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1. INTRODUCTION

The information contained in this document is for the benefit of the Bureau of the PAP and its support staff, Parliamentarians of the PAP and their support staff, members of the Secretariat of the PAP, Diplomatic Representatives of African Members States stationed in South Africa and the Commission of the African Union. 

2. SESSION DATES

The Opening ceremony of the PAP will occur on Thursday 16 September 2004. The Second Session of the PAP will commence on Friday 17 September 2004.

3.      VENUE

The Second Session of the PAP will occur in the Gallagher Auditorium. All Committee Meetings will occur either in Boardroom 4 or the Committee Rooms in Hall One depending on the availability of interpretation facilities. The final venues of the meetings will be communicated in the Handbook to be provided on Accreditation.

4.    RESPONSIBILITY FOR ARRANGEMENTS

The Department of Foreign Affairs (DFA) of the host government is responsible for providing the temporary chamber, offices, telephones, IT network, Audio visual facilities, fax, internet and all related services that will make the PAP function during its Second Session.  The Secretariat of the PAP will service the sessions and committee meetings. The Government of South Africa, as host, will also be responsible for logistic support such as accreditation, security, and transport related to the work of Parliamentarians.

The contact details of the Logistics Co-ordinator are as follows:

(i)            Adriaan Woudstra

5.            REGISTRATION

Parliamentarians of Member States of the AU who have ratified the PAP Protocol, members of the Bureau and their support staff and seconded officials of the PAP Secretariat to service the Second Session are required to provide the South African Government, by no later than Monday, 30 August 2004, with the following information:

(1)               Duly completed registration forms (Appendix 1) in respect of each of the categories mentioned above.  The registration forms can be faxed or e-mailed to the Logistics Co-ordinator as soon as possible, but not later than 30 August 2004, and must be submitted under cover of a formal letter from the National Parliament or a Diplomatic Note from that states’ diplomatic representative in either Addis Ababa or Pretoria. Each person must complete a separate registration form and the covering letter or Diplomatic Note should also list the names. Attachment of a passport-sized photograph with the name of the person written on the reverse will ensure that the accreditation of that person will be simplified.

All Observers and Guests invited to the opening PAP Session on 16 September 2004 should also complete the registration forms (Appendix 1) and fax or e-mail the forms to the Logistics Co-ordinator as soon as possible.

(2)       Duly completed travel information form (Appendix 2) in respect of each of the categories mentioned above. The travel forms can similarly be faxed or e-mailed to the Logistics Co-ordinator in order that the required transport and protocol arrangements can be made.

6.            ACCREDITATION

(1)               All Parliamentarians, support staff, seconded members of the Secretariat, Observers and Guests (including Ministers) will have to obtain photo accreditation cards on arrival, which will be issued at the Accreditation Centre situated in Hall 1, across the street from the Offices of the Bureau and the Chamber /Auditorium. All Delegates are urged to send their duly completed registration forms (Appendix 1) to the Logistic Co-ordinator under cover of a Diplomatic Note or formal letter from the National Parliament, to ensure that all the members of the Delegation are duly accredited. No person will be accredited without a Diplomatic Note or letterhead from his/her national parliament. The early submission of Diplomatic Notes and registration forms will facilitate the accreditation procedure.  The security measures provided by the host government cannot operate effectively without this procedure being adhered to.

(2)               Media will be accredited in the same manner, upon proof of their press status and for access to the Press Box.   A Note Verbale from the Mission of the relevant country, will assist this process, but is not essential.

(3)               The Accreditation Centre will be open from 14^th September 2004, operating from 08:00 to 18:00 daily.

7.            ACCOMMODATION

Parliamentarians and their support staff, the Bureau and its support staff and the members of the Secretariat will be responsible for their own accommodation arrangements. The South African Government will however provide at its expense transportation for all categories mentioned above from Johannesburg International Airport (JIA) to any one of the hotels indicated in Appendix 3 and Gallagher Estate.

There are 600 hotel rooms available in the immediate vicinity of Gallagher Estate. A number of these have been block booked on behalf of Parliamentarians and support staff plus members of the Bureau and the Secretariat. All the relevant details are contained in Appendix 3. These rooms should be taken up by 30 August 2004. If not, the hotels will release these rooms for sale to other interested parties.

