for entry into venues and meeting areas accessible to the media during the Summit.

9 5. SECURITY 5.1 Event Security Detailed security arrangements will be in place at all Conference venues. Responsibility for planning, delivery and implementation of security arrangements for the Conference is vested with the Government of India and its various security agencies. The Government of India assumes full responsibility for the security of visiting foreign dignitaries. However, recognizing the essential role of Foreign Security Officers travelling with the visiting dignitaries, Security Liaison systems will be instituted. Each delegation led by HOS/G will be allocated an experienced security officer designated as Chief Security Liaison Officer (CSLO), who will be the point of contact for all security related matters. The CSLO will coordinate arrangements from the time of arrival of each VVIP to the time of departure, in tandem with the head of security of the visiting delegation. The names of respective CSLOs will be provided to the countries shortly. It is advisable that countries may forward details of their heads of security through diplomatic note to the Conference Secretariat and respective CSLOs. Specific request for a lady CSLO, if any, may be conveyed in advance. All baggage, parcels, mail, catering supplies and other equipment will be subject to security screening before they are permitted into Conference venues. This includes baggage destined for entry into hotels designated for the stay of visiting delegations. Only the baggage of the Head of State/Government and Spouse will be exempt from security screening upon entry into the hotel, or upon entry into the secure area for VVIP departures at the airports. 5.2 Conference Secretariat Security Responsibilities Responsibilities of the Secretariat include overall planning and coordination, assessment and management. As event organiser, the Secretariat also has the responsibility for: Ø Management of security within designated meeting venues; Ø Access control and in-venue security arrangements; Ø Liaising with Police and other relevant Indian security agencies to adjust venue security requirements where necessary; and Ø Defining, procuring and managing the appropriate range and level of security arrangements, including personnel and equipment. 5.3 Prohibited Items Government of India does not encourage the importation of weapons by any foreign agency. However, recognizing the unique security challenges of each delegation, and in the interests of efficient coordinated security liaison, permission will be provided upon specific request for the limited and temporary importation of certain bores and calibres of weapons.

10 Import of automatic weapons NOT permitted Permitted small weapons include: Ø Side arms (9 mm,.45 mm), with limited rounds of ammunition, typically not more than fifty per weapon. The exact number is to be discussed and finalized with the Conference Secretariat. Ø Body armour, including jackets, vests and helmets designed for anti-ballistic purpose; Ø Security-related technical equipment (details to be discussed at a meeting with Indian security agencies after which prior permission must be formally sought via diplomatic note) On arrival and departure at/from the airport, the weapons will be examined by the Custom authorities. Weapons and security material not permitted in India, if carried for purposes of use at stations outside India, must be left on board the VVIP aircraft, in lockers sealed under supervision of the Indian security. Requests for permission to carry permitted categories of weapons need to be submitted in writing using Annexure III (attached) by Feb 28, 2018 and forwarded with a Diplomatic Note to the Conference Secretariat (Address: Room No. 3101, Jawaharlal Nehru Bhawan, 23-D, Janpath, New Delhi ) along with Diplomatic Note, duly signed and stamped, would have to be sent to the Conference Secretariat (isasect@mea.gov.in) immediately for obtaining necessary clearances. 5.4 Radio Frequencies If FSOs intend to operate hand-held radio sets while in India, approval is required from relevant agencies in India. Specific frequencies will be allotted for such use, and specific permission will be provided for the use of such radio units as well as the installation of repeaters, if so required. Satellite phones are strictly prohibited for import and use in India. Requests for import and use of communication equipment while in India should be made via Form at Annexure IV (attached), and forwarded with a Diplomatic Note to the Conference Secretariat (Address: Room No. 3101, Jawaharlal Nehru Bhawan, 23-D, Janpath, New Delhi ) by 28 Feb 2018 along with Annexure duly signed and stamped, would have to be sent to the Conference Secretariat (isasect@mea.gov.in) for obtaining necessary clearances 5.5 Advance Security and Protocol Liaison Teams - Briefing Advance Security and Protocol Liaison (ASL) teams from the countries are invited to visit New Delhi for group briefings. Detailed briefings on the Conference programme and logistics will be done by the Conference Secretariat for the Advance Security and Protocol Liaison Teams from the participating countries tentatively on 20/21 February Advance notice may please be given to the Conference Secretariat, if the ASL Team of a country requires a separate meeting with the host protocol and security agencies.

