Canada Reception Centres at the Ottawa MacDonald-Cartier International Airport

Circular Note XDV-0182 of February 7, 2014

The Department of Foreign Affairs, Trade and Development (Office of Protocol - Official Visits Division) presents its compliments to Their Excellencies the Heads of Diplomatic Missions and Chargés d’affaires, a.i. accredited to Canada, and has the honour to clarify its policies related to the Canada Reception Centres at MacDonald-Cartier International Airport. This note supersedes the Department’s circular note number XDV-0095 of June 15, 2012.

The Office of Protocol manages the Canada Reception Centres on behalf of the Department of Foreign Affairs, Trade and Development, to welcome Foreign Dignitaries to Ottawa. There are two sites at the Ottawa MacDonald Cartier International Airport: Hangar 11 for dedicated aircraft and the Airport Lounge for commercial travel.

1. Hangar 11

The Canada Reception Centre (CRC) Hangar 11 welcomes Guests of the Government of Canada and other Dignitaries travelling on dedicated aircraft to and from the Nation’s Capital. Reservations for the use of this facility are made by the Official Visits Division of the Office of Protocol and must be requested no less than 24 hours prior to the arrival/departure. Please refer to attached map for directions.

2. Airport Lounge

The Canada Reception Centre (CRC) Airport Lounge welcomes Guests of the Government of Canada, Heads of Mission and other Dignitaries travelling on commercial aircraft to and from the National’s Capital. The CRC Airport Lounge offers a comfortable setting with telephone, fax and internet capability as well as light snacks and refreshments (non-alcoholic). The CRC Airport Lounge is open and staffed from 0800 hours to 2000 hours Monday to Friday but available upon prior request outside these hours. Reservation of the CRC Airport Lounge weekdays must be made by fax before 1200 hours, the day prior to arrival/departure. Use of the CRC Airport Lounge during week-ends requires notice by 1200 hours on Friday.

The Department is pleased to extend the use of the CRC Airport Lounges to the following:

Heads of Diplomatic Missions on First Arrival in Canada and on Departure from Ottawa for Official Travel

As the Ambassador or High Commissioner Designate is entitled to a Courtesy Clearance on first arrival in Canada, the Airport Lounge may be used to greet him/her on arrival. The CRC is not available for subsequent arrivals in Canada, however remains available to the Head of Mission when departing from Ottawa on official business. The booking form for this purpose is attached. The Office of Protocol reserves the right to limit the number of greeters in the lounge for the Head of Mission’s first arrival.

Guests Eligible for Airport Courtesies

Individuals or groups entitled to Airport Courtesies are eligible to use the CRC Lounges once authorized by the Office of Protocol. This includes lounge access for greeters. All requests for Airport Courtesies (which include Courtesy or Expedited Clearance from the Canada Border Services Agency) must be made 72 hours prior to an arrival. For further information on Airport Courtesies please refer to the Department’s circular note number XDV-0181 of February 7, 2014 and for additional information about Foreign Dignitaries travelling to Canada on dedicated aircraft please see the Department’s circular note number XDV-0183 of February 7, 2014.

Heads of Diplomatic Missions and Diplomatic Agents for the Purpose of Greeting/Bidding Farewell to a Visiting Dignitary who does not otherwise qualify for Airport Courtesies

Heads of Mission may use the CRC Airport Lounge in order to await the arrival of a visiting dignitary that does not otherwise qualify for Airport Courtesies if a prior request is made. At the time of arrival, the Head of Mission may proceed to the Customs Hall exit to greet their visitor or to the Customs Office if the mission has made arrangements with CBSA for Greeting Privileges (for information about Greeting Privileges, please refer to the Department’s circular note number XDV-0181 of February 7, 2014). Use of the lounge may also be requested to bid farewell to such a visitor as long as the Head of Mission or Diplomatic Agent acting on behalf of the Head of Mission is present. The lounge is not made available to meet family members, personal guests or private sector visitors.

For information about parking at MacDonald-Cartier International Airport, Their Excellencies should refer to circular note number XDV-0044 of January 22, 2013 as well as the circular from the Ottawa Airport’s Parking Authority.

The Department of Foreign Affairs, Trade and Development (Office of Protocol - Official Visits Division) avails itself of this opportunity to renew to Their Excellencies the Heads of Diplomatic Missions and Chargés d`affaires a.i. accredited to Canada the assurances of its highest consideration.

OTTAWA, February 7, 2014