Global Consultation of Chairs and Secretariats of Principal Regional Consultative Processes on Migration (RCPs)

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1 International Organization for Migration REPUBLIC OF BOTSWANA Global Consultation of Chairs and Secretariats of Principal Regional Consultative Processes on Migration (RCPs) Enhancing Cooperation on Migration through Dialogue and Capacity Building October 2011 BACKGROUND AND ADMINISTRATIVE ARRANGEMENTS A. Background Regional Consultative Processes (RCPs) are important mechanisms for fostering inter State cooperation and partnership on migration issues by bringing states together for informal, non binding dialogue at the regional level. RCPs carry out a number of functions, including information exchange and the sharing of good practices by participating governments as well other stakeholders on effective migration management. 1 The third Global RCP meeting is being hosted by the Government of Botswana and is being organized in collaboration with the International Organization for Migration (IOM) under the broad theme of Enhancing Cooperation on Migration through Dialogue and Capacity Building. In keeping with the outcomes of the second global meeting of RCPs held in Bangkok, Thailand on 4 5 June , which drew upon the 1 For further information on RCPs please refer to consultative processes/about rcps 2 For further information on the 2009 Global Meeting of Chairs and Secretariats of RCPs, please refer to research/regional consultative processes/2009 global rcpmeeting.

2 expertise of RCP Chairs, Secretariat and partners as well as RCP related recommendations made at the Global Forum on Migration and Development (GFMD) in 2007 and , the 2011 meeting will underscore the importance of increased exchanges and seeks to foster cross fertilization of good practices and effective approaches to migration management within and amongst RCPS. The meeting will highlight the value of promoting regional dialogue capacity development and international cooperation on migration through RCPs. 3 For further information on the Global Forum on Migration and Development, please refer to 2

3 PRACTICAL INFORMATION B. Venue and Date The meeting will be held at the Phakalane Golf Estate Hotel on October 2011 from 09:00 to hours. All plenary meetings will take place in the Tshodilo 1 Conference Room, with three breakaway rooms provided for group exercises. A Secretariat Room will be maintained during the meeting which will also serve as a reference point to assist participants with any questions relating to the meeting. C. Format of the Meeting and Working Languages The meeting format and structure seek to foster interactive dialogue amongst participants and are designed to allow exchanges between participants from various RCPs. Due to financial limitations, meeting proceedings will only be conducted in English, interpretation services will not be provided. All communications regarding the meeting will also be in English. If delegates wish to distribute additional information documents at the meeting, the organisers will include them in the materials for participants. Please provide them in electronic form (Microsoft Word A4 paper size or Microsoft Power Point) via to the following address: D. Arrival and Departure The Government of the Republic of Botswana will provide transport for all participants: upon arrival from the airport to the hotel and on departure from the hotel to the airport, on condition that they advise the organizers of their travel itineraries well in advance (by 14 October 2011). Alternatively, participants may hire a taxi from the airport at their own expense (approximately BWP 50 or less depending on where they will be staying). E. Hotel Accommodation Phakalane Golf Estate Hotel is situated northeast of Gaborone and is 15 kilometres by road from Sir Seretse Khama airport. 3

4 Physical address: Phakalane Golf Estate Hotel Resort Phakalane Golf Drive Plot Phakalane Postal address: P.O. Box 132 Tel: / Fax: Website: Room Rates: The cost of accommodation is BWP 850 (approximately USD 130) per night for bed and breakfast only (Executive Room), rate inclusive of 12% VAT. English style breakfast buffet included. This rate is applicable for two days prior to and after the meeting, after which the rate is not guaranteed. The organizers will make reservations for all the sponsored participants. Self paying participants are kindly requested to contact the hotel directly in order to make and / or secure accommodation at Phakalane Hotel (contact details provided above). Check in and Check out Policy: Check in time is from 14:00 hours Early check in is subject to room availability There will be provision for a special check out time for participants. Room Benefits: Welcome drink on arrival Free in room broadband high speed internet connection and Wi Fi in all areas of the hotel Two complimentary bottles of mineral water Other incidental expenses such as additional use of mini bar, telephone, laundry and other charges will be charged to the individual guest account. For Participants arranging their own Accommodation: Please note that accommodation at Phakalane Hotel will be on a first come firstserved basis, therefore it is strongly recommended to make a reservation immediately if you plan to stay at the Phakalane Hotel. The following are two other hotels in Gaborone with their contact details: 4

