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DRAFT
SOP VISIT / ATTENDANCE OF DEPO OFFICERS IN
FOREIGN EXHIBITIONS

Introduction
1. Defence Export Promotion Organization (DEPO), under the auspices of Ministry of Defence Production (MoDP), holds a
biennial mega event of international stature named International Defence Exhibition and Seminar (IDEAS). Since its inception,
IDEAS is blooming day by day wherein it is contributing positively towards boosting defence exports and attracting a large
number of exhibitors from around the world, thereby adding value to countrys GDP.
2. Like IDEAS, various international defence exhibitions are held in different parts of the world biennially. MoDP has issued
a policy vide letter number F.6 (2)/DP-15/2010 -519 dated 19 Mar 2012 on establishment of Pakistan Pavilion, under the
umbrella of DEPO, in these exhibitions. Various exhibitions have been given the status of Obligatory and Non Obligatory
(details at Annex A) by MoDP, depending upon importance of the event and interest of own DPEs. Complete process, starting
from booking of the space for the interested DPEs / Private firms till completion of the exhibition (less administration of the
participants), is coordinated / handled by DEPO.
3. Participation of officers in these exhibitions is through sponsorship by Event Manager (8x offrs per year), as well as,
utilization of funds allocated by MoDP for visit abroad. The number of officers to represent DEPO in these exhibitions is
governed by the status of the exhibition, space booked by DPEs, number of exhibitors participating, venue / region in which
being held, capability of the exhibition to attract potential participants for IDEAS and availability of funds. Nomination of officers
of DEPO indeed needs a transparent system of selection, hence, to ensure successful conduct of IDEAS by effectively
promoting / marketing the event in these international exhibitions and also to educate DEPOs officers on organizing a Mega
Event, there is a need to streamline the procedure for attending defence exhibitions, which are held in various regions of the
world.
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AIM
4. To standardize the procedure for participation of officers from DEPO in defence exhibitions abroad.

Benefits / Purpose of Participation

5. It must be noted that participating in the exhibition abroad for ensuring good quality set up of Pakistan Pavilion through
necessary coordination with the organizers / stall builders and also promoting / marketing IDEAS must remain top priority for
the officers. Their leave Ex-Pakistan during the process would always remain secondary in nature. Therefore, preparations
prior to the exhibition, must remain focused towards the exhibition and not that to the leave Ex-Pakistan. Army Leave
Regulations and various other directives issued in this regard must be consulted, prior to the departure. Participation in
International Defence Exhibitions provides following benefits:-
a. Marketing of IDEAS.
b. Grooming of all officers before the forthcoming IDEAS to undertake the gigantic task, keeping international
standards / quality in mind.
c. Assisting Event Manager in promoting IDEAS and selling of space, using diplomatic channels.
d. Gaining attention of CEOs of world leading defence manufacturers and higher hierarchy by meeting, networking
and visiting stalls.
e. Promoting defence capability of Pakistan to attract potential buyers.
f. Attending to visitors inquiries regarding locally developed defence equipment and bridging the gap by introducing
them to the respective DPE / Private Firm.
g. Image building of Pakistan through quality conduct and discussions.
Types of Exhibitions
6. The exhibitions are divided into three main categories, which are explained in detail, alongwith recommended
participation:-
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a. CAT A. Exhibitions where minimum 2-3 DPEs / private firms book space, alongwith DEPO stall, under the
umbrella of Pakistan Pavilion. At least 3- 4 officers would be required at DEPO Stall. Selection of 3 or 4 officers
would depend upon the number of vacancies and funds available viz-a-viz total number of exhibitions to be held
in that particular year. At the start of the year, Coord Branch would make a plan, duly approved by DG DEPO,
reflecting number of vacancies per exhibition, keeping in view the size of Pakistan Pavilion and importance of the
exhibition. Suggested DEPO delegation for Cat A exhibition is as under:-

(1) DG DEPO - (Head of Delegation).

(2) 01 x Dir - (Chief Coordinator).
(3) 1-2 x GSO-I / II - (Staff Officers).
Total - 3-4 officers
b. CAT B. International defence exhibitions where participation by Exhibitors is less (1-2 DPEs) and DEPO
Stall is not planned:-
(1) DG DEPO - (Head of Delegation)
(2) 01 Dir / GSO-I / GSO-II - (Staff Officer)
Total - 02 officers.
c. CAT C. International defence exhibition where DEPO participates as trade visitor for marketing of IDEAS:-
(1) DG DEPO - (Head of Team)
(2) 01x Dir / GSO-I / GSO-II - (Staff Officer)
Total - 02 officers.
Nomination Criteria
7. All officers will be nominated from their respective category for which a separate and updated list for all Directors and a
separate list for GSO-I / II would be maintained by Coord Dte. All nominations would be approved by DG DEPO and his
decision will be final in this regard. However, to standardize this procedure, nomination criteria for all officers in their respective
category would be as under:-
a. The seniority list of officers is based on the date of joining DEPO (not the service seniority) and the actual date of
the exhibition to be attended by the officer. However, any carry forward of the officer from certain exhibition due to
service / department compulsions, would be considered from the dates of the exhibition for which he stood eligible
/ was nominated.
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b. An officer, on joining DEPO, would be placed on probation period for three months during which his name would
not be included in any minute sheet floated for visit abroad. At the end of his probation period, his name would be
added in the list, below all the officers who have not attended any foreign exhibition. If all others have attended at
least one foreign exhibition, the officers name would automatically be placed at the top.
c. All visits would have Principal and Standby nominations and if any nominated officer misses out the visit due to
reasons given below, the stand by will undertake the visit, thereby placing the missed out officer again selected
for very next visit:-
(1) Visa Issue.
(2) For smooth functioning of respective Directorates, a maximum of 2 x officers from Coord Dte (total 5 x
officers held) and 1x officer from other Dtes usually 2 x officers in EPS, ME&A and S&SEA, hence, it is not
possible to send both officers abroad at the same time) would be included in any exhibition at the same
time. If the number increases from the strength mentioned above, the officer junior in rank / service would
be dropped for attending next exhibition in the list.
(3) If an officer has already visited the country earlier through DEPOs platform and he is not interested to
attend the same exhibition again.
(4) Some service exigency.
(5) For ensuring that at least one officer of Coord Dte must remain part of all delegations.

