PART-C : CONFERENCE & PROTOCOL

PART-C: CONFERENCE & PROTOCOL SECTION

13.42 Main Responsibilities- The Conference and Protocol Section deals with matters relating to:-

i) Issue of Diplomatic Passports and Visa Notes to Members of Rajya Sabha and their spouses;

ii) Itinerary of Members going Abroad;

iii) Acceptance of foreign hospitality by Members;

iv) Release of Foreign Exchange out of Study tour Quota of Members;

v) Republic Day/Independence Day celebrations;

vi) Warrant of Precedence for Ceremonial Functions;

vii) Association of Secretaries-General of Parliaments;

viii) The Society of Clerks-at-the-Table in Commonwealth Parliaments;

ix) Dinner/Lunch hosted by Hon’ble Chairman, Hon’ble Deputy Chairman and Secretary-General, Rajya Sabha.

x) Visits of Presiding Officers/Committees of State Legislatures;

xi) Liaison with the Ministry of External Affairs for issue of passes for the departure/arrival ceremonies of the visit of the President/Prime Minister to foreign countries;

xii) Liaison with the Ministry of Urban Affairs & Employment for issue of invitation cards for the functions to mark the birth/death anniversaries of National Leaders; and

xiii) Airport duties.

13.43 Associated Responsibilities- The Section also coordinates with the Lok Sabha Secretariat in respect of the following in so far as they relate to Rajya Sabha and its Members:

i) Conference of Presiding Officers of Legislative Bodies in India;

ii) Conference of Secretaries of Legislative Bodies in India;

iii) Commonwealth Parliamentary Association;

iv) Conference of Commonwealth Speakers and Presiding Officers;

v) Inter-Parliamentary Union;

vi) Indian Parliamentary Delegations going abroad;

vii) Visit of foreign Parliamentary Delegations to India;

viii) Indian Parliamentary Group; and

ix) International Conferences hosted by India.

The detailed procedures in respect of these matters are described below:

13.44 Issue of Diplomatic Passports and Visa Notes to Members and their spouses-

13.44.1 Issue of Diplomatic Passport: The applications forms for issue of Diplomatic Passports are supplied by the Ministry of External Affairs and these are kept in the Rajya Sabha Notice Office and Conference & Protocol Section for use of Members and their spouses. Members and their spouses are required to apply for the Diplomatic Passport in the prescribed application form. The applications received from Members and their spouses are then scrutinised/attested and forwarded to the Ministry of External Affairs for issue of Diplomatic Passports, through special Messenger after entry in a Register. Passports received back are then handed over to Members and entry made in Register. Format of the Register is given below:

REGISTER FOR ISSUE OF DIPLOMATIC PASSPORTS

Sl. No.

Name

of Member/Spouse

Date of sending the application

Date of Receipt of Passport

Passport No.

Date of Issue

Date

of Expiry

Date of Delivery and signature

Remarks

13.44.2 Issue of visa Notes: For the visits of Members and their spouses to such foreign countries where visas are required, visa notes are issued by the Ministry of External Affairs, Patiala House, New Delhi. Members send their requisitions for issue of visa notes addressed to the Secretary-General, Rajya Sabha, to the Conference & Protocol Section alongwith their Diplomatic Passports. The requests are forwarded to the Ministry of External Affairs and visa notes are obtained by this Section through special Messenger and handed over to the Members concerned. Monitoring is done by entries in the Visa Notes Register maintained in the following format:

Register for Issue of Visa Notes

S. No.

Name of Member/Spouse

Date of Application

Passport No.

Visa Note required for

Date of receipt of note and passport from

M.E.A.

Signature of MP with date of receipts

13.44.3 Itinerary of Members going abroad: Members, when they go abroad, either on official or private visit, are required to send itinerary of their visit well in advance to the Conference & Protocol Section for being communicated to the Indian Missions in the countries concerned through the Ministry of External Affairs so that the usual courtesies and necessary assistance could be extended to them by the Indian Missions on their arrival in those countries.

A separate file is maintained in respect of each Member and copies of itinerary of official and private visits, applications for acceptance of foreign hospitality, release of foreign exchange etc. are dealt with from that one file.

The Itinerary is forwarded to the Ministry of External Affairs (Coordination Division) for onward transmission to the concerned Indian Missions. If time is short, itinerary is faxed to the Mission direct by the Conference & Protocol Section for extending usual courtesies.

13.44.4 Acceptance of foreign hospitality by Members: Members are required to obtain prior permission of the Central Government for accepting any foreign hospitality during their visits abroad, under Section 9 of the Foreign Contribution (Regulation) Act, 1976.

All invitations from any foreign source, namely, Government of any country, foreign organisations etc. are expected to be routed through the Ministry of External Affairs. However, if any such invitation is received directly, Members are required to bring it to the notice of the Ministries of External and Home Affairs either directly or through this Secretariat for obtaining necessary clearance for the purpose.

Members are required to send their information with complete details in the prescribed application form (FC-2) available in the Rajya Sabha Notice Office, alongwith a copy of the invitation letter to the Ministry of Home Affairs, FCRA Division, Lok Nayak Bhavan, New Delhi and Ministry of External Affairs (Coordination Division), South Block, New Delhi and also a copy to the Ministry of Parliamentary Affairs either directly or through the Rajya Sabha Secretariat for necessary clearance.

Applications received in this Section are forwarded to the concerned Ministries for necessary action. Clearance, when received from the Ministries concerned, is then communicated to the Members.

13.44.5 Release of foreign exchange out of Study Tour Quota of Members- Members are entitled to have foreign exchange worth Rupees one lakh for their study tours abroad during each tenure. For this purpose the Ministry of Finance has authorised this Secretariat to issue sanction letters for releasing of foreign exchange to the Members of Rajya Sabha out of their Study Tour Quota. The Members are required to apply direct to the Rajya Sabha Secretariat for release of foreign exchange out of their study tour quota. The Authority Letters indicating the amount of foreign exchange to be issued to the Members are issued in the name of authorised banks/dealers by this Section. A register is also maintained in this Section and account of foreign exchange released to individual Members is kept in the following format:

Release of Foreign Exchange from Study Tour Quota

Name of the Member:
Sl.No.	Amount drawn	Date	Balance	Remarks

A consolidated Bulletin Part-II regarding the procedure in respect of the matters mentioned above is issued by the Conference & Protocol Section for information of Members at the commencement of each Session of the Rajya Sabha.

13.45 Republic Day/Independence Day Celebrations- This Section maintains close liaison with the Ministry of Defence in connection with the Republic Day/Independence Day Celebrations. On a request received from the Ministry of Defence, the Protocol Officer is appointed as Nodal Officer for liaising with the Ministry of Defence in connection with the Republic Day/Independence Day Celebrations.

The following information is supplied to the Ministry of Defence in connection with the above functions:

i) List of Officers of the rank of Under Secretary and above or equivalent status for issue of invitation cards for Republic Day Parade/Beating Retreat/Independence Day Ceremonies.

ii) Names of four security officials of the Rajya Sabha Secretariat for deployment as ushers in the VIP enclosures during the Ceremonies, in order to recognize Members of Rajya Sabha. The names are suggested by the Deputy Director (Security), Rajya Sabha Secretariat.

iii) Name of the Secretary-General, Rajya Sabha for issue of invitation card for the Army Day.

A sales counter is opened by the Ministry of Defence for Members of Parliament for selling tickets for the Republic Day Parade and Beating Retreat Ceremonies at the Reception Office, Parliament House. Accordingly a Bulletin Part-II is issued by the Conference & Protocol Section, the Lok Sabha & Rajya Sabha Secretariats simultaneously in this regard for information of M. Ps.

Invitation Cards for the Republic Day/Beating Retreat/Independence Day Ceremonies received from the Ministry of Defence in the names of officers of this Secretariat are distributed to the concerned Officers by this Section.

Honorarium is sanctioned to the Security staff of this Secretariat at the rates approved by the Ministry of Defence for performing ushering duties in connection with the Republic Day/Independence Day Celebrations.

13.46 Warrant of Precedence for Ceremonial functions- List of dignitaries figuring in articles 2 to 25 of the Warrant of Precedence for Ceremonial functions is issued by the Ministry of Home Affairs for the Republic Day/Independence Day and other ceremonies. The List when received from the Ministry of Home Affairs is checked by this Section and discrepancies, if any, in respect of Officers of Rajya Sabha Secretariat are brought to the notice of the Ministry for necessary corrections.

13.47 Association of Secretaries-General of Parliaments (ASGP)- The Association of Secretaries-General of Parliaments is an autonomous organisation of Secretaries-General of Parliaments set up in 1938, and functions as a consultative organ within the framework of the Inter-Parliamentary Union. Two meetings of the Association are usually held every year, the date and venue for which are fixed by the Association’s Secretariat. According to the rules of the Association, the Sessions of the Association have to be held concurrently with the Sessions of the Inter-Parliamentary Union. Secretary-General, Rajya Sabha attends the meetings of the Association. Annual subscription of the Rajya Sabha Secretariat to the Association is paid in Swiss Francs for which budget provision is made by the Section.

As part of the preparation of agenda items for the meetings, questionnaires on specific points are sent out by the Association Secretariat. Questionnaires when received from the ASGP are forwarded to the Research & Library Section for coordinating the task preparation of replies which are taken from the Sections concerned and compiled. After the Agenda for a meeting of the Association is received from the Secretariat of the ASGP, replies, notes etc. relating to each item in the Agenda are got prepared from the Research & Library Section for use of the Secretary-General, Rajya Sabha at the meeting of the Association.

13.48 The Society of Clerks-at-the Table in Commonwealth Parliaments- The Society of Clerks-at-the-Table is an autonomous organisation of the Clerks/Secretaries-General of the various Commonwealth Parliaments. They meet every year at the time of the annual CPA conferences and exchange ideas on matters of importance to Parliament and Parliamentary procedure. The Society undertakes the study of specific topics in the Parliamentary field and collects information from individual Parliaments through detailed Questionnaire and brings out studies or reports from time to time. After the Agenda for a meeting of the Society is received, replies, notes etc. relating to the Agenda are got prepared from the Research & Library Section for use of the Secretary-General, Rajya Sabha at the meeting of the Association.

On the basis of the information collected and analysed, the Society brings out an annual publication ‘The Table’ containing a wealth of information on procedural and other developments in the different Commonwealth Parliaments. A copy of the journal of the society is received by the Rajya Sabha Secretariat which is kept in the Research & Library Section.

13.49 Purchase of Gifts/Bouquets- The work relating to the purchase of gifts for presentation by Hon’ble Chairman, Hon’ble Deputy Chairman IPDGA and Secretary-General, Rajya Sabha is handled by this Section. Also Bouquets/Flowers Basket etc. for presentation by Hon’ble Chairman, Deputy Chairman, Leader of Opposition and Secretary-General, Rajya Sabha on various occasions are purchased by this Section.

The Bills relating to the purchase of gifts are settled by this Section and stock Register of gifts is maintained as per the following format: -

Register for Gift Items

Name of the Gift Item:

Sl.No.

Opening Balance

No. of gift items purchased

Bill No. Date & amount

Grand Total

No. of gift items

delivered

Delivered to whom & Date

Balance

13.50 Dinner/Lunch hosted by Hon’ble Chairman, Hon’ble Deputy Chairman and Secretary-General, Rajya Sabha- This Section is responsible for making all arrangements for the Dinner/Lunch etc. i.e. liaising with the Office of the Hon’ble Chairman/Dy. Chairman/Secretary-General, preparing list of invitees and the Menu with approval of the Secretary-General, issue of invitation cards, reservation of the venue of the Lunch/Dinner and other miscellaneous work relating thereto, and getting confirmations from invitees. List of confirmations is given to the Secretary-General in advance of the function. Bills for Dinners/Lunches hosted by Hon’ble Chairman, and Hon’ble Deputy Chairman are settled by MS&A and MA Section respectively. Bills in respect of Dinner/Lunches etc. hosted by the Secretary-General are settled by this Section after they are entered in a register. The format is as follows:

Expenditure Register

Sl. No.

