Practical Briefing Note N 2

Transcription

1 FIFTH SUMMIT AFRICAIN UNION EUROPEAN UNION Practical Briefing Note N 2 «Côte d Ivoire tells you AKWABA» Technical Committee of the 5 th AU-EU Summit Website: comite.tech@sommetuaue2017.ci Telephone: (+225) Page 1 sur 25

2 CONTENTS 1 INTRODUCTION ORGANIZATION LOCATION AND DATE OF THE SUMMIT FRAMEWORK OFFICIAL LUNCH AND DINERS SPOUSES SPECIAL PROGRAM PARTICIPANTS (OFFICIAL DELEGATIONS) LIAISON AGENT AND LIAISON OFFICER Liaison agent Liaison officer (Delegation s Head of security) Designated Focal Person SECURITY Corteges Security and protection of Senior Officials Firearms licence for Heads of State and Government s security guards ACCREDITATION Delegations accreditation Accreditation categories for delegations (zoning and badge) Security areas How badges work in the red area Accreditation of preparatory meetings Accreditation procedure Accreditation cards for the press TRANSPORT ACCOMMODATION Support for Hotel rooms Online booking system ARRIVAL AND DEPARTURE Hosting Heads of State /Government Hosting Government Members and Heads of Institutions Hosting Representatives arriving by commercial flight Overflight Authorization for Government or Private Flights Luggage and Cargo Handling Page 2 sur 25

3 13.6 Visas and Immigration Procedures Departure INTERPRETATION SERVICES MEETING ROOMS AND OFFICES Rooms for bilateral meetings Scheduling of meetings and coordination of interpretation services Business Offices and Center Free workstations Media Briefing Rooms Media Centre MEDICAL SERVICES Prevention Vaccination against yellow fever Preventing malaria Food and water hygiene Preventing pollution from tobacco smoke Medical support CONTACTS OF THE SUMMIT SECRETARIAT Annex 1: Medical Information Form Annex 2: Approved Health Structure Annex 3: Representative Companions Program Page 3 sur 25

4 1 INTRODUCTION As a platform for dialogue and partnership between European countries and those of the African continent, the African Union-European Union Summit, will hold its 5th edition from 29 to 30 November 2017 in Abidjan (Republic of Côte d'ivoire). About 5,000 participants including 83 Heads of State and Government representing 55 African countries and 28 European countries, members of African Union (AU) Commission, European Council, European Commission (EU) delegations of friendly countries, international, regional and sub-regional organisations are expected at this important meeting. The theme of this fifth Summit is Investing in Youth for a Sustainable Future. This memo is a collection of information on the administrative, logistical organisation and all the procedures put in place for the full participation of foreign delegations at this Fifth Summit. 2 ORGANIZATION In order to ensure the success of this Summit, a National Organisation Committee (NOC) was set up by the Ivorian authorities with the following main components: An Orientation and Impulse Committee (OIC), decision-making body of the NOC chaired by the Vice-President of the Republic; A Steering Committee (COPIL), chaired by the Minister of Foreign Affairs; A Permanent Committee (CP), which main mission is: contributing to the definition of the scientific content of the Summit; A Technical Committee (TC), headed by a President appointed by the Minister of Foreign Affairs to which fifteen (15) Technical Commissions are attached. 3 LOCATION AND DATE OF THE SUMMIT The Fifth African Union-European Union Summit will be held on 29 and 30 November 2017 at Sofitel Abidjan Hotel Ivoire located in Cocody (Abidjan). Page 4 sur 25