d. If an officer, nominated for an exhibition abroad as per his seniority, declines to be part of the DEPO Team due to
some personal reason, his name will be shifted to the bottom of the list. However, swap over of names, from one
exhibition to another with mutual consent, can be entertained if both the officers agree and it has the approval of
DG DEPO.
e. Keeping in view the past experience, it is felt necessary that there must be at least one experienced officer in
every delegation to guide new members during the exhibition. Therefore, if such a situation arises where all
officers in the seniority list are new and have never attended a foreign exhibition earlier, the junior most officer in
service would be dropped, to be made part of the next exhibition, and an experienced hand would be added.
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f. List of officers, presently serving in DEPO, indicating their service seniority in Organization and seniority in
exhibitions is attached at Anx B.
8. Briefing / Debriefing. To apprise DG DEPO on the progress made during the exhibition, following would be
ensured:-
a. A Coord Conference will be held, headed by the concerned Director, at least three weeks prior to the departure
date. GSO-I/GSO-II (Exhibitions) would attend and brief the team for response to any queries regarding points
mentioned as under:-
(1) Summary of participation of Pakistani DPEs in the previous exhibitions.
(2) List of all DPEs participating in the current exhibition.
(3) Layout of Pakistan Pavilion.
(4) Design of DEPO Stall.
(5) Meetings planned during the exhibition.
(6) List of target companies for next IDEAS.
(7) Floor Plan of IDEAS 2014.
(8) Adm arrangements required to be highlighted (if any).
(9) Problem Areas.
(10) Recommendations (if any).
b. Concerned Director would apprise DG DEPO about the details of the Exhibition, at least a week prior to
departure. He would also obtain approval from DG DEPO for his planned commitments there.
c. Post Exhibition Report will be submitted by the Concerned Director within fortnight after return to Pakistan for
DGs approval.

9. The policy is duly approved by DG DEPO and shall be followed for future visits / exhibitions. Old SOP issued on the
subject vide ltr no DEPO/2223/Gen Exhib dated 30 Apr 2011 be destroyed by burning and a certificate to this effect be
forwarded to this Dte by 31 May 2013, please.

Maj
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For DG DEPO
(Syed Muhammad Rizwan Moeen)

Case No DEPO/2223/Gen Exhib / SOP dated May 2013

Distr:-
All Dtes
Acct Branch

Annex-B
SENIORITY LIST OF DIRs PRESENTLY SERVING IN DEPO

Ser Rank and Name Date of Date of Service Seniority in Already Participated Proposed
Commissio Joining Seniority Exhibitions Exhibitions for
n DEPO at DEPO Participation

1. Air Cdre Ghulam Rasool 7-11-1986 26-11-2013 4th 1st - DSA-2014, 14-17 April
Malaysia
2. Brig Raja Rizwan Ali Haider 16-9-1983 10 Dec 2012 2nd 2nd IDEX-2013, 17-21 Feb Eurosatory
(UAE) 16-20 June 2014
France
3. Brig Mazhar Mumtaz 18-03-1983 31Mar 2011 1st 3rd DSA-2012, 16-19 AAD-2014
Qureshi April (Malaysia) 17-21 Sep, 2014
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South Africa
IDEX-2013, 17-21 Feb
(UAE)

IDEF-2013, 7-10 May

(Turkey)

4. Cdre Tahir Javed 01 Jul 1988 10 Dec 2012 3rd 4th IDEF-2013, 7-10 May IDEX-2015
(Turkey) 22-26 Feb
2015, Abu Dhabi, UAE

SENIORITY LIST OF LT COL AND BELOW PRESENTLY SERVING IN DEPO

Ser Rank and Name Date of Date of Joining Service Seniority in Already Participated Proposed
Commission DEPO Seniority Exhibitions Exhibitions for
at DEPO Participation
1. Maj Sher Ali Khan 13-07-1995 5-05-2013 3rd 1st - DSA-2014, 14-17 April
Malaysia
2. Maj Muhammad Tariq 10-04-1995 17-4-2013 4th 2nd - Eurosatory
Akram Mujahid 16-20 June 2014
France
3. Lt Cdr Shabbir Ahmed 10-03-1990 20-05-2013 6th 3rd - AAD-2014
17-21 Sep, 2014
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South Africa
4. Wg Cdr Shahab Qadir 25-12-1989 1-7-2013 7th 4th - IDEX-2015
Khan 22-26 Feb
2015, Abu Dhabi, UAE
5. Lt Col Fahim Imtiaz 16-10-1992 22-10-2013 8th 5th -
Abbasi
6. Maj Basharat Rasool 22-10-2000 3 Apr 2012 1st 6th IDEX-2013, 17-21 Feb
(UAE)

7. Maj Kabeer Arshad 12-10-1995 01 Sep 2012 2nd 7th IDEF-2013, 7-10 May
(Turkey)

8. Capt Muhammad 26-10-2009 20-05-2013 5th * -

Waqas Ashraf Khan

* SO of DG DEPO would attend only those exhibitions where DG DEPO considers it important for him to be taken along.
This vacancy would be over and above the vacancies allotted to DEPO from EM/MoDP. Payment for his expenses would be
made from DEPO Private Fund.
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