PORTS PRODUCTIVITY & ITS CHALLENGES. To Regular members of Pacific Maritime Transport Alliance, PMTA.

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1 P.O Box 144, Queen Salote Wharf, Nuku alofa, KINGDOM OF TONGA. Tel: , Fax: , Mobile: rd PACIFIC MARITIME TRANSPORT ALLIANCE PORTS PRODUCTIVITY & ITS CHALLENGES File: PMTA 1/1/2018 Date: 19 th February, 2018 To: To Regular members of Pacific Maritime Transport Alliance, PMTA. In American Samoa, Australia, Cook Islands, Federated States of Micronesia, Fiji, French Polynesia, Guam, Kiribati, Marshall Islands, Nauru, New Caledonia, Niue, Northern Marianas, Palau, Papua New Guinea, Samoa, Solomon Islands, Tonga, Tuvalu, Vanuatu, Associate members: Australia, New Zealand, PNG, Fiji, Vanuatu, Canada, Western Samoa and Individual members. cc: Invited Observers Subject: 43 rd CONFERENCE of PACIFIC MARITIME TRANSPORT ALLIANCE (PMTA) PORTS PRODUCTIVITY & ITS CHALLENGES 31 st 1 st August, Port Vila, VANUATU 43 rd PMTA CONFERENCE Each year, a host country is selected from PMTA member countries to host the annual conference. The 42 nd Conference of PMTA was hosted by the Ports of Auckland Limited (POAL), Auckland, New Zealand, from 3 rd to the 4 th of August, This year the conference shall be hosted by Ports and Marine Department (PMD), Port Vila, Vanuatu from 31 st July to the 1 st August, PMD has selected the Convention Center as the host venue for this conference. PURPOSE OF THE CONFERENCE To promote regional cooperation, friendship and understanding between member ports and port users through mutual alliances and the exchange of knowledge as well as the dissemination of information useful to port owners, operators and users of port services. The promotion of measures to increase efficiency and safety and to facilitate the harmonious development of ports in the Pacific region. P.O Box 144, Queen Salote Wharf, Nuku alofa, KINGDOM OF TONGA. Tel: , Fax: , Mobile: pmta.secretariat@portsauthoritytonga.com

2 INVITATION The 43 rd Conference is expected to attract more than 100 participants from 19 Regular members as well as 23 Associate members and 5 Individual members from various transport sectors in the Pacific. The Pacific Maritime Transport Alliance (PMTA) in conjunction with the Secretariat, (Ports Authority, Tonga) and Ports and Marine Department, Port Vila is therefore delighted and pleased to cordially extend an invitation for you and your delegates to attend the 43 rd PMTA Ports Committee Conference. There will be exciting and challenging discussion topics scheduled covering various maritime port and transport issues as well as the many challenges we are faced with in the global maritime port and transport industry. PARTICIPATION PMTA members and port authority delegates attending the conference are required to cover own costs. But rest assured that the costs that you will incur to attend the conference will be a worthwhile investment based on the discussion topics at the conference to be released in due course plus building your own intelligent maritime networking. In order that the necessary administrative arrangements are completed in good time, it would be appreciated if PMTA regular and associate members could indicate their attendance by before 1 st of May, 2018 and number of delegates attending. Observers may apply to attend and upon approval by the PMTA Executive Committee and subject to payment of the registration fee. We will forward the Registration Form for completion and you are asked to return the complete form at the latest by 15 th June 2018 to fax number or pmta.secretariat@portsauthoritytonga.com copied to mlavemaau@portsauthoritytonga.com, hworek@vanuatu.gov.vu, and mlavemai@portsauthoritytonga.com. DATE AND VENUE The PMTA 43 rd Conference will be held at the Convention Center, Port Vila. The Conference proper will commence on Tuesday 31 st July, 2018 and close on Wednesday 1 st of August, It is the wish of the Secretariat that the General Meeting for all Members be held at noon on Monday 30 th July, 2018 after the Executive Council Meeting in the morning on the same day. In this way there will be more time for Invited Speakers during the conference proper. AGENDA A formal provisional agenda is to be forwarded in due course no later than 15 th July 2018 and any amended versions will be distributed prior to the meeting.

