TNAG-2355-FCO40-3426-Visit-by-Douglas-Hurd--Secretary-of-State-for-Foreign-and-Co-1991 — Page 182

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FROM CONFERENCE SECTION

SECRETARY OF STATE'S VISIT TO CHINA AND HONG KONG,

1-9 APRIL 1991: ADMINISTRATIVE ARRANGEMENTS

1.

MIPT. THE FOLLOWING IS A ROUND-UP GUIDANCE ON ADMINISTRATIVE ARRANGEMENTS.

LOCAL ADMINISTRATIVE ARRANGEMENTS

2. ON ARRIVAL, EACH MEMBER OF THE PARTY IS GIVEN A FOLDER PREPARED BY THE MISSION. THIS FOLDER SHOULD CONTAIN A BRIEF VERSION OF THE LOCAL ADMINISTRATIVE ARRANGEMENTS - SUGGESTED HEADINGS ARE:

DELEGATION, PROGRAMME, LIVING AND WORKING ACCOMMODATION, CAR ALLOCATION AND TRANSPORT SCHEDULE, FINANCE, SECURITY/SAFEHAND ARRANGEMENTS, TELEPHONE NUMBERS AND INSTRUCTIONS ON HOW TO OPERATE THE TELEPHONE (PRIVATE OFFICE), DEPARTURE ARRANGEMENTS. 3. A COPY OF ADMINISTRATIVE ARRANGEMENTS ISSUED ON ONE OF THE SECRETARY OF STATE'S PREVIOUS VISITS SHOULD BE USED AS A GUIDE (SAMPLE FOLLOWS BY BAG). THE AIM IS TO PROVIDE MEMBERS OF THE PARTY WITH AS MUCH INFORMATION AS THEY NEED TO HELP THEM TO BE SELF-SUFFICIENT, BUT NOT OVERWHEL THEM WITH A LENGTHY DOCUMENT. GRATEFUL IF A DRAFT LOCAL ADMIN COULD BE PREPARED FOR THE CONFERENCE OFFICER'S ADVANCE VISIT. IT SHOULD ALSO CONTAIN: PRINTED PROGRAMME ISSUED BY THE HOST GOVERNMENT (IF APPLICABLE), INVITATIONS

SUBSISTENCE

MAPS (HELPFUL IF VENUES COULD BE MARKED)

PASSES (IF REQUIRED)

TRAVEL

4.

FULL DETAILS WILL FOLLOW AS SOON AS POSSIBLE, GIVING PSEUDONYMS HELD ON AIRLINE COMPUTERS.

TELEGRAM DISTRIBUTION

5.

IT IS SUGGESTED THAT YOUR HEAD OF REGISTRY COMMUNICATIONS SHOULD PREPARE FOLDERS FOR EACH OF THE FOLLOWING:

PRIVATE SECRETARY

ASSISTANT PRIVATE SECRETARY

PA/PRIVATE SECRETARY

EACH ADVISER

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