Hajj Instructions Governing the Carriage of Pilgrims by Air

Economical polices and Air Transport Sector

 Table of contents

Subject Page

Circular & Introduction 1

(1) Operation Requests Requirements 2

(2) Flight Scheduling and Slot Allocation Procedures 3

(3) Terms and Conditions Governing Air Operation 4

(4) Aviation Standards Technical Requirements and Measures 8

(5) Hajj Charter Flights conditions 8

(6) General terms and conditions 10

(7) Hajj terminals Operator’s Obligations 12

(8) Ground Services providers Obligation 12

(9) The Carriage of Gulf Cooperation Council (GCC) counties pilgrims conditions 13

(10) Seasonal labors Carriage Conditions 13

(11) Transporting (visiting) and (commercial) Visa holders 14

(12) Penalty, which might imposed in case of violation 14

(13) Conclusion 14

Official Authorization 15

Forms 16-19

Hajj Season 2019/1440 Time Frame 20

 CIRCULAR

From: President of the General Authority of Civil Aviation

To: All National & Foreign air carriers operating in the Kingdom, their Agents, Ground
Handling Service providers and Airport Coordination companies, At the identified
Airports for arrival and departure of pilgrims.

Subject: Hajj Instructions Governing the Carriage of Pilgrims by Air

Introduction:
By the Grace of Allah, and in accordance with the directives of the prudent leadership in the
Kingdom, based on the Royal Decree (A/90) dated 27/8/1412H that stipulates: “The Government
shall develop the Two Holy Mosques and provide quality services and security for their visitors
enabling them to perform their Hajj and Umrah easily and tranquility”.

The General Authority of Civil Aviation is dedicating and providing an integrated care for pilgrims,
and ensure their safety since they lift homes tell their return.

General Authority of Civil Aviation issued this instruction based on the Royal Decree (M/58)
dated 28/12/1425H. Governing Hajj traffic Law, and its amendments, and the Civil Aviation Law
Provisions issued by the Royal Decree (M/44) on 18/7/1426H. In addition to all Saudi rules and
regulations relating to supporting Hajj, air traffic to ease their movement in smooth manner.

In order to achieve the above-mentioned target General Authority of Civil Aviation is pleased to
issue this instruction governing pilgrims’ air carriage to all concerned partners.

These instructions are applicable for King Abdul-Aziz International Airport (KAIA) at Jeddah and
Prince Mohammad Bin Abdul-Aziz International Airport (PMIA) at Madinah. In addition to any
other airports are officially nominate for arrival or departure of pilgrims by air.

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(1) Operation Requests Requirements:

Air carriers operating at the Kingdom under its legal identity or through the airline's agent,
should submit Hajj operation request (regular or charter) requests to the General Authority of
Civil Aviation (GACA) Administrative Liaison Center. In case of charter operation, requests may
also submitted through the authorized agent. Request either directly through the air carrier
itself if it is a designated air carrier according to the provisions of bilateral agreements, which
requires providing fair and equal operational opportunities to Air carriers participating in the
carriage of pilgrims by both contracting parties. Therefore, carriage of pilgrims will shared equally
on a 50/50 basis between the Kingdom of Saudi Arabia and those countries for state pilgrims in
accordance with the specific Hajj quota in the agreements with the Ministry of Hajj and Umrah.
Above-mentioned rules apply to all requests whether owned or leased aircraft operates flights.
1-1 Applications shall sent to the following address:

General Authority of Civil Aviation

Economical polices and Air Transport Sector
(Care of Air transport General Director)
P. 0. Box 47360, Riyadh 11552 - K. S. A.
Operation requests shall sent to GACA through official channels, Hajj flight
schedules should sent via e-mail to:
hajflights@gaca.gov.sa

1-2 Operation requests must be submitted before the end of Sha'ban every year (unless
otherwise stated) to finalize process of Slot Allocation. In case of late submission GACA
has the right to apply the required necessary instructions, and it may reject the request.

1-3 The above-mentioned date has been Determined according to Ministry of Hajj and Umrah
requirements (Hajj Electronic Services).

1-4 The required documents:

Acceptance of Security Program (AOSP).
  Foreign Operator Authorization (FOA).
 
Bank Guarantee (Returning Pilgrims).
  Bank Guarantee (Housing and Catering Expenses).
 
Flights Schedule.
  (AAD-101) Form (attached).
 
Air Carrier Updating Information Form
 
 Air Carrier Representative Information Form
 

(attached). (attached).
 Certificate form of connection with the Passengers Registration System (APP/PNR) from
The National Travelers Center (attached).