3 REGISTRATION The Secretariat in conjunction with Ports and Marine Department, Port Vila will have a help desk available at the Venue for registration and provide assistance to the delegates. The registration fee is Vt 15,000 per person for members and Vt 20,000 for non-members. Refer attached registration form for more details. LANGUAGE The conference will be conducted in English only. VISA REQUIREMENTS There is no visa requirement to enter Vanuatu. If unsure please check with the relevant authority. INSURANCE PMD and PMTA do not insure participants while attending conference or during travel to and from meetings and will not be responsible for expenses arising from sickness, injury or other disability or loss of life. We are sure your travel abroad is already covered in your Ports business insurance policies or by travel insurance. TELECOMMUNICATIONS Telephone, fax and internet facilities are available at hotels. Charges for all telephone calls, faxes and internet use are the responsibility of the delegates incurring them. WORKING PROCEDURES Chair and Vice Chair for Conference: The Chair for the conference will be the PMTA President as per the PMTA Constitution. The Vice-Chair will assist to facilitate discussions and other aspects of the conference as required in the absence of the Chair. Meeting Proceedings: Detailed proceedings are to be advised at a later date MEETING DOCUMENTS AND PRESENTATIONS All conference papers and presentations will be made available upon receipt by the Secretariat on the PMTA website and delegates can download them from a website which will be later informed. Each delegate from member ports, associate members and organizations will be provided with a folder containing all conference documents during registration. LOGISTICS Refreshment: Morning tea, lunch and afternoon tea will be provided at the venue during conference days only. Accommodation:

4 A summary of accommodation, their facilities, prices and contacts has been prepared and is attached for your perusal. Participants are advised to book accommodations direct with hotels. Local Transport: Rental car are available for rental and also notable Taxi services in Port Vila. Airport transfers: Most accommodation provide complimentary airport transfers but if this cannot be arranged, please advise Mr. Henry Worek of PMD to ensure that someone will be available to meet you on arrival. DRESS CODE, SECURITY AND CONDUCT Dress Code: The Secretariat and PMTA encourages delegates to the conference to wear modest and appropriate attire. Suit and ties are entirely optional. Security and access to conference rooms: The conference is open to registered delegates and observers. Name tags will be issued to all participants who have registered. Name tags should be worn at all times to allow ease of entry to conference facilities, including the official functions. Harassment: The PMTA members in conjunction with PMD, attending the conference are subject to a number of organisational policies, including one concerning harassment. Complaints of harassment by hotel staff or visitors will be dealt with by the Secretariat in line with procedures set out in its policies and according to the severity of the complaint. Harassment, as defined in the Harassment Policy is any form of behaviour that is unwelcome, unsolicited and unreciprocated, or that makes the workplace unpleasant, humiliating or intimidating for the person who is the target of that behaviour. Secretariat recognizes that harassment is an issue of power and control. Harassment as used in this policy includes, but is not limited to, offensive behaviour on the basis of gender and sex, marital/relationship status, ethnicity, religion, age or disability. Sexual harassment requires particular attention because of its sensitive and highly personal nature, and its potential to constitute a criminal offence. Non-smoking policy: PMD encourages healthy lifestyles. The conference venue including offices, conference rooms as well as open spaces are strictly non-smoking. However, participants needing to smoke may do so in dedicated permanent smoking zones to be advised later. Please note that flower gardens and pot plants do not substitute as ashtrays and delegates are requested to dispose of their cigarette butts and rubbish in appropriate bins. USEFUL INFORMATION Medical: PMD can help make an appointment for delegates requiring medical assistance at the delegate s own cost.

5 Currency: Vatu is the currency with the major bank being ANZ, WPEC AND NZ banks. VISA and MasterCard s credit-cards can also be used. Power Supply: Vanuatu is using the standard Voltage of V. Climate: The climate in Vanuatu is tropical, moderated by southeast trade winds from May to October. The average temperature is 28 degrees C up to 32 degrees C and it can be hot, wet and humid. Restaurants: If you want to eat out, please feel free to enquire at your accommodation. Tourism information: Please visit Vanuatu Tourism site - tourism and learn more information about Vanuatu and feel free to enquire about accommodation, rentals and activities that is available in Port Vila. Contact persons during the week: 1. For further information about the meeting and arrangements, please contact the following personnel Contact Person Position Telephone Henry Worek Director of Ports and hworek@vanuatu.gov.vu Marine Mele H. Lavemaau Secretary, PMTA Ports Authority, Tonga Nuku alofa Tonga pmta.secretariat@portsauthoritytonga.com mlavemaau@portsauthoritytonga.com PROPOSED ACCOMMODATIONS 1. Melanesian Hotel (3 star & 10 minutes walking distance to Convention Center) 2. Coconut Palms (3 star & 10 minutes distance to Convention Center) 3. Moorings Hotel (3 star & bus fare Vt150 to Convention Center) 4. Grand Hotel and Casino (4 star & 10 minutes walking distance to Convention Center) Members and participants are expected to do their own bookings.