5 4 FRAMEWORK The opening of the Summit is scheduled on Wednesday, November 29, 2017, early in the afternoon and will close on November 30, 2017, at noon. The format of the delegations selected for the official delegations taking part in the 5th African Union - European Union Summit is (including the Spouse of the Head of Delegation) and (The Summit Program will be published later on the Summit's official website) 5 OFFICIAL LUNCH AND DINERS An official lunch: Offered by the Ivorian Government to Heads of State, Heads of Government and other Heads of Delegations, on 29 November 2017 at at the village hall of Sofitel Abidjan Hotel Ivoire, Format 1 + 1: Head of delegation + 1 person; A Gala Dinner: Offered by the Ivorian presidential couple, in honour of the Heads of State, Heads of Government and other Heads of Delegations, on November 29th, 2017 at 8:30 pm at the village Hall of Sofitel Abidjan Hotel Ivoire, Format 1 + 1: Head of Delegation + 1 Person A dinner offered to the other members of delegations, on November 29, 2017 at 8:30 pm at the skating rink of Sofitel Abidjan Hotel Ivoire. 6 SPOUSES SPECIAL PROGRAM There is going to be a Spouses Program for Heads of Delegations, developed and implemented by the Office of the First Lady of the Republic of Côte d'ivoire. This program runs as follows: Wednesday, November 29: * IVOIRE GOLF CLUB Luncheon-debate at Ivoire Golf Club Presentation of the Green Fund R20 for Women; Discussion with First Ladies on the theme: what is the place of women in green economy? Visit of an Ivorian artwork exhibition at Ivoire Golf Club Page 5 sur 25

6 *SOFITEL ABIDJAN HOTEL IVOIRE Participation of the Spouses at the Gala Dinner at 8:30 pm in honour of the Heads of Delegations Thursday, 30 November Visit of the Mother-Child Hospital of Bingerville, followed by cocktail and discussions. For more information on the Spouses Program, please contact: Ms. Yao Sylvie Patricia, Chief of Staff of the First Lady, Mrs. N'DA Bindé Nadia, Cabinet Director of the First Lady of Côte d'ivoire. . (See Spouses detailed schedule in annex) 7 PARTICIPANTS (OFFICIAL DELEGATIONS) Only the following ones will have access to Sofitel Abidjan Hotel Ivoire venue: One (01) Head of Delegation; Nine (09) delegates; The spouse of the Head of Delegation; One (1) escort of the Spouse of the Head of Delegation; Two (02) security guards. 8 LIAISON AGENT AND LIAISON OFFICER 8.1 Liaison agent In order to facilitate the flow of information and to better coordinate the activities of Heads of Delegations, a liaison agent is assigned to each delegation. He will be responsible for the protocol arrangements and administrative formalities of the delegation. He is the interface between the delegation and the National Organising Committee for all aspects relating to organisation (Welcome and departure of official delegations, rooms booking for bilateral meetings, official meal arrangements, family photo...). The liaison agent will work closely with a liaison officer who will be responsible for all security aspects of the delegation. The names and contacts of the Liaison agent will be shared with the Accreditation Focal Person on 18 November Page 6 sur 25

7 8.2 Liaison officer (Delegation s Head of security) In addition to the liaison agent, a liaison officer will also be assigned to each delegation. He will be in charge of the Security of the Delegation; he is the delegation's interface for all security issues (cortege management, overflight and landing authorisations management, firearms licence, radio frequency allocation...) Liaison officers will also be responsible for some limited security-related tasks, like evacuation. 8.3 Designated Focal Person Each delegation will have to inform the General Directorate of State Protocol about a designated focal person who will be their first point of contact. Full names and contacts of the Designated Focal Person (DFP) must be transmitted through a note verbale to the Ministry of Foreign Affairs of Côte d'ivoire - General Directorate of State Protocol - at: protocol@sommetuaue2017.ci mailto: / protocolememae@gmail.com 9 SECURITY 9.1 Corteges The cortege of Heads of State and Government are those defined for the Summit: 2 Security Vehicles +1 liaison agent vehicle +1 VVIP vehicle +1 vehicle Minister of Foreign Affairs + 2 minibuses. The cortege of representatives of Heads of State and Government is defined as follows: 1 Security Vehicle +1 liaison agent vehicle + 1 VIP vehicle + 1 vehicle Foreign Minister +2 minibuses It must be added to that plan 1 Vehicle for the Spouse and 1 vehicle for the escort of the spouse when he or she is part of the delegation. The special corteges of the Senior Representatives of International Agencies and other special ranked guests will be communicated to their respective focal persons. Page 7 sur 25

