INFORMATION NOTE FOR THE SITTING OF THE PAN-AFRICAN PARLIAMENT COMMITTEES AND OTHER ORGANS

INFORMATION NOTE FOR THE SITTING OF THE PAN-AFRICAN PARLIAMENT COMMITTEES AND OTHER ORGANS

17 SEPTEMBER – 04 October 2025

INTRODUCTION

The Pan-African Parliament (PAP) will hold the Sitting of its Permanent Committees and other Organs from the 17^{th of} September to 04 October 2025. Additionally, the 13th Conference of Speakers of Regional and National Parliaments, along with a Meeting of Clerks of National and Regional Parliaments, will take place on the margins of the upcoming Sitting This Sitting will convene under the overarching theme: “Transforming Parliaments to catalyze citizen – driven continental integration, sustainable development, prosperity and peace and enhance Africa’s dynamic role on the global stage”

PROGRAMME

A Draft Programme is hereby attached as Appendix 1. Updated version as maybe required should be available at the beginning of the activities on site.

REGISTRATION/CONFIRMATION OF PARTICIPATION

Parliamentarians, support staff and all participants shall be required to confirm their participation in advance. The PAP Protocol Unit shall receive all such confirmations either directly or through the Office of the Clerk/Protocol for compilation and subsequent for accreditation.

PROCEDURE FOR ACCREDITATION

Access into the PAP Precincts will be strictly upon due accreditation.

Members of Parliament and all others will be processed for accreditation based on the finalized lists presented to the Accreditation Centre.

Only a photo Identity document that is officially recognized (Passport, Driver’s License, etc) that conforms with the details of the person in the lists as earlier developed is to be provided for identity verification for accreditation.

Accreditation shall take place at the Accreditation Centre which is situated adjacent to the Main Gate of the PAP precinct. 

The Accreditation Centre shall be opened between 8:30am and 17:00pm from Saturday 15^th September 2025 and for the duration of the Sittings of the Committees.

ACCESS INTO THE PRECINCTS OF THE PAP

ONLY participants with Accreditation Cards will be allowed access into the Precincts of the PAP during this period and will have to submit to a mandatory security search at all security access points.

USE OF OFFICE SPACE AND MEETING VENUES

The Plenary Sitting, Conference of Speakers and some Joint Committees’ workshops will take place in the Chamber.

Meetings of Caucuses and Committees will take place in the assigned Committee Rooms as per the Programme.

IMMIGRATION

All visitors to the Republic of South Africa must hold valid passports. Citizens of countries that require visas to South Africa should obtain these beforehand at the appropriate South African Diplomatic or Consular Missions. It is to note that any holder of the African Union Diplomatic Passport does not require an entry visa. Individual countries and other International Organizations may also have bilateral visa arrangements with the Republic of South Africa; therefore, participants are advised to check on their member states particular arrangements on this issue.

It takes approximately ten working days to process a visa application. Applications should be accompanied by the necessary visa fees in respect of countries whose passport holders are subject to visa fees. Also note that the extension of the duration of an entry visa whilst in the country is not usually permitted.

If there is no South African Mission in the country of origin, the Home Affairs Department

of the Republic of South Africa will assist upon arrival. Failure to have a valid visa when there is a South African Mission in a Member country of origin may result in entry into South Africa being denied or the passport holder being liable to a fine.

PROTOCOL ARRANGEMENTS ON ARRIVAL AND DEPARTURE

PAP shall provide protocol services to Members on arrival and departure at OR Tambo International Airport. Protocol officers will be identified at the PAP Reception Desk and Members will be received by Protocol Officers at the PAP DESK stationed at the Arrival Hall.

Arrangements will be made to convey Members from their hotels under escort back to the airport based on the travel itineraries received from Members.

There will be special arrangements for Speakers and other VVIP Guests through the State Protocol Department and with access to the State Protocol Lounge in OR Tambo International Airport.

 To facilitate protocol, security and transport arrangements to and from the OR Tambo International Airport, confirmation letters with travel details must be submitted to EmeanaK@panafricanparliament.org, kennedy.emeana@panafricanparliament.org, ndi.essissima@panafricanparliament.org, papprotocol@gmail.com If this is not received on time, it negatively affects the transportation and security plan.

