Re: The 4 th Global Science Conference on Climate Smart Agriculture (Global SC-CSA), scheduled for the 28-30 November 2017, in Johannesburg, South Africa Dear Conference Delegates On behalf of the NEPAD Planning and Coordinating Agency (NEPAD Agency), South African Government and all members of the Organising Committee for the 4 th Global SC-CSA, we are delighted to be welcoming you to the 4 th Global SC-CSA scheduled for the 28 th to 30 th November 2017 at the Birchwood Hotel and O.R. Conference Centre in Johannesburg, South Africa. The 4 th Global SC-CSA is specially organised under the theme Catalysing local innovations and actions to accelerate scaling up of CSA and arranged to stimulate and facilitate interactions and learning across- sectorial, disciplinary and national/continental boundaries with the aim to examine and support local problem-solving innovations on CSA advances. As with any Conference, there are a number of details you will need to know in order to make the conference as productive and enjoyable as possible see the details below. EVENT VENUE: The appointed venue for the conference is the BIRCHWOOD HOTEL & CONFERENCE CENTRE located at: 14 View Point Rd, Bardene, Boksburg, 1456. Surrounded by 52 hectares of gardens, this relaxed conference hotel is 7 km from both the Korsman Bird Sanctuary and the East Rand Mall, and 9 km (10 minutes drive) from O.R. Tambo International Airport. Modern rooms come with safes, flat-screen TVs, free Wi-Fi and mini-fridges, plus tea and coffee making facilities. Most upgraded rooms add microwaves and air conditioners. Hotel parking and airport shuttles to & from the hotel are complimentary. There's also a casual cafe, a contemporary bar and an upscale steakhouse. Other amenities include a posh day spa, an outdoor pool and a gym, as well as sports courts, conference rooms and event space. For additional information on the venue, please visit their website on www.birchwoodhotel.co.za
MAP AND DIRECTIONS: Full directions to The Birchwood Hotel & Conference Centre can be obtained on www.birchwoodhotel.co.za/directions/ For the delegates who will be self-driving, please find the below map indicating the venue location. FLIGHTS, VISAS & TRANSFERS: Should you require travel assistance (flight bookings, visa assistance etc.) kindly email the organizer on 4thGlobalScienceConference2017@nepad.org and you will be assisted with all necessary arrangements. If you prefer to make your own travel arrangements or have already booked your flight but would like to make use of the complementary shuttle service from the airport to the venue and back, please email your travel details (flight numbers, dates & landing times) to 4thGlobalScienceConference2017@nepad.org in order for us to book your complimentary shuttle service. Ensure you have the following: - All your luggage is clearly labelled with your name, surname & contact number as your items will be room dropped on your arrive at the hotel - That your name as per your ID or Drivers Licence was submitted correctly as per your online registration - You have your Passport or (ID document for local travel) with you when you travel Complimentary Airport Shuttle Service: Complimentary shuttles will be available for the routing from the airport to The Birchwood Hotel and back ONLY. The airport shuttle departs hourly from Birchwood at 30 minutes past every hour and OR Tambo International bus terminal at 10 minutes past every hour. Look out for the Birchwood & Global Climate Smart Agriculture Conference signage on all vehicles.
Directions to the shuttle collection points: FROM DOMESTIC ARRIVALS: Exit the doors from Domestic Arrivals. From the greeting area, head right towards International Arrivals. Passing International Arrivals (on your right), look for the signs to car hire and the bus terminal. Bearing left, towards the street, exit the terminal building. Cross the road, following the signs to the bus terminal. FROM INTERNATIONAL ARRIVALS: Exit the doors from International Arrivals. From the greeting area, look for the signs to car hire and the bus terminal. Continue straight, towards the street, exit the terminal building. Cross the road, following the signs to the bus terminal. Any additional trips or outings can be arranged with the concierge desk at the hotel reception and will be at your own cost. Complimentary shuttles will be available for the routing from the airport to The Birchwood Hotel and back ONLY. Upon your arrival at the airport, should you require any assistance transport, please contact our transport manager: Kim Gibbons (+27 79 693 9530) ACCOMMODATION: A group reservation has been secured at Birchwood Hotel on the same property as the conference venue for all conference delegates and a discounted rate has been negotiated for this conference. The Birchwood Hotel complex offers a total of 665 rooms over 2 different hotels in order to access the discounted rate secured for this event kindly click on the below link to re-direct you to the booking site: https://goo.gl/rh8w3j The conference promo code is NEPAD & has been pre-inserted to ensure that you receive the following discounted rates: Single Room in the 3 Star Birchwood Hotel R 1105.00 per person per night Single Room in the 4 Star SilverBirch Hotel R 1305.00 per person per night Please note the following: - Credit cards are required for payment in order to secure your booking. Should you require assistance on using alternative payment methods, please contact The Birchwood Hotel Reservations Team on 011 897 0000 or contact them by email on reservations@birchwoodhotel.co.za - No Shows will be charged for in full as per your hotel invoice - All bookings are subject to availability at the time & date of the booking - Upon securing your booking & processing payment, you should receive an instant confirmation. Should you not receive your confirmation, please contact The Birchwood Hotel Reservations Team on 011 897 0000 or contact them by email on reservations@birchwoodhotel.co.za For your convenience and ease of access during the conference we highly recommend that you make your booking & payment at The Birchwood Hotel as soon as possible to secure your room. Accommodation will be on a first come first serve basis.
