PROTOCOL GUIDE of the

International Specialized Exhibition «Astana EXPO-2017»

Astana 2017

Contents

Section/attachment p.

1. Introduction 4

2. Definitions and terms 4

3. Section 1. Protocol Service1.1. The main objectives of the Protocol Service1.2. Interaction of the Protocol Service with the Official

Participants1.3. Classification of the official delegations

5

4. Section 2. Arrival/departure of the Official Participants2.1. Procedures of greeting VIP Guests of the Official Participants’ delegations2.2. Procedures of bidding farewell to VIP Guests

7

5. Section 3. Accreditation of the Official Participants3.1. Accreditation card3.2. Main client groups subject to accreditation3.3. Access to the Exhibition site

9

6. Section 4. Venues of the Exhibition EXPO-2017 10

7. Section 5. National Day for Official Participants5.1. Procedure for filing applications for hosting National Days5.2. Organizing the National Day5.3. Cooperation of the Protocol Service with the Official

Participants in hosting events during the National and Special Days

5.4. Access of the Official Participants5.5. National Day program5.6. Arrival at the National Day Stage5.7. National Day Opening Ceremony5.8. Official addresses5.9. National Parade5.10. Visiting the Official Participant’s pavilion5.11. Visiting the Kazakhstan Pavilion5.12. Press Conference5.13. Official Lunch/Dinner5.14. Completion of the National Day program

12

8. Section 6. Media 22

2

9. Section 7. Integrated security system 22

10. Section 8. Medical support 23

11. Section 9. Contact details of the Protocol Service 23

12. Attachment 1 Country Managers

25

13. Attachment 2Application for hosting the National Day during the International Specialized Exhibition "Astana EXPO-2017"

28

14. Attachment 3Form for the submission of the national flag design and national anthem record

29

15. Attachment 4List of basic technical equipment for hosting National and Special Days

30

16. Attachment 5Application form for the Head of the Official Delegation

32

17. Attachment 6Application form for the delegation

33

18. Attachment 7Application form for accompanying journalists

34

3

Introduction

The Protocol Guide of the International Specialized Exhibition «Astana EXPO-2017» (hereinafter – Guide) provides all the essential information on the procedure, format and rules that the Official Participants must follow for the organization and participation to official events of the International Specialized Exhibition «Astana EXPO-2017», which will take place from 10th of June to 10th of September 2017 in Astana.

The Guide describes the core activity of the Protocol Service of the JSC «NC Astana EXPO-2017» (hereinafter – Protocol Service) and its interaction with the Official Participants.

The Guide provides information on aspects of arrival and departure of the Official Participants, the rules for the preparation and hosting of National and Special Days as well as other official events during the Exhibition. The relevant application forms (questionnaires) for hosting these events have been provided as annexes.

Definitions and terms:

1. Exhibition – International Specialized Exhibition EXPO-2017 in Astana, which is to take place from 10th of June to 10th of September 2017;

2. Theme of the Exhibition – «Future Energy»;3. Organizer – Joint Stock Company «National Company «Astana EXPO-

2017»;4. Protocol Service – Protocol Service of the Joint Stock Company «National

Company «Astana EXPO-2017»5. BIE – Bureau International des Expositions;6. Official Participant – country or international organization officially

participating in the Exhibition;7. National Days – official events organized to celebrate the participation of

Official Participants to the Exhibition; 8. USC – Unified Service Center for the Official Participants;9. MFA of the RK– Ministry of Foreign Affairs of the Republic of

Kazakhstan;10. MIA of the RK – Ministry of Internal Affairs of Republic of Kazakhstan.11. IAA – Internal Affairs Agencies

4

Section 1. Protocol Service

In close cooperation with the Exhibition’s Commissioner, President’s Protocol, Prime Minister’s Protocol, State Protocol of the Ministry of Foreign Affairs and State Security Service of the Republic of Kazakhstan, the Protocol Service governs procedures for official/unofficial events hosted by the Official Participants in the territory of the Exhibition, which are mandatory in planning and conducting organizational arrangements and official events.

In accordance with the common state practice, the State Protocol of the Ministry of Foreign Affairs of the Republic of Kazakhstan regulates internal rules for hosting visits of official delegations (Heads of State/Government, Parliament Speakers, Ministers and other dignitaries) and determines the format of their stay (accommodation and transport). Depending on the status, the visit and the level of the head of delegation, the State Protocol specifies the format of the visit (state, official, working, etc.) of the official delegations in the Republic of Kazakhstan.

Only the State Protocol of the Ministry of Foreign Affairs of the Republic of Kazakhstan shall provide protocol support for the official persons. The designated officers of the Ministry of Foreign Affairs shall be assigned to their respective delegations of states participating in the Exhibition as Liaison Officers.

The Protocol Service shall work through the organizational questions of the forthcoming events by considering the wishes of the international participants, including their national, cultural, religious and traditional distinctions. The Protocol Service shall closely interact with international participants in planning and hosting National and Special Days and other activities (concerts, shows, parades, sports events, bilateral meetings, etc.) during the Exhibition.

1.1. The main objectives of the Protocol Service

- Coordination of the main organizational arrangements and official events hosted in the territory of the Exhibition;

- Interaction with the Official Participants in preparation and hosting of National and Special Days as well as other official events;

- Organization of visits of official delegations to the Exhibition site;- Close interaction with the Secretariat of the Exhibition Commissioner and

other protocol services of Kazakhstan as part of organizing official visits of dignitaries to the Republic of Kazakhstan;

- Assistance to the Official Participants in resolving the organizational and protocol-related issues during the Exhibition.

1.2. Interaction of the Protocol Service with the Official Participants

In order to ensure proper interaction between the Protocol Service and Official Participants in preparing and carrying out arrangements for official events, the Protocol Service shall closely cooperate with official representatives of the Official Participants (Commissioners of Section, diplomatic missions accredited in

5

the Republic of Kazakhstan, protocol and organizational services as well as advance teams).

