Rules of accreditation of the staff of diplomatic missions, consular posts and representations of international organizations in the Republic of Azerbaijan and their family members at the Ministry of Foreign Affairs of the Republic of Azerbaijan

1. General provisions

1.1. These Rules regulate the registration (hereinafter referred to as “the accreditation”) of employees of diplomatic missions, consular posts and the representations of international organizations (hereinafter referred to as “diplomatic mission”) and their family members at the Ministry of Foreign Affairs of the Republic of Azerbaijan (hereinafter referred to as “Ministry”).

1.2. The accreditation is carried out by the State Protocol Department of the Ministry.

1.3. The persons accredited by the Ministry are recognized as the staff members of diplomatic missions.

1.4. The persons belonging to below-mentioned categories are accredited by the Ministry:

1.4.1. Members of diplomatic staff and their family members;

1.4.2. Members of administrative and technical staff and their family members;

1.4.3. Service staff, private servants, who are not staff members, foreign citizens, who permanently live in Azerbaijan, work at diplomatic missions but are not holders of diplomatic and service passports, the citizens of the third countries;

1.4.4. The citizens of the Republic of Azerbaijan, working at the diplomatic missions;

1.4.5. Honorary consuls.

1.5. The spouses of members of diplomatic and administrative staff and their children under 18 years of age are considered family members. The person, who is officially married to a staff member of a diplomatic mission, is considered a spouse. According to the legislation of the Republic ofAzerbaijan, the persons, who have the partner relationships and are in the same-sex marriages, are not accepted as spouses.

1.6. On the basis of mutuality principle the question of accreditation of parents and the children aged 18-25 years, who live together with the members of the staff of diplomatic missions, can be considered by the Ministry.

2. Types of identity cards

2.1. The Ministry issues to the members of diplomatic and administrative-technical staff of diplomatic missions, their family members, service staff, private servants, , who are not staff members, foreign citizens, who permanently live in Azerbaijan, work at diplomatic missions but are not holders of diplomatic and service passports, the citizens of the third countries, the citizens of the Republic of Azerbaijan, working at the diplomatic missions, and honorary consuls the identity (ID) cards of below-mentioned types:

2.2. The diplomatic card:

2.2.1. To members of diplomatic staff and their family members;

2.2.2. To heads of diplomatic missions, non-resident in Baku, to one member of diplomatic staff of the same diplomatic missions, the military (defense, police or frontier) attachés;

2.2.3. To employees, working at the representations of the United Nations Organisation and its specialized agencies in the Republic of Azerbaijan, who have the UN  “Laissez-Passer” (excluding citizens of the Republic of Azerbaijan or the persons, who permanently reside in the Republic of Azerbaijan) and their family members;

2.2.4.  To heads of the representations of international organizations, who enjoy the diplomatic status, privileges and immunities under the provisions of the agreement concluded with the Republic of Azerbaijan (excluding the citizens of the Republic of Azerbaijan) and their family members.

2.3.     The service card:

2.3.1.  To employees of diplomatic missions, who are holders of service passports, and their family members;

2.3.2.  To employees, working at the representations of the United Nations Organization and its specialized agencies in the Republic of Azerbaijan, who do not possess a UN “Laissez-Passer” (excluding citizens of the Republic of Azerbaijan or persons, who permanently reside in the Republic of Azerbaijan), and their family members;

2.3.3.  To the administrative and technical staff of the representations of international organizations in the Republic of Azerbaijan, who enjoy privileges and immunities according to provisions of the agreement concluded with the Republic of Azerbaijan, but who are not holders of service passports (excluding citizens of the Republic of Azerbaijan and the persons, who permanently reside in the Republic of Azerbaijan), and their family members.

2.4. The card:

2.4.1. To the members of administrative-technical and service staff, citizens of foreign countries, who work at the diplomatic missions, but who are not holders of service or special passports and who at the same time do not enjoy privileges and immunities;

2.4.2. To private servants, who are not members of staff of diplomatic missions;

2.4.3. To the citizens of foreign countries, who permanently reside in the Republic of Azerbaijan and are employees of diplomatic missions, but are not holders of diplomatic and service passports, the citizens of third countries;

2.4.4. To the members of administrative-technical and service staff of diplomatic missions, citizens of the Republic of Azerbaijan.

2.5. The card of honorary consuls:

2.5.1. To the honorary consuls of foreign countries in the Republic of Azerbaijan.

2.5.2. Staff members of diplomatic missions mentioned in this item enjoy privileges and immunities specified in the Vienna Convention on Consular Relations of 1963 with regard to honorary consuls.

2.5.3. Family members of honorary consuls are not accredited.

2.6. In spite of the fact that a member of the diplomatic mission comes under any of the above-mentioned categories by the type of his/her passport and the position held, on the basis of the principle of reciprocity the Ministry has the right to clarify the status of the member of a diplomatic mission and to determine the category of the card to be issued.

2.7. All cards are valid for 2 years.

2.8. The privileges and immunities of the staff members of diplomatic missions are determined in accordance with the Vienna Convention on Diplomatic Relations of 18 April 1961, the Vienna Convention on Consular Relations of 24 April 1963 and other international treaties the Republic ofAzerbaijan is a party to.

