Operating manual Veracruz, Mexico December 6th to 9th, 2014 Index 1. Introduction 3 1.1 Veracruz: Summit Venue 4 1.2 Allocation of liaison 5 2. Transport 5 2.1 Air transportation 5 2.2 Ground transportation 5 3. Visa requirements 6 3.1 Immigration Facilities 6 3.2 Holders of Diplomatic, Official or Service Passport 7 3.3 Holders of Ordinary Passport 7 3.4 Requirements for issuing visas without permission to engage in gainful activities in Mexico 7 4. Accommodations 9 5. Working sessions organization 10 5.3 Parallel Events 10 5.4 Dress code 10 6. Accreditations 11 6.1 Types of accreditations 11 6.2 Assignation of accreditations 12 6.3 Procedure for accreditation 13 6.4 Stolen or lost badges 14 6.5 Vehicles accreditation 14 6.6 Formats for permits 15 7. “Ciudad Iberoamericana” 15 8. Press Room 16 9. Security 16 1 9.1 Permit for bearing of firearms 17 10. Medical Services 17 11. General information 18 11.1 Mexico’s basic facts 18 11.2 Useful information 18 Annex 1 19 2 1. Introduction The Mexican Government has the honor of hosting the Ibero-American Summit of Heads of State and Government for the second time, in its XXIV edition which will be held in Veracruz, Mexico, December 8th and 9th, preceded by preparatory meetings December 6th and 7th. To ensure the proper development of the Summit activities and to support the participation of all attending delegations, this Operating Manual contains general information regarding the event. As support for each attending delegation, the Mexican Government – through the Ministry of Foreign Affairs – assigned a diplomatic liaison, to facilitate and accelerate any and all communication with delegations. The observance and compliance of delegations in regards with the information contained in this Manual will allow for a better care for participants. Therefore, it is kindly asked that the forms located on the following website are filled out on time: http://www.24cumbreiberoamericana.gob.mx/ This information contained in this document is subject to change. Delegations will be notified of any update. 3 1.1 Veracruz: Summit Venue Climate: in December temperatures oscillate between 68°F and 81°F. Airport: Veracruz International Airport “General Heriberto Jara”. The state of Veracruz has over 450 miles of coastline on the Gulf of Mexico and a privileged location; it is the third most populated state; the eleventh in land area and one of the most bio diverse. Veracruz's economy is the sixth nationwide with important sectors such as: energy, tourism, trade and agricultural businesses. Veracruz is a land of traditions. Cradle of ancient cultures and great historical splendor such as the Olmec and Totonac, and the settlement territory of the first Spanish colony. Veracruz is Mexico’s gate to the world, where European trade entered to the rest of Latin America. The municipality of Veracruz, has one of the most important commercial seaports in Mexico. 4 1.2 Allocation of liaisons Each delegation will have the support of a diplomatic liaison designated by the Ministry of Foreign Affairs. Their functions will assist and help coordinate the logistics of official activities. All diplomatic liaison will contact the accredited Embassies in Mexico or whoever the delegations appoint, sufficiently in advance to coordinate the participation in the Summit of their assigned delegation. 2. Transport 2.1 Air transportation Currently, the following carriers operate at the Veracruz International Airport: Mode Domestic Carrier Aeroméxico www.aeromexico.com Interjet www.interjet.com.mx Note: The International Airport in Mexico City Volaris www.volaris.com Aeromar www.aeromar.com.mx/ VivaAerobus www.vivaaerobus.com has an average of 12 daily direct flights to Veracruz, with duration of an hour approximately. There are also flights between Veracruz and Monterrey, Cancun and Guadalajara. International United Airlines (operates direct flights from Houston). www.united.com For private flights see section 6.6 regarding formats which provide overflight and landing requirement details. 2.2 Ground transportation The Mexican Government will grant to each delegation as a courtesy, an armored vehicle for the Head of State and/or Government, which will be available upon arrival at the Veracruz International Airport. Additionally, a vehicle for the Minister of Foreign Affairs will be offered. 5 For Associate and Consultative Observers’ Delegation Chiefs who may require transportation, a service of private transport will assist, upon the request of each delegation, with the airport-hotel-airport transfers. A system of collective passenger transport has been designed for delegations, it will run through specific circuits between the airport, official hotels, the World Trade Center (WTC) and other locations where activities related to the Summit will be held. It will be the only mean of transport for participants. In due moment the information regarding the system will be shared with the delegations. This system will be the only implement in courtesy for the delegations. All vehicles and chauffeurs of rented vehicles must be accredited (see section 6.5). Delegations will have a vehicle available for the transfer of luggage upon the arrival and departure of the Head of State and/or Government. 