The Protocol Service shall interact with Official Participants in arranging the following events:

- arrival/departure of heads of the official delegations of the Official Participants to and from the Republic of Kazakhstan;

- assistance in the aspects of accommodation and transportation for the official delegations;

- assistance in catering, including allergic cases and diet restrictions of the heads and members of official delegations;

- assistance in securing authorizations for importing/exporting firearms and use of radiofrequencies by security services of the Official Participants;

- arranging the visits of official delegations of the Official Participants to the premises of the Exhibition;

- assistance in providing electric cars for the heads of official delegations for moving across the Exhibition site;

- organizing the National Days of the Official Participants including providing Official Participants with sample pieces of national flags and records of the national anthems;

- arranging visits of official delegations to the Exhibition venues and exchanging memorable gifts;

- assistance in organizing official, mass-entertainment, sports and other various events in the Exhibition site.

For efficient and prompt interaction, the Protocol Service is located immediately in the Exhibition site, in the Organizer’s Office.

In order to coordinate all issues related to the protocol during the Exhibition, the Organizer requests the Official Participants to submit contact details of their protocol and organizational services as well as advance teams by the end of March 2017. Upon the request of an Official Participant, the Protocol Service will provide the contacts of the protocol specialists of the participating state and/or international organization. The email is protocol@expo2017astana.com

1.3. Classification of the official delegations

In order to establish the priority ranking of the official delegations, the Protocol Service shall classify them into the levels below:

- first level "VVIP" – Heads of State, Heads of Government, heads of international organizations;

- second level "VIP" – delegations of vice-presidents, members of royal families, parliament speakers, ex-heads of state, deputy prime ministers, ministers, parliament or congress members, deputy ministers (if they are head of delegation);

- third level "CIP" – heads of large corporations, commercial companies and holdings.

6

Formats of the official delegations:VVIP 1+5VIP 1+5 (upon agreement)CIP –

Section 2. Arrival/departure of the Official Participant

In order to ensure the appropriate level and organize the arrival and departure schedule of official participants, including official visits of heads of states/governments, members of official delegations, accompanying persons, commissioners of national sections and other officials, an Official Participant must submit the detailed information to the Organizer indicating the time, date and place of arrival/departure at least ten days before the arrival/departure date (Attachment 6).

Organization of visits of senior and high officials (Heads of State/ Government, Deputy Prime Ministers, Parliament Speakers and other officials) shall be coordinated by the State Protocol of the Ministry of Foreign Affairs of the Republic of Kazakhstan.

The Organizer, together with the Ministry of Foreign Affairs of RK, shall assign Country Managers responsible for the delegations of the Official Participants – the designated officers of the International Participants Department of Organizer (staff list is provided in Attachment 1). For all issues of participation in the Exhibition, representatives of an Official Participant shall cooperate with Country Managers. Official Participants can obtain the contact details of Liaison Officers from the Country Managers.

2.1. Procedures of greeting VIP guests of the Official Participants’ delegations

Option 1. Arrival with chartered flight, where senior representatives of the State Protocol of the MFA of RK and the head of the diplomatic mission of the respective foreign state accredited in Kazakhstan (hereinafter – Guest Country’s Ambassador) go up the board and invite the VIP Guest to the exit. At the ramp, the guest is welcomed by the senior representatives of the Organizer: senior managers of Organizer and Mayor’s Office of Astana, commissioners, embassy representatives and other officials (upon agreement).

A young lady in the national dress hands the flowers to the VIP Guest (if the guest is accompanied by a spouse, a lady and a young man hand flowers to each of the guests; usually, a bunch consists of 9, 13 or 15 dark red roses). Representative of the Protocol Service introduces the officials from the Kazakhstan side to the guest. Official photo and video shooting and translation support are to be arranged.

In cases where the guest arrives during holidays or weekends, in early morning or late night hours, the level of the officials from the Kazakhstan side may be lowered (upon agreement).

7

After exchanging greetings, the VIP guest accompanied by host country officials proceeds to the airport’s VIP Lounge for a brief conversation (tea table provided). Meanwhile, the Protocol Service ensures that the guests’ passports are stamped by the Border Service of the National Security Committee of RK and the luggage is delivered to the cars. After the brief conversation, the Protocol Service invites guests to the cars. The motorcade lines up in front of the main entrance of the VIP-terminal or drives onto the airfield and line up in the parking area (upon agreement). After that, the motorcade leaves for the residence of the guest.

Option 2. Arrival with regular flight, where senior representatives of the State Protocol of the MFA of RK and the Guest Country’s Ambassador walk through the jet bridge and wait for the guest to come out of the plane. After that, the VIP guest accompanied by the Ambassador and Protocol Service goes to the VIP Lounge (internal flights hall) or CIP Hall (international flights hall) of the airport terminal where they are welcomed by the officials. The Protocol Service introduces the host country officials to the VIP Guest. Official photo and video shooting and translation support are to be arranged.

A young lady in the national dress hands the flowers to the VIP Guest (if the guest is accompanied by a spouse, a lady and a young man hand flowers to each of the guests; usually, a bunch consists of 9, 13 or 15 dark red roses).

The Protocol Service ensures that the guests’ passports are stamped by the Border Service of the National Security Committee of RK and luggage is delivered to the cars.

After brief conversation (tea table), the Protocol Service invites guests to the cars. The motorcade drives into the first line and lines up in front of the entrance of the VIP/CIP halls. Then the motorcade leaves for the residence of the guest.

In cases where the guest arrives on holidays or during weekends, in early morning or late night hours, the level of the officials from the Kazakhstan side may be lowered (upon agreement).