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(2) Flight Scheduling and Slot Allocation Procedures:
2-1 Arrival phase of Hajj flights commence from the first day of Dul'qa'dah every year until 23:59
(GMT) of the fourth of Dul'hijjah every year.
2-2 Departure phase of Hajj flights commence as following:

# Destination Time (GMT) Hijri Gregorian

1 Domestic Flights 05:00 13 of Dul'hijjah

according to the published time
2 GCC Countries 05:00 14 of Dul'hijjah frame in GACA official Website
Other Countries every year
3 05:00 15 of Dul'hijjah
(Charter Hajj flights)
*Note: Considering (Dul-Qa’da) 30 days regardless moon sighting.
The last day of Departure phase shall not exceed 15th of Muharram every year (unless
otherwise stated).
2-3 Arrival and departure Hajj regular and charter flights (both phases) will be
distributed based on agreed quota between Ministry of Hajj and Umrah and
Hajj Affairs Offices of each country, air carriers must provide Hajj Affairs Offices
with approved flights schedule, to finalize their contractual issues, according
to the requirements of the Ministry of Hajj and Umrah’s Electronic Track.
Following mechanism will be used to distribute Hajj flights:

# Quota Flights Distributing / phase

1 30,000 pilgrims and above 30 days

2 20,000 - 30, 000 pilgrims 25 days

3 Less than 20,000 pilgrims 20 days

According to available capacity at the two airports.

2-4 To operate in KAIA, air carrier’s schedules shall be submitted to Airport Coordination
Australia (ACA). slots@airportcoordination.org (in Excel format) Includes Date, flight
number, type of aircraft, seating capacity, call sign, and aircraft registration in both phases
for each flight, as per the approved format by GACA. A separate operation agreement with
PPMDC must be signed prior to slot requests.

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2-5 To operate in PMIA, slot allocation requests shall be submitted to “Tibah” by sending a
standard SCR message to SITA address: (MEDPAXH). Alternatively, the air carriers may
send their requests by email to the following email: medslotteam@tibahairports.com or
through Tel: +966-14-8138040. A separate operation agreement with Tibah must be signed
prior to slot requests.
2-6 Air carriers operating Hajj flights must distribute their flights as indicated in item (2-3), in
an equal manner to ensure best utilization of the entire period. The air carrier must not
intensify their flight schedules during the last week of arrival phase and the first week
of departure phase, taking in consideration, spread daily flights over time periods that
suitable for both airports operation slots allocation capability, in order to maintain equality
among air carriers.
2-7 Arrival & departure Hajj Flights will be distributed between KAIA and PMIA according to
one-way strategy as possible. Air carriers must coordinate in scheduling stage with both
airport operators in order to balance between numbers of pilgrims (arrival/departure) in
both airports (Jed/Med).
2-8 GACA will issue flight clearance numbers for each flight separately to air carrier that already
submitted their operation schedules, before the end of Sha'ban (unless otherwise stated)
For all air carriers that fulfill GACA requirements specified in this instructions.
2-9 Air carriers not allowed operating any flight prior to obtaining flight clearance issued by the
authorized department in Economic Policies and Air Transport Sector.
2-10 Slots will be valid for (3) hours (arrival / departure).
2-11 Air carriers shall issue confirm round trip tickets for pilgrims, while GACA issuing the Hajj
operation permits.
2-12 The final operating permits will be not issued to air carriers unless inbound and outbound
flight schedules are equal in terms of seating capacity.
2-13 In case of late operation request, air carriers shall accept the available slots.

(3) Terms and Conditions Governing Air Operation:

Air carriers operating Hajj flights, whether they are operating by leased or owned aircraft shall
comply with the following:
3-1 Form (AAD-101) attached to this instructions, must be filled considering item (1-4).
3-2 Flight schedule must contain the following:
ICAO code.
 
IATA code.
 
Flight number contains four digits and taking into consideration that flight number will
 

not be repeated within 72 hours.
3-3 Air carriers shall use the authorized aircrafts by GACA.

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3-4 Air carriers are required to comply with the approved arrival and departure times which are
authorized for each phase, within (30) minutes allowance before or after flight. Slot and
authorization numbers must be indicated and be included in “Other Information” under
Article 18 of the flight plan.
3-4-1 Aircraft may not remain at KAIA and PMIA apron for more than (2) hours during
inbound phase, and (3) hours during the outbound phase. Aircraft capacity more
than (400) seats will be allowed up to (4) hours. In case of emergencies, such as
unfavorable weather conditions and natural disasters, air carriers should report to
the airport (scheduling and Operations) for official recording and consideration.
3-4-2 Technical delays due to inadequate aircraft maintenance or spare parts, or (Crew
Flight Hour Restrictions) will not be considered as an emergency, delayed airport
form must be f illed and required documents should be attached.
3-5 Air carriers or their agents must submit the following:
3-5-1 S ubmitting passengers lists (manifest) after flight (close/departure) via Passengers
Registration System (APP/PNR) a hard copy to immigration, customs, health control
center and airport authorities, as per instructions, the manifest shall be identical to
the actual flight passenger basic information such as (Name, Nationality, Document
Number, Gender and Date of Birth).
3-5-2 Air carriers must ensure that pilgrims hold valid traveling documents, including
Hajj visa.
3-5-3 Females under (45 years old) must not arrive on Hajj flights unless accompanied by
relatives listed on their Hajj visa. In case of violation, females will deported on the
same flight. Air carriers will be fully responsible for costs related.
3-5-4 In case of any pilgrim arrival holding expired/fake passports or visa, or without hajj
visa, penalties specified in the Residence Act and the Annex (IV) of the National
Aviation Safety Program will applied.
3-5-5 Air carriers carrying pilgrims to the kingdom of Saudi Arabia, are required to take all-
necessary measures to verify and ensure the validity of Hajj visas issued by Saudi
embassies, at the process of embarking passengers, through the link below and
when required. https://visa.mofa.gov.sa/visaservices/searchvisa
3-5-6 Penalties will be imposed on Airlines do not send passengers information correctly
and accurately via (APP/PNR) according to GACA circular number 7104 dated in 20-
02-2013.
3-6 Air carriers shall conduct their flight under its legal identity according to the granted
approved authorization by GACA, which include the call sign, aircraft registration, and
type of aircraft, date and time of arrival and departure in both phases. Air carriers shall not
waive the call sign and technical permit assigned to them by GACA.

