FPOSC 2009

FIFTH SUMMIT OF THE AMERICAS
Distribution: General
Date: December, 2008
Original: English
FIFTH SUMMIT OF THE AMERICAS
Port of Spain, Trinidad and Tobago
April 17-19, 2008
Information Bulletin No. 1
December, 2008
FIFTH SUMMIT OF THE AMERICAS
CONTENTS
1. Requirements for Entry into Trinidad and Tobago
2. Summit Venue
3. Air Transportation
4. Delegation Coordinator
5. Liaison Officer
6. Accreditation
7. Accommodation
8. Baggage
9. Duty Free Entry of Goods
10. Importation and Use of Firearms and Ammunition
11. Reception at the Airport
12. Transportation
13. General Services
14. Access to Official Summit Venues
15. Telecommunications
16. Media
17. Security
18. Medical Services
19. Disaster Emergency
20. Pre-Summit Activities
ANNEXES
This Bulletin is intended to provide general logistics information on the Fifth Summit of the Americas which
will be held in Port of Spain, Trinidad and Tobago, over the period April 17 - 19, 2009.
A) Provisional Programme for Heads of State/Government/Delegations
FIFTH SUMMIT OF THE AMERICAS page 1
1. Requirements for Entry into Trinidad and Tobago
Passports
All participants in the Fifth Summit of the Americas must be in possession of a valid passport and completed
Arrival/Departure (E/D) Card to enter Trinidad and Tobago. The latter should be provided by the
airline before arrival. If not, as will be the case with persons traveling on non-commercial aircraft, these forms
will be provided on arrival and assistance in completing them will be provided by appropriate personnel at
the airport.
Visas
Holders of passports issued by the following countries require visas for entry into Trinidad and Tobago:
• Bolivia
• Haiti
• Paraguay
Such persons may be exempted after receipt of an application.
Holders of passports issued by the following countries do not require visas for entry into Trinidad and Tobago
for visits of up to ninety (90) days for vacation or business:
• Argentina
• Brazil
• Canada
• Chile
• Colombia
• Costa Rica
• Dominican Republic
• Equador
• El Salvador
• Guatemala
• Honduras
• Mexico
• Nicaragua
• Panama
• Peru
• United Sates of America
• Uruguay
• Venezuela
Holders of Diplomatic or Official Passports issued by the following countries do not require visas:
• Argentina
• Chile
• Panama
Holders of passports issued by CARICOM Member States with the exception of Haiti do not require a visa.
Delegates who must connect through a third country should contact the relevant immigration authorities
regarding visa requirements.
FIFTH SUMMIT OF THE AMERICAS page 2
2. Summit Venue
The Fifth Summit of the Americas will be held at the:
HYATT REGENCY TRINIDAD
1 A Wrightson Road
Port of Spain, Trinidad and Tobago, West Indies
General Services Area
General support services for the Summit will be located at the:
INTERNATIONAL FINANCIAL CENTRE
1 A Wrightson Road
Port of Spain, Trinidad and Tobago
Facilities at the International Financial Centre will be available from April 15, 2009 and will include:
• Delegation Offices
• A General Services Area
• The International Media Centre
To meet all logistical needs of the participants in the Summit, a General Services Area will be established.
The services to be provided are detailed in section 13 of this Bulletin.
International Media Centre
An International Media Centre will be located at the International Financial Centre. Details of the facilities
available are to be found in section 16 of this Bulletin.
FIFTH SUMMIT OF THE AMERICAS page 3
3. Air Transportation
Scheduled Commercial Airlines Serving Trinidad and Tobago
The following Airlines serve Trinidad and Tobago:
AIRLINE
AIR TAHOMA INC.
AIRBORNE EXPRESS INC.
AMERICAN AIRLINES INC
AMERICAN EAGLE INC
AMERIFLIGHT INC.
AMERIJET INTERNATIONAL
AVIONES DE ORIENTE
BRITISH AIRWAYS
CARIBBEAN AIRLINES
COMPANIA PANAMENA DE AVIACISA
CONTINENTAL AIRLINES INC
CONVIASA
CORPORATE AIR INC
DELTA
KING FISHER AIR SERVICES
LEEWARD ISLANDS AIR TRANSPORT
RORAIMA AIRWAYS
SKY SERVICE
SPIRIT
SURINAAMSE LUCHTVAART MAATSCHAPPIJ
VENEZOLANA SERVICIOS EXPRESOS DE CAREGA
CALLSIGN
HMA
ABX
AAL
EGF
AMF
AJT
ROI
BAW
BWA
CMP
COA
VCV
CPT
DAL
BEZ
LIAT
ROR
SSV
MKS
SLM
VEC
Participants in the Fifth Summit of the Americas who will be traveling by commercial airline are advised to
check with the relevant carriers early to ascertain their schedules and to make the appropriate reservations.
