Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1697705309520.pdf (Botswana)
INFORMATION CIRCULAR Theme: “The Role of African Parliaments in Fostering National and Regional Security” 49th CPA AFRICA REGION CONFERENCE GABORONE, BOTSWANA, AUGUST/OCTOBER 2018 INFORMATION CIRCULAR 1.

Introduction The National Assembly of Botswana is honoured to host the 49th CPA Africa Region Conference in Gaborone, Botswana and therefore wish to extend a very warm welcome to all delegates, clerks, accompanying staff and spouses attending this meeting.
The information contained in this document is meant to guide all delegates and other participants to the 49th CPA Africa Region Conference, which will be held in Gaborone, Botswana from 13th to 22nd August 2018.

2.

Conference Venues The Conference will be held at Gaborone International Conference Centre (GICC) in Gaborone.

The Sub-Committee meetings and other meetings will be held at the same venue.

3.
3.

Official Arrival and Departure Dates 3.1 Arrival Schedules for Delegates, Officials and Other Accompanying Persons will be as follows: • 10th August 2018 – Arrival of the CPA Secretariat; • 13th August 2018 – Arrival of Members of Sub-Committees; • 15th August 2018 – Arrival of Members of Executive Committee; • 16th August 2018 – Arrival of All Delegates, Delegation Secretaries, Observers, Society – of - Clerks - At - the - Table, Accompanying Staff and Spouses.
3.2 Departure Official Departure date for all delegates will be 22nd August 2018.

4.

Opening Ceremony The 49th CPA Africa Region Conference will be officially opened on the 16th August 2018 at Gaborone International Conference Centre (GICC) in Gaborone, Botswana.

The President of the Republic of Botswana, H.E M. E. K. Masisi is expected to officially open the event.

The Commonwealth Women Parliamentarians (CWP) Business meeting will the afternoon of Saturday 18th August, 2018 at the Grand Palm Hotel.
be held in 5.

Transport The Parliament of Botswana will be responsible for ground transport arrangements for the delegates, during airport transfers and official engagements only.

Any transport requirement outside the Conference Programme will be regarded as private and delegates will be expected to meet the costs thereof.

1 49Th CPA Africa Region Conference 2018 6.


Customs and Immigration Each delegate must be in possession of a valid passport and those that require a visa should make the necessary arrangements prior to arrival in Botswana through Botswana High Commissions.

For those delegates that do not have Botswana High Commission, arrangements will be made to obtain visa on arrival PROVIDED timely information is provided.

It is advised that CPA Botswana Branch should be informed by 1st, June, 2018.

7.
7.

Reception All Delegates and other participants will be met on arrival at Sir Seretse Khama International Airport (SSKIA) by Protocol Officers from the Conference Secretariat and transferred to their respective hotels.

Accordingly, branches are advised to submit the travel details for their delegates to the Conference Secretariat of the Parliament of Botswana by 15th, June, 2018 with copies to the CPA Africa Region Secretariat.

8.
8.

Registration and Accreditation Delegates will be free to register electronically and on arrival at the Conference Information Desks which will be located at respective hotels.

All delegates and support staff of the Secretariat will be given identity badges upon registration.

These are expected to be worn throughout the conference period for purposes of ease of identification and access into Conference venues and official events.

9.
9.

Security The Parliament of Botswana and the Government of Botswana, through its security agencies, will provide security to the delegates based on international practice throughout the Conference duration.

10.

Accommodation and Meals All delegates and other participants will be guests of the National Assembly of Botswana, which will be responsible for their accommodation and meals expenses from the respective arrival date up to the official departure date.
Delegates/Participants staying official beyond the official departure date 22nd August 2018 will have to carter for themselves in terms of accommodation and meals expenses.

Special diets will be catered to delegates upon advance notification.

Those with special dietary requirements should so indicate in the registration form provided.

11.
11.

Fees for Observers, Spouses, Accompanying persons and Society of Clerks-At-The-Table Observers and Accompanying Persons will be required to pay a fee of 2, 500 USD, Spouses and Members of the Society of Clerks-At -The-Table will be required to pay a fee of 2, 000 USD to cover for the costs of their accommodation, meals, internal transport, tours, and social functions.

A separate programme will be arranged for spouses during their stay in Botswana.
It is advised that payment be made in advance (online) through the following bank details: ACCOUNT NAME: Commonwealth Parliamentary Association (CPA) – Botswana Branch ACCOUNT NUMBER: 2795068 BRANCH: Mall BRANCH CODE: 290167 BANK NAME: Barclays Bank of Botswana SWIFT CODE: BARCBWGX 2 49Th CPA Africa Region Conference 2018 For purposes of security and other considerations, we strongly discourage cash payments.
Please ensure that you – § indicate the name of the Branch, Delegate/Participant and category of the individual(s) on whose behalf the payment is being made; § arrange for transfer fees at your end so as not to deduct same from the total amount credited to our account; and § Clearly indicate the purpose of remittance (participation fees) in order to avoid any delays in transfer.