Check In: On your day of arrival, you will be able to check in from 14:00 SA time at the hotel reception. Check Out: On your day of departure - all delegates need to have checked out before 10:00. Ensure your luggage is brought to reception and it will be secured until your transfer departs for the airport. Should you require any assistance with your accommodation booking, and are not able to resolve the matter with Megan at Birchwood (see contact details above), please escalate the matter to the event organisers on +27 118039775 (ask for Aysha) or email us on 4thGlobalScienceConference2017@nepad.org Should you wish to stay at an alternative hotel in the area, kindly contact the organizers who will assist you. CATERING & DINNERS ONSITE: Birchwood Hotel and Conference Centre offers a variety of dining options onsite including: - The Grill at Twenty One - Tanzza Café & Wine Bar - Hotspot Bar & Lounge - Hi Flyerz Aviation Bar - SilverBirch Hotel Restaurant - Birchwood Main Restaurant Meals: - Breakfast will be included in your accommodation rate. Consult with the hotel reception on check in to confirm your allocated breakfast venue. - Lunch and all tea breaks are included during the conference days only at the GCSA conference venue - An opening cocktail event will be hosted and catered for at the Serengeti venue on Monday 27 November 2017. We look forward to your attendance. All other meals (lunch & dinner on non-conference days will be for your own account). GENERAL TRAVEL INFORMATION FOR FOREIGN TRAVELLERS: Seasons & Weather: The seasons in the Southern Hemisphere are directly opposite to those in the Northern Hemisphere. Summer is generally mid-october to mid-february, Autumn is February to April, Winter is May to July and Spring falls between August and October. Summers are generally hot and lightweight clothing is advisable although evenings can be cool. Sunscreen, hats and sunglasses are a must for any outdoor activities over and above your conference attendance. The Current weather forecast for the 28 th 30 th of November is below. Please ensure that you pack a rain jacket & umbrella in the event of afternoon thundershowers.
Getting to South Africa O.R Tambo Johannesburg International Airport is the major international airport in South Africa receiving flights from all five continents. Flights from the UK and Europe are usually overnight with a flight from London to Johannesburg taking approximately 12-hours. Direct flights between the USA and Johannesburg are approximately 15-hours. South Africa has an excellent network of domestic carriers offering flights to all major city centres throughout South Africa. Travelling Around South Africa As a rule, public transport is not reliable and transfers to and from the airport have been offered free of charge by the organizers. Ensure that we have your flight information in order to schedule your transfer times. Should you wish to extend your stay and explore, South Africa is a vast country and areas of interest are widespread. It is often best to consider combining both flying and driving to make the most of your time. It is advisable to hire a car or make use of the Uber application to get around cities and attractions. If you would rather not drive long distances, consider one of the local bus companies such as Intercape or Greyhound - tickets can be booked at Computicket. The Baz Bus is an affordable hop-on-hop-off option for backpackers. Alternatively, join an organised tour to suit your interests and your schedule. Time Differences: South Africa is two hours ahead of Greenwich Mean Time throughout the year. It is therefore an hour ahead of Central European Winter Time, seven hours ahead of Eastern Standard Winter Time and seven hours behind Australian Central Time. Passports & Visas Travelling to South Africa is fairly easy and hassle-free. All foreign nationals must be in possession of a valid passport and in some instances a visa is required. Travellers from Europe, most Commonwealth countries, the USA, Scandinavia and Japan do not need to apply for a visa for vacation purposes. A free entry permit for a period of up to 90-days will be issued on arrival. For visitors wishing to stay longer, an official visa needs to be applied for. Tax Value-Added-Tax (VAT) is charged on most items. Foreign tourists to South Africa can have their 14% VAT refunded provided that the value of the items purchased exceeds R250.00. VAT is refunded at the point of departure and receipts from purchases must be kept and produced. Currency & Banks The South African currency unit is the Rand, denoted by the symbol R. One hundred cents makes up one R1 (one Rand). Currently the Rand is weaker than many European currencies as well as the dollar, making travelling to South Africa affordable by international standards. Visitors will more than likely find eating out and shopping particularly affordable and of an excellent quality. Foreign currency can be exchanged
