TICAD

MINISTERIAL MEETING
(TOKYO, 24-25 August 2024)
Administrative Note
for African Delegation
Secretariat for TICAD
As of 08 July 2024

Contents

1. Introduction.......................................................................................................................................................... 1
2. Date and venue .................................................................................................................................................... 1
3. Composition of delegations ............................................................................................................................... 1
4. Accommodation .................................................................................................................................................. 1
4.1. The African Head of Delegation.......................................................................................................................... 2
4.2. Other delegates ................................................................................................................................................... 2
5. Airline tickets ....................................................................................................................................................... 2
5.1. The African Head of Delegation (spouse not included) .................................................................................... 2
5.2. Other delegates ................................................................................................................................................... 3
6. Registration and accreditation ........................................................................................................................... 4
6.1. Registration - overview ....................................................................................................................................... 4
6.2. Online registration .............................................................................................................................................. 4
6.3. Accreditation ....................................................................................................................................................... 4
7. Health ................................................................................................................................................................... 4
8. Visa ....................................................................................................................................................................... 5
9. Transport.............................................................................................................................................................. 5
10. Assistance at the airport ..................................................................................................................................... 5
11. Safety and security.............................................................................................................................................. 6
12. The use of bilateral meeting rooms ................................................................................................................... 7
13. Media .................................................................................................................................................................... 7
14. Working languages ............................................................................................................................................. 8
15. Important addresses ........................................................................................................................................... 8
1. Introduction

This Administrative Note is prepared in the context of the TICAD Ministerial Meeting, which
will take place in TOKYO, JAPAN on 24 and 25 August 2024.

The guidelines included in this Administrative Note provide participants with logistical
information, regarding accommodation, accreditation, transport arrangements and so on.

2. Date and venue

The TICAD Ministerial Meeting is to be held on 24 and 25 August 2024 at Hotel New Otani
Tokyo (4-1, Kioi-cho, Chiyoda-ku, Tokyo, Japan, https://www.newotani.co.jp/en/tokyo/)
and will be preceded by a Senior Officials’ Meeting (SOM) which will take place on 23
August 2024.

The official invitation period for all Heads of Delegation will be from 23 August to 26 August
2024 (within 4 (four) days / 3 (three) nights). If the Head of Delegation is supposed to
participate in the related events on 23 August, the offered invitation period may be
extended from 22 August.

3. Composition of delegations

Four (4) delegates, including the Head of Delegation (1+3), will represent each African
country’s delegation in the Plenary Sessions. The Head of Delegation is expected to be
Ministerial level.

4. Accommodation

The designated hotel for the Heads of Delegation is:

Hotel New Otani Tokyo (the venue of this meeting)
https://www.newotani.co.jp/en/tokyo

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4.1. The African Head of Delegation

The Government of Japan will reserve and cover the room charge only for the Head of
Delegation. Please note that the accommodation cost covers only room charges, which
means that other charges including meal charges and communication fee need to be borne
by African delegations. Kindly note that the Government of Japan will NOT cover room
charges for the Head of Delegation if he/she prefers not to stay in the designated hotel
and stay in other hotels.

4.2. Other delegates

Kindly note that 3 rooms are allocated for each countries’ delegate in Hotel New Otani
Tokyo. Please make registration by 19 July. If more than 3 rooms are required, please
contact registration office ([email protected]).

Other delegates are responsible for their own accommodation bookings. Bookings for the
above-mentioned designated hotel should be made by each delegate through the
reservation site.

Reservation On-line Form (Please use your ID and Password to log in)
https://amarys-jtb.jp/ticad2024-reg/

Room Price Single room for delegate (26㎡-36㎡)

: JPY 44,000 (per night, per room, Breakfast and tax included)

5. Airline tickets

5.1. The African Head of Delegation (spouse not included)

A. Flight arrangements and criteria for payment of travel expenses

a) Japan will cover simple round-trip discounted business airfare between African capitals
and Tokyo on a reasonable route (itinerary changeable and cancelable). Flights should, in
principle, arrive in Japan (Tokyo) on Friday, August 23 and depart from Japan (Tokyo) on
Monday, August 26 at the longest.
b) Fees incurred due to schedule changes or cancellations or expenses for upgrades shall

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be borne by the government of each country.
c) In the case of travel to/from Tokyo via a third country due to business or other reasons,
the maximum amount of reimbursement shall be the amount indicated in a) above.
However, if the actual cost is less expensive, the actual cost will be paid.
d) If the traveler must stay overnight due to flight connections on a reasonable route, the
Japanese side will pay for the hotel accommodations arranged by the airline or equivalent,
but not more than one night per round trip. The hotel class shall be a single room or a twin
room for single use, and if a hotel of a higher class is requested, the full amount shall be
borne by the government of each country.

B. Arrangements
In principle, all flight arrangements (reservations, ticketing, schedule changes, and
payment) shall be made by the Japanese diplomatic mission abroad. However, in the case
of flights via a third country, when an upgrade is requested, or for overnight stays at
thetransit country, the government of each country will make the various arrangements
(reservations, ticketing, itinerary changes, and payment), and payment of the base amount
indicated in A. a) above will be made only after documentary evidence is submitted to the
Japanese diplomatic mission abroad at a later date.

C. Other
In the event of a change in flight, regardless of whether it is arranged by a Japanese
diplomatic mission or by the government of the country, the change must be reported to
the Secretariat for TICAD immediately.

Please contact the respective Japanese missions overseas for further information.

5.2. Other delegates

Please note that, for other delegates, the Government of Japan will NOT arrange their
flights or bear any costs.

