Updated as of February 12, 2016 13.

00 GMT+7

THE 5TH EXTRAORDINARY OIC SUMMIT ON PALESTINE

AND AL-QUDS AL-SHARIF

ADMINISTRATIVE ARRANGEMENTS

Jakarta, 6 - 7 March 2016

INDONESIA

Updated as of February 12, 2016 13.00 GMT+7

ADMINISTRATIVE ARRANGEMENTS
The 5 Extraordinary OIC Summit on Palestine and Al-Quds Al-Sharif
th

1. INTRODUCTION
The Government of the Republic of Indonesia welcomes all delegates to the 5th
Extraordinary OIC Summit on Palestine and Al-Quds Al-Sharif.
The Summit will be convened in response to the urgent and persistent worrying situation in
Al-Quds Al-Sharif. It is expected that the Summit will produce breakthrough approaches and
strategy to counter the continuous illegal occupation and apartheid policies by the Israeli
government, as well as to advance the peace process and to resolve the situation in AlQuds Al-Sharif affecting not only the Palestinian people, but also the worlds Islamic
Ummah.
For the purpose of the Summit, the Organising Committee has prepared information on the
logistical and administrative procedures and requirements in order to participate in the 5th
Extraordinary OIC Summit on Palestine and Al-Quds Al-Sharif.
2.

DATE AND VENUE

Meeting
Senior Officials Meeting
Council of Foreign Ministers
Extraordinary Summit

Date
6 March 2016
6 March 2016
7 March 2016

Time
Morning
Afternoon
Full Day

The meeting venue will be at:

The Jakarta Convention Center (JCC)
Jl. Jenderal Gatot Subroto 10270 Jakarta, Indonesia
Phone: +6221 572 6000
Facsimile: +6221 572 6523
Website: www.jcc.co.id
3. DELEGATION CONTACT POINT (DCP)
In order to facilitate delegations that will attend the Summit, each invited delegation and
observer shall appoint a Delegation Contact Point (DCP). The DCP acts as the primary point
of contact/liaison officer between his/her delegations and the Organizing Committee
regarding registration, accreditation, logistical, and administrative matters.
DCPs are responsible for the following:
a. Registration of their respective delegation;
b. Requests for necessary assistance for the delegations to the Organizing Committee;
c. Receiving ID Badges and Lapel Pins for the respective delegations;

Updated as of February 12, 2016 13.00 GMT+7

d. Receiving invitations for their respective delegation members; and

e. Reservation of bilateral meeting room (if necessary).
Full name, title, email and contact details of the DCPs should be submitted via Diplomatic
Note to the Ministry of Foreign Affairs of the Republic of Indonesia c.q. Directorate of SocioCultural and International Organisation for Developing Countries at fax number +62213507950 as well as via email to delegate.registration@oic-es2016.id no later than 17
February 2016.
Each DCP is also required to sign up on the website http://oic-es2016.id/?p=delegates to
receive a username and password from the Organizing Committee and proceed with
delegates registration.
Important documents and forms to be submitted by DCPs are:
No Form
Subject
Deadline
Contact
1.
Annex C
Bilateral Meeting First
Send the form along with a
Room
come, first Diplomatic Note to
Reservation
served
bilateral@oic-es2016.id
Form
basis
2.

Annex B

Head of
Delegation
Form (Arrival,
Departure, and
Dietary
Restrictions)

27
February
2016

transportation@oic-es2016.id and
protocol@oic-es2016.id
Related Diplomatic Notes to be sent
to protocol@oic-es2016.id

3.

Annex D

Application form
for Car Passes
for Privately
Arranged
Vehicles

27
February
2016

Send the form along with a

Diplomatic Note to
transportation@oic-es2016.id

4.

Annex E

Application Form
for Security
Officers and
Firearms

22
February
2016

Send the form along with a

Diplomatic Note to +62213862754
fasdip@oic-es2016.id and
fajar.p@kemlu.go.id

5.

Annex F

Application Form
for Radio
Clearance

22
February
2016

Send the form along with a

Diplomatic Note to +62213862754
fasdip@oic-es2016.id and
fajar.p@kemlu.go.id

6.

Flight Clearance

27
February
2016

https://fcas.kemlu.go.id/
flight.clearance@oic-es2016.id
clearance.konsuler@kemlu.go.id

Updated as of February 12, 2016 13.00 GMT+7

7.

Delegates
Registration

27
February
2016

Inquiry can be sent to

delegate.registration@oic-es2016.id

8.

Media

1 March
2016

Inquiry can be sent to

media@oic-es2016.id
titania.arimbi@kemlu.go.id

9.

Annex A

Visa

25
February
2016

Inquiry can be sent to

visa@oic-es2016.id

10.

Transportation

27
February
2016

Inquiry can be sent to

transportation@oic-es2016.id

11.