2.2. Procedures of bidding farewell to Official Participants’ delegations

Option 1. Departure with chartered flight. In accordance with the international practice, the farewell ceremonies

involve persons that participated in welcome ceremonies. Persons participating in the farewell shall arrive in advance (before guests arrive, this is regulated by the Protocol Service). Persons responsible for luggage check-in and having passports stamped by the Border Service shall arrive at the airport 1.5 hours before departure. Official photo and video shooting, tea table and translation support are to be arranged. The motorcade drives up to the main entrance of the VIP terminal or drives onto the airfield and lines up in the parking area (upon agreement).

Option 2. Departure with a regular flight. In accordance with the international practice, the farewell ceremonies

involve persons that participated in welcome ceremonies. Persons participating in

8

the farewell shall arrive in advance (before guests arrive, this is regulated by the Protocol Service). Persons responsible for luggage check-in and having passports stamped by the Border Service shall arrive at the airport 1.5 hours before departure. Official photo and video shooting, tea table and translation support are to be arranged. The motorcade drives into the first line and lines up in front of the entrance of the VIP/CIP halls.

Section 3. Accreditation of the Official Participants

3.1. Accreditation card

Accreditation shall be arranged by the Organizer.The purpose of accreditation during the Exhibition is to provide certain

categories of persons with access to venues and zones within such venues so that they can perform their duties. In addition, the objective of the accreditation is to limit the access of unauthorized persons to the Exhibition site.

An accreditation card is the acknowledgment that a person has been accredited at the Exhibition.

3.2. Main client groups subject to accreditation

In order to be granted access to the venues of EXPO-2017 after such venues will be transferred to the "accreditation mode", all Official Participants shall be subject to the procedure of accreditation.

The list of the main groups and categories of the persons that are subject to accreditation:

1. Bureau International des Expositions.2. Media, including: a) press; b) broadcasting companies.3. Organizers of the following International Exhibitions.4. Official Participants.5. Corporate participants.6. Official delegations.7. Commercial partners and sponsors.8. Organizer.9. Contractors.10. VIPs.11. Security services including: a) private; b) public12. Volunteers.13. Constructors.14. Governmental organizations15. Emergency services.16. Other persons involved.

9

3.3. Access to the territory of the Exhibition

For official visits for the National Days of an Official Participant, the Organizer will issue up to 20 accreditation cards for delegations of the first and second class VVIP and VIP and up to 15 accreditation cards of the delegations of the third class CIP.

In case of official visits to attend other events of the Exhibition, the number of accreditation cards to be issued shall be agreed upon and approved in each individual case. High-ranking officials will have priority.

The Accreditation Center of EXPO-2017 is located in the building of the Energy Center within the Exhibition site as well as in the EXPO-village for the convenience of the Official Participants.

Upon crossing the boundary of the EXPO-2017, all visitors must go through the security check.

VVIP and VIP persons and their vehicles shall access the Exhibition through the entry in its north-eastern part.

VIP persons included in a separate guest list and not entitled to access the Exhibition with a vehicle shall stop by the entrance and be inspected as per general procedure. The underground parking lot under the Congress Center with a capacity for 350 cars will be provided for VIP Guests’ vehicles.

The access of high-ranking officials/VIP persons to the Exhibition site will be managed by a group consisting of MIA officers, special agencies and security personnel.

Official delegations visiting the Exhibition and participating in the National Days of Official Participants shall be received by the Commissioner of the Exhibition and/or officials on behalf of the Government of the Republic of Kazakhstan and high representatives of JSC "NC Astana EXPO-2017" depending on the status and level of the head of the delegation.

In turn, the Protocol Service will render every assistance to the Official Participants regarding the access of members of the official delegations and accompanying persons to the Exhibition site.

For more information on issuing the accreditation cards, groups subject to the accreditation, etc., please refer to the «Guide on Accreditation of Physical Persons and Vehicles».

Section 4. Venues of the Exhibition

Official opening ceremonies of the National Days will be held on the National Day Stage. Further activities hosted during the Official Participant’s National Day (evening reception, show, reception, etc.) may take place at other venues. In this case, the participants should inform the Organiser and have the conditions and location approved by the Organizer in advance.

10

The Organizer can recommend other venues that are available for hosting such events. Also, part of the entertainment program may be held in the Official Participant’s pavilion.

The National Day Stage is a temporary entertainment facility and a roofed stage structure located in the Exhibition site. The primary purpose of the platform is to host National Days of the states and intergovernmental organizations participating in the Exhibition. The National Day program may include both an official part and an entertainment part, start or finish with the parade of the participating state. This platform may serve as the starting or final point in the parade route.

The Congress Center is a multifunctional entertainment permanent facility located in the area adjacent to the Exhibition site. The Congress Center offers broad opportunities for hosting international congresses, conferences, symposia, panel sessions, stage shows, concerts and official events. The Exhibition Opening Ceremony will be held in the Congress Center.

The maximum number of seats in the Congress Centre is 2100. It is envisaged that multimedia equipment and the latest technologies will be broadly used in arranging the events and shows held on the stage of the Congress Centre.

The premises of the Congress Center offer additional rooms for hosting smaller meetings, presentations, forums, discussions, master classes and other formal and educational events provided with essential equipment. In total, participants get one main hall, and four small rooms.

Energy Hall is a cultural and entertainment permanent facility located in the Exhibition site. The venue can be used for official special Events.

With an approximate area of 3300 m², the hall can host 1000 viewers. The hall is designed for such Events of the Exhibition as concerts of classic and traditional music, modern choreographic shows, experimental theater, film shows for wider audience as well as special Events of Participants.

The Art Center is the two-level cultural and entertainment facility located in the Exhibition site. The main function of the venue is to host entertainment, educational, and exhibition events with the participation of famous curators and gallerists; host performances and film shows; and host a children’s educational center and other activities designed to acquaint visitors and participants of the Exhibition with the latest international and Kazakh art. The platform is not equipped with stage structures and is a finished venue designed as a gallery/exhibition platform for the realization of various creative ideas. Facilities for events are located on two floors: the ground floor is supposed to accommodate the Education Center, and the first floor will host a gallery and exhibition area.