3. The issuance of cards

3.1. For the accreditation of the staff members of diplomatic missions the below-mentioned documents should be submitted to the Ministry:

3.1.1. The Verbal Note;

The Verbal Note on the accreditation should be sent within 10 working days after the arrival in the country or the employment. The Note should contain the name, surname, position in the mission and the diplomatic rank (if applicable) of the person to be accredited.

3.1.2. Two (2) color photographs (size 3x4 cm, on the white background);

3.1.3. A copy of pages of the foreign citizens’ passport with basic information on its holder (name, surname, photograph and type of passport), as for the citizens of the Republic of Azerbaijan – a copy of their ID card;

3.1.4. Two (2) copies of the Application For Identity Card (Annex 1) completed in the established order and certified by the seal of the mission and the signature of its head.

3.2. In case the home address is not known at the moment of filling in the Application, the information on it should be submitted to the Ministry by means of a Verbal Note within 15 working days after the address becomes known or is changed.

3.3. In case of the expiry of ID cards or the change of position of ID cards holders the below-mentioned documents should be submitted to the Ministry:

3.3.1. The Verbal Note;

The name, surname, position in the mission and diplomatic rank (if any) of the person to be accredited should be given in the Note;

3.3.2. Two (2) color photographs (size 3x4 cm, on white background);

3.3.3. A copy of the expired or changed ID card;

3.3.4. Two (2) copies of Application For Identity Card (Annex 1) completed in the established order and certified by the seal of the mission and the signature of its head.

3.4. The application concerning the expiry or change of ID cards should be submitted at least within 10 working days before the expiration.

3.5. During the receipt of new ID cards the originals of the expired or changed cards should be submitted to the Ministry.

3.6. In case of a loss, theft or damage of ID cards the below-mentioned documents should be submitted to the Ministry for obtaining the new cards:

3.6.1. The Verbal Note;

The name, surname, position in the mission and diplomatic rank (if applicable) of the person to be accredited and one of the reasons of request (loss, theft or damage) should be given in the Note;

3.6.2. Two (2) color photographs (size 3x4 cm, on white background);

3.6.3. Two (2) copies of the Application For Identity Card (Annex 1) completed in the established order and certified by the seal of the mission and the signature of its head.

3.7. After the respective documents (mentioned in paragraphs 3.1- 3.6)  are officially submitted to the Ministry the ID cards, being prepared within 15 working days, will be issued in the below-mentioned order:

3.7.1. The ID cards are received personally by the members of the diplomatic staff of diplomatic missions or by the authorized diplomat on the basis of the respective Verbal Note of a diplomatic mission;

The ID cards of family members can be received by the head of the family or by the authorized diplomat on the basis of the respective Verbal Note of a diplomatic mission;

3.7.2. The ID cards of members of administrative and technical staff should be received personally by the holders of cards;

The ID cards of their family members can be received by the head of the family;

3.7.3. The service staff of diplomatic missions, private servants, who are not staff members, foreign citizens, who permanently live in Azerbaijan, work at diplomatic missions but are not holders of diplomatic and service passports, the citizens of the third countries personally receive their ID cards;

3.7.4. The ID cards of honorary consuls should be received personally by the holders of cards.

4. The return of ID cards

4.1. The ID cards of the staff members of diplomatic missions should necessarily be returned with the below-mentioned documents to the Ministry within 10 working days after the termination of their activities in the Republic of Azerbaijan or their work at the diplomatic missions:

4.1.1. The Verbal Note;

The name, surname, position in the mission of the person, whose activity is completed, should be mentioned in the Verbal Note.

4.1.2. A copy of the Notification form of departure (Annex 2) completed in the established order and certified by the seal of the diplomatic mission and the signature of the head of mission.

4.2. In case the ID cards are not returned to the Ministry the applications on the accreditation of new members of diplomatic missions will not be considered.

The Protocol Rules on the appointment of military attachés to the Republic of Azerbaijan

          The appointment of military attachés (military, air, naval, police attachés and their assistants) to the Republic of Azerbaijan is carried out through presentation of a Diplomatic Note to the State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan, requesting the consent to the appointment of a military attaché. The Note must contain the following information: name, family name, military rank and the residence of the military attaché. The detailed biography of the military attaché shall be attached to the Note. The biography shall include detailed information on his/her education, the military positions he/she held, the knowledge of foreign languages and the marital status.

          In the Republic of Azerbaijan, the consent to the appointment of a military attaché is provided in accordance with the universally accepted international norms and the existing diplomatic practice. The timing of the approval process is determined on the basis of reciprocity.

          The military attaché is considered to be appointed to this position after the receipt of the consent to his/her appointment. After the consent is received the sending Party submits a Diplomatic Note to the State Protocol Department of the Ministry of Foreign Affairs, requesting an accreditation of the military attaché.