Bill No. & Date

Received from

Amount

Purpose

Sent for payment on (date)

Remarks

13.51 Visits of Presiding Officers/Committees of State Legislatures- From time to time, Presiding Officers/Committees of State Legislatures visit Delhi for meeting with Hon’ble Chairman, Hon’ble Deputy Chairman/Secretary-General and corresponding Committees of the Rajya Sabha.

On receipt of requests from the State Legislatures, convenience of Hon’ble Chairman/Hon’ble Deputy Chairperson/Secretary General and concerned Committees is obtained for the meeting and communicated to them by fax or letter and the meeting is facilitated.

13.52 Ceremonial departure/arrival of visits of the President/Prime Minister to foreign Countries- Ministry of External Affairs issues passes for the departure/arrival ceremonies of the visits of the President/Prime Minister to foreign countries to those members of Rajya Sabha who wish to attend the said Ceremonies. A close liaison is kept with Ministry of External Affairs for the purpose.

On receipt of the communication from the Ministry of External Affairs regarding the visit of the President/Prime Minister, a Bulletin Part-II item is issued by this Section for information of Rajya Sabha Members. Members wishing to attend the ceremonies are requested to give their names to the Rajya Sabha Notice Office for issue of passes. The passes are then obtained by this Section from the Ministry of External Affairs and delivered to the concerned Member through Notice Office.

13.53 Airport Duties- This Section performs airport duties to receive/see-off Hon’ble Chairman/Hon’ble Deputy Chairman/Members/Secretary-General and Officers of the Rajya Sabha Secretariat going abroad on official visits.

This Section is also entrusted with different duties from time to time in connection with the functions to bid farewell to Hon’ble Chairman, Rajya Sabha and retiring Members of Rajya Sabha and other functions organised by the Secretariat.

13.54 Coordination with Lok Sabha Secretariat- Lok Sabha Secretariat is the nodal Secretariat for the subjects given below and Conference Branch of that Secretariat is responsible for making all arrangements relating thereto. However, this Section keeps close liaison with the Lok Sabha Secretariat and performs the requisite role relating to these subjects.

13.54.1 Conference of Presiding Officers of Legislative Bodies in India: The Annual Conferences are usually held in rotation in State/Union Territory Capitals or at places fixed by State/Union Territory Legislative Bodies in consultation with the Chairman of the Conference i.e. Speaker, Lok Sabha. Emergent Conferences are usually held in Delhi.

A Standing Committee is constituted by the Chairman of the Conference (i.e. Speaker, Lok Sabha) after the end of one Presiding Officers Conference and it continues till the end of the succeeding Presiding Officers’ Conference. Speaker, Lok Sabha is the ex-officio Chairman and Deputy Chairman, Rajya Sabha and Deputy Speaker, Lok Sabha are ex-officio Vice-Chairmen and the Committee consists of seven Presiding Officers as Members (5 from Legislatures of large States and 2 from Legislatures of smaller States having less than 100 Members) and Secretary to the Standing Committee. The Standing Committee finalises the dates, venue and agenda for the next Conference of Presiding Officers and the subjects for Symposium

The Conference & Protocol Section takes following action in connection with the Conference: -

(i) Issues a circular to all Officers/Sections requesting to suggest points for inclusion in the Agenda for the Conference alongwith explanatory notes.

(ii) sends points approved by the Secretary-General to Lok Sabha Secretariat for inclusion in the Agenda.

(iii) sends agenda of the Conference to the Research and Library Section/concerned Section for preparation of notes thereon for use of Hon’ble Deputy Chairman and Secretary-General, Rajya Sabha and circulation at the Conference.

(iv) requests Secretary-General, Rajya Sabha to nominate Officers of the Secretariat required to go to the Conference.

(v) Finalises itinerary in consultation with Secretary-General and communicates it to the host Legislature for making necessary arrangements for reception, stay and transport etc.

