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: StewartB@gov.sz

Simelane.nelsiwe@yahoo.com

(ii) Ms. Chazile M. Magongo, Director - SADC Unit

Tel: +268 2 404 2371

Mobile Number: +268 7606 3104

E-mail: magongoch@gov.sz

cm.nyandza@yahoo.com

(iii) Ms Sibongile Mdluli, Programme Officer

Tel: +268 2 404 2661

Mobile: +268 7 605 2049

Email: mdluli.sbs@gmail.com

mdlulis@gov.sz

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: helemisi12@gmail.com

(ii) Mrs Nonhlanhla Dlamini, Deputy Chief of Protocol

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Tel: +268 2404 2661

Mobile Number: +268 7606 2474

E-mail: nonhlanhlamatsebula@yahoo.co.uk

(iii) Nontokozo Shongwe, Principal Protocol Officer

Tel: +268 2404 2661

E-mail: shongwenontoe@yahoo.com

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: jmandlate@sadc.int

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 tanele.hlophe@suninternational.com 55 Venue Hotel 1822 SZL 2030 SZL 1908 SZL 2116 SZL

2.Lugogo Sun 3 76817061/224165274

Tanele Hlophe tanele.hlophe@suninternational.com 70 1km 1700 SZL 1870 SZL

3. Happy Valley Hotel 4 24161199 Bongiwe Fakudze

reservations@happyvalleyhotel.com 18

5km 1410 SZL 1850 SZL

4. Sibane Hotel 3 76128212/224161670

Vusie Masuku reservations@sibanehotel.co.sz 29 3km 870 SZL 870 SZL

5.Mountain Inn 4 24042781 Patrick Ward info@mountaininn.sz 10 11km 1040 SZL 1278 SZL

1040 SZL

6.Timbali Lodge 3 24161156 Sebenzile Mdluli

timbale@realnet.co.sz 11 3km 640 SZL 770 SZL 940 SZL

7. Summerfield Exclusive Resort

4 76419662/25184693

Gcina Mbetse reservations@summerfieldresort.com

5 21km 1395 SZL

2252 SZL 3830 SZL

8.The George Hotel 2 25052260 Edward Chitiva info@tgh.co.sz 27km 1070 SZL 1520 SZL

9.Dwaleni Farm Lodge 3 25504380 Xoliswa Khayiyan

farmlodge@realnet.co.sz 15 21km 599 SZL 699 SZL

10. Malandela’s Bed & Breakfast

3 25283448 NokuphiwaGinindza

bookings@malandelas.com Fully Booked

12km 500 SZL 700 SZL

700 SZL

11. Mandosa Guest 3 25055725 Phindile madonsa.guesthouse@swazi.net 11 27km 450 SZL 640 SZL 740 SZL

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House Vilakati

12.Eden Guest House 3 24046317 Anita kapola_eden@swzi.net 15 8.5km 650 SZL 1030 SZL

1030 SZL

13.Bethel Court 3 24161977 Sonto Tsela reservations@swazibethelcourt.com 22 2 km 695 SZL

860 SZL

695 SZL

14.Lidwala Lodge 4 24162260 Phetsile info@lidwala.co.sz 1 (Dormitory)

2.3 180 SZL

15.Enaleni Guest House

3 76938981/24162913

Kholwaphi Dlamini

lokuhle@gmail.com 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

Bookings@globalvillage.co.sz

2

10

27 Km

1350 SZL

1150 SZL

1150 SZL

17. Open House Boutique

25055586 25055591

Cleo info@openhousebotique.co.sz 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: Info@Buhlenifarm.Co.Sz 9 9 Km 1430 SZL

19.Swazi Oak Single Room

Double Room

Tel: +268 2404

6234

76112864

Aziz Daring Email: Saeedbucas@Yahoo.Com 15

7 flats

14 Km 300 SZL

400 SZL

20.The Place Tel: +268 2404 Email: Info@Theplace.Co.Sz 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: Enhleko@Yahoo.Com 7 3.8 Km

500 SZL

550 SZL

600 SZL

22.Ekulindzeni Leisure Homes

Tel: +268 2404

2575

Tim Zwane Email: Zwanes@Yahoo.Com 2 19.6 Km 455 SZL

23.Veki's Guest House Single Room

Double Room

Tel: +268 2404

0565

Veki Email: Veni@Mweb.Co.Sz

9 10.8 Km

350 SZL

500 SZL

24. Esibayeni Lodge Single Double

25184 860

25185149

Hlengiwe

Thembsile

Reservations@esibayenilodge.com

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

Maseko123@live.com 2 B/R

Cottage

Self

contained

10.8 Km 800/Unit

12 000

Per

Month

26. Mantenga Lodge 24161049 Jessica reservations@matengalodge.com 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

info@emafini.co.sz 12 -3km 715 SZL 935 SZL

28. City Court Guest House

24043133 Mrs. Maseko info@citycourt.co.sz 7 13 km 780 SZL 860 SZL

29. Esthers Lodge 25283552 Mrs Dudu

Brodwell

info@estherslodge.co.sz 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: dubephe@gov.sz

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): …………………