As of 3 November 2015

27TH ASEAN SUMMIT AND RELATED SUMMITS

Kuala Lumpur, Malaysia
18 22 November 2015
ADMINISTRATIVE ARRANGEMENTS

1.

General Information
The 27th ASEAN Summit and Related Summits will be held in Kuala Lumpur,
Malaysia from 21 to 22 November 2015. It will be preceded by preparatory meetings
from 18 to 20 November 2015.

2.

Venue
The 27th ASEAN Summit and Related Summits will be convened at the Kuala Lumpur
Convention Centre (KLCC), Malaysia. Details of the venue are as follows:
Kuala Lumpur Convention Centre (KLCC)
Jalan Pinang,
50450 Kuala Lumpur
Malaysia
Phone
Fax
Email
Website

3.

:
:
:
:

(+60)3 2333 2888

(+60)3 2333 2800
info@klccconventioncentre.com
http://www.klccconventioncentre.com/

Registration
3.1

Online Registration
All delegates are requested to register online at http://asean2015.gov.my from
5 October 2015. Each country will be provided with a username and password
through diplomatic channel. Online registration will be closed after 6 November
2015.
A digital photo should be uploaded for each delegate. The coloured
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photograph in digital format (JPG, JPEG) should not exceed 200 kb and size
24 mm (width) x 32 mm (height) or 195 pxls (width) x 255 pxls (height). It
should be recent (maximum 6 months) and meet the following requirements:

Full frontal view of face, with eyes open

No shadows on the face or background

Plain white background

Please contact the Secretariat at 27aseansummit@kln.gov.my should you
have any inquiries relating to registration matters.
3.2

On-site Registration
On-site registration will be available at Exhibition Hall 5, Ground Level, KLCC
from 16 November 2015 for delegates whose online registration has been
unsuccessful or rejected.

4.

Accommodation
Courtesy accommodation, (including local phone call/facsimile, meals and laundry)
will be provided to ASEAN Heads of State/ Government (HoS/G) and spouses,
Dialogue Partners HoS/G and spouses, Secretary-General of the United Nations and
spouse, ASEAN Foreign Ministers and spouses, Dialogue Partners Foreign
Ministers and spouses, ASEAN Economic Ministers and spouses, ASEAN SecretaryGeneral and spouse, ASEAN SOM Leaders, ASEAN SEOM Leaders, ASEAN SOCA
Leaders, Dialogue Partners SOM Leaders and Deputy Secretary-Generals of
ASEAN in the following schedule:
Dignitaries
ASEAN HoS/G and spouses
Dialogue Partners HoS/G and spouses
Secretary-General of the United Nations and
spouse
ASEAN Foreign Ministers and spouses
Dialogue Partners Foreign Ministers and
spouses
ASEAN Economic Ministers and spouses
ASEAN Secretary-General and spouse
ASEAN SOM Leaders, ASEAN SEOM Leaders
and ASEAN SOCA Leaders
Dialogue Partners SOM Leaders
Deputy Secretary-Generals of ASEAN

Schedule
20 to 23 November 2015
20 to 23 November 2015
20 to 23 November 2015
19 to 23 November 2015
20 to 23 November 2015
19 to 23 November 2015
19 to 23 November 2015
18 to 23 November 2015
20 to 23 November 2015
18 to 23 November 2015

Assigned Hotels to Delegation

Hotel

Country
Malaysia, Cambodia,
Singapore, Australia, ASEAN
Secretariat

Mandarin Oriental
Kuala Lumpur City Centre,
50088 Kuala Lumpur
Contact Details:
Tel.
: +603-2179 8818
Fax.
: +603-2179 8658
E-mail : mokul-reservations@mhog.com
The Westin
199 Jalan Bukit Bintang
55100 Kuala Lumpur
Malaysia

Indonesia

Contact Details:
Tel.
: +603-2731 8333
Fax. : +603-2773 8061
Email :
reservations.department@westin.com
Istana Hotel
73, Jalan Raja Chulan,
50200 Kuala Lumpur

Myanmar

Contact Details:
Tel.
: +603-2141 9988
Fax
: +603-2141 0111
E-mail : rsvn@hotelistana.com.my
Ritz-Carlton
168, Jalan Imbi,
55100 Kuala Lumpur,
Malaysia

United States of America

Contact Details:
Tel.
: +603-2142 8000
Fax.
: +603-2711 8143
E-mail : ritzkl@ritzcarlton.com.my

Hotel

Country
Viet Nam, New Zealand

JW Marriott
183 Jalan Bukit Bintang
Kuala Lumpur, 55100
Malaysia
Contact Details:
Tel.
: +60 3 2715 9000
Fax.
: +60 3 2715 7000
E-mail : jwmresv@ytlhotels.com.my
Renaissance
Corner of Jalan Sultan Ismail and Jalan
Ampang,
50450 Kuala Lumpur