Non- commercial Aircraft
Entry into the territory of Trinidad and Tobago by Non-commercial aircraft requires the approval of the
Government of Trinidad and Tobago.
Delegations must make their over-flight and landing arrangements as early as possible through the Ministry
of Foreign Affairs of Trinidad and Tobago and accordingly inform the National Secretariat through the Director
of Protocol.
Delegations will be responsible for all ground handling arrangements related to the use of Non-commercial
aircraft as well as for their cost.
Arrangements will be made to facilitate parking of aircraft at the Piarco International Airport. Delegations
are requested to pursue these arrangements with the Airports Authority of Trinidad and Tobago. The
contact information will be provided in a subsequent Bulletin.
FIFTH SUMMIT OF THE AMERICAS page 4
4. Delegation Coordinator
All delegations must identify a Delegation Coordinator (DC) who will be the official point of contact for the
coordination of all logistical aspects of the delegation’s participation in the Summit. The DC must have full
responsibility for the accreditation of delegates and must be the only person authorized to verify accreditation.
Delegation Offices
Each delegation will be provided with an office equipped with a computer, a printer and a telephone line for
local calls. Arrangements for international calls must be made by individual delegations, at their cost, in
accordance with the procedures outlined in section 13 of this Bulletin.
Offices will be delivered to each DC on a date to be fixed, at the National Secretariat Office:
International Financial Centre
1 A Wrightson Road
Port of Spain, Trinidad and Tobago
Should delegations require additional services for their offices, the assigned Liaison Officer will assist in
facilitating the necessary arrangements directly with the local suppliers within Port of Spain. The provision
of such services will be at the cost of the delegation.
Briefing for Delegation Coordinator
There will be a briefing for all DCs on a date to be determined. During this briefing, Identification Badges
and invitations to official events will be distributed. Please note this information will be provided only to the
Delegation Coordinators. The briefing will take place at:
International Financial Centre
1 A Wrightson Road
Port of Spain, Trinidad and Tobago
FIFTH SUMMIT OF THE AMERICAS page 5
5. Liaison Officers
Liaison Officers will be assigned to each Delegation as follows:
• 1 Liaison Officer for the Head of State/Government/Delegation
• 1 Liaison Officer for the spouse of the Head of State/Government/Delegation
• 1 or 2 Liaison Officers for the remainder of each Delegation according to its size
Liaison Officers will be appointed to facilitate communications between delegations and the Host Country
through the National Secretariat.
The names of the assigned Liaison Officers will be provided on arrival in Trinidad and Tobago through the
DC. Liaison Officers will be presented to their delegations on arrival at the respective hotels.
The DC is the official channel of communication between the delegation and the appropriate Officer of the
National Secretariat.
The DC will be the direct link between the assigned Liaison Officer and the Delegation to which he/she is
assigned.
Services provided by Liaison Officers will include:
• Facilitating communication between the Delegation and the National Secretariat.
• Supporting delegations attending the Summit with logistics and organizational matters. Providing
delegations with information concerning inter alia meetings, venues, hotels, schedules, time
adjustments, transportation, flight schedules, security issues (see section 17), the accreditation
process, social and cultural events.
• Providing general information about Trinidad and Tobago, particularly, the Capital City of
Port of Spain.
• All enquiries regarding the Liaison Officer service should be directed to:
The Office of the Director of Protocol
International Financial Centre
The contact information will be provided in a subsequent Bulletin.
FIFTH SUMMIT OF THE AMERICAS page 6
6. Accreditation
Application for accreditation should be made online in advance of arrival in Trinidad and Tobago. To accelerate
the accreditation process a web tool will be available for online registration.
For delegates who have not applied online, or who have provided incorrect or incomplete information, there
will be an Accreditation Centre for completing the process. Please be advised that accreditation on arrival
may result in delays.
A personal, non-transferable Identification (ID) Badge will be issued for each participant. This machine readable
badge will incorporate security features and will determine access to Summit Venues.
The Delegation Coordinator will be responsible for the receipt and distribution of badges on arrival in
Trinidad and Tobago.
Further details will be forwarded in Information Bulletin No. 2.
