Visits to Lithuania

Visits to Lithuania

Visit of the Head of State Visit of the Minister of Foreign Affairs

Practical Information Financial Aspects

Visit of the Head of State

Programme

The programme of a State Visit or Official Visit is agreed and developed jointly by the Protocol Departments of the States concerned and typically includes:

• Unofficial welcome and farewell at the airport or border crossing point;
• Official Welcoming Ceremony at the Presidential Palace;
• Meeting with the President of the Republic of Lithuania;
• Exchange of State decorations (State Visits only);
• Exchange of gifts (State and Official Visits only);
• Signing ceremony;
• Press Conference;
• Official lunch or dinner;
• Lunch, dinner or reception hosted by the guest State in honour of the State Visit of the Head of State (State Visits only);
• Wreath-Laying Ceremony at Antakalnis Cemetery;
• Meeting with the Speaker of the Seimas;
• Meeting with the Prime Minister;
• Business forum or meeting with business representatives;
• Visits to other cities and places of interest.

Additional programme elements may be included, taking into consideration the objectives of the visit and the wishes of the visiting Head of State.

Programme for the Accompanying Spouse

During State and Official Visits, a separate programme for the accompanying spouse is arranged by the Protocol Department.

To facilitate the preparation of the programme, the Protocol Department should be informed in advance of any particular interests or preferences of the accompanying spouse.

Welcoming at the Airport

The visiting Head of State is welcomed at the airport or other border crossing point by an official welcoming delegation. The Head of State of the guest country is welcomed by:

• a representative of the Government of the Republic of Lithuania;
• the Head of Mission of the guest country;
• the Head of Mission of the Republic of Lithuania in the guest country; and
• the Director of the Protocol Department of the Ministry of Foreign Affairs of the Republic of Lithuania.

Once the aircraft has come to a complete stop, the welcoming delegation, accompanied by a representative of Vilnius International Airport, proceeds to the foot of the aircraft stairs.

Where agreed upon in advance, the Head of Mission of the guest country and the Director of the Protocol Department board the aircraft to escort the Head of State and the accompanying spouse from the aircraft.

At the foot of the aircraft stairs, the Head of State and the accompanying spouse are greeted by the welcoming delegation, which is presented by the Director of the Protocol Department.

The visiting Head of State is honoured by the Guard of Honour. The Guard of Honour comes to attention and renders the prescribed salute as the Head of State proceeds along the red carpet.

The national flag of the guest country is displayed at the entrance to the VIP Lounge. National anthems are not played during the airport welcome ceremony.

Following the welcome ceremony, the delegation boards the vehicles and proceeds by motorcade either to the Presidential Palace or to the designated accommodation.

 Annex 3

Official Welcoming Ceremony in the President’s Palace

The Official Welcoming Ceremony takes place in the Courtyard of the Presidential Palace.

The red carpet is laid in the Courtyard, the Guard of Honour and the Military Orchestra are in position, and the national flags of the Republic of Lithuania and the guest country are displayed in the Courtyard and in Daukantas Square.

The delegation of the guest country arrives at the Presidential Palace no later than fifteen minutes before the ceremony and enters through the Golden Gate. Escorted by a Protocol Officer, the delegation takes its designated place in the receiving line.

The President of the Republic of Lithuania, accompanied by the Head of the Presidential Protocol Division, enters the Courtyard.

The motorcade carrying the Head of State of the guest country arrives in the Courtyard. The President of the Republic of Lithuania greets the visiting Head of State and the accompanying spouse.

Following the fanfare, the Commander of the Guard of Honour welcomes the Heads of State.

The national anthems are performed, with the anthem of the guest country played first, followed by the national anthem of the Republic of Lithuania.

The Commander of the Guard of Honour invites the Heads of State to inspect the Guard of Honour.

Upon completion of the inspection, introductions of the official delegations may take place, where agreed upon in advance.