Accommodation

1 March
2016

Inquiry can be sent to

accommodation@oic-es2016.id
Related Diplomatic Notes to be sent
to protocol@oic-es2016.id

4. REGISTRATION
An official list of delegations with names and titles of the members should be submitted via
Diplomatic Note to the Ministry of Foreign Affairs of the Republic of Indonesia c.q.
Directorate of Socio-Cultural and International Organisation for Developing Countries by 27
February 2016.
All delegates must be registered and accredited through an online registration system
website http://oic-es2016.id/?p=delegates by the respective DCP.
Online registration will be available from 15 February 2016 at 17.00 hours Western
Indonesia Time (GMT+7/Mecca Time +4) to 1 March 2016 23.59 hours Western
Indonesia Time (GMT+7/Mecca Time +4).
Any registration beyond this time period shall be done by sending of Diplomatic Note to the
Ministry of Foreign Affairs of the Republic of Indonesia c.q. Directorate of Socio-Cultural and
International Organisation for Developing Countries at fax number +62 21 3507950.
Conference Passes will be issued according to the list of delegates submitted by the
respective Diplomatic Missions or Ministries of Foreign Affairs of the participating countries.
Any amendments to the submitted official list should be communicated by Diplomatic Note
to the Organizing Committee.

Updated as of February 12, 2016 13.00 GMT+7

5. ACCREDITATION
5.1. Conference ID
Conference ID Badges will be issued to the registered and accredited delegates via the
on-line registration portal. DCPs or respective delegates may obtain the Conference ID
Badge by presenting a valid passport and confirmation letter that will be sent via email
after the online registration is completed by the DCP.
Conference ID Badge collection will be available in the Registration Centre that is
located at:
Hotel Sultan (Mirror Room at Lobby)
Jl. Gatot Subroto, Jakarta (approx. 100 Meters from JCC)
Open: 5 7 March 2016; Hours: 08.00 18.00
Conference ID Badges must be worn at all times in the venue of all related events. Due
to security reasons, only delegates with a visible Conference ID Badge will be granted
access to the conference venue. All delegates are kindly requested to wear their
identification badges at all times during meetings and at the recommended hotels.
5.2. Lapel Pins
Heads of Delegation in the Meetings (HoS/G, Ministers, and SOM Leaders) will be
provided with lapel pins to be worn accordingly and visibly at all times. They are
required for entry into secure conference venues in lieu of a Conference ID Pass.
Types of pins are as follows:
HoS/G
: Gold
Minister
: Silver
SOM Leader : Bronze
Lapel Pins for Head of States/Government and Minister will be given by our Liaison
Officer upon their arrival at the airport. Lapel Pin for Senior Officials should be collected
by the DCP at the Registration Centre.
5.3. Summit Overpass
Access to Summit meeting rooms and restricted areas will be controlled by the
issuance of 2 (two) Overpasses that will be given to each delegation. Overpasses and
Conference IDs must be worn at all times at the venue. Access will be denied to nonaccredited individuals and those who make improper use of passes.
Any inquiries from all Delegates regarding registration, accreditation, and loss of Conference
ID can be directed via email to delegate.registration@oic-es2016.id

Updated as of February 12, 2016 13.00 GMT+7

6. INSCRIPTION ON THE LIST OF SPEAKERS

To enable maximum participation of Member States, statements in the Summit SHOULD
NOT EXCEED FIVE MINUTES. A list of speakers will be maintained in accordance with the
level of participation and on a first come, first served basis. Delegations are asked to
kindly indicate their level of representation when inscribing on the speaker list.
For inscription on the speaker list, DCPs are kindly requested to send a Diplomatic Note to
the Ministry of Foreign Affairs of the Republic of Indonesia c.q. the Directorate of SocioCultural and International Organisation of Developing Countries at fax number +62213507950.
7. MEETING VENUE FACILITIES AND ASSISTANCE
7.1 Meeting Room
All Meetings will be held at the Jakarta Convention Center. Allocation of seats to the
delegations for the meetings will be as follows:

Extraordinary Summit
1+4

Ministerial Meeting
1+2

Senior Officials Meeting

1+1
7.2 Bilateral Meeting Room
Bilateral meeting rooms will be available at the Jakarta Convention Center (JCC) at no
cost on a reservation basis on 6 - 7 March 2016 09.00 to 17.00. Each room will be
available in 30 minutes increments and can accommodate a maximum of 12 seats.
Delegates should allow 10 minutes between bilateral meetings for room refreshment.
Bilateral Meeting Rooms are available on first-come, first-served basis and reserved in
advanced by sending Diplomatic Note and completed Bilateral Meeting Room Booking
Form (Annex C) via email to bilateral@oic-es2016.id.
7.3 Common Delegation Room
A common delegation room will be available for all delegates at Jakarta Convention
Center (JCC) on 6 - 7 March 2016 09.00 to 17.00. The room will be equipped with
computers, printers, worktables, and wireless internet access.
7.4 Medical Services
Medical facility for VVIP and other delegates will be provided at the venue. Any major
treatment will be carried out at the local hospital, where a 24-hours medical service will
be available and a general practitioner will be working on duty throughout the day.
Delegates will be responsible for the costs incurred of any hospital treatment, and should
therefore ensure that they have appropriate insurance coverage prior to travelling to
Indonesia.

