Travel Info
–> Please note that the information below applies to the previous DCI (number 4.0) and that the travel info for DCI 5.0 will be updated as soon as possible. Watch this space for information about the DCI in relation to Highway Africa, the World Educators Congress and the Soccer World Cup
DCI 4.0 Travel Info
1. Visas & Vaccinations
If you are travelling from overseas and you are not a South African citizen, you should be aware of the following information:
Most EU, US and Australian citizens do not need to apply for a visa in advance of travel to South Africa. Usually, citizens of these countries will be granted visitor’s permits of 90 days duration on arrival. To confirm that you are visa-exempt, please check your status against the list of visa-exempt countries available at the following home affairs website.
Even if you are visa-exempt, there are still a few requirements that you must meet to travel to South Africa:
- A valid passport (usually for six months beyond your visit)
- At least two blank pages in your passport (as you will receive a visitor’s permit sticker and a stamp from South African immigration on arrival)
- Your return air ticket
- A completed customs declaration form (provided by your airline on the plane), which includes a space for your address whilst in south Africa and details of any currency you are bringing with you.
- A yellow fever vaccination card.
Please note the above required documents are your responsibility and DCI or Highway Africa will not be held liable for any costs incurred in the processing or postage of these.
To facilitate your visa applications please use the invitation letter from DCI or Highway Africa. Submit an email to l.kitit@ru.ac.za and request a copy of this letter- and one will be faxed to you.
2. Arrival
Rennies Travel or SureGo Travel agents as well as the conference shuttle driver will meet you at the airport and take you to your reserved accommodation place. Please look out for the Rennies Travel, SureGo Travel and Highway Africa signs. Please also note that there are other Rhodes University conferences taking place at the same time, so be careful to find the correct transport people at the airport.
Shops and banks are easily accessible in Grahamstown. If you are not an already paid-up registered conference delegate you will have to pay the shuttle driver directly. The fee is 450 South African rands one way. Please book your airline tickets to arrive at Port Elizabeth Airport (PLZ), nearest airport to Grahamstown.
3. Transport
We have made arrangements for your pick-up on arrival (please see above). Transport will be available for all functions during the conference, as well as for your departure after the conference. Please ensure you have liaised with our Conference staff on your itinerary. A reputable Travel agent will be available at the conference venue for you to confirm your return tickets.
4. Lost Luggage and Personal Belongings
DCI/ Highway Africa will not pay for lost baggage, clothing etc. You will have to go through the normal airline procedures to claim these back, with your own funds and in your own time. Therefore please ensure you take the necessary travel insurance steps before your departure.
5. Accommodation
Comfortable rooms have been reserved in university residence. The residences are surrounded by gardens, and all are within easy walking distance of the Eden Grove complex where the conference will be held. Campus accommodation includes shared bathroom facilities (baths and showers are available in all residences) and late-night tea and coffee on a self-service basis. Public telephones are also available. Campus accommodation includes a full English breakfast each morning, served in the appropriate dining hall. Vegetarian and halaal menu options are available. Please indicate any preferences on the registration form.
Upon arrival you will be taken to the place of residence reserved for you. As part of your scholarship Highway Africa only covers your basic accommodation costs of bed and breakfast. You are required to settle any extras bill before departure. Highway Africa will not be held liable for any outstanding payments during or after the conference. Please also ensure that you read our accommodation policy document before booking.
Should you prefer to make your own accommodation arrangements please visit here.
6. Main Conference Venue
The DCI will be held on 5 and 6 September 2009. Highway Africa is a 3-day conference (06-09 September 2009). Both will be held at the Eden Grove administration block, which is the main events venue for Rhodes University. The conference programme will begin on Sunday, 06 September at 18.30 hrs with welcome addresses and cocktails and end on Tuesday, 08 September with a Gala award dinner. Teas and buffet lunch and evening meals will be served during the conference days only.
7. Dietary Requirements
Please let us know if you have any specific dietary requirements on your registration form. Vegetarian options will be available. It is critical that we know about your dietary needs at least 3 weeks prior to Conference opening.
8. Help desk
A conference help desk will be set up in the foyer of the Eden Grove centre. This will serve as your port of call for all queries and further information. There will also be a Travel desk that will operate from 10h00 till 14h00 for the duration of the conference. This is where you can confirm your flight details and travel plans. It is your responsibility, and not the organisers, to ensure this confirmation.