3. Visa requirements Participants must complete all formalities to visit Mexico and all foreign citizens should hold a valid passport. Please note that Mexico does not issue visas at any Mexican port of entry. 3.1 Immigration Facilities Foreign citizens holding passport and having any of the following documents do not require a Mexican visa: A) Valid multiple entry visa from the United States of America. B) A document certifying permanent residence in Canada, USA, Japan, the United Kingdom of Great Britain and Northern Ireland, or any of the countries of the Schengen Area. C) APEC Business Traveler Card (ABTC) approved by Mexico. Entry requirements to Mexico for foreign visitors that may be asked upon entry by immigration officials: I. Valid original passport or ID Travel Document II. Personal information requested by Immigration Authorities. III. Travel justification. This information must be in line with the issued visa, if applicable. If traveling as a tourist, accreditation of economic solvency and hotel reservation (preferably paid) will be required. Accreditation of regular place of residence or origin. 6 IV. Address and period of stay in national territory. It is important to present a return flight ticket to the country of origin and prove that hotel reservations are in line with the period of stay. V. Information regarding the activities that will be carried out in national territory as well as the ones undertaken in the country of origin. VI. Economic solvency for the period of stay in national territory. It is strongly recommended to hold an international credit card. Please keep in mind that the migratory form stub, the Immigration Office will stamp and give you back at the time of your admittance, must be given back at the time of your departure. 3.2 Holders of Diplomatic, Official or Service Passport To verify if you require visa on your national passport to enter Mexico, please go to the following link: https://www.sre.gob.mx/serviciosconsulares/images/stories/dgsc/pdf/regnoordinari o.pdf In case you will require visa, please contact the Mexican Consular Office where you intend to apply to obtain the requirements for your visa. 3.3 Holders of Ordinary Passport To verify if you require visa on your national passport to enter Mexico, please go to the following link: https://www.sre.gob.mx/serviciosconsulares/images/stories/dgsc/pdf/visasordinario s.pdf 3.4 Requirements for issuing visas without permission to engage in gainful activities in Mexico To obtain a Mexican visa on your ordinary passport you must present the following requirements: I. Original and copy of valid passport or ID Travel Document and traveling ticket. II. One color passport size photograph that should be taken assuring visibility of the face looking at the front of the camera, the picture should be taken without glasses, with a white background. III. Original and copy of a legal residence permit, if the foreign visitor is not a national of the country where the visa is requested. 7 IV. The following documents, as applicable, in order to certify that the foreign visitor will not engage in gainful activities while in the country: a. Settlement: 1. Original and copy of property deed of the duly registered properties under the name of the applicant or concerned person and a proof of a stable employment with at least one year of service, or 2. Original and copy of property deed of the duly registered properties under the name of the applicant or concerned person and a document attesting the property or participation in businesses issued by competent authorities of the respective country, with a minimum standing of two years. b. Economic solvency: 1. Original and copy of a bank account or proof of investment with an average balance equivalent to five hundred days of the current minimum wage in Mexico City (approx.. US$2,500.00) during the last 6 months, or 2. Original and copy of documents certifying employment or pension, with a monthly net income equivalelnt to five hundred days of the current minimum wage in Mexico City (approx. US$2,500.00) during the last 6 months. c. Invitation Letter: 1. Original of a letter issued by an organization or public/private institution that invited the concerned person to participate into a non-income-earning activity in the national territory. The letter should contain the following information: I. Complete name of the applicant or concerned person and nationality; II. Name or trade name of the organization; III. Registration number and objective of the organization or private institution; IV. Complete address and contact information of the organization or private institution; V. Information of the activity that will be completed or the project in which the foreign person will participate. The activity of the foreign person should be related to the objectives of the organization of the institution which issued the invitation; 8 VI. Estimated duration or approximate date of conclusion of the activity that will be developed; VII. If necessary, the commitment of assuming the maintenance of the foreign person while its residence in Mexico and its returning to its country of origin or residence, and VIII. Copy of an official identity document with the signature of the person inviting. 