“BUCHAREST SUMMIT: THE SPRING OF NEW ALLIES”
MARCH 25-26, 2002

 

GENERAL INFORMATION

VENUE
The meeting of the Prime Ministers of Vilnius Group will take place in Bucharest, at the Parliament Palace --International Conference Centre of the Chamber of Deputies.

PARTICIPATION
Each delegation of participating States will be provided with a total of eleven seats for the plenary sessions: the Head of Delegation plus ten.

INTERPRETATION
The working languages are English and French.
Simultaneous interpretation will be provided in the plenary sessions.
Should the working language be any other than English or French, each delegation is expected to provide their own interpreter.

REGISTRATION
Participant delegations are requested to fill in and return the attached Registration form to The Summit Secretariat as soon as possible.

Upon the arrival, the liaison officer will provide each delegation with a special lapel pin for the Head of Delegation and ten plenary session access badges for the rest of the delegation. Delegation and security badges will be available for accompanying personnel.

For “upon arrival registration”, a desk will be set up in the Entrance Hall of the Parliament Palace. It will be opened for collection of badges and on the spot accreditation as follows:
Sunday, March 24th :  10.00 a.m. - 8.00 p.m.
Monday, March 25th : 6.00 a.m. – 8.00 p.m.
Tuesday, March 26th : 6.00 a.m. – 2.00 p.m.

TRANSPORTATION
Participants are kindly requested to make their own international travel arrangements to and from Bucharest.

Delegations traveling by air will arrive at Bucharest Otopeni Airport. The Summit Secretariat will arrange reception of delegations arriving at the airport and transport to the Hotel in cooperation with the Embassies.

In case of utilizing a special aircraft for arrival/departure to/from Bucharest, the overflight and landing clearance is needed. For application form for the overflight and landing permits for special aircrafts the Summit Secretariat should be contacted immediately.

Delegations arriving by car should notify the Summit Secretariat of their estimated arrival times at the Romanian border.

The host country will cover the internal transportation for all participants during the Summit as follows:

- four chauffeur-driven limousine if the Head of the Delegation is a Prime Minister: one for the use of the Prime Minister, one for Prime Minister’s spouse and two for the other four members of the delegation;

- two chauffeur-driven limousine for ministerial representation: one for the Head of Delegation and one for the other two members of the delegation;

- one chauffeur-driven limousine for International Organizations delegation;

For security reasons and to avoid traffic congestion, each official delegation will be escorted by a Romanian Police car and one member of the Romanian Security staff will have a seat in each limousine.

The official vehicles will receive vehicle identification cards.

The cars will be at delegations’ disposal from the time of arrival to Bucharest until departure.

For the rest of the participants shuttle buses will be available between the recommended hotels and the Parliament Palace.

VISAS AND SECURITY
Visas for entering Romania (if needed) should be applied prior arrival from the Romanian Embassies or Consulates.

Security officers accompanying must obtain in advance temporary permits for any weapons and ammunition, brought and carried in Romania. According to local practice, the accredited security personnel must carry no weapons within the premises of the Parliament Palace.

All vehicles in motorcades will undergo a security check and will be escorted by the Romanian Police.

For security reasons, delegates are kindly requested not to leave unidentified luggage in the conference area. Unattended objects will be opened and searched by security agents without advance notice.

ACCOMMODATION
Accommodation for the official delegations will be arranged at the Grand Marriott Hotel and covered by the Romanian Government as follows: a suite for the Prime Ministers and four single rooms for the delegation accompanying them and one double room plus two single rooms for ministerial represented delegations.

For other participants, we recommend the following hotels:

For reservations, the Summit Secretariat recommends the following hotels:

1) The Grand Marriott Hotel (five stars):
single room 201 US $; double room 201 US $; apartment 550 US $
2) Sofitel Hotel (four stars):
single room 180 US $; double room 195 US $; apartment 303 US $
3) Bucuresti Hotel (four stars):
  single room 134 US $; double room 144 US $; apartment 225 US $

(the tariff includes breakfast)

The delegations are asked to contact in advance (no later than March 3rd, 2002) the Summit Secretariat to request and confirm reservations or any supplementary inquiries.

SECRETARIAT
The host country will provide each delegation with one office upon request (please make sure to fill in the “logistical request” line in the registration form). The standard office is equipped with a table, four chairs, a telephone line, fax machine and outlets for additional office equipment. In addition, there will be a special working area for delegates, equipped with personal computers with Internet access, printers and photocopiers.

BILATERAL MEETING ROOMS
Bilateral meeting rooms will be available. An advance booking through the liaison officers will be required.

PRESS
During the Summit, a Press Center will be established at the Parliament Palace, equipped with telephones, faxes, personal computers with Internet access, printers and photocopiers. Press accreditation should be addressed to the Summit Secretariat as soon as possible.

FOR FURTHER INFORMATION,
PLEASE CONTACT THE SUMMIT SECRETARIAT:

By phone: 401+231.76.77
By fax: 401+230.61.33
By e-mail: BucharestSummit_registration@mae.ro