Guidelines on import-export and exploitation of satellite and radio communication equipment by diplomatic missions, consulates and representations of international organizations functioning in the territory of the Republic of Azerbaijan 

1. General provisions

            These guidelines are prepared in accordance with the article 27 of  “Vienna Convention on Diplomatic Relations” of April 18, 1961; the article 35 of  “Vienna Convention on Consular Relations” of April 24, 1963; decisions № 228 and 224 of the Milli Mejlis (Parliament) of the Republic of Azerbaijan of 21 July 1992 “On Accession to the Vienna Convention on Diplomatic Relations” and “On Accession to the Vienna Convention on Consular Relations”; decree № 292 of the President of the Republic of Azerbaijan of 12 September 2005 and decision №22 of the Cabinet of Ministers of the Republic of Azerbaijan of February 1, 2007.

            These guidelines regulate import-export of satellites and other radio communication equipment, permit for their use, grant of radiofrequencies for their use and oversight over their use operated by diplomatic missions, consulates and representations of international organizations (hereinafter referred to as diplomatic missions).     

            According to the legislation of the Republic of Azerbaijan, radiofrequencies for the radio communication equipment in the territory of the Republic is granted under the request of the Ministry of Foreign Affairs of the Republic of Azerbaijan (hereinafter - MFA) by the State Commission on Radiofrequencies (hereinafter - SCR) of the Republic of Azerbaijan; import-export of radio communication equipment and permit for their use by Ministry of Communication and Information Technologies (hereinafter - MCIT) of the Republic of Azerbaijan; registration, documentation and oversight over their use by MCIT’s State Radiofrequencies Department (hereinafter - SRD) provided via MFA according the reciprocity principle.

2. Import-export of and permit for the use of satellites and other radio communication equipment by diplomatic missions functioning in the territory of the Republic of Azerbaijan

            Diplomatic missions shall submit 21 (twenty one) working days in advance a respective note verbale to the State Protocol Department of MFA for obtaining permit for use of satellites and other radio communication equipment, their import into and export from the territory of the Republic of Azerbaijan.     

            The note verbale should include detailed information on a type of radio communication equipment, its technical characteristics, model, number of frequency channels, purpose, date of import into or export from the country, vehicle of transportation, customs post of destination and etc.

            Import-export of satellite and radio communication equipment and their use can only be realized with a permit of MCIT and written consent provided to a diplomatic mission by MFA.

3. Granting radio frequencies, registration and exploitation of satellite and other radio communication equipment operated or planned to be operated by diplomatic missions

            To operate satellites and other radio communication equipment, a diplomatic mission shall submit 15 (fifteen) working days in advance a respective note verbale to the State Protocol Department of MFA with a view to obtain frequency nominals, registration and permit for operating. The note verbale shall contain information on purpose of network, type of radio communication equipment, model, number of frequency channels, width of frequency bands, technical characteristics of technology and equipment to be operated, etc. as well as a questionnaire (Annex  1 or Annex 2)attached to the Guidelines shall be filled in and enclosed to the note.

          Radio frequencies to operate radio communication equipment is provided by SCR, whereas registration of and obtaining permit for frequencies use and granting actual frequency channels is  provided on the basis of a contract  by MCIT’s SRD with a diplomatic mission. If actual radio frequency channels are engaged, other radiofrequency channels can be proposed as a substitute.      

          MCIT’s SRD officially sends to MFA a contract, information on use of actual radiofrequency channels (indicating city, district or a concrete territory) and on payments. After diplomatic missions make payments according to the existing tariffs (Annex 3), MCIT’s SRD formalises in a form of certificate (Annex 4 or Annex 5) operation of radiofrequency and radio communication equipment and submits it to MFA.  Certificates are officially taken by diplomatic missions from MFA.  Certificates are issued for the duration of 1 (one) year and effective only in time of peace.

          Diplomatic missions should organize network in accordance with permit given to them and terms of contract signed with SRD. In case when diplomatic missions do not obtain permit for use of radio frequencies and do not make payments for use radio frequencies, exploitation of those radio communication equipment and use of frequencies can be severed and radio frequencies can be granted to other users. 

The Protocol Rules on the official presentation at the Ministry of Foreign Affairs of chargés d’affaires a.i., heads of representations of international organizations, consuls-general (consuls, vice-consuls, consular agents) and honorary consuls assigned to and with residence in the Republic of Azerbaijan

1. a) The official presentation of chargé d’affaires a.i. of the embassy (embassy office) of a country with residence in Baku at the Ministry of Foreign Affairs of the Republic of Azerbaijan is carried out based on an official diplomatic note addressed to the Ministry of Foreign Affairs of the Republic of Azerbaijan by the Ministry of Foreign Affairs of the country he/she represents.

          Within 5 working days after the chargé d’affaires a.i. arrives in the Republic of Azerbaijan or is appointed (if a staff member of the embassy already functioning in the Republic of Azerbaijan is appointed the chargé d’affaires a.i. for more than two months) the State Protocol Department of the Ministry of Foreign Affairs must be requested a meeting. At the meeting, the chargé d’affaires a.i. should present to the head of the State Protocol Department (or the substituting person) an official note on his/her appointment by the Ministry of Foreign Affairs of the country he/she represents addressed to the Ministry of Foreign Affairs of the Republic of Azerbaijan.

1. b) The official presentation of a head of the representation of an international organization at the Ministry of Foreign Affairs of the Republic of Azerbaijan is carried out only on the basis of the letter of appointment by the head of the international organization he/she represents addressed to the leadership of the Republic of Azerbaijan or the official note of the international organization addressed to the Ministry of Foreign Affairs of the Republic of Azerbaijan.