Updated as of February 12, 2016 13.00 GMT+7

Recommended local hospitals are:

1. RS Harapan Kita
Jl. Letjen. S. Parman Kav 87, Slipi, West Jakarta
Phone: +6221-5668284
2. RS Pusat Pertamina
Jl Kyai Maja No. 43, South Jakarta
Phone: +6221-7219214/7219368
3. RSPAD Gatot Subroto
Jl. Abdul Rahman Saleh No. 24, Central Jakarta
Phone: +6221-3441008
7.5 Working Language and Interpretation Facilities
The OICs official languages of meetings will be used. Simultaneous interpretation
facilities (English, Arabic, French, and Russian) will be made available during the course
of Meetings.
8. ACCOMMODATION
The Government of Indonesia will provide hospitality and courtesy accommodation for OIC
Member States with the following arrangements:
Head of State/Government

2 (two) nights Presidential Suite (or its equivalent)

from 6 - 8 March 2016

Minister for Foreign Affairs

as Head of Delegation in the
Council of Foreign Ministers

3 (three) nights Junior Suite (or its equivalent)

from 5 - 8 March 2016

Senior Official
as Head of Delegation SOM

3 (three) nights Standard Room

from 5 - 8 March 2016

The Government of Indonesia will also provide hospitality and courtesy accommodation for
Head of Delegation of OIC Observer States. There will be 1 (one) additional courtesy room
for member of delegation of OIC Observer States led by Head of State/Government.
Check-in time for all hotels is 14.00 (local time) and check-out time is 12.00 noon (local
time).
The Organizing Committee advises the following hotels to be recommended for
accommodation of Heads of States/Government:

Updated as of February 12, 2016 13.00 GMT+7

1. Shangri-La Hotel
Kota BNI Jl. Jendral Sudirman Kav. 1 Jakarta 10220
Phone : +6221 2922 9999
Fax
: +62 21 2922 9900
2. Hotel Mulia Senayan
Jl. Asia Afrika Selatan Jakarta 10270
Phone : +62 21 574 7777
Fax
: +62 21 574 7888
Email : reservation@hotelmulia.com
3. Fairmont Jakarta
Jl. Asia Afrika No. 8, Gelora Bung Karno Jakarta 10270
Phone : +62 21 2970 3333
Fax
: +62 21 2970 3334
Email : Reservations.Jakarta@Fairmont.com
4. The Sultan Hotel
Jl. Gatot Subroto Jakarta 10002
Phone : +62 21 570 3600
Fax
: +62 21 573 3089
Email : info@sultanjakarta.com
5. The Dharmawangsa
Jl. Brawijaya Raya No. 26 Kebayoran Baru Jakarta 12160
Phone : +62 21 725 8181
Fax
: +62 21 725 8383
Email : reservation@the-dharmawangsa.com
6. Grand Hyatt Jakarta
Jl. MH. Thamrin Kav. 28-30 Jakarta 10350
Phone : +62 21 2992 1234
Fax
: +62 21 2992 1345
Email : jakarta.grand@hyatt.com
7. Le Mridien Jakarta
Jl. Jendral Sudirman Kav. 18-20 Jakarta 10220
Phone : +62 21 251 3131
Fax
: +62 21 571 1633
Email : reservation.jakarta@lemeridien.com
8. Mandarin Oriental
Jl. MH Thamrin P.O. Box 3392 Jakarta 10310
Phone : +62 21 2993 8888
Fax
: +62 21 2993 8889

Updated as of February 12, 2016 13.00 GMT+7

Email : mojkt-reservations@mohg.com
9. Raffles Jakarta
Ciputra World 1, Jl. Prof. Dr. Satrio Kav. 3-5, Jakarta, 12940
Phone : +62 21 2988 0888
Email : jakarta@raffles.com
10. The Ritz Carlton Jakarta, Pacific Place
Sudirman Central Business District, Jl. Jendral Sudirman Kav. 52-53 Jakarta 12190
Phone : +62 21 2550 1888
Fax
: +62 21 2550 1999
Email : rc.jktrt.leads@ritzcarlton.com
11. The Ritz Carlton Jakarta, Mega Kuningan
Jl. DR. Ide Anak Agung Gde Agung Kav. E1.1 No. 1 Mega Kuningan Jakarta 12950
Phone : +62 21 2551 8888
Fax
: +62 21 2551 8889
Email : jktrz.leads@ritzcarlton.com
12. JW Marriot Hotel Jakarta
Jl. DR. Ide Anak Agung Gde Agung Kav. E1.2 No. 1 & 2 Mega Kuningan Jakarta 12950
Phone : +62 21 5798 8888
Fax
: +62 21 5798 8833
13. InterContinental Jakarta MidPlaza
Jl. Jendral Sudirman Kav. 10-11, Jakarta 10220
Phone : +62 21 251 0888
Fax
: +62 21 251 1777
Email : reservations@icmidplaza.com
14. Crowne Plaza Jakarta
Jl. Gatot Subroto Kav. 2-3, Special Capital Region of Jakarta 12930
Phone : +62 21 526 8833
Fax
: +62 21 526 8832
Email : reservation.cpj@ihg.com
15. Pullman Jakarta Indonesia (Thamrin CBD)
Jl. M.H. Thamrin 59 Jakarta 10350
Phone : +62 21 31 92 1111
Fax
: +62 21 31 92 3333
Email : H8491@accor.com
.
16. Grand Sahid Jaya
Jl. Jendral Sudirman Kav. 86 Jakarta 10220
Phone : +62 21 570 4444