11 6. ARRIVAL AND DEPARTURE ARRANGEMENTS 6.1 Visa Requirements Delegates requiring a visa to enter India may obtain the same from the nearest Indian Mission. All registered delegates and journalists will be issued visa to attend the event which will be made available on the basis of confirmed registration of the delegate with the Conference Secretariat. Once registration is completed, delegates can submit print out of the registration along with the visa forms in the concerned Indian Mission, for affixing an appropriate Indian visa. Media, if accompanying Heads of State on the VVIP aircraft, must have obtained J (journalist) visa from Indian Missions. As in the case of delegate registration, gratis J visa would be provided to journalists who have completed registration process on the website. More information about the visa for travel to India is available at the following link: Delegates may also see the website of Indian Missions their respective countries for information concerning visa and travel to India. 6.2 Airport Arrangements All State/Special aircraft flights will arrive at and depart from the Air Force Station, Palam in New Delhi. All VVIPs travelling on a commercial flight will arrive and depart from the Indira Gandhi International Airport. The Heads of State/Government will be welcomed by an Indian dignitary and protocol line up. Participating countries are kindly requested to inform the Conference Secretariat (isasect@mea.gov.in) of their itinerary, no later than March 2, Details of the State/Special aircraft carrying Heads of State/Government at the Air Force Station, Palam, New Delhi may be furnished in a Note Verbale with details of such aircraft with passenger manifest, seeking permission for a non-scheduled flight (over flight, landing and parking permission) should be communicated in writing to the Conference Secretariat (Address: Room No. 3101, Jawaharlal Nehru Bhawan, 23-D, Janpath, New Delhi ) in the annexed format (Annexe II) by March 2, 2018 positively. It is recommended that flight clearance be sought at the earliest to ensure that delegations can secure their preferred arrival and departure schedules. All VVIPs travelling on a commercial flight will be received and seen off from the 'Ceremonial Lounge' at the Indira Gandhi International Airport. Facilitation desks will be established at the IGI Airport at Terminals 2 & 3. The Heads of State/Government will be welcomed by an Indian dignitary and protocol line up. All immigration and customs procedures are applicable to State aircraft, passengers arriving on the State aircraft and their accompanying baggage, with the exception of the Head of State/Government and his/her spouse. In case delegations require airport access for their officials for receiving/seeing off the Leaders, they should make a written request to the Protocol Division of the Ministry of External Affairs and the Conference Secretariat.