          Within 5 working days after the head of the representation of an international organization arrives in the Republic of Azerbaijan or is appointed (if a staff member of the representation of an international organization already functioning in the Republic of Azerbaijan is appointed its head) the State Protocol Department of the Ministry of Foreign Affairs should be requested a meeting. At the meeting, the head of the representation of an international organization should present to the head of the State Protocol Department (or the substituting person) the letter of appointment by the head of an international organization addressed to the leadership of the Republic of Azerbaijan or an official note of the organization on his/her appointment addressed to the Ministry of Foreign Affairs of the Republic of Azerbaijan.

          The appointment of chargés d’affaires a.i. to the representations of international organizations is carried out in accordance with provisions set out in item (a) of the present Rules.

1. c) The official presentation of the head of a Consulate-General (Consulate, Vice-Consulate, Consular Agency) in the Republic of Azerbaijan at the Ministry of Foreign Affairs is carried out based on the consular commission (with the full description of its consular district) of the country he/she represents.

          Within 10 working days after the head of a Consulate-General (Consulate, Vice-Consulate, Consular Agency) arrives in the Republic of Azerbaijan, the State Protocol Department of the Ministry of Foreign Affairs must be requested a meeting. At the meeting, the newly appointed consul-general (consul, vice-consul, consular agent) should present the consular commission to the head of the State Protocol Department (or the substituting person).

1. d) The presentation of an honorary consul to the Republic of Azerbaijan at the Ministry of Foreign Affairs of the Republic of Azerbaijan is carried out based on the consular commission of the country he/she represents (with the full description of the consular district).

          Within 10 working days after the arrival of the honorary consul in the Republic of Azerbaijan, the State Protocol Department of the Ministry of Foreign Affairs must be requested a meeting. During the meeting the consular commission is presented to the head of the State Protocol Department (or the substituting person) by the newly appointed honorary consul.

1. e) When the functions or the duration of the mission (appointment) of the chargé d’affaires a.i., head of an international organisation, head of a consulate-general (consulate, vice-consulate, consular agency), honorary consul ends, they must hold a farewell meeting with the head of the State Protocol Department (or the substituting person) and the head of the respective department of the Ministry of Foreign Affairs (or the substituting person).

 On the rent and purchase of the real estate by the diplomatic representations on the territory of the Republic of Azerbaijan

          The rent and purchase of the real estate (buildings, lands and territories) by the diplomatic representations, consulate and representations of international organizations (hereinafter, diplomatic representations) with the aim of placement of their administrative buildings on the territory of the Republic of Azerbaijan are conducted according the following procedure:

1. a) Based on the Legislation of the Republic of Azerbaijan, the sale of the lands on the territory of the country to foreign natural and legal persons is forbidden. As a   principle of reciprocity, the land can be leased to foreign natural and legal persons for the period of 99 years.
2. b) The purchase of buildings (office, apartment, etc.) by the diplomatic representations is conducted based on the principle of reciprocity through the official permission of the Ministry of Foreign Affairs of the Republic of Azerbaijan. In connection with this, the diplomatic representations shall present the following documents regarding the building (office, apartment, etc.), which is planned to be purchased, to the State Protocol Department of the Ministry of Foreign Affairs: 

- Exact address of the building (office, apartments, etc); 

- Notarially certified copy of technical passport of the building (office, apartments, etc); 

- Notarially certified copy of certificate (extract from the real estate registry) of the building (office, apartments, etc);

- Other documents (if needed).

1. c) The rent of the administrative buildings (embassy or representation, consulate, cultural centre, trade representation and etc.) and the residences of the heads of the diplomatic representations with the aim of their placement conducted by the diplomatic representations on the territory of the Republic of Azerbaijan shall be coordinated with the Ministry of Foreign Affairs of the Republic of Azerbaijan. In connection with this, the diplomatic representations shall present the following documents regarding the building (office, apartment, etc.) which are planned to be rented to the State Protocol Department of the Ministry of Foreign Affairs:   

- Exact address of the building (office, apartments, etc); 

- Notarially certified copy of technical passport of the building (office, apartments, etc); 

- Notarially certified copy of certificate (extract from the real estate registry) of the building (office, apartments, etc);

- Other documents (if needed).

1. d) Taking into account that Icheri Sheher is the historical-architectural reserve, the purchase and rent of any real estate in Icheri Sheher shall be coordinated with the Administration of State Historical-Architectural Reserve Icherisheher under Cabinet of Ministers of the Republic of Azerbaijan via the Ministry of Foreign Affairs.

Traveling of the staff of diplomatic missions and honorary consuls accredited in the Republic of Azerbaijan on the territory of the Republic of Azerbaijan

            Staff of the diplomatic missions, consulates and international organizations (further - diplomatic missions), as well as members of their families and honorary consuls accredited in the Republic of Azerbaijan, exercise reciprocal right of free passage on the territory of the Republic of Azerbaijan except territories occupied by Armenia and regions situated along the line of contact between Armenian and Azerbaijani armed forces.

