1
Kingdom of Swaziland
Ministry of Economic Planning and Development
SADC National Contact Point
ADMINISTRATIVE AND PROTOCOL ARRANGEMENTS FOR THE
SADC COUNCIL OF MINISTERS’ MEETING AND THE EXTRA-ORDINARY SUMMIT
OF SADC HEADS OF STATE AND GOVERNMENT
LOZITHA, SWAZILAND
06 – 19 MARCH, 2017
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1. INTRODUCTION
The Extra-ordinary Southern African Development Community (SADC) Summit of Heads of State and
Government will be held at Lozitha, Swaziland on 18 March, 2017. Prior to the Extra-ordinary Summit,
the SADC Council of Ministers will hold their meeting at the Royal Swazi Sun Convention Centre on 15 –
16 March, 2017, and the schedule of meetings will be as follows:
- The Senior Officials of the Ministerial Task Force on Regional Integration on 06 March
- The Finance Committee on 07 – 08 March
- The SADC Standing Committee of Senior Officials Meeting on 09 – 10 March, 2017
- The Ministerial Task Force on Regional Integration on 11 March.
- The SADC Ministerial Retreat on 12 - 14 March, 2017
- The SADC Council of Ministers’ meeting on 15 – 16 March, 2017
- The SADC Organ Troika Summit on 17 March, 2017 preceded by MCO same day
- The Extra-ordinary SADC Summit of Heads of State and Government on 18 March, 2017
2. VENUE OF MEETINGS
The Extra-ordinary SADC Summit will be held at Lozitha while the SADC Council of Ministers’ meeting,
the Ministerial Retreat and the SADC Standing Committee of Senior Officials meeting will all be held at
the Royal Swazi Sun Convention Centre at Ezulwini.
3. PARTICIPANTS
The Extra-ordinary SADC Summit and the SADC Council of Ministers’ meeting will be attended by
delegates from the Fifteen (15) SADC Member States, the SADC Executive Secretary, the two SADC
Deputy Executive Secretaries and the SADC Secretariat staff as well as the SADC Invited Observers from
other regional and international organisations.
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Communication Equipment
Request for temporary importation of communication equipment should also be submitted to the
Ministry of Foreign Affairs and International Cooperation - Protocol Department highlighting the
following information: Type of Equipment, Serial number of communication equipment and
Frequencies.
4. MEDIA
All members of the Media who wish to cover the Extra-ordinary SADC Summit and access the
Conference Centre and other areas accessible to media practitioners are required to be accredited
through the Ministry of Foreign Affairs and International Cooperation - Protocol Department with copies
to the SADC National Contact Point in the Ministry of Economic Planning and Development and the
Ministry of Information, Communications and Technology by 15 February, 2017.
The Accreditation application form indicated as Annex 6 should be accompanied by a copy of the
passport or passport page indicating the applicants name, passport number, date, and place of issue as
well as expiry date. A list of equipment and serial numbers should also be attached. The port of entry,
intended dates of arrival and departure should also be indicated.
All delegates including the Media personnel will be given a ‘free undertaking’. This means that all
equipment/goods being brought into the country (as per the list) will not be liable to any customs duty.
However, it is important that Customs Officials receive this information in good time through the
relevant channels as indicated above.
A Desk Officer will be assigned to attend to all lists submitted and inform the port of entry to be used
accordingly.
Members of the media arriving from outside Swaziland should declare their equipment to customs
officials at point of entry.
11.1 Media Centre
A Media Centre dedicated to the Extra-ordinary SADC Summit will be available within the Lozitha
Conference venue and the Royal Swazi Sun Convention Centre.
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The Media Centre will be an area where accredited media can gather to use computers, printers, access
internet for footages, photocopying machines, compile material, complete and file reports to their home
agency(s).
5. MEDICAL AND HEALTH SERVICES
Delegates are encouraged to obtain medical travel insurance.
A medical centre will be located at Lugogo Sun hotel and at Lozitha to provide emergency or minor
ailments and primary health care if required.
The Mbabane Government and the Raleigh Fiktin Memorial Hospitals will receive delegates who may
require professional treatment.
Private medical health care can be accessed in the major cities and towns and the Medical and Health
Services at the venues will be available to provide information and access to private health care.
