Visits are generally considered official where there is a bilateral meeting with – or invitation from – a Commonwealth minister or similar. Logistical arrangements for official visits (without Guest of Government status – see below) are primarily the responsibility of the foreign mission, in partnership with the Department of Foreign Affairs and Trade (DFAT), or the Commonwealth agency relevant to the visitor's portfolio responsibilities. Foreign missions should contact the relevant DFAT geographic division and Protocol Branch (inboundvisits@dfat.gov.au) to coordinate planning for inbound official visits. This Chapter addresses foreign missions' responsibilities during official visits.

16.1 Official Visit Responsibilities

16.1.1 Foreign Missions

Foreign missions' responsibilities for official visits include:

• international flights for the delegation
• domestic flights for the delegation and accompanying mission staff
• managing airline check-ins for the delegation
• visa applications for delegation (refer to Immigration and citizenship – Visas)
• customs and quarantine declarations for delegation (refer to Arriving and leaving)
• liaising with Australian Federal Police on visit security (SPC-Coord-Visits@afp.gov.au)
• requests for airport facilitation and security screening waivers for eligible visitors (see Chapters 14 and 15)
• booking airside VIP room access for visitors (if desired)
• booking commercial VIP airport facilitation for visitors not eligible for official VIP facilitation (if desired)
• arrangements for arrivals and departures on state/private aircraft through local ground handlers – including in/off terminal processing and on tarmac motorcade pick up (if required)
• arrangements with the airport for suitable motorcade drop off and pick up points
• ground transport for the delegation and accompanying mission staff
• accommodation for the delegation and accompanying mission staff
• requests to import firearms (see Chapter 13)
• requests to import communication devices and media equipment (see Chapter 15)

16.1.2 Commonwealth Government Departments

DFAT (or relevant Commonwealth agency) responsibilities for official visits include:

• meetings with the Prime Minister and Governor-General
• meetings with Australian Government ministers and officials
• meetings with Australian Members of Parliament (MPs) and Senators
• official hospitality hosted by the Governor-General, Prime Minister and Commonwealth Government ministers and officials.

16.1.3 State and Territory Government Departments

State and Territory Government agency responsibilities for official visits include:

• meetings with state Governors and Premiers and territory Chief Ministers
• meetings with state and territory government ministers and officials
• meetings with Members of Legislative Assemblies (MLAs) and Councils (MLCs)
• official hospitality hosted by Governors, Premiers and Chief Ministers, ministers, and officials.

16.2 Other Visits

Each year, the Department of Prime Minister and Cabinet (PM&C) manages several Guest of Government (GoG) visits for heads of state, heads of government, royalty, and cabinet ministers. Foreign missions should check first with the relevant DFAT geographic division on the potential for GoG status for the visitor. GoG status is determined by a range of factors, including available resources, and is not guaranteed by a visitor's official status. If GoG status is not granted, this is not a reflection on a visit's relative importance to the Australian Government.

Some Commonwealth and State Government Departments fund and manage sponsored visit programs. Confirm the specific arrangements and any mission responsibilities that apply to these visits with the sponsoring agency. Visits with no official meeting with – or invitation from – a Commonwealth minister are generally considered private visits. Foreign missions are responsible for all arrangements for private visits – noting some foreign officials may be eligible for airport facilitation during private visits (see Chapters 14 and 15).

16.3 Gifts

Avoid gift exchanges with Commonwealth and state government ministers or officials during official visits where possible. In all Australian jurisdictions, official gifts – even of relatively low value – are subject to extensive reporting and compliance regulations. If gifts must be exchanged, arrange this in advance through protocol. All gifts will be reported transparently, in line with the applicable regulations.