            It is recommended that, before traveling to the borderline areas, staff of diplomatic missions, as well as members of their families and honorary consuls accredited in the Republic of Azerbaijan, consult State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan.

            Before traveling to a region of the Republic of Azerbaijan with the aim to hold official meetings or to participate in official events, staff of diplomatic missions and honorary consuls accredited in the Republic of Azerbaijan are required to address State Protocol Department of the Ministry of Foreign Affairs of the Republic of Azerbaijan seven business days prior to the planned trip in order to facilitate official meetings with representatives of local authorities.

The protocol guidelines on the visits of delegations of foreign countries and international organisations as well as of the non-resident ambassadors accredited to the Republic of Azerbaijan through the Ministry of Foreign Affairs of the Republic of Azerbaijan

1. The visits of delegations headed by Ministers of Foreign Affairs

          1.1. An official visit The dates of the visit are coordinated in advance by means of correspondence with the State Protocol Department of the Ministry of Foreign Affairs (MFA).

          Note: The state bodies of the Republic of Azerbaijan do not receive foreign delegations and official meetings are not held on the days off (on Saturdays and Sundays) and holidays.

          The preparation of the program – in the preparation of the program of visit the written requests of the counterparts on the meetings sent in advance to the State Protocol Department of the Ministry of Foreign Affairs and the recommendations of diplomatic mission of Azerbaijan in that country are taken into account.

           Note: When preparing the program of meetings, one is guided by the principle of mutuality.

          The list of delegation – the complete list of the delegation should be submitted to the State Protocol Department of the Ministry of Foreign Affairs five working days before the visit.

           Note: It is recommended to obtain visas for all members of the delegation at the diplomatic missions of the Republic of Azerbaijan in respective countries.

          Meeting and seeing off – as a rule, heads or deputy heads of respective territorial departments of the Ministry of Foreign Affairs, the ambassador of the Republic of Azerbaijan (chargé d’affaires a.i.) to the country, the ambassador of a country (chargé d’affaires a.i.) to the Republic of Azerbaijan and the officials of the State Protocol Department of the Ministry of Foreign Affairs meet and see off the delegations.

          Note: The ambassador or the chargé d’affaires a.i. of the Republic of Azerbaijan may participate in a visit by the consent of the Minister.

          Accompanying persons – as a rule, during a visit the delegations are accompanied on the Azerbaijani side by the ambassador of the Republic of Azerbaijan (chargé d’affaires a.i.) to the country or a deputy head (head of division) of respective territorial departments of the Ministry of Foreign Affairs and the officials of the State Protocol Department.

          Format of meetings – the visiting delegations participate, as a rule, in official meetings in the following formats:

          – The format of meeting with the President of the Republic of Azerbaijan – coordinated with the President’s Protocol Service;

          – The format of meeting with the Prime Minister of the Republic of Azerbaijan – up to 1 + 5 persons (with an interpreter);

          – The format of meeting with the Chairman of Milli Majlis (Parliament) of the Republic of Azerbaijan – up to 1 + 8 persons (with an interpreter);

          – The format of the meeting with the Minister of Foreign Affairs of the Republic of Azerbaijan – up to 1 + 9 persons (with an interpreter);

          – The format of meetings with other officials is coordinated with the State Protocol Department of the Ministry of Foreign Affairs prior to each meeting.

          Note: At the request of the opposite party, the meetings can be conducted in a tête-à-tête format.

          Wreath-laying ceremony – the ceremonies of wreath-laying on the grave of Heydar Aliyev, the National Leader of Azerbaijan, (Honorary Alley) and the Eternal Fire (Alley of Martyrs) are included without fail in the programs of visits. The Azerbaijani side provides the guard of honour of the National Guard for the ceremonies.

          Note: The wreaths are ordered at the expense of visiting delegations.

          Press conference – in case of the consent of the Azerbaijani side and on the basis of the request of the opposite side, a joint press conference with the participation of foreign ministers of both countries can be organized at the Ministry of Foreign Affairs.

          The official reception – on the basis of the mutuality principle the official reception in honour of the guest is held by the Minister of Foreign Affairs of the Republic of Azerbaijan. An official lunch or an official dinner is organized as an official reception.

          Note: A maximum of 1 + 9 persons of the opposite side (excluding security and media representatives) may participate in the official reception.

          A visit to the regions – at the request of the delegation its visit to the regions of the Republic of Azerbaijan can be organized.

          Placement of flags – The flag of the guest country is raised in front of the VIP lounge at the airport, in front of the building of the Ministry of Foreign Affairs, in the hall of the Ministry of Foreign Affairs, where the negotiations of full delegations are held, and on the VIP vehicle serving the visiting Minister.

          The use of the VIP lounge – on the principle of mutuality the Azerbaijani side ensures meeting and seeing off the delegations through the VIP lounge. In case 3 of limitations on the use of VIP lounges in the visiting delegation country of origin, the Azerbaijani side ensures the use of the VIP lounge only for the official delegation. The VIP lounge is not provided for the members of the delegation, travelling separately from the head of delegation, as well as the accompanying businessmen and media representatives.

          Note: A special room in the VIP lounge is ordered only if the delegation is headed by the Minister.