12.1 Health Requirements
12.1.1 Yellow Fever
All delegates and visitors to the Kingdom of Swaziland who travel from or through yellow fever endemic
areas must carry a valid vaccination certificate, including Nationals who stayed or transited through
yellow fever endemic areas.
12.1.2 Malaria Zone
The lowveld area of the Kingdom of Swaziland is where there are pockets of malaria and appropriate
medication needs to be taken when visiting that area. The area of Swaziland where the Summit
meetings will be held is malaria free. However, appropriate clothes and medication should be taken to
prevent transmission of the malaria.
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6. GENERAL INFORMATION
13.1 Distances from the Airport
The King Mswati III International (KM III) Airport is eighty (80) kilometers to Ezulwini where the SADC
Council of Ministers and preceding meetings will be held. It is about (60) kilometers to Lozitha where the
Extra-ordinary SADC Summit of Heads of State and Government will be held.
13.2 Weather
The average minimum and maximum temperature usually registered at both the venue areas during the
month of March is about 20 degree Celsius - 30 degree Celsius.
13.3 Water
Tap water in the Swaziland around the whole country is safe to drink, however bottled water is readily
available.
13.4 Electricity Voltage
The Power supply is 220 Volts. Three round holed–line round sockets are used. Adapters and converters
may be needed for delegations which use 110 Volts or other different types of plugs.
13.5 Banking Services
Bank services are from 08:30hrs to 15:30hrs on weekdays and 08:30hrs to 12:00hrs on Saturday. Banks
are closed on Sundays.
Banking and Bureau de Change facilities will also be available at the Royal Swazi Convention Centre and
at Lozitha. Most Banks have cash dispensing machines accepting Visa and Master Card. Major credit
cards are accepted in most hotels, shops and restaurants.
The Currency of the Kingdom of Swaziland is the Lilangeni (singular) Emalangeni (plural). One US Dollar
is about 13.87 Emalangeni on average as at 16 December, 2016. One Lilangeni is equivalent to One
South African Rand.
13.6 Business and Shopping Hours
Offices and businesses are generally open from 08:00 to 17:00 on Mondays to Fridays; however business
hours for Government offices are from 08:00hrs to 16:45hrs. There is no service on week-ends.
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Shops are normally open from 08:00 hrs to 17:30 hrs on weekdays and 08:00 hrs to 13:00 hrs on week-
ends. Most shopping malls close late at around 19:30 hrs.
14 CONTACT DETAILS
I. SADC National Contact Point, the Ministry of Economic Planning and Development
(i) Mr. Bertram B. Stewart, Principal Secretary
Tel: +268 2 404 28144
Mobile: +268 7606 3201
+268 7608 5202
E-mail: [email protected]
(ii) Ms. Chazile M. Magongo, Director - SADC Unit
Tel: +268 2 404 2371
Mobile Number: +268 7606 3104
E-mail: [email protected]
(iii) Ms Sibongile Mdluli, Programme Officer
Tel: +268 2 404 2661
Mobile: +268 7 605 2049
Email: [email protected]
II. Ministry of Foreign Affairs and International Cooperation
(i) Mr Melusi Masuku, Chief of Protocol
Tel: +268 2404 2661
Mobile Number: +268 7606 3105
E-mail: [email protected]
(ii) Mrs Nonhlanhla Dlamini, Deputy Chief of Protocol
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Tel: +268 2404 2661
Mobile Number: +268 7606 2474
E-mail: [email protected]
(iii) Nontokozo Shongwe, Principal Protocol Officer
Tel: +268 2404 2661
E-mail: [email protected]
Confirmation of attendance and delegation lists should be sent to the aforementioned address with a
copy to the SADC Secretariat by 15 February, 2017 with a copy to the attention of:
(i) Mr Jeronimo Mandlate
Acting Senior Officer, Conference Services
