Inside the Art of Coordinating a Commonwealth Heads of Government Meeting

When world leaders gather for a meeting, the importance of smooth operations cannot be overstated. When Samoa was tasked with welcoming over 3,000 delegates and leaders for the 2024 Commonwealth Heads of Government Meeting (CHOGM) they contacted Airport Coordination Limited (ACL) to help manage their airport capacity to ensure the arrival and departure phase ran smoothly.

A High-stakes Puzzle:

The prestigious Commonwealth event presented a unique challenge for Faleolo International Airport (APW). With limited long- term parking bays, and only three contact stands, they were faced with a ‘drop-and-go’ model for most dignitaries. ACL’s on the ground team scheduled operations within these restrictions to ensure the airport continued to operate efficiently and in a way that provided sufficient contingency to accommodate changes on the day of operation.

How we Made it Work:

ACL’s experience managing complex international events such as COP climate summits, major sporting events, and King Charles’ Coronation, positioned them well for the challenge. Our involvement began months in advance of the CHOGM starting with an in-depth site visit to Faleolo International Airport and to meet with the organising committee. This visit included discussions with key stakeholders including representatives from the Samoan government, the Commonwealth, Air Traffic Control (ATC) and the airlines to identify potential challenges and prioritise solutions.

During the event, two senior members of the Coordination Team were on the ground in Samoa, they utilised their coordination experience to develop a parking, slot allocation and terminal model that optimised the use of limited airport space. A dedicated communication channel was established to facilitate real-time coordination between stakeholders, ensuring that any changes to flight schedules or other requests were addressed promptly.

“Your dedication to maintaining efficient operations, while prioritising the needs of dignitaries and delegates, has not gone unnoticed. The seamless coordination between airlines, airport authorities, and the organising committee reflects your exceptional organisational skills and professionalism.” – Donna Meredith – Air Traffic Services

Adaptability in Action:

Even with thorough planning, no large-scale event is without its challenges. CHOGM was no exception, with schedule changes and re-timing requests a regular occurrence. Technical issues with aircraft and unexpected schedule changes were inevitable, but ACL’s team remained flexible and responded quickly to remain on track.

Success in operations isn’t just about logistics however, it is about teamwork. ACL’s coordination with government bodies, ground handlers, airlines, and ATC helped address any disruptions swiftly. Even with multiple aircraft needing to park off-site at Pago Pago Airport, the team’s ability to manage effectively ensured a smooth operation.

The result?

An aviation operation that ran like clockwork. Despite the logistical constraints, CHOGM Samoa 2024 was a success. ACL’s ability to navigate complex situations, adapt to changes, and collaborate with stakeholders ensured that world leaders arrived and departed without issues.

“Your meticulous planning and ability to navigate the complexities of coordinating multiple high-profile flights have played a crucial role in ensuring the success of this important event.” – Donna Meredith – Air Traffic Services

With thanks

The collaboration between ACL’s team, the Samoan government, Samoan air traffic control, New Zealand air traffic control, airlines, and ground staff was what made this event a success. The professionalism, calm, and commitment shown by everyone involved was crucial to overcoming the logistical challenges that arose. Special thanks to Richard Cann, Jonathan Green and Fernando de Freitas who led the ACL team, as well as Fui Tupai Mau Simanu, who led the transport coordination group, and the tireless efforts of Yvonne Mariner, and the entire Samoan team. This event was delivered with lots of laughter, fun and good spirit. It could not have been the success it was without everyone’s dedication and collaborative spirit.