SECURITY

All airport shuttles as well as scheduled shuttles between the hotels and the precincts of the PAP shall be provided with security escort.

There shall be visible policing at the designated hotels as well as increased Police presence in the Midrand general area during the period.

The Precincts will be adequately secured and all participants accessing and working within the Precincts are advised to adhere the security measures in place including access control, searches, car parking, emergency and evacuation drills, etc.

All participants are cautioned against any disruptive and violent conduct at all meetings and in all venues. Firm security action will be taken against any such conduct including removal from the precincts and handing over of the culprits to the Police upon due process.

All participants are advised to desist from carrying large cash around and avoid displaying opulence in public places.

All participants are also advised not to seek assistance from unknown persons at banking areas and ATM points.

The use of Foreign Exchange Bureaux especially at the airport should be done guardedly, and care taken to preserve one’s security.

It is advisable to make use of bank cards and avoid giving them to participants who may move away from you e.g., a waiter in restaurant or at a pay point in a shop. Never lose sight of your card under any circumstances.

All participants are advised from excesses in their social conduct especially in public places such as bars, restaurants, entertainment places, and even in hotels, particularly with strange or unknown persons or comfort persons.

participants are advised to make use of the official transport provided and stay within the lists of hotels approved.

TRANSPORT

1. Transport for the Conference for Speakers and the Meeting of Clerks of Parliament

Speakers of National and Regional Parliaments attending the Conference will be welcomed at the airport and transported to their accommodation. The same provision will also be made for Clerks of Parliament. There will be appropriate shuttle service for the Speakers and Clerks daily from their designated hotels to and from the PAP precincts with security escorts. Further details will be communicated in due course.

2. Transport for all members of Parliament and other participants

Transport from the OR Tambo International Airport to any of the accommodation establishments listed in Appendix 2 shall be provided two days prior to the commencement of the Sittings of the Committees and two days after its end. Transport from any of the accommodation establishments listed in Appendix 2 to the OR Tambo International Airport shall be provided at the end of the Ordinary Session.

During the period, there shall be regular shuttle services between the accommodation establishments mentioned in Appendix 2 and the precincts of Parliament. However, shuttles between the accommodation establishments and the PAP Precincts will not be undertaken on days without scheduled activities as per the official programme.

Additional transport may be hired at Member's own expense. Rental vehicles are available from OR Tambo International Airport and in Midrand at car rental companies. Requests may also be made to the hotels to arrange the same. Delegations requiring additional chauffeur-driven vehicles can arrange this through car hire companies. If transportation is required outside of the transportation grid, it is classified as private and Members are therefore required to pay for these services.

ACCOMMODATION

1. Arrangements for Speakers of Parliament

Reservations for accommodation will be made for all Speakers of Parliament in a five-star hotel in the Sandton area. Details will be confirmed in due course.

2. Arrangements for all Members and other Participants

All Members and participants are advised to make their reservations at their own cost in the hotels in the attached List of Approved Hotels in Appendix 2. It is requested that Members and participants indicate the hotel of residence in their confirmation letters to enable the PAP to take the necessary security, protocol, transport, and other actions required in support of their stay. 

MEDICAL AND HEALTH SERVICES

All visitors to South Africa who travel from or through yellow fever areas, as designated by the World Health Organization, must possess valid certificates of vaccination against Yellow Fever.

Participants must provide proof of Yellow Fever vaccination prior to entry into the country. Participants will be deported in failing to provide proof of vaccination.

A clinic is available for immediate intervention in primary health care at own cost. The

hotels in Midrand also have doctors on call at a cost to participants. Emergency medical care is available at own cost. Members and support staff are advised to obtain medical travel insurance before departure to South Africa.

There will, however, be an Emergency Management Services Desk within the Precincts of the PAP.

All MPs and participants are expected to have travel insurance especially as the PAP has no budgetary arrangements to cover medical issues.

DOCUMENTATION

Members of the PAP will get the working documents at the time of accreditation.

Also, copies of the relevant documents required for each activity or meeting will be available in the activity or meeting venue.