The ground floor of the Art Center is available for hosting events. The Exhibition site is designed for hosting mass programs: street

performances, Daily Parades and Events of participating states. Planning mass Events in the Exhibition site is governed not only by the general rules of Event Planning but it constitutes the category of Events associated with high risk for life

11

and health of people, this is why it is additionally regulated and supported by enhanced security measures.

The layout below shows the main route for planning national parades in the Exhibition site. In order to host other Events in the Exhibition site, a separate Application must be filed, which, in the process of approval, establishes a precise venue of the Event, movement route, coordination with all the service providers, and the technical infrastructure, etc.

For more information on the venues within the Exhibition site, please refer to «Event Hosting Guide».

Section 5. Organizing the Official Participant’s National Day

The calendar of EXPO-2017 has a distinct place for National Days, since arranging such events is the main occasion to demonstrate a national culture of a participating state as well as to note the significant contribution of each Official Participant to holding the Exhibition.

National Days demonstrate the best accomplishment in alternative energy and renewable energy sources, increase the profile of the country and promote the development of the theme of EXPO-2017.

During the Exhibition, Official Participants may choose any day for their National and Special Days, except:

- Days of Opening of EXPO-2017 (9-10th of June);- Days of the Capital (6th of July);- Day of the Constitution of the Republic of Kazakhstan (30th of August); - Day of BIE (9th of September);- Day of the Closing of EXPO-2017 (10th of September).

5.1. Procedure for filing applications for hosting National Days

In order to confirm the date, time and venue for the National Day, the Official Participant must send an application to the Organizer by the 1st of March 2017 (application form is provided in Attachment 2,5,7) to: nationalday@expo2017astana.com.

Within seven (7) business days, the Organizer shall review the application and confirm in writing one of the selected dates or offer alternative dates if the chosen dates have already been booked by other Official Participants. The final list of the approved National Days will be posted at the end of March 2017 on www.expo2017astana.com.

The Official Participant must provide the Organizer with the following information:

1. Three alternatives of preferred dates for celebrating the National Day;2. Preliminary scenario of the National Day; 3. Format and venues for the events (reason for selection); 4. Technical support (technical requirements for hosting events);

12

5. Technical requests that relate to organizing events and timeframes for using the location (including time necessary for installation and dismantling) in order to project and optimize time resources;

6. Composition of the delegation, preliminary number of event participants from the Organizer’s side, responsible person, contact details.

In case changes are made to the National Day program or the National Day is cancelled by the Official Participant, a notification must be sent to the Organizer by April 10, 2017.

5.2. Organizing the National Day

In order to plan the official part (ceremonial part – raising national flags, performance of anthems and delivering welcome speeches) of the National Day program, the Organizer has set up the National Day Stage, which is a roofed prefabricated stage making it easy to install additional light and sound equipment (list of basic technical equipment provided by the Organizer is shown in Attachment 4).

Technical parameters of the National Day Stage

Total area, m2 Sstage = 120 m2

Stage size; a х b х h = m 12m х 10m х 12m

Capacity 320 viewers

Max load up to 5 tons 250 kg/m2

Ancillary technical rooms 5

13

In order to plan additional entertainment events, the following platforms are provided: Art Center – photographic exhibitions, master classes; territory of the Exhibition – parades, fireworks, animators. For gala concerts, the Organizer may provide the Energy Hall, Congress Center or Amphitheatre.

Official Participants wishing to organize an entertainment program during their National Days must send an application to the Organizer where they need to specify a venue for an entertainment program in PDMS/PDF files at least 30 days before the date of event.

For more information on planning entertainment events, please refer to the «Event Hosting Guide».

5.3. Cooperation of the Protocol Service with the Official Participants in hosting events during the National and Special Days

During the Exhibition it is possible that events that are not related to the main theme of the exhibition may be held such as bilateral meetings/negotiations, business forums, scientific conferences, and visits of official delegations to the exhibition pavilions and other venues of the Exhibition. In order to prepare and implement organizational arrangements, the Protocol Service shall communicate with the protocol and/or other organizational services of Official Participants.

The main areas for cooperation are: - arrival/departure of the official delegations to/from the Exhibition; - access to the Exhibition site (Official Participant must provide a list of

delegation members and the vehicles in advance; the points of entry/exit and the detailed itinerary in the territory of the Exhibition to be discussed and elaborated);

14

National Day Stage

ADDITIONAL TECHNICAL ROOMSSize: 5x5 mQty: 5

NATIONAL DAY STAGENumber of seats: 320Stage dimensions: 12 x 10 m

STAGE

320 seats

- cooperation on securing a required number of vehicles (electric cars) for official delegations to ride across the Exhibition;

- cooperation on detailed elaboration of the program and scenario of events (setting up the order of an event, with time for each action specified and responsible persons designated);

- identification and preparation of the event venues (cooperation on securing technical infrastructure of the National Day Stage, Energy Hall and other venues);

- presence of staff for holding events (translators, announcers, assistants, camera and video operators, media and others);

- elaboration of the aspects of visiting the venues of the Exhibition (collective elaboration of the itinerary with time data);

- collective photo and a record in the Honored Guests Book (positioning of officials)

- exchanging keepsakes (souvenirs and gifts).

5.4. Access of the Official Participants

Delegation of the Official Participant shall arrive at the VIP entrance of the Exhibition (from the side of Uly Dala Street), after which the delegation accompanied by the Protocol Service shall proceed to the National Day Stage. From the VIP entrance, the delegations shall proceed as follows:

1. Official delegation of level 1 – VVIP – electric cars (golf cars) are to be provided for the head of the delegation and the accompanying person; the rest members of the delegation will walk on foot;

2. Official delegation of level 2 – VIP – the head of the delegation, the accompanying and members of the delegation will to walk on foot;

3. Official delegation of level 3 – CIP – the head of the delegation, the accompanying and members of the delegation will to walk on foot.

