Before the assembly observation mission

This section covers the period of time before the departure of the assembly observation mission to the country where the assembly takes place.

Logistics

Coordination and arrangement of logistics relating to the assembly observation mission will be carried out by the FIDH Asia Desk and the partner/member organization(s) in the country in which the assembly takes place. The members of the assembly observation mission should be selected among the members of the AAON at least two weeks before the start of the mission. A substitute member should be selected and be on stand-by to replace an assembly observation member who may be unable to participate in the mission.

In keeping with the rules and procedures of the AAON, FIDH bears all costs related to:

• Visas.
• Airfare.
• Travel insurance.
• Accommodation.
• Per diem allowance.
• Local transportation.
• Equipment.
• Other entry/exit requirement in both the country of departure and arrival (for example, Covid-19 test).

In principle, FIDH will be responsible for booking and purchasing the roundtrip airplane tickets and hotel rooms for members of the assembly observation mission. In some cases, individual members of the assembly observation mission may be authorized to book and purchase their own airplane tickets and be reimbursed by FIDH. Individual members of the assembly observation mission are responsible for obtaining visas and travel insurance – all of which is reimbursed by FIDH.

Individual members of the assembly observation mission are also responsible for obtaining relevant documentation to enter the country in which the assembly takes place prior to their departure, including documentation relating to health requirements, such as vaccination certificates.

The FIDH Asia Desk and the partner/member organization(s) in the country in which the assembly takes place are required to facilitate and assist individual members of the assembly observation mission in obtaining the necessary documentation.

Insurance

When selecting an appropriate insurance plan for the members of the assembly observation mission, factors such as coverage for property damage and injuries should be considered. This includes healthcare that covers injuries, accidents, and damage to electronic equipment ¹. The insurance plan should also cover situations of unexpected events, such as civil and/or political unrest, and a state of emergency.

Visa

Assessment of appropriate visa categories for individual members of the assembly observation mission is done on a case-by-case basis, by the members themselves and the FIDH Asia Desk, in consultation with the member or partner organization(s) of the country in which the assembly takes place.

The most suitable category for the individual member of the assembly observation mission (for example: tourist / conference / special events / any other specific category) is decided, and agreed upon, after taking into consideration the security and political situation of the country in which the assembly takes place, together with the nationality of the assembly observer. This includes an assessment of the likelihood of arrest, detention, and deportation of the member of the observation mission. Lawyers may be consulted in order to assess which type of visa is the most suitable for members of the assembly observation mission.

In assessing necessary visa categories, requirements and exemptions for Association for Southeast Asian Nations (ASEAN) and South Asian Association for Regional Cooperation (SAARC) countries, and arrangements to obtain visas on arrival should also be taken into consideration.

Accommodation and local transport

Arrangements for accommodation and suitable modes of transport for the assembly observation mission members are arranged by the partner/member organization(s) in the country in which the assembly takes place, in consultation with the FIDH Asia Desk.

Pre-departure risk assessment

A thorough security risk assessment must be conducted prior to the assembly observation mission to minimize and mitigate exposure to risks for observers as much as possible. This includes taking into consideration health, physical, and digital security factors. The risk assessment should include prior discussions on contingency plans in the event of escalating violence and escape routes. Protocols to abort the assembly observation mission in the event of increasing instability and volatility should be agreed upon by all members of the observation missions. A contingency plan in the event of arrests and/or deportation of members of the assembly observation mission should be decided upon, to include key points of contact with the National Human Rights Institution, lawyers, local organizations that may be able assist. Assembly organizers may be consulted prior to the start of the assembly observation mission to gather information on security measures that they have put in place.

The risk assessment is carried out by the FIDH Asia Desk and the member/partner organization on the ground, in consultation with members of the assembly observation mission.

Legal assessment

Members of the assembly observation mission are required to familiarize themselves with the political and legal context of the country in which the assembly takes place, prior to the mission. To this effect, the main tools are: 1) the relevant chapters of the AOM, including, the chapter on country profiles; and 2) the pre-departure online briefing [See below, Pre-departure online briefing ].