5 1. Gaborone Sun Hotel & Casino Address: Chuma Drive Private Bag 0016 Postal Private Bag 0016 Address: Tel: Fax: Website: A standard room is BWP 1,573 (approximately USD 232) per night; a double room is BWP 1,695 (approximately USD 250) per night. Shuttle service is available from the airport to the hotel and from hotel to the airport. The distance from the Gaborone Sun Hotel to the conference venue at the Phakalane Hotel is approximately 13 kilometres. 2. Grand Palm Hotel Address: Postal Address: Bonnington Farm Molepolole Road Private Bag BR105 Tel: Fax: Website: A Standard room is BWP 1,587 (approximately USD 234) per night; a double room is BWP 1,695 (approximately USD 250) per night. Shuttle service is available from the airport to the hotel and from hotel to the airport. The distance from the Grand Palm Hotel to the conference venue at the Phakalane Hotel is approximately 12 kilometres. Please note that those participants choosing accommodation other than at Phakalane Hotel will have to provide their own transportation to the conference venue. 5

6 Meals and Dietary Requirements Lunch and refreshments for coffee/tea breaks in the morning and afternoon will be provided for the participants for the duration of the meeting. The Government of Botswana will host a dinner reception on 25 October Kindly advise in advance (before 1 October 2011) if there are any special dietary requirements. F. Registration Each delegate is requested to complete and submit the registration form by 10 September 2001 (extended from 15 August) and it to the following address: Registration will take place in front of the conference room between 07:30 08:45 on 25 October Upon registration, participants will receive meeting related documents. Internet connectivity in the conference room is upon request and charged as follows: 1 hour BWP 40 approximately USD 6 1 day BWP 120 approximately USD 18 2 days BWP 180 approximately USD 27 1 week BWP 380 approximately USD 57 G. Visa Requirements The Government of the Republic of Botswana will waive any visa requirements for all confirmed participants. Therefore, all participants are requested to send a copy of their passport and other relevant details to Gorata Hetanang at to facilitate the visa waiver process. This information will, however, need to be submitted well in advance as those participants who ordinarily require a visa to enter South Africa will not be able to apply for their transit visas (for transit through Johannesburg) without having first acquired the Botswana visa. Delegates anticipating transit through South Africa should consult the Department of Home Affairs web site at: for information on visa requirements which will be found under Immigration Services / Non Exempt Countries. A visa application form with instructions may be downloaded at: 84.pdf. 6

7 OTHER USEFUL INFORMATION Yellow Fever Please note that travellers to Botswana from yellow fever endemic areas are requested to produce yellow fever vaccination certificates. The vaccine is valid if it has been administered 10 days prior to arrival in Botswana. Additionally, it is advisable that all those transiting through South Africa and who have travelled from or transited through the yellow fever belt of Africa or South America carry a yellow fever vaccination. For further details, please see: For further information on yellow fever please visit the World Health Organisation website: Climate Botswana s climate is semi arid and is classified as hot and dry. Temperatures in October can be expected to reach a maximum of 40 degrees Celsius, with a low of 25 degrees Celsius. Time Zone Botswana local time is GMT +2 and is fixed across the country. Currency Botswana Pula is the standard currency unit. 1 Pula = 100 thebe. In general, only the Botswana Pula (BWP) currency is accepted as common currency. Major credit and debit cards are widely accepted. Apart from banks and hotels, currencies can be exchanged at licensed money changers located in all the major shopping centres. Bank notes: 10, 20, 50, 100, 200 Pula Coins: 5 thebe, 10 thebe, 25 thebe, 50 thebe, 1 Pula, 2 Pula and 5 Pula. Please note that, generally, large denomination bank notes (P200) are not accepted unless buying expensive items and it is therefore advisable to carry small notes. Exchange rate As at 25 August 2011, 1 USD is equivalent to BWP 6.8 7

8 Communications Participants can make international calls on the IDD telephones in the hotel room or on public telephones which can be found in most shopping centres. The country dialling code is 267. To make an international call out of Botswana, please dial 00 followed by the country code, area code and phone number respectively. Voltage The electric current used is 230V 50Hz. Electricity sockets in Botswana generally accept two types of plugs: Three round pins arranged in a triangle Two parallel flat pins with ground pin Appliances with a different plug shape will need an adapter. Tours Tour guide information is available at hotel reception. Contact Person for Emergency: In case of emergency, please contact: 1. Ms. Gorata Hetanang: Tel: OR 2. RCP Global Consultation Team at: 8

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