Newsletter 3: Part B
Newsletter 3: Part B
Newsletter 3: Part B
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<strong>Newsletter</strong> 3: <strong>Part</strong> B<br />
September 2011<br />
Dear WSDC Community<br />
This newsletter serves to open Phase 3 of registration and contains information regarding the optional<br />
tours that will be offered on Saturday 21 st January and other general registration information.<br />
Unfortunately we have to announce a delay in the sending of invoices, country and judge notification<br />
due to the fact that adjudicator documents are still outstanding. Please see below for comments<br />
regarding this. We will send out invoices and final notification of accepted delegates by the end of the<br />
upcoming weekend (18 September). Please note that accepted countries can still start to plan payment<br />
as they are guaranteed a minimum delegation of:<br />
• 3, 4 or 5 speakers (depending on the number you put on your initial application form)<br />
• 1 coach<br />
• 1 judge (if you applied to send a judge)<br />
When we send out final confirmations later in the week, you will be informed if any additional judges,<br />
coaches or observers from your country have been accepted.<br />
Please do not hesitate to contact us should you have any questions about the tournament.<br />
Outstanding Adjudicator Documents<br />
Please note that adjudicator documentation was due on Wednesday 31 st August. Due to several<br />
outstanding adjudicator documents, the CAs have not yet been able to finalise the judging selection for<br />
WSDC Cape Town 2012. All outstanding adjudicator documentation needs to be received by no later<br />
than Friday 16 th September. Countries which fail to submit documentation by this deadline will not have<br />
their judges considered.<br />
Bursary Applications<br />
Please do not forget that bursary applications close this Friday, the 16 th September 2011. Information<br />
regarding these bursaries was sent out on the 9 th September in <strong>Newsletter</strong> 3: <strong>Part</strong> A. Note that any<br />
nation wishing to participate at WSDC Cape Town (including those which are currently on the waiting<br />
list) and requiring funding should complete the application form and return it by this deadline.<br />
Please notify Jessica Price (jessprice_77@yahoo.com) and Kerilynne Cloete (keri.cloete@gmail.com) if<br />
you will have any trouble meeting this deadline.<br />
Optional Tours<br />
The Organising Committee has arranged several optional tours for the free day (Saturday 21 st January<br />
2011). Please see the attached documentation regarding the six tours on offer as well as the registration<br />
Brought to you by:<br />
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<strong>Newsletter</strong> 3: <strong>Part</strong> B<br />
September 2011<br />
process. Please note that all registration for free day tours must be submitted by 7 th October 2011 to<br />
Kerilynne Cloete (keri.cloete@gmail.com).<br />
Payment for these tours will be due during phase 4 of registration (10 Oct – 18 Nov) once we have<br />
confirmed that enough delegates for each tour are interested.<br />
Registration Process<br />
The remainder of the registration process will run online. Each team manager of the accepted nations<br />
and each independent judge of the accepted nations will be able to set up an account and enter details<br />
for each of that nation’s delegates (including speakers, coaches, judges and observers). Our online<br />
website is now running at www.sa-debating.co.za (click on the WSDC tab to get started).<br />
Nations and independent judges will be required to submit their details via our online registration<br />
process. This is a simple 3 step process:<br />
• Step 1: Team manager/ Independent Judge selects user role from list of options<br />
Please note that the option ‘observer’ is for independent observers NOT for observers which form<br />
part of the official national delegation)<br />
• Step 2: Team manager selects their country from a list of options<br />
Independent Judges/ observers must select INDEPENDENT as their country<br />
• Step 3: Team manager enters name, username, password, email, and mobile number to register<br />
After this point the team manager will be taken to a home page where they can register and edit their<br />
delegation via the link ‘manage my team’. Please enter your country as your team name. Please note<br />
that over the next three months, the following details will need to be submitted for each delegate<br />
(coach, speaker, judge, observer):<br />
Name, Surname, Date of Birth, Gender<br />
Email address, Mobile Number, Home number, Home address<br />
Accommodation requirements (please note that a limited number of single rooms will be made<br />
available for an additional charge)<br />
Meal preference<br />
Medical Conditions<br />
Medical Aid details (Main member, Policy number, Provider)<br />
Emergency Contact details (Name, Contact, Relationship to participant)<br />
