Annual Meeting FAQs

General Questions

Where is the 2024 meeting being held?

The meeting will take place in Gaborone, Botswana, at the Hotel 430 Conference Center, located at 430 Square, CBD (Central Business District).

What are entry requirements for foreign visitors to Botswana?

Visitors to Botswana must have a passport that is valid for at least six months past their arrival date and three or more unused pages available for stamps. U.S. citizens and most HLB-SIMPLe countries do not need a visa to travel to Botswana. A visa is required for Nigerians and visitors from some other countries.

See a list of countries that require a visa.

Apply for a visa.

 

All travelers from or through countries which have been declared yellow fever endemic areas must provide an International Health Certificate showing proof of vaccination for yellow fever. Proof of COVID19 vaccination is not required.

How do I get an invitation letter for the meeting?

You should indicate in your registration survey that you need an invitation letter, and the Botswana InterCARE team will provide one to you over email. Please contact Eddie Mogaetsho if you have questions or need special assistance with this process.

When does the meeting start and end?

The meeting takes place 28-30 May, 2024. Sessions start around 8:00 all three days and end around 17:00 on Tuesday and Wednesday the 28th and 29th. The meeting only lasts a half-day on 30 May, with sessions concluding at 12:30.

Where can I find a copy of the meeting agenda?

You can browse the agenda here. A PDF version will be available for download once all information has been collected from session leaders and the speaker list is finalized.

Do I need to register for the meeting in advance?

Yes. Completing the registration survey allows the RCC to have an accurate attendee list and to identify those individuals who need invitation letters for visas or travel requirements. If you did not receive a registration invitation, please contact Petar Datsov to request one. Please do not forward your registration survey link to anyone else, because they are personalized invitations.

I want to invite someone to the meeting. How do they register?

The HLB-SIMPLe Annual Meeting is only open to Alliance members and invited guests. Everyone who plans to attend needs to fill out a registration survey. If the person you are inviting has not received a survey, please contact Petar Datsov and provide him with their name, email address, and organizational affilliation and he will ensure they receive a registration survey link. Please do not forward your registration survey link to anyone else, because they are personalized invitations.

How do I make lodging reservations for the meeting?

Attendees will be housed at Hotel 430, with overflow at the Protea by Marriott which is directly across the street from the conference center. Hotel rooms will be reserved on a first-come-first-served basis, with the earliest reservations being booked at Hotel 430. Once Hotel 430 is full, additional attendees will stay at Protea.

Once you complete the registration survey and indicate you will attend, you will receive a second survey for making accommodation reservations. If you did not receive an accommodation survey, please contact Petar Datsov to request one.

The RCC will send your responses to the accommodations survey to the venue hotel. Attendees will receive a booking confirmation via email and will pay for their rooms upon check-in at the hotel in Gaborone.

If you have any questions about this process, please contact Tessa Gauzy.  

 

How do I get transportation to my hotel from the Gaborone airport?

The RCC will arrange a shuttle or taxi for each attendee based on attendees’ flight information provided in the accommodations survey. The cost to use the hotel shuttle will be approximately $18 USD, which will be charged to your room. Each traveler will arrange their own transportation back to the airport with the hotel directly.

What amenities does Hotel 430 provide?

Hotel 430 guests have free access to the facility’s pool and fitness center. Free Wi-Fi internet is available. There is also a restaurant on site.  

What amenities does the Protea hotel provide?

Amenities are listed on the hotel website.

Are meals provided during the meeting?

Complimentary breakfast is offered at both meeting hotels (attendees should plan to have breakfast where they are staying). Lunch will be provided to all registered attendees and will be served in the Hotel 430 restaurant. The RCC is also sponsoring a group dinner on Wednesday night (29 May), but no other dinners will be provided. There are several restaurants located within walking distance of the venue hotels.

What if I need to buy clothes, medicine, food, or something else while in Gaborone?

Both venue hotels are walking distance from a large shopping center that includes a supermarket, pharmacy, restaurants, and clothing shops. If you need assistance finding something while you are in Gaborone, contact Eddie Mogaetsho.

Meeting Questions

I am giving a presentation at the meeting. What do organizers need from me?

Slides

Your slides should be emailed to meeting organizer Tessa Gauzy as soon as possible, and no later than the day before your presentation.

Presentation

You should be in the presentation room with a back-up copy of your slides (on a thumb drive or remotely accessible) at least 15 minutes before your session begins. You should verify your presentation is loaded on the presentation laptop.

Logistics

Plenary talks will be recorded and broadcast live via zoom. Please always use the provided microphones to ensure the remote audience can hear all that is said in the room.

I am a session leader, moderator, and/or discussant. What do organizers need from me?

Session leaders and moderators should be in the presentation room at least 15 minutes before their session begins to ensure presentations are loaded on the main computer and everything is in order.

Session leaders are responsible for organizing the content of their session/workshop, running it efficiently to stay on time, and capturing any action items/key takeaways for the meeting report and summary on the last day. Session leaders should also notify meeting organizers Treva Rice and Tessa Gauzy about what materials will be required for their session/workshop (e.g., AV equipment, microphones, whiteboard or flipcharts and writing implements, poster board) so they can make the arrangements in advance.

Moderators should work to keep the session on time by following the agenda closely and actively managing speakers and discussion, cutting them off when time is up. There should also be a meeting manager/assistant in the room to assist with this.

Discussants should prepare one or two questions to ask of presenters after their talks to keep the conversation going.

I want to present a research poster at the meeting. What do organizers need from me?

An electronic poster presentation session is happening at the annual meeting. Screens will be provided for anyone attending the meeting who wishes to present an e-poster and requests space from organizers in advance. If you are attending the meeting and would like to present an e-poster, contact  Treva Rice and Tessa Gauzy by 21 May and send your completed e-poster to them by 27 May. 

Posters should be based on a current research project related to HLB-SIMPLe or a similar project. Ensure your presentation is sufficient to make a reasonable presentation that includes the background/purpose, methods, results and interpretation.

I am a subcommittee leader. What do organizers need from me?

Subcommittees who requested to meet with their members during the annual meeting have time reserved on the day one agenda to do so.

Subcommittee leaders are responsible for organizing the content of their session, running it efficiently to stay on time, recording it on Zoom for asynchronous viewing, and taking notes to capture any action items/takeaways/key decisions. Someone will be asked to report out on what happened during their subcommittee sessions in the afternoon plenary.

Leaders should also notify meeting organizers Treva Rice and Tessa Gauzy in advance about what they plan to work on during their session and what materials will be required (e.g., AV equipment, microphones, whiteboard or flipcharts and writing implements, poster board).

Meeting contacts: