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The Ambassador
Protocol for Formal Invitation to the Ambassador to the Caribbean CARICOM
When inviting the Ambassador to the Caribbean CARICOM to travel to a foreign country, the following protocols must be met to ensure all arrangements and responsibilities are clearly outlined and fulfilled:
  1. Formal Invitation Letter:
    • The host organization must send a formal invitation letter to the Ambassador's office, specifying the purpose, dates, and location of the event.
    • The letter should include a detailed agenda of the visit, outlining all planned activities and meetings.
  2. Travel Arrangements:
    • Airline Tickets:
      • The host organization is responsible for booking and providing round-trip airline tickets for the Ambassador and any accompanying staff.
      • Tickets  can be economy business class or equivalent, ensuring a comfortable travel experience.
    • Flight Information:
      • All flight details, including airline, flight number, departure and arrival times, and layovers, must be communicated to the Ambassador's office well in advance.
  3. Accommodation:
    • Hotel Reservations:
      • The host organization must arrange and cover the cost of a high-quality hotel for the Ambassador and any accompanying staff.
      • Accommodations should include a suite or equivalent room for the Ambassador, providing necessary comfort and security.
    • Hotel Details:
      • Information about the hotel, including address, contact details, and reservation confirmation, must be shared with the Ambassador's office prior to departure.
  4. Meals and Hospitality:
    • The host organization is responsible for all meals and hospitality expenses for the duration of the Ambassador's stay.
    • This includes ensuring the availability of meals that meet any dietary restrictions or preferences specified by the Ambassador’s office.
    • The host organization should arrange formal meals as well as provide options for casual dining as per the itinerary.
  5. Ground Transportation:
    • Airport Transfers:
      • The host organization must arrange for airport transfers, ensuring safe and timely transportation to and from the airport.
    • Daily Transportation:
      • Ground transportation should be provided for all official engagements, including meetings, site visits, and events.
      • The host organization should ensure the availability of a reliable and comfortable vehicle, with a professional driver, for the duration of the visit.
  6. Security Arrangements:
    • The host organization should coordinate with local authorities to ensure the security of the Ambassador throughout the visit.
    • Any specific security protocols or requirements from the Ambassador’s office must be strictly adhered to.
  7. Communication:
    • The host organization should provide a local point of contact who will be responsible for coordinating all aspects of the visit.
    • Regular communication should be maintained with the Ambassador’s office to address any concerns or changes in the itinerary promptly.
  8. Health and Safety:
    • The host organization must ensure that all necessary health and safety measures are in place, including access to medical facilities if required.
    • Any COVID-19 protocols, vaccination requirements, or other health-related guidelines must be communicated and facilitated.
By adhering to these protocols, the host organization will ensure a well-organized and respectful engagement, allowing the Ambassador to effectively participate in the event and fulfill the objectives of the visit.k
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My Territory
The Caribbean
My Bio
Contact: For more information
​Amb. Dr. Astell Collins
Afridu Ambassador to the Caribbean
Email: a[email protected]
Phone: +592 619 8199

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