Vehicle Accreditation
All vehicles to be used in the activities related to the Fifth Summit of the Americas must be registered with
the National Secretariat through the Security Coordinator.
Only accredited vehicles will have access to the security zone encompassing the Hyatt Regency Trinidad.
The Delegation Coordinator is the person responsible for these arrangements at the Accreditation Centre.
(see section 5)
7. Accommodation
Accommodation will be arranged in the city of Port of Spain in hotels selected by the National Secretariat.
Additional accommodation will be provided in two “floating hotels”, the Carnival Victory and the Caribbean
Princess which will be anchored in the Port of Spain Harbour in the vicinity of the Conference Centre.
The Delegation Coordinator will be required to liaise with the National Secretariat on all accommodation
issues.
Accommodation will be provided at the Hyatt Regency Hotel (suites) for all Heads of Delegations plus one
member of each Delegation courtesy the Government of Trinidad and Tobago.
FIFTH SUMMIT OF THE AMERICAS page 7
Three additional rooms will be allocated at the same hotel for use by each delegation at its own cost.
Accommodation on the cruise ships for the Fifth Summit of the Americas must be arranged through the
National Secretariat, which will then allocate appropriate room blocks to each delegation once its size and
composition have been determined.
8. Baggage
In order to facilitate prompt processing of baggage, special baggage tags will be provided for delegates
through their respective Ministries of Foreign Affairs. These tags will identify baggage as follows:
• Place of accommodation
• Heads of Delegations and their spouses
• Ministers of Foreign Affairs
• Delegates
• Media Representatives
9. Duty Free Entry of Goods
Visitors to Trinidad and Tobago are allowed to enter with articles for their personal use. These articles are
exempt from duty and taxes if they are declared on arrival and exported on departure. Such personal articles
include clothing, personal computers and cameras.
A limited quantity of alcoholic beverages and tobacco products for personal use is also allowed duty and tax
free entry. These products are limited to:
• Alcoholic beverages:
wine or spirits not exceeding 1.5 litres for ALL bottles bought or in total
• Tobacco products:
tobacco not exceeding 250 grams or
cigars not exceeding 50 in number or
cigarettes not exceeding 200 in number
Heads of Delegations wishing to enter with items in excess of these allowances should notify the National
Secretariat well in advance of their travel to Trinidad and Tobago.
FIFTH SUMMIT OF THE AMERICAS page 8
10. Importation and Use of Firearms and Ammunition
The importation and use of firearms and ammunition by security personnel accompanying Heads of State,
Government and Delegations are subject to the following procedures:
Police requirements
i. An application must be made to the Commissioner of Police for a Firearm Import Permit on a
Form 12* outlining the quantity, type, serial number and calibre of the firearms and ammunition.
ii. An application must be made to the Commissioner of Police to take the firearm abroad
on Form 14* outlining type, calibre, serial number, reason and destination of the firearms and
ammunition.
iii. An application must be made to the Commissioner of Police for a Firearm User’s Licence on a
Form 1* together with two (2) photographs of the person who is applying for the licence. The person
to whom the licence is to be granted is required to sign the application form.
iv. These forms should be accompanied by a covering letter from the applicant’s Ministry of Foreign
Affairs detailing the dates and times of arrival and departure of the security personnel.
v. Application forms must be submitted for processing and approval at least one (1) month before the
commencement of the Summit. It is advisable, however that it be done earlier to ensure processing
before arrival.
vi. The Commissioner of Police will assign a senior police officer to deliver the permits/certificates to
the security personnel upon arrival in Trinidad and Tobago and before interaction with the Customs
authorities.
vii. Once the documents are delivered, armed personnel will be required to keep and carry same while
in Trinidad and Tobago. The documents must be returned to a designated Customs Officer at the
point of departure.
viii. Section 34 (1) of the Firearms Act makes it an offence for anyone without lawful authority to have on
his person or under his personal control, any firearm or ammunition while boarding or attempting
to board or when disembarking from any aircraft.