The rates have been negotiated with the hotels and can be compared to the existing government rate.  The hotels should be contacted directly to make reservations. It would, however, be appreciated if the Logistics Co-ordinator could be informed of where Parliamentarians will be accommodated in order that transportation between the JIA and Gallagher can be arranged. For this purpose the travel annexure (Appendix 2) should be completed and sent to the Logistics Co-ordinator no later than 30 August 2004.

8.            TRANSPORTATION

There will be regular shuttle services available from Johannesburg International Airport to the Midrand Hotels as well as between the hotels and Gallagher Estate. In order for this to be managed properly, all categories of participants and support staff should complete the travel annexure (Appendix 2) and send it to the Logistics Co-ordinator by 30 August 2004.

Additional transport may be hired by Delegations at their own expense. Rental vehicles are available from the JIA and in Midrand through well-known car rental 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 Session and Committee Meetings.  Special security arrangements will apply at the Chamber of the PAP.

10.            PROTOCOL ARRANGEMENTS ON ARRIVAL AND DEPARTURE

(1)               The normal protocol formalities will be in place at Johannesburg International Airport for arriving Parliamentarians.  Every Parliamentarians entry will be facilitated through the State Protocol Lounge (to be confirmed).  The rest will enter through the normal immigration and custom channels. 

(2)               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 August 2004. The Logistics Co-ordinator should be notified as soon as possible of any subsequent changes in travel plans, and using the same form, by fax or e-mail to the same addressee.

11.            IMMIGRATION AND HEALTH REQUIREMENTS

Visas

(1)               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 approximately 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.

Health Requirements

(2)               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 of vaccination will be required to submit to a vaccination prior to entry into the country.

12.             MEDICAL AND HEALTH SERVICES

(1)               A clinic is available for immediate intervention in primary health care and emergency medical services at Gallagher Estate. The service is however not free and all Parliamentarians, support staff and members of the secretariat are advised to obtain medical insurance before departure to South Africa. The hotels in Midrand also have doctors on call.

(2)               Ambulances and emergency medical response vehicles are also available and operate on a 24-hour basis. 

(3)               Delegates are encouraged to obtain medical travel insurance from a reputable organisation, as health care at private clinics in Midrand is only accessible on a cash basis or upon producing medical travel insurance.  State health facilities, although more affordable than private health care, still have to be paid for. 

 

13.            GENERAL INFORMATION

Airport

The JIA is an average of 35 km from Gallagher Estate.           

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 at Gallagher Estate 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 airports. 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 = R6.10 (1 August 2004).

Climate and Clothing

During September the average maximum temperature in Midrand, is 24C and the average minimum temperature is 14C.  Some rain occurs this time of the year. Warm garments for the occasional cooler evening is advisable.

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 Midrand and at Gallagher Estate. 

Driver’s 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 international airports.  The current rate is 14%.  On presentation of the goods and tax invoices, VAT may be reclaimed.

Appendix  1

SECOND SESSION OF THE PAN AFRICAN PARLIAMENT

MIDRAND, SOUTH AFRICA, 2004

        REGISTRATION FORM

Please complete and return by 30 AUGUST 2004 under cover of official letter or diplomatic note

Each person should complete a separate form

COUNTRY ……………………………

NAME……………………………………………………………………………………………………

                                    (Surname first in BLOCK LETTERS)

MALE   ………             FEMALE……….             (Please tick)

ID / PASSPORT NUMBER……………………………………………………

TITLE…………………………………………………………………

Bureau… Parliamentarian …..  Support staff …..  Secretariat …..  (Please tick)

TELEPHONE NUMBER…………………………………………………………

FAX NUMBER…………………………………………………………………..

E-MAIL ADDRESS………………………………………………………………………………

DATE OF BIRTH…………………………………  PLACE OF BIRTH………………………..

COUNTRY OF BIRTH……………………………  NATIONALITY……………………………

DATE OF PASSPORT ISSUE………………………..           PLACE OF  ISSUE  ……………………

WORK ADDRESS …………………………………….……………………………………………

PLEASE SEND TO:

The Logistics Co-ordinator                                      Room  PPN 115,

Department of Foreign Affairs                                  cnr Duncan/Church Streets

Pretoria  0001                                                             South Africa

South Africa                                                               Fax no +27 12 351 1206

                                                                                    e-mail: woudstraa@foreign.gov.za