8 Delegations are informed that, for security reasons, the size of the cortege will be strictly respected. Only officially authorized vehicles of the cortege will have access to the security areas defined by the Ivorian authorities. In addition to the bodyguards providing VIP protection, two (02) security guards will be committed to securing delegations and will thus be on board of the minibuses. 9.2 Security and protection of Senior Officials As a reminder, the Ivorian Government is the sole guarantor of the security and protection of Heads of State, Heads of Government, Heads of Delegations, delegates and special guests attending the Summit. 9.3 Firearms licence for Heads of State and Government s security guards Temporary firearms licence on the Ivorian territory will be issued to the security guards accompanying the Heads of Delegation. Security guards of the delegations are subject to the respect of the regulation of the Ivorian police contingent. Their interlocutors are the liaison officers assigned to the delegations. Temporary importation and carrying weapons in Côte d'ivoire are subject to strict compliance with the laws and regulations in force. The number of handguns (automatic pistol only) authorized for the security guards of the delegations is limited to a maximum of four (04). This instruction may be modified only at the request of the delegation and after an assessment of the situation by the Summit Security Committee. Applications for firearms licence must contain the following information: last and first names, type of weapon, serial number, number of ammunition and be submitted before 15 November, 2017, via a note verbale to the Ministry of Foreign Affairs of the Republic of Côte d'ivoire - General Directorate of the State Protocol- (protocol@sommetuaue2017.ci) with extension to the Security Group of the President of the Republic-GSPR at the following fax numbers (+225) , ). Page 8 sur 25

9 NB.: Automatic weapons and machine guns are banned on Ivorian territory. Firearms that do not correspond to the detailed description on the registration form will not be allowed to enter Ivorian territory. If applicable, these weapons will be put in the left-luggage office with the security services at FHB airport against issuance of a form duly signed and they will be returned only at the time of departure of the delegation upon submitting that form. 10 ACCREDITATION The participants of the 5th African Union-European Union Summit must be accredited, via the accreditation portal which will be put online. A personalized name badge, nontransferable, will be given. It is strictly recommended that delegates wear their accreditation badges in a visible manner throughout the Summit. Accreditation of journalists will be done by the Press Service. A specific briefing note will be distributed later on Delegations accreditation Delegations should appoint an accreditation officer who will be responsible for accrediting all members of the delegation. He liaises with the Conference / Accreditation Department for all matters relating to online accreditation. The Accreditation Committee kindly requests all delegations, who have not yet done so, to send all the details of their accreditation officer to the address: comite.tech@sommetuaue2017.ci. Accreditations are open from October 9 to November 23, 2017 (Deadline) Accreditation categories for delegations (zoning and badge) The different categories of colour badges are: GOLD, RED, ORANGE and GREY. Heads of State, Heads of Government and other Heads of Delegation will receive a GOLDEN pin. During online registration, the accreditation officer must indicate the badge colour to be assigned, for each member of his delegation. Page 9 sur 25

10 Details relating to the distribution of badges and pins per Delegation are given in the following table: PIN TYPE OF BADGE DISTRIBUTION 01 golden pin for Heads of delegation 01 silver pin for Foreign Affairs Ministers 01 silver pin for spouses GOLD 01 golden float for meals RED 02 Name badges for delegates 01 Name badge for the escort of the spouse 01 float any area for in camera access 02 floats Bilateral for bilateral meetings in the Hall GREY 03 A type name badges for delegates participating in camera and bilateral meetings in the Hall 02 S type name badges of grey colour for security 04 B type name badges of grey colour for the other members of the delegation WHITE 07 name badges of white colour for the other members of the delegation not having access to the Summit spaces The loss of a pin or badge or any other identification item must be immediately reported to the Summit Accreditation Centre: Page 10 sur 25

