European Athletics Congress April 2011 Park Plaza Riverbank, London, Great Britain

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1 European Athletics Congress April 2011 Park Plaza Riverbank, London, Great Britain Dear Friends I am delighted to invite you to attend the 2011 European Athletics Congress in London, Great Britain. Although we have attended the Congress for many years, it is the first time that the Congress has been held in Great Britain. With just over a year to go to the 2012 Olympic and Paralympic Games, there has never been a better time to visit London. I do hope you will take the opportunity to support this Congress and experience all that London has to offer in our historical and wonderful city. Within the Social Programme, we have chosen a number of our delightful and interesting venues, the very best that the city has to offer: Cruise on the River Thames to European Athletics Congress Opening Night Dinner hosted by European Athletics, next stop the Tower of London Friday 15 April (by invitation only) Congress Lunch hosted by the IAAF at the Park Plaza Riverbank Hotel Saturday 16 April 2012 Olympic Park Tour followed by Dinner hosted by UKA and UK Sport at Lincoln s Inn Saturday 16 April (by invitation only) We also have a packed programme of sightseeing activities that can be booked upon registration including visits to; House of Commons and House of Lords Hampton Court and Gardens The Titanic Experience at London s O2 arena Shopping at world renowned Harrods Olympic Park Tour (you are required to bring your passport for security checks) We advise that you book when your register as numbers will need to be restricted. The European Athletics Congress falls on the same weekend as the Virgin London Marathon, one of the most prestigious events over the marathon distance. It is truly a great time to be in the city, and this also provides delegates the chance to be a part of this amazing event as the streets of the capital are taken over by over 35,000 runners. I would be delighted to welcome you to London for the European Athletics Congress in April and I can assure you a truly memorable visit. Best Wishes Ed Warner Chairman - UKA 1

2 REGISTRATION Registration and hotel bookings for the European Athletics Congress 2011 in London will be managed by European Athletics ORAS system. This is a secure, web based system providing delegates with the ability to book accommodation and onto sightseeing functions. The web link for registering for the Congress is as follows; In order to access the system, you will need an ID and Password, which is provided by European Athletics via your invitation letter to the Congress. A user manual is also attached to assist you in using the system. The deadline for registration is TUESDAY 8 MARCH 2011 at 23:59hrs (GMT). Only delegates registered by the deadline will be guaranteed accommodation. Only on availability, will delegates be registered after this deadline. Confirmation letters will be sent by the LOC, this will include confirmation of your booking, confirmation of payment, and confirmation of any pre booked sightseeing activities. When you are ready to register for the Congress, please have the following to hand; ID/Password for ORAS Delegate details Transport details including details of arrival and departure (if already booked) 1. VISA REQUIREMENTS Attending delegates will be given guidance on securing a visa for entry into the United Kingdom for the European Athletics Congress in Below are the steps that need to be taken if you require a visa to enter the UK (please note, this information is correct as of August 2009); 1. Visas must be obtained from a British diplomatic post (British Embassy, British Consulate, British Mission or a VAC: Visa Application Centre): the list of the British diplomatic posts is available from the Foreign and Commonwealth Office website 2. Members of the delegation travelling to the European Athletics Congress in 2011 in London can ask for a Sports Visitor Visa (VAT 17 - Sports Visitor Visa): you will obtain a reduced visa fee. 3. A fee must be paid for all visa applications. For a VAT17 Visa, this fee is 67 which can also be paid in local currency (this fee will increase if an express visa or longer duration visa is requested). In principle, the fees are non-refundable. 4. All visas for the United Kingdom require you to meet the biometrics requirements: each applicant must go in person to the VAC to provide his biometrics: 10 digit finger scans and a digital photograph. The finger scans are electronically done so staff members do not need to use any ink, liquid or chemicals. Your digital photograph will be taken at the same time and the whole procedure should take no more than five minutes. You should ensure that you do not have any decoration (such as henna), or any cuts or other markings on your fingertips before having your finger scans. You should also make sure that if you have any cuts or bruises on your face, they have healed or disappeared before you have your photograph taken. 2