12 6.3 Baggage handling: Each member country delegation is required to nominate a Baggage Master to manage the recovery of delegates' hold baggage from VVIP aircraft/commercial aircraft and ensure that the baggage is taken swiftly to the delegation's place of stay. He/She must accompany the baggage during transit from the airport to the place of stay, and vice versa on departure. The diplomatic missions in New Delhi may also advise their designated ground handling agency to organize adequate porters to manage baggage. Baggage van(s) will be provided to each delegation on arrival and departure, if required. The baggage van(s) will be available only for first arrival and final departure. 6.4 International Arrivals by VVIP Special Aircraft Entry into India by VVIP Special (charter/private/non-commercial) aircraft requires the advance approval of the Government of India. Arrival and departure movement time slots at this location need to be applied for in the first instance, so that these can be allocated depending on arrival times of other delegations. Details of VVIP special aircraft may be sent to the Conference Secretariat for further processing, using the attached Form at Annexure-II, with a Diplomatic Note. Details seeking permission for a non-scheduled flight (over flight, landing and parking permission) are requested by March 2, All fees associated with State aircraft will be the responsibility of the respective delegation. All immigration and customs processes are applicable to State aircraft, passengers arriving on State aircraft and their accompanying baggage, with the exception of the Head of State/Government, and his/her accompanying spouse, where applicable. Precise arrival processing arrangements for State aircraft will be determined on an individual basis depending on the size of the delegation and configuration of the aircraft. These arrangements will be communicated to individual delegations separately, based on receipt of delegation details, aircraft details, and clearance requests for weapons and radio receivers. 6.5 State Aircraft Parking Arrangements will be made to accommodate State aircraft at the airports only on the basis of space available. Hence countries are requested to apply for flight clearances (including parking permission) for their aircraft at the earliest. For this, details of the aircraft being used by the VVIP are required as requested as per Form at Annexure - II. 6.6 State Aircraft Handling Delegations arriving on State aircraft will be required to appoint a local Ground Handling Agent to arrange air clearances, unloading of hold baggage, parking, cleaning, fuelling etc for their aircraft. Delegations are responsible for arranging aircraft handling in India. Details of the ground handling agency may be conveyed to the Conference Secretariat.

13 6.7 Security of State Aircraft As all State aircrafts can be parked after closing/sealing off all doors, in secured premises either at Air Force Station, Palam or IGI Airport, no additional guarding of aircraft should normally be required. One unarmed FSO at a time will be permitted for each HOS/HOG aircraft, if so requested. Delegations requiring stationing their own (unarmed) FSO around national aircraft at Air Force Station, Palam/IGI International Airport will need to provide details of all officials who will need access (including vehicles bringing them into or out of the airport via diplomatic note to the Protocol Division of the Ministry of External Affairs and the ISA Secretariat to get permission to enter the security area of the airport. Non-registered cars, irrespective of whether these are diplomatic plated or otherwise will not be allowed access to the security area of the airport. 6.8 Aviation Security Screening All delegations travelling on commercial flights must undergo aviation security screening processes at all Indian airports; the only exceptions made are for Head of State/Government, Ministers and their accompanying spouses. In the case of State Aircraft, baggage and personnel screening arrangements will be made available at the airports. All Heads of State/Government/Delegation will be accompanied by a Liaison officer and a Chief Security Liaison Officer (CSLO) to enable easy identification and ensuring persons are on hand to assist in facilitation. The screening of passengers and carry-on baggage is a process designed to detect weapons and prohibited items (as defined under the Aviation Transport Security Act 2004 and related regulations), and prevent their entry into sterile areas at security controlled airports and on board aircraft operating as screened air services. In addition to actual passenger screening, aviation security regulations also require checked baggage screening for travelling passengers. This process, whereby checked baggage is Xrayed, occurs behind the scenes and, in most circumstances, should not impact upon facilitation. 6.9 Customs requirements: Customs Guide for travellers can be found at: Health requirements (A) For entry into India: Any person, Foreigner or Indian, (excluding infants below six months) arriving by air or sea without a vaccination certificate of yellow fever will be kept in quarantine isolation for a period up to 6 days if Ø He arrives in India within 6 days of departure/transit from a yellow fever endemic area. Ø Has come on a ship which has started from or transited at any port in a yellow fever endemic country within 30 days of its arrival in India provided such ship has not been disinfected in accordance with the procedure laid down by WHO.

