Protocol Guidelines Self sponsoed participants

HORN OF AFRICA
SUMMIT 2012
Infrastructure and Investment
THEME:
INTERCONNECTING THE HORN OF AFRICA FOR PEACE,
SECURITY AND SUSTAINABLE DEVELOPMENT
12th – 13th March 2012
Kenyatta International Conference Centre
Nairobi, Kenya
PROTOCOL GUIDELINES AND
ADMINISTRATIVE ARRANGEMENTS
TABLE OF CONTENTS
1. Introduction
2
2. Logistical arrangements
2
3. Venue
2
4. Immigration and Customs
2
5. Delegation Lists
2
6. Accreditation of Delegates
3
7. Programme
3
8. Medical and Health Services
3
9. General Information
3
2
1.
INTRODUCTION
The information contained in this document is for the benefit of the delegates
attending the HOAI Infrastructure and Investment Conference scheduled for 12th 13th March 2012 in Nairobi, Kenya.
2.
LOGISTICAL ARRANGEMENTS
IGAD will be responsible for logistical support in availing a venue for the
conference.
3.
VENUE
The venue shall be Tsavo Ballroom at the Kenyatta International Conference Centre,
Nairobi, Kenya.
4.
IMMIGRATION AND CUSTOMS
All visitors to The Republic of Kenya must hold valid passports. It is also a
prerequisite that the passport has at least one unused page when presented for
endorsements.
It is the responsibility of each Delegate to apply for entry visas for themselves in
cases where a visa is required in order to gain entry into The Republic of Kenya.
The Embassy of The Republic of Kenya in each country or the nearest should be
approached for these arrangements.
5.
DELEGATION LISTS
The Delegates should forward the delegation list to the IGAD HOAI Conference
Secretariat, Nairobi or Djibouti by emailing: [email protected] copy to
[email protected] latest by 3rd March 2012.
6.
ACCREDITATION OF DELEGATES
Accreditation will be handled from 11 th March 2011 at KICC as from 11.00am.
Delegates are encouraged to register as from 11 th March 2012 to avoid
congestion when the conference begins. Delegates should wear their
accreditation badges at all times, failure to do so will result in being denied entry
to the venue. Special security arrangements will apply at the meeting venue and
access will be limited to duly accredited persons.
7.
PROGRAMME
The draft programme shall be communicated soon. Delegates shall be provided with
other conference materials upon registration.
3
8.
MEDICAL AND HEALTH SERVICES
Yellow Fever:
In terms of the Ministry of Health, The Government of Kenya and World Health
Organization (WHO) guidelines and policies pertaining to Yellow Fever, a Vaccination
Certificate upon entering The Republic of Kenya is required at the point of entry for
nationals of some countries. Delegates are encouraged to confirm from the respective
Embassies of Kenya if it will be required at the entry point for them.
Health Care:
As with all international travel, it is strongly advised that delegates are adequately
covered by international health insurance for the duration of the Meeting.
Delegates are therefore informed that they should obtain medical travel insurance from
a reputable organisation.
An on-site emergency medical facility is available to delegates during Meeting
conference hours at the venue.
Reputable hospitals are within a radius of 2 km from the venue of the meeting.
9.
GENERAL INFORMATION

Simultaneous Language Interpretation/ Translation
Simultaneous interpretation will be provided by the Secretariat for the
duration of the Meeting in the following languages:
 French
 English

Information Technology
Mobile telephone coverage will be provided by The Republic of Kenya service
providers namely Safaricom/Vodacom, Orange and Airtel. Cell phone SIM cards
are widely available. However, every SIM card user/buyer in Kenya is expected by
law to register it to enable its activation. In order to register your SIM card, which is
done at the point of purchase, a copy of your passport shall be needed.

Airport - Distance to Destination
The travelling time between Jomo Kenyatta International Airport (JKIA)
Nairobi to the city centre is approximately 20 minutes but traffic congestions
may stretch the time.

Accommodation
The Intercontinental Hotel shall offer accommodation for delegates who opt to
stay there at a rate of USD140 on bed and breakfast basis. Those wishing to be
booked there are advised to communicate to the Secretariat urgently as the
rooms are limited.
4
The walking time between the Intercontinental Hotel who shall provide
accommodation and the KICC is approximately 5 minutes.

Banking Services and Currency
Banking hours are from 09:00 to 15:30 on weekdays and from 08:30 to 13:00 on
Saturdays. Banking amenities are available at all commercial banks. Most
banks have cash dispensing machines accepting Visa, MasterCard and Cirrus.
Bureau de Change facilities are available at the airports, the meeting venue and
within the city centre in Nairobi. Most internationally recognised currencies
and travellers’ cheques can be exchanged at commercial banks, forex bureaux
and at the airport.
There is no limit on the amount of foreign currency that may be imported into
The Republic of Kenya by individual non-residents, provided that it is
declared on arrival to facilitate the exportation thereof on departure.
The unit of currency is the Kenya Shilling that is divided into 100 cents.
Exchange rates are subject to fluctuation.

Climate
The average temperatures in the City of Nairobi at this time of the year vary
between 20ºC – 26ºC.

Time
The time in The Republic of Kenya is GMT+3.

Electricity Supply
The power supply in The Republic of Kenya is 220 V AC, 50Hz. Electrical
sockets are square three pronged.

Business and Shopping Hours
Offices and businesses are generally open from 08:00 to 17:00, Monday to
Friday. Opening times on Saturdays and Sundays range between 09:00 and
17:00.
There are however 24 hours shopping malls and delegates can be advised
upon request.

Value-Added Tax
Value-added tax (VAT) is charged on most goods and services except when
purchased in duty-free shops at Jomo Kenyatta International Airport or any
other international airport while on transit.
We are looking forward to welcoming you at the Conference!
5