*Forms will be provided at a later date on the official website: www.fifthsummitoftheamericas.org
FIFTH SUMMIT OF THE AMERICAS page 9
Customs requirements:
i. Section 17 of the Firearms Act of Trinidad and Tobago gives the Commissioner of Police discretion in
the granting of all licences, certificates or permits, relative to the importation, exportation and
carrying of any type of firearm and ammunition.
ii. Further, Section 31 (1) provides that no person may import into Trinidad and Tobago any firearm or
ammunition except under and in accordance with the terms of a Firearm Import Permit.
iii. Upon arrival in the country, these items must be declared to Customs by both the Captain/Master
of the aircraft or ship and the passenger importing the item(s).
iv. The passenger declares the items on his/her Passenger Arrival Form and the Captain/Master
makes the declaration on the manifest submitted to the Proper Officer of Customs.
v. A 100% physical inspection must be carried out by Customs to verify that the type, quantity and
where applicable, the serial numbers of the items conform to the import permit before they are
admitted.
vi. An export licence must also be obtained for the re-exportation of the firearms and ammunition
along with a physical inspection to verify as at (iv) above.
vii. Firearms and ammunition on board military aircraft or vessels are exempted from the above
requirement.
viii. Once all the requirements are met the Customs and Excise Division will, in support of the national
security and logistical arrangements for hosting the Fifth Summit of the Americas, facilitate timely
and expeditious processing.
11. Reception at the Airport
Welcome for the Heads of State, Government and Delegations, and their spouses.
A short Ceremonial Welcome will be held at the Piarco International Airport for all Heads of State, Government
and Delegations and their spouses,
Other members of delegations will be met and transported to their respective hotels.
Welcoming Parties
Welcoming Parties for Heads of State, Government and Delegations and their spouses will comprise Senior
Trinidad and Tobago Government representatives, the respective Head of Mission and Senior Protocol and
Security Officers.
Representatives of Diplomatic/Consular Missions wishing to welcome other delegates should address such
requests to the National Secretariat’s Director of Protocol at least two weeks in advance of the arrival so that
the appropriate arrangements may be made for access to the restricted areas. The number of representatives
per Mission will be limited to two (2).
FIFTH SUMMIT OF THE AMERICAS page 10
To effectively coordinate arrivals and departures, the National Secretariat’s Director of Protocol should be
informed of:
• The respective flight schedules
• Information concerning the use of Non commercial aircraft
• The number and composition of delegations accompanying the Head of State, Government and
Delegations
Information should be addressed to the National Secretariat through its Director of Protocol.
All arrivals and departures will be via the Piarco International Airport.
12. Transportation
The Government of Trinidad and Tobago will provide an official vehicle for:
• Each Head of State, Government and Delegation
• His/her spouse
• Ministers of Foreign Affairs
• Heads of International Bodies
Other delegates, media and Non-Governmental Organisation (NGO) representatives will be transported to
and from the airport in buses. A courtesy shuttle bus service between designated hotels and the Summit
Venues will be provided for Delegates, media and the NGOs accredited to the event.
FIFTH SUMMIT OF THE AMERICAS page 11
13. General Services
i. Simultaneous Interpretation
During the working sessions of the Official Programmme of the Summit, simultaneous
interpretation will be provided in the four official languages of the Organisation of American States
(English, Spanish, French and Portuguese).
ii. Information Desks
Information desks will be located in the general services area at the International Financial Centre.
Information may also be provided by concierges and reception desks at the designated hotels.
iii. Automatic Teller Machines (ATMs)
ATM service will be available 24 hours a day for cash transactions. All major Credit Cards will be
accepted.
iv. Currency Exchange
Foreign currency exchange services will be available. For such transactions a passport must be
presented.
v. Mail and Courier Services
Services will be available for mail, document and package delivery.
vi. Travel Agency
There will be a Travel Agency accessible to handle any travel arrangements.
vii. Car Rental
A car rental service will be available.
viii. Mobile phone sales and rentals
Cellular phone sales and rental services will be available during the Summit, along with the sale of
air time through pre-paid cards for mobile phones.
14. Access to Official Summit Venues
Access to the Official Summit Venues listed in Section 2 during the Fifth Summit of the Americas will be
controlled through the accreditation process.
All delegations attending the Summit must be sure to accredit their members in accordance with the
official accreditation procedure (see section 6), details of which will be forwarded shortly.
FIFTH SUMMIT OF THE AMERICAS page 12
Access to Plenary Sessions will be restricted to five (5) persons per delegation who will be issued with
overpasses. Two transferable overpasses will be issued to each delegation to allow alternates to enter the
Plenary Room.
Persons not wearing the relevant ID Badge will not be admitted to Official Summit Venues.
15. Telecommunications
Telecommunications Services of Trinidad and Tobago, (TSTT), a full service provider, will offer services to
cover the full suite of telecommunications needs of the participants. These services include:
• Fixed lines
• Mobile
• Wired and wireless broadband
• Video conferencing services, and integral solutions
TSTT deploys both wireless and wired next generation networks with multimedia capabilities, thus making
it one of the most advanced solutions providers in the country.
