47 th Commonwealth Parliamentary Association Africa Region Conference to be held from 22 to 27 August 2016, at Balaclava, Mauritius

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1 The Clerk MAURITIUS NATIONAL ASSEMBLY 47 th Commonwealth Parliamentary Association Africa Region Conference to be held from 22 to 27 August 2016, at Balaclava, Mauritius 1. Introduction INFORMATION CIRCULAR The Commonwealth Parliamentary Association (Mauritius) Branch is honoured to host the 47 th Commonwealth Parliamentary Association Africa Region Conference from 22 to 27 August 2016 to be held at Balaclava, in Mauritius. We are pleased to extend a very warm welcome to all the delegates, clerks, accompanying persons, observers and spouses who will be attending this Conference. The information contained in this circular is meant to guide all the delegates and other participants to this Conference. 2. Conference Venue The venue of the Conference will be the Intercontinental Hotel, in Balaclava. The Steering Committees and other meetings will be held at the same venue. Key dates Deadlines for completing the enclosed forms TYPE OF FORM DEADLINE Appendix 1. Registration Form 15 June 2016 Appendix 2. Travel & Accommodation 30 June 2016 Appendix 3. Bio-data Form 30 June Arrivals and departure ARRIVALS AND DEPARTURES DATES Arrival of Regional Secretariat 17 August 2016 Arrival of Members of Sub-Committees 17 August 2016 Arrival of Members of Executive Committee 21 August 2016 Arrival of all delegates 22 August 2016 All Departures 28 August Page

2 2.2 Conference 24, 25, 26 and 27 August, Tours Tours with three different itineraries are being proposed for the 23 rd of August, However, all three will include a visit to the Mauritius National Assembly. Details of the tours will be circulated in due course. 3. Opening Ceremony The 47 th Commonwealth Parliamentary Association Africa Region Conference will be opened officially on Wednesday, 24 th August, 2016, at the Intercontinental Hotel, in Balaclava. 4. Courtesies and transport Arrangements have also been made for courtesies to be extended at the airport, both on arrival and on departure, to all the members of the delegations, observers, Clerks at the Table and spouses and accompanying persons who will be officially attending the Conference and for their safe conveyance to their respective hotels. Special desks will be operated at each hotel with officers of the Conference Secretariat of the CPA (Mauritius) Branch to act as facilitators for the duration of the Conference. Transport arrangements have also been made for the conveyance of the delegates and other official attendees to and from the hotels and Conference venue and for all official functions. Accordingly, branches are advised to submit the respective travel details of their delegates and official attendees to the Conference Secretariat of the Mauritius National Assembly by 30 June 2016 with copies to the CPA Africa Region Secretariat. 5. Customs and Immigration Each delegate must be in possession of a valid passport. Delegates requiring a visa should make necessary arrangements prior to their arrival in Mauritius through the Mauritius High Commission in their respective countries. In respect of the delegates who do not have a High Commission in their countries, arrangements will be made to obtain visas on arrival provided timely information is given. It is advised that the Mauritius Branch be informed accordingly by 30 th June Registration and Accreditation Participants are kindly requested to register as soon as possible by filling the attached registration form which should be ed to rseesurrun@govmu.org, vkautick@govmu.org, hballucksing@govmu.org or scurpennaick@govmu.org by 15 June, Kindly submit an electronic passport photograph together with the registration forms. 2 P age

