Australia provides airport facilitation services for visiting heads of state, heads of government, foreign and trade ministers and guests of government. In addition to the visiting dignitary, facilitation privileges are extended to their accompanying spouse and dependent children under the age of 18.

Airport facilitation is coordinated under a joint program by the Department of Prime Minister and Cabinet (PM&C) and the Department of Foreign Affairs and Trade (DFAT). PM&C coordinates head of state/ head of government international arrivals and departures, and guests of government; DFAT coordinates head of state/head of government domestic arrivals and departures, and foreign affairs and trade minister international arrivals and departures, and domestic departures.

Facilitation may be provided at the following Australian airport locations: Adelaide, Brisbane, Cairns, Canberra, Darwin, Gold Coast, Hobart, Melbourne, Perth and Sydney.

For general information regarding Australia's airports, please refer to Chapter 14.

15.1 Parameters of the program

As an element of diplomatic privilege, Australia extends a service to certain senior visiting foreign dignitaries to facilitate their arrival and departure at Australian airports. The purpose of this program is to provide a high-quality, personalised and welcoming experience for senior foreign dignitaries in Australia.

15.1.1 Who is eligible for Facilitation?

Airport facilitation is offered to:

• Heads of state
• Heads of government
• Foreign ministers
• Ministers responsible for trade
• Guests of the Australian Government (see Chapter 16).

Airport privileges (including screening exemption requests) are extended to accompanying spouse/partner and to dependent children under the age of 18 who are travelling with the principal on the same flights. This privilege does not extend to other family members, including children over 18 years of age. Other delegation members or officials who may be travelling with the dignitary will not be facilitated, although reasonable efforts will be made to keep the travelling party together.

15.1.2 Purpose of Travel

Airport facilitation is usually provided as part of an official visit to Australia (see Chapter 16 definition of official travel) and should be considered as part of overall visit planning by the organising line area or relevant Commonwealth agency.

Missions may also request facilitation for private/personal travel or transits (see 15.4 on how to apply).

15.2 Airport Facilitation services

Airport facilitation provides a range of services to the visiting dignitary and may include:

• an escort for the visiting dignitary (and eligible spouse/children) through the airport
• expedited processes including immigration and customs (on international movements)
• access to a VIP room (where available, for international arrival only)
• a request for security screening exemption (on departures)
• Comcars/transport for first and last movement to/from airport to hotel accommodation.

Further details for these elements are outlined below. All elements of airport facilitation are privileges and not entitlements; PM&C and DFAT will make every effort to fulfill airport facilitation requests, however, services depend on availability and stakeholder capability.

15.2.1 Aviation security screening

Australian Government regulations exempt the following visiting dignitaries – for official, transit and private visits – from aviation security screening for international and domestic departures:

• heads of state and accompanying spouse and children
• heads of government and accompanying spouse and children
• foreign ministers and accompanying spouse and children

This exemption does not apply to accompanying delegations.

Notification of the visit must be submitted by an Airport Facilitation Request (AFR) form – at least five working days in advance of the arrival.

The exemption may apply to the visiting dignitaries' carry-on baggage, which must be clearly identified. However, some airlines routinely decline to exempt carry-on baggage from security screening (Please see note below). All checked-in baggage will undergo security screening.

PM&C will seek screening exemptions for head of state and head of government international departures. DFAT will seek screening exemptions for head of state and head of government domestic departures, and foreign and trade minister international and domestic departures.

DFAT will seek exemptions for trade ministers where possible however, approval cannot be guaranteed and remains at the discretion of the relevant authorities and the airline.     

Important note

While Australian Government regulations exempt a visiting dignitary from aviation security screening, each exemption must be separately and ultimately approved by each airline. An airline may require security screening as a condition of carriage and the Australian Government cannot override an airline's decision. This means that while a visiting dignitary may be exempted by the Australian Government, they must still undergo security screening if the airline so requires.

All airline passengers, including those exempted from security screening, are bound by aviation security regulations including those governing items prohibited from being carried on board an aircraft – either in carry-on or checked-in baggage.

15.2.2 Airport VIP Rooms

Airport VIP rooms are a private facility run by the relevant airport authority. They can provide a level of amenity and privacy for a dignitary and delegation while awaiting immigration processes. Where VIP rooms are available at an airport and dependant on availability, a VIP room may be booked as part of an airport facilitation by PM&C/DFAT.

Missions may also book these directly with airports for other visiting foreign dignitaries (i.e. non-head of state, head of government, foreign and trade ministers), please read the information provided in Chapter 14.3.5.

15.2.3 Transport

Comcar(s)/ transport will be provided for visiting heads of state and heads of government on international arrival and departure, and domestic arrival and departure.

