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Logistical Preparations for African Diaspora Summit

This presentation outlines the recommended process and plan of action for a successful African Diaspora Summit. It seeks a mandate, guidance, and endorsement of the proposed processes.

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Logistical Preparations for African Diaspora Summit

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  1. PRESENTATION TO THE PORTFOLIO COMMITTEE ON INTERNATIONAL RELATIONS AND COOPERATION 20 MARCH 2012 LOGISTICAL PREPARATIONS FOR THE AFRICAN DIASPORA SUMMIT, 23-25 MAY 2012 11

  2. 1. INTRODUCTION The 17th Ordinary Session of the Assembly of Heads of State and Government of the African Union resolved under Decision (Assembly/AU/Dec.367 (XVII) to convene the Global African Diaspora Summit in South Africa on 25 May 2012 (Africa Day). The African Union and the South African Government agreed that the Summit will be hosted in Gauteng, South Africa. A Ministerial meeting with 60 Heads of State/ Government is scheduled for 23 May 2012. It is anticipated that approximately 600 persons will participate in the plenary discussions on 25 May 2012, including 60 Heads of State/ Government. 22

  3. This presentation seeks to articulate a recommended Process towards a successful Diaspora Summit. It also provides a Plan of Action towards South Africa’s successful hosting of the African Diaspora Summit. Furthermore, it seeks to solicit a mandate, guidance and endorsement of the recommended processes and plan of action. • This presentation seeks to articulate a recommended Process towards a successful Diaspora Summit. • It also provides a Plan of Action towards South Africa’s successful hosting of the African Diaspora Summit. • Furthermore, it seeks to solicit a mandate, guidance and endorsement of the recommended processes and plan of action. 33

  4. The road to the summit • The road to the Summit has seen amongst other, the convening of • Technical Experts Meeting (TCEM) held in Pretoria from 21-22 February 2011. • Ministerial meeting held on the margins of UNGA in New York on 24 September 2011 wherein it was resolved to convene the Global Diaspora Summit as a matter of importance. In this meeting, the Ministers adopted the outcomes of the TCEM and consolidated them into a Draft Declaration, Programme of Action and Implementation Strategy for the consideration by Heads of State at the upcoming Diaspora Summit in May 2012. • The matter was further deliberated during the AU Summits held in Malabo (June 2011) Addis Ababa January (January 2012) respectively. This has been an explicit demonstration of the importance African Heads of State attach to the envisaged Diaspora Summit. 44

  5. Pursuant to the postponement of the 2008 Summit, South Africa crafted a new roadmap for the hosting of the Summit in 2012. South Africa elaborated on the Summit roadmap during the July 2010 AU Summit. The roadmap is predicated on the hosting of a Technical Committee Meeting of Experts which was to be hosted in November 2010, but however rescheduled for 21 and 22 February 2011. • Pursuant to the postponement of the 2008 Summit, South Africa crafted a new roadmap for the hosting of the Summit in 2012. • South Africa elaborated on the Summit roadmap during the July 2010 AU Summit. • The roadmap is predicated on the hosting of a Technical Committee Meeting of Experts which was to be hosted in November 2010, but however rescheduled for 21 and 22 February 2011. 55

  6. Format and Nature of Summit • The Summit will be preceded by the Ministerial meeting on 23 May 2012. This will accord select members of the Permanent Representatives C an opportunity to brief Ministers before the Summit. It has been noted that a Ministerial was convened in New York on September 2011 on the margins of United Nations General Assembly (UNGA) and therefore the meeting will not replicate what the previous Ministerial but rather provide a recap on some of the important issues from the New York Diaspora Ministerial for the benefit of the Summit. Participation by Civil Society • It has been provisionally resolved that the Civil Society dimension of the programme should be held at the beginning of May 2012 and not be combined with the Summit. It has also been decided that a chosen representative of the Civil Society could be accorded a slot to brief the Summit. It will be recalled that civil society has been very instrumental and active in all previous Diaspora activities including in the Technical Committee of Experts Meeting (TCEM). • The African Union Commission will assume the responsibility of liaising with secretariats of regional groupings and the various Regional Economic Communities (REC). 66

  7. Format and Nature of Summit • The Summit will be preceded by the Ministerial meeting on 23 May 2012. This will accord select members of the Permanent Representatives C an opportunity to brief Ministers before the Summit. It has been noted that a Ministerial was convened in New York on September 2011 on the margins of United Nations General Assembly (UNGA) and therefore the meeting will not replicate what the previous Ministerial but rather provide a recap on some of the important issues from the New York Diaspora Ministerial for the benefit of the Summit. Participation by Civil Society • It has been provisionally resolved that the Civil Society dimension of the programme should be held at the beginning of May 2012 and not be combined with the Summit. It has also been decided that a chosen representative of the Civil Society could be accorded a slot to brief the Summit. It will be recalled that civil society has been very instrumental and active in all previous Diaspora activities including in the Technical Committee of Experts Meeting (TCEM). • The African Union Commission will assume the responsibility of liaising with secretariats of regional groupings and the various Regional Economic Communities (REC). 77

  8. 1. INTRODUCTION (Continues) Letters have been sent to participating Government departments to invite them to weekly Interdepartmental Logistics (IDLC) meetings which takes place every Thursday. A Management structure which encapsulates the different working groups including the sub-committees on the Hosting, Protocol, Safety and Security, Finance and Media & Communications, etc has been drafted and will be submitted to the Minister for approval. 88