11 10.3 Security areas Sofitel Abidjan Hotel Ivoire will be subdivided into four (04) security areas with different colours. AREAS SPACE CONCERNED ACCESS CONDITION GOLDEN Area Village hall Heads of State, Heads of Government or Heads of delegation bearing a pin; Participants bearing a RED NAME badge accompanied by a GOLDEN float badge; Participants bearing a GREY NAME badge accompanied by a GOLDEN float badge; RED Area Auditorium Halls, corridors and room around the auditorium except the village hall Elevators and rooms of Sofitel Hôtel Ivoire Heads of State or Heads of delegation bearing a Pin; Participants bearing a RED NAME badge; Participants bearing an A TYPE GREY NAME badge Accompanied by a RED float badge. ORANGE Area Press conference room (Cinema) Press centre (Tent on the esplanade) Press briefing spaces (Tent on the esplanade). Accredited journalists bearing an ORANGE badge Participants bearing a RED NAME badge Participants bearing a GREY NAME badge GREY Area Parking of Sofitel Abidjan Hotel Ivoire Lobbies and gardens of Sofitel Abidjan Hotel Ivoire Restaurants of Sofitel Abidjan Hotel Ivoire Other permanent restaurant areas. Participants bearing a pin Participants bearing a GREY NAME badge Participants bearing an ORANGE NAME badge Participants bearing a RED NAME badge. 11/25

12 10.4 How badges work in the red area In the auditorium - Format people with red name badges or if he is present, the Minister of Foreign Affairs + 1 person with a red name badge 1 person with A type grey name badge + Red float for any area The 3rd person with float can go out and give his any area float to another delegate to replace him. Bilateral Meetings in Halls - Format: 1 + 5: 2 people with red name badges or if he is present, the Minister of Foreign Affairs + 1 person with a red name badge 1 person with A type grey name badge + any area red float 2 people with A type grey name badges + Bilateral Red Float 10.5 Accreditation of preparatory meetings Senior Officials Meeting The format of the meeting for Senior Officials is The delegation will receive 3 unnamed badges for this meeting. These unnamed badges are only valid for this meeting. They cannot be used for any other meeting, neither for the meeting of Foreign Affairs Ministers, nor for the Summit of Heads of State. Foreign Affairs Ministers Meeting The format of the meeting for Foreign Affairs Ministers is The Accreditation Delegate must register participants at this meeting on the accreditation platform with access codes. The delegation will receive: 01 silver pin for the Minister of Foreign Affairs, Head of Delegation 02 name badges for the delegates accompanying him to this meeting. 12/25

13 10.6 Accreditation procedure The accreditation platform is available on the Summit website A username and password are given to the designated focal person of the delegation to register the members of its delegation from October 9 until November 23, It is strongly recommended that focal persons kindly proceed to the registration of the members of their respective delegations by 23 November 2017 at midnight (GMT) For online accreditations, the designated focal person must carry with him an ID photo in JPG format of a size not exceeding 150 Kb. All badges shall have the name and photo of any accredited person. The pins and badges corresponding to the classification of the different members of each registered delegation will be given to the Accreditation Officer in Abidjan within days coming before the summit. For any questions in connection to accreditations, please contact the Accreditation Department at the following address: accreditations@sommetuaue2017.ci 10.7 Accreditation cards for the press The media is identified thanks to Orange badges and accreditation of journalists is provided by the Press Service. Press service contact: k.keita@communication.gouv.ci Official photographers / operators and / or the spokesperson accompanying the official delegation may be part of the delegation (1 + 9). In this case, the accreditation procedure follows the normal procedure (see Section 10.4). No additional badge shall be issued. Official photographers / operators and / or the spokesperson accompanying the official delegation may also be accredited as journalists. In this case, they will have to produce a note verbale on the accreditation platform of the press confirming their status. Further information on press accreditation is provided in the press briefing note. It falls upon the responsibility of each delegation to decide on the allocation of badges for their communication team (s). 11 TRANSPORT 13/25

