1. Organisation and coordination

The meeting is jointly organised by the African Union Commission (AUC), the United Nations Economic Commission for Africa (UNECA), the African Development Bank (AfDB), the United Nations Population Fund (UNFPA), the Government of the Republic of Botswana as host, Statistics South Africa as the ASSD Secretariat and other statistical partners. The main contact persons are:

1.1. ASSD Secretariat

Ms Nwabisa Maya

Statistics South Africa
Pretoria, South Africa
Tel: +2712 310 2126, mobile +2784 631 0168

Email: nwabisam@statssa.gov.za

1.2. Host National ASSD Coordinator

Ms Julia Poloko

Ministry of Labour and Home Affairs

Gaborone, Botswana

Tel: +267 3611414

Email: jpoloko@gov.bw

2. Theme of the symposium

The theme of the symposium is “Promoting use of civil registration and vital statistics in support of Good Governance in Africa.”

3. Venue and date of the symposium

The workshop will be held in Gaborone (Botswana) on 17^th to 21^st February 2014 at Gaborone International Convention Centre, situated within the Grand Palm Hotel. For more information on the venue, go to: http://www.grandpalm.co.za/peermont/content/en/grand/grand-home

4. Hotel accommodation

Accommodation has been arranged for delegates and a list of hotels to choose from is provided below. Delegates are advised to make use of the said hotels as the related transport logistics plan is linked to only those hotels. Please note that any delegate who chooses own accommodation other than what is listed above will have to make their own transport arrangements to and from the symposium venue. Delegates may also contact the hotels directly to make their own bookings prior to departure from their countries. Please be advised that the prices below have been negotiated already on behalf of ASSD delegates.

Delegates are requested to indicate to host and Secretariat contacts at least two weeks before the symposium of their choice of accommodation.

The hotel charges include 12% VAT or Tax. Participants need to book for accommodation directly with their chosen hotel by using the “Hotel Reservation Form”. Participants are requested to settle their bills directly with the hotels for the room and any other service charges. Participants are also invited to peruse the hotel websites for appreciation of their Terms and Conditions as well as Cancellation Policies.

The hotel times are as follows:

Check-in: 15:00

Check-out: 10:00

5. Airport arrivals and transport arrangements

Delegates are advised to look out for the ASSD sign at the airport upon arrival. A host desk will be available to receive delegates, link them to the arranged mode of transport as well as provide useful information.

Transport will be made available at the airport to ferry delegates to hotels. It is also necessary for all delegates and/or contact persons at partners’ offices to forward travel itineraries to the ASSD Secretariat and host coordinator not later than 31st January 2014 to allow for proper logistical arrangements and smooth transfers. There will also be transport arranged on a daily basis between selected hotels and the venue.

6. Registration and accreditation

Registration will take place on 17 February 2014 (7:30 – 09:00) at the venue. Prior to that, delegates are advised to register as and when they arrive before checking in at hotel/s. A full list of confirmed participants will be made available to the registration desk and participants will have to carry their passports to be allowed entry into the meeting rooms. Upon registration, delegates will receive name tags and conference bags as well as any pertinent information about the meeting.

Delegates are kindly requested to carry their invitation letters and personal identification for on-site accreditation. For identification and security reasons, name tags should be worn by all participants at all times during the conference and at official social functions.

Should you lose your name tag, proceed immediately to the registration desk and request to be re-issued with a new one. It is essential that delegates bring along some form of identification (identity document, passport or driver’s license). Delegates will not be allowed to access the venue without the official accreditation.

7. Language

The workshop will be conducted in English/French with interpretation services.

8. The 9th ASSD Scientific Programme

A copy of the draft work programme for the 9th ASSD will be made available on the 9^th ASSD website, communicated to delegates via email as soon as it is finalised and also provided as hard copies at the venue. All delegates who will be presenting papers at the ASSD will be required to submit copies of their papers to the ASSD Secretariat prior to the symposium (ASSD secretariat will notify presenters of the cut-off date)

9. Visa application

It may be necessary for the nominees to arrange appropriate entry visas into Botswana before their departure for the meeting. Delegates are encouraged to ascertain well in advance whether or not they will need a visa to enter Botswana, as well as applicable exemptions.

9.1.        Visa application process to enter Botswana:-

For delegates requiring visas for entry please forward your application form to The Director, Immigration and Citizenship, kmokopi@gov.bw and copy to jpoloko@gov.bw

Delegates are urged to note the following host requirements for visa:

1. Fully completed Immigration Supplementary Form 1
2. Certified copies of passport pages (of applicant) showing validity and photograph of the bearer
3. Two recent full-colour passport size photographs
4. Covering letter from the host
5. A certified copy of host national identity residence permit/work permit/exemption certificate/naturalisation certificate
6.  A non-refundable fee of P500.00 per application
7. If previously applied for visa please attach the copy of visa outcome.