Updated as of February 12, 2016 13.00 GMT+7

Fax
: +62 21 570 2208
Email : reservation@grandsahidjaya.com
17. Hotel Indonesia Kempinski Jakarta
Jl. MH Thamrin No. 1 Jakarta 10310
Phone : +62 21 2358 3800
Fax
: +62 21 2358 3809
Email : info.jakarta@kempinski.com
Each delegation is free to book their accommodation in the hotel of their choosing from the
recommended list. To ensure courtesy accommodation as stated above, DCPs must
send a notification of booking confirmation via Diplomatic Note to the Ministry of
Foreign Affairs of the Republic of Indonesia c.q. the Secretariat of the Directorate
General of Multilateral Affairs at fax number +6221-3849411 and the Directorate of
Protocol at fax number +6221-3848649 and 3858014.
Accommodation for the rest of delegation of the OIC Member States, observer States, and
other invited participants will be at the expenses of respective participants and kindly
requested to make their own hotel bookings for their convenience. Shuttle services will be
provided at certain meeting points. Please kindly inform hotels reservation to
accommodation@oic-es2016.id and protocol@oic-es2016.id no later than 1 March
2016.
9. TRANSPORTATION
9.1 Courtesy Transportation
During the event, the Organizing Committee will provide chauffeured cars in Jakarta for
participating HoG/S and Minister from each OIC Member State, with the following
arrangements:
Head of State/Government

1 (one) VVIP Sedan

Minister for Foreign Affairs

as Head of Delegation in the Council of Foreign
Ministers

1 (one) VIP Sedan

The Government of Indonesia will also provide chauffeured cars in Jakarta for Head of
State/Government and Minister of OIC Observer States participating in the Meeting.
Motorcades will be arranged for Heads of State/Government which consist of Spouse,
Minister, Security Officers, Delegations, and Protocol. Delegates are requested to inform
and update their respective Liaison Officers on other activities, in order to ensure proper
motorcade, protocol and security arrangements.

Updated as of February 12, 2016 13.00 GMT+7

Senior Officials will be provided with shuttle buses from the airport to the recommended
hotels and venue.
9.2 Privately-arranged Vehicles
Apart from vehicles provided by the Organizing Committee, delegates who wish to use
additional vehicles (rented/personal) should inform the Organizing Committee in
advance. Delegates may rent additional vehicles at their own expense.
For security reasons, a copy of the Certificate of Registration of the additional vehicles
should be submitted to the Organizing Committee no later than 26 February 2016 by
sending Annex D to email transportation@oic-es2016.id. Access pass will be duly issued
and must be displayed on the windscreen of the vehicles at all times. Only cars with
access pass will be allowed to enter the designated area. Please note that the additional
vehicles will not be included in formal motorcades.
These passes can be collected at the Registration Center from 5 7 March 2016. Each
country is allocated with 2 (two) non-transferable access passes.
9.3 Shuttle Services
The Organizing Committee will provide shuttle buses at regular intervals to transfer
delegates from airport, to, as well as from the designated hotels to the meeting venues.
The schedule will be announced and made available at the Information Desk at
Meetings venue and Concierge at the designated hotels.
10. VISA ARRANGEMENTS
All visitors to Indonesia are required to possess a passport that is valid, with the expiration
date of the passport must be at least 6 (six) months prior to the date of entry into the territory
of Indonesia. Information on the entry of temporary visitors to the Republic of Indonesia
please refer to Annex A.
Any inquiries regarding visa can be directed to visa@oic-es2016.id
11. ARRIVAL AND DEPARTURE
11.1 VVIP and VIP
VVIP/VIP facilities for the Heads of State/Government and Ministers will be available
in Soekarno-Hatta International Airport and Halim Perdanakusuma International
Airport, Jakarta. DCPs are kindly requested to inform the Organizing Committee by
sending a Diplomatic Note to the Ministry of Foreign Affairs of the Republic of
Indonesia c.q. Directorate of Protocol as well as by filling out the information during
online registration or sending the completed form (Annex B) to protocol@oices2016.id no later than 5 (five) days before the arrival date.

