Practical Information
Registration
Registration of Participants
Registration for in-person participation will be conducted online via the following link: .
Approved participants will receive an e-mail notification with a confirmation QR code. This code will be used to finalize the registration process when arriving at the Edge Convention Centre in person and for collection of badges.
Registration of and Access by Motor Vehicles
Registration and access by motor vehicles to the Forum shall be strictly restricted to officially registered vehicles and drivers. The registration of designated drivers shall be done through the approved accreditation link: .
Accreditation
Media Accreditation and Basic Guidelines
All media personnel intending to cover the UNESCO-EARFAI will require to be accredited well in advance. Media accreditation is strictly reserved for members of the press: print, photo, radio, television, film, news agencies, and online media who represent a bona fide media organization. Members of press can register through the approved accreditation link: .
The use of drone cameras during the conference is strictly prohibited. Journalists are not permitted to publicize the distributed Media Programme or use it as a source of news.
Adress
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Protocol
Arrivals and Departures
Heads of State and Government
Heads of State and Government will be received at the Presidential Pavilion at Jomo Kenyatta International Airport (JKIA), by Senior Government Officials of the Republic of Kenya, and a maximum of ten (10) Diplomatic staff from respective Embassies.Deputy/Vice Presidents/Non-Executive Prime Minister/Former Head of State
Deputy Presidents/Vice Presidents/Non-Executive Prime Ministers/Former Presidents shall be received by protocol officers from the State Department for Foreign Affairs at VIP III lounge.Ministers of Foreign Affairs
Foreign Ministers shall be received by protocol officers from the State Department of Foreign Affairs at VIP III lounge.Ministers in Charge of Education, ICT and AI/Other Ministers Heading Delegations
Ministers heading delegations shall be received by protocol officers from the State Department of Foreign Affairs at VIP II lounge.Other Participants/Delegates
Other Delegates will be processed via normal arrival terminals. There will be designated desks at the arrival terminals to facilitate delegates requiring assistance. To enable the Airport Team to facilitate participants conveniently, Missions are kindly requested to provide the arrival and departure details of their respective delegations at least 48 hours ahead of arrival and departure respectively.Special Aircraft
To facilitate the arrival and departure of delegations planning to travel to Nairobi by special/private aircraft, delegations are advised to submit a flight clearance request to the Ministry of Foreign and Diaspora Affairs of the Republic of Kenya, capturing the following details: Nationality of courier; Operator/owner; Type of aircraft; Aircraft registration; Aircraft call sign; Entry and exit points in Kenya; Purpose of flight; Names of passengers and nationality; Name of pilot in command and number of crew; Route of flight; Point of departure and destination; Dates and time of arrival and departure
The above information should be communicated to the Protocol Directorate, Ministry of Foreign and Diaspora Affairs by email: dcop@mfa.go.ke or protocolnrb@gmail.com or delivered by hand to the Protocol Directorate at the Ministry of Foreign and Diaspora Affairs Headquarters on Harambee Avenue, Old Treasury building 72 hours before arrival.
Courtesies
Visa and Entry Requirements
General Information
The Government of Kenya wishes to inform the delegates that Kenya is a visa free country effective 1st January 2024. However, delegates attending UNESCO-EARFAI meeting will be required to obtain Electronic Travel Authorization (ETA) before coming to Kenya.
Dedicated immigration counters shall be reserved for delegates of UNESCO-EARFAI at the normal terminal at the Jomo Kenyatta International Airport (JKIA) to fast-track arrivals.
Delegates are required to apply for the ETA .
Delegations are advised to apply on Department of Immigration Services website by selecting:
Either foreign delegation/diplomat on official visit or laissez-passer holder as the purpose of their visit to Kenya. Please note that these are the only options that will generate the gratis ETA, any other selection will generate a payment invoice. Then upload the UNESCO-EARFAI invitation letter.
Respective Delegation Coordinators should then immediately forward the visa reference numbers to the email address: evisa@immigration.go.ke and felix.buluma@immigration.go.ke /bulumaf@gmail.com for further processing. For effective processing of the ETA, applications should be submitted at least 72 hours before the travel date.
Please find the step-by-step guide .
Electronic Travel Authorization (ETA) requirements
Passports should be valid for at least six (6) months on the date of entry and should have at least one (1) unused page when presented for endorsements.
Applicants must hold an official letter from the Country of Origin/Organization /Foreign Affairs and a round trip ticket.
During application process, one is required to attach a clear passport bio data page and a clear photograph.