Pre-departure online briefing

Prior to their departure, members of the observation mission are required to take part in an online briefing session. This briefing session is organized and conducted by the FIDH Asia Desk and the member/partner organization in the country in which the assembly takes place.

During this meeting, the following aspects should be covered:

• Political and legal context of the country in which the assembly takes place.
• Background information about the assembly in question.
• Logistics of the mission.
• What to expect during the assembly observation mission.
• Roles and responsibilities of the members of the assembly observation mission.
• Security assessment.
• First aid measures.
• Digital security measures.
• Issues of concern and questions raised by the members of the assembly observation mission.

In the event of greater security risks and/or unforeseen events taking place during the mission, a separate briefing session on security risk assessment and mitigation measures should be organized with the assembly observation members, the FIDH Asia Desk, the member/partner organization in the country in which the assembly takes place, and external experts (if needed).

Emergency contact numbers should be provided to each member of the assembly observation mission as part of the pre-departure briefing.

Specific roles of each member of the assembly observation mission should be explained and discussed during the briefing session. Depending on the size and nature of the protest, appropriate roles should be assigned to members. At the very least, each assembly observation mission should have a designated: 1) Coordinator / head of mission; 2) Spokesperson / media liaison; 3) Person in charge of logistics.

1. Coordinator / head of mission: He/she/they is/are the main point of contact with both the FIDH Asia Desk and the member/partner organization on the ground. He/she/they ensure(s) that security protocols and any adaptation measures to changing conditions on the ground are communicated to all members of the assembly observation mission.
2. Spokesperson / media liaison: He/she/they present(s) the findings of the assembly observation mission to external parties and/or during press briefings. He/she/they lead(s) in the drafting of the statement that is released at the end of the mission, in cooperation with fellow members of the assembly observation mission. After the mission is concluded, the media liaison is part of the team responsible for the drafting of the assembly observation report [See, After the assembly observation mission/Assembly observation report]
3. Person in charge of logistics: He/she/they ensure(s) that logistical and administrative aspects of the mission (compliance with scheduled tasks; payments; collection of receipts and invoices) are coordinated among the FIDH Asia Desk, the member/partner organization on the ground, and the members of the assembly observation mission.

Key documents

Relevant documents related to the assembly observation mission are compiled and/or collected by the FIDH Asia Desk in cooperation with the member/partner organization on the ground at least two weeks prior to the mission. The key documents, along with individual documents related to individual members of the assembly observation mission (e.g. insurance/airfare), will be uploaded to a secure shared folded that can be accessed by the FIDH Asia Desk, members of the assembly observation mission, and the member/partner organization of the country in which the assembly takes place. Key document should include:

I. Pre-departure kit

A summary of key information related to the logistics of the assembly observation mission and a map of the location of the area that the assembly will take place should be included in a pre-departure kit prepared by the FIDH Asia Desk and the member/partner organization in the country in which the assembly takes place. The pre-departure kit must be distributed among all members of the assembly observation mission.

II. Terms of Reference

The Terms of Reference of the mission should be specified to ensure that the scope of the mission is planned ahead and security measures are put in place so that the mission can be conducted smoothly. The Terms of Reference also enable FIDH and other members of the AAON to be aware of the modalities of the mission. The Terms of Reference are prepared by the FIDH Asia Desk in cooperation with the FIDH member/partner organization on the ground and the members of the assembly observation mission. They must be approved by FIDH.

III. Budget

The budget for the mission should be prepared by the FIDH Asia Desk in cooperation with the FIDH member/partner organization on the ground. They budget must be approved by FIDH.

Pre-departure checklist

• Visas
• Airfare
• Travel insurance
• Accommodation
• Local transportation
• Equipment
• Travel insurance
• Pre-departure risk assessment
• Legal assessment
• Pre-departure online briefing
• Emergency contacts
• Key documents