(vi) arranges to bind printed copies of the proceedings of the Conference supplied by Lok Sabha Secretariat for record and reference and prepares an Index of the conferences held earlier.

After the conclusion of the Conference of Presiding Officers of Legislative Bodies in India, a Symposium is held at the same venue on a subject of topical parliamentary interest, in which the Presiding Officers of Legislative Bodies in India, Members of Parliament and Members of the Legislative Assembly/Council of the host State participate. It is customary for the Chief Minister of host State to inaugurate the Symposium.

A background note on the subjects chosen for the Symposium is got prepared from the Research & Library Section for use of Hon’ble Deputy Chairman, Rajya Sabha.

13.54.2 Conference of Secretaries of Legislative Bodies in India: Conference of Secretaries of Legislative Bodies in India is held for one day during the Presiding Officers Conference.

After the date and venue for the Conference of Secretaries has been finalised, a letter is received from the Lok Sabha Secretariat requesting to suggest a specific date, points for inclusion in the Agenda of the Conference.

A Circular is issued to all Officers/Sections requesting to suggest points for inclusion in the Conference. Points as approved by the Secretary-General are then forwarded to the Lok Sabha Secretariat.

Agenda for the Secretaries Conference is finalised by the Secretary-General Lok Sabha in consultation with his counterpart in the Rajya Sabha. As soon as the Agenda is finalised, concerned Sections are requested to prepare notes thereon for use of the Secretary General and circulation at the Conference. Research & Library Section is requested to prepare speech for use of Secretary-General, Rajya Sabha to be delivered by him at the Conference.

13.55 Conference of Commonwealth Parliamentary Association (CCPA) -Generally, the Indian Main Branch, i.e. Parliament sends a delegation consisting of 5 Members of Parliament and a Secretary to the Delegation to attend the conference. State CPA Branches in India are entitled to send one delegate each and four Secretaries from State Branches. The delegates are treated as State Guests by the host Parliament.

Lok Sabha Secretariat is responsible for arranging briefing meeting, supplying of briefs/speeches/papers to the delegates, coordinating with the State Branches in India/concerned Ministries/Indian Missions/host Parliament and making all other necessary arrangements for the visit of the delegation.

The Section takes the following action in connection with the visit: -

(i) submits proposals for nomination of Rajya Sabha Members by Hon’ble Chairman, Rajya Sabha on the delegation on receipt of a request from the Lok Sabha Secretariat to this effect. Normally, Rajya Sabha is represented by 2 Members on each delegation.

(ii) arranges Diplomatic Passports/Visa note/visas etc. for the Rajya Sabha Delegates as per the official itinerary received from Lok Sabha Secretariat.

(iii) prepares an estimate of expenditure for approval of Secretary-General and issues financial sanction in respect of Rajya Sabha delegates authorising the Indian Mission in the host country to pay admissible D.A. and incur other contingent and incidental expenditure.

(iv) sees-off/receives Rajya Sabha delegates.

(v) settles bills relating to the visit.

13.55.1 Conference of Commonwealth Speakers and Presiding Officers: Rajya Sabha is represented at the Conference by the Deputy Chairman. Lok Sabha is represented by the Speaker and in his absence by the Deputy Speaker. Secretaries-General of Lok Sabha and Rajya Sabha attend the conference as Observers.

Lok Sabha is responsible for preparing briefs/notes on the Agenda, proposing subjects for discussion at the next conference for consideration by the Standing Committee and arranging briefing meeting etc. for the visit.

The Section takes the following action in connection with the visit:-

i) seeks approval of the Chairman, Rajya Sabha for the visit of Deputy Chairman and Secretary-General, Rajya Sabha;

ii) finalises itinerary of Deputy Chairman and Secretary-General, Rajya Sabha and arrange visas and Air tickets etc;

iii) prepares estimates of expenditure for approval by Secretary-General and issue financial sanction for the visit of Deputy Chairman and Secretary-General;

iv) sees-off/receives Deputy Chairman and Secretary-General; and

v) settles bills relating to the visit.