  9. ORGANOGRAM: AFRICAN DIASPORA SUMMIT PRESIDENT CABINET INTER MINISTERIAL COMMITTEE (IMC) CHAIR: DIRCO MINISTER SENIOR OFFICIALS MEETING CHAIR: DG OF DIRCO • SUBSTANCE COORDINATION: • DDG: NGOMBANE • DDG: KUDJOE • AMB RAKWENA • LOGISTICS COORDINATION: • DDG: MOODLEY • DDG: KOLOANE • DDG: MONYELA POLITICAL HOSTING SUB-COMMITTEE PROTOCOL SUB - COMMITTEE SAFETY & SECURITY SUB-COMMITTEE FINANCE SUB-COMMITTEE MEDIA & COMMUNICATION SUB-COMMITTEE PROJECTS VENUE CEREMONIAL SAFETY & SECURITY BUDGET MANAGEMENT CIVIL SOCIETY MEDIA & COMMUNICATION CATERING STATE VISITS DONOR SUPPORT HEALTH & MEDICAL SERVICES SIDE EVENTS ACCOMMODATION PROTOCOL LOUNGES SPONSORSHIP ACCREDITATION TRANSPORT VISAS PROCUREMENT ICT LANGUAGE & INTERPRETATION SERVICES 99

  10. 2. VENUE It is anticipated that approximately 650 persons will participate in the plenary discussions on 25 May 2012, including 60 Heads of State/ Government. The O.R Tambo Building (DIRCO Head Office) has been identified to host the Ministerial Meeting on 23 May 2012. The Sandton International Convention Centre has thus far been identified for the African Diaspora Summit on 25 May 2012. Proximity and appropriateness of accommodation and Services provided the recommendation for the Venues. 1010

  11. 3. ACCOMMODATION •  Appropriate Hotels have been identified in Sandton to accommodate attendees. • Main Hotels include the Sandton Sun and Intercontinental Towers, etc. 1111

  12. 4. TRANSPORT Current planning is for 60 HOS/G Office of the Presidency/Ministry to confirm list of Eminent and Special Guests The motorcades to be determined by the Directorate State Visits and the Security Cluster Individual motorcades will be used to transport HOS/G on arrival and departure (airport/hotels) Luxury coaches will be used to transport HOS/G to and from hotels and meeting venue daily 1212

  13. 5. HOST COUNTRY AGREEMENT • A meeting was held with various Stakeholders and proposed amendments to the Host Country Agreement (HCA) was made. The African Union Desk and DIRCO’s Legal Office have communicated the proposed amendments to the African Union Commission. • Once the HCA is finalised, a signing ceremony will be held with the AUC and the Minister of DIRCO. 1313

  14. 6. HEALTH/ EMERGENCY MEDICAL RESPONSE SERVICES • Services will be provided at Airports: ORTIA, WAFB, Lanseria • Dedicated Emergency Medical Services during the arrivals and departures of Heads of State and • Motorcade and Route protection • Dedicated Emergency Medical services along the route as determined by SAPS • Head Quarter Hotels • 24hrs dedicated Emergency Medical Services at each HQ hotel • Summit Venue • Dedicated emergency medical services during scheduled program, which will consist of a VIP medical centre and a general medical centre 1414

  15. 7 . FINANCE MATTERS The anticipated cost for the African Diaspora Summit is R80 million. 1515

  16. 7 . FINANCE MATTERS • Monies are available before 2011/12 year-end for: • Secure the hotel accommodation (deposit) • Secure the venue (deposit) 1616

  17. 8. SECURITY WORK STREAM • DIRCO, SAPS and SSA is committed to secure the national event, Africa Diaspora. • Host Department (DIRCO): - Provide vehicles requested by SAPS for the event. - Provide accommodation for SAPS members were needed. - Provide dedicated parking at conference venue for VIP and Security. - DIRCO Protocol Unit communicates with countries about their needs and what they will be bringing to SA and inform SAPS. - DIRCO security will act as a nodal point to direct requests to SAPS & SSA. 1717

  18. 8. SECURITY WORK STREAM • SAPS & SSA • In consultation with SSA, secure the conference venue and accommodation for the delegates and VIP’s. • Sweeping of the venues in consultation with SSA. • Secure transportation of delegates e.g. Heads of state and Ministers. • To determine and secure the route for the VIP’s. • Co-ordinate NATJOC and the PROVJOC to secure the event. 1818

  19. 9. INFORMATION COMMUNICATION TECHNOLOGY (ICT) • As per Host Country Agreement, the following services must be provided to • host a successful conference. • Telephony • Internet & Wireless • Computers • Faxing • Printing & Photocopying 1919

  20. 9. INFORMATION COMMUNICATION TECHNOLOGY (ICT) • The following areas have been identified were services are required: • African Union Offices • Government Operations Room • Medical Centre • Venue Operating Centre • ICT Infrastructure will be provided include • Networking Cabling for network points, Switches and routers, Internet connection (Bandwidth), Wi-Fi connectivity • Telephony PABX and telephone instruments, 1 x ISDN30 line, • Security Firewalls, Antivirus • Backoffice Servers, Operating software • Facilities required by ICT : Server Room, Store Room, Network Operations Centre 2020

  21. 10. VISAS • Considering the foreign policy thrusts of South Africa, and of the fact that the African Continent is a key governmental priority, it has been recommended by the Executive of the Department of International Relations and Cooperation (DIRCO) that South Africa should provide the necessary facilities for ease of attending the Summit. • In this regard, the Department of Home Affairs (DHA) has been requested to consider and approve a “Free Visa” entry system for attendees to the Summit in the model followed for COP17/CMP7 Conference. 2121

  22. THANK YOU 2222

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