          Transport – as a rule, the Azerbaijani side provides the delegations with the means of transport on the basis of the mutuality principle in the 1 + 4 format. At the same time, the escort of the visiting minister is accompanied by the State Traffic Police. In some cases, the security officers are provided with special means of transport.

          Note: If there is a written request submitted in advance by the other side, the question of providing the Minister with an armoured car may be considered.

          Expenses for accommodation and meals – as a rule, on the basis of the mutuality principle, in the 1 + 4 format (excluding the security and media representatives) the Azerbaijani side bears the accommodation expenses of the delegations at the guest houses “Azadlyg” or “Respublika”, which belong to the Administrative Department of the President of the Republic of Azerbaijan. On the basis of the mutuality principle, all expenses for meals are paid as regards the Minister (excluding international and mobile telephone calls, caviar and alcoholic beverages produced abroad); as for the other members of the delegation, only expenses for breakfast are paid.

          Regarding presents – on the basis of the mutuality principle, the Ministry of Foreign Affairs may give presents to the head of the delegation and up to 4 official staff members during the visit.

          Note: The exchange of all presents during the visit is carried out by the State Protocol Department of the Ministry of Foreign Affairs.

          Accompanied by the spouse – in case the head of the delegation is accompanied by his/her spouse during the visit, a special program may be prepared for the spouse at the request of the opposite side.

          Note: According to the program, the motor vehicle is assigned to the spouse and he/she is accompanied by an official of the State Protocol Department of the Ministry of Foreign Affairs.

          1.2. A working visit Dates of the visit are coordinated in advance through the State Protocol Department of the Ministry of Foreign Affairs.

          Note: On the days off (on Saturdays and Sundays) and on holidays the foreign delegations are not received by the state institutions of the Republic of Azerbaijan and the official meetings are not held.

          The preparation of the program – during the preparation of the program of visit the written requests of the counterparts on the meetings sent in advance to the State Protocol Department of the Ministry of Foreign Affairs and the recommendations of the diplomatic mission of Azerbaijan in that country are taken into account.

          Note: When preparing the program one is guided by the principle of mutuality in organizing the meetings.

          The list of the delegation – the complete list of the members of the delegation should be submitted to the State Protocol Department of the Ministry of Foreign Affairs in five working days before the visit.

           Note: It is recommended to obtain visas for all members of the delegation at the diplomatic missions of the Republic of Azerbaijan in respective countries.

          Meeting and seeing off – As a rule, heads or deputy heads of respective territorial departments of the Ministry of Foreign Affairs, the ambassador of the Republic of Azerbaijan (chargé d’affaires a.i.) to the country, the ambassador of a country (chargé d’affaires a.i.) to the Republic of Azerbaijan and the officials of the State Protocol Department of the Ministry of Foreign Affairs meet and see off the delegations.

          Note: The ambassador or the chargé d’affaires a.i. of the Republic of Azerbaijan may participate, if necessary, in a visit by the consent of the Minister.

          Accompanying persons – as a rule, during the visit the delegations are accompanied on the Azerbaijani side by the officials of the State Protocol Department of the Ministry of Foreign Affairs.

          Format of meetings – the visiting delegations participate, as a rule, in official meetings in the following formats:

          - The format of meeting with the President of the Republic of Azerbaijan is coordinated with the President’s Protocol Service;

          - The format of meeting with the Prime Minister of the Republic of Azerbaijan – up to 1 + 5 persons (with an interpreter);

           - The format of meeting with the Chairman of Milli Majlis (Parliament) of the Republic of Azerbaijan – up to 1 + 8 persons (with an interpreter);

          - The format of the meeting with the Minister of Foreign Affairs of the Republic of Azerbaijan – up to 1 + 9 persons (with an interpreter);

          - The format of meetings with other officials is coordinated with the State Protocol Department of the Ministry of Foreign Affairs prior to each meeting.

          Note: At the request of the opposite party, the meetings can be conducted in a tête-à-tête format.

          Wreath-laying ceremony – at the request of the opposite side, the ceremonies of wreath-laying on the grave of Heydar Aliyev, the National Leader of Azerbaijan (Honorary Alley) and the Eternal Fire (Alley of Martyrs) can be included in the programs of visits.

          Note: The Azerbaijani side may provide the guard of honour of the National Guard for the ceremonies. The wreaths are ordered at the expense of visiting delegations.

          Press conference – in case of the consent of the Azerbaijani side and on the basis of the request of the opposite side, a joint press conference with the participation of foreign ministers of both countries can be organized at the Ministry of Foreign Affairs.

          The working lunch or dinner – the Minister of Foreign Affairs of the Republic of Azerbaijan may give working lunch or working dinner for the guest.

          Placement of flags – The flag of the guest country may be raised in the hall of the Ministry of Foreign Affairs, where the negotiations of full delegations are held, and on the VIP (main) vehicle serving the visiting Minister.

          The use of the VIP lounge – on the principle of mutuality the Azerbaijani side ensures meeting and seeing off the delegations through the VIP lounge. In case of limitations on the use of VIP lounges in the visiting delegation country of origin, the Azerbaijani side ensures the use of the VIP lounge only for the official delegation. The VIP lounge is not provided for the members of the delegation, travelling separately from the head of delegation, as well as the accompanying businessmen and media representatives.