The President of the Republic of Lithuania, the Head of State of the guest country and the accompanying spouse then enter the Presidential Palace via the Ceremonial Staircase, followed by the delegations.

Annex 4

Official Photograph and Signing of the Guest Book

In the White Hall, the President of the Republic of Lithuania and the Head of State of the guest country participate in an official photograph in front of the national flags of the Republic of Lithuania and the guest country.

A second official photograph may include the accompanying spouse.

Following the official photograph, the Head of State of the guest country and the accompanying spouse sign the Guest Book.

Members of the press attend the ceremony from a designated area arranged by the Presidential Communications Office.

Exchange of State Decorations and Gifts

Where agreed upon in advance, the President of the Republic of Lithuania and the visiting Head of State exchange official gifts.

During State Visits, an exchange of State decorations may also be arranged.

The venue for the exchange of State decorations and/or gifts, as well as the composition of participants attending the ceremony, shall be agreed upon separately for each visit.

Following the ceremony, the accompanying spouse proceeds to the separate programme arranged by the Protocol Department.

Meetings with the President of the Republic of Lithuania 

Following the ceremonial programme, the Head of State of the guest country and the President of the Republic of Lithuania proceed to the Blue Hall for a tête-à-tête meeting.

The composition of the delegation and the number of participants attending the tête-à-tête meeting shall be determined on a case-by-case basis and agreed upon separately for each visit.

Subsequently, the Heads of State join their delegations in the Negotiations Hall for bilateral discussions.

Bilateral discussions are typically attended by delegations of up to twelve persons, including the Heads of State.

Media representatives may be invited for a brief photo and video opportunity at the beginning of the meetings.

Signing Ceremony

Where agreed upon in advance, documents may be signed following bilateral discussions.

The signing ceremony normally takes place in the White Hall.

Designated representatives of each delegation announce the title of the documents in their respective national languages.

The ceremony is attended by the media.

Press Conference

Upon the conclusion of the bilateral negotiations or the signing ceremony, the Heads of State, accompanied by a Protocol Officer, proceed to the designated venue for the Press Conference.

The venue may be either the Press Conference Room or the White Hall.

The President of the Republic of Lithuania and the visiting Head of State briefly present the outcomes of the bilateral discussions.

Opening statements may be followed by questions from media representatives.

Official Dinner

Dress Code

State Visit

Dress Code: Dark Suit, Black Tie or White Tie

Official Visit

Dress Code: Dark Suit

The delegation of the guest country arrives at the Presidential Palace fifteen minutes before the scheduled start of the Official Dinner. The delegation enters the Presidential Palace through the Grey Staircase Entrance and proceeds to the Negotiations Hall.

At the entrance to the Negotiations Hall, each guest receives a seating card indicating his or her name, title and table number. An aperitif is served in the Negotiations Hall.

Meanwhile, the motorcade of the Head of State of the guest country and the accompanying spouse, accompanied by the Chief of Protocol of the guest country and the Director of the Protocol Department of the Ministry of Foreign Affairs of the Republic of Lithuania, arrives at the Presidential Palace.

The President of the Republic of Lithuania welcomes the Head of State and the accompanying spouse and invites them to the Green Hall for an aperitif.

Following a brief conversation, the President of the Republic of Lithuania, the Head of State of the guest country and the accompanying spouse proceed to the Blue Hall, where the welcoming ceremony for dinner guests takes place.

The Director of the Protocol Department and the Chief of Protocol of the guest country introduce Lithuanian and foreign guests respectively.

Upon entering the Blue Hall, guests greet the President of the Republic of Lithuania, the Head of State of the guest country and the accompanying spouse before proceeding to the White Hall and taking their seats.

Official speeches are delivered before the first course.

The President of the Republic of Lithuania speaks in Lithuanian. The Head of State of the guest country replies in his or her national language.

