Protective Security and Arrival & Departures Team

Welcome to the Protocol Protective Security and Arrival & Departures Team (PSAD) section of this website. The following pages are designed to provide you with useful information and contacts to aid your Mission’s preparations for any inward VIP visits.

Whilst we endeavour to keep the information in this section up to date, we would always recommend you re-confirm any details with the airport / port directly to ensure you have the latest information.

PSAD are here to help you ensure that your VIPs arrive and depart from the UK as smoothly and conveniently as possible, whilst still undergoing the required immigration, security and diplomatic procedures.

We can provide advice on a number of subjects, including:

  1. Immigration & Entry Guidance
  2. Visas
  3. Airport Transits
  4. Facilitation through Immigration at Airports and Ports, including VIP Suites
  5. First Arrival & Final Departure of your Head of Mission
  6. Exemptions from Security Screening on Departure from UK Airports and Ports
  7. Private Flights, Flight Handlers & Aircraft Landing and Departure Slots
  8. Diplomatic Flight Clearance
  9. Airport Airside Access and IDs
  10. Security Arrangements including police protection, communications permissions and weapons

PSAD works closely with key airport stakeholders, including Airport Authorities, Department for Transport, Ministry of Defence, the Home Office, UKVI and Border Force.

 

Contacting the VIP Visits Team

If you have a question which is not covered by the information in this section or you are seeking clarification, please email the Protocol Protective Security and Arrival & Departures Team:  VIParrivals.departures@fcdo.gov.uk

Please note the mailbox is not monitored out of hours, weekends or bank holidays. For urgent queries out of hours only, please contact the Protocol Duty Officer on: 07799472863

 

VIP Visits Note Verbales

Please see below our latest Note Verbales issued to Diplomatic Missions and International Organisations in relation to Inward VIP visits including: Security Arrangements and Arrival & Departure arrangements.

  • NV 082-24 – New Border Force API Form as of 08 April 2024
  • NV A198/23 – Booking Arrangements for, and Access to, the Royal Suite at Heathrow, August 2023
  • NV 152/23 – Heathrow VIP Update, Diplomatic Rates Increase as of 01 June 2023
  • NV A05/23 – UK Border Process at Heathrow, February 2023
  • NV A057/22 –  Heathrow ID Centre / Authorised Signatories
  • NV A108/22 – Heathrow VIP Update, Spelthorne Suite, June 2022

 

Inward VIP Visit Guidance

NV232.23 – VIP VISITS SECURITY ARRANGEMENTS – 13.09.23

NV231.23 – VIP VISITS ARRIVALS + DEPARTURES – 13.09.23

ANNEX A – API Form (will not be accepted after 08 April 2024)

API V4.4 (to be used from 08 April 2024)

Instructions to Complete New API Form

ANNEX B – DFC Request Form UK

ANNEX C – First Arrival and Final Departure of Head of Mission

ANNEX D – NV 231.23 – Heathrow VIP Service

 

The Team’s Top Tips on VIP Arrivals & Departures at UK Airports and Ports

  1. Where available, consider using VIP suites or other VIP services an airport provides.  
  2. Start planning as early as possible, including engagement with the airport.  This is particularly important for private flights into busy airports.  
  3. Complete the Advanced Passenger Information form (API), and provide accurate information for VIP Suite bookings in a timely fashion. This should include: Arrival and Departure dates, times, airport, flight numbers, passport details, greeter and vehicle details.  
  4. For private flights, make sure you check with your nominated country flight handler whether you have any pre-existing contracts / agreements with particular UK airports / FBOs and flight handlers.  
  5. Inform the FCDO of VIP visits, and provide a completed API so we can ensure UK Border Force are aware of the visit in advance.  
  6. Don’t forget that private flights may require diplomatic flight clearance, which Missions need to request directly from the Ministry of Defence.  Please note, this is not permission to land at an airport.  
  7. Ensure you request your arrival and departure slots with your nominated FBO / UK flight handler. Where you can, be flexible. Sometime a landing or departure slot is available near to the time you have originally requested or at an alternative airport.  
  8. Make sure you understand what VIP services airports offer.  Each airport has slightly different ways of working.  Keep up to date with changes to their operations.  Please note that there are no Diplomatic Lanes at UK airports and are privately operated.
  9. Ensure your Mission has airside ID accounts at your preferred airports and that you have nominated an authorised signatory to manage these accounts. The authorised signatory is responsible for all the Missions airside ID full/ temp applications, and ensures that IDs are always operational and valid – you could get a visit at any moment.  Some airports require operational airside IDs to enter their VIP lounges.  
  10. Ensure media permits are obtained from airports where required so that you can have media present or be able to take photos and videos of your VIPs arrival or departure on UK airport property.