Additional information on the ETA is available on
Accomodation
Delegations led by Heads of State or Government (1+1)
One Presidential Suite
One Standard Room
Delegations led by a Vice-President or Non 鈥揈xecutive Prime Minister (1+0)
One Junior Suite
Other Head of Delegations (1+0)
One Standard Room.
Ministers for Foreign Affairs (1+0)
One Junior Suite.
Other delegates
All other delegates are responsible for reserving and booking their own accommodation. Nairobi has an impressive array of various star-ratings hotels, boutique hotels, Airbnb Rentals and Bed and Breakfast facilities.
The Secretariat recommends accommodation of delegates at the following hotels due to their proximity to the venue of the meeting:
Emara Ole Sereni
The Boma
Transport
The Government of the Republic of Kenya will provide local transport courtesies as follows:
Delegations led by Heads of State and Government
Lead Car
One VVIP Car for the Head of State and Government
Two Security cars
One Liaison /Protocol car
One Luggage Van
Delegation led by a Vice-President or Non 鈥揈xecutive Prime Minister
One VIP Car for the Vice-President or Prime Minister
One Security car
One Liaison Officer/Protocol car
Other Heads of Delegation
One VIP Car for the Head of Delegation
One Liaison Officer/Protocol car
Ministers for Foreign Affairs
One vehicle for the Foreign Minister
One Liaison /Protocol car
Other Delegates from the Airport and within Nairobi
All other delegates are responsible for their own transport arrangements from the Jomo Kenyatta International Airport (JKIA) to various hotels/accommodation booked.
Further, delegates are also responsible for their own transport arrangements to and from between hotels and the UNESCO- EARFAI venue 鈥 The Edge Convention Centre. We recommend the use of the newly built Nairobi Expressway (toll highway) for airport transfers.
Online and traditional cab/taxi operators are readily available within the city; offering reliable and affordable services. Payment can be made in local currency or using the recognized global currencies. Delegates can download the Uber, Little Cab, and Bolt. Please note that transaction fees may apply based on your payment method.
Whereas tipping the taxi driver is customary for good service, it is not mandatory.
Healthcare Protocols
Vaccination
Delegates are responsible for complying with any travel measures stipulated by the country of departure and destination, and the respective airline.
Delegates coming from yellow fever endemic countries should have valid vaccination certificates (vaccinated ten (10) days) before departing for destination country. For more information on health protocols please consult
NB: Kenya is classified as a country with risk of yellow fever transmission and therefore delegates are required to have a valid yellow fever certificate upon exit.
Delegates are expected to consult their medical practitioner for recommendations for other vaccinations and precautions that may apply to you.
Referral Hospitals
There are four (4) National referral hospitals namely:
Kenyatta National Hospital
Kenyatta University Teaching, Research and Referral Hospital
Nairobi Hospital
Aga Khan Hospital
These hospitals will be accessible for all VVIPs, VIP and other delegates. All delegates are advised to have Insurance valid in Kenya from their Member States before embarking for the UNESCO-EARFAI.
Health Clinics
Two types of health clinics will be established and accessible to all the delegates namely VIPs and other delegates. They will be located at areas visible and accessible to all the delegates including those with special needs and disabilities. Any medical condition that will require referral and admission shall be in the medical facility of the delegate鈥檚 choice and he/she will bear the cost related to that service.
All delegates are encouraged to undergo normal health checkups such as diabetes, blood pressure, post-travel recovery, simple stretches, ice/soft tissue manipulation related problems and counselling services.
Both clinics will have adequate Human Resources for Health (HRH), stocks of pharmaceutical and non-pharmaceutical supplies for all the conditions and diseases likely to be picked during the assessment and examination of delegates.
Health teams will be situated outside and/or inside the conference rooms during sessions for quick response to emergency cases. The team will escort delegates seeking for medical care to the clinics.
Health updates will be given to the delegates every morning. Transport liaison officers will give health updates of delegates to the health team leader. Covid-19 travel requirements remains lifted by WHO but any delegate having flu like symptoms with associated fever need to test themselves and if positive, isolate.
General Information About Kenya
Official Languages
Kenya is a multi-ethnic State with a variety of languages spoken. English is the official language while Kiswahili is the widely spoken language.
Time zone
Kenya is within the East Africa Standard Time zone. It is three hours ahead of Greenwich Mean Time (GMT +3).
Kenya鈥檚 Climate
Kenya enjoys tropical climate, which is pleasant, favorable and characterized by sunshine all year round. Due to the long rains expected in April, there is a chance of showers, especially at night. Average temperatures during February and March are an average of 27掳C (80掳F) during the day and 14掳C (57掳F) or lower at night. It is recommended to prepare for dry and rainy days, and to check the weather before travelling.
