COMMON MARKET FOR EASTERN AND SOUTHERN AFRICA COMESA POLICY ORGANS AND SUMMIT LUSAKA, ZAMBIA 9 TH -19 TH JULY 2018 PROTOCOL AND INFORMATION GUIDE THEME: COMESA: Towards Digital Economic Integration
Member States of the Common Market for Eastern and Southern Africa (COMESA) 1. Republic of Burundi 2. Federal Islamic Republic of Comoros 3. Democratic Republic of Congo 4. Republic of Djibouti 5. Arab Republic of Egypt 6. State of Eritrea 7. Kingdom of Eswatini 8. Federal Democratic Republic of Ethiopia 9. Republic of Kenya 10. State of Libya 11. Republic of Madagascar 12. Republic of Malawi 13. Republic of Mauritius 14. Republic of Uganda 15. Republic of Seychelles 16. Republic of Sudan 17. Republic of Rwanda 18. Republic of Zambia 19. Republic of Zimbabwe 2
CONTENT ADMINISTRATIVE ARRANGEMENTS 4 1. Introduction 4 2. Dates of the Meetings 4 3. Venue of the Meetings 4 4. Transport 4 5. Documentation 5 6. Receptions 5 7. Accommodation 5 8. Liaison Officers 6 9. Communication Facilities 6 10. Security 6 11. Arrival Ceremony and Procedure 6 12. Airport Access for diplomats and community members 6 13. Visa and Health Formalities 6 14. Members of the Press 7 15. Registration of Delegates 7 16. Badges 7 17. Car passes 7 18. Photographers/camerapersons 8 19. Provisional program 8 20. Hotel reservation 8 21. Departure 8 22. Other information 8 23. Zambia at a Glance 10 Annex I. Annex II 3
ADMINISTRATIVE ARRANGEMENTS 1. INTRODUCTION The information contained in this document is for use by participants attending the COMESA Policy Organs and Summit, which will be held in Lusaka, Zambia from the 9 th 19 th July 2018. 2. DATES OF THE MEETINGS The Policy Organs meetings of COMESA are scheduled as follows: Title of Meeting Dates 1 Thirty Eighth Meeting of the Intergovernmental 9 th to 11 th July 2018 Committee: 2 ESA/EPA Senior Officials 12 th July 2018. Meeting: 3 Peace and Security 12 th to 13 th July 2018 Committee: 4 Thirteenth COMESA Business Council Forum: 12 th to 13 th July 2018 5 Thirty Eighth Meeting of Council of Ministers: 14 th to 15 th July 2018 6 ESA/EPA Council Meeting: 15 th July 2018 7 Meeting of Ministers of Foreign Affairs: 15 th to 16 th July 2018 The 20 th COMESA Summit and the First Ladies Round Table are scheduled as follows. Title of Event 8 Tenth First Ladies Round Table: 9 Twentieth Summit of the COMESA Authority Dates 18 th to 19 th July 2018 18 th to 19 th July 2018 The detailed programme for the meetings and other social events will be communicated to delegates in due course. 3. VENUE OF THE MEETINGS All the meetings i.e. the Intergovernmental Committee; ESA/EPA Senior Officials, Peace and Security Committee, Thirteenth COMESA Business Council Forum, the Thirty Eighth Council of Ministers, ESA/EPA Council Meeting, Meeting of the Ministers of Foreign Affairs, the tenth First Ladies Round Table and the Twentieth Heads of State Summit will be held at Mulungushi International Conference Centre 4. TRANSPORT 4.1 Heads of State and Government 4
Heads of State and government will be Provided with VIP Transport in accordance with agreed standards in liaison with the Government of the Republic of Zambia. 4.2. Ministers/Heads of Delegation The COMESA Secretariat will provide one VIP car for the Ministers from the COMESA Coordinating Ministries as well as for any other Ministers who will attend the Council Meetings. Any Official who is officially designated to represent a Minister will also be provided with a vehicle for the duration of the Council of Ministers meeting. 4.3. Transportation for other delegates Regular shuttle transport will be available to and from the Kenneth Kaunda International Airport, designated hotels and the Mulungushi Conference Centre for all participants. Additional transport may be hired by delegations at their own expense. 