Hosting Delegations

MBR OPERATION PROVIDING INTERNATIONAL HOSTING TO VISITOTS IN PAKISTAN

Protocol considerations for Hosting International Visitors:

SCOPE

MBR OPERATIONS Pakistan will work with all government/ public, commercial departments or offices hosting international/ local visitors of other countries representatives of international institutions including business corporations, foundations, and international non-governmental organizations. Such meetings could be for the purpose of exploring collaboration opportunities, discussing existing joint activities, courtesy calls ceremonies depending on the nature of the visit. These highlights a few important considerations that will enhance the quality and success of international delegations.

In preparing for international visitors, the purpose of this guide is to:

Define the type of visitor for which this policy is relevant
Provide clear instruction for the appropriate protocol requirements
Ensure effective and appropriate communication among relevant offices

Introductions:
On the side of formality when introducing guests. Titles and positions often carry more prestige in other cultures and also try to review the cultural practices relative to handshakes, bowing, etc. before the guests arrive. Always be prepared with an adequate supply of business cards to exchange with guests.

Single Point of Contact for International Visitors:
Hosting for International Initiatives will coordinate arrangements for visits involving the President and Provost of the University. The Office of International Initiatives will support and assist colleges and departments as requested with other international visitors (see Guidelines for Hosting International Visitors).

International Visitor Contact Persons
Single Point of Contact for delegations and International Visitors:
The MBR OPERATIONS hosting unit must designate a contact person who will be responsible for planning and organizing the visit. The contact person will perform the following and other unanticipated tasks as necessary to ensure a successful visit:

Establish contact with visitors prior to arrival and provide logistical, background and briefing information and support
Identify and communicate visit objectives and expected outcomes
Identify translation and other special services
Coordinate briefing materials and event related information packets
Coordinate publicity/photography coverage with Pakistani Official, Media,
Identify appropriate gift and coordinate gift exchange, flags, seating arrangements, etc.
Arrange appropriate refreshments, snacks or meals

Scheduling Considerations
Always prepare a detailed itinerary that minimally includes names, titles, and arrival and departure information of visitor (s); names and titles of Pakistani officials to be seen; date, time, location of meeting or event.

Translation and Special Services
Establish and ensure translation services for visitors whose language preference is other than English.

Accommodations
Prior consideration should be given to accommodations for international visitors. While in most instances five start hotels i.e Marriot, Pearl continental etc factors such as the position/status of the visitor(s), relative importance of the visit and nature of accommodations afforded to comparable visits to the visitor’s country also will need to be considered.

Transportation
If possible, meet visiting delegations at the airport. Also, make plans to escort visitors to all meetings and events and to provide them with transportation for the duration of their visit.

MBR OPERATIONS can provide advice and consultation as needed.

DUTIES OF THE PROJECT OFFICER Before the visit:

To plan, organize & progress all arrangements.
To help in selecting suitable parties.   
To familiarize himself with rules, regulations and procedures.
To brief the selected participants and ensure that all pre-delegation arrangements are complete.
To ascertain before leaving the country the arrival dates of the participants at the destination at airports of Pakistan (If entry visa required).  
To obtain addresses of Pakistan Government offices and circulate them to the selected delegates for advance contact.  
To arrange contact, meetings with prospective offices for each participant and inform the participants in advance of departure.  Upon reaching the destination
To brief the delegates about their duties and responsibilities and code of conduct.  During the Visit (As Pakistan being Islamic state)
To ensure timely attendance of all meetings by all delegates. 
To submit TA / DA adjustment bill within a fortnight.
To make a presentation to the “Review MBR OPERATIONS ” headed by the Chairman on the quality of participation and recommendations for future delegations  
To submit within 10 days detailed report on the Visit highlighting the following points:
- Economic Profile of the host country
- Overall impression on the Visit and its management.
- (iii) Performance of Trade Officer-orders booked, new contacts made, long term arrangements by each delegate.
- Performance of competitor countries.

DUTIES OF COMMERCIAL SECTION before the Visit

To fix dates of the visit of the delegation in consultation with Top management of MBR OPERATIONS
To identify the product groups which have potential for exports of our goods.
To prepare / send budget for the visit.
To send profiles of the delegates to potential buyers seeking their convenience for meetings.
To arrange to send the address of the potential Importers to our selected delegates for advance contacts.
To send the information about custom Rates and Regulation of Pakistan.
To provide the information about the hotels for delegates.

During the Visit

To arrange meetings of the delegates with the potential stakeholders.
To ensure timely attendance of all meetings by all delegates.

After the Visit

To send report about the Visit and detailed accounts along with vouchers / receipts within 10 days after the Visit.
Any other matter relating to the Visit of the delegation.

Extra Guidelines

Responsibilities of the Unit Coordinating the Visit:

Establish the visitor’s itinerary
Arrange for meals, special events, hosts, transportation, and accommodations, as appropriate
Obtain gifts for visitors prior to arrival, as appropriate
Prepare briefing packets for the visitor