          Note: A special room in the VIP lounge is ordered only if the delegation is headed by the Minister.

          Transport – as a rule, the Azerbaijani side can provide the delegations with only one vehicle on the basis of the mutuality principle. At the same time, the escort of the visiting minister is accompanied by the State Traffic Police. In some cases, the security officers are provided with special means of transport.

          Note: In case of a written request submitted in advance by the opposite side, the question of providing the Minister with an armoured car may be considered.

          Expenses for accommodation and meals – as a rule, on the basis of the mutuality principle, in the 1 + 2 format (excluding the security and media representatives) the Azerbaijani side can bear the accommodation expenses of the delegations at the guest houses “Azadlyg” or “Respublika”, which belong to the Administrative Department of the President of the Republic of Azerbaijan. 6 On the basis of the mutuality principle, all costs of meals are paid as regards the Minister (excluding international and mobile telephone calls, caviar and alcoholic beverages produced abroad); as for the other members of the delegation only expenses for breakfast are paid.

          Note: If the Minister of Foreign Affairs of any country pays a visit to the Republic of Azerbaijan in the capacity of the chairman-in-office or a representative of an international organization (the OSCE, the European Union, the Council of Europe, etc.), then the expenses for the accommodation and meals are not paid.

          Regarding presents – the exchange of presents is not planned.

          1.3. A transit visit The dates of the visit are coordinated in advance by means of correspondence with the State Protocol Department of the Ministry of Foreign Affairs.

          Note: The state bodies of the Republic of Azerbaijan do not receive foreign delegations and official meetings are not held on the days off (on Saturdays and Sundays) and holidays.

          The preparation of the program – in the preparation of the program of visit, the written requests of the counterparts on the meetings sent in advance to the State Protocol Department of the Ministry of Foreign Affairs and the recommendations of diplomatic mission of Azerbaijan in that country are taken into account.

          Note: When preparing the program of meetings one is guided by the principle of mutuality.

          The list of the delegation – the complete list of the members of the delegation should be submitted to the State Protocol Department of the Ministry of Foreign Affairs five working days before the visit.

          Note: It is recommended to obtain visas for all members of the delegation at the diplomatic missions of the Republic of Azerbaijan in respective countries.

          Meeting and seeing off – As a rule, the deputy head or the head of section of respective territorial departments of the Ministry of Foreign Affairs, the ambassador (chargé d’affaires a.i.) of that country to the Republic of Azerbaijan and the officials of the State Protocol Department of the Ministry of Foreign Affairs meet and see off the delegations.

          Accompanying persons – as a rule, on the Azerbaijani side during a visit the officials of the State Protocol Department of the Ministry of Foreign Affairs accompany the delegations.

          Organisation of meetings – At the request of the opposite side, the meetings of the delegation can be organized. The format of participation of the visiting delegations in the meetings is determined by the State Protocol Department of the Ministry of Foreign Affairs.

          Press conference – in case of the consent of the Azerbaijani side, at the request of the opposite side, a joint press conference with the participation of the Ministers of Foreign Affairs of the two countries can be organized.

          The working lunch or dinner – the Minister of Foreign Affairs of the Republic of Azerbaijan may give working lunch or working dinner for the guest.

          Placement of flags – the flag of the guest country can be raised on the VIP (main) vehicle, serving the visiting minister.

          The use of the VIP lounge – on the basis of the principle of mutuality, the Azerbaijani side ensures meeting and seeing off the delegations through the VIP lounge. In case of limitations on the use of VIP lounges in the visiting delegation country of origin, the Azerbaijani side provides the VIP lounge only for the official delegation. The VIP lounge is not provided for the members of the delegation, travelling separately from the head of delegation, as well as the accompanying businessmen and media representatives.

          Note: A special room in the VIP lounge is ordered only if the delegation is headed by the Minister.

          Transport – as a rule, the Azerbaijani side can assign only one vehicle by the mutuality principle. At the same time, the escort of the visiting minister is accompanied by the State Traffic Police. In some cases, the security officers are provided with special means of transport.

          Note: If there is a written request submitted in advance by the other side, the question of providing the Minister with an armoured car may be considered.

          1.4. A visit in order to participate in international events and conferences held in the Republic of Azerbaijan The dates of the visit are coordinated in advance by means of correspondence with the State Protocol Department of the Ministry of Foreign Affairs.

          The preparation of the program – the program of visit is prepared in accordance with the program of the event or the conference.

          Note: The organisation of additional meetings off the program is considered on the basis of a separate request.

          A list of the delegation – the complete list of the members of the delegation should be submitted to the State Protocol Department of the Ministry of Foreign Affairs ten working days before the visit.

          Note: It is recommended to obtain visas for all members of the delegation at the diplomatic missions of the Republic of Azerbaijan in respective countries. Meeting and seeing off is determined, as a rule, in accordance with organisational issues of the event or the conference.

          Accompanying persons – as a rule, during a visit the delegations are accompanied on the Azerbaijani side by the officials of the Ministry of Foreign Affairs.

          Placement of flags – the flag of the guest country can be raised on the VIP (main) vehicle, serving the visiting minister.

