Operating manual Veracruz, Mexico December 6

Operating manual
Veracruz, Mexico
December 6th to 9th, 2014
Index
1. Introduction
3
1.1 Veracruz: Summit Venue
4
1.2 Allocation of liaison
5
2. Transport
5
2.1 Air transportation
5
2.2 Ground transportation
5
3. Visa requirements
6
3.1 Immigration Facilities
6
3.2 Holders of Diplomatic, Official or Service Passport
7
3.3 Holders of Ordinary Passport
7
3.4 Requirements for issuing visas without permission to engage in gainful
activities in Mexico
7
4. Accommodations
9
5. Working sessions organization
10
5.3 Parallel Events
10
5.4 Dress code
10
6. Accreditations
11
6.1 Types of accreditations
11
6.2 Assignation of accreditations
12
6.3 Procedure for accreditation
13
6.4 Stolen or lost badges
14
6.5 Vehicles accreditation
14
6.6 Formats for permits
15
7. “Ciudad Iberoamericana”
15
8. Press Room
16
9. Security
16
1
9.1 Permit for bearing of firearms
17
10. Medical Services
17
11. General information
18
11.1 Mexico’s basic facts
18
11.2 Useful information
18
Annex 1
19
2
1. Introduction
The Mexican Government has the honor of hosting the Ibero-American Summit of
Heads of State and Government for the second time, in its XXIV edition which will
be held in Veracruz, Mexico, December 8th and 9th, preceded by preparatory
meetings December 6th and 7th.
To ensure the proper development of the Summit activities and to support the
participation of all attending delegations, this Operating Manual contains general
information regarding the event.
As support for each attending delegation, the Mexican Government – through the
Ministry of Foreign Affairs – assigned a diplomatic liaison, to facilitate and accelerate
any and all communication with delegations.
The observance and compliance of delegations in regards with the information
contained in this Manual will allow for a better care for participants. Therefore, it is
kindly asked that the forms located on the following website are filled out on time:
http://www.24cumbreiberoamericana.gob.mx/
This information contained in this document is subject to change. Delegations will be
notified of any update.
3
1.1 Veracruz: Summit Venue
Climate: in December temperatures
oscillate between 68°F and 81°F.
Airport: Veracruz International Airport
“General Heriberto Jara”.
The state of Veracruz has over 450 miles of coastline on the Gulf of Mexico and a
privileged location; it is the third most populated state; the eleventh in land area and
one of the most bio diverse.
Veracruz's economy is the sixth nationwide with important sectors such as: energy,
tourism, trade and agricultural businesses.
Veracruz is a land of traditions. Cradle of ancient cultures and great historical
splendor such as the Olmec and Totonac, and the settlement territory of the first
Spanish colony. Veracruz is Mexico’s gate to the world, where European trade
entered to the rest of Latin America.
The municipality of Veracruz, has one of the most important commercial seaports in
Mexico.
4
1.2 Allocation of liaisons
Each delegation will have the support of a diplomatic liaison designated by the
Ministry of Foreign Affairs. Their functions will assist and help coordinate the logistics
of official activities.
All diplomatic liaison will contact the accredited Embassies in Mexico or whoever the
delegations appoint, sufficiently in advance to coordinate the participation in the
Summit of their assigned delegation.
2. Transport
2.1 Air transportation
Currently, the following carriers operate at the Veracruz International Airport:
Mode
Domestic
Carrier
Aeroméxico
www.aeromexico.com
Interjet
www.interjet.com.mx
Note: The International Airport in Mexico City
Volaris
www.volaris.com
Aeromar
www.aeromar.com.mx/
VivaAerobus
www.vivaaerobus.com
has an average of 12 daily direct flights to
Veracruz, with duration of an hour
approximately.
There are also flights between Veracruz and
Monterrey, Cancun and Guadalajara.
International
United Airlines (operates direct flights from
Houston).
www.united.com
For private flights see section 6.6 regarding formats which provide overflight and
landing requirement details.
2.2 Ground transportation
The Mexican Government will grant to each delegation as a courtesy, an armored
vehicle for the Head of State and/or Government, which will be available upon arrival
at the Veracruz International Airport.
Additionally, a vehicle for the Minister of Foreign Affairs will be offered.
5
For Associate and Consultative Observers’ Delegation Chiefs who may require
transportation, a service of private transport will assist, upon the request of each
delegation, with the airport-hotel-airport transfers.
A system of collective passenger transport has been designed for delegations, it will
run through specific circuits between the airport, official hotels, the World Trade
Center (WTC) and other locations where activities related to the Summit will be held.
It will be the only mean of transport for participants. In due moment the information
regarding the system will be shared with the delegations.
This system will be the only implement in courtesy for the delegations.
All vehicles and chauffeurs of rented vehicles must be accredited (see section 6.5).
Delegations will have a vehicle available for the transfer of luggage upon the arrival
and departure of the Head of State and/or Government.
3. Visa requirements
Participants must complete all formalities to visit Mexico and all foreign citizens
should hold a valid passport. Please note that Mexico does not issue visas at any
Mexican port of entry.
3.1 Immigration Facilities
Foreign citizens holding passport and having any of the following documents do not
require a Mexican visa:
A) Valid multiple entry visa from the United States of America.
B) A document certifying permanent residence in Canada, USA, Japan, the
United Kingdom of Great Britain and Northern Ireland, or any of the countries
of the Schengen Area.
C) APEC Business Traveler Card (ABTC) approved by Mexico.
Entry requirements to Mexico for foreign visitors that may be asked upon entry
by immigration officials:
I.
Valid original passport or ID Travel Document
II.