Banking Services
Business hours are generally from 0830 hours to 1600 hours on weekdays and from 0830 hours to 1200 hours on Saturdays. The banks remain closed on Sundays and on public holidays. Most banks have Automated Teller Machines (ATMs) accepting various international debit and credit cards.
Foreign Exchange
Foreign currencies can be exchanged at the banks and Forex Bureaus. The currency of Kenya is Shilling (KES). It is issued in 1000, 500, 200, 100 and 50 bank notes and 40, 20, 10, 5 and 1 coins. Currency exchange points are available at banks, the airport and at major hotels. Daily prevailing exchange rate of major international currencies can be obtained from the Central Bank of Kenya website CBK exchange rates
Telephone Services
Mobile telephone services are quite efficient in Kenya. Some of the main mobile telephone service providers are; Safaricom, Airtel and Telkom offering voice, data, messaging and mobile money services.
The Telco鈥檚 operating in Kenya also provide access to internet coverage using third generation (3G), fourth generation (4G) and fifth generation (5G). Cell phone SIM cards are easily available at the cost of approximately KES. 140. Delegates should note that registration is required for activation. Online payments (Visa, MasterCard, PayPal etc.) are accepted by most establishments in Kenya.
The Country Code is (+254).
Electricity supply
The standard electrical current used throughout Kenya is between 220-240 volts with a frequency of 50 Hz. The electric plugs and sockets are type G. It is recommended that delegates bring their own adaptors to comply with the electric current and plugs.
Restaurants and other Hotel Services
Nairobi is known to offer a rich and vibrant culinary experience. It has an expansive variety of African, Western and Oriental cuisines all available in Nairobi restaurants, caf茅s, eateries and kitchen bars. When dining in Nairobi, leaving a tip is voluntary and considered courteous.
Business and Shopping Hours
Most businesses are generally open from 0800 hours to 1700 hours. However, some shopping malls operate 24 hrs. Delegates who wish to shop may seek advice from their hotels on the nearest shopping facilities.
Tourism
Kenya is a popular tourist destination throughout the year. Nairobi is also the only city in the world that boasts of a National Park within its proximity.
Tourist attractions range from the white sandy beaches at the Coast to scenic landscapes, memorable mountain expeditions and the majestic beauty of a wide variety of flora and fauna. The month of September is known for the great wildebeest migration in the savannah of Maasai Mara 鈥搕his is one of the Seven Wonders of the World.
For a 48 hours guide of Nairobi, 鈥淎 Short Guide to the Magical City for the Active Traveler,鈥 kindly visit: 48 hours in Nairobi
CUSTOM REGULATIONS
General Information
Delegates are required to declare any food items, seeds, plants, or any other regulated agricultural products in their possession at the ports of entry. Delegates are also expected to comply with any applicable Laws, Regulations as well as any applicable standards and procedures pertaining to such items.
The following items are prohibited at all Kenya entry points:
Narcotic drugs, Stimulants, Psychotropic substances
Drones and Satellite Equipment
Firearms such as pistols, revolvers and machine guns, and bullets or parts thereof.
Explosive, Gunpowder, Materials for chemical weapons, Germs such as anthrax
Counterfeit, Altered or Imitated Coins, bank notes or securities, and forged credit cards.
Obscene or immoral materials and child pornography.
Articles which infringe upon intellectual property rights (patent, utility, model, design, trademark, copyright)
The following items are restricted and require import permission from Regulatory Authorities:
Hunting guns, air guns, swords, internationally protected endangered animals, plants, or their products, Crocodiles, cobras, turtles, ivory, musk, and cactus.
Live animals and plants, meat products, vegetable, fruits, and seeds.
All types of medicine, Professional cameras, and Satellite Phones.
The following are Duty- Free Allowed Items:
One laptop Computer
Bottles of alcoholic beverages
Cigarettes (Smoking is prohibited in public areas except designated smoking zones)
100ml of perfume
Temporary Importation
To comply with the import customs regulations of the Government of the Republic of Kenya, participants should declare the following items they may bring with them into the country:
Laptops (if more than one),
Desktop Computer, Printer, Scanner, Video Camera, or any other conference equipment.
In order to get assistance with the temporary importation of the above items, and any other queries regarding customs, delegates can contact customer service at Kenya Revenue Authority (KRA) via email address: jkiapassengerclearance@kra.go.ke or mobile number: +254711099999.
Declaration of Cash
Cash that exceeds USD 10,000.00 or its equivalent or precious metals weighing above 100 grams should be declared to the customs office at the airport. Declaration of the said items upon arrival will avoid a hustle during departure.