8. If coming by road specify on the covering letter and remember to include your contact telephone number.
9.  Travel schedule/flight itinerary/bookings

In addition to the above, delegates are requested to ensure the following:

• All copies should be certified and delegates are requested to include contact cell/telephone numbers.
• Upon collection of the outcome, delegates are requested to bring original residence permit, permanent residence, or exemption certificate with the original receipt of payment.
• Your passport should have at least 6 months validity and it is advisable to obtain visa prior to your travel to Botswana.
• All participants are responsible to enquire on visas and/transit visas and make the necessary arrangements to obtain them.
• All requirements should be met before an application can be accepted by an Immigration Officer for processing.

9.2. Additional transit visas for delegates who will be using flights that connect to South Africa

Delegates who will be flying via South Africa are advised to source transit visas from their countries prior to departure to allow a smooth transit from South Africa to Botswana.
9.3. Other visa information:

• Visitors from the European Union, and some Commonwealth Countries, and the USA do not require visas to enter into Botswana. Delegates are required to find out this information in advance.
• Visitors from other countries should check with all Botswana embassies or Consulates which also process applications for visas for Botswana.
• In countries where Botswana is not represented, visas may still be obtained from the closest Embassy or Consulate to the country.
•  If neither of these possibilities exists, please contact the host’s coordinator, contact details have already been listed above.

For more information on the visa application process, please contact the Botswana Ministry website on http://www.gov.bw/en/Ministries–Authorities/Ministries/Ministry-of-Labour–Home-Affairs-MLHA/

10. Health, safety and security

Delegates are advised to check with their embassies or their nearest travel clinic for more information on health precautions and take the necessary precautions prior to their departure. Emergency medical services will be available on site throughout the conference period. For emergencies inside or outside meeting hours, delegates should also contact the Coordinators of ASSD.

Security services will be provided from airport in transit to the symposium site, accommodation venues, and for VIP participants. Delegates are encouraged to be vigilant, aware of their surroundings and report security concerns and incidents to the host desk for the attention of the security team.

11. Medium of exchange

The Pula is Botswana’s medium of exchange and is denominated into 100 thebe. Notes in use are P200, P50, P20, and P10, and thebe amounts to be used are 50t, 25t, 10t, and 5t. The currency used in Botswana is Pula and the exchange rate is approximately US$1 to 8 Botswana Pula. Facilities for exchange of foreign currencies are available at the banks and authorised moneychangers around the Sir Seretse Khama International Airport. The working hours for all major banks are from 08.30am–15.30pm (Monday to Friday). On Saturdays banks operate from 8.30am to 11.00am. Barclays Bank at Sir Seretse Khama International Airport is open Mon–Sat from 6am–8pm and on Sunday 7am–8pm.

12. Exhibition

Enquiries about the exhibition can be directed to the ASSD Secretariat or host country’s National ASSD Coordinator.

13. Internet café

An Internet Café will be available for use by delegates. A technician will be on standby to assist delegates with any relevant and required queries. The venue will be providing Wi-Fi facilities to ASSD delegates for free.

14. Daily symposium newsletter

In keeping with the tradition of the ASSD, a daily newsletter will be produced during selected days to given details of the highlights of the conference, news and other information.

15. Other Information: Botswana in brief

The Republic of Botswana is a multi-party democratic country. It became independent on 30 September 1966. It has an Executive President as Head of State. The National Assembly elects the President for a term of five years. The current President is His Excellency Lt. Gen. Seretse Khama Ian Khama.

15.1.     Geographical information

Botswana has a land surface area of 581 730 square kilometres. It is entirely landlocked, bordered by its neighbours: South Africa, Namibia, Zambia and Zimbabwe. Botswana is where the “white-hot Kalahari Desert meets the wild Okavango River delta in an explosion of green that shelters and feeds some of the continent’s most prolific wildlife. And hidden in the searing sand is one of the world’s richest sources of diamonds”.

15.2.      The country’s population

The Botswana population stands at 2.024 million, growing at a rate of 2.4% per annum in accordance with the 2011 Population and Housing Census.

15.3.     Climate

Summer: December to March. High temperatures average 30–35 degrees Celsius’ with lows around 18 degrees Celsius’ and the rain falls particularly between December and March.

Winter: June to August. Daytime temperatures are around 23 degrees Celsius’ with night-time lows averaging 5 degrees Celsius’.

15.4.      Time zone

GMT +2 hours

15.5.      Departure Tax

International P100.00 and local P50.00

15.6. International telephone dialing

The International code for dialing into the country is +267 (followed by the number you require).

We hope that the information provided above will assist you in preparing for the meeting.

For more information on the 9^th ASSD

Please feel free to browse the ASSD website on the following link: https://www.statssa.gov.za/?page_id=2041.