2. Original and copy of the documents in which the foreign person proves that hold the experience, capacity and abilities or knowledge necessaries to develop the activity for the one that it is being invited to. 3. It should be noted that delegates who are being financed can present the personalized letter of invitation which states that the organizer will cover all travel expenses. By presenting this letter it will not be necessary to show further documentation regarding economic solvency. More information can be obtained from the Mexican Consular Offices, to find out which office is closer to you please go to the following links: List of Mexican Embassies abroad: http://www.sre.gob.mx/index.php/representaciones/embajadas-de-mexicoen-el-exterior List of Mexican Consulates abroad: http://www.sre.gob.mx/index.php/representaciones/consulados-de-mexicoen-el-exterior List of Embassies and Consulates in Mexico: http://www.inm.gob.mx/index.php/page/Embajadas_Consulados/en.html 4. Accommodations The Mexican Government, in coordination with the Ibero-American General Secretariat (SEGIB) will offer accommodation courtesies to the Heads of State and/or Government, Delegation Chiefs of State Members, and Associate and Consultative Observers of the Ibero-American Conference which are headed by a Minister or Director General, for up to 3 nights. 9 Additionally, the cost of up to 3 nights will be covered for the Ministers of Foreign Affairs and up to 4 nights for National Coordinators and Cooperation Officers. Every delegation may have up to 15 rooms at the hotel assigned to the Head of State and Government, additional to the courtesies, subject to availability, whose cost must be covered by each delegation. Delegations, including the official entourage, should make their own reservations with the company “Turismo y Convenciones” before October 10th (see reservation policies in Annex 1. This company will manage the rooms’ inventory. 5. Working sessions organization It is highly recommended the official webpage is constantly checked http://www.24cumbreiberoamericana.gob.mx, the latest versions of work agendas and programs can be found here. 5.1 Bilateral meeting rooms Bilateral meeting rooms will be available at the WTC. In order to book the rooms, delegations must complete the “Form for requesting bilateral meetings” that will be available at the official website: http://www.24cumbreiberoamericana.gob.mx. If interpretation services are required, these will need to be provided by each delegation. 5.2 Working languages and interpretation services All meetings will be conducted in Spanish with Portuguese and English simultaneous translation services. 5.3 Parallel Events Different activities will take place within the framework of the XXIV Ibero-American Summit. These will start on Friday, December 5th and will cover various subjects, including youth, corporate sector and communications. 5.4 Dress code Gentlemen: long sleeved white Guayabera and dark trousers. Ladies: light dress. Depending on the weather conditions a pashmina or light sweater might be required. 10 6. Accreditations All members of delegations who want to enter the Summit’s venue must be accredited on the following webpage http://www.24cumbreiberoamericana.gob.mx, on the scheduled dates (from October 1st till November 15th). The Registration Center will open on December 2 nd and will remain open until December 9th. 6.1 Types of accreditations For the Ibero-American Summit there will be different types of accreditations: Gold pins The Heads of State and/or Government of the member States, spouses and IberoAmerican Secretary General will be identified with gold pins. Silver pins The Ministers of Foreign Affairs, Delegation Chiefs and Associate and Consultative Observers, Ibero-American Under-Secretary General, Ibero-American Chief of Staff and Ibero-American Secretary for Cooperation will be identified with silver pins. Green badges Green badges will be used for official and working entourages, including Associate and Consultative Observers. These will allow access to the WTC but not to the Plenary Room. The access to the Plenary Room will be granted with red floating badged. Red floating badges These badges will