THIRD ORDINARY SESSION OF THE AFRICAN UNION LABOUR AND SOCIAL AFFAIRS COMMISSION
18 TO 23 APRIL 2005
CAESARS GAUTENG CONFERENCE CENTRE
KEMPTON PARK, JOHANNESBURG
SOUTH AFRICA
PROTOCOL AND ADMINISTRATIVE ARRANGEMENTS
CONTENTS
1. Introduction
2. Meeting Dates
3. Venue
4. Responsibility for Arrangements
5. Composition of Delegations
6. Accreditation
7. Accommodation
8. Transportation
9. Security
10. Arrangements on Arrival and Departure
11. Immigration and Health Requirements
12. Medical and Health Services
13. General Information
APPENDICES
1 Delegate Registration Form
2 Travel information
1. INTRODUCTION
The information contained in this document is for the benefit of the Ministers and their Delegations as well as the Regional Organisations attending the Third Ordinary Session of the African Union Labour and Social Affairs Commission.
2. MEETING DATES
The Third Ordinary Session of the African Union Labour and Social Affairs Commission will take place at the Caesars Gauteng Conference Centre– Kempton Park, South Africa from the morning of 18 April 2005 to the afternoon of 23 April 2005. The Experts Meeting, held from 18-20 April, will be followed by the Ministerial session to be held on 22-23 April 2005.
3. VENUE
All Plenary Sessions of both meetings will be held in Assembly 1 & 2, Level 1 of the Caesars Gauteng Conference Centre. Other offices will be situated in Assemblies 3-6 and lunch is served in the shared lunch venue whilst Ministers will be allocated a reserved lunch area.
4. RESPONSIBILITY FOR ARRANGEMENTS
The Department of Labour (DoL) of the host government is responsible for the general organisation and conduct of the sessions and meetings. The DoL will also service the sessions and meetings. The Government of South Africa, as host, will also be responsible for logistics support such as, conference facilities, security, protocol, transport, accreditation and accommodation.
The contact details of the Logistics Co-ordinator up to 24 April 2005 are as follows:
(i) Mr S. Ndebele
Logistics Co-ordinator
Department of Labour
Private Bag X117
Pretoria 0001
SOUTH AFRICA
Room 237
215 Laboria House.
Cnr. Schoeman and Paul Kruger
Pretoria
South Africa
Tel: +27 12 309 4039
Fax: +27 12 309 4663
Fax +27 12 309 4009
Fax +27 12 309 4880
e-mail:
From 15 April 2005, the Logistics Co-ordinator will move to Caesars and communications following that date should be directed to:
Tel: 0027 82 494 7072
0027 84 505 5485
5. COMPOSITION OF DELEGATIONS
States and Regional Organisations invited to the meetings are required to provide the South African Government by no later than 30 March 2005, at the latest, with the following information:
(1) Duly completed registration forms (Appendix 1) in respect of each member of Delegation included in one of the lists above. The registration forms should be faxed to the Logistics Co-ordinator as soon as possible but not later than 30 March 2005
6. ACCREDITATION OF DELEGATES
All delegates will have to obtain photo accreditation on arrival, which will be done at the accreditation centre, situated at the Conference Centre. All delegates are urged to send their duly completed registration forms to the Logistics Co-ordinator under cover of a diplomatic note or a formal letter from the Regional Organisation concerned to ensure that the members of the delegation are duly accredited. The early submission of diplomatic notes or covering letters and registration forms will facilitate every delegation’s accreditation procedure.
The Accreditation Centre will be open from 14 April 2005, operating from 08:00 to 18:00 daily.
7. ACCOMMODATION
A list of preferred hotels, which are in closer proximity to the venue, are submitted for consideration. Delegates should contact hotels in the list directly to make their reservations. The rates have been negotiated with the hotels and can be compared to their existing government rate. It would however be appreciated if the logistics coordinator could be informed of where delegates will be accommodated in order that transportation between the hotels and the venue can be arranged if the hotel is far removed. For this purpose the travel annexure (Annexure 2) should be completed and sent to the Logistics Coordinator no later than 30 March 2005. (see accommodation below).
8. TRANSPORTATION
The following transport arrangements will be put in place:
The host government will provide every Minister with a sedan car and close protector/driver for the period of the Minister’s stay from the morning of 21 April 2005 to midday on 23/24 April 2005. Should flight arrangements however necessitate longer stays transportation for this will have to be arranged with the Logistics Co-ordinator beforehand.
There will also be shuttle services available from Johannesburg International Airport to the hotels in the list as well as between the hotels and the venue for use by delegates. In order for this to be managed properly delegates should complete the travel annexure and send it to the Logistics Co-ordinator before 30 March 2005.
Additional transport may be hired by delegations at their own expense. Rental vehicles are available from the Johannesburg International Airport through well-known companies. Delegations requiring additional chauffeur-driven vehicles can arrange this through car hire companies.
