Conference Logistics

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Conference Venue and Schedule

1. Conference Venue

The conference is being held in Johannesburg, South Africa at the Birchwood Hotel and OR Tambo Conference Centre, located at 14 View Point Road, Boksburg 1672, South Africa. Boksburg is roughly 25 kilometers (15 miles) from the center of Johannesburg, and 5 kilometers (3 miles) from South Africa’s OR Tambo International Airport.

The organizers recommend that participants book accommodations at the Birchwood, but other area hotels and guesthouses are also available (details below).

2. Registration and Opening Session

Registration will take place at the Birchwood all day on Monday, June 23 and on Tuesday, June 24 from 08h00 until 09h30. Signs will direct you to the Registration Room upon your arrival at the venue. We encourage participants to register on Monday, June 23 if you are able.

Participants are encouraged to register early as the conference Opening Session will begin promptly at 09h30 on June 24, and everyone will be requested to be seated 10 minutes before.

3. Conference Schedule

This three-day conference will include plenary sessions that include all conference participants and parallel sessions on days 2 and 3 which run at the same time, as well as breakout sessions of smaller groups of participants. Expert speakers and panelists will make presentations, and time will be provided for participants to ask questions and engage in dialogue with each other. We encourage participants to review the attached draft programme schedule, and to decide in advance which session you will choose to attend when multiple parallel sessions are conducted at the same time.

**Please indicate on the attached Registration Form which parallel sessions you are likely to attend, so that we may ensure sufficient space is available.**

4. Translation Services

The organizers hope to provide translation services in some or all of the following languages: French, Spanish, Arabic, Portuguese, and Russian. However, we cannot confirm at this time whether these services will be made available. We will update participants regarding the availability of translation services at the conference as soon as possible.

5. Meals and Refreshments during the Conference

A full buffet-style lunch will be provided for all participants each day of the conference, as well as a morning and afternoon tea and coffee break with light snacks.

6. Travel To/From the Venue for Participants Staying at Alternate Hotels

Participants who choose to book accommodations at another hotel or guesthouse, rather than the Birchwood, are responsible for booking and paying for their transfer between their hotel or guesthouse and the Birchwood conference venue each day.

7. Gala Dinner

Participants are invited to attend a gala dinner on the evening of June 25. Attire will be smart casual. A formal invitation with further details will be provided to participants.

Traveling To and Staying in Johannesburg, South Africa

1. Travel to Johannesburg, South Africa

Arranging and paying for travel to and from Johannesburg, South Africa for the conference is the responsibility of each participant.

2. Visa Requirements for South Africa

Many participants will require a visa to enter South Africa. The visa process can be long, and so participants are encouraged to begin the steps for obtaining a visa as soon as possible.

Visa requirements and processes vary for each country. If you have questions, you should contact your nearest South African embassy or consulate. The following are some helpful online resources:

Countries that are exempt from South Africa’s visa requirements

South African embassies around the world (note that some participants may have to travel to another country to obtain a visa)

Websites of South African missions abroad

3. Guest Accommodations

Participants are responsible for arranging and paying for their hotel accommodations while attending the conference.

Conference participants may arrange for guest accommodations at a hotel of their choosing. The organizers recommend that participants book guest accommodations at the Birchwood Hotel, where the conference is being held. The Birchwood has rooms available for participants at a rate of 1110 Rand ($105 USD; €80 Euro) per room, per night (taxes included). To reserve a room there, contact the Birchwood at (011) 897 0000. Your reservation will include transportation between the Birchwood and O.R. Tambo Airport, and breakfast each morning. The Birchwood additionally offers dinner for hotel guests in three on-site restaurants for 200 Rand ($20 USD; €14 Euro) per night. In-room internet, sodas, and alcoholic beverages are available at an additional expense to each individual.

Conference participants who choose to stay elsewhere are responsible for arranging their guest accommodations, transfer to and from the airport, transfer to and from the Birchwood conference venue, and breakfast and dinner meals.

4. Transportation to/from O.R. Tambo International Airport

The Birchwood offers a free shuttle to and from the airport on the following schedule:

From the Birchwood to OR Tambo International: Hourly from 05h30 – 23h30
From OR Tambo International to the Birchwood: Hourly from 06h10 – 00h10

Many area hotels offer transport to and from the airport. Participants who do not stay at the Birchwood should confirm with their chosen hotel whether this service is available.

5. Meals while in South Africa

As noted above, for each day of the conference there will be coffee and tea with light snacks in the morning and afternoon, and a full buffet lunch, provided for all conference participants at no charge. Additionally, dinner will be provided at the gala on the evening of June 25. All other meals are the responsibility of the participant. For participants staying at the Birchwood, breakfast is included in all room reservations, and dinner can be included for an additional 200 Rand ($20 USD, €14 Euro) per night. All sodas, alcoholic beverages, and other additions are the responsibility of each individual.

Helpful Contact Information

1. Birchwood Hotel & O.R. Tambo Conference Centre:
14 View Point Road,
Boksburg 1672, South Africa
Phone: (011) 897 0000
Fax: (011) 897 0001
Email for Reservations: reservations@birchwoodhotel.co.za
Website: www.birchwoodhotel.co.za

2. For questions regarding these logistics or other conference details, please email:
conference@legal-aid.co.za.

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