Personal information requested by Immigration Authorities.
III.
Travel justification. This information must be in line with the issued visa,
if applicable. If traveling as a tourist, accreditation of economic solvency and
hotel reservation (preferably paid) will be required. Accreditation of regular
place of residence or origin.
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IV.
Address and period of stay in national territory. It is important to present
a return flight ticket to the country of origin and prove that hotel reservations
are in line with the period of stay.
V.
Information regarding the activities that will be carried out in national
territory as well as the ones undertaken in the country of origin.
VI.
Economic solvency for the period of stay in national territory. It is
strongly recommended to hold an international credit card.
Please keep in mind that the migratory form stub, the Immigration Office will stamp
and give you back at the time of your admittance, must be given back at the time of
your departure.
3.2 Holders of Diplomatic, Official or Service Passport
To verify if you require visa on your national passport to enter Mexico, please go to
the following link:
https://www.sre.gob.mx/serviciosconsulares/images/stories/dgsc/pdf/regnoordinari
o.pdf
In case you will require visa, please contact the Mexican Consular Office where you
intend to apply to obtain the requirements for your visa.
3.3 Holders of Ordinary Passport
To verify if you require visa on your national passport to enter Mexico, please go to
the following link:
https://www.sre.gob.mx/serviciosconsulares/images/stories/dgsc/pdf/visasordinario
s.pdf
3.4 Requirements for issuing visas without permission to engage in
gainful activities in Mexico
To obtain a Mexican visa on your ordinary passport you must present the following
requirements:
I. Original and copy of valid passport or ID Travel Document and traveling ticket.
II. One color passport size photograph that should be taken assuring visibility of the
face looking at the front of the camera, the picture should be taken without glasses,
with a white background.
III. Original and copy of a legal residence permit, if the foreign visitor is not a national
of the country where the visa is requested.
7
IV. The following documents, as applicable, in order to certify that the foreign visitor
will not engage in gainful activities while in the country:
a. Settlement:
1. Original and copy of property deed of the duly registered properties under the
name of the applicant or concerned person and a proof of a stable employment with
at least one year of service, or
2. Original and copy of property deed of the duly registered properties under the
name of the applicant or concerned person and a document attesting the property
or participation in businesses issued by competent authorities of the respective
country, with a minimum standing of two years.
b. Economic solvency:
1. Original and copy of a bank account or proof of investment with an average
balance equivalent to five hundred days of the current minimum wage in Mexico City
(approx.. US$2,500.00) during the last 6 months, or
2. Original and copy of documents certifying employment or pension, with a monthly
net income equivalelnt to five hundred days of the current minimum wage in Mexico
City (approx. US$2,500.00) during the last 6 months.
c. Invitation Letter:
1. Original of a letter issued by an organization or public/private institution that invited
the concerned person to participate into a non-income-earning activity in the national
territory. The letter should contain the following information:
I. Complete name of the applicant or concerned person and nationality;
II. Name or trade name of the organization;
III. Registration number and objective of the organization or private institution;
IV. Complete address and contact information of the organization or private
institution;
V. Information of the activity that will be completed or the project in which the foreign
person will participate. The activity of the foreign person should be related to the
objectives of the organization of the institution which issued the invitation;
8
VI. Estimated duration or approximate date of conclusion of the activity that will be
developed;
VII. If necessary, the commitment of assuming the maintenance of the foreign person
while its residence in Mexico and its returning to its country of origin or residence,
and
VIII. Copy of an official identity document with the signature of the person inviting.
2. Original and copy of the documents in which the foreign person proves that hold
the experience, capacity and abilities or knowledge necessaries to develop the
activity for the one that it is being invited to.
3. It should be noted that delegates who are being financed can present the
personalized letter of invitation which states that the organizer will cover all travel
expenses. By presenting this letter it will not be necessary to show further
documentation regarding economic solvency.
More information can be obtained from the Mexican Consular Offices, to find out
which office is closer to you please go to the following links:
List of Mexican Embassies abroad:
http://www.sre.gob.mx/index.php/representaciones/embajadas-de-mexicoen-el-exterior
List of Mexican Consulates abroad:
http://www.sre.gob.mx/index.php/representaciones/consulados-de-mexicoen-el-exterior
List of Embassies and Consulates in Mexico:
http://www.inm.gob.mx/index.php/page/Embajadas_Consulados/en.html
4. Accommodations
The Mexican Government, in coordination with the Ibero-American General
Secretariat (SEGIB) will offer accommodation courtesies to the Heads of State
and/or Government, Delegation Chiefs of State Members, and Associate and
Consultative Observers of the Ibero-American Conference which are headed by a
Minister or Director General, for up to 3 nights.
9
Additionally, the cost of up to 3 nights will be covered for the Ministers of Foreign
Affairs and up to 4 nights for National Coordinators and Cooperation Officers.
Every delegation may have up to 15 rooms at the hotel assigned to the Head of State