15

Fig. 1: Layout of the VIP-entrance and the parking in the territory of the Exhibition

In order to make sure that members of the official delegations and other persons are granted comfortable access, the VIP entrance is located in the northern part of the Exhibition in the direct vicinity of the concert hall.

5.5. National Day program

National Days shall be celebrated as follows: the first event of the participating state starts at 10.00 am, while the second event of another participating state starts at 03.00 am.

Duration Program

Delegation arrives at the VIP entrance of the Exhibition

10 min Arrival at the National Day Stage

5 min Raising national flags of the Republic of 16

VIP access to ExhibitionVIP access to drop-off locations Points of VIP accessDrive-up locationsUnderground VIP parking

Kazakhstan, performance of the national anthem of the Republic of Kazakhstan

5 min Raising national flags of the Official Participant, performance of the national anthem of the Official Participant

5 min Speech by host country representative

5 min Speech by head of the Official Participant’s delegation

up to 30 min Entertainment program of the Official Participant (at the discretion of the Official Participant)

from 10 to 30 min National Parade or arrival at the pavilion of the Official Participant

30 min Visiting the pavilion of the Official Participant

30 min Excursion across the Kazakhstan Pavilion

5 min Record in the Honored Guests Book in the Kazakhstan Pavilion

5 min Photo session in the Kazakhstan Pavilion

up to 30 min Press Conference

(at the discretion of the Official Participant)

40-90 min Official lunch/dinner

Departure of the delegation through VIP exit of the Exhibition

5.6. Arrival at the National Day Stage

17

Delegation of the Official Participant shall arrive at the Exhibition through VIP entrance for high-ranking guests. Delegation of the Official Participant shall walk on foot; where appropriate, official delegations led by Heads of State/Government may be provided with golf cars (upon request of the Official Participant).

By the National Day Stage, the Head of the Official Participant’s delegation shall be welcomed by high representatives of the Organizer, a senior representative of the BIE, Commissioner of the Exhibition and/or high representative of the Government of the Republic of Kazakhstan.

5.7. Ceremony of the Opening of the National Day

Opening of the National Day shall start with the ceremony of raising national flags (the flag of the Organizer’s country is raised first and the national anthem is played at the same time, followed by the raising of the flag and playing of the national anthem of the country that is hosting the National Day)

Fig 2: Layout of the National Day Opening ceremony

Ceremony of national flag raising and anthem playing shall be held at the National Day Stage (Fig 2). Flag poles shall be located in the direct vicinity of the National Day Stage.

Barrier railings shall separate the official delegation participating in the celebration of the National Day from visitors of the Exhibition. It is envisaged that the head of the Official Participant’s delegation and the Commissioner of EXPO-2017 will be standing together at the ceremonial stand.

18

National Day Opening Ceremony shall start from playing national anthems (or other musical records, if the ceremony is dedicated to Special Days of international organizations).

The national flags raising ceremony shall be attended by the head of the delegation and the National Section Commissioner of the Official Participant, high representatives of the Organizer and BIE, and Commissioner of EXPO-2017.

Official Participants must provide the Organizer with samples of their national flags in Adobe Illustrator and cdr, color information (according to the Pantone color matching system) as well as musical score and the electronic file with the national anthem. The anthem score shall be made available in PDF file no later than 30 days before the National Day of the Official Participant (a form of submission of flags and anthem records is shown in Attachment 3). National flags, including Official Participant’s flag shall be provided by the Organizer.

For stage shows, choruses, military bands, groups of singers and/or other performers during the Opening Ceremony of the National Day, the Official Participant must inform the Organizer not later than 30 days prior to the date of the event in order to plan and prepare for event.

In addition, the Official Participants must provide information to the Organizer on the head and members of the official delegation, accompanying persons, media representatives and other persons involved (submission forms are shown in Attachments 2, 5 and 7) no later than 30 days before the National Day. After receiving formal applications, the Organizer (Protocol Service) will contact a representative of the Official Participant in order to work through the organizational issues.

5.8. Official addresses

After the national anthems are played, the welcome speech shall be delivered by an official who represents the Republic of Kazakhstan, after which the moderator shall announce the speech of the Head of Delegation of the Official Participant hosting the National Day. The Official Participant must send to the Organizer the text of the official speech of the head of the delegation in Kazakh, Russian and/or English and/or French no later than 10 days before the event at: nationalday@expo2017astana.com.

The speeches and the entertainment program shall be followed by the collective photo session. The format of the photo session must be discussed in advance with the Organizer (Protocol Service) at least 10 days before the National Day.

5.9. National Parade

19

The National Parade is traditionally a part of the National Day. Yet, the National Parade is not a mandatory part of the program and may be organized by the Official Participant at its sole discretion. The National Parade starts from the National Day Stage and finishes by the Official Participant’s national pavilion. Parade cannot be organized at other locations.

Fig 3: Layout and itinerary of the parade during the National Day

5.10. Visiting the Official Participant’s Pavilion

Visiting the Official Participant’s pavilion includes the full tour across the Pavilion, including visiting the exhibit items, collective photo of the official delegations, talking to the press, record in the Honored Guests Book, etc.

5.11. Visiting the Kazakhstan Pavilion

20

National Day Stage

National Parade

After the visit to the Kazakhstan Pavilion, the head of the delegation leaves a record in the Honored Guests Book and together with the other members of the official delegation participates in collective photo session, with talking to the press, etc., as a part of the visit.

5.12. Press Conference

A press conference is held at the Media Center at the initiative of the Official Participant and by prior agreement with the Organizer 10 days before the date of such press conference. Press conference is not mandatory part of the program of the National Day.