P/ Bag 0095
Gaborone, Botswana
Email: [email protected]
Tel: +267 3951863 Ext 1984
Direct dialing: +267 3641984
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ANNEX 4: HOTEL ACCOMMODATION
Extra-ordinary SADC Summit and SADC Council of Ministers’ meeting, Kingdom of Swaziland, 10 – 20 March, 2017
SADC Negotiated rates have been secured with most hotels as indicated below. Direct bookings should be made by contacting the hotels directly. The hotels accept payments in Emalangeni (currency of the kingdom of Swaziland). The exchange rate as of the 16th December 2016 was US$1 = E13.87 and E1.00 = R1.00
Name of Facility Star Rating
Contact Telephone
(CODE +268)
Contact Person
Reservation Email Total Rooms
Distance from
Meeting Venue
SADC NEGOTIATED RATES
Single Per Room
Double Per Room
Executive Suite Single
Executive Suite
Double
1.Royal Swazi Sun 4 76817061/224165274
Tanele Hlophe [email protected] 55 Venue Hotel 1822 SZL 2030 SZL 1908 SZL 2116 SZL
2.Lugogo Sun 3 76817061/224165274
Tanele Hlophe [email protected] 70 1km 1700 SZL 1870 SZL
3. Happy Valley Hotel 4 24161199 Bongiwe Fakudze
5km 1410 SZL 1850 SZL
4. Sibane Hotel 3 76128212/224161670
Vusie Masuku [email protected] 29 3km 870 SZL 870 SZL
5.Mountain Inn 4 24042781 Patrick Ward [email protected] 10 11km 1040 SZL 1278 SZL
1040 SZL
6.Timbali Lodge 3 24161156 Sebenzile Mdluli
[email protected] 11 3km 640 SZL 770 SZL 940 SZL
7. Summerfield Exclusive Resort
4 76419662/25184693
Gcina Mbetse [email protected]
5 21km 1395 SZL
2252 SZL 3830 SZL
8.The George Hotel 2 25052260 Edward Chitiva [email protected] 27km 1070 SZL 1520 SZL
9.Dwaleni Farm Lodge 3 25504380 Xoliswa Khayiyan
[email protected] 15 21km 599 SZL 699 SZL
10. Malandela’s Bed & Breakfast
3 25283448 NokuphiwaGinindza
[email protected] Fully Booked
12km 500 SZL 700 SZL
700 SZL
11. Mandosa Guest 3 25055725 Phindile [email protected] 11 27km 450 SZL 640 SZL 740 SZL
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House Vilakati
12.Eden Guest House 3 24046317 Anita [email protected] 15 8.5km 650 SZL 1030 SZL
1030 SZL
13.Bethel Court 3 24161977 Sonto Tsela [email protected] 22 2 km 695 SZL
860 SZL
695 SZL
14.Lidwala Lodge 4 24162260 Phetsile [email protected] 1 (Dormitory)
2.3 180 SZL
15.Enaleni Guest House
3 76938981/24162913
Kholwaphi Dlamini
[email protected] 5 7km 450 550
16. Global Village Executive King Suite
Double Room En Suite
Luxury Suite
3 2 505 2226
7605 7242
7651 7527
Lungile
2
10
27 Km
1350 SZL
1150 SZL
1150 SZL
17. Open House Boutique
25055586 25055591
Cleo [email protected] 27km 1350 SZL 1550 SZL 2000 SZL
1550 SZL 2000 SZL
18.Buhleni Farm Chalets 2 Sleeper Self-Catering
Chalet
Tel: +268 2416
3505
Fax: N/A
Cathy Vincent Email: [email protected] 9 9 Km 1430 SZL
19.Swazi Oak Single Room
Double Room
Tel: +268 2404
6234
76112864
Aziz Daring Email: [email protected] 15
7 flats
14 Km 300 SZL
400 SZL
20.The Place Tel: +268 2404 Email: [email protected] 7 16 Km 960 SZL
10
Single Room
Double Room
5096
1356 SZL
21.Victory Guest House Single Room
Double Room
Master Room
Tel: +268 2416
3309
Futhi Dlamini Email: [email protected] 7 3.8 Km
500 SZL
550 SZL
600 SZL
22.Ekulindzeni Leisure Homes
Tel: +268 2404
2575
Tim Zwane Email: [email protected] 2 19.6 Km 455 SZL
23.Veki's Guest House Single Room
Double Room
Tel: +268 2404
0565
Veki Email: [email protected]
9 10.8 Km
350 SZL
500 SZL
24. Esibayeni Lodge Single Double
25184 860
25185149
Hlengiwe
Thembsile
187
20
5
19 km
565 SZL
855 SZL
25. Mrs. S. Maseko Guest House (New House With 2 B/Rooms and 2 Bathroom )
Tel: +268 7602
5430
+268 7602
8857
Sibongile
Maseko
[email protected] 2 B/R
Cottage
Self
contained
10.8 Km 800/Unit
12 000
Per
Month
26. Mantenga Lodge 24161049 Jessica [email protected] 38 4.5km 785 SZL 985 SZL
