(SWAZILAND BRANCH)
INFORMATION CIRCULAR NO.1
COMMONWEALTH PARLIAMENTARY ASSOCIATION
MID-YEAR EXECUTIVE COMMITTEE MEETING
8-13TH MAY 2010
WELCOME TO SWAZILAND
1.
The Commonwealth Parliamentary Association Executive Committee
Meeting will be held in Happy Valley Resorts & Casino, Kingdom of
Swaziland from 8th to 13th May 2010 and the Swaziland Branch of the
Commonwealth Parliamentary Association is delighted to extend a cordial
welcome to all Executive Committee Members and their spouses.
2.
Meeting Dates and Venue
Meeting sessions will take place from the 8th to 13th May 2010 at the Happy
Valley Resorts and Casino.
3.
Programme
A draft programme is attached.
4.
Registration
Please register by completing the enclosed forms and faxing/emailing them
to both Swaziland Conference Secretariat and the CPA International
Secretariat.
The Chairman
CPA Swaziland Branch
Houses of Parliament
P.O. Box 37
LOBAMBA H107
Swaziland
The Assistant Director (Events
Organisation)
Commonwealth
Parliamentary
Association
CPA Secretariat
Suite 700
Westminster House
Telephone Number: (+268) 7 Millbank
4162407/8
LONDON, SW1P 3JA
Fax
Number:
(+268) United Kingdom
1
4161603
Telephone Number: (+4420)
7799 1460
Fax Number: (+4420) 7222
6073
Email: conference@cpahq.org
Website: www.cpahq.org
Email addresses:
celumusakhoza@yahoo.com
adminparl@swazi.net
Key Dates
a.
Deadlines for completing the enclosed forms:
Biography or bio notes
Travel and accommodation
b.
28 February 2010
28 March 2010
Official arrival and departure dates
Official arrival date:
Official departure date:
8 May 2010
13 May 2010
5.
Website
The Mid-year Executive Committee Website will be located at:
www.cpahq.org
6.
Flights to Swaziland
There are regular flights to Swaziland via Johannesburg by South African
Airlink
7.
Meeting of the Executive Committee
Meeting of the Executive Committee is closed to all but the Officers of the
Association, Regional Representatives and Members of the CPA
Headquarters Secretariat staff. Member’s spouses/partners, assistants,
secretaries, advisors etc are NOT permitted to attend the proceedings.
8.
Alternates: If the President, the Vice-President or any Regional
Representative is unable to attend a meeting of the Executive Committee
held at a time other than during a plenary Conference his/her Branch shall
be entitled to nominate an Alternate from among its Members. If the
Branch of a Regional Representative is unable to nominate an Alternate for
such a meeting the “stand-by” Branch shall be entitled to nominate one of
its Members as a Alternate.
9.
Reimbursement of Travel Expenses
The CPA Headquarters will contribute towards the cost of the most
economical and cheapest Business Class fare available locally by the most
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economic route to the meeting venue on journeys over four hours. This
may be commuted to two Economy Class fares for the Members and
spouse up to the value of the cheapest Business Class fare by the most
economic route. Three quotations, together with the invoices/receipts,
should be sent to CPA Headquarters specifying the cheapest Business Class
fare paid (if relevant). Any upgrade will be at the expense of the Member
or his Branch.
Responsibility for a Members travel arrangements and making necessary
arrangements for an officer or secretary, is entirely the responsibility of the
Members own department. The host Branch may be prepared and able to
include an officer in some parts of the hospitality arranged, it should not
be assumed that this will be either possible or convenient, or that it would
be without costs. Travel arrangements for Members of the Executive
Committee and their spouses must be made well ahead to attract special
fares.
Although the practice is not encouraged, a Member of the Executive
Committee may find that duties as a Minister, Presiding Officer or Speaker
may sometimes oblige him to attend with a department officer or
private secretary. The costs are entirely their own responsibility not that
of the host Branch or the CPA Headquarters Secretariat.
10.
Arrivals/Customs/Immigration
The official date for arrival in Swaziland is 8th May 2010. All Members will
be met at the Matsapha Airport upon arrival to facilitate their clearance
through Immigration and Customs. They will be met by officials who will
escort them to the hotel. Members are requested to advise the CPA
Swaziland Branch on the attached forms of their travel
arrangements by 28th March 2010.
11.
Entry Requirements/Visas
All overseas visitors are required to apply for an entry visa travel document
to the Immigration Department. Members should contact the nearest
Swaziland High Commission to make the necessary arrangements. Visas
may also be necessary in respect of other transit stops and Members are
advised to check if this is the case.