4.4 Protocol To enable the COMESA Secretariat to make the necessary arrangements for the reception of delegations, especially for the Heads of State and the Ministers, it is important that all Member States communicate the relevant information to the COMESA Secretariat at the following address: The A/Director of Human Resources and Administration COMESA Secretariat COMESA Centre P.O. Box 30051 Lusaka Zambia Tel: (260) 211 229725 32 or 226625 Fax: (260) 211 225107 Email melimu@comesa.int And in copy to the following; The Chief of Conference Service at email: amhizha@comesa.int The Head of Procurement at email jkinyele@comesa.int Administration at email rlimbambala@comesa.int and schola@comesa.int 5. DOCUMENTATION The working documents for the meetings will be posted on the COMESA Website for delegates reference. All documents will be available online during the meetings and delegates can access them on their devices as and when necessary. Delegates are advised to ask for assistance from the IT team, which will be on standby should they face any challenges in accessing documents on-line. 6. RECEPTION Any receptions that might be held will be announced during the meetings. 7. ACCOMMODATION 5
While all delegates will be responsible for their own hotel accommodation and related expenses, the Secretariat will assist to make hotel bookings for all Ministers who confirm participation although the accommodation expenses will be borne by the individual Ministers. The rest of the Delegates will be responsible for making their own bookings and settling all expenses during their stay. This Booklet contains a list of hotels available in Lusaka and their negotiated rates. Please note that transport to the Conference venue will be from the designated Hotels only and the Secretariat will not be responsible for delegates who choose to stay in nondesignated Hotels. 8. LIAISON OFFICERS The respective COMESA countries Diplomatic missions in the Lusaka are expected to assign Liaison Officers to facilitate communication between the COMESA Secretariat and delegations of respective Member States. 9. COMMUNICATION FACILITIES Telephone, Postal, Fax and Internet Services will be available at the expense of the delegates. Pay as you go mobile phones will be available at the Conference Centre. However, while on the premises of the Conference Centre, there shall be free wi-fi Internet services for all the delegates. 10. SECURITY The Government of Zambia will undertake to provide the necessary security and precautions against injury, damages and/loss of delegates and their property during the meeting, provided that the Host Government will not be liable for claims from such injuries, damages and loss of property. Delegates are advised to arrange their own insurance cover for any injuries, damage or loss of property. 11. ARRIVAL CEREMONY AND PROCEDURE Upon arrival at the Kenneth Kaunda International Airport, Heads of State and Ministers will be received by high-ranking COMESA officials and Officials from State Protocol from the Republic of Zambia. Delegates will be assisted in the necessary airport formalities by Protocol officers. 12. AIRPORT ACCESS FOR DIPLOMATS AND COMMUNITY MEMBERS A maximum number of 3 Diplomats and members of the community of the respective missions in Lusaka shall be given access to the Airport to welcome their Heads of State and Ministers on arrival. In this regard, member States are required to communicate to the COMESA Secretariat in advance, the names of diplomats and members of the community who will be designated to welcome their Heads of State and Ministers on arrival. 13. VISA AND HEALTH FORMALITIES All participants coming for the COMESA Policy Organs Meetings and Summit will be assisted to obtain visas at the airport, should they require them. However, delegates are encouraged to apply for Visas from the Zambian Embassies in their home countries, where 6