Updated as of February 12, 2016 13.00 GMT+7

11.2 Other Delegates

Other delegates will go through regular entry and exit lanes at SoekarnoHatta International Airport. For assistance, please contact Information/Hospitality Desk
at the Airport.
11.3 Special Aircraft Clearance
In order to facilitate the arrival and departure of delegation with special aircraft, the
Diplomatic Mission of the respective Countries is advised to submit an application of
flight clearance in FCASs website at https://fcas.kemlu.go.id/ enclosed with a
Diplomatic Note, aircraft details, route details, pilot and crew details, passenger and
cargo manifest, and other information related to the special aircraft, at least 5 (five)
working days prior to arrival.
Taking into consideration the limited space available at Halim Perdana Kusuma Airport
and Soekarno-Hatta International Airport, request for parking stands for special
aircrafts will be granted on a first come, first served basis. The airport authorities will
make the arrangement regarding the parking stands for the special aircrafts.
12. GENERAL SECURITY ARRANGEMENTS
12.1 Host Country Liaison Officer (LO) and Security Officer (SO)
The Organizing Committee will assign Liaison Officer and Security Officer for each
OIC Member State with the following arrangements:
Head of State/Government
Minister for Foreign Affairs
as Head of Delegation in the Council of Foreign
Ministers

1 (one) Liaison Officer

1 (one) Security Officer
1 (one) Liaison Officer
1 (one) Security Officer

There will also assignments of Liaison Officer and Security Officer for Heads of
State/Government and Ministers of OIC Observer States participating in the Meeting.
12.2 Security Check
Every effort shall be made to provide delegates with highest security standards at all
venues and official hotels. In order to provide the necessary security, various levels of
security checks and screenings will be implemented.
Security checks consist of visual and electronic verification of Conference ID Passes,
electronic (X-Ray) scan or physical search of belongings, and walk-through metal
detectors. When necessary, individuals may be subjected to a physical search.

Updated as of February 12, 2016 13.00 GMT+7

Only vehicles with Special Access Sticker are allowed to enter and park in restricted
areas of the venue. The vehicles will be subjected to electronic and physical search
prior to entry.
12.3 Venue/Hotel Security Arrangements
Appropriate security arrangements will be employed at all venues and official hotels.
Delegates are requested to wear their Conference identification badges at all times, to
ensure admittance to the Conference venues.
13. FIREARMS AND RADIO CLEARANCE
13.1 Firearms Clearance
Security officers who provide protective security for VIP/VVIP by carrying firearm must
have permit for the firearm they carry into Indonesia. To process the issuance of the
permit, the Ministry of Foreign Affairs of Indonesia needs to receive a diplomatic /
official note informing identity of security officers (name, place/date of birth,
rank/position, passport number), the flight itinerary (arrival and departure
schedule of the security officers), and the firearms they are going to carry (type,
brand, serial number, calibre, and quantity of ammunition).
DCPs are kindly requested to inform the Organizing Committee through Diplomatic
Note to the Ministry of Foreign Affairs of the Republic of Indonesia c.q. Directorate of
Diplomatic Facilities through fax number +62(0)213862754 as well as email to
fasdip@oic-es2016.id and fajar.p@kemlu.go.id no later than 22 February 2016.
The Ministry will forward the information to the relevant authority for the processing and
issuance of the permit. The ministry would like to inform that the maximum number of
firearm to bring in to Indonesia is 4 (four) firearms per delegation with a maximum 10
(ten) ammunitions for each of them.
Personnel carrying firearm must declare their firearm together with the permit to the
Indonesian customs officers both at the arrival and departure of the personnel. Firearms
other than the ones mentioned in the permit shall be deposited/kept temporarily at the
local Customs Office and can be collected prior to the departure.
Security Officers carrying firearm should comply with the guidance given by the
Indonesian security officers. They shall not display their firearm in public and shall not
use them arbitrarily. They are not allowed to carry their firearm in the meeting rooms.
13.2 Radio Clearance
Security Officers who provide protective security for VIP/VVIP by using radio frequency
for their communication devices must have permit for the use of radio frequency. To
process the issuance of the permit, the Ministry of Foreign Affairs of Indonesia needs to

Updated as of February 12, 2016 13.00 GMT+7

receive a diplomatic / official note informing identity of security officers (name,