The range of TSTT services are varied. Should any additional services be required, TSTT can be contacted
directly at: 1-868-800-TSTT or tstt_service@tstt.co.tt.
Information may also be obtained by visiting the website: www.tstttntconferences2009.co.tt.
TSTT Products and Services
In order to optimize on time service delivery, TSTT will accept orders for services for the Fifth Summit of the
Americas until February 14, 2009.
All orders received after that date will be dealt with on a commercial “best effort” basis. However, delivery in
time for the Summit cannot be guaranteed once requests are submitted after February 14, 2009.
Information on all available TSTT services and contact information to facilitate the procurement of services
is available via the TSTT website.
FIFTH SUMMIT OF THE AMERICAS page 13
i. Commercial Direct Lines
There will be four (4) types of direct commercial lines available for the delegations:
• Commercial direct line charged to a TSTT account - (Existing Customers)
For those clients who are existing customers with a recurring monthly bill from
Telecommunications Services of Trinidad and Tobago – TSTT, the contract, rental, measured service,
and long distance expenses of the services requested during this event will be charged through the
existing monthly bill. The long distance fees are set according to the contracted discount plan.
Note: *This does not include additional special features which attract an additional cost.
All Rates quoted in Trinidad and Tobago Dollars
• Commercial direct line charged to a credit card- (New Customers)
For clients who do not have a monthly contract with TSTT, pricing includes:
• Commercial line
• Internal wiring
• Service rental during the event
• Equipment
Note: Long distance phone calls, along with the measured service calls, will be charged according to usage.
All Rates quoted in Trinidad and Tobago Dollars
Service
Direct line
Trunk line
One time Installation Charge
$419.00
$419.00
*Monthly Rental
$203.55
$304.75
Service
One temporary direct line
One time Charge – includes installation & rental
$826.85 ( Payable in advance)
FIFTH SUMMIT OF THE AMERICAS page 14
• Pre-paid calling cards for use with fixed lines
Pre-paid cards are available for purchase within Trinidad and Tobago. “Companion” calling cards for
overseas calls are widely available throughout the islands. There are pre-paid cards to facilitate both
local and international calls which may be made from any fixed line public phone in Trinidad and
Tobago to the rest of the country or to any part of the world.
Companion calling cards will be widely available in Trinidad and Tobago and may be purchased at
various locations throughout the host country, including Piarco International Airport, bmobile
stores, and selected hotels.
• Pre-paid Fixed Line Services – New and Existing Customers
Upon request, TSTT will accommodate and install fixed lines to facilitate the receipt of all incoming
calls whilst restricting outgoing calls with the use of pre-paid cards only.
For any additional telecommunications services which are not covered in this document, please contact
TSTT at: 1-868-800-TSTT or via email at tstt_service@tstt.co.tt
ii. Internet Access
Internet access is core to the conference experience and TSTT will make multiple modes of internet
access available to delegates and delegations.
Basic Dial-Up Access
This is an Internet access service through a direct commercial phone line, using a personal
code assigned when the service is contracted.
619 EASY – dial up internet is available at most hotels. This is charged by the hotel at per
minute usage rates and requires no account registration with TSTT.
Broadband Access
Fixed broadband service (BLINK Broadband) is available where an existing or temporary
fixed line connection is available. The following speeds and prices are as follows:
All Rates quoted in Trinidad and Tobago Dollars
Speed
1Mb
1Mb (synchronous)
2Mb
3Mb
4Mb
6Mb
Rental
$1,249.00
$1,799.00
$2,099.00
$2,399.00
$2,599.00
$4,793.62
FIFTH SUMMIT OF THE AMERICAS page 15
This service offers:
• A permanent broadband Internet connection with dual functionality. One phone line allows for
simultaneous Internet and voice access without altering the voice quality or varying the connection
speed.
• Toll charges are only applicable for voice calls placed, as there is no toll charge associated with
connections to the Internet.
• With only one access line, there can be a direct connection to a computer or to a local area network
(several computers simultaneously). Laptops may also share the connection via a wireless
connection using the same equipment.
Mobile Wireless Broadband
Mobile Blink Broadband or “Blink On-The-Go” will allow for wireless broadband mobility.
