CAYMAN ISLANDS BRANCH
INFORMATION CIRCULAR NO. 1
COMMONWEALTH PARLIAMENTARY ASSOCIATION
MID-YEAR EXECUTIVE COMMITTEE MEETING
17TH TO 22nd MARCH 2013
WELCOME TO GRAND CAYMAN, CAYMAN ISLANDS
1.
The Commonwealth Parliamentary Association Executive Committee Meeting
will be held in the Grand Cayman Marriott Beach Resort, Grand Cayman from 17th
to 22nd March 2013 and the Cayman Islands 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 18th to 21st March 2013 (21st being the day
for tour).
3.
Programme
A draft programme will be forwarded in the near future.
4.
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.
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 an Alternate.
5.
Website
The Mid-year Executive Committee website is located at: www.cpahq.org
Additional copies of the attached forms can be downloaded from the website.
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6.
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 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 and the actual Economy 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 departmental officer or private secretary. The costs are entirely their own
responsibility not that of the host Branch or the CPA Headquarters Secretariat.
7.
Arrivals/Customs/Immigration
The official date for arrival on Grand Cayman is Sunday 17th March 2013. All
Members will be met at the Owen Roberts International 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 Cayman Islands Branch on the attached forms of their travel
arrangements by 9th February 2013
The CPA Cayman Islands Branch should be informed of all early arrivals. Please
bear in mind that this is quite in order with the Branch, but payment for the
additional night(s) is the individual Member’s responsibility. The same rule will
apply for those Members wishing to stay beyond the scheduled departure date.
8.
Entry Requirements/Visas
All overseas visitors are required to apply for an entry visa travel document to the
Cayman Islands. Passport holders will be issued with Cayman Islands Visas on
arrival. Visas may also be necessary in respect of other transit stops and Members
are advised to check if this is the case. See list.
9.
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 on Grand Cayman. The
Host Branch will not be responsible for any luggage that is lost, damaged or
misplaced.
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10.
Departure
The official day of departure from Grand Cayman is Friday 22nd March 2013.
11.
Settling of Members’ Accounts
Upon check-in at the Grand Cayman Marriott Beach Resort, a credit card imprint
or cash in the amount of US 100.00 per day will be held against Members’
personal account for incidentals such as bar tabs, overseas telephone call/faxes,
laundry and other general expenses incurred. The hotel accepts all major credit
cards.
12.
Accommodation and Meals
Members will be the guests of the CPA Cayman Islands Branch during the period
of the meeting, i.e. 17th to 21st March 2013. 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 Cayman Islands 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 9nd February 2013.
13.
Spouses/Accompanying persons
Members are welcome to bring their spouses to Grand Cayman and double rooms
will be made available. Members who will be accompanied by their spouses
should inform the Cayman Islands Branch by 9th February 2013. A spouses’
programme is being planned for the week.
Any accompanying persons, other than a spouse, will be required to pay a fee of
US$550.00 to cover the costs of meals, tours and social functions which are
supplied for spouses. Payment may be made in cash or by bank draft or travellers
cheques in US Dollars made payable to the Cayman Islands Branch - CPA
The cost of hotel accommodation will be the responsibility of those individuals.
The net rates, exclusive of the 10% government tax and 10% hotel service charge,
charged by the Grand Cayman Marriott Beach Resort rates are listed below.
Standard Room (single/double)
Junior Suite (single/double)
-
US $295.00 per night
US $505.00 per night
14.
Transportation
The Cayman Islands 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.
15.
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.
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16.
Power supply
The power supply in Cayman Islands is 120 volts. The 2 flat and one round socket
are used. Transformers and adapters will be necessary.
17.
Currency
The official currency of Grand Cayman is the Cayman Islands Dollar. Other
major foreign currencies can be exchanged at local banks. One CID is currently
equivalent to approximately British £0.77 or US $1.25.
18.
Weather
The temperature in April is normally between 26°C (80°F) and 29°C (85°F). Light
clothing will be in order during the day and evenings.
19.
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 maybe worn. Women may wish to wear cocktail dresses or national
costume.
Causal wear will be appropriate for Members’ working sessions and tours.
20.
Opening Ceremony
The Opening Ceremony will be held on Monday 18th March 2013 (time and
location to be advised)
21.
Direct Contact – CPA Cayman Islands Branch Office
Mrs Zena Merren-Chin
Clerk of the Legislative Assembly
Legislative Assembly
PO Box 980
George Town, Grand Cayman
KY1-1103
Tel:
+1 345 949 4236 (office)
Direct:
+1 345 244 5608
Fax:
+1 345 949
Cell :
+1 345 525 3920
E-mail: cicpa@gov.ky or zena.merren-chin@gov.ky
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22.
Hotel
Grand Cayman Marriott Beach Resort
Seven Mile Beach
Grand Cayman
Cayman Islands
Telephone No:
+1 (345) 949 0088
Fax No:
+1 (345) 949 0288
www.caymanmarriott.com
http://www.preference-plus.com/grandcayman/GCMGC/index.asp
Facebook page at : http://www.facebook.com/pages/Grand-CaymanMarriott-Beach-Resort/24264669911
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