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24162168 Zeeman 985 SZL 895 SZL 1205 SZL 685 SZL 885 SZL
27. Emafini Lodge 24041284 Bongiwe
Lungile
Phikisile
[email protected] 12 -3km 715 SZL 935 SZL
28. City Court Guest House
24043133 Mrs. Maseko [email protected] 7 13 km 780 SZL 860 SZL
29. Esthers Lodge 25283552 Mrs Dudu
Brodwell
[email protected] 16 12 km 695 SZL
30. Umdoni Bed & Breakfast
25263009 4 14 km 741 SZL
31. Mantenga Nature Reserve
24161046 6 km 550 SZL
850 SZL
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ANNEX 6: MEDIA APPLICATION AND ACCREDITATION FORMS
Extra-ordinary SADC Summit and SADC Council of Ministers’ Meeting, Kingdom of Swaziland, 10
– 20 March, 2017
FAMILY NAME (DR/MR/MRS/MS): …………………………………...........................................................................
FIRST NAME (S): …………………………………………………………………………………..…………………………………………….…….
NATIONALITY: …………………………………………………………………………………………………………………………………….…….
SEX (M/F): ……………………………………………………………………………………………………………………………..…………........
JOB TITLE: ……………………………………………………………………………………………………………………………….……............
MEDIA ORGANISATION: ……………………………………………………………………………………………………..……………........
PASSPORT NO: …………………………………………………………………........................................................................
PROFESSIONAL CARD NO: …………………………………….....................................................................................
CONTACT ADDRESS: ………………………………………………………..........................................................................
TELEPHONE NOs: …………………………………………………………….........................................................................
FAX: …………………………………………………………………………………………………………………………………………………………
EMAIL: …………………………………………………………………………………………………………………………………………………….
DATE/TIME OF ARRIVAL: ………………………………………………………………………………………………………………………….
FLIGHT NO.: ………………………………………………………………………………………………………………………………………………
Tick as appropriate in the boxes below duties that will be performed at the SADC Summit in
Swaziland
1 Journalist
2 Video Camera Person
3 Photographer
4 Technician
5 Other-Specify
Signature of Applicant …………………………………… Date……………………………….……………………………
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ANNEX 7: PRESS ACCREDITATION APPLICATION FORM
Extra-ordinary SADC Summit and SADC Council of Ministers’ Meeting, Kingdom of Swaziland, 10
– 20 March, 2017
Ministry of Information, Communication and Technology Tel : +268 2405 4000 P.0. Box 642, Mbabane Fax : +268 2404 1898 Email: [email protected]
APPLICATION FOR PRESS ACCREDITATION This application must be submitted with a letter of assignment and copies of the passport and the press card
(PLEASE WRITE CLEARLY IN CAPITAL LETTERS)
Surname……………………………………………First Names……………………………………………………… Date and Place of Birth………………….……………………………………………………………………………. Nationality………………………………………………………………………………………………………………….. Passport Number………………………………………..Date of Expiry………………………………………… Telephone: ………………………….Mobile phone: ………………………………………………………………
Fax: …………………………………E-mail: ………………………………………………………………………………
Media name you will be representing: ……………………………………………………………………….
Editors Name:..……………………………………………………………………………………………………………
Fax………………………………………Email address……………………………………………………………….. Type of media:
Daily newspaper Weekly publication
Monthly publication Radio
Press Agency Television
Online other (specify): …………………………………………
Your Post:
Correspondent Editor
Bureau Chief Photographer
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Cameraperson Technician
Other (specify): ……………………………………………………………………………………………………………..
Signature: ……………………………… Date (dd. mm. yyyy ): ………………………………………...
FOR OFFICIAL PURPOSES
Name of Issuer……………………………… Signature ……………………………..…….
Date………………………………………….. Official Stamp
Signature: …………………………… Date (dd. mm. yyyy): …………………