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3-7 GACA may request bank guarantee from regular national and foreign air carriers to secure
the outbound flights of hajj passengers as per article (5-2).
3-8 Hajj carriage can be conducting on scheduled regular flights, only Air carriers which are
operating regular flights not less than one year before current hajj season will be allowed
to carry pilgrims according to the following mechanism:

3-8-1 Air carriers should submit their operation plan indicates numbers of scheduled flights
dedicated completely or partly, to carry pilgrims, and total number of pilgrims, to
airport operations and ACA, before the end of Sha'ban (unless otherwise stated).
3-8-2 A
 ir carriers carrying pilgrims not in compliance with submitted operation plan will
consider as instructions violation.
3-8-3 Pilgrim's luggage must be segregated from origin, in order to facilitate carrying
pilgrims to Hajj terminals faster and easier according to item (8-4). Pilgrims luggage,
with fixed colored identification card includes (name, air carrier and flight number),
must carried on same flights, in accordance to the regulation.
3-8-4 In case of insufficient number of regular scheduled flights, additional Hajj flights
can requested to achieve state quota.
3-9 G
 ACA approval must obtained prior to carry pilgrims from third country to Kingdom of Saudi
Arabia (KAIA/ PMIA) according to the following:
3-9-1 Third party carriers will not be allowed operating Hajj flights, in case of the Saudi
national air carriers and the concern country national carriers willing to carry the
pilgrims.
3-9-2 Hajj charter flights will be limited to third and fourth freedoms.
3-10 Air carriers must represented by an expert authorized station manager, and must be
available at airport during arrival flights to ensure all passengers left the terminals, and
not less than (6) hours before departure flights to ensure smooth operation, also to take
action in cases such as:
3-10-1 S tation manager shall continuously coordinate with airport operator/operations
directly, and immediately report remarks, flights delay, causes of delay and
changes in flights schedule.
3-10-2 S tation manager or his representative must be available at the airport
Immigration office in order to avoid and resolve issues related to carried pilgrims.
3-10-3 Twenty four hours prior to new rescheduled flight, Station manager must
coordinate with concerned airport departments, to report flight changes to
Ministry of Hajj and Umrah, in order to update electronic dispatching scheduled,
avoiding wrong pilgrims dispatch.

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 3-10-4 Station manager or his representative must inform airport operator/operations
officially and immediately when an emergency occurred such as, a natural
disaster, departure delays, non-availability of an aircraft or bad weather and
political disorders, which lead to closing the destination airport, so that proper
coordination can made to avoid wrong pilgrims dispatch.
3-10-5 Air Carriers can close their offices at KAIA and PMIA Hajj terminals on 14th of
September 2019., as long as all pilgrims departed from Jeddah and Medina
3-11 The seating capacity of aircraft used in inbound, must be used in outbound phase. However,
any changes the seating capacity of aircraft must be notified (48) hours ahead to airport
operations, in order to update electronic dispatching scheduled to ensure full pilgrims
dispatch.
3-12 Air carriers must be committed to carry pilgrims back on their flights, otherwise, GACA
approval must obtained.
3-13 Air carriers that have more than (50) flights may cancel up to (10%) of the total approved
flights for both phases. Air carriers that have less than (50) flights may cancel up to
(7%) of the total approved flights. However, cancellation requests should be submitted
to ACA and the scheduling department in KAIA or PMIA at least (48) hours prior to
the designated time.
3-14 In case of cancelation of any flight in the outbound phase, air carriers is required to submit
verification from the Ministry of Hajj and Umrah that no pilgrims on the canceled flight.
3-15 Air carriers will be allowed up to 9th of Dul'hijjah (unless otherwise stated) to carry
pilgrims holding the following visas:
3-15-1 G
 uests of the Custodian of the Two Holy Mosques program.
3-15-2 Guests of the Ministry of Culture and media.
Note: with keeping supportive documents.
3-16 Air carriers and their agents shall be committed to return any pilgrim missed his flight, for
not more than three months from his arrival date.
3-17 Air Carriers willing to operate regular or charter flights to KSA airports, are required
to submit their Acceptance Of Security Programs (AOSP), related to their operation in
Kingdom’s airports in accordance with Article (3.3.1) of Annex 17 of ICAO, and in line with
Saudi national security regulations provided within the National Civil Aviation Security
Program, (AOSP) should be submitted to GACA central department of security (3) months
prior Hajj season to be reviewed, approved, and registered with GACA.
3-18 Air carriers transporting pilgrims to/from the Kingdom shall nominate a representative and
an alternative, to attend before violations' committee hearings of hajj transporting, and
the violations› committee of hearings of civil aviation regulation. Full details and means of
contact for both representatives must be provided by filling out the attached form.

