2009 PSTA PREPARATION OF DELEGATES TO SWEDEN
History of the Twinning
Sweden/SA during years of apartheid
Oskarshamn/Port Shepstone
Twin Town Agreement
Projects
Oskarshamn Ambassador Gulshera Khan
Projects
Time Travel
Triangle
Global School Journey
Global Supplement
Donations to projects
Volunteer to Child Welfare; Emseni
Ugu Municipality/Soderhamn Municipality
Hibiscus Coast Municipality/Oskarshamn Municipality
HIV & Aids
eSayidi FETC/Lars Kagg Skolan
Information
Democracy
Rural visit/cultural orientation
Ugu/HCM boundaries and services
Meeting with past delegates, especially most recent delegation
Information/documents for presentations in Sweden – if any
Knowledge of national anthem, national symbols etc
Orienation on topical issues eg HIV/Aids; crime etc
Essentials for travel to Sweden
Passport
Apply well in advance
Photographs
Visa
Photographs
Application forms with all information filled in – accurately
Documents required
Insurance – medical; baggage optional
Bank statement for past 3 months
Visa medical indemnity signed
Invitation from Sweden identifying duration of visit; who will be paying costs; accommodation addresses in Sweden
Itinerary/reason for visit to Sweden
Everything thoroughly checked before sending
Letter of permission from schools
Letter of permission from employer for time absent from work
Preparation by PSTA of delegates for visit
Meeting the delegates
Membership of PSTA
Financial contribution by delegates to PSTA for admin etc
Phone numbers, e-mail addresses etc
For communication during preparation with PSTA and one another
For communication with family members when delegates in Sweden
Regular feedback to, and involvement of, delegates’ organisations during preparation period
Involvement of family members
Pledge
Indemnity form
Farewell function – delegates provide eats and entertainment
Transport to and from airport – delegates to organise
Copies of tickets, invitation, insurance etc in case of loss
Saying goodbye to delegation on day of departure
Delegation
Teamwork
Attendance of all preparation sessions
Effective communication with PSTA and fellow delegates
Sharing of responsibilities for preparation
Purchase of personal gifts for presentation to hosts etc
Request from Ugu and HCM for gifts
Various roles: group leader; treasurer; airport guide
Gathering of information required for presentations etc
Transparency
Declaration of gifts and offers of assistance from Sweden
In Sweden
Ambassadorial roles
No requests for assistance from Sweden
Daily summary of events attended; people met
Notes on accommodation, transport and other logistics of interest to improve the visits or learn from for delegations visiting SA
Final evaluation form
On return
Written report for submission to PSTA, OSAK and Swedish hosts
Verbal presentation to committee and general meeting
Reports to delegates’ organisations
Assistance with outbound and inbound delegations
Attendance of PSTA meetings, AGMs and functions
Essentials to purchase/get for visit
Money bag/belt
Medical requirements/prescription
2-pin plugs
Coloured ribbon for bags
Same colour T-shirts for travel
Ziploc bags for hand luggage and items that may leak
SA e-mail addresses and telephone numbers if sending mail or phoning from Sweden
SA meal ingredients
Notebook, and stationery
Gifts
PS Twinning certificates
Letters from mayors
Cameras; batteries; cds for downloading of photos
Calling cards
Padlocks for cases
Backpack or hand luggage
Suitcase
Sweets
Sugar!
SA flag
SA music
SA/Sweden pins
Something to read – if you have any spare time or can stay awake!
Packing list
Luggage weight allowed
Suitcase: 20kg (15kg for clothes + 5kg for gifts etc)
Hand luggage: 5kg; check on size allowed; only one item allowed so handbags inside hand luggage
Walking shoes
Slops/sandals
Smart shoes
Warm jacket
Socks/stockings
Vests
Underwear
Traditional outfit
3 main outfits: 1 on, one in cupboard, 1 drying
Smart outfit
Toiletries
Washing powder; pegs (useful for lots of things!)
Hairdryer etc
Plastic bags for dirty clothes etc
NB: liquids expand with air pressure so don’t fill to top and be careful when opening bottles etc after the flight. Use Ziplocs so there’s no chance of leakage onto clothes and contents of suitcases
Travel Tips
Seats:
Aisle seats give you more leg room
Window seats give you a view
Seats in the middle make it difficult to get to toilet etc
Stay together at airports and tell someone in the group where you are going if you go to the toilet/shop etc
Don’t leave bags or luggage unattended – ever
Don’t accept parcels/packages from strangers to carry or put in your luggage as they may contain drugs or worse
Pack a change of underwear
Toilet queues on the plane can be a problem, especially in the morning, so go earlier than later
No liquids bigger than 100ml in hand luggage
Have all liquids in a Ziploc in your hand luggage so that you can show them at security
No sharp objects (nail files; scissors etc) in hand luggage or pockets
Earrings are a nuisance when using the earphones
Wear loose shoes on plane as feet are inclined to swell during the long flights
Get up as often as you can and walk up and down the aisles. Otherwise move your legs and feet often to avoid blood clotting and possible heart attack. This is rare but can happen, so take all precautions.
Take any food and drink offered to you. Keep what you don’t consume in your hand luggage to eat while waiting at the airport for the next flight, or long train journey from Copehagen in Denmark to Kalmar in Sweden (4 hours!) We had trouble with unopened bottles of water when going through security to board next plane at Frankfurt in Germany.
Don’t make jokes about anything at security
There will be many things that are not in this document but that you would like to add so that the next delegation is even better prepared. Please make notes in your notebook and reports so that we can include your suggestions and ideas.