The press conference may be attended by only accredited foreign journalists/ reporters.

5.13. Official Lunch/Dinner

On behalf of the Organizer be hosted an official Lunch/dinner in honor of the Head of the delegation Official Participant’s in the restaurant for visiting dignitaries. Up to 10 members of the Official Participant’s delegation are invited to the official lunch/dinner and up to 10 people from the Organizer. For participation in the official (lunch/dinner) of Heads of State/Government of both countries, the number (quota) of guests of the official lunch/dinner can be increased by prior agreement with the Organizer. Ten days before the National Day, the Official Participant must submit to the Organizer information about allergies and dietary restrictions of the members of the official delegation. The Official Participant may organize the lunch/dinner at its discretion and at its own expense.

5.14. Completion of the National Day program

Completion of the official part of the National Day program implies the end of the official (lunch/dinner) of the Official Participant, however, festive occasions dedicated to the National Day may continue until the end of the day. Official delegations shall leave the exhibition through VIP exit for high-ranking guests.

For more information on organizing National Days, please see the «National Day Hosting Guide».

Email is: nationalday@expo2017astana.com

Section 6. Mass Media

21

Media representatives wishing to participate in the coverage of events shall send online applications for accreditation (hereinafter - the Application) through the official website of the company. Online applications are accepted by the Organizer from January 1, 2017. Accreditation of media representatives is a must for all events of EXPO-2017 and shall be valid for the whole duration of the Exhibition from 10th of June to 10th of September 2017.

The Media Center is located in the Energy Research Center and is a working area for media. Foreign media accredited to work at the Exhibition will have the following options: access to media content stored on servers of the Datacenter, working space for journalists, access to Ingest/Outgest systems, access to the hardware, the possibility to convert materials and the transfer of non-exclusive rights to the audio/image/ video. Media Center also provides up to 120 workplaces, round-the-clock receipt of information, Online accreditation, the possibility of obtaining materials from anywhere in the world.

To organize a press conference, the Official Participant must send an official application to the Organizer 10 days before such event (on behalf of the Pavilion’s Commissioner) to: mediacentre@expo2017astana.com

For purposes of informing and managing the work of media, the Organizer has set up the media portal of the Exhibition at https://expo2017astana.com.

The website was created as a working platform for local and foreign mass media involved in covering the events under the auspices of EXPO-2017. For the convenience of journalists, all information published on this website - press releases, messages, announcements, news - will be published in Kazakh, Russian, English, French and Chinese. For individual interviews during National Days or other events, commissioners of each pavilion can use the TV studio. Press hall shall be available only for officially accredited journalists and communications staff of each pavilion.

For more information on the work of media and application forms, please refer to the Media Guide, email is pr@expo2017astana.com

Section 7. Integrated security system

In order to ensure that the Exhibition is hosted successfully, the Organizer has focused significantly on the safety and security of the premises of the Exhibition, including all venues, staff, visitors and assets by adopting effective preventive measures. Security measures at the Exhibition will be coordinated by the Ministry of Interior of the Republic of Kazakhstan jointly with the special agencies of the Republic of Kazakhstan.

The primary security measures have been organized in the following areas: public safety, counter-terrorist security, industrial and fire safety, radiation and chemical safety, transport security, information and communication security and safety of protected high-ranking officials.

22

The security measures will also include requirements for enhanced protection of venues during the Exhibition by maintaining access control at the venues, the radiation, chemical and biological control of equipment and materials supplied to the Exhibition facilities as well as other anti-terrorist security and public safety measures as provided by the legislation of the Republic of Kazakhstan.For more information on forbidden acts in the territory of the Exhibition, the lists of prohibited items, and procedures of access control, etc., please refer to «Security Guide for official participants and vehicles access the venues of the International Recognized Exhibition EXPO 2017 in Astana».

Section 8. Medical support

In order to provide visitors of the Exhibition with medical support, for each of the four main entrances of the Exhibition there will be four permanent medical aid posts and two ambulance cars for each of those posts.

For members of the official delegations, the EXPO-village will accommodate an outpatient clinic ready to provide assistance to guests around the clock. For emergencies and urgent transportation of patients, five electric cars will be used as an additional option.

In the event of an emergency, representatives of an Official Participant may contact their respective Liaison Officer, Country Manager or a representative of the Organizer. These persons will provide assistance necessary to resolve the situation and will take all necessary actions to provide medical care (calling medical workers, arrival of an ambulance car, etc.).

«Medicare» LLP, the network of medical centers, is the official medical partner of EXPO-2017, which offers its clients outstanding healthcare service.

Section 9. Contact details of the Protocol Service

For purposes of close cooperation between the Protocol Service and Official Participants on organizational arrangements and official events, please contact protocol@expo2017astana.com

Head of Protocol ServiceMr. Arslan Dandybayev

Teл: +7 777 774 0166, +7 701 537 0509 E-mail: a.dandybayev@expo2017astana.com, arslan.dandybayev@gmail.com

Deputy of HeadMr. Olzhas Bukenov

23

Tel: +7 7172 93 89 01, +7 777 777 2411, +7 701 777 2411 E-mail: o.bukenov@expo2017astana.com, olzhas.bukenov@gmail.com

Head Manager Ms. Zhanyerke Tungatarova

Tel: + 7 7172 93 89 24, + 7 701 714 03 04E-mail: zh.tungatarova@expo2017astana.com, j.tungatar@gmail.com

Head Manager Mr. Adilgazy Toxangazin

Tel: + 7 7172 93 86 31, + 7 701 206 16 50, +7 707 206 16 50E-mail: a.toxangazin@expo2017astana.com, toxangazin@gmail.com