Thailand, India

Contact Details:
Tel.
: +603-2162 2233
Fax.
: +603-2163 1122
E-mail :
rhi.kulrn.sales@renaissancehotels.com
InterContinental
165 Jalan Ampang,
50450 Kuala Lumpur

Lao PDR, Philippines, Japan

Contact Details:
Tel.
: +603-2782 6000
Fax.
: +603-2164 4911
E-mail : reservation.kulha@ihg.com
Grand Hyatt
12, Jalan Pinang,
Kuala Lumpur City Centre,
50450 Kuala Lumpur

Brunei Darussalam, Republic

of Korea

Contact Details:
Tel.
: +60 3 2182 1234
Fax.
: +60 3 2182 1288
E-mail : kualalumpur.grand@hyatt.com

Hotel

Country
Russian Federation

Grand Millennium
160 Jalan Bukit Bintang
Kuala Lumpur
55100
Malaysia
Contact Details:
Tel.
: +603-2117 4888
Fax.
: +603-2142 1441
E-mail :
enquiry.gmkl@millenniumhotels.com
Shangri-La
11, Jalan Sultan Ismail, Bukit Bintang,
50250 Kuala Lumpur

Peoples Republic of China,

United Nations

Contact Details:
Tel.
: +603-2032 2388
Fax.
: +603-2070 1514
E-mail : slkl@shangri-la.com

All other accompanying delegates are advised to make their own arrangements
directly with the assigned hotels for room reservation.
5.

Transportation
All ASEAN HoS/G and spouses, Dialogue Partners HoS/G and spouses, SecretaryGeneral of the United Nations and spouse, ASEAN Foreign Ministers, Dialogue
Partners Foreign Ministers, ASEAN Economic Ministers, ASEAN Secretary-General,
ASEAN SOM Leaders, ASEAN SEOM Leaders, ASEAN SOCA Leaders, Dialogue
Partners SOM Leaders and Deputy Secretary-Generals of ASEAN will be provided
with transportation throughout their stay in Kuala Lumpur, Malaysia for the following
period:
Dignitaries
ASEAN HoS/G and spouses
Dialogue Partners HoS/G and spouses
Secretary-General of the United Nations and
spouse
ASEAN Foreign Ministers
Dialogue Partners Foreign Ministers
ASEAN Economic Ministers
ASEAN Secretary-General

Schedule for Provision of

Chauffeur-Driven Vehicles
20 to 23 November 2015
20 to 23 November 2015
20 to 23 November 2015
19 to 23 November 2015
20 to 23 November 2015
19 to 23 November 2015
19 to 23 November 2015

ASEAN SOM Leaders, ASEAN SEOM

Leaders and ASEAN SOCA Leaders
Dialogue Partners SOM Leaders
Deputy Secretary-Generals of ASEAN

18 to 23 November 2015
20 to 23 November 2015
18 to 23 November 2015

One (1) van will also be provided for each delegation from 17 to 23 November 2015.
6.

Arrival and Departure Arrangements

VIP Facilities will be arranged at Kuala Lumpur International Airport (KLIA) for ASEAN
HoS/G and spouses, Dialogue Partners HoS/G and spouses, Secretary-General of
the United Nations and spouse, ASEAN Foreign Ministers and spouses, Dialogue
Partners Foreign Ministers and spouses, ASEAN Economic Ministers and spouses,
ASEAN Secretary-General and spouse, ASEAN SOM Leaders, ASEAN SEOM
Leaders, ASEAN SOCA Leaders, Dialogue Partners SOM Leaders and Deputy
Secretary-Generals of ASEAN. They will be received and sent off by assigned
officials at KLIA/ KLIA2 from 17 to 23 November 2015. Other delegates are required
to use the normal arrival and departure channels.

7.

Customs and Immigration Clearance

A Protocol Team will assist customs and immigration clearance for all delegations.
Each country delegation is advised to appoint one or more officers to deal with the
following procedures:
i.
Passport;
ii.
Baggage Handling;
iii. Transportation;
iv. Media Delegation; and
v.
Clearance of Firearms and Security Equipment.

8.

Radio Communication Devices

Delegates bringing in radio communication devices in Malaysia must obtain
appropriate permit in advance through diplomatic channel. These devices must be
declared upon arrival.

9.

Firearms and Ammunition

Security Personnel of the countries who wish to carry firearms and ammunition in
Malaysia must obtain appropriate permit in advance through diplomatic channel.
Relevant customs and security inspection procedures for firearms will be conducted
at the point of entry and departure. (Clearance Application Form is attached as
ANNEX A).

10.