grant unlimited access to all Summit events. A total of seven red floating badges will be given to each delegation. It should be taken into consideration that the format of the Summit is 1+6, so if a delegation should require to exchange its participants, they must leave the room to allow access for their replacements. The Head of Protocol, Military Attaché and Doctor will obtain B-type red badges. The Head of Protocol will have a single badge, while the Military Attaché and doctor will share one. 11 Orange badge Each official pool will carry an orange badge. Official pool includes photographers and/or camera crews for Heads of State and/or Government. White badge Security. Security personnel for the Heads of State and/or Government will wear these badges. Gray badge Gray badges will be issued to all service providers and chauffeurs of accredited vehicles. Yellow badge All press and media representatives will be identified with yellow badges that have to be worn in a visible place. Representatives of the national and international media covering the XXIV IberoAmerican Summit must be accredited. To do so, visit the website of the Summit: http://www.24cumbreiberoamericana.gob.mx from October 1st to 15th. Purple floating badge It will grant access to the XXIV Ibero-American Summit’s Inauguration. Pink floating badge It ensures access to the event “Repensando la Conferencia Iberoamericana” (Rethinking the Ibero-American Conference). Validation for the bearers of different types of accreditations must be sent via a Diplomatic Note to the Directorate-General for Protocol before the deadline for registration. Accreditations will limit the access to different areas of the WTC and they should be worn in a visible place at all time. 12 6.2 Assignation of accreditations The type and quantity of accreditations will be distributed to each delegation according to the following table: Category Color Quantity Head of State Gold badge 1 Spouses Minister of Foreign Affair Official delegation Gold badge 1 Silver badge 1 Green 10 Green + red floating badge 1 Green + red floating badge 1 Head of Protocol Military Attaché Doctor Working contingent Security Official Pool Media Green White Orange Yellow 30 30 2 Unlimited 6.3 Procedure for accreditation Every delegation should designate an accreditations’ liaison and notify their contact information (name, charge, telephone, email) via email to: dgprotocolo@sre.gob.mx. The accreditations’ liaison will receive a username and password that will allow them to register their delegations online. All the information requested in the form must be provided. The online application form will include the selection of the type of accreditation. Accordingly, in some cases only one person will be allowed to be registered under the appropriate category. Nonetheless, it will be possible to edit the information and change the type of accreditation. The categories that will allow only one accreditation are: 1. Head of State 2. Minister of Foreign Affairs 3. Minister of Trade or its equivalent 4. Head of Delegation for Associate and Consultative Observers 13 5. Head of Protocol 6. Military Attaché 7. Doctor It will also be necessary to upload a photograph of each member of the delegation and support staff in JPG format. It is required that the photograph file be identified with the full name of the delegate. The photograph has to comply with the following characteristics: Minimum size of 480 x 600 pixels. Maximum size of 768 x 1024 pixels. The photograph must be at least 50 mm x 50 mm (2.0″ x 2.0″). The photograph must display completely a front view of the head with the face at the center of the photo, including the upper part of the shoulders. The size of the head, from the chin upward must be between 31 mm (1¼″) and 36 mm (17/16″). It is essential to fill all the information in the formats, as well as the medical form for the Head of Delegation (especially the format on nutritional requirements). 6.4 Stolen or lost badges If a badge is stolen or lost, the diplomatic liaison must notify the Accreditation Center immediately. In order for a replacement to be issued, the holder of the badge must present a report on the loss or theft, explaining the circumstances under which the loss occurred. 6.5 Vehicles accreditation The format for vehicle and chauffeurs accreditation will be available at: http://www.24cumbreiberoamericana.gob.mx, from October 1st to November 15th. Both vehicles and chauffeurs must be accredited with a gray badge (supplier). Once vehicles are accredited, the respective passes will be issued for circulation and these will be given to the accreditation officer. There will be a limit of three passes per delegation to facilitate circulation in the security zone. 14 To pick up the vehicle accreditation, the diplomatic liaison must present a copy of the car registration or rental contract, as well as valid driver’s license for the chauffeur. Vehicle accreditation is non-transferable since it contains specific information such as registration, number plate and the name of driver. For security reasons, any vehicles without the respective accreditation form will not be allowed in the airport or restricted areas. 