ALL SPEAKERS

I thank you for accepting the opportunity to deliver a paper 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 in respect of the distribution of your discussion paper as well as the conference, accommodation, our country's currency and the climate in Johannesburg this time of year, herewith some details:

Discussion Paper - distribution

In order to allow the ICD to distribute a copy of your discussion paper on the day that you will present your paper, it will be appreciated if you could prepare and finalize your paper on a 3.5" high-density computer diskette preferably using the MS Word software. It will further be appreciated if you could provide the loaded diskette before 08:00 on the morning of your presentation, to the relevant facilitator for the day in order that the latter can file it on computer for viewing on the overhead screen during your presentation and, for eventual photo-copying of hard copies for distribution.

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 traveling, 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. The Minister for Safety and Security, Mr Charles Nqakula 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 Celsius during the day. At night the temperature cools down to between 18 and 22 degrees Celsius 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 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 your accommodation in respect of bed and breakfast at the Indaba Hotel will be covered by the ICD too. The management of the Hotel has already been informed of your stay and has made a provisional booking for you for the period 26 January 2004, arriving at 14:00, to the morning (after breakfast) of 29 January 2004. Should you decide to stay for a shorter period it will be appreciated if you could advise Mr Tommy Tshabalala at telephone number 27 12 392 0428 of such changes in order to prevent fruitless expenditure.

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

To finalize your air travel arrangements it will be appreciated if you could provide details of your passport as well as a copy of same per fax, for the attention of Mr T Tshabalala, to number 27 12 320 0474. Please provide the approximate date, time and airport from where you will be departing to South Africa as well as the date and time of departure after the conference, in order to ensure correct bookings. The ICD has made contact with the South African Airways (SAA) - our national airline - to provide a special corporate rate for speakers at the conference.

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 arrange transportation to the hotel as well as assist you to finalize your flight arrangements back to your country, after the conference. The shuttle service will also be available to take you back to the airport after the closure of the conference on 29 January 2004.

In the event that you may not be travelling by air but will make use of your personal motor vehicle to travel to and from the conference, it will be appreciated if you could advise Mr Tshabalala in order to make the necessary parking arrangements.
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