Documents will be translated into the four working languages of the African Union: Arabic, English, French and Portuguese.

LANGUAGUES

Documents are available in the four (4) working languages of the African Union as indicated above.

There will, however, be interpretation services covering six (6) languages in all Plenary Sessions. These languages include Arabic, English, French, Portuguese, Spanish and Swahili.

Special arrangements could be, at the cost of the beneficiary party, for translation and interpretation in other languages not covered above.

IT SUPPORT SERVICES

There is an IT Support Desk in the Administration Building for all IT-related queries and support required.

There is WIFI in the Precincts with the following access details:

Username: (to be issued on arrival on site).

Password: (to be issued on arrival on site).

MEDIA

There is a Media Centre in the Chamber Building for all media related issues.

Information and proceedings may be found on social media and digital platforms (YouTube: Recorded footage and live-streaming, Facebook, Twitter (X), Press Releases, Website as well as side events). Proceedings are packaged in the Media Broadcast Studio and shall be shared with MPs or journalists upon request. Members of Parliament and accompanying media officers shall be subjected to interview requests from external journalists and in-house media personnel throughout the duration of the Session. Members are also welcome to approach the in-house media team for any interview needs. Interviews are usually held on the left-hand side of the entrance of the main plenary hall and/or at an interview room located in the same premises.

Live-streaming, articles and audio-visual material can be accessed through the following platforms:

Facebook : https://www.facebook.com/panafricanparliament

Twitter (X) : https://twitter.com/AfrikParliament;

YouTube : www.youtube.com/channel/panafricanparliament

Website : http://pap.au.int/en

Video Live Stream: : www.panafricanparliament.org/multimedia/webcast

EMERGENCY MEDICAL SERVICES

An Emergency Medical Services point is established in the Chamber Building to handle all Emergency Medical issues including First Aid and referrals to Medical Facilities as may be required.

CONTACT DETAILS

The following contact details are provided to assist in all queries and support required:

GENERAL INFORMATION

Airport: The OR Tambo International Airport is about 30km from Midrand. Banking, restaurants, car rental, mobile phone and fixed line services are available on site.

Banking Services and Currency: Banking hours are from 09h00 to 15h30 on weekdays and from 08h30 to 11h00 on Saturdays.

Banking amenities are available at Gallagher Convention Centre and most banks have cash dispensing machines accepting Visa, Mastercard and American Express. Bureau de Change facilities are available in most of the Shopping Centres. Exchange rates are subject to fluctuation. The unit of currency in the Republic of South Africa is Rand (R) that is divided into 100 cents. 

Climate and Clothing: During the months of September to October is when South Africa experiences Spring season (20 to 25 degree centigrade) Temperatures in Midrand and its surrounding areas of Greater Johannesburg and Pretoria. Warm garments for cooler evenings are advisable in all seasons. 

Time: The time in South Africa is GMT +2. 

The country and city codes on a land line are as follows:

Johannesburg: + 27 11 followed by the 7-digit number.

Pretoria: + 27 12 followed by the 7-digit number.

Mobile Numbers: + 27 followed by the 10-digit number (without the first zero).

Electricity: The power supply in South Africa is 220v AC, 50Hz. Electrical sockets are rounded and three pronged.

Postal Services: Services are available at some of the hotels in Midrand and in most of the Shopping Centers.

Licenses/ Permits Drivers: Drivers must have valid driving licenses, which carry a photograph of the holder and either printed or authenticated in English. South Africa recognizes international driving permits issued under the 1949 Convention on Road Traffic.

Business and Shopping Hours: Offices and businesses are generally open from 08:00 to 17:00, Monday to Friday. Shopping hours vary, but most shops are open from 09:00 to 17:00 Monday to Friday, and from 09:00 to 13:00 o’clock, on Saturdays. Some shops are open on Sundays between 09:00 hours to 13:00.

Value-Added Tax: Value-Added Tax (VAT) is charged on most goods and services. Exceptions exist when purchasing in duty-free shops at international airports. The current rate is 14%. VAT may be reclaimed on presentation of the goods and tax invoices prior to departure at OR Tambo and other International Airports.