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(4) Aviation Standards Technical Requirements and Measures:
4-1 Air operators listed in the EU ban list or those registered among the countries classified as
second category by FAA, will not be permitted to operate in the Kingdom of Saudi Arabia
unless passing GACA full inspection is conducted on the company. Reasons that cause this
ban will considered during the above-mentioned inspection.
4-2 Fulfill safety requirements published on GACA website (Laws and Regulations – GACAR
Safety Regulations - GACAR Safety Regulations (documents) - part 129 - operations: Foreign
Air Carriers).
4-3 All Documents and Forms should be submitted not later than the end of Sha'ban to GACA
foreign air operator department.
4-4 Air carrier shall clearly specify the entity responsible for operation control in case of leasing
aircrafts, submit relevant substantiate documents, and ensure that aircraft insurance
covers third party and property liability in accordance with Chapter (8) of Economic
Regulations.
4-5 Air carriers conducting operation by leased aircraft should obtain the required technical
permits from GACA. Copy of aircraft lease agreement indicates the type and period covers
both inbound and outbound phases, must be submitted.

(5) Hajj Charter Flights conditions:

5-1 Fulfill Chapter (V) requirements of Civil Aviation Economic Regulations.
5-2 Air carriers and their agents shall provide a bank guarantee in favor of GACA issued by a
national bank in KSA. Such bank guarantee is required to be equivalent to the number
of pilgrims transported multiplied by one-way ticket (IATA price) fare from KSA to origin
divided by two. The bank guarantee amount should not be less than 600.000 S.R. GACA may
deduct any costs associated to pilgrims return flights and left behind pilgrims’ baggage, or
fines imposed due to any violations of Hajj instructions. (Bank guarantee shall be valid for
six months, started from first day of air carriers Hajj operation).
5-3 GACA will reserve (30%) of the bank guarantee until all financial obligations cleared.
The remaining amount of bank guarantee will be released upon the air carriers request at
the end of the season, coordination between concerned departments in GACA is required
prior to release. In case of insufficient bank guarantee due amount will be deducted from
the agent bank guarantee.
5-4 No entity allowed requesting GACA to deduct any amounts from the bank guarantee
amount due to any contractual disputes between the contracting parties.
5-5 GACA may calculate the value of the bank guarantee based on the air ticket market price for
the reputed air carriers who had complied with the Hajj instructions during the previous
Hajj seasons.

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5-6 Air carriers or their agents operating Hajj flights (regular or charter) must provide a bank
guarantee not less than 100.000 S.R. and not more than 200.000 S.R. to GACA issued to
the Ministry of Hajj and Umrah, to cover housing and catering expenses. Bank guarantee
shall restored to original amount if used totally or partially. Bank guarantee amount will be
determined as the following:

No. of Flights Bank Guarantee Amount

1-5 100.000 S.R.

6-10 150.000 S.R.

More than 10 200.000 S.R.

5-7 Air carriers must conclude an agreement with a hotel in Jeddah and Al-Madinah to provide
accommodation and catering services. The hotel obligated to provide alternative hotel
with the same class in case of full booking in the main hotel. Copy of such agreement
shall attached to bank guarantee. In order to be considered if accommodation and catering
services is needed.
5-8 A
 ir carriers must conclude an agreement with one of the Ground Services Co. at KAIA and
PMIA or any other airports that will officially approved for Hajj operation and pilgrim’s services
(including the services of special needs passengers).
5-9 Air carriers or their agents or the ground handler representative, must be present at
the gate (2) hours ahead of flight arrival welcoming and assisting pilgrims. They are also
required to be present (6) hours ahead of flight departure time, for guiding Pilgrims to
baggage weighing area and respond to their enquiries. In addition to filling (lost baggage
claims/immigration cards) when required, and to ensure that all pilgrims leave successfully
on their departure flights.
5-10 Aircraft seating capacity must be not less than (250) seats.
5-11 Air carrier's agent shall be certified to perform all obligations during Hajj season, including
the obligations stated at items (5-2) and (5-3).
5-12 Agents must provide necessary documents that approve financial, technical, and
administrative Hajj operation capabilities; clearance from any financial claims for GACA,
PPMDC, Tibah, or others is essentially required.
5-13 Air carrier’s agent must provide GACA regulations, instructions, and the related penalties
to air carriers. Agent is responsible for paying any outstanding and any due contractual
payment to GACA.
5-14 Air carriers and their agents are required to obtain and submit an approval of official
authorities to uplift pilgrims, operational plan including (number of pilgrims, number and
type of aircraft), maintenance programs, and contingency plans.

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5-15 Air carriers not allowed conducting commercial operations (passengers/cargo) on ferry Hajj
flight in both inbound and outbound phases, unless GACA approval obtained.
5-16 Air carriers operating Hajj charter flights should have a crew able to speak the pilgrims’
language.
5-17 Air carrier agent is impliedly responsible of all obligations regarding transporting pilgrims to
and from the kingdom regulation and civil aviation Law. In case of ending the relationship
with air carrier, the agent have to ensure that, the air carrier has no financial penalties
regarding operating Hajj flights. Otherwise, the agent is responsible to pay the financial
penalties according to clause (21) in ‘transporting pilgrims to the kingdom and return
them’ regulation.