6.6 Formats for permits Delegations will find the following forms at the same website: Permit for the temporary import and bearing of firearms1; Overflight and landing Permit for civil or military aircraft; Registration of crew and general services on the ground; Permit for the use of radio frequencies; Medical form for the Head of Delegation The aircrafts’ overnight stay at Veracruz International Airport will be determined based on the order in which overflight and landing formats are received, therefore it is suggested that the process is done in a timely manner given that the first to do so will be assigned the available positions. Aircrafts that do not receive a spot for overnight stay and are larger or a 737/500 or an Airbus 320 will be sent to Toluca International Airport. To facilitate the arrival of aircrafts into Veracruz International Airport landing times from 10:00 to 18:00 are suggested. Delegations are responsible for hiring ground handling services for their aircrafts. It is suggested that delegations traveling by private aircraft review Mexican aviation regulations in order to have a crew that can perform advanced movements, if needed. Each Ibero-American State will have at their use an office by delegations that will include a working area with a desk, chest of drawers, clothes rack and chairs, as 1 A permit needs to be obtained for the temporary entry of firearms into Mexico. The number of firearms imported cannot exceed five per delegation. The entry of automatic weapons into Mexico is prohibited. 15 well as a computer, printer, telephone line, one plasma screen for closed-circuit surveillance and basic stationary items. All participants may access to the business center where there will be computers, printers and copiers. All these spaces will be distributed within the WTC. It is worth mentioning that the WTC will have Wi-Fi service available to all participants. 8. Press Room At the Galeria Plaza Hotel a work area will be installed and shall serve as a Press Room to which all media will have access (national and international) properly accredited. This space will have: computers, internet connection, printers and copiers. In addition it will hold a space for press conferences and messages to mass media. Please for further information related to media participation please contact: Fernando Aguirre Ramírez General Director of International Media for the Presidency of the Republic Telephone: (55) 50 93 53 00 Extensions: 1696 y 1698 faguirre@presidencia.gob.mx 9. Security The General Presidential Staff will provide the necessary security in all compounds the Heads of State and/or Government and their Spouses visit. The access to all the venues where the activities of the Summit will take place will have strict security measures, so it is essential to wear the badges in a visible place at all times. The Presidential General Staff will provide the necessary safety measures during landing maneuvers, aircraft overnight stay and take off all special aircraft that participate in the Summit, and arriving to Veracruz International Airport. 16 9.1 Permit for bearing of firearms A permit needs to be obtained for the temporary entry of firearms into Mexico. The number of firearms imported cannot exceed five per delegation. The entry of automatic weapons into Mexico is strictly prohibited. All security personnel who will temporarily carry a firearm in Mexico must be accredited before November 15. http://www.24cumbreiberoamericana.gob.mx The requirements for accrediting security staff include full names and surnames, date and place of birth and passport number. Firearms will be accredited simultaneously with the bearer. IMPORTANT: Firearms whose information does not match that provided in the application will not be allowed entry. 10. Medical Services Mexico will provide emergency medical service inside the WTC for all properly accredited participants. This includes ambulance transfers to designated local hospitals. There will also be medical attention at the alternate venues hosting the Summit. Any medical follow-up treatment, and its cost, will be responsibility of the participant. Delegations are asked to complete the medical form of the Head of Delegation which is provided in the online accreditation system, which also includes a section on food restrictions. Delegates are advised to obtain international medical insurance that covers major medical expenses. No type of vaccination certificate is required for entry into Mexico. It is also highly suggested to have an international health insurance due to the fact that the Mexican Government will only cover