Permanent representatives are requested to inform the Chief of Protocol, at the earliest possible date, of the arrival of their Heads of State, Heads of Governments or Ministers for Foreign Affairs when a visit to the United Nations Office at Geneva is planned so that the appropriate arrangements are made to ensure the successful outcome of the visit.
The permanent missions are requested to inform the Protocol and Liaison Service in writing as early as possible of the following:
- The dates of arrival and departure to and from Switzerland of Heads of State or Government in order to coordinate with the Host Country the protocol greeting at the airport;
- The date and time of a planned visit to the United Nations Office at Geneva to attend a conference, a ceremony, an exhibition, etc., information on possible meetings with the Director-General of UNOG, other Senior Officials of the United Nations,
- A list of officials who will accompany the dignitary: (i) during the meeting with the Director-General; (ii) during the visit to the United Nations Office at Geneva to attend a conference, a ceremony, an exhibition, etc.
- A list of cars and number-plates, names of drivers, arrival time and venue, name of a contact person and other relevant information.
The Protocol and Liaison Service arranges with the respective permanent mission
preparatory meetings, including meetings with advanced teams coming from capital, to discuss logistical details and view meeting locations.
Access to protocol salons (Czech and Slovak, French or Russian) can be arranged via the Protocol and Liaison Service for bilateral meetings of high-level dignitaries.
Security related issues should be dealt directly with the Security and Safety Section. Accreditation of journalists and other media issues should be dealt directly with the UN Information Service.
In case of specific conferences, where and when the UN premises have been allocated to other Specialized Agencies, such as the World Health Assembly, the International Labour Office, all arrangements are made in cooperation with the respective organizations.
The procedure above determines a general framework for the organization of a high-level visit. The Protocol and Liaison Service remains at the disposal of the permanent missions to identify any ad hoc procedure should the circumstances require it.