Each speech is followed by a toast and the performance of a national anthem. The toast proposed by the President of the Republic of Lithuania is followed by the national anthem of the guest country. The toast proposed by the Head of State of the guest country is followed by the national anthem of the Republic of Lithuania.

Written translations of the speeches are placed on the tables.

Wreath–Laying Ceremony at Antakalnis Cemetery

The ceremonial party consists of:

• The Head of State of the guest country;
• A representative of the Government of the Republic of Lithuania;
• Members of the official delegation.

The motorcade arrives at the main entrance of Antakalnis Cemetery.

Accompanied by a representative of the Government of the Republic of Lithuania, the Head of State proceeds towards the Memorial carrying a wreath and escorted by members of the Guard of Honour.

Upon reaching the designated position, the Military Orchestra performs an appropriate ceremonial composition.

The Head of State, accompanied by the representative of the Government and two members of the Guard of Honour, approaches the Memorial.

The wreath is placed by members of the Guard of Honour.

The Head of State steps forward, adjusts the wreath ribbons if necessary and pays tribute by observing a minute of silence.

Upon completion of the ceremony, the ceremonial party returns to the main entrance under escort of the Guard of Honour.

A representative of the guest country's diplomatic mission is requested to ensure that the wreath is delivered to Antakalnis Cemetery at least one hour before the ceremony.

Annex 5

Visit of the Minister of Foreign Affairs

Programme

The official programme of a visit by the Minister of Foreign Affairs typically includes:

• A tête-à-tête meeting with the Minister of Foreign Affairs of the Republic of Lithuania;
• A bilateral meeting between the delegations;
• A joint press conference;
• An official lunch or dinner.

The programme is tailored to the objectives and requirements of the visit and may include additional engagements focusing on specific areas of bilateral cooperation or mutual interest.

Where appropriate, meetings with senior State officials, representatives of international organisations, academic institutions, business representatives or civil society organisations may also be arranged.

Welcoming at the Airport

Upon arrival, the Minister of Foreign Affairs of the guest country is welcomed by:

• A representative of the Ministry of Foreign Affairs of the Republic of Lithuania;
• The Director or Deputy Director of the Protocol Department;
• Other officials, as appropriate.

The national flag of the guest country is displayed at the entrance to the VIP Lounge.

Following arrival formalities, the delegation proceeds by motorcade from the aircraft to the venue designated in the programme.

Official Lunch or Dinner

The visiting Minister of Foreign Affairs is normally honoured by an official lunch or dinner hosted by the Minister of Foreign Affairs of the Republic of Lithuania.

The list of invitees is prepared by the responsible geographical or thematic department of the Ministry of Foreign Affairs in consultation with the Protocol Department.

Exchange of Gifts

An exchange of gifts is not customary during visits between Ministers of Foreign Affairs of European Union Member States.

Where an exchange of gifts is agreed upon, arrangements are coordinated through the Protocol Departments concerned.

Official gifts are normally exchanged in accordance with established diplomatic practice and national regulations.

Practical Information

Advance Information

To facilitate the planning and organisation of the visit, the Protocol Department should receive the following information as early as possible:

• Details of the Official Guest and accompanying spouse;
• Dietary requirements, allergies and medical considerations;
• Arrival and departure details;
• Composition of the delegation;
• Security requirements;
• Interpretation requirements;
• Details of any additional programme elements proposed by the visiting side.

Flight Information

For commercial flights:

• Flight number;
• Date and time of arrival;
• Date and time of departure.

For special or charter flights:

• Aircraft operator;
• Aircraft type;
• Registration number;
• Call sign;
• Flight plan;
• Crew list.

Lists of participants

Delegation lists should be submitted to the Protocol Department as early as possible.

The list should be provided in English and include:

• Full name;
• Official title;
• Order of precedence.

Separate lists should be provided for participants attending meetings, lunches, dinners, ceremonies and other events.

Working Language and Interpretation

The Protocol Department should be informed of the language preferred by the Official Guest for official meetings.