(6) General terms and conditions:

6-1 In case of (delay, cancellation), Air carriers must follow Customer Protection Rights
Regulation, such as:
6-1-1 Refreshment for the first hour from the original time of departure..
6-1-2 A hot meal if the expected delay period exceeds (3) hours from the time of the
original schedule departure.
6-1-3 Hotel accommodation and transportation from and to airport if the expected delay
exceeds (6) hours from the time of the original schedule departure.
6-2 Air carriers must display a readable signboard (1x1 meter) contain airline’s logo. Such
signboard shall be both in Arabic and English languages, in addition to the language of the
pilgrim’s homeland, if any. This signboard must be conspicuously displayed on prominent
places at all airline related sites including Hajj terminals at KAIA and PMIA and shall include
the following:

(Airline name and logo)

Every passenger has the right to claim the following from the airline:
• Refreshments: After one hour delay.
• Hot meal: After (3) hours delay from flight departure time.
• Accommodation and transportation: After six (6) hours delay of flight.
• Wheel chairs and special equipment to assist special need passengers when required.

6-3 Air carriers shall conduct preliminary inspection of pilgrim’s belongings before security
inspection area by metal detection device, in order to reduce security checkpoints time.
6-4 Ground services providers not allowed submitting Hajj Operation requests.
6-5 Air carriers should coordinate with Hajj Affairs Offices to make sure that all personal and
loaded luggage must comply with permitted specifications.

10
6-6 Air carriers must have sufficient number of immigration cards, to be distributed and
to emphasis the importance of filling the cards before arrival, and provide necessary
assistance.
6-7 A
 ir carriers must comply with Ministry of Health regulations/instructions, and make sure
of medical airplane clearance and vaccinations against infections, diseases, and epidemics
pursuant according to international regulations. In addition, medications or medical
herbal formulations exceeding the pilgrim’s personal use shall not accepted. Taking into
consideration the following:
6-7-1 M ake sure that vaccination card is available prior to boarding.
6-7-2 Make sure that chronic diseases card contain all necessary information.
6-7-3 Health education film must displayed during the flight.
6-8 Air Carriers must inform passengers carrying acuminate «GORO», accessories, and
consumables goods that exceed personal use intended, Saudi Authority does not allow
selling or marketing this item. Such items will be confiscated and destroyed, or will be
re-shipped.
6-9 Air Carriers must inform pilgrims, carrying jewelry or any cash amount equivalent to or
more than 600.000 S.R. they must fill out the relevant Declaration Form in both phases.
6-10 In case of air carrier failure to operate two successive flights or non-availability of an
aircraft, unreasonable delay of departure GACA will liquidating the bank guarantee to
cover relative costs.
6-11 Air Carrier operating validation issued by GACA shall only be valid for the same Hajj season.
The validity of validation expires in (5) days from the end of the season.
6-12 Air Carriers strictly prohibited carrying Zamzam water except (5-liter container) per pilgrim
based on the electronic track of Ministry of Hajj and Umrah, and produce by the Custodian
of the Holy Mosques Zamzam Project. Zamzam water container must well wrapped
properly by the wrapping company at the airport. Air carriers must commit to transport
pilgrim’s Zamzam on ferry, it or any nearest alternative flight. Pilgrim’s Zamzam shall not
left at airport until the end of Hajj season.
6-13 Submit a declaration to Airport General Directorate of Passports (GDP) includes (Arrival
Flights, Number of Pilgrims and their nationalities) twenty-four hours before arrival to
take the necessary readiness and preparation for the procedures.

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(7) Hajj terminals Operator’s Obligations:
7-1 Following up flights scheduling according to GACA instructions.
7-2 Continuous coordination with concerned departments in order to maximize the utilization
of terminal’s capacity.
7-3 Link flight scheduling and statistics systems with GACA systems.
7-4 Clarify aircraft seating capacity for each departure flights (scheduling phase), to make sure
that seating capacity for all flight schedules appears at Ministry of Hajj and Umrah system,
to avoid wrong pilgrims dispatch.
7-5 Prepare an information counters at plaza to be operated by ground services providers.

(8) Ground Services providers Obligations:

8-1 Provide sufficient numbers of workers during Hajj Season to deliver smooth services during
inbound and outbound phases. In addition to, operate information counters and providing
required equipment for services effectively and efficiently, according to contracted tasks
with air carriers.
8-2 Continuous coordination and cooperation with airport Hajj and Umrah department,
terminal operator, governmental agencies and Ministry of Hajj and Umrah, and supporting
air carriers i.e. filling emigration cards, and providing translators for non-Arabic speaker’s
pilgrims to communicate with pilgrims in both arrival and departure phases.
8-3 Keeping Flight data at least (90) days.
8-4 In case of luggage delay from aircraft to Hajj terminal in KAIA. Delay time will calculated
since aircraft engines shutdown until first bag appears on luggage conveyers.
8-4-1 F irst bag must appear on luggage conveyers in (25 min), last bag must appear in (45
min).If aircraft parked at apron (6).
8-4-2 F irst bag must appear on luggage conveyers in (45 min), last bag must appear in (60
min).If aircraft parked at apron (1, 2, 3, 4, 5, and 7).
8-5 In case of luggage delay in Prince Mohammed Bin Abdulaziz Airport in Madinah, delay time
will calculated according to international standards.
8-6 Customer Protection Rights Regulation will applied in case of lack of luggage arrival and
luggage delay.
8-7 Pilgrims’ luggage and Zamzam water not allowed staying in airport terminals after pilgrims’
arrival and departure flights.