13.56 Inter-Parliamentary Union (IPU)-The Inter-Parliamentary Union is an Association of Parliamentary Groups constituted within various National Parliaments, with its headquarters at Geneva. The Union holds plenary conferences twice a year in the capitals of Member countries and the Indian Parliamentary Group which functions in India as the National Group of the IPU sends delegations to attend these Conferences. The Indian Delegation to the Conference normally consists of 8 Members in all, namely: Leader of the Delegation; 4 Members from Lok Sabha to be nominated by Speaker, Lok Sabha; 2 Members from Rajya Sabha to be nominated by Hon'ble Chairman; and Secretary to the Delegation.

Lok Sabha Secretariat is responsible for preparing briefs/notes/speeches, arranging briefing meeting, supplying of papers to the delegates, coordinating with the concerned Ministries/Missions and host Parliament etc.

The Conference & Protocol Section takes the following action in connection with the conferences:-

i) submits proposal for nomination of Rajya Sabha Members by Hon’ble Chairman, Rajya Sabha on the Delegation on receipt of a request from the Lok Sabha Secretariat to this effect. Normally, Rajya Sabha is represented by 2 Members on each delegation;

ii) communicates the names of Rajya Sabha Members so nominated by Hon’ble Chairman, Rajya Sabha to the Lok Sabha Secretariat for inclusion in the Delegation;

iii) seeks approval of Hon’ble Chairman, Rajya Sabha for the visit of Secretary-General, Rajya Sabha to attend meetings of the ASGP held during the IPU Conference;

iv) arranges Diplomatic Passport/visa notes/visas for the Rajya Sabha Delegation;

v) arranges air-tickets for the Rajya Sabha delegates;

vi) prepares estimate of expenditure for approval by Secretary-General and issue financial sanction for the visit of Rajya Sabha delegates;

vii) sees-off/receives Rajya Sabha delegates; and

viii) settles bills relating to the visit of Rajya Sabha delegates.

13.57 Indian Parliamentary Delegations going abroad-

13.57.1 Invitation for visit of Delegation: (IPDGA) Indian Parliamentary Delegations are invited by the Parliaments of foreign countries to visit their countries as their guests on goodwill missions. Usually, it is on a reciprocal basis. Generally, such an invitation addressed to Chairman, Rajya Sabha and Speaker, Lok Sabha, is received through the Ambassador/High Commissioner of that country in India. The actual dates of visit, duration of the visit, places of visit, the strength of the delegation are settled through Diplomatic channels. The Delegation consists of Members of both Houses of Parliament, usually in the ratio 2:1. The Members of Lok Sabha and Rajya Sabha to be included in the delegation are nominated by the Speaker, Lok Sabha and Chairman, Rajya Sabha respectively.

13.57.2 Expenditure on the Delegation: The expenditure on air passage between India and the host country and back, admissible D.A., contingencies, present etc. will be borne by the Lok Sabha and Rajya Sabha Secretariats whereas expenditure on boarding, lodging, internal tours etc. are borne by the host country.

Lok Sabha Secretariat is responsible for arranging briefing meeting, supplying of papers to the delegates, coordinating with the Ministry of External Affairs/concerned Indian Missions and host Parliament and making all other necessary arrangements for the visit of the delegation.

Arrangements required to be made in connection with the visit is the same as mentioned earlier.

13.57.3 Register for IPDGA: A register is maintained in the Section showing the expenditure incurred on the Indian Parliamentary Delegations going abroad, in the following format:

EXPENDITURE REGISTER FOR IPDGA

1. Name of the Delegation:

2. Sanction Order No., Date & Amount:

Sl.No.

Debit Claim/Bill No.

