1. Growing demand for venues and accommodation by Western Cape Education Department (WCED) stakeholders has made it crucial for the Directorate: CTLI to review its procedures regarding the submission of booking requests. The revised procedure will allow the Directorate: CTLI to plan and manage the overall reservation process more effectively.
2. With immediate effect all venue booking requests must be submitted at least 30 days in advance. No late bookings will be accepted. In instances where a venue is urgently required and the 30-day deadline has lapsed, a written motivation must be forwarded to the Director: CTLI for his consideration and approval.
3. All booking requests are to be completed on the required booking form (Annexure A) and forwarded to the booking official, Mercia Okkers at email Mercia.Okkers@westerncape.gov.za or fax number 021 900 5162. Only requests submitted to the booking official will be considered.
4. Upon receipt of a booking request, an acknowledgment of receipt e-mail will be forwarded to the venue requestor indicating that the booking will be confirmed at the end of the week.
5. All booking requests will be reviewed by the committee on the Friday of each week. Venue availability, the number of delegates attending and any other additional booking requirements will be considered. Once a decision has been made, an e-mail will be sent back to the venue requestor confirming or declining the reservation.
6. A limited number of refreshment-serving venues are available and not all requests for these areas can be accommodated. All meals are to be brought onto premises fully prepared as no cooking facilities will be made available. Refreshment-serving venues will be allocated on a strict first-come, first-served basis. Therefore, ensure that you book well in advance.
7. Catering Service Providers are required to conduct a site inspection and complete a Memorandum of Understanding prior to the date of service. It is the responsibility of the venue requestor to liaise with both the service providers and the Directorate: CTLI to determine a suitable date and time for the inspection. Under no circumstances will the Directorate: CTLI liaise directly with service providers.
8. Cancellation of bookings should be done well in advance. Venue requestors who continually cancel bookings at short notice will be noted for future reference. This will be taken into consideration when weekly reviews are done by the booking committee.
9. For record keeping purposes, the venue requestor is required to furnish the Directorate: CTLI booking official with a copy of the signed attendance register at the end of each intervention.
10. The same procedure and deadlines will apply with requests for overnight accommodation.
11. The co-operation of all concerned will be appreciated as it will ensure the successful management of the reservation process.
12. Kindly bring the content of this minute to the attention of all relevant personnel.


SIGNED: BK SCHREUDER
DEPUTY DIRECTOR-GENERAL: CURRICULUM AND ASSESSMENT MANAGEMENT
DATE: 2014:02:27

Annexure A: 2014 Reservations form  (size: 48 KB)