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(9) T
 he Carriage of Gulf Cooperation Council (GCC) counties pilgrims
conditions:
Arrival phase of GCC pilgrims as per item 2-1 and departure phase as per item 2-2. And Air
carriers operating from Corporation Council for Arab Stats of the Gulf (GCC) airports to Saudi
Arabia airports, must strictly inform their passengers, that Hajj permit is strictly required to
perform Hajj.
In case of any passenger not holding Hajj permit wear “Ihram” during the flight, Saudi authorities
will deport him on same flight.
Air carriers carrying GCC citizens between 5th to 10th of Dul'hijjah to airports dedicated for Hajj
operation, must take the following actions:
1- B
 efore check in process, all GCC citizens should sign a pledge of NOT performing Hajj and/or
wearing (Ihram) during the flights or after arrivals.
2- In case of wearing (Ihram) during Hajj flight, crew should report the scene and sign by
crewmember and his supervisor mentioning (seat number and passenger name) in the
report.

(10) Seasonal labors Carriage Conditions:

Air carriers that need seasonal labor to support their operations at airports are required to have
prior coordination with GACA concerned departments five months before hajj season to obtain
supporting document addressed to the Ministry of Labor. Air carriers intending to carry seasonal
labor must comply with the following:
10-1 The arrival of seasonal labors only at KAIA, PMIA, Prince Abdulmuhsin Airport in Yunbu and
Taif International Airport.
10-2 The last date of seasonal labor carriage on charter and regular flights is the end
of Dul'qa'dah every year (unless otherwise stated).
10-3 Air carriers could carry Islamic Development Bank seasonal labor on charter and regular
flights or air carrier’s seasonal labor, on their schedule or charter flights until mid-night
(GMT) of 6th of Dul'hijjah every year unless otherwise stated.
10-4 Air carriers must coordinate with KAIA and PMIA prior to seasonal labor carriage.

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(11) Transporting (visiting) and (commercial) Visa holders:
Air carriers should NOT transport (visiting) and (commercial) Visa holders to airports
dedicated to Hajj operations from 10/11 to 10/12 every Hijri year, unless otherwise stated.
In case of holding (visiting) Visa for businesspersons, media stuff, doctors, experts and diplomats,
air carriers should inform Ministry of Interior and Ministry of Hajj and Umrah in advance to
ensure smooth workflow.

(12) Penalty, which might imposed in case of violation:

12-1 T
 his instruction issued based on the Royal Decree (M/58) dated 28/12/1425H.
Governing Hajj traffic law, and its amendment (M/63) dated 23/9/1429H, and the Civil
Aviation law Provisions issued by the Royal Decree (M/44) on 18/7/1426H. In addition
to all Saudi rules and regulations relating to supporting Hajj, air traffic to ease their
movement in smooth manner.
12-2 In case of any violation to any article of this instruction, necessary action will take to
enforce the penalties in the above-mentioned rules and regulations (12-1).

(13) Conclusion:
Air carriers operating Hajj flights must fully comply with these instructions in both phases,
and must design their operation schedules and slots allocations based on these instructions,
in order to guaranty ease, smooth and safe air traffic. Air carriers shall endeavor ensuring
pilgrims return to their respective countries as scheduled with no delay.
In case of contradictions in the interpretation of the provisions of these instructions, Arabic
version will prevail.

With our best regards,

14
 OFFICIAL AUTHORIZATION

We, ……………………………………………………………………………………….....(First Party),

hereby authorize Mr./Messrs. ………………………………….……………, (Second Party)

ID No. ………………………………………….. C.R. No. ……….………….........……………….

To contact General Authority of Civil Aviation (GACA), for submission

Hajj flights operating requests. Both undersigned parties shall be jointly

responsible to GACA for the validity and accuracy of the information

contained in the operation requests. GACA reserves the right to take

official actions against both or any of the parties if any discrepancies in

the information or misrepresentation proved.

First Party Second Party

Operator (charter) (Authorized Party)

...................................... ......................................

15
Economical polices and Air Transport Sector ‫قطاع السياسات االقتصادية والنقل الجوي‬
Air Transport Directorate ‫اإلدارة العامة للنقل الجوي‬
Hajj and Umrah Dept. ‫إدارة الحج  والعمرة‬

Information required to be fulfilled for

Operation of Charter Flights for Hajj or Umrah
Form: AAD - 101 for Hajj Umrah

(1) Name of the Air Carrier :

(2) Address : Phone : Fax : Telex:
Principal Place of Business :
Date of Operation (Started):
(3) Ownership of the Air Carrier:
(4) Size of the Air Carrier Fleet :
Ownership of the Fleet (Owned by the Air Carrier/Leased):
(5) Name of the Lessor :
Principal Place of Business :
(6) Name of the Operator/Agent :
Address :
Phone : Fax : Telex:
(7) Air Carrier Code – IATA : ICAO :
(8) Airworthiness Certificates of A/C :
(9) Air Carrier Operator Certificate :
(10) Number of Expected Operating Flights :
(11) Number of Expected Passengers :
(12) Official Agent in Kingdom :
(13) Amount of Bank Guarantee (Ad-hoc Flights): ( ) 70% ( ) and 30% ( )
Bank Name : Date of Validity :
(14) Name of the Ground Handling Agent in the Airport :
I understand that all above mentioned are authentic, verified and signed :

Name : Signature : Date : Official Seal:

The following documents must be submitted (Authenticated and verified by concerned entities):
a) Leasing Agreement b) Third Party Insurance Coverage
c) ICAO Registrationd d) IATA Registration
e) The Concluded Contract Between the Local GSA or Local Ground Handling Agent and the Air Carrier
f) The concluded contract between Air carrier and Hotel.

