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Event Description

ADMINISTRATIVE ARRANGEMENTS

CONSULTATIVE MEETING ON ASEAN HUMANITARIAN ASSISTANCE TO MYANMAR

 

1. Dates and Venue

The Consultative Meeting on ASEAN Humanitarian Assistance to Myanmar will be held on 6 May 2022 in Phnom Penh in hybrid format. The Contact details of the venue:

Name:               Sokha Phnom Penh Hotel and Residence
Address:          Street Keo Chenda, Phum 1, Sangkat Chroy Changvar, Khan Chroy Changvar, Phnom Penh, Kingdom of Cambodia
Tel:                    +855 23 685 8888
Website:          reservation.fopp@sokhahotels.com

2. Registration and Accreditation

All delegations are requested to register to participate in the Consultative Meeting on ASEAN Humanitarian Assistance to Myanmar. Online registration for the Consultative Meeting will be open from 29 April – 2 May 2022.

2.1. Online Registration     

Online registration is available at https://asean2022.mfaic.gov.kh/. After the online registration is closed, all subsequent amendments to delegates’ information and new request for delegates’ registration should be submitted to the Secretariat via email: secretariat_asean2022@mfaic.gov.kh  in a written form as follows:

• Note Verbal/Letter of Endorsement;
• Two recent color passport-size photos (40mm x 60mm) with the duly completed form  (Annex 1);
• A Copy of Passport
• Certificate of Vaccination
• Flight Itinerary
• Hotel Reservation and

2.2 Name list of Delegation

The Embassy of each ASEAN member state, external partners, the ASEAN Secretariat, the AHA Centre, non-governmental organizations and international non-governmental organizations are requested to provide the name list of their respective delegation through a Note Verbal to the Secretariat of the Consultative Meeting via email: secretariat_asean2022@mfaic.gov.kh no later than 2 May 2022.

3. MEETING FACILITIES

3.1. Common Secretariat Room

A Common Secretariat Room for all delegations is available from 5-6 May 2022 at Sokha Phnom Penh Hotel and Residence (Romdoul Room), with staff working areas and equipped with computers with internet access, multifunction printers, and writing materials.

3.2. Prayer Rooms

Prayer Rooms will be provided at 3^rd Floor, Sokha Phnom Penh Hotel and Residence.

3.3. Meeting Rooms (For Participant attending Physically)

Closed Session and Opened Session will be held at Ballroom I.

3.4. Lunch Venue (For Participant attending Physically)

-Lunch for Ministers and ASG at “Chinese House” Sokha Phnom Penh Hotel and

  Residence.

-Lunch for delegates at “Lotus Restaurant” Sokha Phnom Penh Hotel and Residence.

3.5. Meeting Link (For  Participant attending Virtually)

The meeting link will be automatically sent to your registered email after submitting your registration. Test run will be conducted on 5 May 2022 at 14:30  (Cambodia Time). The guideline is attached with.

4. AIRPORT

4.1. Arrival and Departure Arrangements

On arrival and departure, VIP facilitation and VIP Rooms at International Airport will be extended to Minister(s), Vice Minister(s) and ASEAN Secretary-General, who will be greeted at the Airport by representatives from MFAIC, at the tarmac or the aerobridge, whichever is applicable.

Upon arrival each person must show the vaccination card/documents (No PCR/ART test required).

4.2. Immigration Clearance

At least one Passport Officer holding all passports and luggage tags of the delegation is requested to remain at the airport to complete the immigration procedure and collect luggage with assistance and guidance from the Airport Welcoming Team.

For departure, the Passport Officer with all passports and luggage of the delegation should be at the airport at least three hours before departure. Accompanying delegates are requested to arrive at the Airport at least two hours before the departure time.

 

4.3. Customs Clearance

Delegations must declare firearms, radio communication devices and official equipment and present relevant documents and appropriate permits/licenses at the point of entry to Cambodia. The detailed information of the firearms and radio communication devices and equipment must be submitted to the Secretariat through a Note Verbal via Email: secretariat_asean2022@mfaic.gov.kh by 2^nd May 2022.

5. Hospitality:

5.1. Accommodation

The following courtesy accommodation will be provided for 2 nights at Sokha Hotel and Residence to delegations:

Level	Type of Room	Schedule
Minister/Vice Ministers ASEAN Secretary-General	Suite Room	5-7 May 2022
AHA Center	2 Deluxe Rooms	5-7 May 2022
ACDM/SOMHD	Deluxe Room	5-7 May 2022

Other delegates are kindly requested to arrange their own reservation and payment directly with the Hotel. For further inquiry, the Secretariat Team stands ready to provide necessary assistance and support.

5.2. Transportation

The following transport arrangement will be provided to the Myanmar delegations, ASEAN Secretariat and AHA Center for the duration of their official programme of the Consultative Meeting:

Level	Type of Vehicle	Schedule
Minister/Vice Ministers ASEAN Secretary-General AHA Center	Sedan Car	5-7 May 2022
Accompanying Delegates from Myanmar/ ASEAN SEC	Coaster	5-7 May 2022

 

Shuttle bus will be arranged for other participants from Airport - Sokha Hotel - Airport on 5-7 May 2022. Participants are required to provide specific time of arrival/departure in advance for smooth logistical arrangement.

5.3. Liaison Officer (LO)

Liaison Officers (LOs) will be assigned to:  

-Minister/Vice Ministers /ASEAN Secretary-General

5.4. Security Officer (SO)

Security Officer (SO) will be provided to Minister.  

6. Medical Services

The medical facilities will be made available at the designated venues 24 hours daily. Health care professionals will provide first aid and primary health care treatment for all delegates.

 

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