All Rates quoted in Trinidad and Tobago Dollars
WiFi
Visitors with compatible WiFi enabled devices including mobile phones will be able to access WiFi
services wherever signs display its availability. Usernames and passwords will be made available to
delegates prior to the Summit via the National Secretariat, or users can access the service via an
open network. The same username and password will be used at all TSTT powered WiFi hotspots
for the added value of a roaming experience. TSTT will establish WiFi hotspots in several restaurants,
hotels, clubs, guest houses and other businesses which will be frequented by the delegates and
support staff, so that wireless broadband coverage will extend beyond the core conference areas.
The WIFI standard available is IEEE 802.11 B and G.
For any additional telecommunications services which are not covered in this document, please
contact TSTT at: 1-868-800-TSTT or via email at tstt_service@tstt.co.tt
Service Description
Monthly Allowance Mega Bytes (Mb) /month
Mega Byte rate (Mb) after Allowance
Activation Fee
Modem Fee
2000 Mb
$0.40
$600.00
$1,200.00
FIFTH SUMMIT OF THE AMERICAS page 16
iii. Mobile Services
Roaming
TSTT currently operates a mobile network under the bmobile brand with GSM service on three
(3) bands, 850/1900/1800 MHz, as well as limited voice international roaming service on a CDMA
850 network. To facilitate seamless accessibility for the participants of the Fifth Summit of the
Americas, TSTT has roaming partnership agreements with 302 GSM carriers, as well as CDMA
carriers.
These partnerships/agreements will facilitate inbound roaming for the participants of the Fifth
Summit of the Americas allowing for delegates’ ease of access with their own mobile handsets
operating on either of these frequencies. Access to mobile internet, blackberry services, voice calls
or any other mobile service will be available island wide. However, for participants who prefer not
to use the roaming facility TSTT will allocate a free bmobile GSM SIM card for use in Trinidad and
Tobago. (Please note that delegates accessing the GSM SIM card must be in possession of an
unlocked GSM handset.)
Additionally, all delegates for the Fifth Summit of the Americas will be provided with a bmobile
voucher which will enable them to obtain free GSM SIM cards preloaded with mobile airtime. This
GSM SIM card will be valid for one (1) month. The bmobile vouchers will be distributed via packages
made available through the National Secretariat.
TSTT’s bmobile conference website
TSTT will have an exclusive website (www.tstttntconferences2009.co.tt) to allow for easy access to
information on telecommunications services as well as a special E-store. The details of services
available on this website are outlined below:
Website (E-store) – this will facilitate online access to conference packages for delegates and media
personnel attending the Fifth Summit of the Americas. The Conference package includes the
following:
• Sale of GSM mobile handsets, GSM prepaid SIM cards and mobile airtime inclusive of international
rates and local rates.
• Delivery service of conference packages to respective hotels or arrangements for collection at ports
of entry (Airport/Seaport) or at the Conference location (IFC building).
• Full details on all bmobile services offered including roaming and other mobile data services.
• An interactive map outlining the major routes from Airport/Seaport to other delegate areas of
interest such as major participating hotels, bmobile stores and top-up locations along this route.
FIFTH SUMMIT OF THE AMERICAS page 17
iv. On-Site Telecommunications Centre For Delegates
To maximize productivity during the conference, TSTT will facilitate on-site assistance for the
following mobile services:
• Sale of GSM mobile handsets
• Sale of GSM prepaid SIMs (for persons wishing to obtain their personal SIMs after the event)
• Sale of GSM mobile airtime
• Sale of prepaid calling cards
A Telecommunications Help Desk at the International Financial Centre will also be manned by TSTT
staffers to assist with any technical issues you may have.
v. Pre-paid cards for mobile telephones
Visitors may access mobile service via the purchase of GSM Pre-paid mobile airtime cards. With
prices ranging from $5.00 to $575.00 Trinidad and Tobago Dollars, (Value Added Tax exclusive),
these can easily facilitate the needs of all delegates.
The respective airtime bundles are outlined below:
TSTT (bmobile) rate for Local calls (TT$)
The voice rate applicable after the first 3 minutes is $0.50 including calls within the bmobile network, as well
as to fixed lines and other local mobile networks. This rate is VAT exclusive.
Please note that the Value Added Tax is 15% of cost.