Special Aircraft Clearance

Delegations arriving in Malaysia with private aircraft are requested to submit flight
details, call signals and route details of the aircraft through diplomatic channels, 15
working days in advance. (Special Aircraft Clearance Form is attached as ANNEX
B).

11.

Security
Appropriate security arrangements will be provided at the designated hotels and
meeting venues. All delegations are requested to inform Liaison Officers (LOs) on all
movements of Dignitaries for security coverage during their stay in Kuala Lumpur,
Malaysia.

12.

Spouse Programme
A programme for Spouses of the HoS/G will be arranged from the period of 21 to 22
November 2015.

13.

Secretariat
The Secretariat Room will be located at Ballroom 2, Level 3, KLCC from 15 to 23
November 2015.
Please contact the following persons for any inquiries or arrangements relating to the
Meeting:
Arrangement

Substantive
Matters

Documentation

Contact Person 1
Ms. Raja Intan Nor Zareen
Phone: (60) 3 8887 4058
Mobile: (60)10 2221605
Fax: (60)3 8889 2729/2755
Email: myasean@kln.gov.my

Contact Person 2
Ms. Siti Noralia Mustaza
Phone: (60)3 8887 4040
Mobile: (60)14 264 3859
Fax: (60)3 8889 2729/2755
Email: myasean@kln.gov.my

ASEAN Matters

APT Matters

Mr. Azhan Abrar

Phone: (60) 3 8887 4069
Mobile: (60)19 6154154
Fax: (60)3 8889 2729/2755
Email: myasean@kln.gov.my

Ms. Chenderawasih Abdul

Malak
Phone: (60) 3 8887 4230
Mobile: (60) 13 3271977
Fax: (60)3 8889 2729/2755
Email: myasean@kln.gov.my

EAS Matters
Mr. Aneurin Ignatius
Phone: (60) 3 8887 4067
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Mobile: (60) 16 8466435

Fax: (60)3 8889 2729/2755
Email: myasean@kln.gov.my
Mr. Mohamed Shahiran
Mohamed Shah
Phone: (60) 3 8887 4440
Protocol Matters Mobile: (60)17 581 8255
Fax: (60)3 8889 2718
Email: m.shah@kln.gov.my

HoS/G
Management

Transportation

Ms. Asaeelawati Yusof

Phone: (60) 3 8887 4065
Mobile: (60) 12 575 4500
Fax: (60)3 8889 2718
Email:
asaeelawati@kln.gov.my

Mr. Azery Sakawi

Phone: (60)3 8872 6605
Mobile: (60)12 395 4115
Fax: (60)3 8888 3940
Email: azery@istiadat.gov.my

Mr. Irfan Idrus

Phone: (60)3 8872 6605
Mobile: (60)12 262 7542
Fax: (60)3 8888 3940
Email: irfan@istiadat.gov.my

Mr. Thibaan Pillay a/l

Nagarajan
Phone: (60)3 8887 4426
Mobile: (60)14 603 7042
Fax: (60)3 8889 2763
Email: thibaan@kln.gov.my

Mr. Mohd Hafezul Hisham

Abdul Wahid
Phone: (60)3 8887 4170
Mobile: (60)12 810 7700
Fax: (60)3 8889 2763
Email: mhhisham@kln.gov.my

Ms. Zurina Ahmad Tejuddin

Phone: (60)3 8887 4688
Mobile: (60)12 215 5941
Accommodation
Fax: (60)3 8889 2926
Email: zurina@kln.gov.my

Mr. Ahmad Salman Mansor

Phone: (60)3 8887 4480
Mobile: (60)13 3821966
Fax: (60)3 8889 2926
Email: salmanso@kln.gov.my

Ms. Zuliera Zariz Azman

Aziz
Phone: (60)3 8887 4087
Mobile: (60)12 609 0333
Fax: (60)3 8881 0189
Email:
27aseansummit@kln.gov.my

Mr. Mohd Kushahaini

Rosleyhan
Phone: (60)3 8887 4671
Mobile: (60)12 979 8197
Fax: (60)3 8889 2936
Email:
27aseansummit@kln.gov.my

Ms. Syazwani Abd Latif

Phone: (60)3 8887 4188
Mobile: (60)19 377 3367
Fax: (60)3 8889 2726
Email:
syazwani.abd@kln.gov.my

Mr. Azreey Abu Kassim

Phone: (60)3 8887 4180
Mobile: (60)14 6633896
Fax: (60)3 8889 2726
Email: azreey@kln.gov.my

Registration

Media

All documents intended for circulation during the meetings should be submitted to the
Secretariat one (1) week in advance indicating document title and agenda items for
distribution.
14.