ManagerMr. Yerlan Shahay

Tel: +7 7172 93 88 03, + 7 701 789 07 99E-mail: e.shahay@expo2017astana.com, shakhay_e@mail.ru

ManagerMr. Azamat Turabayev

Tel: +7 7172 93 89 59, + 7 777 499 49 49, + 7 707 299 49 49E-mail: a.turabayev@expo2017astana.com, aza2783@mail.ru

24

Attachment 1. Country Managers

Country manager

Contact details Email Countries

Galymzhan Aripbayev

+7 (7172) 938636

+7 701 999 3567

g.aripbayev@expo2017astana.com

g.aripbayev@gmail.com

China, Japan, Indonesia, Sri Lanka, Singapore, Malaysia

Malika Mukhtarova

+7 (7172) 933551

+7 701 111 6694

m.mukhtarova@expo2017astana.commalika_mukhtarova@mail.ru

Hungary, Germany, Poland, Israel, Turkey, France

Gayni

Bektasova

+7 (7172) 938634

+7 775 877 8689

g.bektassova@expo2017astana.combekayni@gmail.com

Azerbaijan, Uzbekistan, Belarus, Georgia, Russia, Turkmenistan

Aygerim Rakhimova

+7 (7172) 938825

+7 771 772 7617

a.rakhimova@expo2017astana.coma.rakhimova90@inbox.ru

Thailand, Vatican, Slovakia, Austria, Switzerland, Netherlands, Finland

Danagul Kojakhmetova

+7 (7172) 938603+7 701 660 6040

d.kozhakhmetova@expo2017astana.com

danagul.kzh@gmail.com

Jordan, North Korea, Italy, Bulgaria, Croatia, Chile, Brazil, Monaco, United

Kingdom, Mexico

Adilgazy Toxangazin

+7 (7172) 938631

+7 701 206 1650

a.toxangazin.expo2017@gmail.com

toxangazin@googlemail.comIran, Mexico, Pakistan

Yerlan

Shakhay

+7 (7172) 933560

+7 701 789 0799

e.shahay@expo2017astana.com

shakhay_e@mail.ruAlgeria, Angola, Kingdom of Morocco,

Republic of South Africa

25

Aynur

Tursunova

+7 701 516 7560 a.tursunova@expo2017astana.comainura1102@gmail.com Republic of Korea, Vietnam, India, Qatar,

Saudi Arabia, UAE

Marwa

Utejan

+7 (7172) 938633

+7 701 777 0757

m.utezhan.expo2017@gmail.com

m.utezhan@gmail.com Spain, Latvia, Lithuania, Romania, Serbia, Greece, Czech Republic

Laura

Kustubayeva

+7 (7172) 938962

+77774200419

lkustubayeva@gmail.coml.kustubayeva@expo2017astana.com

Antigua and Barbuda, Bahamas, Barbados, Belize, Grenada, Guyana, Haiti,

Dominica, the Federation of Saint Christopher and Nevis, Saint Lucia,

Suriname, Jamaica, Saint Vincent and the Grenadines, Trinidad and Tobago.

Sugur

Abishev

+7 (7172) 938642

+77011115083

abishev@gmail.com

s.abishev.expo2017@gmail.comVanuatu, East Timor, Kiribati, Marshall Islands, Nauru, Palau, Samoa, Solomon

Islands, Tonga, Tuvalu, Fiji

Aygerim Akiltayeva

+7 (7172) 938821 +77024694777

a.akiltayeva@expo.coma.akiltayeva.expo2017@gmail.com

Bolivia, Guatemala, Honduras, Dominican Republic, Columbia, Nicaragua, Paraguay,

Ecuador, El Salvador, Cuba, Panama, Costa Rica

26

Yerlan Sagynbekov

+7(7172) 938638 +77019998335

y.sagynbekov.expo2017@gmail.comy.sagynbekov@expo2017astana.com

Union of Comoros, Djibouti, Madagascar, Democratic Republic of Congo,

Seychelles, Lesotho, Kenya, Ghana, Senegal, Liberia, Gabon, Sierra Leone,

Burkina Faso, Central African Republic, Guinea, Ethiopia, Benin, Congo, Gambia

Aliya

Bizhanova

+7 (7172) 938710 +77021115883

a.bizhanova@expo2017astana.comaliya.kb92@gmail.com Afghanistan, Kyrgyzstan, Ukraine,

Armenia, Mongolia, Tajikistan

Aygerim Akiltayeva +7 (7172) 938821

+77024694777

a.akiltayeva@expo.coma.akiltayeva.expo2017@gmail.com

ESCAP, IRENA, OPEC Fund for International Development, OPEC,

SEE4ALL, World Bank, World Petroleum Council, ISESCO, IAEA, OECD, UNDP,

Energy Charter, UNESCO, UNIDO, UNICEF, International Science and

Technology Center, SCO.

27

Attachment 2

Application for hosting the National Day during the International Specialized Exhibition "Astana EXPO-2017"

Date of application:________________________________(dd)____(mm)____(yy)Country: ________________________

No. Main information Notes1. Preferred date for the

EventThe Official Participant should submit three preferred dates for its National Day and specify the time of beginning of the Event

2. Preferred scenario of the National Day

Program of National Days must include the following ceremonies: national flag raising, national anthem performance, welcome speech of the head of the Participant’s delegation, welcome word of the host country representative, cultural and entertainment Event (as an option), national parade (as an option), visiting the Participant’s pavilion, photo session, touring the Kazakhstan’s pavilion, leaving a record in the Honored Guests Book, press conference (as an option).

3. Format of the cultural and entertainment Event if held

Concert, theatrical performance, etc.

4. Technical support Technical requirements for hosting Events5. Composition of the

delegation, preliminary number of Event participants from the Participant

The preliminary number of participants for the Participant

6. Responsible person, contact details

Name, position, local phone number, mobile phone, email

Please send your application to: nationalday@expo2017astana.comOrganizer of the Exhibition «Astana EXPO-2017», tel: +7 7172 938633,address: Mangilik Yel Street, 55, Astana, Yesil District, 010000, Republic of Kazakhstan.