14 (B) For leaving India: There is no health check requirement by Indian Government on passengers leaving India. Persons leaving for a yellow fever infected area are advised in their own interest to get themselves vaccinated and to be in possession of valid yellow fever vaccination certificates before they leave the country. 7. TRANSPORT 7.1 Transport General Information The Conference Secretariat will provide accredited vehicles and drivers for HOS/G and delegates on GOI hospitality. Each delegation shall be provided chauffeur-driven cars for HOS/HOG/HOD, Minister and a delegate van. A car will be provided for the spouse of the Head of State/Government, if accompanying the HOS/HOG and when not travelling with the HOS/HOG. The car for HOS/HOG will not be made available to other delegates in case a visiting delegation is bringing their own secure vehicle. If required, baggage vans will be provided to each delegation for arrival and departure only. Additional vehicles may be rented by Diplomatic Missions in New Delhi. All vehicles being used by delegations (including diplomatic plated cars) must be registered with the ISA Conference Secretariat. The details for such vehicles must be furnished to the ISA Conference Secretariat as per Forms C-1/ C-2. A limited number of vehicles registered with the ISA Conference Secretariat will be provided registration tags for the cars to have access to the Conference venue. 7.2 Heads of State/Government Transport Suitable vehicle will be provided to all Heads of State/Government (non-transferable). Requests for transport requirements outside of the Official Program should be communicated as early as possible to the Conference Secretariat. Details of the motorcade plans for Heads of State/Government motorcades will be conveyed later. 7.3 Heads of State/Government Spouses Transport A suitable car will be provided for the Spouse of the Heads of State/Government. For movements of Spouses, there will be one police pilot car and the VVIP Spouse's car only. One additional car will follow, with a liaison officer from the Conference Secretariat. One seat in each of these cars is to be made available for an accompanying liaison person. The spouse of the VVIP will be escorted by a Personal Security Officer during all separate movements. The front seat of the spouse's car is reserved for Indian security. In movements accompanying the Head of State/Government (i.e, airport to hotel on first arrival, hotel to airport on final departure), the Spouse will travel with the Head of State/Government in the same vehicle. The spouse's car will therefore not be introduced into the motorcade.

15 7.4 Ministers' Transport A suitable car will be provided for Ministers attending the Conference meetings in New Delhi by the Government of India. The front seat of the spouse's car is reserved for Indian security Requests for transport requirements outside of the Official Program should be communicated as early as possible to the Conference Secretariat. 8. Hospitality and Accommodation Arrangements 8.1 Hospitality Government of India will provide hospitality to the participating delegations as follows: HOS/G days; Mar 9, 10, For Ministerial level - Minister days; Mar 9, 10, Accommodation will be arranged for HOS/HOG and up to 5 more persons for each delegation and Minister plus 1 delegate, as per the following chart: Dignitary 8.2 Duration Heads of Delegation Hospitality to accompanying delegation HOS/HOS 3 days; Mar 9, 10, One Suite for HOS/G 5 Standard Rooms Minister 3 days; Mar 9, 10, One Suite for the Minister 1 Standard Room Designated hotels The Conference Secretariat has blocked accommodation at the following hotels for stay of VVIPs and their delegations: Ø Ø Ø Ø Ø Hotel Taj Diplomatic Enclave (Address: 2, Sardar Patel Marg, Diplomatic Enclave, New Delhi) Hotel Taj Mahal (Address: 1, Man Singh Road, New Delhi) Hotel ITC Maurya (Address: Sardar Patel Marg, Diplomatic Enclave, New Delhi) Hotel Leela Palace (Address: Africa Avenue, Chanakyapuri, Diplomatic Encl, New Delhi) Hotel Oberoi (Address: Dr. Zakir Hussain Marg, New Delhi) Additional accommodation, if required, may be booked (on direct payment basis) by respective Diplomatic Missions directly. Hospitality will include payment to the hotel of costs of meals, non-alcoholic beverages, internet charges, local telephone calls and local facsimile message transmittals. Laundry charges will be met by the Government of India for the visiting Head of State/Government and Minister only.