place/date of birth, rank/position, passport number), the flight itinerary (arrival
and departure schedule of the security officers), and the communication devices
they are going to carry (type, brand, radio frequency that will be used, time
periods for using that radio frequency).
DCPs are kindly requested to inform the Organizing Committee through Diplomatic
Note to the Ministry of Foreign Affairs of the Republic of Indonesia c.q. Directorate of
Diplomatic Facilities through fax number +62(0)213862754 as well as email to
fasdip@oic-es2016.id and fajar.p@kemlu.go.id no later than 22 February 2016.
The Ministry will forward the information to the relevant authority for the processing and
issuance of the permit. Personnel carrying communication devices must declare their
communication devices together with the permit to the Indonesian customs officers both
at the arrival and departure of the personnel.
14. MEDIA
14.1 Media/Press Registration
All media representative covering the Meetings must register online. On-site
registration will not be available. Kindly complete registration form and other
requirements at http://oic-es2016.id/?p=media .Media registration will be opened from
15 February 2016 to 1 March 2016.
14.2 Official Media
Members of the official media travelling with Head of Government/State are processed
through official delegation channels. On-site registration will only be available for the
official media attached to the Head of Delegation upon their arrival.
14.3 Visa Requirement (Visiting Journalist)
Registered foreign journalists (who are not based in Indonesia) are required to have a
valid visa. Print and bring along the copy of the confirmation letter, passport and recent
photograph to the nearest Indonesia Embassy/Representative office to apply for a
journalist visa. List of Indonesian Embassies/Missions are available at
http://www.kemlu.go.id/en/kedutaan/default.aspx
The application will be processed in accordance with applicable regulations, please
note that confirmation letter does not guarantee issuance of visa.
14.4 Accreditation Pass
Registered foreign journalists will be issued accreditation to access the media center
and press events during the meetings. Members of the press must personally obtain
their badges by showing their media ID, valid international passport and official

Updated as of February 12, 2016 13.00 GMT+7

statement from their chief editors. Media pick up badges will be located at the Media
Accreditation Centre at:
Multifunction Room (Ruang Serba Guna)
Centre for Education and Training 1st Floor
Ministry of Foreign Affairs of Indonesia
Jalan Sisingamangaraja No. 73 Kebayoran Baru, Jakarta
Open: 5 7 March 2016; Hours: 08.00 18.00
14.5 Media Centre
In order to facilitate the work of accredited journalists to cover the meetings, the
Organizing Committee will establish a Media Centre in the surrounding of JCC with
specified operating hours during all meetings.
14.6 Media Relations Contact Inquiry
Ms. Titania Arimbi
Office
: +62 21 3813453 ext. 4519
E-mail
: media@oic-es2016.id
titania.arimbi@kemlu.go.id

Mr. Bob F. Tobing

Office
: +62 21 3813453 ext. 4519
E-mail
: media@oic-es2016.id

15. GENERAL INFORMATION

15.1 Internet Facilities
Wireless internet facilities are available in the meeting room and media centre. Office
equipment and internet facilities are located at the hotel business centre. Delegates are
responsible for all expenses incurred at the business centre.
15.2 Currency Exchange
Indonesias national currency is Rupiah (Indonesian Rupiah = IDR). The usual
exchange rate is IDR 13.500 for 1 USD.
15.3 Telecommunication
The country code for Indonesia is +62, while the local area code for Jakarta is 021.
Omit the 0 (zero) when dialling with the country code, followed by the phone number
(for example: +6221). For international call please dial: 007 or 001 + country code +
area code + phone number.
15.4 Climate and Weather
Indonesia has a tropical climate with high humidity. The average temperature is around
24-30 Celsius or 75-86 Fahrenheit. As there are on average 11 days of rain in
Jakarta in March, it is most recommended to walk around with umbrella or rain poncho
and keep on update regarding the weather before going outside.

Updated as of February 12, 2016 13.00 GMT+7

15.5 Electricity and Power Plug

The standard electricity & power plug In Indonesia is 220 volt AC with a frequency of
50 Hz. Standard two-pins power plugs and sockets are the most commonly used in
Indonesia. It is recommended that delegates bring their own adaptor to comply with the
electric current and plugs.

15.6 Local Time

Indonesia is divided into three time zones:
GMT+7: Waktu Indonesia Barat (WIB) / Western Indonesian Time
(Sumatra, Java (including Jakarta), West Kalimantan and Central Kalimantan)
GMT+8: Waktu Indonesia Tengah (WITA) / Central Indonesian Time
(Bali, Sulawesi, Lesser Sunda Islands, East Kalimantan and South Kalimantan)
GMT+9: Waktu Indonesia Timur (WIT) / Eastern Indonesian Time
(Maluku Islands, Irian Jaya/Indonesian Papua)

Updated as of February 12, 2016 13.00 GMT+7

ANNEX A
INFORMATION ON VISA
In accordance to Indonesian Regulation, there are 90 countries and special regions exempted from Visa
requirement for short visit, and 68 countries are given the Visa on Arrival facility.
For participants from countries with Visa required, it is recommended that they obtain a valid visa before
arrival. It is advisable to submit their visa application as early as possible, at least 3 (three) weeks prior to
the intended date of entry, to the Embassies or the Consulates of the Republic of Indonesia.
For applying Indonesian visa, it requires a letter from government agency/institution which describes the
purpose of the visit and the letter of invitation to the Meeting.
Application form must be completed with recent colour photographs (passport size) and copy of flight
itineraries or tickets and signed by the applicant. The application form can be obtained at the Indonesian
Embassies or Consulates. Visa to Indonesia must be used within 90 (ninety) days from the date of
issuance.
For more information please refer to http://www.imigrasi.go.id/index.php/en/public-services/visa-forvisitor#general
The following table provides summary information pertinent to Indonesian Visa regulation for
short/temporary visit:
Visa Requirements
No.

