International Delegation Visits

Because international visits often require coordination among multiple Air District offices, speakers and subject-matter experts, as well as logistical, security, interpretation and presentation support, delegation requests must be submitted at least 60 calendar days before the proposed visit date.

Submit an International Delegation Visit Request.

Visit Request Guidelines

Advance Notice

International delegation visit requests must be submitted at least 60 calendar days in advance of the proposed visit date using the International Delegation Visit Request Form.

Requests submitted with less than 60 days' notice may not be accommodated.

Purpose and Scope of the Visit

To help us evaluate and plan your request, please provide information about your delegation and the purpose of the proposed visit, including:

• Sponsoring organization or government entity
• Country or jurisdiction represented
• Purpose of the delegation's U.S. visit
• Desired outcomes for the Air District visit
• Areas of particular interest
• Requested Air District speakers, programs or subject areas
• Whether the visit is being coordinated through the U.S. Department of State, another government agency, a consulate, university, nongovernmental organization or other sponsoring organization

Providing specific information about your delegation's interests will help the Air District identify the most appropriate staff and subject-matter experts for the visit.

Scheduling and Staff Availability

Delegation visits are subject to Air District staff availability and the nature and scope of the requested discussion.

The Air District will identify appropriate staff participants based on the delegation's stated interests. If appropriate staff are unavailable, the Air District may propose an alternative date, modify the requested agenda or decline the request.

International delegation visits are generally scheduled Monday through Thursday. Friday visits may be considered when operationally feasible and with advance approval.

Submission of a request does not guarantee that the Air District will be able to accommodate a visit.

Confirmation and Follow-Up

The Air District may contact the delegation coordinator for additional information before confirming a visit.

If the requesting party does not respond to a request for confirmation or additional information within seven business days, the Air District may release any tentative date being held for the visit.

Final Attendee List

A finalized list of all delegation attendees, including names, titles and affiliations, must be provided no later than three weeks before the scheduled visit.

The Air District may be unable to accommodate individuals who are not included on the final attendee list.

Presentations, Translation and Interpretation

Please identify any interpretation, translation or presentation needs as early as possible.

Materials the delegation intends to present, distribute or have translated must be provided to the Air District at least two weeks before the visit.

When presentations or other substantive materials are planned, the Air District may require a coordination meeting with the delegation no later than one week before the visit.

Technology and Audiovisual Needs

Please identify anticipated audiovisual, interpretation, hybrid meeting or other technology needs when submitting your request.

For visits involving presentations, interpretation, hybrid participation or significant audiovisual needs, the Air District may require a technical check or dry run three to five business days before the visit.

Attendance and Facility Limitations

The number of delegation participants that can be accommodated may depend on meeting space, security requirements, the format of the visit and other logistical considerations.

The Air District may request that the number of participants be reduced when necessary to support an effective meeting and appropriate facility operations.

Security and Building Access

Visitors must comply with applicable Air District building access and security requirements.

The Air District may request additional attendee or logistical information needed to coordinate building access, security, interpretation or other arrangements.

Exceptions

Exceptions to these requirements are subject to senior leadership review. Short-notice requests or other exceptions may be considered in extraordinary circumstances but cannot be guaranteed.

Submit a Visit Request

To request a visit with the Bay Area Air District, please complete the International Delegation Visit Request Form at least 60 calendar days before your proposed visit date.

Before submitting the form, please be prepared to provide:

• Proposed visit date and alternate dates
• Sponsoring organization
• Country or jurisdiction represented
• Purpose of the visit
• Desired outcomes
• Areas of interest and requested Air District subject matter
• Estimated number of attendees
• Proposed agenda or topics for discussion
• Presentation and technology requirements
• Interpretation, translation, accessibility or other accommodation needs
• Contact information for the delegation coordinator

Submit an International Delegation Visit Request.

Questions about international delegation visits may be directed to the Air District's External Affairs Office at extaffairs@baaqmd.gov.