16 All additional costs will need to be met either by the individual delegate, or by the Diplomatic Mission of the country concerned (if so indicated to the Hotel), through separate arrangements with the Hotels. Check-in time at the designated hotels is from 1200 hrs (IST) on the day of arrival. Delegates who require access to their room prior to check-in time should request early check-in with the hotel directly, noting that charges may apply. It may be necessary to book accommodation from the night before which will incur an additional charge. Check-out time for the designated hotels is by 1100 hrs (IST) on the day of departure. Delegates who wish to check-out at a later time should request late check-out with the hotel directly, noting that charges may apply. Names of those on Government of India hospitality and their arrival and departure dates may please be indicated to the Secretariat by March 2, 2018 so that the Hotels may be duly advised at the earliest to send the bills to the Government of India. An information desk will be placed at above hotels for facilitation of delegates. 8.3 Contact persons at the Designated Hotels (i) Hotel Taj Diplomatic Enclave (Address: 2, Sardar Patel Marg, Diplomatic Enclave, New Delhi ) Contact person: Ms. Divya Saluja, Director of Sales Phone No , ; Mobile No divya.saluja@tajhotels.com Contact person: Mr. Arnab Chatterjee, Director of Sales Phone No ; Mobile: arnab.chatterjee@tajhotels.com (ii) Hotel Taj Mahal (Address: 1, Man Singh Road, New Delhi ) Contact person: Ms. Manashee Khanna, Director of Sales. Phone No , Mobile No , manashee.khanna@tajhotels.com (iii) Hotel ITC Maurya (Address: Sardar Patel Marg, Diplomatic Enclave, New Delhi ) Contact person: Ms. Avanti Pandey, Head International Sales Phone No / , Mobile No avanti.pandey@itchotels.in (iv) Hotel Leela Place (Address: Africa Avenue, Chanakyapuri, New Delhi ) Contact Person: Mr. Yogesh Kumar, Director of Sales Phone No , Mobile No yogesh.kumar@theleela.com (v) Hotel The Oberoi (Address: Dr. Zakir Hussain Marg, New Delhi ) Contact person: Ms. Priyanka Maniktala, Associate Director - Sales Phone No , Mobile No , priyanka.maniktala@oberoihotels.com

17 9. Venue Facilities and Services The Conference will be held at the Rashtrapati Bhavan Cultural Centre (RBCC), New Delhi. The Conference Secretariat at the venue of the Conference will be operational from 9th March A Secretariat Room with internet enabled computers, printers, etc. will be available for use by the participating delegates in the vicinity of the Conference Venue. However, entry will have restricted based on delegate pass and limited number of overpasses (2 per delegation). In addition, there shall be a Delegates' Lounge within the secure area of the venue. This will be open to all the registered delegates. This lounge will have video and audio feed of the Conference proceedings. A Media Centre/Lounge will be established at the venue. [See Section-11 on Media Arrangements.] 10. LIAISON 10.1 Liaison Teams Each delegation will be assigned a Country Liaison Officer (CLO) and a Delegation Liaison Officer (DLO) by the Conference Secretariat who will be the first point of contact for member country delegations for all administrative and logistical matters during the Summit. Separately, each delegation will also have a Chief Security Liaison Officer (CSLO), who will be the main point of contact for all matters relating to security liaison. The CLO, DLO and CSLO will be introduced to each delegation in due course. 11. MEDIA AND COMMUNICATIONS 11.1 Media Accreditation All media participating in the ISA Founding Conference must be accredited in order to access any venues for the Summit, or to use dedicated media facilities. All access to the Conference venues including the Media Lounge will require accreditation. Only those journalists wearing accreditation badges will be provided access to these facilities after screening. All equipment and personnel will be checked at entry into the premises. Separate screening areas will be arranged. Media will be escorted from their gate of entry to the media lounge. It is advisable for any media personnel seeking access to the Media Lounge to reach the venue well in advance of all meetings, to avoid any delays on account of security.