Please send to : : ‫الرجاء اإلرسال عيل العنوان التايل‬

Kingdom of Saudi Arabia- Riyadh P.O.Box 47360 Postal Code 11552 11552 ‫ الرمز الربيدي‬47360 ‫ب‬.‫ الرياض ص‬- ‫اململكه العربيه السعوديه‬

16
 ‫نموذج تحديث معلومات ناقل جوي‬
‫‪Air Carrier Updating Information Form‬‬

‫اسم الناقل الجوي‬

‫‪Air Carrier Name‬‬
‫املدير اإلقليمي‬ ‫الجنسية‬
‫‪Reg Mang Name‬‬ ‫‪Nationality‬‬
‫العنوان يف البلد الرئييس ‪Address in Origin Country‬‬
‫بريد إلكرتوين ‪E-Mail‬‬ ‫فاكس ‪Fax‬‬ ‫مكتب ‪Office‬‬

‫الدولة ‪Country‬‬ ‫الرمز الربيدي ‪Zip‬‬ ‫املدينة ‪City‬‬ ‫ص‪.‬ب‪P.O. Box .‬‬

‫العنوان يف اململكة العربية السعودية ‪Address in Saudi Arabia‬‬

‫بريد إلكرتوين ‪E-Mail‬‬ ‫فاكس ‪Fax‬‬ ‫مكتب ‪Office‬‬

‫املنطقة ‪Regain‬‬ ‫الرمز الربيدي ‪Zip‬‬ ‫املدينة ‪City‬‬ ‫ص‪.‬ب‪P.O. Box .‬‬

‫اسم مدير املحطة‬

‫بريد إلكرتوين ‪E-Mail‬‬ ‫جوال ‪Mobil‬‬
‫‪Station Mang. Name‬‬

‫معلومات الوكيل املحيل ‪Local Agent Information‬‬

‫اسم الوكيل املحيل‬
‫‪Local Agn. Name‬‬
‫اسم املفوض باملراجعة‬
‫‪Othrzd. Pr. Name‬‬
‫بريد إلكرتوين ‪E-Mail‬‬ ‫فاكس ‪Fax‬‬ ‫مكتب ‪Office‬‬

‫املنطقة ‪Regain‬‬ ‫الرمز الربيدي ‪Zip‬‬ ‫املدينة ‪City‬‬ ‫ص‪.‬ب‪P.O. Box .‬‬

‫التوقيع ‪Signature‬‬ ‫املنصب ‪Position‬‬ ‫االسم ‪Name‬‬ ‫التاريخ ‪Date‬‬

‫‪17‬‬
 ‫نموذج بيانات ممثيل ناقل جوي‬
Air Carrier Representatives Information Form

‫اسم الناقل الجوي‬

Air Carrier
Name
‫رمز إيكاو‬ ‫رمز أياتا‬ ‫الجنسية‬
ICAO Code IATA Code Nationality
Origin Representative Information ‫بيانات املمثل الرئييس‬
ID Number ‫رقم الهوية‬ Nationality ‫الجنسية‬ Name ‫االسم‬

E-Mail ‫بريد إلكرتوين‬ Tele. ‫مكتب‬ Mobil ‫جوال‬

Zip ‫الرمز الربيدي‬ City ‫املدينة‬ P.O. Box ‫ب‬.‫ص‬ Fax ‫فاكس‬

Alternative Representative Information ‫بيانات املمثل البديل‬

ID Number ‫رقم الهوية‬ Nationality ‫الجنسية‬ Name ‫االسم‬

E-Mail ‫بريد إلكرتوين‬ Tele. ‫مكتب‬ Mobil ‫جوال‬

Zip ‫الرمز الربيدي‬ City ‫املدينة‬ P.O. Box ‫ب‬.‫ص‬ Fax ‫فاكس‬

Signature ‫التوقيع‬ Position ‫املنصب‬ Name ‫االسم‬ Date ‫التاريخ‬

18
 ‫اململكة العربية السعودية‬
‫الهيئة العامة للطريان املدين‬
‫قطاع السياسات االقتصادية والنقل الجوي‬
‫اإلدارة العامة للتسهيالت‬
)APP/PNR( ‫نموذج شهادة ربط مع نظام تسجيل املسافرين‬
‫املركز الوطين لخدمات أمن املسافرين‬ Kingdom of Saudi Arabia
General Authority of Civil Aviation
Certificate form of connection with the Passengers Registration System (APP/PNR) Economic Policies and Air
The National Travelers Center Transport Sector
‫ عمرة‬/ ‫حج‬ ‫جدول شتوي‬ ‫جدول صيفي‬ ‫إعادة تجديد‬ ‫إصدار جديد‬ General Adminstration of
Facilitation
Hajj/Umrah Winter Schedual Summer Schedual Renewal New Issue