If any issues arise, please contact the Organiser

28

Attachment 3

Form of submission of the national flag design and national anthem record

Participating state or international organization:__________________________________________________________________Delegation is participating in the National Day of the Participant: YES NO⎕ ⎕Date of the National Day/Special Day or official visit: _____________________

In order to host National Days successfully, the participants are kindly asked to submit to the Organizer the most up-to-date information at least 30 days before the scheduled date of the National Day:

National flag / Flag of international organization (IO):Colors and patternsSize and dimensionsDesignManufacturing instructionsSet-up instructions

National anthem / IO’s anthemNumber of musiciansGeneral number and categoriesPlaying timeFile with a record (DVD/CD/MP3)Special instructions

Participant wishing to offer alternative musical content instead of the national anthem, for example, a chorus, military chorus, solo singers and other performers are kindly asked to contact the Organizer in advance in order to resolve organizational issues. Costs of hosting such events shall be incurred by the delegation of the participating state.

Please send your information to the Protocol Service of EXPO-2017 through the authorized liaison officer/protocol service officer. Please attach the copy of this application as signed by the General Commissioner of the participating state.

Date____/____/__________________________________________

(Signature)(Commissioner of the Participant)

29

Attachment 4

List of basic technical equipment for hosting National and Special Days:

Name of equipment Description Quantity, pieces

Display equipment

Outdoor LED-screen(to be installed at the backdrop of the stage)

3ММDimensions 10m х 8m

1

Outdoor LED-screen(close-up screens)

3ММDimensions 6m х 4.5m

2

Catalyst powered multimedia player

Content playing 1

Video camera HD 2

Sound desk 6 channels 1

Switching set

Sound equipment

Yamaha CL3 digital console with at least 32 input channels

1

Portal acoustic system to be set up on the street stage, power at least 50 kW

Dynamic wireless microphones (+ headsets), at least the class of Shure URD4, hand microphones of type SHURE UR with SM 58 heads, windshields, interchangeable with bodypacks with headworn cardioid microphones of type Countryman H6 W7 VOCAL

20

Stage monitors 6

Mic stands 20

A separate AUX (prefader) at the console for communicating with its in-ear system

1

30

Sound track playing systems

Switching set

Dynamic lighting equipment

Dynamic light devices Wash – 22Spot – 24

40

Light controller HOG & MA 1

DMX-rack 4 sets

Followspots 2

Switching set

Suspension stage equipment

Beam 40 х 40cm 60m

Winch Electrical, bearing capacity of at least 1 ton each

20

Winch console

Metal structure for followspots. 2 х 4m, h = 4m 2

Switching set

DJ equipment

Player 2

Soundboard 1

DJ’s console 1

Switching set

Attachment 5

Form of application for the Head of the Official Delegation

Participating state or international organization:31

__________________________________________________________________

Delegation is participating in the National Day of the Participant: ⎕YES ⎕ NODate of the National Day or official visit: _____________________Primary information on the Head of the DelegationFirst name: ______________________ Last name: ______________________________Nationality: ___________________________ Gender: ___________________Position: __________________________________________________________________Date of birth: _________________________________________________________Title: His⎕ /Her Excellency ⎕ Professor ⎕Sir ⎕ Mr. ⎕Ms. ⎕ Other: ______________Type of passport: Diplomatic⎕ ⎕ Official ⎕StandardPassport number: __________________________________________________________________Date of issue: ________________ Validity: _______________________Arrival in Astana Scheduled time of arrival: ________________ Flight number: ______________Visiting EXPO-2017: from _________to_________DetailsConfession: __________________________________________________________________Individual nutrition needs: ____________________________________________

Smoking: ⎕YES ⎕ NOBlood type: ⎕ A ⎕ В ⎕ AB ⎕ 0 ⎕ RH+ ⎕ RH-Allergy:__________________________________________________________Medical needs: _______________________________________________________________

First visit of Kazakhstan / Astana: ⎕ YES ⎕ NO Last visit date: __________________Other personal needs: ________________________________________________________________

Date___/___/______(Signature)_____________________________________(Commissioner of the Official Participant)

Attachment 6

Form of application for the delegation

Participating state or international organization:__________________________________________________________________

32

Delegation is participating in the National Day of the Participant: ⎕YES ⎕ NODate of the National Day or official visit: __________________________________________________________________Head of the delegation: __________________________________________________________________Arrival in AstanaVisiting EXPO-2017: from _________to_________Firearms: ⎕YES ⎕ NORadio equipment: ⎕YES ⎕ NOOther special needs: __________________________________________________________________

List of participantsNo. Last name First name Gender Passport

number

1

2

3

If the official delegation is visiting EXPO-2017 on the occasion of the National Day, please specify ten representatives who will attend the official lunch. Contact person – Organizer’s liaison officerName: _______________________________________________________Position: _____________________________________________Tel: _________________ Cell: _______________________________e-mail: ______________________________________________________

Date___/___/____ __(Signature)___(Commissioner of the Official Participant)

33

Attachment 7

Application form for accompanying journalists

Participating state or international organization:__________________________________________________________________

Delegation is participating in the National Day of the Participant: ⎕YES ⎕ NODate of the National Day or official visit: _____________________Main information on the delegation:No. Last name Name Gender Passport

No.Organization Role*

1

2

3

* Photo, video filming, directing, technical supportEquipment to be brought in: ____________________________________________________________________________________________________________________________________

Contact person for the Media Center of EXPO-2017:Name: _____________ Tel: _________________ Cell: _____________________Position: _________________ e-mail: ________________________________

Date___/___/____ (Signature)____________________________________

(Commissioner of the Official Participant)

34