18 11.2 Media Lounge An International Media Centre will be provided for domestic and international media at the Pravasi Bharatiya Kendra (PBK) 15 Rizal Marg, Chanakya Puri, New Delhi (Behind British Scholl). General work areas will be set up in the Media Lounge for journalists and photographers. These work areas will include desktop computers, telephones, fax machines and photocopiers. Free wireless internet service will operate for media using their own laptop computers. Live footage of those aspects of Conference proceedings open to the media will be made available in the Media Lounge. Facilities for refreshments will be available in this area. Transport arrangements, as required, will also be made to convey them to the venue of the Conference. The Media Centre/Lounge operating hours will be as follows: 10 March March : : 0800 hrs to 2200 hrs 0600 hrs to 2200 hrs Official Media All delegations will comprise a group of official media whose accreditation will be separate to the private media. Official media will have priority access to media opportunities as per the media schedule published shortly before the Summit Media Pooling Arrangements Due to space, security and protocol restrictions, media pools may be necessary for all media opportunities. Media pooling opportunities and arrangements will be communicated to accredited media through their Nodal Officers. Exact pool arrangements will be communicated closer to the date of the Summit. There would be host broadcaster which will make available Video and Audio Feed in the Media Centre for the International and the Indian Media. The parameters of the host broadcaster feed would be shared before the Conference with the official media delegations of the participating countries. The host broadcaster and host photographer will be in every pool. Their footage and photographs will be made available in the Media Lounge. Pool media will be escorted to assist them to cover media opportunities taking place at the Conference area and back Media Briefing Room Media Briefing Rooms will be available at the Media Centre for briefings of national media delegations. The rooms will be required to be booked in advance.

19 11.6 Media Liaison Officer Each country would be assigned a Media Liaison officer who would assist the participating country in all aspects relating to media accreditation, access, movement, and coverage Equipment Scrutiny For media organisations bringing electronic equipment into the Media Centre (including laptops, cameras etc.), all items will need to be examined by security. There will be no exceptions to this rule Media Accommodation No separate accommodation arrangements will be made by the Conference Secretariat for the media Media Transport The Conference Secretariat will provide transport service between the designated hotels and the venue before the start of the meetings and after the completion of meetings every day. Media accreditation will be required to access all Conference transportation and other services Media Equipment Permits To facilitate customs clearance of media related equipment the list of equipment along with make, serial numbers, approximate cost may be submitted along with a Diplomatic Note to the Media Liaison Head of the Conference Secretariat Media Updates and Information Resources Media and delegations are encouraged to regularly visit the ISA Conference website ( ) and the website of the Ministry of External Affairs ( for comprehensive event information, including media opportunities. Details and updates will also be circulated through Nodal Officers of each delegation. 12. HEALTH SERVICES 12.1 Overview of Services Health facilities will be available at Conference venues and events, with ambulance services available for transport to an appropriate health facility, if required. All India Institute of Medical Science (AIIMS) has been earmarked for contingency care for the delegates staying in the designated hotels. The Army Research and Referral Hospital, en route to/from the airport, has also been identified as a venue for contingency care. There shall be a Medical Care Room in every designated hotel, operating on 24-hour basis.

20 Personal particulars of the Heads of State/Government and their spouses (if accompanying), including details of medical requirements, blood group and dietary issues, etc. must be furnished as per Form at Annexure I latest by March 2, 2018 via Diplomatic Note to the Conference Secretariat Visiting Health Professionals Information Medical specialists accompanying Heads of State/Government will also need to register online as delegate. 13. MISCELLANEOUS INFORMATION 13.1 Weather in New Delhi (in the first week of March 2018) Early March is end of winter months in Delhi. The daily mean temperature in March in New Delhi is around 26 degrees Celsius, with average low temperature around 20 degrees. Light rainfall can happen during the month of March in New Delhi. Very light woollen clothing is suggested General information regarding currency, electricity etc The Indian Rupee is divisible into one hundred paise. Current exchange rates against the US Dollar are around 65 Rupees to one US Dollar. Currency is easily exchanged at designated Government of India approved dealers and at the designated hotels. Foreign credit cards are accepted in all modern establishments; foreign currency transactions in commercial establishments are not permitted. Electricity in India is volts. Round pins with three points are used in Indian plug points. The delegations are advised to regularly visit the Conference website for further updates. They are also welcome to raise any queries regarding any logistical matter with the Conference Secretariat.