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6. Registration and accreditation

6.1. Registration - overview

Registration will be undertaken by the Government of Japan. Delegates attending the

meeting are requested to register online by 26 July at the latest. Delegates who fail to
register online will NOT be able to attend the Ministerial Meeting.

6.2. Online registration

(1) Go to the URL https://amarys-jtb.jp/ticad2024-reg/

(2) Please see “registration instruction” for detail.

6.3. Accreditation

The Government of Japan will issue accreditation badges for the meeting.
Please note that those who do not have appropriate accreditation badges will not be
allowed to enter the venue of the meeting.
The accreditation badges for the participants will be handed over at MOFA as follows:
19 August (Mon) : 09:00 -12:00 / 14:00-17:00 at the main entrance of the MOFA

Each delegation must appoint a delegate to collect the accreditation badges for all the
members of the delegation. In this process, the appointed delegate (the embassy staff or
the person in charge) must present a valid personal identification document (ID or
Passport) at the desk.

Please note that failing to fill up all necessary information might cause inconvenience to
your delegation.

7. Health
An appropriate travel insurance coverage is strongly recommended for all participants.
https://www.jnto.go.jp/emergency/eng/mi_guide.html

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8. Visa

All participants requiring visas to enter Japan will be responsible for obtaining them before
arriving at Japan. Please ensure to obtain visas in advance at Japanese missions overseas.
Entry visas are NOT issued at any Japanese airports on arrival.

9. Transport

The Government of Japan will provide each Head of African Delegation a vehicle with car
pass which can accommodates 10 people including the driver and the liaison officer.
This vehicle will be provided to the Head of African Delegation during the official invitation
period for official functions, including arrival and departure at Haneda / Narita International
Airports.

Other delegates, who arrive or depart separately from their Head of Delegation are advised
to make their own transport arrangement, including public transportation.

Two other car passes could be provided by submitting a request to the Secretariat for TICAD
by 26 July 2024 in case other delegates arrange their own vehicles. The passes will be
handed over at the same time and place as accreditation badges are issued. Please note
that it is necessary to register car information (car registration number, make, model, and
color) to obtain the car passes. For further information, please contact the Secretariat for
TICAD.

10. Assistance at the airport

At Haneda / Narita International Airports, the Secretariat for TICAD will provide assistance
to the Heads of African Delegation as follows.

The Heads of African Delegation will be escorted by a designated liaison officer.

Delegation members’ passports and luggage must be handled by members of
delegation/embassy with the assistance of the Secretariat for TICAD.

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Exemption of personal information provision such as fingerprints and facial photo at
immigration will be implemented by the Secretariat for TICAD as long as all necessary
information is registered on-line by 26 July.

No ceremonial activities will be held at any airport in Japan.

Kindly note that the security screening before the departure from Japan cannot be
exempted to abide by international regulations to ensure aviation security. If a delegation
wishes to request special arrangement, please make a request to the airline company
directly as there may be a possibility of exemption at the discretion of the airline company.

11. Safety and security

The Government of Japan will be responsible for security measures during the meeting
period.

(1) Firearms

All delegations are reminded that carrying of firearms by security officers accompanying
delegations is NOT permitted under Japanese law.

In case there is a strong need of firearms before or after the stay in Japan, the delegations
must deposit these firearms at the arriving airport. The firearms will be securely kept by
the Government of Japan until the holders’ departure from Japan.

For the above-mentioned procedure, please contact the S e c r e t a r i a t f o r TICAD well

in advance.

(2) Communications Equipment

In case a delegation needs to carry radio communications equipment, the respective

Government should obtain the “Radio communications equipment license” through the
Secretariat for TICAD by 26 July 2024. For further information, please contact the
Secretariat for TICAD.

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12. The use of bilateral meeting rooms

The Secretariat for TICAD will provide bilateral meeting rooms for African Delegations at
Hotel New Otani (the venue of the meeting) based on the availability. To reserve the bilateral
meeting rooms, On-line registration system will be opened by the end of July. The
Secretariat will contact the contact person in due course.

Please note that the reservation of the rooms will be on a first come, first served basis.

Please specify both parties concerned to avoid confusion.

13. Media

Media is welcomed to cover the opening and closing sessions, the photo session as well
as the joint press occasion. As official photographers are considered as a member of
delegation, it is necessary for them to be registered with the other delegation members.

Those who wish to cover the meeting, should register online by 7 August 2024. And
obtain appropriate visa from the Japanese missions overseas. The media registration
site will open by the 3rd week of July and the Secretariat will inform contact person in due
course.

Media who is accompanying official delegation, please register from https://amarys-

jtb.jp/ticad2024-reg/. Registration instruction will be sent to contact person of each
delegation.

Please ensure to obtain visas in advance because Entry visas are NOT issued at any
Japanese airports on arrival. For further information about visa, please contact the nearest
Japanese missions overseas.

The press working room with internet connection will be available inside the meeting venue
on the ground floor. Details of the program and content of the meeting will be made
available in the room.

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14. Working languages

The floor language is Japanese. Simultaneous interpretation is available in Japanese-

English, Japanese-French, Japanese-Portuguese, Japanese-Arabic, and Japanese-
Spanish.

15. Important addresses

Inquiry for : registration and accommodation

E-mail : [email protected]

Inquiry for : Media

E-mail : [email protected]

Inquiry for : Bilateral Meeting Rooms

E-mail : [email protected]

Inquiry for : Other matters (Secretariat for TICAD)

E-mail : [email protected]