Access to Meeting Venue

ASEAN HoS/G, Dialogue Partners HoS/G, Secretary-General of the United Nations,
ASEAN Foreign Ministers, Dialogue Partners Foreign Ministers, ASEAN Economic
Ministers, ASEAN Secretary-General, ASEAN SOM Leaders, ASEAN SEOM
Leaders, ASEAN SOCA Leaders, Dialogue Partners SOM Leaders and Deputy
Secretary-Generals of ASEAN will be provided with lapel pins for identification.
Passes will be issued to all accompanying delegates and must be worn at all times
during meetings and functions. Passes are only valid for the duration of the meetings.
Passes can be collected at the Registration Secretariat, Exhibition Hall 5, Ground
Level, KLCC. Loss of passes should be reported immediately to the Registration
Secretariat. Once passes are replaced, old passes will no longer be valid.
Distinctive and separate lapel pins will be provided as follows:
ASEAN Dignitaries
ASEAN HoS/G, Dialogue Partners HoS/G and
Secretary-General of the United Nations
ASEAN Foreign Ministers, Dialogue Partners
Foreign Ministers, ASEAN Economic Ministers and
ASEAN Secretary-General
ASEAN SOM Leaders, ASEAN SEOM Leaders,
ASEAN SOCA Leaders, Dialogue Partners SOM
Leaders, Deputy Secretary-Generals of ASEAN and
Permanent Representatives to ASEAN
Spouses of ASEAN HoS/G, Dialogue Partners
HoS/G and Secretary-General of the United Nations
Spouses of ASEAN Foreign Ministers, Dialogue
Partners Foreign Ministers, ASEAN Economic
Ministers and ASEAN Secretary-General

15.

Lapel Pins
Gold
Silver

Coloured Metal

Brooches (Gold)
Brooches (Silver)

Dress Code
The recommended attire for the meetings will be Lounge Suit/National Dress. Smart
Casual/Batik attire will be specified for specific programme.

16.

Facilities
Personal Security Officers (PSOs)
One (1) PSO will be assigned to each of the following Dignitaries:

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

ASEAN HoS/G;
Spouse of ASEAN HoS/G;
Dialogue Partners HoS/G;
Spouse of Dialogue Partners HoS/G;
Secretary-General of the United Nations;
Spouse of Secretary General of the United Nations;
ASEAN Foreign Ministers;
Dialogue Partners Foreign Ministers;
ASEAN Economic Ministers; and
ASEAN Secretary-General.

Liaison Officers (LOs)

One (1) LO will be assigned to each of the following Dignitaries:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

ASEAN HoS/G;
Spouse of ASEAN HoS/G;
Dialogue Partners HoS/G;
Spouse of Dialogue Partners HoS/G;
Secretary-General of the United Nations;
Spouse of Secretary General of the United Nations;
ASEAN Foreign Ministers;
Dialogue Partners Foreign Ministers;
ASEAN Economic Ministers; and
ASEAN Secretary-General.

One (1) LO will be assigned for each country delegation, the United Nations and
ASEAN Secretariat.
Five (5) LOs will be assigned for the Spouse Programme.
Interpretation
All meetings will be conducted in English. Should there be a need for interpretation,
each delegation may bring their own interpreters. Translation booths are provided in
KLCC.
Bilateral Meeting Services
Bilateral meeting rooms would be available from 0830-1800hrs, 20 to 23 November
2015 at the KLCC with time slots available in 30 minutes intervals and room capacity
of 1+4 seats.
Meeting slots will be reserved on first-come-first-served basis. It would be
appreciated that meetings should start on time and the above schedule be respected
to the fullest extent possible. Therefore, delegations are urged to be present at the
meetings on time.

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No interpretation facility would be provided. Interpreters should be listed as part of

the delegation.
Bilateral meeting room should be reserved in advance by sending a duly completed
form (ANNEX C) to bilateralmeeting@kln.gov.my. Any further inquiries should be
directed to the above email or by visiting the Bilateral Meeting Secretariat located at
Room 405, Level 4, KLCC.
Prayer Rooms
Separate prayer rooms for men and women are available at Level 3, KLCC. (Prayer
Timetable as ANNEX D).
17.

General Information
Time Zone: Local time is GMT +08 hours.
Weather: The average temperature for Kuala Lumpur for this time of year is
approximately 23C - 34C. Light clothing is advisable as the climate is generally
warm and humid.
Electricity: The domestic main electricity supply in Malaysia is 240V/50Hz, plug type
G (three-pin plugs), similar to the standards in the United Kingdom. Delegates are
encouraged to bring the correct adapter.
Currency: The unit currency in Malaysia is Ringgit and the exchange rates are
available at currency counter which are available at airports, hotels and department
stores. Major international credit cards are widely accepted. Automated Teller
Machines (ATMs) are found throughout the city.
Places of Interest: For further information, please visit the following Malaysias
Official Tourism Website: www.tourism.gov.my.
******

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