HAVE A WONDERFUL TRIP AND BE EXCELLENT AMBASSADORS FOR
SOUTH AFRICA AND PORT SHEPSTONE TWINNING ASSOCIATION
History of the Twinning
Sweden/SA during years of apartheid
Oskarshamn/Port Shepstone
Twin Town Agreement
Projects
Oskarshamn Ambassador Gulshera Khan
Projects
Time Travel
Triangle
Global School Journey
Global Supplement
Donations to projects
Volunteer to Child Welfare; Emseni
Ugu Municipality/Soderhamn Municipality
Hibiscus Coast Municipality/Oskarshamn Municipality
HIV & Aids
eSayidi FETC/Lars Kagg Skolan
Information
Democracy
Rural visit/cultural orientation
Ugu/HCM boundaries and services
Meeting with past delegates, especially most recent delegation
Information/documents for presentations in Sweden – if any
Knowledge of national anthem, national symbols etc
Orienation on topical issues eg HIV/Aids; crime etc
Essentials for travel to Sweden
Passport
Apply well in advance
Photographs
Visa
Photographs
Application forms with all information filled in – accurately
Documents required
Insurance – medical; baggage optional
Bank statement for past 3 months
Visa medical indemnity signed
Invitation from Sweden identifying duration of visit; who will be paying costs; accommodation addresses in Sweden
Itinerary/reason for visit to Sweden
Everything thoroughly checked before sending
Letter of permission from schools
Letter of permission from employer for time absent from work
Preparation by PSTA of delegates for visit
Meeting the delegates
Membership of PSTA
Financial contribution by delegates to PSTA for admin etc
Phone numbers, e-mail addresses etc
For communication during preparation with PSTA and one another
For communication with family members when delegates in Sweden
Regular feedback to, and involvement of, delegates’ organisations during preparation period
Involvement of family members
Pledge
Indemnity form
Farewell function – delegates provide eats and entertainment
Transport to and from airport – delegates to organise
Copies of tickets, invitation, insurance etc in case of loss
Saying goodbye to delegation on day of departure
Delegation
Teamwork
Attendance of all preparation sessions
Effective communication with PSTA and fellow delegates
Sharing of responsibilities for preparation
Purchase of personal gifts for presentation to hosts etc
Request from Ugu and HCM for gifts
Various roles: group leader; treasurer; airport guide
Gathering of information required for presentations etc
Transparency
Declaration of gifts and offers of assistance from Sweden
In Sweden
Ambassadorial roles
No requests for assistance from Sweden
Daily summary of events attended; people met
Notes on accommodation, transport and other logistics of interest to improve the visits or learn from for delegations visiting SA
Final evaluation form
On return
Written report for submission to PSTA, OSAK and Swedish hosts
Verbal presentation to committee and general meeting
Reports to delegates’ organisations
Assistance with outbound and inbound delegations
Attendance of PSTA meetings, AGMs and functions
Essentials to purchase/get for visit
Money bag/belt
Medical requirements/prescription
2-pin plugs
Coloured ribbon for bags
Same colour T-shirts for travel
Ziploc bags for hand luggage and items that may leak
SA e-mail addresses and telephone numbers if sending mail or phoning from Sweden
SA meal ingredients
Notebook, and stationery
Gifts
PS Twinning certificates
Letters from mayors
Cameras; batteries; cds for downloading of photos
Calling cards
Padlocks for cases
Backpack or hand luggage
Suitcase
Sweets
Sugar!
SA flag
SA music
SA/Sweden pins
Something to read – if you have any spare time or can stay awake!
Packing list
Luggage weight allowed
Suitcase: 20kg (15kg for clothes + 5kg for gifts etc)
Hand luggage: 5kg; check on size allowed; only one item allowed so handbags inside hand luggage
Walking shoes
Slops/sandals
Smart shoes
Warm jacket
Socks/stockings
Vests
Underwear
Traditional outfit
3 main outfits: 1 on, one in cupboard, 1 drying
Smart outfit
Toiletries
Washing powder; pegs (useful for lots of things!)
Hairdryer etc
Plastic bags for dirty clothes etc
NB: liquids expand with air pressure so don’t fill to top and be careful when opening bottles etc after the flight. Use Ziplocs so there’s no chance of leakage onto clothes and contents of suitcases
Travel Tips
Seats:
Aisle seats give you more leg room
Window seats give you a view
Seats in the middle make it difficult to get to toilet etc
Stay together at airports and tell someone in the group where you are going if you go to the toilet/shop etc
Don’t leave bags or luggage unattended – ever
Don’t accept parcels/packages from strangers to carry or put in your luggage as they may contain drugs or worse
Pack a change of underwear
Toilet queues on the plane can be a problem, especially in the morning, so go earlier than later
No liquids bigger than 100ml in hand luggage
Have all liquids in a Ziploc in your hand luggage so that you can show them at security
No sharp objects (nail files; scissors etc) in hand luggage or pockets
Earrings are a nuisance when using the earphones
Wear loose shoes on plane as feet are inclined to swell during the long flights
Get up as often as you can and walk up and down the aisles. Otherwise move your legs and feet often to avoid blood clotting and possible heart attack. This is rare but can happen, so take all precautions.
Take any food and drink offered to you. Keep what you don’t consume in your hand luggage to eat while waiting at the airport for the next flight, or long train journey from Copehagen in Denmark to Kalmar in Sweden (4 hours!) We had trouble with unopened bottles of water when going through security to board next plane at Frankfurt in Germany.
Don’t make jokes about anything at security
There will be many things that are not in this document but that you would like to add so that the next delegation is even better prepared. Please make notes in your notebook and reports so that we can include your suggestions and ideas.
HAVE A WONDERFUL TRIP AND BE EXCELLENT AMBASSADORS FOR
SOUTH AFRICA AND PORT SHEPSTONE TWINNING ASSOCIATION
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