3 All participants and officials of the CPA Africa Region Secretariat will be given, on arrival, identity badges which are expected to be worn throughout the duration of the Conference. 7. Security The Government of Mauritius will ensure security to all delegates throughout the duration of the Conference. 8. Accomodation and meals All delegates as per branch entitlement, that is, four (4) delegates plus one (1) delegate secretary from national branches and two (2) delegates plus one (1) delegate secretary from the sub branches will be the guests of the Commonwealth Parliamentary Association (Mauritius) Branch which will be responsible for their accommodation and meals for the duration of the Conference period. However, delegates staying beyond their official departure date of 28 August, 2016, will be responsible for their accommodation and related expenses. Delegates who require special diets are kindly requested to notify accordingly while registering for the Conference. 9. Observers, Spouses and Accompanying Persons Observers, accompanying persons or other persons who will be officially attending the Conference, over and above the branch entitlements, and accompanying spouses will be required to pay a fee, the quantum of which and mode of payment thereof will be communicated in due course, to cover the cost of their accommodation, meals, tours and related events. In addition, a special program will be proposed to the spouses during their stay in Mauritius. 10. HOTEL ACCOMODATION The delegates will be accommodated in the following hotels Intercontinental Hotel Le Meridien Ile Maurice Le Victoria Hotel Maritime Resort & Spa Mauritius 11. Air travel and Incidentals All the delegates will be responsible for their international travel, health expenses and for incidentals such as mini bar items, laundry, telephone, in room wifi services and/or other services offered by the hotel which should be paid for by the delegate upon departure. 12. Conference documents A conference bag containing documents will be issued upon arrival at hotel. 3 P age

4 13. Medical services Medical assistance will be provided to all participants throughout the Conference period to cater for minor ailments and first aid. Illness requiring specialized attention will be referred to the nearest hospital. The Government of Mauritius will not be responsible for private medical expenses. 14. Telecommunications Services The international code for the Republic of Mauritius is (+230). Complimentary internet services will be available at the Conference venue. 15. Weather Mauritius enjoys a mild tropical maritime climate throughout the year. The country has two seasons: a warm humid summer extending from November to April and a relatively cool dry winter from June to September. The month of October and May are commonly known as the transition months. Mean summer temperature is 24.7 degrees Celsius and mean winter temperature is 20.4 degrees Celsius. The temperature difference between the seasons is only 4.3 degrees Celsius. 16. Currency Exchange The currency unit of Mauritius is the Mauritian rupee. Notes of all major currencies are accepted by banks, Forex Bureaus and Hotels. The US Dollar, the British Pound Sterling, the Euro and the South Africa Rand are easily convertible. As at 24 February 2016, the currency exchange was in the following rates US Dollar British Pound Sterling Euro Rand, South Africa Mauritian rupees Mauritian rupees Mauritian rupees 2.41 Mauritian rupees *These rates are indicative only and subject to fluctuation Banking services Banking hours is as follows Monday to Fridays 0900hrs to 1500hrs Major Banks include (1) The State Bank Ltd. (2) The Mauritius Commercial Bank Ltd. (3) The Barclays Bank Ltd. 4 P age

5 (4) The Hong Kong and Shanghai Bank Corporation Ltd. (5) Bank One Ltd. (6) MAU Bank Ltd. (7) Banque de Mascareignes Ltée. (8) Afrasia Bank Ltd Credit and debit cards may be used at the Commercial banks and at the hotels, supermarkets and most shops. Automatic Teller Machines (ATMs) which use Master Cards, VISA, Maestro and VISA Electron cards are available all around Mauritius. 17. Electrical Power The 3 pin plug a 240V, 50 Hz power supply are used in Mauritius. 18. Departure Date Official departure is 28 August, Please ensure that you get your return travel details confirmed two days prior to departure. 19. Contact Persons Mr Veerappa Office Management Executive Office No Mobile No Fax No gveerappa@govmu.org Mrs Saseeta Rakha S. System Analyst/Ag PICT Manager Office No Mobile No sramsahye@govmu.org Mrs Toihera Ramjaun Pre Press Officer Office No Mobile No tramjaun@govmu.org Mr Prakash Bissessur Finance Officer Office No Mobile No Fax No pcbissessur@govmu.org Mr Dayanand Gopaul Procurement & Supply Officer Office No Mobile No dagopaul@govmu.org Ms Rajini Sesurrun Office Management Assistant Office No Mobile No Fax No rseesurrun@govmu.org 5 P age