Arrival and Departure Procedures

Airport

Representatives of the Protocol of the Belgian Ministry of Foreign Affairs and Liaison Officers will be at the Brussels International Airport to welcome and bid farewell to the Heads of State and Government/Heads of Delegation and the delegations.

Arrival and departure by commercial flights

Delegations are requested to communicate their flight numbers and arrival/departure time by September 25 to Nicolas.Gerard@diplobel.fed.be.

Upon arrival and departure, access to VIP facilities at the airport is reserved for the Head of State and Government/Head of Delegation and 6 delegation members (preferably those being granted a red-white floater badge).

A motorcade is organized for the Head of State and Government/Head of Delegation and 6 delegation members (preferably those granted a red-white floater badge) between airport and hotel. One Embassy car can be inserted into the motorcade.

Remaining delegation members proceed upon arrival to the airport exit through customs and luggage collection area, before being welcomed by the Mobility Team for their transportation to the respective hotels. For departure, delegation members should be present at the airport 2 hours before scheduled take-off to complete all formalities.

For further details on procedures:
Tom.Goris@brusselsairport.be

+32 (0)2 753 68 09

For further details on VIP facilities:
Sylvie.Wuiame@brusselsairport.be

+32 (0)2 753 45 04
Danielle.Piens@diplobel.fed.be

+32 (0)2 501 86 57

Arrival and departure by government flights

Request for diplomatic clearance should be sent by September 25 by verbal note to the Direction of International Transportation Policy at the Belgian Ministry of Foreign Affairs, with copy (preferably by e-mail) to Nicolas.Gerard@diplobel.fed.be.

Detailed information on the number and type of aircraft(s), flight plan on arrival and departure, total number and list of passengers and number of luggage should be sent by September 25 to Nicolas.Gerard@diplobel.fed.be.

Allocation of parking space for aircrafts is done by the airport authorities of the Summit Host, according to type and arrival schedule of aircrafts.

For further details on procedures:
Tom.Goris@brusselsairport.be

+32 (0)2 753 68 09
Anne.Blume@abelag.be

+32 (0)2 720 58 80

A motorcade is organized for the Head of State and Government/Head of Delegation and 6 delegation members (preferably those granted a red-white floater badge) between airport and hotel. One Embassy car has access to the tarmac for welcoming and can be inserted into the motorcade. Remaining delegation members are transported to hotels by coach.

Each delegation arriving from a non-Schengen country should appoint an immigration coordinator. Upon arrival, the immigration coordinator presents all passports to the immigration authorities. Passports are returned to the immigration coordinator after completion of entry formalities.

For departure, delegation members should be present at the airport 2 hours before scheduled take-off to complete all formalities.

General contact: Brussels International Airport: Tel: 0900 700 00.

 

Railway stations

Representatives of the Protocol of the Belgian Ministry of Foreign Affairs and Liaison Officers are present at the Gare du Midi to welcome Heads of State and Government/Heads of Delegation travelling by train (Thalys/Eurostar).

Delegations are requested to communicate their train schedules (arrival and departure) by September 25 to Nicolas.Gerard@diplobel.fed.be.

If needed, access to a VIP lounge can be organized.

A motorcade is organized for the Head of State and Government/Head of Delegation and 6 delegation members (preferably those granted a red-white floater badge) between train station and hotel. One Embassy car can be inserted into the motorcade.

For further details:
Frankie.Christiaens@b-rail.be

+32 (0)2 224 58 21