On 9 and 10 November 2025, Santa Marta will host the IV CELAC–European Union Summit, a high-level diplomatic event bringing together more than 60 heads of state and 200 international delegates. For Diplomatic Solutions Group it is a strategic responsibility to support the operation with executive transport, security, protocol coordination and specialised customs solutions. In this article we explore the logistical challenges and how to plan flawlessly for an event of this scale.

“With leaders from across the world on the ground, diplomatic logistics leaves no room for improvisation.”DSG Team

Context and magnitude of the event

The IV CELAC–EU Summit will take place in Santa Marta, Colombia, co-chaired by President Gustavo Petro (as pro tempore president of CELAC) and European Council President António Costa. The European Union will also be represented by European Commission President Ursula von der Leyen. The birregional meeting seeks to advance strategic cooperation on energy, digitalisation, climate action and security.

Logistical challenges in the diplomatic operation

From VIP accommodations to connecting stops, every move demands synchronisation. Key challenges include: • Door-to-door transfers with executive and armoured fleets. • Coordination between airports, FBOs and official hotels. • Close protection and escorts according to risk level. • Mobility between meeting venues, cultural visits and protocol locations. • Access control, itinerary coordination and alternate routes for contingencies. • Customs logistics for official shipments, technical equipment and diplomatic pouches. In a tight agenda with maximum international visibility there is no room for error.

Key logistics and security strategies

To ensure a smooth, safe operation we recommend the following strategies: • Integrate executive transport and security from day zero. Each delegate must have an individualised plan. • Map primary and alternative official routes, validate congestion points and define operational windows. • Equip every unit with backups: protocol driver, assigned escort and encrypted communication channel with the command centre. • Coordinate on the ground with local authorities: traffic, police, airport and immigration. • Deploy a rapid response team with medical staff, contingency plans and technical support. • Pre-clear customs documents for technological equipment or shipments to venues. • Continuously review buffers and adjust in real time when agendas change.

How Diplomatic Solutions Group supports this operation

For this summit: • We provide armoured and conventional fleets with protocol drivers throughout the itinerary. • We implement escorts and protection according to assessed risk levels. • We deliver specialised customs management for official pouches and technical equipment. • We design tailored security briefs: itineraries, routes and contingencies. • We integrate door-to-door logistics between airports, hotels and official venues. • We monitor operations 24/7, coordinating routes, last-minute changes and continuous reporting. If you want your delegation to operate with absolute precision — with protocols, backup and total discretion — we are ready to design your deployment. Diplomatic Solutions Group is your strategic partner in Colombia to ensure every diplomatic mission unfolds with impeccable protocol, security and distinction.