          The use of the VIP lounge – on the basis of the principle of mutuality, the Azerbaijani side ensures meeting and seeing off the delegations through the VIP lounge. In case of limitations on the use of VIP lounges in the visiting delegation country of origin, the Azerbaijani side provides the VIP lounge only for the official delegation. The VIP lounge is not provided for the members of the delegation, travelling separately from the head of delegation, as well as the accompanying businessmen and media representatives.

           Note: A special room in the VIP lounge is ordered only if the delegation is headed by the Minister.

          Transport – as a rule, the transport is determined in accordance with organisational issues of the event or the conference.

          Note: If there is a written request submitted in advance by the other side, the question of providing the Minister with an armoured car may be considered.

          Expenses for accommodation and meals – as a rule, they are determined in accordance with organisational issues of the event or the conference.

             1.5. A private visit

          During the private visit in accordance with the request of the opposite side the security officers can be assigned and the VIP lounge can be ordered for the Minister on the basis of mutuality principle.

2. Visits of delegations headed by Deputy Ministers of Foreign Affairs Dates of the visit are coordinated in advance with the Ministry of Foreign Affairs by correspondence.         

          Note: The state bodies of the Republic of Azerbaijan do not receive foreign delegations and official meetings are not held on the days off (on Saturdays and Sundays) and holidays.

          Preparation of the program – during the preparation of the program, the written request on the meetings submitted by the counterparts in advance and the recommendations of the Azerbaijani diplomatic mission to that country are taken into consideration.

          Note: When preparing the program, one is guided by the mutuality principle as regards the organisation of meetings.

          The list of delegation – the complete list of the members of the delegation should be submitted to the State Protocol Department of the Ministry of Foreign Affairs five working days before the visit.

          Note: It is recommended to obtain visas for all members of the delegation at the diplomatic missions of the Republic of Azerbaijan in respective countries.

           Meeting and seeing off – as a rule, on the Azerbaijani side a representative of the respective department of the Ministry of Foreign Affairs may participate, on the basis of mutuality principle, in meeting and seeing off the delegations.

          Accompanying persons – as a rule, on the basis of the mutuality principle, during a visit, the delegations are accompanied on the Azerbaijani side by the officials of the respective departments of the Ministry of Foreign Affairs.

          The format of meetings – the format of participation of the visiting delegations in the official meetings is coordinated in advance with the respective department of the Ministry of Foreign Affairs.

          Note: At the request of the counterparts the meetings can be held in a tête-à-tête format.

          The ceremony of laying a bunch of flowers – at the request of the opposite side, the ceremonies of laying a bunch of flowers on the grave of Heydar Aliyev, the National Leader of Azerbaijan (Honorary Alley) and the Eternal Fire (Alley of Martyrs) can be included in the program of visit.

          Note: The bunch of flowers is ordered at the expense of the visiting delegations.

          Press conference – in case of the consent of the Azerbaijani side, at the request of the opposite side, a joint press conference with the participation of the Deputy Ministers of Foreign Affairs of the two countries can be organized.

          Lunch or dinner – The Deputy Minister of Foreign Affairs can hold a lunch or a dinner for the guest.

          Note: The opposite side may participate in lunch or dinner in the format of maximum 1 + 4 persons (excluding the security officers and media representatives).

          The use of the VIP lounge – on the basis of the principle of mutuality the Azerbaijani side ensures meeting and seeing off the delegations through the VIP lounge free of charge in the 1 + 2 format. The VIP lounge is not provided for the members of the delegation, travelling separately from the head of delegation, as well as for the accompanying businessmen and media representatives.

          Note: A special room in the VIP lounge is ordered only if the delegation is headed by the Minister.

          Transport – as a rule, on the basis of the mutuality principle, the Azerbaijani side can assign one vehicle to the delegations.

          Note: The delegations can order additional vehicles through the “Azdipservis” company.

          Expenses for accommodation and meals – as a rule, on the basis of the mutuality principle, in the 1 + 2 format (excluding the security officers and media representatives) the Azerbaijani side can bear the accommodation expenses of the delegations at the guest houses “Azadlyg” or “Respublika”, which belong to the Administrative Department of the President of the Republic of Azerbaijan. As concerns the expenses for meals the Azerbaijani side bears the costs of breakfast.

          Regarding presents – during the visit, on the basis of the mutuality principle, the Ministry of Foreign Affairs may make a present to the head of delegation.

3. Visits of the delegations of the Ministries of Foreign Affairs (at the level of heads of departments, divisions and sections) Dates of the visit are coordinated in advance with the Ministry of Foreign Affairs.

           Note: The state bodies of the Republic of Azerbaijan do not receive foreign delegations and official meetings are not held on the days off (on Saturdays and Sundays) and holidays.

          Preparation of the program – during the preparation of the program, the written request on the meetings submitted by the counterparts in advance and the recommendations of the Azerbaijani diplomatic mission to that country are taken into consideration.

          Note: When preparing the program, one is guided by the mutuality principle as regards the organisation of meetings.

           The list of the delegation – the complete list of the delegation that will pay a visit should be submitted to the Ministry of Foreign Affairs five working days in advance.

          Note: It is recommended to obtain visas for all members of the delegation at the diplomatic mission of Azerba