The State Protocol will designate a Protocol Officer to be responsible for arranging the visit to Latvia. It is advisable that the Embassy also designates one person to liaise with the Protocol Officer.
Lists of Participants
To facilitate seating and transportation arrangements, lists should be submitted to the State Protocol as early as possible indicating the participants of meetings and other events. The list of the delegation should include the following: full name, title and order of precedence.
The State Protocol shall be notified as to what language the VIP prefers to speak during official meetings and whether an interpreter is required or if the guest is bringing an interpreter.
- VIP lounge: the State Protocol is responsible for booking the VIP lounge at the Airport.
- Passports and luggage: A member of the visiting delegation shall be designated to collect passports and luggage tags prior to landing in Latvia and should be able to hand them over to the Latvian protocol officer in charge at the airport upon arrival and departure. A member of the Embassy staff or a designated member of the delegation should assist with luggage handling on arrival and departure. The visiting side is kindly asked to prepare special luggage tags with the national flag and the name of the delegation member on it, to make the organisation of logistics easier.
- Special flights: An application for over flight and landing permission for the aircraft must be submitted by the Embassy concerned to the State Protocol at least a week before arrival. The Embassy is responsible for making all the necessary arrangements regarding the flight. The same applies to booking a hotel and arranging transportation for the crew of the aircraft.
The Latvian side provides transport for the VIP, his or her spouse and the official delegation according to the table
If the number of persons of the delegation significantly exceeds the number officially stated, it is the responsibility of the relevant Embassy to cover expenses for the rest of the delegation. Journalists accompanying the delegation use vehicles provided by the Embassy, however, the State Protocol will render assistance if requested.
For VIPs and official delegations hotel reservations will be made by the State Protocol.
Security provisions during the visit are the responsibility of the Latvian Government. Security officers of the visiting state escorting the VIPs are requested to respect the regulations of the Republic of Latvia concerning firearms.
Accompanying bodyguards of the VIP must be identified well in advance, and the following information shall be submitted to the State Protocol: full name, passport number, ID number, date and place of birth. If the bodyguards are armed, full details must be provided concerning any firearms to be brought into Latvia, specifically: type and number of firearms, quantity and calibre of ammunition.
If the security officials accompanying VIP wish to bring along communication equipment, the frequencies and the capacity of radio equipment must be notified in advance to the State Protocolproviding the number and type of transmitters, the required and reserve operating frequency, the period of time for which the permit is needed.
Dietary Restrictions or Preferences
Any dietary restrictions of the VIP or any other member of the official delegation, as well as particular preferences or any other information which might be useful, should be submitted to the State Protocol in advance.
Emergency medical care for the VIP and spouse is provided during their stay in Latvia. In order to make all the necessary arrangements, the State Protocol requests the following information and details to be submitted as early as possible prior to the visit:
- blood group of the VIP and his or her spouse;
- information regarding any special health precautions to be taken by the VIP;
- any other special information that needs to be taken into account during the State Visit.
EXCHANGE OF GIFTS AND DECORATIONS DURING VISITS
Exchange of Gifts and Decorations during State Visits and Official Visits
The visiting Head of State and the President of the Republic of Latvia usually exchange gifts during State and Official visits, if the Protocol services of both states have agreed about it in advance.
The exchange of gifts may be done directly or indirectly.
Direct exchange of gifts is practised between the Heads of States during State and Official Visits.
The official delegations exchange gifts indirectly, i.e, through the Protocol.
The spouses of the Head of State of the guest country and the President of the Republic of Latvia, the aides-de-camps of the host and guest countries, heads of the relevant Presidential protocol of both states, and the official press may attend the ceremony.
Other categories of visits do not foresee the exchange of gifts as an essential requirement of Protocol. The State Protocol takes this opportunity to issue a reminder that in all cases the exchange of gifts should be initiated by the visiting state.
In the case of a State Visit an exchange of State Decorations may be arranged on the bases of mutual agreement of both parties.
Exchange of gifts between Heads of Government and Ministers of Foreign Affairs during official visits
Exchange gifts during the Official visits of the Heads of Government and Ministers of Foreign Affairs is traditionally carried out indirectly, i.e. through the Protocol.
Information about any other appointments arranged by the Embassy which have to be included into the programme shall be submitted to the State Protocol in advance. This should also contain information about any sightseeing that is scheduled or requested etc.
Programme for accompanying spouse
The State Protocol will be pleased to arrange a separate programme for the official guest’s accompanying spouse during State and Official Visits. The State Protocol would appreciate being informed about his or her special interests as early as possible. A Protocol Officer will be designated to take responsibility of the programme.