Protocol services

VIP categories

The following VIP categories have been established for WTDC-25 and will constitute VIP accreditation:

IMPORTANT NOTES:

The VIP status is not transferrable from a category to another. For instance, if a Minister has attended the first days of the Conference and is leaving the event, the Deputy Minister of the same country (DMIN) will not qualify for the (MIN) category (and for instance in this case, the Deputy Minister will not be provided with a car).
Heads of Delegation do not qualify as VIPs, unless identified in the above categories. The VIP status is not transferrable, including to Heads of delegation.
Heads of Regulatory Authorities do not qualify as VIPs for this event (unless they are Heads of ITU Administrations who do not have a Ministry of ICT and are represented by another entity which is the Regulatory Authority of that country).

Special procedures for VIP registration

All participants, including VIPs, must register online using the online registration system [add link to the “Registration” webpage].

Alternatively, the Designated Focal Point (DFP) can register VIPs on their behalf through the Registration request approval platform, selecting the WTDC-25 and then “Register High-level Delegates”.

Click here [add link to the “Information on VIP Registration” webpage] to view full details on VIP registration.

Badge collection for Ministers (MIN)

In principle, all badges must be collected personally as a photograph  will be taken at the Conference Centre and printed on the badge for access control security.

Exceptionally for VIPs, badges, together with a distinctive VIP lanyard2, may be collected on their behalf by an authorized third party at the Conference Registration Desk.  In such cases, an ID photograph  of the registered VIP must be sent in advance to the registration service at: BDTMeetingsRegistration@itu.int.

IMPORTANT NOTE: Exceptionally for Ministers (MIN), badges will be collected on their behalf by the Host Country Protocol service and delivered to them at the Airport VIP lounge (or at their hotels). Ministers’ badges are not to be collected at the Conference venue by the Delegations or local Embassies.

Protocol courtesy services provided by the Host Country

The following courtesy services are provided by the Republic of Azerbaijan to attending VIPs in the MIN category (as defined above) and to Executive Heads of UN Agencies.

Access to the VIP lounge at the Heydar Aliyev International Airport (GYD)

The “Government VIP Airport Lounge”, which is in a separate terminal (next to terminal 1), will only be made available for 1 (one) VIP of the (MIN) category per country/delegation, and to Executive Heads of UN Agencies, for their arrival and departure.

The eligible VIP, welcomed through the VIP Airport Lounge, will be met at the door of the airplane and transported to the lounge by vehicle. A maximum of 1 (one) VIP  will be able to be transported to the lounge.
The Airport VIP Lounge staff will greet the VIP in the lounge.
Passport control and luggage retrieval will be handled by the Airport VIP Lounge services.

IMPORTANT NOTES:

The itinerary and other pertinent information of the eligible VIP requesting the VIP Airport Lounge service needs to be provided as soon as possible, and no later than 3 November 2025, to the ITU Protocol service through protocol.service@itu.int.
For departure, the eligible VIP should be present at the airport between 1.5 and 2 hours before scheduled take-off to complete all formalities.
For VIPs arriving by private flights, overflight and landing permissions should be obtained and informed through appropriate diplomatic channels.
A duty free shop is available for both arrivals and departures.

Transportation for VIP delegates

Upon request, for the 1 (one) VIP of the (MIN) category per country/delegation, and for Executive Heads of UN Agencies, a designated car and driver will be provided for the duration of their stay during WTDC-25, to transport them between the airport, hotel, Conference venue and official event activities. This service begins on arrival and ends on departure from the Airport VIP Lounge (see above). It is also available for countries with diplomatic representation in Baku.

The request should be done to the ITU Protocol service through protocol.service@itu.int, and no later than 3 November 2025, to ensure this service is afforded.

IMPORTANT NOTES:

The above described service is not transferrable. Once an eligible VIP has left the Conference, the car cannot be transferred to anyone within their delegation (even to a Deputy Minister).
A maximum of a VIP +1 will be able to accompany the eligible VIP in the car.
To avoid that 2 cars are reserved for the same VIP (one by the Host Country Protocol and one by the local Embassy), eligible VIPs who are requesting a car are kindly advised to place their request only once, either via Protocol, or via their Embassy.
A shuttle bus service for all other accredited delegation members from the Airport to the recommended hotels, and from the recommended hotels to the Conference venue will be provided. The list of recommended hotels is available of the WTDC-25 website.

Access to the conference centre for VIPs

A designated VIP drop-off/pick-up point and limited vehicle waiting area will be made available at the conference venue main entrance. As a security measure, all VIP participants are required to wear a photo badge and to use the security badge scanning equipment when accessing the conference venue. A fast-track access via the security screening area will be available for VIPs with the distinctive lanyard.

VIP lounge at the Baku Convention Center

A VIP Lounge will be made available with restricted access for VIP delegates.

A limited number of bilateral meeting rooms will be made available for VIPs. Requests for private

Please note that VIP courtesies and services may be subject to changes as a result of new information, changes in process requirements and the availability of resources.