at local banks and Bureaux de Change. Credit cards are widely accepted including American Express, Diners Club, MasterCard and Visa. Banks are open Monday to Friday from 9:00-15:30 and on Saturdays from 8:30-11:00. Post Offices Post Offices are generally open Monday to Friday from 8:30-16:30 and on Saturdays from 8:00-12:00. Shopping Most major shopping centres and malls are open 7 days a week from 09:00 to 17:00. In some cases, Sunday shopping hours are from 09:00-14:00 and in some smaller towns shops are closed on a Sunday. Tipping / Gratuity As a rule South African restaurants do not include a service charge in the total bill/ cheque. It is customary to leave a 10% tip/ gratuity for good service, or more for excellent service. Driving A valid driver's permit is required to rent a car in South Africa and all drivers must carry a valid driver's licence at all times of driving. The wearing of seatbelts is compulsory and driving while talking on a mobile phone is illegal (a hands free kit must be used). Drinking and driving is strictly prohibited and strict fines apply. The permissible limit for alcohol consumption is about one glass of wine for the average woman and perhaps 1.5 or two for the average or large man. Speed limits are 120kmph on the open road, 100kmph on smaller roads and between 60 and 80kmph in towns and residential areas. Road signs will indicate the speed limit. Speeding is strictly enforced with cameras and fines are high. Road Safety South Africa has an excellent infrastructure of good quality roads, however the country is large and travelling distances can be long. If you are planning a self-drive holiday, make sure that you allow yourself ample time to reach destinations and make provisions for stop-overs en-route. One of the biggest causes of road accidents on long-distances is fatigue and loss of concentration. In general, try to avoid driving in unfamiliar areas after dark. Do not stop in remote areas after dark and always park in well-lit, designated parking areas. Health & Medical Care South Africa has excellent health services and doctors with some of the best training in the world. There are adequate hospitals and medical care facilities throughout the country. However, visitors should ensure that they have sufficient funds or medical insurance to cover the fees of private facilities. As a rule, the tap water in South Africa is safe to drink as all water has been treated. Hygiene and food preparation are of excellent standards and fresh fruit and vegetables are safe to eat. Johannesburg is not a Malaria area. It is advised to secure travel insurance before departing your country of residence. Vaccinations No vaccinations are required when visiting South Africa and immunisation against cholera and small pox are not required. However, if you are entering South Africa from a yellow fever zone, you must be in possession of a valid international yellow fever inoculation certificate. Personal Safety As in any foreign country, visitors are advised to be aware and alert when travelling to avoid falling prey to petty theft and crime. Most areas and attractions of South Africa can be safely visited. However, use common sense, be discreet with expensive camera equipment and jewellery and be aware of your surroundings. Avoid walking in deserted areas after dark and when driving, always park in a well-lit and designated parking area. If you have any doubts, speak to your hosts and ask for their advice on potential areas to avoid. Disabled Facilities This is an area in which South Africa needs to improve on. Generally speaking many accommodation providers have wheelchair ramps and bathroom facilities for the disabled. Most public buildings cater for
wheelchair access and most sports stadiums have areas accessible to wheelchairs. National Parks usually have at least one wheelchair accessible chalet or room. Please advise the organizers should you require disability services so that we can make prior arrangements on your behalf. Electricity South Africa's electricity supply: 220/230 volts AC 50 Hz Most plugs have three round pins but some plugs with two smaller pins are also found on appliances. Adaptors can be purchased but may be in short supply at the hotel. US-made appliances may need a transformer. Language South Africa has 11 official languages one of them being English. The majority of the population is able to speak and understand English even if it is not their first language. South Africans use a lot of local 'slang' - some of those you are more than likely to come into contact with are listed below: Howzit - A traditional South African greeting meaning "How are you?" or "How are things?" Boet - "Boet" is the Afrikaans word for "brother" and is often used as a term of affection between male friends. Café - the local corner shop selling milk, bread, newspaper and cigarettes etc. Just now - If a South African tells you they will do something "just now", they mean they'll do it in the near future - not immediately. Now now - This is not intended to comfort but means shortly, as in: "I will be there now now." Lekker - An Afrikaans word meaning nice. It is often used in association with food, as in: "That meal was lekker." Rooibos - A popular South African tea made in the Cape. Rooibos is an Afrikaans word meaning "red bush". When people speak of rooibos they are referring to rooibos tea. Braai - the South African equivalent of a barbeque where meat is cooked over an open fire. A popular weekend and social pastime. Boerewors/Wors - a type of spicy sausage made from beef or lamb. Generally it is quite thick and is cooked on a braai/bbq or served dried. Smoking Law prohibits smoking in most indoor public spaces, including airports and railway stations. Look out for signage to indicate designated smoking areas. Most restaurants have designated smoking and nonsmoking areas. Travel safely and we hope you make wonderful memories during your stay in Johannesburg, South Africa! ON-SITE CONTACT: HiSide Events will be on-site to assist with all your requirements before and during the conference. Feel free to contact the project lead for the conference below. Aysha Genlloud Event & Logistical queries +27 74 437 8480 4thGlobalScienceConference2017@nepad.org