Accreditation

Delegations are asked to register at the latest by 24 September 2010 using the online accreditation system. For security reasons the user name and password necessary to access the accreditation website have been provided in printed version to the Embassies to the Kingdom of Belgium.

Heads of State and Government/Heads of Delegation receive a lapel pin that gives unlimited access to the Security Area and to the official summit venues.

Official members of delegation are issued a personal and non-transferable nominative ASEM 8 Summit badge. Each delegation can obtain up to 50 of them. However, please note that this badge alone does not allow access to the Security Area.

A combination of this personal and non-transferable nominative badge with a transferable colored floater badge is necessary to access the Security Area for the summit activities, including for bilateral meetings in the Royal Palace prior to the start of the summit.

Rules on access to summit venues

The access to summit venues is available to a limited number of members of delegation as follows:

  • For access specifically to the Royal Palace (Red zone), which hosts the meetings between Heads of State and Government/Heads of Delegation:
    • 1 lapel pin for the Head of State and Government/Head of Delegation;
    • 6 transferable red-white floater badges for members of delegation. These are either marked ‘D’ for delegates, or ‘S’ for (maximum 1) security officer, or ‘M’ for (maximum 1) messenger. The three high-level members of delegation designated to take part in the Opening and Closing Ceremonies have to wear, in addition, the specific plain red floater badge;
    • If confirmed by the Summit Host, a limited number of transferable red-white floater badges for authorized interpreters of the delegation (badges marked by the letter ‘I’);
  • For access specifically to the Palace of the Academies (Blue zone), which accommodates the office space for the delegations:
    • 12 transferable blue-white floater badges for members of delegation (badges identified by the letter ‘D’), among which maximum 3 security officers (badges identified by the letter ‘S’);
  • For access specifically to the Square Brussels Meeting Centre (Yellow zone), where the Media Centre is located and which hosts national and international press:
    • 10 transferable yellow-white floater badges for the press service of the delegation.

The Red, Blue and Yellow zones are all located in the Security Area.

Delegation members wearing red-white floater badges have access also to the Blue and Yellow zone. Delegation members wearing blue-white floater badges have access also to the Yellow zone. Delegation members wearing yellow-white floater badges have access only to the Yellow zone.

While lapel pins and non-transferable nominative badges are strictly for personal use and cannot be exchanged, the red-white, blue-white and yellow-white badges allocated to each delegation may be exchanged among members of the same delegation to be able to access in succession the various summit venues. Please note that all floater badge exchanges among delegates must take place outside the premises for which the floater badges apply.

Lapel pins, badges and floater badges must be carried visibly at all times in the Security Area and within the summit venues. Please note that delegates and media representatives may be requested to produce a proof of identity (national passport or ID card) at any time while in the Security Area.

Any staff member of the ASEM partner Embassies in Brussels who would need access to the Security Area around the Royal Palace and the Palace of the Academies must be registered as a member of the ASEM 8 delegation. He must also wear a personal and non-transferable nominative badge in combination with a red-white, blue-white or yellow-white floater badge to gain access to the Security Area.

Weapon permits and/or authorizations for radiofrequencies for armed security officers (badges marked ‘S’) accompanying Heads of State and Government/Heads of Delegation should be requested from the Protocol Division of the Belgian Ministry of Foreign Affairs through diplomatic channels ahead of the ASEM 8 Summit.

During the summit’s proceedings, access for media representatives to the Royal Palace is possible only via audiovisual groups, for specific events of the program and under supervision of the Summit Host Press Service. Group badges are issued in each case (for more details, cf. infra: Media Guide).

Distribution of the lapel pin, badges and floater badges

Lapel pins for the Heads of State and Government/Heads of Delegation and for their respective partners are distributed by each delegation’s Liaison Officer upon arrival in Belgium prior to the summit.

Badges and floater badges for the delegations are distributed through the bilateral Embassies in Brussels or by each delegation’s Liaison Officer upon arrival in Belgium prior to the summit, depending on the wishes of the Embassy concerned.

Last-minute accreditation badges can be collected during the summit at the Accreditation Lounge of the Egmont Palace (Kleine Zavel, 8bis, Place du Petit Sablon), located within 500 meters from the entrance of the Security Area.

In case of loss of a personal and non-transferable nominative badge, the delegate who lost his/her badge should go to the Accreditation Lounge where a new badge can be issued upon reporting the loss to a police officer present at the Accreditation Lounge.

Please note that under no circumstances additional red-white, blue-white, yellow-white or plain red floater badges will be issued in addition to the original quotas allocated to the delegations.

The following helplines are available:

Phone: +32 78 05 40 41
E-mail: delegations@presidency2010.be ; media@presidency2010.be