Comcar(s)/ transport will be from the airport to commercial accommodation within a reasonable vicinity of the airport, or to the first appointment of an official visit, as per the visit program (and vice versa for departure). Two vehicles are provided plus luggage vehicle (if required) – one vehicle for principal (and family) and the other to be used for the delegation.

The mission is expected to assist with a large delegation.

Destinations for Comcars may not be altered unless requests are approved in advance by PM&C/DFAT.

Any additional transport required is to be arranged by the mission.

The mission is responsible for all transport for other VIP visitors or delegations (including foreign and trade ministers).

15.3 How does airport facilitation work?

15.3.1 Head of state and head of government

15.3.1.1 International arrival into Australia

On disembarking the plane, the visiting dignitary will be identified and met by a PM&C Transit Protocol Officer at the arrival gate. A diplomatic/consular representative may also be escorted by the TPO to meet the visiting dignitary at the arrival gate (please see Chapter 14.2.1 regarding diplomatic ASIC passes). The TPO will escort the dignitary either to a VIP room, where entry formalities will be completed, or to the international arrival point for priority immigration processing.* 

*Subject to the priority processing being pre-arranged with, and approved by, the ABF in advance of the travel.

Department of Agriculture, Fisheries and Forestry officers at the airport will be informed in advance of the visiting dignitary's arrival so that mandatory biosecurity procedures can be handled appropriately.

Once all relevant processing is complete and baggage collected, the TPO will escort the visiting dignitary, spouse and children through luggage collection (luggage collection remains the responsibility of the delegation and/or mission) to the public arrival area and on to the waiting Comcar/transport.

Other consular/diplomatic representatives or greeting parties can meet the foreign dignitary in the public arrivals area and accompany the delegation to the waiting cars.

15.3.1.2 International departure

The Comcar/transport will pick up the dignitary at their commercial accommodation or final meeting venue on visit program and transport them to the airport.

Depending on check-in requirements by each airline, usually the mission would manage the foreign dignitary to check-in at the airport.

The PM&C TPO will meet the mission and foreign dignitary at accommodation or final meeting venue.

The TPO will escort the dignitary to the passport control point for priority processing.* The TPO will then facilitate the exemption from aviation security screening (if approved in advance by the airline – see 15.1.4). A diplomatic/consular representative may be escorted by the TPO; they will be required to undergo aviation security screening, as will any other members of the delegation.

*Subject to the priority processing being pre-arranged with, and approved by, the ABF in advance of the travel.

The TPO will escort the dignitary to an airline lounge in the departure area or the gate. When the plane is ready for boarding, the TPO will escort the visiting dignitary, and the diplomatic/consular representative to the departure point. Once the visiting dignitary has boarded the plane, the TPO will return the diplomatic/consular representative to the public area of the airport.

15.3.1.3 Domestic arrival

On disembarking the plane domestically, the visiting dignitary will be identified and met by a DFAT TPO. Diplomatic/consular representatives do not require passes or escorting at domestic airport and may access all public areas of the airport.

The TPO will escort the dignitary through luggage collection (luggage collection remains the responsibility of the delegation and/or mission) to the public arrival area and to the waiting Comcar/transport.

15.3.1.4 Domestic departure

The Comcar/transport will pick up the visiting dignitary at their commercial accommodation or final meeting venue on visit program and transport them to the airport.

Depending on check-in requirements by each airline, usually the mission would manage the foreign dignitary to check-in at the airport. The DFAT TPO will meet the mission and foreign dignitary at a specified location (depending on the airport), usually at check-in or curb side with the Comcar. Diplomatic/consular representatives do not need passes for domestic airports and can access all public areas.

The TPO will escort the dignitary to the security checkpoint and facilitate passage through security processes. If a TPO is not present on a movement, the mission may present the TPN containing the screening exemption to the private security duty manager and request security assistance.

The TPO escorts the dignitary to an airline lounge in the departure area or to the gate. When the aircraft is ready for boarding, the TPO will escort the visiting dignitary to the departure point. The TPO will depart once the visiting dignitary has boarded the aircraft.

15.3.1.5 Transfer from/to international/domestic arrival/departure

Heads of state and heads of government will be escorted by a PM&C TPO when transferring from an international to a connecting domestic flight, or vice versa. One diplomatic or consular official may accompany.

15.3.2 Foreign and Trade Ministers

15.3.2.1 International arrival

On disembarking the plane, the visiting dignitary will be identified and met by a DFAT Transit Protocol Officer at the arrival gate. A diplomatic/consular representative may also be escorted by the TPO to meet the visiting dignitary at the arrival gate (please see Chapter 14.2.1 regarding diplomatic ASIC passes). The TPO will escort the dignitary either to a VIP room, where entry formalities will be completed, or to the international arrival point for priority immigration processing.* 

*Subject to the priority processing being pre-arranged with, and approved by, the ABF in advance of the travel.