12.
Luggage
The handling, care and prompt delivery of baggage will be greatly
facilitated if Members ensure that the special baggage labels, which will be
forwarded at a later date, are attached to each piece of baggage prior to
arrival in Matsapha. The Host Branch will not be responsible for any
luggage that is lost, damaged or misplaced.
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13.
Departure
The official day of departure from Swaziland is 13th May 2010.
14.
Settling of Members’ Accounts
Upon check-in at the Happy Valley Resorts and Casino, a credit card imprint
or cash deposit, will be handled against Members’ personal account for
incidents such as bar tabs, overseas telephone call/faxes, laundry and other
general expenses incurred. The hotel accepts all major credit cards.
15.
Accommodation and Meals
Members will be the guests of the CPA Swaziland Branch during the period
of the meeting, i.e. 8th to 13th May 2010. The Host Branch will be
responsible for the costs of hotel accommodation and meals (excluding
alcohol) served at the hotel. However, hotel meals (including room service
meals) taken in lieu of meals provided as part of official functions will be for
the Member’s account. The cost of any item consumed from the mini bar
provided in the hotel room will be the responsibility of the Member
concerned.
The Swaziland Branch will assist in finding suitable accommodation for
persons other than Members and spouses at the expense of those
individuals. The Branch should be informed of this by 28th March 2010.
16.
Spouses/Accompanying persons
Members are welcome to bring their spouses to Swaziland and double
rooms will be made available. Members who will be accompanied by their
spouses should inform the Swaziland Branch by the 28th March 2010.
Spouses/partnes will be included in the Opening Ceremony and all social
functions. In accordance with CPA policy, no provision will be made for
children of any age.
Expenses incurred by accompanying persons will be entirely the
responsibility of the participant concerned.
The cost of hotel
accommodation will be the responsibility of those individuals. Bookings
for rooms for accompanying persons (other than spouses/partners
who will share your room) should be made through the Swaziland
Branch in order to achieve special meeting rates.
N.B.:
All Exco Committee Members are kindly informed that the
Swaziland Branch will not have a separate spouses’ programme.
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17.
Transportation
The Swaziland Branch will be responsible for all transportation to and from
official functions and meetings. Hire cars/taxis are available and can be
arranged upon arrival. Cost of hire is the responsibility of the Member.
18.
Identification
Members, spouses and accompanying persons will be issued with
identification badges on arrival. For security purposes it is requested that
these badges be worn at all times.
19.
Power Supply
The power supply in Swaziland is 240 volts. The round three-pin plug
sockets are used. Transformers and adapters will be necessary.
20.
Currency
The official currency of Swaziland is Lilangeni. Other major foreign
currencies can be exchanged at local banks. One (E1.00) Lilangeni
currently is equivalent to one (R1.00) South African Rand.
21.
Weather
The temperature in May is normally between 8°C (46.4F) and 22°C (71.6F).
Light but warm clothing will be in order during the day. Warm clothing
could be necessary in the evenings.
22.
Dress
For the Opening Ceremony, men are requested to wear a suit and a tie or
national dress and women should dress appropriately. For social functions,
lounge suits or national dress may be worn. Women may wish to wear
cocktail dresses or national costume. Casual wear will be appropriate for
Members’ working sessions and tours.
23.
Opening Ceremony
The Opening Ceremony will be held on 10th May at 9.00 a.m.
24.
Direct Contact – CPA Swaziland Branch Office
Branch Chairman: +268-6060326
Branch Secretary: +268-6064031
Asst. Brach Secretary: +268-6703358
Telephone No.: (+268-416-2407/8/9
Fax No.:
(+268-4161-603
Email address: celumusakhoa@yahoo.com
adminparl@swazi.net
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25.
Hotel
Happy Valley Resorts and Casino
P. O. Box 5
Ezulwini H106
Lobamba
Swaziland
Telephone No.:
(+268) 416-1898
Fax Number:
(+268) 416-1050
Email address:
info@happyvalleyhotel.com
Website:
www.happyvalleycasino.co.sz
All delegates will be accommodated at the Happy Valley Resorts and
Casino. The Swaziland Branch will be ensuring that participants are
allocated rooms which considers appropriate for their needs, taking account
of matters such as whether or not they are traveling with a spouse or a
partner. Members who wish to upgrade to a more expensive room will be
responsible for meeting any additional costs.
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