they exist. Entry Visas during the Policy Organs meetings shall be issued gratis. Delegates who wish to get the visas at the Kenneth Kaunda International Airport are required to have an official letter indicating that they are in Lusaka to attend the COMESA meetings. The COMESA Secretariat will make arrangements with appropriate medical centers with 24 Hour services for any health or medical issues that may arise. This will be advised to the delegates. 14. MEMBERS OF THE PRESS Members of the Press are welcome to cover the COMESA meetings. The List of members of the press and professional equipment to be brought into the country should be communicated to the Public Relations Office of the COMESA Secretariat at pr@comesa.int as soon as possible. A Media Centre will be provided at the conference Centre for members of the press who will cover the sessions. For press and related matters, members of the press are advised to contact the Corporate Communications Office at COMESA on pr@comesa.int 15. REGISTRATION OF DELEGATES The COMESA Secretariat will register all participants to the Policy Organs meetings in accordance with the official letter of accreditation submitted. The registration and accreditation will take place at the Mulungushi Conference Centre, which is the venue for the meetings. Registration for Heads of State and Ministers will be done at the venue of the Council meeting and Summit. All delegates are urged to send their duly completed registration forms to the COMESA Secretariat as soon as possible. The registration forms are in Annex 1. 16. BADGES a. General access All delegates and members of the press will be issued with security badges that will give them access to the Conference Centre, hotels and other designated areas. b. Plenary Sessions Delegates and members of the press with the required conference badges will have access to the Conference Centre to attend the plenary sessions. c. Closed sessions Each Member State will be given 4 special conference badges for the closed sessions. The seats available to delegates for the Closed Sessions are: 17. CAR PASSES - One seat for the Head of Delegation - Four seats for members of each delegation 7
Car passes have to be obtained for all vehicles to have access to the relevant venues such as the Conference Centre Rented vehicles should also obtain car passes to have access to the Kenneth Kaunda International Airport and other designated venues. The passes shall be collected from the COMESA Secretariat, Administration Division. For this purpose, the type, plate numbers and names of drivers of vehicles should be communicated in advance to COMESA Secretariat. 18. PHOTOGRAPHERS/CAMERAPERSONS Photographers and Camerapersons accredited to the meetings will be authorized to enter the Conference Halls during the opening and closing ceremonies of the meeting. 19. PROVISIONAL PROGRAM Provisional agendas and programs for the COMESA meetings will be made available on the COMESA Website for the benefit of delegates in advance of the meetings. 20. HOTEL RESERVATION A list of major hotels in Lusaka is annexed herewith. (Annex II) 21. DEPARTURE The COMESA Secretariat will take all the necessary measures for the smooth departure of the delegations from Zambia. In order to avoid inconveniences, each delegation is expected to provide information regarding the departure date and time of the delegation to the COMESA Chief of Conferences well ahead of time at amhizha@comesa.int, jkinyele@comesa.int. and schola@comesa.int. 22. OTHER INFORMATION - Weather conditions: Cold with low temperatures - Time: The time in Lusaka is GMT+2 Temperatures: Temperatures will vary between from 10 to 29 degrees with extremes in the morning. July is the Winter season so warm clothing would be handy in the mornings and evenings. - International Dialing Code: +260 - Currency and Banking The currency in Zambia is the Zambian Kwacha (ZMW). It s critical that delegates who are not very familiar with the new currency seek assistance from COMESA staff. 1 United States dollar is equivalent to approximately 9.6 ZMW. Delegates are advised to only use registered banks and bureaux de change when changing money. - Banking Hours Banking Hours in Zambia are mainly between 0815 hrs. until 15.00 hrs. However, some banks have longer working hours. Delegates are requested to check with COMESA staff for specific Banks. ATMs are available 24/7. 8