and Government, additional to the courtesies, subject to availability, whose cost
must be covered by each delegation.
Delegations, including the official entourage, should make their own reservations
with the company “Turismo y Convenciones” before October 10th (see reservation
policies in Annex 1. This company will manage the rooms’ inventory.
5. Working sessions organization
It is highly recommended the official webpage is constantly checked
http://www.24cumbreiberoamericana.gob.mx, the latest versions of work agendas
and programs can be found here.
5.1 Bilateral meeting rooms
Bilateral meeting rooms will be available at the WTC. In order to book the rooms,
delegations must complete the “Form for requesting bilateral meetings” that will be
available at the official website: http://www.24cumbreiberoamericana.gob.mx. If
interpretation services are required, these will need to be provided by each
delegation.
5.2 Working languages and interpretation services
All meetings will be conducted in Spanish with Portuguese and English simultaneous
translation services.
5.3 Parallel Events
Different activities will take place within the framework of the XXIV Ibero-American
Summit. These will start on Friday, December 5th and will cover various subjects,
including youth, corporate sector and communications.
5.4 Dress code
Gentlemen: long sleeved white Guayabera and dark trousers.
Ladies: light dress. Depending on the weather conditions a pashmina or light
sweater might be required.
10
6. Accreditations
All members of delegations who want to enter the Summit’s venue must be
accredited on the following webpage http://www.24cumbreiberoamericana.gob.mx,
on the scheduled dates (from October 1st till November 15th).
The Registration Center will open on December 2 nd and will remain open until
December 9th.
6.1 Types of accreditations
For the Ibero-American Summit there will be different types of accreditations:
Gold pins
The Heads of State and/or Government of the member States, spouses and IberoAmerican Secretary General will be identified with gold pins.
Silver pins
The Ministers of Foreign Affairs, Delegation Chiefs and Associate and Consultative
Observers, Ibero-American Under-Secretary General, Ibero-American Chief of Staff
and Ibero-American Secretary for Cooperation will be identified with silver pins.
Green badges
Green badges will be used for official and working entourages, including Associate
and Consultative Observers. These will allow access to the WTC but not to the
Plenary Room. The access to the Plenary Room will be granted with red floating
badged.
Red floating badges
These badges will grant unlimited access to all Summit events.
A total of seven red floating badges will be given to each delegation. It should be
taken into consideration that the format of the Summit is 1+6, so if a delegation
should require to exchange its participants, they must leave the room to allow access
for their replacements.
The Head of Protocol, Military Attaché and Doctor will obtain B-type red badges. The
Head of Protocol will have a single badge, while the Military Attaché and doctor will
share one.
11
Orange badge
Each official pool will carry an orange badge. Official pool includes photographers
and/or camera crews for Heads of State and/or Government.
White badge
Security. Security personnel for the Heads of State and/or Government will wear
these badges.
Gray badge
Gray badges will be issued to all service providers and chauffeurs of accredited
vehicles.
Yellow badge
All press and media representatives will be identified with yellow badges that have
to be worn in a visible place.
Representatives of the national and international media covering the XXIV IberoAmerican Summit must be accredited. To do so, visit the website of the Summit:
http://www.24cumbreiberoamericana.gob.mx from October 1st to 15th.
Purple floating badge
It will grant access to the XXIV Ibero-American Summit’s Inauguration.
Pink floating badge
It ensures access to the event “Repensando la Conferencia Iberoamericana”
(Rethinking the Ibero-American Conference).
Validation for the bearers of different types of accreditations must be sent via a
Diplomatic Note to the Directorate-General for Protocol before the deadline for
registration.
Accreditations will limit the access to different areas of the WTC and they should
be worn in a visible place at all time.
12
6.2 Assignation of accreditations
The type and quantity of accreditations will be distributed to each delegation
according to the following table:
Category
Color
Quantity
Head of State
Gold badge
1
Spouses
Minister of Foreign
Affair
Official delegation
Gold badge
1
Silver badge
1
Green
10
Green + red floating badge
1
Green + red floating badge
1
Head of Protocol
Military Attaché
Doctor
Working contingent
Security
Official Pool
Media
Green
White
Orange
Yellow
30
30
2
Unlimited
6.3 Procedure for accreditation
Every delegation should designate an accreditations’ liaison and notify their contact
information (name, charge, telephone, email) via email to: [email protected].
The accreditations’ liaison will receive a username and password that will allow them
to register their delegations online. All the information requested in the form must be
provided.
The online application form will include the selection of the type of accreditation.
Accordingly, in some cases only one person will be allowed to be registered under
the appropriate category. Nonetheless, it will be possible to edit the information and
change the type of accreditation. The categories that will allow only one accreditation
are:
1. Head of State
2. Minister of Foreign Affairs
3. Minister of Trade or its equivalent
4. Head of Delegation for Associate and Consultative Observers
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5. Head of Protocol
6. Military Attaché
7. Doctor
It will also be necessary to upload a photograph of each member of the delegation
and support staff in JPG format. It is required that the photograph file be identified
with the full name of the delegate. The photograph has to comply with the following
characteristics:

Minimum size of 480 x 600 pixels.

Maximum size of 768 x 1024 pixels.

The photograph must be at least 50 mm x 50 mm (2.0″ x 2.0″).

The photograph must display completely a front view of the head with the
face at the center of the photo, including the upper part of the shoulders.

The size of the head, from the chin upward must be between 31 mm (1¼″)
and 36 mm (17/16″).
It is essential to fill all the information in the formats, as well as the medical form for
the Head of Delegation (especially the format on nutritional requirements).
6.4 Stolen or lost badges
If a badge is stolen or lost, the diplomatic liaison must notify the Accreditation Center
immediately. In order for a replacement to be issued, the holder of the badge must
present a report on the loss or theft, explaining the circumstances under which the
loss occurred.
6.5 Vehicles accreditation
The format for vehicle and chauffeurs accreditation will be available at:
http://www.24cumbreiberoamericana.gob.mx, from October 1st to November 15th.
Both vehicles and chauffeurs must be accredited with a gray badge (supplier).
Once vehicles are accredited, the respective passes will be issued for circulation
and these will be given to the accreditation officer. There will be a limit of three
passes per delegation to facilitate circulation in the security zone.
14
To pick up the vehicle accreditation, the diplomatic liaison must present a copy of
the car registration or rental contract, as well as valid driver’s license for the
chauffeur.
Vehicle accreditation is non-transferable since it contains specific information such
as registration, number plate and the name of driver. For security reasons, any
vehicles without the respective accreditation form will not be allowed in the airport or
restricted areas.
6.6 Formats for permits
Delegations will find the following forms at the same website:

Permit for the temporary import and bearing of firearms1;

Overflight and landing Permit for civil or military aircraft;

Registration of crew and general services on the ground;

Permit for the use of radio frequencies;

Medical form for the Head of Delegation
The aircrafts’ overnight stay at Veracruz International Airport will be determined
based on the order in which overflight and landing formats are received, therefore it
is suggested that the process is done in a timely manner given that the first to do so
will be assigned the available positions. Aircrafts that do not receive a spot for
overnight stay and are larger or a 737/500 or an Airbus 320 will be sent to Toluca
International Airport.
To facilitate the arrival of aircrafts into Veracruz International Airport landing times
from 10:00 to 18:00 are suggested.
Delegations are responsible for hiring ground handling services for their aircrafts. It
is suggested that delegations traveling by private aircraft review Mexican aviation
regulations in order to have a crew that can perform advanced movements, if
needed.
Each Ibero-American State will have at their use an office by delegations that will
include a working area with a desk, chest of drawers, clothes rack and chairs, as
1
A permit needs to be obtained for the temporary entry of firearms into Mexico. The number
of firearms imported cannot exceed five per delegation. The entry of automatic weapons into
Mexico is prohibited.
15
well as a computer, printer, telephone line, one plasma screen for closed-circuit
surveillance and basic stationary items.
All participants may access to the business center where there will be computers,
printers and copiers.
All these spaces will be distributed within the WTC.
It is worth mentioning that the WTC will have Wi-Fi service available to all
participants.
8. Press Room
At the Galeria Plaza Hotel a work area will be installed and shall serve as a Press
Room to which all media will have access (national and international) properly
accredited.
This space will have: computers, internet connection, printers and copiers.
In addition it will hold a space for press conferences and messages to mass media.
Please for further information related to media participation please contact:
Fernando Aguirre Ramírez
General Director of International Media
for the Presidency of the Republic
Telephone: (55) 50 93 53 00
Extensions: 1696 y 1698
[email protected]
9. Security
The General Presidential Staff will provide the necessary security in all compounds
the Heads of State and/or Government and their Spouses visit.
The access to all the venues where the activities of the Summit will take place will
have strict security measures, so it is essential to wear the badges in a visible place
at all times.
The Presidential General Staff will provide the necessary safety measures during
landing maneuvers, aircraft overnight stay and take off all special aircraft that
participate in the Summit, and arriving to Veracruz International Airport.
16
9.1 Permit for bearing of firearms
A permit needs to be obtained for the temporary entry of firearms into Mexico. The
number of firearms imported cannot exceed five per delegation. The entry of
automatic weapons into Mexico is strictly prohibited.
All security personnel who will temporarily carry a firearm in Mexico must be
accredited before November 15. http://www.24cumbreiberoamericana.gob.mx
The requirements for accrediting security staff include full names and surnames,
date and place of birth and passport number. Firearms will be accredited
simultaneously with the bearer.
IMPORTANT: Firearms whose information does not match that provided in the
application will not be allowed entry.
10. Medical Services
Mexico will provide emergency medical service inside the WTC for all properly
accredited participants. This includes ambulance transfers to designated local
hospitals. There will also be medical attention at the alternate venues hosting the
Summit.
Any medical follow-up treatment, and its cost, will be responsibility of the participant.
Delegations are asked to complete the medical form of the Head of Delegation which
is provided in the online accreditation system, which also includes a section on food
restrictions.
Delegates are advised to obtain international medical insurance that covers major
medical expenses. No type of vaccination certificate is required for entry into Mexico.
It is also highly suggested to have an international health insurance due to the fact
that the Mexican Government will only cover emergencies or medical incidents not
related to pre-existing conditions or the use of alcohol or drugs.
If any participant should have any special mobility needs, it will be appreciated if it is
communicated in advance to their diplomatic liaison to offer him all the required care.
17
11. General information
11.1 Mexico’s basic facts
Country Name:
Capital:
Government Type:
Language:
Population:
Area:
United Mexican States
Distrito Federal
Federal Republic
Spanish
112,336,538 (2010)
1,964,375 sq km
11.2 Useful information
Currency:
Mexican Peso
Telephone Country
+52 (55) Distrito Federal
Codes:
+52 (229) Veracruz
Local Time:
GMT-6
Electric Power Supply: 110 Volts. Mexican plugs adaptors are as following:
Taxes:
Tips:
Schedules :
All purchases in Mexico are subject to a Value Added
Tax (VAT) of 16%, but doesn´t apply to food nor
medicine.
Most restaurants and hotels do not include gratuity on
the total bill, it is suggested to leave between 10% and
15% of total consumed.
Business: most are open Monday to Friday from 09:00
a 20:00 hours.
Banks: open Monday to Friday, from 09:00 a 16:00
hours. ATMs are available 24 hours a day.
Museums and sites of interest: open Tuesday to
Sunday from 09:00 to 17:00 hours.
18
Annex 1
Reservation Policies
INDIVIDUALS
For your reservation to be confirmed follow the next steps:
1. - Requirements for booking, minimum stay of two nights (December 7th & 8th/
December 8th & 9th).
2. - Fill out the reservation order form, without forgetting to attend the marked
policies.
3. - Make your deposit of all confirmed nights, in any of the following methods below:

Payment in USD under the name of “Turismo y Convenciones, S.A. de
C.V.” at Bancomer account number 0142854783 Plaza 001 Suc.0843/
Clabe number 012 180 001 428 547 832.

Payment in MXN (Mexican Pesos) USD under the name of “Turismo y
Convenciones, S.A. de C.V.” at Bancomer account number 0447334168
Plaza 001 Suc.0843/ Clabe account 012 180 004 473 341 682.

Credit Card Visa, Master Card and American Express: calling this
telephone numbers: 52 (55) 51 48 75 09 y 11.
4. - Send the receipt of payment specifying your name and the name of the event:


Via fax (55) 5148 20 13.
Via email: [email protected] & [email protected]
Please call (55) 5148 7509 and 11 for confirming receipt and receive your booking
number.
5. - Only written cancellations will be accepted until October 10th 2014 making the
refound of the payment received. Failure to perform the procedure charge will be
made under out of time cancellation (complete stay).
6. - Change in name and date will be only accepted until October 10th 2014, changes
after this date won´t be accepted.
7. - After October 10th 2014 any cancellation fee will apply for the entire stay.
8. - In case of early departure the guest is subject to pay for the entire stay.
19
9. - No Show: If you don´t arrive at the hotel on the stated date, will result in
cancellation of your booking and charge of the entire stay.
10. - For questions or clarifications please send us an email.
GROUPS
For your booking to be confirmed the following must be done:
1. - Requirements for booking, minimum stay of two nights (December 7th & 8th/
December 8th & 9th).
2. - Block hotel rooms, specifying the number required rooms.
3. - Make full payment of the total of blocked rooms in any of the following methods:

Payment in USD under the name of “Turismo y Convenciones, S.A. de
C.V.” at Bancomer account number 0142854783 Plaza 001 Suc.0843/
Clabe number 012 180 001 428 547 832.

Payment in MXN (Mexican Pesos) USD under the name of “Turismo y
Convenciones, S.A. de C.V.” at Bancomer account number 0447334168
Plaza 001 Suc.0843/ Clabe account 012 180 004 473 341 682.
4. - Send the receipt of payment specifying your name and the name of the event:


Via fax (55) 5148 2013.
Via email: [email protected] &
[email protected]
Please call (55) 5148 7509 and 11 to confirming reception and to receive your
booking number.
5. - The deadline for the rooming list will be until November 4th, 2014.
6. - Only written cancellations and no greater than 5% of the original blocking of
rooms will be accepted until October 10th making the appropriate reimbursement.
Failure to perform the procedure charge will be made under out of time cancellation
(complete stay).
7. - After October 10th 2014 any cancellation fee will apply for the entire stay, changes
after this date won´t be accepted.
8- In case of early departure the guest is subject to pay for the entire stay.
20
9. - No Show: If you do not arrive at the hotel on the stated date, it will result in
cancellation of your booking and charge of the entire stay.
10. - For questions or clarifications please send us an email.
CONTACTS
Mariela Arellano
Telephone: 52 (55) 51 48 75 11
[email protected]
Teresa Medellín
Telephone: 52 (55) 51 48 75 09
[email protected]
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