Cost of Airtime (TT$)
TT$ 5.00
TT$575.00
Plan
Conference Plan
Voice
Day
$1.00
Voice
Evening
$1.00
Voice
Weekend
$1.00
SMS
to Bmobile
$0.30
SMS
to Other networks
$0.50
Airtime in (minutes)
Avg. 5 minutes (local voice calls)
Avg. 575 minutes (local voice calls)
Price per min(TT$) Local voice calls)
$1.00 per minute
$1.00 per minute
FIFTH SUMMIT OF THE AMERICAS page 18
TSTT (bmobile) rate for International calls (TT$)
vi. Customer Service and Support
The following support services will be in place before the start of the Summit in order to ensure
seamless access to telecommunications services and full service support:
vii. Onsite Services
Trained telecommunications resource personnel will operate at key conference
facilities. These Customer Service Representatives (CSRs) will address all customer enquiries as
they relate to TSTT’s products and services and will be fully supported by a dedicated technical
team.
viii. Customized Help Access Number
TSTT will have a customized number available for quick and easy access to services. This number
is 1-868-800-TSTT. The number will be fully manned from 8.00 a.m. to 4.00 p.m. (Trinidad and
Tobago time) daily.
Description
Destination
USA, Canada, UK & Ireland
Caribbean, Venezuela & India
Rest of the World (See exceptions in Notes 2 below) *
(TT$)
Day
$1.25
$1.50
$2.50
(TT$)
Evening
$1.00
$1.00
$2.00
(TT$)
Weekend
$0.50
$0.75
$1.50
Notes:
1. International calls terminating on mobile phones attract a surcharge of $1.00 per
minute except for mobile phones with receiving party pays plans such as in the USA or Canada.
2. A $6.00 per minute charge is applicable to the following countries: Antartica, Ascension,
Christmas & Cocos Keeling Islands, Comoros, Cook Island, Cuba, Falkland Islands, Greenland,
Guinea Bissau, Kiribati, Nauru Island, Niue Island, Norfolk Islands, Papua New Guinea, Sao Tome
and Principe, Solomon Islands, Somalia, St Helena, Tokelau, Tuvalu, Vanuatu, Wallis and Futuna.
All rates are VAT exclusive
FIFTH SUMMIT OF THE AMERICAS page 19
ix. Multilingual Menus
For ease of access TSTT will provide multilingual menu options for all its services in the week prior
to and during the Conference.
Technical Support - Back office support will operate 24 hours per day
and provide all services after onsite locations have closed.
x. Language Services
From the week prior to the Conference experienced interpreters will operate from all key customer
service touch points to ensure that delegates can communicate with CSRs where English may not
be the primary language. These interpreters will not only be deployed onsite but also be co-located
with our Directory Assistance, Mobile, Internet (Wired and Wireless) and Overseas Operator
Services staff in the event that a delegate or guest decides to use any of these services.
xi. Other Telecommunications Services
For telecommunications services which are not specifically covered here, please contact
Telecommunications Services of Trinidad and Tobago – TSTT.
NOTE: The business arrangement between any telephone service provider and the delegations is the direct
responsibility of both parties.
CONTACT US
Telephone
Email
Website
1-868-800-TSTT
tstt_service@tstt.co.tt
www.tstttntconferences2009.co.tt
FIFTH SUMMIT OF THE AMERICAS page 20
16. Media
The International Media Centre for the Fifth Summit of the Americas will be located at:
International Financial Centre
1 A Wrightson Road
Port of Spain, Trinidad and Tobago
i. Services
Services offered by the Host Broadcaster will include:
• Press room.
• Working areas with computer access.
• Dial-up (laptop) connections.
• Network (laptop) connections.
• Printers.
• Fax machines.
• Photocopying services.
• Closed-circuit television.
• Briefing rooms.
• Private working areas.
• Signal distributor.
• Areas for mobile units and broadcasting equipment.
• Base In Band (international signal to the booth).
• Copying services.
• Editing services.
Costs related to the above mentioned services are to be covered in advance.
ii. Accreditation of the Media
A personal, non-transferable Identification (ID) Badge will be issued to all members of the media.
This must be worn at all times and must always be visible in order to ensure access to the relevant
area.
Accreditation information will be made available online in advance of arrival in Trinidad and Tobago.
Details of the accreditation process will be communicated in a subsequent Bulletin.
FIFTH SUMMIT OF THE AMERICAS page 21
iii. Media Accommodations
The media will be accommodated in a “floating hotel”, either the Carnival Victory or the Caribbean
Princess anchored in the port of Port of Spain in the vicinity of the Conference Centre. All media
accommodations must be arranged through the National Secretariat.
iv. Media Transportation
A courtesy shuttle bus service will be available for use by accredited media.
17. Security
A comprehensive operational planning framework has been established by the Government of Trinidad
and Tobago. Local, regional and international resources have been enlisted to ensure maximum security for
the Summit and all its associated sites and events.