14 The following formats have been adopted for the provision of vehicles to the different delegations (airport / hotel / meeting venue): Delegation led by a Head of State or Government: Heads of State or Government Spouse of Heads of State or Government and other Heads of delegation Minister of Foreign Affairs Security 01 president type saloon car 01 president type saloon car 01 minister type saloon car 02 VS Liaison agent 01 Other delegation members 02 minibuses Delegation led by a Representative of Head of State or Government: Representative Minister of Foreign Affairs Security Liaison agent Other delegation members 01 minister type saloon car 01 minister type saloon car 01 VS minibuses African Union Delegation President of AU Commission Vice-President of AU Commission Security 01 president type saloon car 01 minister type saloon car 02 VS Other delegation members (Commissioners, members of the Commission, forerunners, interpreters ) 05 minibuses 01 Van 14/25

15 European Council / European Commission Delegation UN Secretary General President, Secretary General of International Agency, Observer or Special guest. President of EU Council President of EU Commission Spouse(s) Vice-President of EU Commission Senior representative of the Union for Foreign Affairs and Security policy / Vice-president of the Commission 1 President Type car + 1 saloon car + 2 VS 01 minister type saloon car 01 president type saloon cars 01 president type saloon car 01 minister type saloon car 01 minister type saloon car 01 minister type saloon car Other delegation members (Commissioners, members of EU Commission and Council, interpreters, forerunners 05 minibuses (3 x 35 seats; 2x 26 seats) 01 Van Security 03 VS Presidents, Secretaries General of International Agencies and Special Guests NB: Transportation coverage defined for official delegations will follow the format For additional needs, the delegations themselves will be responsible for renting vehicles from companies listed on the Summit website. For security reasons, additional rented vehicles must be reported to the organising committee for their identification and screening requirements. During the Summit (29 and 30 November 2017), shuttles will ensure the transfer of delegations being part of the format from their respective accommodation to Sofitel Abidjan Hotel Ivoire. 15/25

16 12 ACCOMMODATION 12.1 Support for Hotel rooms Hosting rooms format defined for delegations is the 1+3 format. The Government of Côte d'ivoire will provide one (01) standard suite and two (02) rooms for each official state delegations over the dates of November 27, 28, 29 and 30, 2017 (i.e. 04 nights). The 3 rd room shall be paid by the delegation. The remaining 17 members of each delegation shall be accommodated within hotels as notified at each credential focal point Online booking system All representatives are advised to book using the online reservation through the Booking Center in order to benefit from special pricing. 13 ARRIVAL AND DEPARTURE All delegations arrivals and departures by air shall be through the International Airport Félix HOUPHOUËT-BOIGNY of Abidjan. For arrivals by road, delegations should inform the Ministry of Foreign Affairs via note verbale with copy to: protocole@sommetuaue2017.ci / protocolememae@gmail.com For an efficient management of parking system at the various airports, each delegation shall inform the State Protocol Department of travelling means and characteristics of the aircraft transporting the Heads of Delegation no later than November 21, 2017 at 12:00 P.M GMT Hosting Heads of State /Government Heads of State / Government will be welcomed at the Presidential Pavilion and provided with a Hosting Committee including: One (01) member of the Government or of a department of the Republic of Côte d'ivoire; The Director General or an official of the State Protocol Branch The Ambassador of the Diplomatic Mission of the country registered in Côte d'ivoire; Two (02) persons to be provided by the concerned delegation Hosting Government Members and Heads of Institutions These officials will be welcomed at the Ministerial Room and provided with Hosting committee including: One (01) member of the Ivorian Government; The Director General or an official of the State Protocol Branch; The Ambassador of the Diplomatic Mission of the country accredited in Côte d'ivoire; Two (02) persons to be provided by the concerned delegation. 16/25