Department of Agriculture, Fisheries and Forestry officers at the airport will be informed in advance of the visiting dignitary's arrival so that mandatory biosecurity procedures can be handled appropriately.

Once all relevant processing is complete and baggage collected, the TPO will escort the visiting dignitary, spouse and children through luggage collection (luggage collection remains the responsibility of the delegation and/or mission) to the public arrival area and on to the waiting transport.

Other consular/diplomatic representatives or greeting parties can meet the visiting dignitary in the public arrivals area and accompany the delegation to the waiting cars.

15.3.2.2 International departure

Depending on check-in requirements by each airline, usually the mission would manage the visiting dignitary to check-in at the airport.

The DFAT TPO will meet the dignitary and delegation curb side at the airport or at check-in.

The TPO will escort the dignitary to the passport control point for priority processing.* The TPO will then facilitate the exemption from aviation security screening (if approved in advance by the airline – see 15.1.4). A diplomatic/consular representative may be escorted by the TPO; they will be required to undergo aviation security screening, as will any other members of the delegation.

*Subject to the priority processing being pre-arranged with, and approved by, the ABF in advance of the travel.

If a TPO is not present on a movement, the mission may present the TPN containing the screening exemption to an Australian Border Force (ABF) official at the security check point and request security assistance.

The TPO will escort the visiting dignitary to an airline lounge in the departure area or the gate. When the plane is ready for boarding, the TPO will escort the visiting dignitary, and the diplomatic/consular representative to the departure point. Once the visiting dignitary has boarded the plane, the TPO will return the diplomatic/consular representative to the public area of the airport.

15.3.2.3 Domestic arrival

There is no facilitation on domestic arrival for foreign and trade ministers. Any greeting representatives can greet at the arrival gate, after clearing security screening.

15.3.2.4 Domestic departure

Depending on check-in requirements by each airline, usually the mission would manage the foreign dignitary to check-in at the airport.

The DFAT TPO will meet the visiting dignitary and delegation curb side at the airport or at check-in.

Diplomatic/consular representatives do not need passes for domestic airports and can access all public areas.

The TPO will escort the visiting dignitary to the security checkpoint and facilitate passage through security processes. If a TPO is not present on a movement, the mission may present the TPN containing the screening exemption to the private security duty manager and request security assistance.

The TPO escorts the visiting dignitary to an airline lounge in the departure area or to the gate. When the aircraft is ready for boarding, the TPO will escort the visiting dignitary to the departure point. The TPO will depart once the visiting dignitary has boarded the aircraft.

15.3.2.5 Transfer from/to international/domestic arrival/departure

Visiting foreign and trade ministers should be escorted from one terminal to another by the diplomatic/consular representative. This is particularly important at Sydney and Brisbane airports, where international and domestic terminals are physically separate.

Visiting foreign and trade ministers departing domestically will be accompanied by one DFAT official to facilitate the aviation security screening (if approved in advance by the airline – see 15.2.1).

15.4 How to apply for airport facilitation

Missions may apply for facilitation for eligible persons arriving or departing on commercial flights, by completing the Airport Facilitation Request (AFR) webform.

For DFAT visit programs, DFAT desks or Posts may submit the AFR form.

An AFR must be submitted at least five working days before the visiting dignitary's arrival in Australia, as required by regulations and various stakeholders' standard operating procedures.

Please include details of the purpose for travel in the AFR (eg. personal/private or official travel), along with documentation such a visit program.

Once submitted, the AFR is processed by the relevant agency.

15.4.1 Changes or Cancellations to AFRs

Changes to the location/airport or date change of a facilitation requires a new AFR (except where a flight moves over midnight, in which case it will be treated as a minor change). Missions should cancel the original AFR and submit a new AFR. The 5-day timeframe may apply to the new AFR. For example, a flight is changed from Brisbane to Sydney - this constitutes a new AFR and the change must be registered 5 working days before the flight is due. If in doubt, please contact PM&C or DFAT Protocol asap to discuss options.

DFAT/PM&C will be able to assist with changes that occur to an existing AFR under the 5-day timeframe (for example, minor changes to flight times at the same airport).

15.4.2 Non-Commercial Aircraft

Please refer to Chapter 14.2.2

Airport facilitation for persons arriving or departing on private, chartered or state aircraft is arranged by the aircraft's ground handling agents in Australia, and is up to the mission to organise directly.

PM&C may provide support for non-commercial aircraft facilitation for head of state, head of government, guest of government – please contact PM&C.

15.5 Key contacts

• Department of the Prime Minister and Cabinet - Protocol and International Visits Branch (PIVB): PTVO@pmc.gov.au (+61 2 6271 6266)
• Department of Foreign Affairs and Trade - Protocol Branch: protocol.branch@dfat.gov.au (emergency out-of-hours: +61 418 167 127)