‫ﺗﺎرﯾﺦ إﻧﺗﮭﺎء اﻟﺗرﺧﯾص‬ ‫رﻗم اﻟﺗرﺧﯾص اﻟﺣﺎﻲﻟ‬ ‫ﻧﻘر ﺑﺄن اﻟﻧﺎﻗل اﻟﻣوﺿﺢ أدﻧﺎه ﻗد أﺗم اﻟﺗﻧﺳﯾﻖ ﻣﻊ اﻟﻣرﻛز اﻟوطﻲﻧ‬
Experation Date Current License. No ‫ﻟﺧدﻣﺎت أﻣن اﻟﻣﺳﺎﻓرﯾن ﻟﻠرﺑط ﻣﻊ ﻧظﺎم ﺗﺳﺟﯾل اﻟﻣﺳﺎﻓرﯾن‬

To be filled out by an air carrier or its authorised agent

(APP/PNR) ‫وﻋﻣل اﻻﺧﺗﺑﺎرات اﻟﻼزﻣﺔ وﺗم اﻻﺟﺗﯾﺎز ﺑﻧﺟﺎح‬
We acknowledge that the air carrier shown below has completed

‫يعبأ من قبل رشكة الطريان أو وكيلها املعتمد‬

the required coordination with the National Travelers Center to
connect with Passengers Registration System (APP/PNR),
and has done the necessary tests and successfully
Name of air carrier ‫اﺳم اﻟﻧﺎﻗل اﻟﺟوي‬
State of registry ‫دوﻟﺔ اﻟﺗﺳﺟﯾل‬
Air carrier code ‫رﻣز اﻟﻧﺎﻗل‬
Administrator: :‫اﻟﻣﺳﺋول‬

Name: :‫اﻻﺳـــم‬
Offical Stamp : : ‫اﻟﺧﺗم اﻟرﺳﻣﻲ‬
Date: : ‫اﻟﺗﺎرﯾــﺦ‬

Signature: :‫اﻟﺗوﻗﯾﻊ‬

Informations above has been reviwed and comfirmed: :‫تمت مراجعة البيانات أعاله والتأكد من صحة املعلومات وعليه‬

To be filled out by the National Travelers Center

‫يعبأ من قبل املركز الوطين لخدمات أمن املسافرين‬
The information is correct and permit can be issued ( ) ) ( ‫املعلومات صحيحة ويمكن إصدار الترصيح‬

The National Travelers Center approval* ‫اعتماد مدير املركز الوطين لخدمات أمن املسافرين‬

Offical Stamp : : ‫ اﻟﺧﺗم اﻟرﺳﻣﻲ‬Name: :‫اﻻﺳـــم‬

Date: : ‫ اﻟﺗﺎرﯾــﺦ‬Signature: :‫اﻟﺗوﻗﯾﻊ‬

‫إدارة تصاريح الرحالت‬

‫تم إصدار الترصيح بناء عىل املعلومات املوفرة من قبل الناقل الجوي واملعتمدة من املركز الوطين لخدمات أمن املسافرين حسب االفادة‬
Flights Permits
Adminstration

. ‫املوضحة أعاله دون أدىن مسؤولية عىل الهيئة العامة للطريان املدين‬

This permit has been issued based on the information provided by the air carrier and approved by the National
Travelers Center, as shown above without any responsibility on the behalf of
the General Authority of Civil Aviation.
‫) أيام عمل كحد أقىص‬5( ‫يتم استيفاء املعلومات والبت يف إصدار الترصيح خالل خمسة‬
Collection of information and issuance of permits will take a maximum of (5) working days

19
 Hajj Season 2019/1440 Time frame
Arrival Phase

Dates Hijri Gregorian Day

Start of Arrival *1/11/1440 4/7/2019 Thursday

End of arrival 23:59 GMT *4/12/1440 5/8/2019 Monday

* As per Um alQura calendar.

Departure Phase

Dates Hijri Gregorian Day

Domestic Flights
*13/12/1440 15/8/2019 Thursday
05:00 GMT
GCC destinations
*14/12/1440 16/8/2019 Friday
05:00 GMT

All Charter Flights

05:00 GMT *15/12/1440 17/8/2019 Saturday

* Note: Scheduling of departure phase considering (Dhul-Qa’da) 30 days.

End of Departure *15/1/1441 14/9/2019 Saturday

* As per Um alQura calendar.

Notes:
- Submit all operation requirements before Thursday 30/6/1440 , 7/3/2019 .
- For enquiry, please contact GACA Hajj and Umrah Department email: HUD@GACA.GOV.SA.
- For scheduling, please contact Scheduling Committee email: HAJJCOMMITTEE@GACA.GOV.SA.
- Submit NIC certificate regarding fully compliance with APP/PNR-SITA. For enquiry please contact
NIC Email: COMPLIANCE@NTC.GOV.SA
- Air carrier does not submit Hajj Operation Request (scheduled or charter flights). Rules and
regulations will be applied.

20