17 13.3 Hosting Representatives arriving by commercial flight These representatives will go through the arrival hall where special boxes will be dedicated to them for immigration, health and customs formalities. After collecting their luggage, the receptionists will lead participants to marquees set up outside the hall for refreshment before transport to the various hotels. Delegations are requested to provide flight numbers, arrival and departure times to the Hosting and Protocol Department/ with copy to the Summit Technical Committee before November through following addresses: 13.4 Overflight Authorization for Government or Private Flights Flight plans and requests for overflight and landing of official or private aircraft chartered by foreign delegations must be communicated by note verbale to the Ministry of Foreign Affairs of Côte d'ivoire (State Protocol Branch) no later than November 18, 2017: The following elements shall be included in this authorization form: Arrival and departure date and time; Flight Company s business name or the type of aircraft; Aircraft registration number and flight number (if applicable); Flight details (takeoff and landing point). Detailed information on the passengers identity, including passport numbers, shall also be forwarded to the Ivorian Ministry of Foreign Affairs - State Protocol Branch before November 18, Note: shall any change occur, this should be notified at least 48 hours before the arrival date Luggage and Cargo Handling Delegations are sole responsible for their bags and are advised to appoint a luggage handler from their consulate to identify and care about luggage of the official delegation. This task can be performed by the Designated Focal Point. The luggage officer of the designated delegation shall, for that purpose, make sure that all passengers exempted from customs formalities provide the immigration office with full and signed customs and immigration forms, along with their passport. Each delegation will also be responsible for transporting their luggage. For practical issues related to the flow of air traffic, it is strongly recommended that different delegations opt for cabin luggage Visas and Immigration Procedures Each delegate shall hold a valid passport with necessary visa, if applicable. Delegates are advised to apply for their visa in advance by submitting required documents to the Embassy of Côte d'ivoire or the Consulate of their country of residence. 17/25

18 Notifications have been sent to the different Embassies of Côte d'ivoire, with purpose to facilitate procedures in granting visas to participants Departure On the day of their departure, official delegations will be transported in the official vehicles (as above indicated) to the Airport Félix HOUPHOUËT-BOIGNY. The delegation luggage handler (see point 12.5 "Cargo and luggage handling") must show up at the airport at least two hours before the scheduled departure time, along with Representatives tickets, passports and luggage, in order to complete all required formalities. All Representatives shall be at the airport two hours before the time of their respective departures in order to handle the various police formalities themselves. 14 INTERPRETATION SERVICES During the plenary session, simultaneous interpretation will be provided in the following languages: AR.FR.DE.EN.ES.IT.PT.GR.LV.PL.BG In order to make the work of the interpreters easier, delegations are highly recommended to provide to the Technical Committee, copies of documents (Speeches...) likely to be used during plenary sessions. For bilateral meetings and other events, interpretation services shall be paid by each delegation. The interpreters accompanying the delegations shall be considered as members of the official delegation. Special credential will be issued upon request. 15 MEETING ROOMS AND OFFICES 15.1 Rooms for bilateral meetings 9 rooms dedicated to bilateral meetings are equipped on the site of Sofitel Abidjan Hotel Ivoire. The Bilateral room format is 1+ 5 for each participating delegation The "Scheduling Meetings" Office through focal points shall be responsible for booking and selecting a room for the bilateral meeting. Focal points of each of the two delegations participating in a bilateral meeting shall submit a request to the "Scheduling Meetings" Office hosted within the Technical Committee. Booking shall follow order arrival (i.e. firstcome, first-served basis). For the media coverage of bilateral meeting, only the following shall be given access at the beginning of each bilateral meeting: 1 Photographer and 1 cameraman by delegation. These 4 people will be accompanied by a member of the media service 15.2 Scheduling of meetings and coordination of interpretation services Booking shall be confirmed only upon request of both delegations. 18/25