Countries
Regular Passport

Diplomatic /Service/ Official

Passport

Visa Required

Visa Exempted

OIC Member States

1

Afghanistan

Algeria

Visa Exempted

Saudi Arabia

Visa Exempted

Azerbaijan

Visa Exempted

Albania

Visa Required

Bahrain

Visa Exempted

Bangladesh

Benin

Visa Required

Brunei Darussalam

Visa Exempted

10

Burkina Faso

Visa Required

11

Cameroon

Visa Required

12

Chad

Visa Required

13

Djibouti

Visa Required

Visa Required

Visa Exempted

Updated as of February 12, 2016 13.00 GMT+7

14

Egypt

Visa Exempted

15

Gabon

Visa Required

16

Gambia

Visa Required

17

Guinea

Visa Required

18

Guinea Bissau

Visa Required

19

Guyana

Visa Required

20

Iran

21

Iraq

Visa Required

22

Ivory Coast

Visa Required

23

Jordan

Visa Exempted

24

Kazakhstan

Visa Exempted

25

Kuwait

Visa Exempted

26

Kyrgyzstan

Visa Exempted

27

Lebanon

Visa Exempted

28

Libya

Visa Required

29

Malaysia

Visa Exempted

30

Maldives

Visa Exempted

31

Mali

Visa Required

32

Mauritania

Visa Required

33

Egypt

Visa Exempted

34

Morocco

Visa Exempted

35

Mozambique

Visa Required

36

Niger

Visa Required

37

Nigeria

Visa Required

38

Oman

Visa Exempted

39

Pakistan

40

Palestine

Visa Required

41

Qatar

Visa Exempted

42

Senegal

Visa Required

43

Sierra Leone

Visa Required

44

Somalia

Visa Required

45

Sudan

Visa Required

46

Suriname

Visa Exempted

47

Tajikistan

Visa Required

48

Turkey

Visa Exempted

Visa Required

Visa Exempted

Visa Required

Visa Exempted

Updated as of February 12, 2016 13.00 GMT+7

49

Turkmenistan

Visa Required

50

Tunisia

Visa Exempted

51

Togo

Visa Required

52

Uni Arab Emirates

Visa Exempted

53

Union of the Comoros

Visa Required

54

Uganda

Visa Required

55

Uzbekistan

Visa Required

56

Yemen

Visa Required

OBSERVERS
56

Bosnia and Herzegovina

Visa Required

Visa Exempted

57

Central African Republic

Visa Required

58

Kingdom of Thailand

Visa Exempted

59

Russian Federation

Visa Exempted

Notes:
1.

All visitors to Indonesia are required to possess a passport that is valid, with the expiration date of
the passport must be at least 6 (six) months prior on the date of entry into the territory of Indonesia.

2.

Visa can be applied through Indonesian Embassy/Consulate abroad. For more information
regarding visa application fees, please contact the nearest Embassy/Consulate.

3.

For Delegate who need to apply visa from countries where Indonesian Missions are not present,
participant/delegate may apply for Conditional Visa on Arrival. Should the Delegate wishes to apply
Conditional Visa on Arrival, DCP representing the countries must submit an Official note to the
Organizing Committee (visa@oic-es2016.id), provided with complete information on individual
delegates full name, nationality, passport type and number, passports date of validity, and e-mail
address, in order to be eligible of this conditional arrangement. A Letter of Guarantee (LOG) will
subsequently be provided confirming this conditional Visa on Arrival arrangement. For this
conditional arrangement, DCPs are advised to submit an Official Note to request for Conditional
VoA as early as possible at least 3 (three) weeks prior to the intended date of entry.

4.

Please note that conditional Visa on Arrival is subject to US$ 35 fee, payable by cash upon arrival.

Any inquiries regarding visa can be addressed to visa@oic-es2016.id

Updated as of February 12, 2016 13.00 GMT+7

ANNEX B
THE 5th EXTRAORDINARY OIC SUMMIT ON PALESTINE AND AL-QUDS AL-SHARIF
Jakarta, 6-7 March 2016
HEAD OF DELEGATION FORM
Information of Delegate Contact Point
Country/Organisation Name
Full Name
Email Address
Phone Number
Details of Head of Delegation
Full Name of Head of Delegation
Full Title of Head of Delegation
o Extraordinary Summit
Meeting(s) Participated
*tick all if applicable

o Ministerial Meeting
o Senior Official Meeting

Date of Arrival in Jakarta

Flight Number and Arrival Time
Date of Departure from Jakarta
Flight Number and Departure
Time
Health Issues, if any
Dietary Restriction Information

Special Dietary Requirement

*If applicable, please select your strict dietary
requirement by ticking the circle

o
o
o
o
o
o

No Red Meat
No Chicken
No Fish
No Eggs
No Dairy Products
I am a vegetarian but I eat fish

Updated as of February 12, 2016 13.00 GMT+7

Strict Dietary Requirement

Meals during the Meeting are prepared in accordance to
Halal guidance.
*If applicable, please select your strict dietary
requirement by ticking the circle