9. SECURITY
The South African Government will be responsible for overall security throughout the duration of the Meetings. Special security arrangements will apply at the venue of the meeting.
Special arrangements for screening of hand luggage, attaché cases etc will be in place at the access point to the meeting venues.
10. PROTOCOL ARRANGEMENTS ON ARRIVAL AND DEPARTURE
The normal protocol formalities will be available at Johannesburg International Airport for arriving delegations. The Minister and one delegate’s entry will be facilitated through the VIP lounge. The rest of the delegation will enter through the normal immigration and custom channels. NB: A dedicated desk will be installed for delegates
In order to facilitate arrival and departure courtesies, delegates are requested to complete Appendix 2 on Travel Arrangements and submit this to the Logistics Co-ordinator no later than 30 March 2005. Any changes in travel plans subsequently should be notified as soon as possible, using the same form, by fax or e-mail to the same addressee.
11. IMMIGRATION AND HEALTH REQUIREMENTS
Visas
All visitors to South Africa must hold valid passports. Citizens of countries that require visas for South Africa should obtain these beforehand at the appropriate South African diplomatic or consular missions. Visa applications and passports may be forwarded to the relevant South African Mission by courier service or travel agent. It takes ten working days to process a visa application. Applications should be accompanied with the necessary visa fees in respect of countries whose passport holders are subject to visa fees. VISAS WILL BE ISSUED AT THE JOHANNESBURG INTERNATIONAL AIRPORT FOR THOSE COUNTRIES WITHOUT MISSIONS AT R800.00 PER PASSPORT.
Health Requirements
All visitors to South Africa who travel from or through yellow fever areas, as designated by the World Health Organisation, must carry valid certificates of vaccination against Yellow Fever. There will be a control post upon arrival at Johannesburg International Airport to ensure the validity of these vaccinations. Participants failing to provide proof thereof will be required to submit to a vaccination prior to entry into the country.
12. MEDICAL AND HEALTH SERVICES
A Clinic will be available for immediate intervention in primary health care and emergency medical services at the venue. This clinic will be in operation 24HRS so as to coincide with the daily events of the meeting.
Ambulances and emergency medical response vehicles are also available and operate on a 24-hour basis.
Delegates are encouraged to obtain medical travel insurance from a reputable organisation, as health care at the venue is only accessible on a cash basis or upon producing medical travel insurance. State health facilities, although more affordable than private health care, still has to be paid for.
13. GENERAL INFORMATION
Airport
Johannesburg International Airport is 3 km from Caesars Gauteng Conference Centre
Banking Services and Currency
Banking hours are from 09:00 to 15:30 on weekdays and from 08:30 to 11:00 on Saturdays.
Banking amenities are available in the vicinity of the Conference Centre and most banks have cash dispensing machines accepting Visa, MasterCard and Cirrus. Bureau de Change facilities are available.
Most internationally recognised currencies and travellers cheques can be exchanged at commercial banks, hotels and international airport. Major credit cards are accepted in most hotels, restaurants and shops.
There is no limit on the amount of foreign currency that may be imported into South Africa by individual non-residents, provided that it is declared on arrival to facilitate the exportation thereof on departure.
The unit of currency is the Rand (R) that is divided into 100 cents. Exchange rates are subject to fluctuation. At the time of printing the rate of exchange was approximately US$1 = ± R5.75
Climate and Clothing
During April the average maximum temperature in Johannesburg, is 26C and the average minimum temperature is 14C. Rain occurs this time of the year. Delegates are advised to bring some warm garments for the occasional cooler evenings.
Time
The time in South Africa is GMT +2
Electricity Supply
The power supply in South Africa is 220vAC, 50Hz. Electrical sockets are rounded three pronged.
Postal Services
Services are available at all hotels in Johannesburg.
Drivers' Licences/Permits
Drivers must have valid driving licences, which carry a photograph of the holder, and is either printed or authenticated in English. South Africa recognises international driving permits issued under the 1949 Convention on Road Traffic.
Business and Shopping Hours
Offices and businesses are generally open from 08:00 hours to 17:00 hours, Monday to Friday. Shopping hours vary but most shops are open from 09:00 hours to 17:00 hours Monday to Friday and from 09:00 hours to 13:00 on Saturdays. Some shops are open on Sundays between 09:00 hours to 13:00.
Value-added Tax
Value-added tax (VAT) is charged on most goods and services except when purchased in duty-free shops at the international airport. The current rate is 14%. On presentation of the goods and tax invoices, VAT refunds may be claimed at international airports.