19 Subject to availability of media content, Delegations can request photo/video coverage from the summit hosting-broadcaster through the focal point. For bilateral meetings pictures, the focal point shall contact the Media Office. Only the presence of a single photographer and a single cameraman shall be allowed at the beginning of bilateral meetings. They will be accompanied by a member of the Media Service: k.keita@communication.gouv.ci Interpretation services are sole responsibility of each delegation for bilateral meetings and other events, before each bilateral meeting, a small flag of each country shall be placed on the table Business Offices and Center Offices dedicated to officials of the European Union and the African Union Commissions are equipped on the Summit site. A business center will assist delegations Free workstations Workstations are available in a Tower Room. These positions allow participants to benefit from computers connected to the internet for their various jobs Media Briefing Rooms Two (2) briefing areas and a news shop are equipped under the marquee on the Esplanade of Sofitel Abidjan Hotel Ivoire with a capacity of 80 places each. Contact: Press service: k.keita@communication.gouv.ci 15.6 Media Centre The media center includes 400 offices equipped with printing and copying devices. Fifty (50) desks are equipped with computers for reporters that might need information technology tools. Detailed information on media center facilities of the Press Center will be provided as part of the Media Note. 16 MEDICAL SERVICES 16.1 Prevention Vaccination against yellow fever Under the International Health Regulations (IHR), entry onto Côte d Ivoire s territory is subject to the administrative requirement to submit an international certificate of vaccination against yellow fever. Travelers without such a document will be vaccinated at their arrival at the Félix HOUPHOUËT-BOIGNY International Airport and will pay the amount XOF 7,000 (10.7 Euros) Preventing malaria Malaria prevention is based on medication intake to prevent illness (chemoprophylaxis) and measures to prevent bites of mosquito transmitting malaria and other vector-borne diseases. - chemoprophylaxis 19/25

20 For preventing malaria among participants from malaria-free countries, in accordance with guidelines of the National Malaria Control Program, it is advised intake of Mefloquine (Lariam) 250 mg at a dose of 1 tablet per week over 5 weeks (1 tablet the week before arrival, 1 tablet during stay and 1 tablet over the 3 weeks following departure.) - Preventing of mosquito bites Prevention against mosquito bites is based on the following measures: - Cover exposed skin by wearing long-sleeved shirts, long pants and a hat especially in the evening; - Use an insect repellent or an appropriate insecticide; - Stay and sleep in air-conditioned or masked rooms; - Sleep under an insecticides-impregnated bednet Food and water hygiene Food and water hygiene helps to protect against diarrhoea. It is important to: - Always wash hands with clean water and soap after using the toilet and before meals; - Avoid eating raw foods; - Wash vegetables and fruits thoroughly with clean water and disinfectant; - Avoid consuming sachet water; - Only drinks bottled or tap water Preventing pollution from tobacco smoke According to decree N of October 10, 2012 prohibiting smoking in public places and transport means, it is forbidden to smoke in public places and on public transport. Anyone who violates this legal provision shall be liable to a fine ranging from XOF15, 000 to 100,000. (Browse the website of the National Tobacco Control Program and Other Addictions: ) Medical support Medical services will be provided at meeting venue, emergency and medical needs facilities for heads of delegation and delegates. These services will include emergency medical care during working sessions as well as medical transportation, if necessary, to a designated local hospital. Medical expenses for hospitalization and medical check-up are not covered by the (technical committee). It is recommended that all representatives have appropriate health insurance covering all medical expenses. Medical evacuation to the country of origin or any other destination shall be by way of regular flight and at the sole expenses of the applicant. Delegations are invited to complete the Medical Information Form for the Head of Delegation and to add details on the diet (Cf. Annex). This form shall be sent by to: 20/25

21 Professor BENIE BI Vroh Joseph - service.medical@sommetuaue2017.ci When necessary, representatives are invited to contact the Emergency Medical Assistance Service (SAMU) to take care of them on the site or evacuate them to a registered health center. (Cf. list of registered structures) Delegates with long-term treatments are advised to bring the medicines they shall need over the duration of their stay. Shall any case of death occurs, body repatriation procedure shall be handled by the relevant embassy. 17 CONTACTS OF THE SUMMIT SECRETARIAT For further information, please contact the Technical Committee Secretariat at the following address: comite.tech@sommetuaue2017.ci. Contacts Information Technical information about the Summit Mr YAO KOFFI Tel: pdt.comite.tech@sommetuaue2017.ci kyao62@comcast.net Protocol and Hosting Agents protocole@sommetuaue2017.ci Tel / Fax : Miss EVELINE TALY Tel: comite.tech@sommetuaue2017.ci 21/25