Food Allergy
*Please select any food allergy you have by ticking
the circle

o
o
o
o
o

Vegan (I eat only plant food and plant

products. I do not eat animal foods, eggs or
dairy)
Celiac Disease (I am allergic to wheat, rye,
oats or barley and any food containing gluten)

Peanuts
Tree Nuts
Dairy
All Seafood (including shellfish
Others: _______________________

Note: Please complete this form and e-mail it to delegate.registration@oic-es2016.id and

protocol@oic-es2016.id before 1 March 2016

Updated as of February 12, 2016 13.00 GMT+7

ANNEX C
THE 5th EXTRAORDINARY OIC SUMMIT ON PALESTINE AND AL-QUDS AL-SHARIF
Jakarta, 6-7 March 2016
BILATERAL MEETING ROOM BOOKING FORM
Requesting Party
Country/Organisation Name
Name of Contact Person
Title
Email and Phone Number

Participating Party
Country/Organisation Name
Name of Contact Person
Email and Phone Number

Meeting Room Request Details

Date
Time
Total Participants
Additional Note

A confirmation email will be sent to all Delegate above with notification of assigned bilateral rooms and
meeting times. In case of changes, the requesting party will responsible for subsequently advising its
counterpart.
Bilateral Meeting Rooms will be available from 09.00 to 17.00 daily from 6 through 7 March 2016. Rooms
will be assigned on a first-come, first-served basis.
Please submit one form per requested bilateral meeting along with a Diplomatic Note via email to
bilateral@oic-es2016.id

Updated as of February 12, 2016 13.00 GMT+7

ANNEX D
THE 5th EXTRAORDINARY OIC SUMMIT ON PALESTINE AND AL-QUDS AL-SHARIF
Jakarta, 6-7 March 2016
APPLICATION FORM FOR CAR PASSES
Delegate Contact Point
Country/Organisation Name
Full Name
Email:

No

Phone Number:

Full Name of Driver

Place, Date of Birth

Driver License
Expiration Date

Type of Car(s)

Car Registration Number

Note: Please send this form via email to transportation@oic-es2016.id no later than 27 February 2016. Each country is allocated
with only 2 (two) non-transferable access passes.

ANNEX E
THE 5th EXTRAORDINARY OIC SUMMIT ON PALESTINE AND AL-QUDS AL-SHARIF
Jakarta, 6-7 March 2016
APPLICATION FORM FOR SECURITY OFFICERS AND FIRE ARMS
Delegate Contact Point
Country/Organisation
Name
Full Name
Email:
No

Phone Number:
Full Name

Place, Date of
Birth

Rank/
Position

Passport
Number

Type of Firearms

Brand

Serial Number

Quantity of
Ammunitions

Note: The completed form and flight itinerary of the Security Officers should be enclosed with a Diplomatic Note and sent to the Ministry of
Foreign Affairs of the Republic of Indonesia c.q. Directorate of Diplomatic Facilities through fax number +62(0)213862754 as well as email to
fasdip@oic-es2016.id and fajar.p@kemlu.go.id no later than 22 February 2016. Maximum number of fire arms to bring in to Indonesia is 4
(four) firearms per delegation with a maximum 10 (ten) ammunitions for each of them.

ANNEX F
THE 5th EXTRAORDINARY OIC SUMMIT ON PALESTINE AND AL-QUDS AL-SHARIF
Jakarta, 6-7 March 2016
APPLICATION FORM FOR SECURITY OFFICERS AND COMMUNICATION DEVICES
Delegate Contact Point
Country/Organisation
Name
Full Name
Email:
No

Phone Number:
Full Name

Place, Date of
Birth

Rank/Position

Passport
Number

Type of
Communication
Devices

Brand

Radio
Frequency that
will be used

Time Periods of
Using Radio
Frequency

Note: The completed form and flight itinerary of the Security Officers should be enclosed with a Diplomatic Note and sent to the Ministry of
Foreign Affairs of the Republic of Indonesia c.q. Directorate of Diplomatic Facilities through fax number +62 21 3862754, or email to
fasdip@oic-es2016.id and fajar.p@kemlu.go.id no later than 22 February 2016.

ANNEX G
CONTACT POINTS
ISSUE

EMAIL

Accommodation

accommodation@oic-es2016.id

Bilateral Meeting

bilateral@oic-es2016.id

Delegate Registration

delegate.registration@oic-es2016.id

Flight Clearance

flight.clearance@oic-es2016.id
clearance.konsuler@kemlu.go.id

Media

media@oic-es2016.id
titania.arimbi@kemlu.go.id

Protocol

protocol@oic-es2016.id

Security

security@oic-es2016.id

Firearms/Radio Clearance

fasdip@oic-es2016.id
fajar.p@kemlu.go.id

Transportation

transportation@oic-es2016.id

Visa/Consular Matters

visa@oic-es2016.id

Problems during Online Registration

technical.support@oic-es2016.id