In addition, appropriate close protection arrangements will be in place with respect to individual Heads of
State, Government and Delegations and their respective spouses.
Details of the security arrangements will be shared with the relevant security personnel of participating
delegations.
18. Medical Services
Trinidad and Tobago has a network of primary, secondary and tertiary health care services for both adults
and children. These are available on a 24 hour basis.
While being transported between Summit Venues Heads of State, Government and Delegations and their
spouses will be accompanied by an ambulance in case of emergency.
There will also be medical stations at all Summit Venues and events, with ambulance transportation available
to an appropriate facility as necessary.
It is advisable that participants travel with their health information and medication and advise the National
Secretariat in advance of any special requirements.
International medical insurance is recommended. Healthcare services at public health institutions are free,
including medication available at these Institutions. However, healthcare services, as well as medication at
private institutions will be available at a cost to participants.
Participants travelling from an area where there has been any outbreak of infectious disease, must so notify
the National Secretariat at least one (1) month in advance.
An air ambulance emergency evacuation service will also be available.
FIFTH SUMMIT OF THE AMERICAS page 22
19. Disaster Emergency
There is a Disaster Response Plan in place in the event of any untoward development. Instructions will be
provided at designated hotels, cruise ships and venues.
20. Pre-Summit Activities
Pre-Summit activities are being planned with various groups and will take place during the period April 14
-16, 2009. Further information will be provided in a subsequent Bulletin.
Information Bulletin No. 2 will be issued in January 2009
FIFTH SUMMIT OF THE AMERICAS page 23
ANNEX A
Fifth Summit of the Americas
Heads of State, Government and Delegations
Provisional Programme
Thursday, April 16 – Monday, April 20
Thursday, April 16
All day Arrival of the Heads of State, Government and Delegations
Piarco International Airport
Bilateral Meetings and/or Briefing Meetings
Designated rooms at Hyatt Regency Hotel
Friday, April 17
All day Arrival of the Heads of State, Government and Delegations
Piarco International Airport
5:00 - 6:00 p.m. Opening Ceremony
Regency Ballroom, Hyatt Regency Hotel
6:00 - 7:30 p.m. Cultural Show
Regency Ballroom, Hyatt Regency Hotel
7:30 - 9:30 p.m. Cocktail Reception for Heads of State, Government and Delegations, their
spouses and special guests hosted by the Prime Minister of Trinidad and
Tobago and Senator, the Honourable Hazel Manning
Regency Foyer, Hyatt Regency Hotel/ Ship Deck for those viewing the ceremony
from the ship
FIFTH SUMMIT OF THE AMERICAS page 24
Saturday, April 18
8:00 - 9:30 a.m. Bilateral Discussions
Designated rooms at Hyatt Regency Hotel
9:30 - 12:30 p.m. Plenary Session I: Human Prosperity
Port of Spain Ballroom, Hyatt Regency Hotel
12:30 p.m. Official Photographs of Heads of State
12:30 - 3:00 p.m. Working Lunch
Regency Ballroom, Hyatt Regency Hotel
3:00 - 5:15 p.m. Plenary Session II: Energy Security
Port of Spain Ballroom, Hyatt Regency Hotel
5:15 - 6:45 p.m. Plenary Session III: Democracy and Strengthening of Institutions
Port of Spain Ballroom, Hyatt Regency Hotel
8:00 p.m. Official Dinner and Cultural Show hosted by the Prime Minister of Trinidad
and Tobago and Senator the Honourable Hazel Manning in honour of the
Heads of State, Government and Delegations, their spouses and
special guests.
Sunday, April 19
7:30 - 8:30 a.m. Inter-Faith Service for the Heads of State, Government and Delegations
and their spouses (optional) Holy Trinity Cathedral- Abercromby Street
8:00 - 9:45 a.m. Bilateral Discussions
10:00 - 12:30 p.m. Retreat & Working Lunch
Diplomatic Centre, Conference Hall
1:00 - 2:00 p.m. Closing Ceremony
Diplomatic Centre, Executive Dining Room/Ballroom
2:00 - 2:30 p.m. Media Conference
Diplomatic Centre, Press Room
3:30p.m. Departure of Heads of State, Government and Delegations
Piarco International Airport
Monday, April 20
All day Departure of Heads of State, Government and Delegations
Piarco International Airport
A SEPARATE PROGRAMME IS BEING DEVELOPED FOR THE
SPOUSES OF HEADS OF STATE, GOVERNMENT AND DELEGATION