22 General Information about Côte d'ivoire Hour UTC time / GMT Standard time +00 UTC According to results of the last census (RGPH 2014), the national population is estimated at about 23 million inhabitants. Demography and spoken language The administrative / economic capital is Abidjan (located in the south of the country) and the political capital is Yamoussoukro (located in the center of the country). the official spoken language is French Weather Forecasts Weather forecasting for November 2017 indicates an average temperature of 30 C (day and night) (to be confirmed as getting close to the date) The moisture content will moderate (about %). Currency Electricity voltage International dialing codes Security The local currency is the CFA Franc (XOF). The XOF is in denominations of 500, 1,000, 2,000, 5,000 and 10,000 banknotes. Hotels and businesses accept payment using Credit cards In Côte d Ivoire, the voltage is 220 V. As power outlets are often problem when traveling, we advice to pack a universal adapter. Côte d'ivoire dialing code is +225 International calls made from Côte d'ivoire must be preceded by the digits 00 and followed by the destination country code. A security team (National Police) will be mobilized to ensure safe mobility of people and goods. Religions Visit Abidjan The country is a secular state. The most popular religious denominations are Christianity and Islam. Nearest praying places to the summit venue are: - The Catholic Parish Saint-Jean of Cocody for 5 minute drive - the Mosque of (Riviera Golf) for 10 minute drive Please, browse the Ivorian Tourism link 18 Annex 1: Medical Information Form Head of State or Government/ Head of Delegation Medical Information 22/25

23 This form is optional and should only be completed if a representative wishes to notify particular medical information to the medical services (Pr BENIE BI Vroh Joseph: service.medical@sommetuaue2017.ci). Provided information will remain strictly confidential. Country/Organization... Full Name Occupation... Passport number Age Spoken languages).. Medical history Current state of health Blood group... allergies Special diets (halal, kosher, food allergies, etc.) Attending physician Contact (full Name and telephone number) Insurance (Name & phone number): Other information Annex 2: Approved Health Structure Structure Name Contact Contact person Name Contact SAMU Dr SISSOKO Jacques State-owned Institut de Cardiologie d Abidjan (ICA) Pr SEKA Remi Groupement des Sapeurs Lt. Colonel Pompiers Militaires SIKA /25

24 Centre Hospitalier et Universitaire (CHU) de Treichville M. YAO Etienne Centre Hospitalier et Dr MEITE Universitaire (CHU) de / 03 Djoussoufou Cocody Mme Hôpital Général de TANPLEINAN Bassam Nathalie Hôpital Général de Dr DEKA Paulin Bingerville Christian Polyclinique Sainte Anne Dr KOUAKOU Marie (PISAM) Kouadio Polyclinique Farah Dr KANGHA Richard Private Polyclinique Hôtel Dieu Dr BASSIT Anthonin Groupe Médical du Plateau Mme DELMOTTE Fanny Annex 3: Representative Companions Program African Union-European Union 5 th Summit 2017 From November 29 to November Commission Activities: Representative Companions Programs. WEDNESDAY NOVEMBER 29, p.m : Departure from Sofitel Abidjan Hotel Ivoire (by VIP bus) 12: 30 1: 00 p.m : Welcome cocktail Venue: Terrace of Ivoire Golf Club 1.00 p.m p.m: Debate: Luncheon Debate (1.00 PM 3.00 PM) Venue: Ivoire Golf Club 24/25

25 1: Presentation of the R20 Green Fund, for women 2: First Ladies Discussion on the topic: "What is the place of women in the green economy? " p.m: -Breakfast 3.00 p.m 3.30 p.m: Visit of an Exhibition of Ivorian Arts Venue: Ivoire Golf Club 8.00 p.m p.m: Formal Dinner Venue: Ballroom of Sofitel Abidjan Hotel Ivoire THURSDAY NOVEMBER 30, :00 am: Departure from Sofitel Abidjan Hotel Ivoire 10:30 a.m - 11:45 a.m: Visit of the Mother-Child Hospital followed by Cocktail and discussion Venue: Bingerville - Presentation of Mother-Child Hospital - Visiting Mother-Child Hospital - Cocktail (in the lobby) a.m: Return to Sofitel Abidjan Hotel Ivoire 25/25