The visiting side should also indicate whether:

• Interpretation services are required; or
• The delegation will be accompanied by its own interpreter.

Passports and Luggage

Where necessary, a designated member of the delegation should collect passports and luggage tags before arrival and coordinate with airport authorities.

A designated representative of the delegation or diplomatic mission should assist with luggage procedures upon arrival and departure.

Private Aircraft

Applications for overflight and landing permissions should be submitted by the diplomatic mission concerned to the Protocol Department in accordance with the applicable procedures.

The diplomatic mission is responsible for arrangements related to the aircraft, crew accommodation and crew transportation.

Transportation

The Lithuanian side provides transportation for the Official Guest, the accompanying spouse and members of the official delegation in accordance with the agreed programme and the principle of reciprocity.

Upon request, an armoured vehicle may be provided for the Official Guest.

Members of accompanying media delegations, business representatives or other unofficial participants normally use transportation arranged by the sending State or its diplomatic mission.

The Protocol Department may assist in coordinating vehicle rental services if requested.

Meals

Information concerning dietary requirements, allergies, religious restrictions or other relevant considerations should be communicated to the Protocol Department well in advance of the visit.

Security

Responsibility for security during the visit rests with the competent authorities of the Republic of Lithuania.

Security personnel accompanying the Official Guest are required to comply with the laws and regulations of the Republic of Lithuania.

Information regarding accompanying security personnel should be transmitted to the Protocol Department in advance by Verbal Note and should include:

• Full name;
• Passport number;
• Identification number;
• Date of birth;
• Place of birth.

Where firearms are carried, the following information should also be provided:

• Type of firearm;
• Serial number;
• Ammunition type;
• Quantity of ammunition.

Where radio frequencies are required, the frequency ranges and technical specifications should be communicated in advance.

The Protocol Department forwards the information to the competent Lithuanian authorities.

Medical Care

Medical care is provided to the Official Guest, the accompanying spouse and members of the official delegation throughout their stay in Lithuania.

Other Arrangements

Information concerning additional appointments or programme elements organised by the diplomatic mission should be communicated to the Protocol Department as early as possible.

Financial Aspects

Expenses Covered by the Lithuanian Side

The Lithuanian side shall cover the accommodation costs and provide transportation for the corresponding number of guests, on the basis of reciprocity.

The financial arrangements for the forthcoming visit are discussed and agreed upon between the Protocol Departments of the States concerned.

Expenses Not Covered by the Lithuanian Side

In preparation for a State or Official Visit, an advance team is welcome to arrive in Lithuania prior to the arrival of the Official Guest. The expenses incurred by the advance team are not covered by the Lithuanian side. However, the Director of the Protocol Department will host one working meal for the members of the advance team.

Where the sending State does not have an Embassy in Vilnius, the Lithuanian side may assist in arranging accommodation and transportation for the members of the advance team.

Access to VIP Facilities

Access to VIP facilities at Vilnius International Airport is regulated by the legislation of the Republic of Lithuania governing flights carrying Very Important Persons (VIPs).

Requests for access should be submitted to the Protocol Department and should include:

• Date and time of arrival or departure;
• Flight number;
• Names and functions of delegation members;
• Names of persons welcoming or seeing off the delegation;
• Vehicle details, including registration numbers;
• Names of drivers requiring airport access.

Persons not entitled to complimentary use of VIP facilities under the applicable regulations may use the facilities subject to the fees established by Vilnius International Airport.

Requests for such services should be submitted directly to the airport authorities.

Legislation

2004 m. gruodžio 6 d. Lietuvos Respublikos Vyriausybės nutarimas Nr.1592 „Dėl skrydžių, kuriais vežami labai svarbūs asmenys, vykdymo tvarkos aprašo patvirtinimo”

(Government Resolution No. 1592 of 6 December 2004 on the Approval of the Procedure for Flights Carrying Very Important Persons and subsequent amendments).