Flight Clearances

The Protocol and Conference Services Directorate in the Ministry of Foreign Affairs and International Trade will facilitate all the requests for overflight and landing clearances. Diplomatic Missions/Member States should submit via a Note Verbale to the Protocol and Conference Services Directorate all details related to the flights carrying the delegations by 30th July 2024. The date, time, flight number and the name of the carrier should be indicated. The following details should be provided:

  1. Type of Aircraft;
  2. Registration number;
  3. Call sign;
  4. Names of Captain and crew and their nationalities;
  5. Purpose of flight;
  6. Colours of Aircraft;
  7. Point of entry and exit (route);
  8. Number of passengers;
  9. Date and time of arrival or departure; and
  10. Operator/Owner of the Aircraft.

The security of the aircrafts will be provided by the relevant Zimbabwean authorities at the Robert Gabriel Mugabe International Airport. Parking, refuelling, air navigation, landing and handling charges will be borne by the delegations themselves. The transportation and accommodation of crews of special aircraft used by Heads of State and Government is the responsibility of the respective delegations.

Delegations using commercial flights should share their travel itineraries with the Protocol and Conference Services Directorate.

The delegations wishing to travel by road should inform the Zimbabwean authorities beforehand and should provide the following details:

  1. Type of vehicle;
  2. Registration number;
  3. Names and number of passengers;
  4. Point of entry and exit (route); and
  5. Date and time of arrival and departure

  Access to the Airport

Diplomatic or Consular Missions are advised to submit names of staff from Embassies and Consulates to enable access to Airport facilities. Diplomatic staff should arrive at the airport one (1) hour ahead of the arriving delegates.

There is also need to provide the names of the drivers and the registration numbers of the vehicles either owned or hired by such Embassies or Consulates that will be used during the Summit.

All members of advance teams will be expected to make their own transport arrangements. Delegates wishing to hire vehicles will be required to provide the names of their drivers to the Ministry of Foreign Affairs and International Trade so that the vehicles are registered with the Transport Sub-committee to be issued with appropriate car passes.

Access to the Conference Centre, Airport and designated hotels will be limited to vehicles with relevant car passes. Member States are therefore advised to make appropriate arrangements to obtain car passes.

For security reasons, the number of vehicles allowed to enter the premises of the Conference Center shall be limited. A special parking lot shall be designated for all vehicles with appropriate passes.

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