ALL DELEGATES

I thank you for confirming your attendance at the above mentioned continental conference that has the objective to advocate and lobby for external policing oversight and accountability, as well as the establishment of a chapter for policing oversight in Africa. In order to provide you with more information on the conference, accommodation, our country's currency and the climate in Johannesburg this time of year, herewith some details:

Conference

Expenditure in terms of the conference has been covered by the ICD from donor funding received. Registration to the conference will commence on 26 January 2004 at 10:00 and will close at 18:00 the same day. During registration you will receive a bag with the programme of the conference, the necessary stationery and identification in the form of a nametag that will provide access to all conference venues and activities. Copies of discussion papers will on a daily basis be provided to you and all such information will eventually, after the conference, be placed on the ICD's website. In order to prevent unnecessary travelling, all activities in respect of the conference have been arranged at the Indaba Hotel but in different venues.

The conference will commence daily at 09:00 with two breaks of thirty minutes each and formal discussions will close at 17:00 every day except the last day - 29 January 2004 - when the conference will formally close at 14:00, after lunch. A light lunch will be served daily between 13:00 and 13:45 whereafter the conference will restart at 14:00. During the breaks coffee, tea and snacks will also be served.

Gala Dinner

You are cordially invited to attend the formal gala dinner and official opening of the conference by the Deputy President, Mr Jacob Zuma on 26 January 2004 at 18:30. Mr Charles Nqakula, the Minister for Safety and Security and other honoured guests will share this prestigious event with the Executive Director of the ICD.

Meals

In order to allow for maximum discussion, formal and informal, as well as for the necessary networking to take place, you as an honoured guest are also invited to attend the dinners to be served on 27 and 28 January 2004 in the hotel. The theme for the cultural dinner to be served on 27 January 2004 will take the form of a typical African game braai and specific game dishes will be served additional to the standard buffet. An informal cultural dinner served on 28 January 2004 will include typical South African music and a menu of lighter food dishes served under the roof of an African shebeen.

Dress code

It is now high summer in South Africa and the weather this time of year in Johannesburg can be described as hot to very hot with the temperature varying between 27 to 32 degrees Celcius during the day. At night the temperature cools down to between 18 and 22 degrees Celcius due to the short thunderstorms that usually develop during late afternoons and/or early evenings.

The opening ceremony on 26 January 2004 will take the form of a gala dinner and will require formal dress (black tie). The dress code for the attendance of the conference during the day will be semi-formal.

The theme for the evening of 27 January 2004 is traditional, so you are encouraged to wear your country's traditional dress. The theme for the evening of 28 January 2004 is an "African Shebeen".

Accommodation

Expenditure in terms of the items mentioned above has been covered by the ICD and you are expected to only provide for your accommodation in terms of bed and breakfast at the Indaba Hotel. The management of the Hotel has already been informed of your invitation to the conference and has made a provisional booking on your behalf in respect of bed and breakfast for the period 26 January 2004 to the morning (after breakfast) of 29 January 2004. Should you decide to accept the preliminary booking arrangements you are invited to make contact with Miss Ricardo Mines at telephone number 027 11 465 1400 who will provide details to you for making payment at the rate of R 495,00 per person per day.

Bear in mind that expenditure in terms of additional beverages, telephone, laundry and dry cleaning and/or any other services that you require from the hotel will be for your personal account.

Travelling

The ICD has made contact with South African Airways (SAA) - our national airline - to provide special corporate and group packages to delegates attending our conference. In the event that you wish to travel on this airline you may make contact with Mr Elias Valoyi at telephone number 27 12 392 0465 for further details on these corporate packages.

The ICD has arranged with the Johannesburg International Airport to set up an ICD Information Desk at the International and Domestic Terminals for the period 26 and 27 January 2004. Staff members of the ICD will be placed at these desks and you are urged to proceed to the desk as soon as you have been allowed entry to our country and arrived at the airport building. Our staff will then arrange transportation to the hotel and if necessary, assist you to finalize your flight arrangements back to your country, after the conference. The shuttle service at our expense will also be available to take you back to the airport after the closure of the conference on 29 January 2004.

Admission to South Africa

All South African Missions abroad have been authorized to issue visas to delegates attending the conference, on application, provided that you submit your invitation to the conference or this letter, as proof of your invitation. To gain admission to South Africa, it is necessary to be in possession of a valid passport and visa, if you are a citizen from a country subject to visa control. You may however be exempted from carrying a visa or may be subjected to the payment of visa fees and, in this regard I urge you to make contact with your nearest South African Diplomatic or Consular Representative to obtain all information and a visa, if necessary.

Immunisation for Yellow Fever

Immunisation for yellow fever is an entry requirement if your journey starts or entails passing through the Yellow Fever Belt of Africa or South America. Please refer to the enclosed list, as compiled by the World Health Organisation, listing the countries that fall within the belt.

Countries falling within the Yellow Fever Belt

Africa:

South America:

South African currency

The Rand (R) is a decimal currency used in South Africa and one Rand is equal to 100 cents. The Rand fluctuates daily on the international market and on 6 January 2004 it reflected the following status:

1 (British) Pound : R11.42
1 (USA) Dollar : R 6.32
1 Euro : R 8.00

Enquiries

In the event that you are uncertain about any of the issues mentioned above or require any other information, please feel free to contact Mr Jannie Havenga and/or Mr Tayron Tshitaudzi at telephone number 027 12 392 0463 or 027 12 392 0426. You may also make use of a fax transmission to 027 12 320 0474 or the e-mail to obtain information at icdpta@icd.pwv.gov.za

I am looking forward to meeting you at our conference in Johannesburg and hope that you will enjoy your stay in South Africa.

Kind regards.

_________________
ADV KD McKENZIE
EXECUTIVE DIRECTOR