9. Finance
Absa is the conference’s Financial Institution Partner and there will be a service at the Absa Bank in town. No financial transactions will be conducted at the Conference save for ATM facilities on campus. The operating times are 08:30-15:00(Mon-Fri) and 08:00-11:00(Sat).
Money should be brought in the form of traveller’s cheques, which are more easily negotiable than letters of credit or bankers’ draft. Please note that Highway Africa is unable to cash personal or travellers’ cheques or have these done for you.
10. Insurance
You are strongly advised to insure your personal effects before leaving home for the full period of your stay. Highway Africa cannot be held responsible for any claims for personal property damaged or lost. You are also strongly advised to ensure that you have adequate medical insurance to cover the period of your stay in South Africa.
11. Medical
The Eastern Cape is a malaria-free zone but should you feel you that you have contracted malaria elsewhere please carry the relevant medication with you. As a precaution it is advisable for delegates travelling from all African countries to carry malaria medication along. Medication for common ailments such as flu and headaches is available, at your own cost, from the local Grahamstown pharmacies. Staff will be able to point you in the right direction for pharmacies but Highway Africa will not be liable for any costs incurred.
12. Payment Options
Regrettably, no personal cheques in any currency other than South African Rand (ZAR) can be accepted.
- Please make cheques payable to: Rhodes University. Regrettably, no personal cheques in any currency other than South African Rand (ZAR) can be accepted.
- Payment by international money order can be accepted.
- Payment by direct electronic transfer is possible. We will however need proof of that transfer. Please fax proof of payment to +2746 603 7189, attention: Highway Africa. Alternatively scan the slip and email to l.kitit@ru.ac.za
- Payment in cash on arrival is possible for all non-residential options. Please note that a completed booking form is still required by the deadline, even if you intend to pay by cash.
13. Clothing
It is spring in South Africa. Temperatures in Grahamstown vary between 14 degrees Celsius and 28 degrees Celsius with chances of rain. We strongly advise you to bring warm clothing, as the weather in Grahamstown is highly unpredictable. Dress during the conference will be informal but there may be occasions when you wish to wear more formal dress, such as for the SABC awards ceremony and for the various evening functions.
14. Departure
Highway Africa will provide transport to the airport for registered paid-up and sponsored delegates and you are required to check in at least two hours before your scheduled departure. The director and Highway Africa staff wishes you a safe and pleasant journey to South Africa and look forward to meeting you.
15. Registration Costs for 2009
- All delegates attending Highway Africa only: R 4000
- All delegates attending both Highway Africa and the DCI: R 4000
- All delegates attending DCI only: R 1000
Please note these costs exclude travel and accommodation. They do include conference sessions, skills training workshops, 3 meals daily, info packs, conference bag and publications, social events. Daily rates are pro rata.
16. Exhibition Details (Eden Grove)
Exhibition Setup
HA will provide the following on request:
- network points
- telephone
- costs to the exhibitors - furniture
- display boards
- tables
- chairs
- white tablecloths
* Please note that exhibitors must provide their own computers and telephones.
* Please indicate any other requirements necessary for your exhibition.
*Please contact our Conference Manager Sibusiso Mtshali at conferences@highwayafrica.com for any further information.
Exhibition Package
- Publicity in the main programme and other materials e.g.: press releases
- Assistance with specific launches and demonstrations
- Access to 300 + influential media players
Banking Details
Beneficiary’s name: Rhodes University
Beneficiary’s address: P.O. Box 94, Grahamstown, 6140, South Africa
Account:
First National Bank
102 High Street
Grahamstown
6139
Branch code: 210717
Account number: 62145503076
Reference number: 19607
NB: Please fax proof of payment to: +27 (46) 603 7189
17. Internet Access
Should you wish to have access to internet facilities at the conference, please fill in the application for guest access form obtained from Conference organiser. Please be aware a form needs to be filled and submitted together with a copy of your identity/passport document. Failure to fill in this form and to submit a copy of your identity/passport document will result in a failure for you to access internet facilities at the conference. DCI/ Highway Africa and the Rhodes University IT Department will not provide last minute logins. These all need to be issued ahead of the conference.
