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Protocol Services

VIP categories

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

(UN)

  • Executive Heads of UN Agencies
  • UN Resident Coordinator for Azerbaijan

(MIN)

  • Cabinet Ministers
  • Deputy Ministers if the Minister of the same country is not attending*
  • Heads of ITU Administrations who do not have a Ministry of ICT and are represented at ITU by another entity **
  • Chair of WTDC-25

* A Deputy Minister who is accompanying their Minister will therefore qualify for the (DMIN) category.
** 13 ITU Administrations do not have a Ministry of ICT and are represented at ITU by another entity whose Head is ministerial level (MIN).

(DMIN)

  • Deputy Ministers if the Minister of the same country is attending

(REG)

  • Heads of Regulatory Authorities

(AMB)

  • Ambassadors
  • Special Envoys
  • Heads of Regional Telecommunication Organizations (RTOs)

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.
  • 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.

Special procedures for VIP registration

All participants, including VIPs, must register online using the online registration system.

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 to view full details on VIP registration.

Badge collection for VIPs (updated on 31 October)

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 lanyard, 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 category), badges will be collected on their behalf by the Host Country Protocol service and delivered to them at the Airport VIP lounge. Ministers’ badges must not 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.

  1. 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 one (1) VIP may be transported to the lounge
  2. The Airport VIP Lounge staff will greet the VIP in the lounge.
  3. 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 7 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.
  • A duty free shop is available for both arrivals and departures.

Airport transfers for VIPs (updated on 31 October)

Upon request, for the 1 (one) VIP of the (MIN) category per country/delegation, and for Executive Heads of UN Agencies, airport transfers will be provided for arrival and departure, to transport them between the airport and their hotel. This service is also available for countries with diplomatic representation in Baku.

Please note that any other private transportation for the one VIP in the (MIN) category – such as transportation in a private chauffeur-driven car (e.g. between the hotel and the Conference venue) – must be arranged by the respective Delegations.

The request should be done to the ITU Protocol service through protocol.service@itu.int, and no later than 7 November 2025, to ensure the Airport transfer service can be provided.

IMPORTANT NOTES:

  • The above-described Airport service is not transferrable.
  • A maximum of a VIP +1 will be able to accompany the eligible VIP for the Airport transfer.
  • 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 on the WTDC-25 website.

Access to the conference centre for VIPs (updated on 31 October)

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 available for delegates. All reservation requests should be addressed to conf-logistics@itu.int

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.