- Medical services Medical services for minor ailments will be provided at the designated Medical Centre. The COMESA Secretariat staff will be available to assist any delegates who may need medical attention. - Business and shopping hours Offices are generally open from 08:00 to 17:00 from Monday to Friday and 08:30 to 12:30 on Saturday, while most shopping malls are opened until 1800 hrs. every day. However, the major Supermarkets are open until around 20.00 hrs everyday. - Electricity supply The electricity supply in Zambia is 220 volts - AC. It is advisable to bring your own adapter and transformer if necessary. 9
- 23. ZAMBIA AT A GLANCE QUICK FACTS Head of State: Capital: His Excellency Edgar Chagwa Lungu Lusaka Independence: 24 th October 1964 Total Population Currency: Languages: 13 million Zambian Kwacha (K) English (official Language) 10
To be completed by each country Annex I The COMESA Summit and Policy Organs meetings Lusaka 2018 List of delegates Please complete and return as soon as possible. Country. Please complete in order of precedence with first name, surname and full titles and indicate by an asterisk if accompanied by a spouse. Please continue list of names on a separate sheet if necessary. Please use block capitals. Title Initials Surname Function Head..... Spouse (where applicable).. Delegates........................ E-mail. Fax.. Tel... 11
The COMESA Summit and Policy Organs meetings Lusaka 2018 Registration Form Country..PP N... (Official use only) 1. Name. a. (Surname and First name (block letters) 2. Male Female (please tick) 3. Meeting to attend (Tick) Title of Meeting Dates Tick 1. Thirty Eighth Meeting of the Intergovernmental 9 th to 11 th July 2018 Committee: 2. ESA/EPA Senior Officials 12 th July 2018. Meeting: 3. Peace and Security 12 th to 13 th July 2018 Committee: 4. Thirteenth COMESA Business Council Forum: 12 th to 13 th July 2018 5. Thirty Eighth Meeting of Council of Ministers: 14 th to 15 t July 2018 6. ESA/EPA Council Meeting: 15 th July 2018 7. Meeting of Ministers of Foreign Affairs: 15 th to 16 th July 2018 Title of Event Dates 8. Tenth First Ladies Round 18 th to 19 th July 2018 Table: 9. Twentieth Summit of the COMESA Authority 18 th to 19 th July 2018 4. Passport Number:.. 5. Designation:.. 6. Delegate Support Staff Protection Officer (Please tick) 7. Date of Birth. Place of Birth.. 8. Country of Birth. Nationality. 9. Place of issue and Date of Passport expiration.. 12
Category Address Contact Room Type Rate No of Rooms Radisson Blu, Lusaka Pamodzi Hotel Intercontinental hotel Southern Sun Hotel Plot 19029 Great East Road Lusaka, Zambia, 5km from city centre 5-star hotel Longacre s 5-star hotel Longacre s 4-star hotel Longacre s 19029 Great East Road Tel: +260 211 368900 Fax: +260 211 368949 Cell: +260 972 057205 Email:info.lusaka@radissonblu.com reservation.lusaka@radissonblu.com Tel; +260 254455 Email; Tphreservations Lusaka tphreservations.lusaka@tajhotels.com Telephone no 260 211 250000 13reservations.iclusaka@ihg.com Tel; 251666 Email; Reservations (reservations@southernsun.co.zm) Standard Single $190.00 142 Single room US 110 193 Single room USD 153 117 Single room USD 109 155 Best Western Hotel Lusaka Grand Hotel Grand Palace Hotel Cresta Golfview Hotel Lusaka Town Tel: 260 211 239 666 book@lusakagrand.com Thabo Mbeki Road Tel: +260 211 251010/14/28 Fax: +260 250972 Email: info@grandpalacez.com 10247 Great East Road Chudleigh Tel: +260 211 290707/290718/292049 Cell : +260 962 202913 +260 979 562325 Email : gmgolfview@cresta.co.zm Single room USD 126 93 Single occupancy. K 775 40 Single Occupancy Double Occupancy Suite Single Occupancy Suite Double Occupancy Twin Room Single Occupancy Twin Room Double Occupancy Airport Transfer per person; each way K800.00 ($88.00) 78