emergencies or medical incidents not related to pre-existing conditions or the use of alcohol or drugs. If any participant should have any special mobility needs, it will be appreciated if it is communicated in advance to their diplomatic liaison to offer him all the required care. 17 11. General information 11.1 Mexico’s basic facts Country Name: Capital: Government Type: Language: Population: Area: United Mexican States Distrito Federal Federal Republic Spanish 112,336,538 (2010) 1,964,375 sq km 11.2 Useful information Currency: Mexican Peso Telephone Country +52 (55) Distrito Federal Codes: +52 (229) Veracruz Local Time: GMT-6 Electric Power Supply: 110 Volts. Mexican plugs adaptors are as following: Taxes: Tips: Schedules : All purchases in Mexico are subject to a Value Added Tax (VAT) of 16%, but doesn´t apply to food nor medicine. Most restaurants and hotels do not include gratuity on the total bill, it is suggested to leave between 10% and 15% of total consumed. Business: most are open Monday to Friday from 09:00 a 20:00 hours. Banks: open Monday to Friday, from 09:00 a 16:00 hours. ATMs are available 24 hours a day. Museums and sites of interest: open Tuesday to Sunday from 09:00 to 17:00 hours. 18 Annex 1 Reservation Policies INDIVIDUALS For your reservation to be confirmed follow the next steps: 1. - Requirements for booking, minimum stay of two nights (December 7th & 8th/ December 8th & 9th). 2. - Fill out the reservation order form, without forgetting to attend the marked policies. 3. - Make your deposit of all confirmed nights, in any of the following methods below: Payment in USD under the name of “Turismo y Convenciones, S.A. de C.V.” at Bancomer account number 0142854783 Plaza 001 Suc.0843/ Clabe number 012 180 001 428 547 832. Payment in MXN (Mexican Pesos) USD under the name of “Turismo y Convenciones, S.A. de C.V.” at Bancomer account number 0447334168 Plaza 001 Suc.0843/ Clabe account 012 180 004 473 341 682. Credit Card Visa, Master Card and American Express: calling this telephone numbers: 52 (55) 51 48 75 09 y 11. 4. - Send the receipt of payment specifying your name and the name of the event: Via fax (55) 5148 20 13. Via email: marellano@turycon.com.mx & tmedellin@turycon.com.mx Please call (55) 5148 7509 and 11 for confirming receipt and receive your booking number. 5. - Only written cancellations will be accepted until October 10th 2014 making the refound of the payment received. Failure to perform the procedure charge will be made under out of time cancellation (complete stay). 6. - Change in name and date will be only accepted until October 10th 2014, changes after this date won´t be accepted. 7. - After October 10th 2014 any cancellation fee will apply for the entire stay. 8. - In case of early departure the guest is subject to pay for the entire stay. 19 9. - No Show: If you don´t arrive at the hotel on the stated date, will result in cancellation of your booking and charge of the entire stay. 10. - For questions or clarifications please send us an email. GROUPS For your booking to be confirmed the following must be done: 1. - Requirements for booking, minimum stay of two nights (December 7th & 8th/ December 8th & 9th). 2. - Block hotel rooms, specifying the number required rooms. 3. - Make full payment of the total of blocked rooms in any of the following methods: Payment in USD under the name of “Turismo y Convenciones, S.A. de C.V.” at Bancomer account number 0142854783 Plaza 001 Suc.0843/ Clabe number 012 180 001 428 547 832. Payment in MXN (Mexican Pesos) USD under the name of “Turismo y Convenciones, S.A. de C.V.” at Bancomer account number 0447334168 Plaza 001 Suc.0843/ Clabe account 012 180 004 473 341 682. 4. - Send the receipt of payment specifying your name and the name of the event: Via fax (55) 5148 2013. Via email: marellano@turycon.com.mx & tmedellin@turycon.com.mx Please call (55) 5148 7509 and 11 to confirming reception and to receive your booking number. 5. - The deadline for the rooming list will be until November 4th, 2014. 6. - Only written cancellations and no greater than 5% of the original blocking of rooms will be accepted until October 10th making the appropriate reimbursement. Failure to perform the procedure charge will be made under out of time cancellation (complete stay). 7. - After October 10th 2014 any cancellation fee will apply for the entire stay, changes after this date won´t be accepted. 8- In case of early departure the guest is subject to pay for the entire stay. 20 9. - No Show: If you do not arrive at the hotel on the stated date, it will result in cancellation of your booking and charge of the entire stay. 10. - For questions or clarifications please send us an email. CONTACTS Mariela Arellano Telephone: 52 (55) 51 48 75 11 marellano@turycon.com.mx Teresa Medellín Telephone: 52 (55) 51 48 75 09 tmedellin@turycon.com.mx 21
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