Email the host Branch Conference Coordinator repeating this information.

12.
12.

Hotel Accommodation Delegates will be accommodated at the following hotels in Gaborone: Ø Grand Palm 5 star Hotel Ø Avani 4 Star Hotel Ø Lansmore-Masa Square 5 Star Hotel 13.

Official Engagements Information related to events and activities of the 49th CPA Africa Region Conference is contained in the Conference Programme.

Additional programmes highlighting specific official functions will be made available to the delegates during the Conference.
It is expected that delegates will be able to attend all official functions.

14.

Photographic Services A group photograph will be taken shortly after the Official Opening Ceremony and made available to each delegation.

Delegates may also purchase photographs taken at various functions from Official Photographer’s Desk, which will be at the Conference venue.

15.

Conference Documents Conference documents will be packed in the conference bags or circulated during the Conference.

16.
16.

Medical Services Clinical Services will be available at the venue of the Conference throughout the period to cater for minor ailments and first aid.

However, illness requiring serious attention may be referred to the nearest hospital.

The Parliament of Botswana will not be responsible for private medical treatment.

Delegates are cordially requested to take appropriate medical insurance covers to cater for such eventualities.

17.
17.

Telecommunications and Internet Services The international code for Botswana is (+267).

Complimentary internet services will be available at the venue of the Conference as well as at respective hotels.

18.

Weather The month of August is characterized by predominately clear sky condition with average temperatures morning temperatures ranging between 22 ºC and afternoon Temperatures of up to 24 ºC for Gaborone and the surrounding areas.

3 49Th CPA Africa Region Conference 2018 19.


Currency Exchange The currency of Botswana is the Botswana Pula.

The Pula is divided into 100 thebe.

Notes are P200, P100, P50, P20 and P10.

Coins are P5, P2, P1, 50t, 25t, 10t and 5t.

Foreign currency notes of all major currencies are accepted by banks and bureau de changes and hotels.

The United States Dollar, British Pound Sterling, the Euro and South African Rand are easily convertable.
As of May 2018, the currency exchange was in the following approximate rates: US Dollar Pound Sterling Euro = = = Pula 9.90 Pula 13.50 Pula 11.

90 Rand = Pula 0.80 20.

Banking Services Banking hours are as follows: • Mondays to Fridays – 0830 hours to 1530 hours; and • Saturday – from 0830 hours to 1110 hours.

Banks are closed on Sunday.

There are a number of foreign exchange bureaus and automatic teller machines (ATMs) in and around Gaborone.
Major credit cards, such as Visa and MasterCard, are accepted throughout the country.

Credit and Debit Cards may be used at the Commercial Banks and at most of the Hotels, supermarkets and shops.

Automatic Teller Machines (ATM’s) which uses MasterCard, VISA, Maestro and VISA electron cards are available all around Gaborone.

21.

Electricity The electrical voltage used in Botswana is 220-240V.
Travellers are advised to equip themselves with a multi socket adaptor that fits both round and square plugs in most residential facilities.

22.

Departure Date Delegates are expected to officially depart on the 22nd August, 2018.

Please make sure that you get your return travel details confirmed in good time through the Protocol Officer allocated to each delegation.

23.
23.

Yellow Fever Vaccinations Botswana requires a valid international certificate of vaccination from travellers including: • Those in transit in at risk or infected countries or areas • Travellers from at risk countries • Arriving from infected countries • Arriving from countries with infected areas As per Yellow fever vaccines approved by the World Health Organisation (WHO), please ensure vaccination 10 days before travel.
Exemptions: • Pregnant women, nursing mothers with debilitating illness such as HIV/AIDS, cancer, transplant, on chemotherapy and radiation therapy • Children less than 6 months should not be vaccinated 4 49Th CPA Africa Region Conference 2018 The following countries are declared Yellow Fever infected areas: Angola Argentina Benin Bolivia Brazil Burkina Faso Burundi Cameroon Central African Republic Chad Colombia Congo (Republic of) Congo (Democratic Republic of) Mali Argentina Côte d’Ivoire Ecuador Equatorial Guinea Ethiopia French Guiana Gabon Gambia Ghana Guinea-Bissau Guinea Guyana Kenya Liberia Equatorial Guinea Mauritania Niger Nigeria Panama Paraguay Peru Rwanda Senegal Sudan Suriname Togo Trinidad and Tobago Uganda Venezuela Nigeria 24.
Contacts 1.

Clerk of the National Assembly Parliament of Botswana P.O.

Box 240 Gaborone Telephone: Fax: +267 3913103 Email: bdithapo@gov.bw +267 3616808 2.

Mr. Lesedi Keekae Conference Coordinator Parliament of Botswana P.O.

Box 240 Gaborone Telephone: Fax: +267 3913103 Mobile: +267 71614849 Email: lkeekae@gov.bw +267 3616808 5 49Th CPA Africa Region Conference 2018