APPENDIX 1
THIRD ORDINARY SESSION OF THE AFRICAN UNION LABOUR AND SOCIAL AFFAIRS COMMISSION
18 TO 23 APRIL 2005
CAESARS GAUTENG
KEMPTON PARK, SOUTH AFRICA
REGISTRATION FORM
Please complete and return by 30 March 2005.under cover of official letter or diplomatic note
Each member of delegation should complete a separate form
COUNTRY/REGIONAL ORGANISATION ……………………………
1.NAME…………………………………………………………………………………………………
(Surname first in BLOCK LETTERS)
2. MALE ……… FEMALE………. (Please tick)
ID / PASSPORT NUMBER……………………………………………………
DESIGNATION………………………………………………………………...
DELEGATE……….SUPPORT STAFF………PROTECTION OFFICER………..(Please tick)
CONTACT NUMBER…………………………………………………………
DATE OF BIRTH…………………………………PLACE OF BIRTH……………………..
COUNTRY OF BIRTH……………………………NATIONALITY………………………..
DATE OF PASSPORT ISSUE……………………….
PLACE OF ISSUE…………………………………….
EXPIRY DATE…………………………………………
WORK ADDRESS………………………………………….……………………………………..
……………………………………………………………………………………………………….
HOME ADDRESS………………………………………….………………………………………
The Logistics Co-ordinator Room 237,
Laboria Hse
Department of Labour cnr Schoeman and Paul Kruger Streets
Private Bag X1117 Pretoria
Pretoria 0001 South Africa
APPENDIX 2
THIRD ORDINARY SESSION OF THE AFRICAN UNION LABOUR AND SOCIAL AFFAIRS COMMISSION
18 TO 23 APRIL 2005
CAESARS GAUTENG
KEMPTON PARK, SOUTH AFRICA
TRAVEL ARRANGEMENTS
Please complete and return by 30 March 2005 for every member of delegation
COUNTRY/REGIONAL ORGANISATION:……......
NAME………………………………………
1. ARRIVAL
(i) First point of arrival in South Africa ......
(ii) Date and time of flight ......
(iii) Flight number ......
(vi) Hotel in Johannesburg……………………………..
2. DEPARTURE
(i) Date and time of flight ......
(ii) Flight number ......
AFRICAN UNION MEETING
ACCOMMODATION OPTIONS & BOOKING PROCEDURE
The following hotels in close proximity to the Caesars Convention Centre where the African Union meeting will be hosted, have been identified:
Ø Road Lodge Isando (City Lodge Group) is situated alongside the R24 airport freeway and about 5 km from Caesars Convention Centre. Rooms are fully carpeted and air-conditioned with colour television & radio channels, en-suite bathroom with shower, toilet and hand basin and a working desk. A Continental breakfast is served daily. It is a 1-star rated hotel. Website www.citylodge.co.za.
Ø Road Lodge Johannesburg International Airport (City Lodge Group) is set in a pretty garden in close proximity to the R24 Airport freeway and about 5 km from Caesars Convention Centre. Rooms are fully carpeted and air-conditioned with colour television & radio channels, en-suite bathroom with shower, toilet and hand basin, and a working desk. A continental breakfast is served daily. It is a 1-star rated hotel.
Ø Town Lodge Johannesburg International Airport (City Lodge Group, is situated 5 km from Caesars Convention Centre. Spacious rooms are fully carpeted & air-conditioned with double or twin beds, colour television & radio channels, en-suite bathroom with maxi shower, toilet and hand basin and tea & coffee making facilities. A full breakfast is served daily. It is a 2-star rated hotel. Website www.citylodge.co.za.
Ø City Lodge Johannesburg International Airport (City Lodge Group), is situated in close proximity to the R24 airport freeway and about 5 km from Caesars Convention Centre. Spacious rooms are fully carpeted & air-conditioned with double or twin beds, colour television with selected DSTV channels, en-suite bathroom with bath and separate shower, electronic safe, working desk and tea & coffee making facilities. A full breakfast is served daily. It is a 3-star rated hotel with all the services related thereto. Website www.citylodge.co.za.
Ø Holiday Inn Garden Court at Johannesburg International Airport is only about 5 km from Caesars Convention Centre. Each air-conditioned room has a private bathroom, colour TV with M-Net, tea & coffee making facilities and telephone with voice mail. It is a 3-star rated hotel and well-known for its friendly service and comfortable accommodation. Website www.southernsun.com.
Ø Holiday Inn Johannesburg International Airport is also only about 1 km from Caesars Convention Centre. Each air-conditioned room has a private bathroom, colour TV with radio & pay movie channel, internet access, tea & coffee making facilities, telephone and modem point. It is a 4-star rated hotel. Website www.southernsun.com.
Ø The 5-star rated Emperor Hotels (intended for the visiting Ministers) is situated at the Caesars Convention Centre and therefore the best located. The beautifully appointed Rooms all have 24-hour room service, air conditioning, interactive pay TV with selected digital satellite and local TV channels as well as radio stations. There is also a writing desk with a business panel comprising standard electronic connections and a modem connection. Website www.caesars.co.za