These details need to be finalised by the end of phase 4 – the 18 th November 2011. Please contact the<br />
Registration Director if you have any problems or queries with this process. If, for whatever reason, a<br />
nation does not wish to continue with their registration or has the need to decrease the size of their<br />
delegation, they must contact the registration director immediately at keri.cloete@gmail.com.<br />
Brought to you by:<br />
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<strong>Newsletter</strong> 3: <strong>Part</strong> B<br />
September 2011<br />
How to Proceed<br />
PAYMENTS<br />
Nations and independent judges will receive a registration invoice by 12 th September and will be<br />
required to pay a 50% non-refundable deposit. Any nation which fails to make this payment by 7 th<br />
October will be struck from the tournament and their place will be re-allocated to a waitlisted country.<br />
An updated registration invoice will be issued on the 10 th October detailing any remaining payments due<br />
(including the cost of any optional tours selected). Any nation which fails to make this second payment<br />
by 18 th November will be struck from the tournament and their place will be re-allocated.<br />
EFL/ ESL STATUS<br />
Nations will be required to submit an application for EFL/ ESL status if applicable. (Note: EFL = English as<br />
a Foreign Language; ESL = English as a Second Language.) This form will be made available for download<br />
on our website (http://www.sa-debating.co.za/registration/). Should a nation choose not to return this<br />
form, the Chief Adjudicator shall presume the team and its debaters to be native English speakers. This<br />
form needs to be returned to keri.cloete@gmail.com by 7 th October 2011.<br />
PREPARING FOR SOUTH AFRICA<br />
Depending on your nationality, you may require a visa to enter South Africa. The following website -<br />
http://www.safrica.info/travel/documents/visas.htm - contains comprehensive information regarding<br />
this process as well as several important links should you have any queries. Alternatively, the<br />
government department in charge of visa applications - http://www.homeaffairs.gov.za/Applying%20for%20a%20South%20African%20visa.html<br />
– also provides a detailed<br />
account of how to apply. It is recommended that you apply for a visa at least 4 weeks before the date of<br />
travel. Please note that the WSDC 2012 Organising Committee holds no responsibility for nations which<br />
fail to arrange the necessary travel documentation (including visas) on time. Should you require an<br />
official letter of invitation, please contact Irene Pampallis (irene.pampallis@gmail.com).<br />
Other information regarding travelling to South Africa can be found on our website under the<br />
information tab.<br />
Registration Deadlines<br />
As a reminder, the registration deadlines for the rest of the registration process are as follows:<br />
12 September –<br />
7 October 2011<br />
10 October –<br />
18 November 2011<br />
50% non-refundable deposit to be paid<br />
EFL/ ESL Applications to be submitted<br />
Submit delegate details if possible<br />
Remaining payment due (non-refundable after 18 November 2011)<br />
Registration and payment for Free Day Tour due (non-refundable after 18<br />
November 2011)<br />
Brought to you by:<br />
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<strong>Newsletter</strong> 3: <strong>Part</strong> B<br />
September 2011<br />
Submissions for tournament booklet due<br />
Final delegate details to be submitted<br />
27 December 2011 Electronic copy of Code of Conduct and Indemnity Form to be submitted<br />
Travel and extra-accommodation details to be submitted<br />
Please note that we have moved the final deadlines for delegate details forward to the 18 th November<br />
due to businesses closing for most of December in South Africa.<br />
NB! Please note that waitlisted countries do not need to pay the initial deposit, register for tours or<br />
register on line. In the event that a country pulls out or is struck from the tournament, the next nation<br />
in line will be notified and individual deadlines will be re-worked if necessary. THE ONLY EXCEPTION<br />
TO THIS IS THAT WAITLISTED COUNTRIES MUST STILL APPLY FOR BURSARY FUNDING BY THE 16<br />
SEPTEMBER.<br />
Contact Us<br />
Please consult our website should you have any queries as a wealth of information can be found there.<br />
However, if you cannot find the necessary information please don’t hesitate to direct any tournament<br />
queries to the Convener, Irene Pampallis at Irene.pampallis@gmail.com and any registration queries to<br />
me (Keri Cloete) at keri.cloete@gmail.com.<br />
We’re really looking forward to welcoming you to Cape Town in January 2012.<br />
All the best,<br />
Kerilynne Cloete<br />
Registration Director: WSDC Cape Town 2012<br />
Brought to you by:<br />
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