21 13.3 Checklist of key tasks and due dates The following checklist, with deadlines, shows the key tasks that participating countries are required to complete: Sl. No. Item Last Date 1 Complete Personal Particulars of HOS/G, including High Resolution Photograph (Annexure IA) Feb 28, Medical details including dietary preferences, allergies and blood group HOS/G (Annexure IA) Mar 2, Complete Personal Particulars of Ministers, medical restrictions Feb 28, 2018 and dietary preference/allergies (Annexure IB) 4 Details of Foreign Security Personnel (FSO), including details of weapons and wireless equipment to be brought into India (Annexure III, IV & V) Feb 28, Request for Bilateral Meeting On-line Registration for Delegates by (Annexure VI) Feb 28, 2018 Mar 2, 2018 On-line Registration by Security/Medical Personnel (Annexure VII) Feb 28, Complete composition of delegation and accommodation booking Feb 28, Requests for overflight clearance and landing permission for HOS/G Special Aircraft (Annexure II) Mar 2, Travel Plan of the HOS/G and delegation List of Plus 5 and Plus 1 delegates availing hospitality On-line Registration for ISA Founding Conference Media by (Annexure VIII) Feb 28, 2018 Mar 2, 2018 ************* Feb 28, 2018

22 ANNEXURE IA INTERNATIONAL SOLAR ALLIANCE FOUNDING CONFERENCE March 10-11, 2018 PERSONAL PARTICULARS OF THE HEAD OF STATE/GOVERNMENT) 1. Name of Country (for ceremonial use) 2. Full Name of the Distinguished Guest (with titles, family Name first) 3. Dietary preferences/food habits of the Distinguished Guest : 4. Specific Health requirements including allergies (if any): Please attach details on a separate sheet as necessary : 5. Blood Group (including RH Factor) of the Distinguished Guest Head of State Please separately attach the Curriculum Vitae of the Distinguished Guest and a High Resolution Photo of HOS/G. Note: * All fields are mandatory. * This form is to be completed and sent with a Diplomatic Note to the Summit Secretariat (Address: Room No. 3101, Jawaharlal Nehru Bhawan, Janpath, New Delhi ) and ed to: (isasect@mea.gov.in)

23 ANNEXURE IB INTERNATIONAL SOLAR ALLIANCE FOUNDING CONFERENCE March 10-11, 2018 PERSONAL PARTICULARS OF THE HEAD OF STATE/GOVERNMENT) 1. Name of Country (for ceremonial use) 2. Full Name of the Distinguished Guest (with titles, family Name first) 3. Dietary preferences/food habits of the Distinguished Guest : 4. Specific Health requirements including allergies (if any): Please attach details on a separate sheet as necessary : 5. Blood Group (including RH Factor) of the Distinguished Guest: 6. Please separately attach the Curriculum Vitae of the Distinguished Guest Note: * All fields are mandatory. * This form is to be completed and sent with a Diplomatic Note to the Summit Secretariat (Address: Room No. 3101, Jawaharlal Nehru Bhawan, Janpath, New Delhi ) and ed to: (isasect@mea.gov.in)

24 ANNEXURE II/1 INTERNATIONAL SOLAR ALLIANCE FOUNDING CONFERENCE March 10-11, 2018 APPLICATION FORM FOR APPROVAL OF NON-SCHEDULED FLIGHTS Sl. N o. 1 Item Inform ation/d ata Purpose of the flight (VIP/ Tourist/ Cargo/ Am bulance/ Private etc.) 2 W hether Overflying /Technical/Landing or Landing in India for Traffic Purposes 3 ATS Route(s) to be flow n (including Airspace) Entry and Exit in Indian 4 Com plete Route itinerary of the proposed flight w ith dates and tim ings (including True O rigin and True D estination) 5 Arrival and Departure tim ings at Arrival & Departure Airports in India Arrival : D eparture : 6 Airport of Last D eparture before Arrival/ entering Indian Airspace and D eparture Airport; Airport of F irst Landing after leaving Indian Airspace Arrival : D eparture : 7 Aircraft Details (a) Type (b) State of Registry/N ationality (c) Registration

25 ANNEXURE II/2 (a) Telephony designer (Fligh t No. and Call Sign) (b) Is the Aircraft capable of Air Dropping (c) Whether the maximum certified passenger capacity of the Aircraft is more than 30 seats (d) Whether the Maximum Pay Load capacity of the Aircraft is more than three tones (e) Whether the A ircraft is fitted with ACAS/TCAS-II 8 Pilot in Command (a) Name (b) Nationality 9 Aircraft Operator (a) Name (b) Nationality (c) Address with Telephone/Fax Nos. (d) Aircraft Operator s Certificate/Permit Number, if any (e) Permit Number, if any

26 ANNEXURE II/3 10 Onboard Details (a) Number of Crew (b) Number of Passengers, if any (c) General description of Goods carried, if any (d) Any Arms, Ammunition, Radioactive Material or Dangerous Goods? If so, attach a copy of DGCA Permit 11 Any special equipment like Aerial Photography, Remote Sensing Cameras, Night Vision Cameras on board? If so, attach a copy of DGCA Permit. 12 Number of Passengers or Tonnage of Cargo to be uplifted from and set down in India. 13 Charterer (a) Name (b) Address (with Telephone/Fax Nos.) 14 Travel/Cargo Agent in India (a) Name (b) Address (with Telephone/Fax Nos.) Signature of CEO/Director of Airline/ Charter Passenger/Cargo Handling Agent Seal of the Company/Date/Name and Address Note: * All fields are mandatory. * This form is to be completed and sent with a Diplomatic Note to the Summit Secretariat (Address: Room No. 3101, Jawaharlal Nehru Bhawan, Janpath, New Delhi ) and ed to (isasect@mea.gov.in)

27 ANNEXURE II/4 INTERNATIONAL SOLAR ALLIANCE FOUNDING CONFERENCE March 10-11, 2018 THE FOLLOWING LISTS MAY ALSO BE SUPPLIED 1. List of officials from the Diplomatic Mission and Advance Team requiring access to airport to receive and bid farewell to the Distinguished Guest. 2. List of vehicles being used with registration numbers and names of drivers. This should include vehicles owned by the Diplomatic Mission and those hired by the Mission. 3. List of officials from the Diplomatic Mission requiring access to the place of stay of the Distinguished Guest and different function venues (for issue of special passes). Note: * This form is to be completed and sent with a Diplomatic Note to the Summit Secretariat (Address: Room No. 3101, Jawaharlal Nehru Bhawan, Janpath, New Delhi ) and ed to (isasect@mea.gov.in)

28 ANNEXURE III() INTERNATIONAL SOLAR ALLIANCE FOUNDING CONFERENCE March 10-11, 2018 DETAILS OF SECURITY TEAM AND WEAPONS/AMMUNITION 1. Please provide information on threat perception (to be shared with Indian security agencies) preferably in a separate meeting. 2. Names of all accompanying security personnel including those carrying weapons. Those carrying weapons must be separately listed. 3. Serial numbers, make, type and number of weapons (Note: Automatic weapons must not be brought into India) 4. Please list rounds of ammunition carried by each security official (Note: Weapons/ammunition carried by security officials are liable to be verified at the time of arrival/departure by Indian Customs officials) Note: * All fields are mandatory. * This form is to be completed and sent with a Diplomatic Note to the Summit Secretariat (Address: Room No. 3101, Jawaharlal Nehru Bhawan, Janpath, New Delhi ) and ed to: (isasect@mea.gov.in)