Received from

Amount

Expenditure incurred towards

Paid/sent for payment

Remarks

13.58 Visit of foreign Parliamentary Delegations to India on Invitations- Parliamentary Delegations from foreign countries are invited to visit India on goodwill missions as guests of the Parliament of India. As soon as it is decided by the Speaker, Lok Sabha in consultation with the Prime Minister/Minister of External Affairs/Ministry of External Affairs that a Parliamentary delegation from a particular country will be so invited, a formal letter of invitation signed jointly by the Chairman of Rajya Sabha and the Speaker, Lok Sabha, addressed to the Presiding Officer(s) of the House(s) of Parliament of that country will be sent to the Ministry of External Affairs for onward transmission to our Head of Mission in that country for being delivered to the addressee(s). The actual dates, duration of the visit, strength of the delegation etc. are settled through Diplomatic channels.

Lok Sabha Secretariat is responsible for finalising programme of the visit, arranging call on meetings with dignitaries, booking hotel accommodation, transport etc., issuing financial sanctions, coordinating with the concerned Ministries/Missions and making all other necessary arrangements for the visit.

The Section will take following action in connection with the visit:-

i) places the invitation letter before Hon’ble Chairman, Rajya Sabha for signatures. The invitation letter signed by the Speaker, Lok Sabha is received from the Lok Sabha Secretariat for signature of Hon’ble Chairman.

ii) places a copy of the programme etc. received from the Lok Sabha Secretariat before Hon’ble Chairman/Hon’ble Deputy Chairman/Secretary-General for their information.

iii) issues Bulletin Part-II for information of Rajya Sabha Members. The para for inclusion in the Rajya Sabha Bulletin Part-II is received from the Lok Sabha Secretariat

iv) seeks convenience of Hon’ble Chairman/Hon’ble Deputy Chairman for the call on meetings and communicate to Lok Sabha Secretariat for finanalising programme etc. for the visit.

v) arranges copies of the latest List of Delegates, programme, country note/fact-sheet, briefs/talking points etc. from the Lok Sabha Secretariat for use of Hon’ble Chairman/Hon’ble Deputy Chairman/Secretary-General.

vi) prepares text of welcome announcement to be made by the Chair during delegation’s visit to Rajya Sabha.

vii) arranges to keep copies of the List of Questions and List of Business of the day in the Special Box for use of the delegation during its visit to the Rajya Sabha Chamber.

viii) arranges gifts for presentation by Hon’ble Chairman/Deputy Chairman, Rajya Sabha to the Delegation during its call on meeting.

13.59 Indian Parliamentary Group- The Indian Parliamentary Group is an autonomous body formed in 1949 in pursuance of a motion adopted by the Constituent Assembly (Legislative) on 16 August 1949. The Speaker of Lok Sabha is the ex-Officio President of the Group. The Secretary-General of Lok Sabha is the ex-officio Secretary-General of the Indian Parliamentary Group.

The Secretariat to the IPU Group is provided by the Lok Sabha Secretariat. All work related to enrolment of Members, collection of subscription, accounts of the group, meetings of the Executive Committee/annual General Meetings of the I.P.G. & functions etc. held under the auspices of the IPG is handled by that Secretariat.

The Section issues Paras in Rajya Sabha Bulletin Part-II (as and when received from the Lok Sabha Secretariat) requesting Members to attend functions in the Central Hall/Parliament House Complex relating to-

a) floral tributes on the occasion of birth anniversaries of National Leaders;

b) best Parliamentarian Award Ceremony;

c) unveiling of Statues of National Leaders;

d) address by Head of State/Prime Minister/distinguished dignitary of foreign country to M.Ps.; and

e) other functions/meetings held from time to time.

13.60 International conferences hosted by India- Various International Conferences namely, Commonwealth Parliamentary Conference/Inter-Parliamentary Conference/Conference of Commonwealth Speakers and Presiding Officers/Commonwealth/Inter-Parliamentary Seminar/Symposium etc. are hosted by Parliament of India from time to time. Arrangements for these Conferences are made jointly by the Lok Sabha and Rajya Sabha Secretariats. Budget Grants for the Conferences are available with the Lok Sabha Secretariat and that Secretariat acts as Conference Secretariat for the Conferences.

This Section acts as coordinating agency in so far as Rajya Sabha Secretariat is concerned and officers/staff of this Secretariat are deployed for different duties during the Conferences alongwith the Officers/staff of the Lok Sabha Secretariat.