Protea Tower Hotels Zambia Protea Hotel Cairo Road Tel: +260 211 254 605 Fax: +260 211 238317 Cell: +260 968827143 Email: sales2@proteahotels.co.zm Web: www.proteahotels.com 3 Star Hotel Mutaba House, Corner Cairo/Katondo Street Tel: +260 211 238360 Fax: +260 211 252 384 Email: reservations@proteahotels.co.zm Website: www.proteahotels.com/zambia Single Double. Single Room Double Room Suite Twin Room ZMK 1,768 / USD 196 US K1088 /USD 120 137 75 Protea Hotel Lusaka 3 Star Hotel Arcades Shopping and Entertainment Complex, Lusaka, Zambia Tel: +260 211 254 605 Fax: +260 211 252 384 Email: reservations@proteahotels.co.zm Website: www.proteahotels.com/zambia Single Room Double Room Suite Twin Room K 1584 / USD 176 100 Mika Hotel, Lusaka Stay Easy Hotel Golden Zambezi Hotel Plot No. 116 off Kudu Rd, Kabulonga, Lusaka 4-star Hotel StayEasy Lusaka Corner of Church & Kabelenga Roads Levy Park Lusaka Zambia Near ZNBC, behind Cheer s Supper market Tel: +260 211 266953/266954 Fax: +260 211 260131 Cell: +260 0975 283 517/0972 185 837/ 096 1876570 Email: vikas@mikahotels.com vikasrudra17@gmail.com mika@quickedge.com Web: www.mikagroupofhotels.com Tel: +260 211 372000/50 Fax: +260 211 372020 res@stayeasylusaka.co.zm res@goldenzambezi.co.zm,info@goldenzamb ezi.co.zm Suite room standard double Twin bedded room - suite room K500 - standard K 647/ USD 68 46 Standard rooms only all non-smoking USD 111 inclusive VAT Single room USD 40 40 130 Golden Peacock Hotel Roma Township Email;jfkmukupa@gmail.com Tel 260 211 296666 Tel 0976 829336 Single room USD 50 14
Lodge Serenity Kabulonga Leopards Hill Road Tel; 260 211 26 21 82 Email: serenity@coppernet.zm Single room Deluxe room USD 40 USD 60 8 Cairo Apartments Town E-mail : info@a-hotel.com Standard room USD 90 8 Blue Nile Inn Longacre s bluenileinns@yahoo.com Single room Twin room USD 48 USD 52 Cross roads Lodge Olympia Tel: 260 211 295-462 Email: crossroads@crossroadslodges.com Single room K 558/ USD 62 72 Longacre s Lodge Long Acres Tel: 260 211 251761 Email: Chelsea Lodge 57 Independence Avenue, Tel 260 211 252702 Lusaka Email; Lusaka Hotel Town center Tel:260 211 220 435 260 211229 049 Email: lushotel@zamnet.zm Zam Com Lodge Fairview Tel; 260 211 253 503 Email: info@zamcom.ac.zm Single room USD 40 40 Single room USD 40 8 Single room Double room K 350/USD 35 K 500/ USD 55 Single room- K 300/USD 35 20 147 Marble Inn Fairview Tel: 260 211 230 617 Email: marbleinn.lusaka@gmail.com Single room USD 30 10 Belvedere Lodge Kabulonga Tel: 260 211 263-079 Mobile 260 955 806 238 260 0966 904 228 Wesu Lodge Mass Media Area Tel; 260 211 254 405 Email; wesuexecutivelodge@iconnect.zm Cosmic Executive Lodge Off Katima Mulilo road, Olympia Tel; 260 211 295 211 Cell no. 260 0955 312 809 260 0955 912 809 Email: cosmiclodge@hotmail.com Single room USD 35 Single room USD 40 10 Single room Double Deluxe Executive Church Road Lodge Fairview Mobile no 0974 531 119 Deluxe room Twin room Chrismar Hotel Long acres Tel 260 211 25 3036 Twin room Email: book@chrismarhotels.com Standard room Deluxe K 450/USD 50 K 550/ USD 60 K 580/ USD 64 K 680/USD 75 USD 65 USD 70 K 612/ USD 68 K 915/ USD 100 K 1425/ USD 150 48 5 47 15
Melsim Lodge Mass media Area Mobile 0974,794 279 0979 193 452 Email ; melsim.lodge@yahoo.com Lafe Hotel Olympia Tel 260 211 267 820 Mobile 260 0955 711 459 0977 700 459 0966 700 459 Kilimanjaro Country Lodge Kabulonga Tel; 260 211 250 527 Cell: 260 975 838 461 Email; info@kilimanjarozambia.com Comfort Lodge Chudleigh Tel; 260 211 290-314 Email: comfortinn@zamtel.zm Single room K 550/ USD 60 59 Single room Standard Room Executive double K 270/USD 30 K 300/USD 33 K 370 USD 41 Single USD 85 11 Single room K 400 USD 44 10 18 Blue Crest Guest House Shakespeare Court Kabulonga Tel; 260 211 265459 260 211 263775 260 211 260536 Email: bluecr@uudial.zm Kabulonga Mobile ; 0979 742 537 Email : enquiries@shakespeacourt.com Single room K 450/USD 50 23 Single room K 1,250/USD 138 25 Chita Lodge Olympia, behind Manda hill Tel no +260 211 293779 Mobile 260 0979561276 Email; chitalodge@chita.co.zm;reservations@chita. co.zm Cozy Lodge Kudu Road, Kabulonga Tel: 260 211 262471 Cell: 0977 46 85 27 Email: cozylodge@live.com Single room K 861/USD 89 10 Single room K 400 USD 44 20 16