3 Digital photographs must be of your full face and you should not wear sunglasses, a hat or any other head covering (unless you wear it for cultural or religious reasons, but the face must not be covered). 5. You must request an appointment online at your nearest VAC: to apply for your visa and make an appointment for the visit mentioned above as early as possible. The fee of 67 must be paid at this time (fees are subject to change). 6. The Entry Clearance Officer will try to make a decision using your application form and the supporting documents you have provided. If this is not possible, they will need to interview you. 7. When the appointment is confirmed, go the VAC or Embassy to - submit your biometrics (see 4) - present the invitation letter from UKA (the governing body for Athletics in the UK). 8. It is recommended to apply as early as possible: the appointment can be anything up to a few weeks ahead for a busy VAC or Embassy. 9. If you do not have a British representation in your country and are invited to attend the European Athletics Congress 2011 in London please contact UK Athletics: Manjinder Singh or Karen Forbes on msingh@uka.org.uk or kforbes@uka.org.uk. 10. UKA is happy to supply invitational letters to European Athletics Member Federations and guests of European Athletics in assistance to obtain a visa for entry into the UK. Please contact UK Athletics: Manjinder Singh or Karen Forbes on msingh@uka.org.uk or kforbes@uka.org.uk. 11. When submitting a request for an invitational letter, please ensure you supply the following information for each attending individual; o o o o o Name (as it appears on the attending delegate s passport) Passport Number Passport Expiration Date Date of Birth Nationality 2. EUROPEAN NATIONS AND VISA REQUIREMENTS Visa requirements Indication of visa requirements for this country (info will be mentioned in registration ) nation no visa visa other (Where to apply VAC) ALB Required Tirana AND no visa ARM Required Yerevan AUT no visa AZE Required Baku BEL no visa BIH Required Sarajevo BLR Required Minsk 3

4 BUL no visa CRO Required Zagreb CYP no visa CZE no visa DEN no visa ESP no visa EST no visa FIN no visa FRA no visa GBR no visa GEO Required Tibilsi GER no visa GIB no visa GRE no visa HUN no visa IRL no visa ISL no visa ISR no visa ITA no visa LAT no visa LIE no visa LTU no visa LUX no visa MDA Required Chisinau MKD Required Skopje MLT no visa MON no visa MNE Required Podgorica NED no visa NOR no visa POL no visa POR no visa ROU no visa RUS Required Moscow, St Petersburg, Ekaterinburg, Novosibirsk SLO no visa SMR no visa SRB Required Podgorica SUI no visa SVK no visa SWE no visa TUR Required Ankara, Bursa, Gaziantap, Istanbul and Izmir. UKR Required Kyiv 4

5 3. TRAVEL/ARRIVALS We advise you to book your flights as soon as possible as the European Athletic Congress falls on the same weekend as the Virgin London Marathon, this is likely to be an extremely busy period for travel as it also falls within the Easter Holiday period in the UK. Delegates will have the following options for arrival into the UK for the European Athletics Congress in London; these are the only points of entry into the UK that will be serviced by transfers for the Congress; Arrival Point Distance from venue Approx Travel Time Official Airport London Heathrow 18 miles West 45 Minutes by shuttle Official Airport London City 10 miles East 30 Minutes by shuttle Official Rail Station St Pancras 3.5 miles North East 25 Minutes by shuttle Transfers to the Park Plaza Riverbank will be available for attending delegates from the arrival points mentioned above, the typical journey time is included for your information. Welcome Stands will be located at these arrival points, with the specific location agreed and circulated to congress delegates upon registration. Rendezvous Points Delegates should endeavour to proceed post collection of baggage and security checks (where applicable) to the designated rendezvous point based on your arrival point. Designated points of contact will be available at each of the arrival points mentioned above to coordinate your transfer to London. Delegates will be taken to the main Congress Hotel (the Park Plaza Riverbank) first for registration. The following points of contact have been designated for each arrival point, contact numbers have been detailed for your convenience; Arrival Point Rendezvous Point Point of Contact Contact Number London Heathrow Terminal One - Information desk - Ground Floor London City Main Terminal - Information desk - Ground Floor St Pancras Main Arrivals Hall - London 2012 retail shop John Breslin Simon Hainsworth Simon Hainsworth With reference to arrivals into London Heathrow the delegate rendezvous point is in Terminal 1, delegates arriving into other terminals should make their way to Terminal One via the internal transport system available to the airport (this is free of charge for passengers). 5

6 4. ACCOMMODATION Accommodation for delegates at the European Athletics Congress April 2011 will be across two locations; Main Congress Hotel 4 star Alternative Hotel 3 star Hotel Park Plaza Riverbank Hotel 18 Albert Embankment London SE1 7TJ London Bridge Hotel 8-18 London Bridge Street London SE1 9SG Rates Single Room GBP Double Room (one bed) GBP Twin Room (two beds) GBP Single Room GBP Double Room (one bed) GBP Twin Room (two beds) GBP Hotel amenities and information are available by clicking on the hotel websites as indicated above. The London Bridge Hotel is located approximately 1.5 miles away from the Congress Venue, the Park Plaza Riverbank. Accommodation is on bed and breakfast basis and inclusive of taxes/vat. Hotel extras are at an additional charge to the delegate. When you register to attend the Congress, you will be given the option to select which hotel you would like to stay in (subject to availability). Parking at the Park Plaza Riverbank is chargeable to the delegate and is at a cost of GBP 30 per day. The London Bridge Hotel does not have parking. Overnight parking is available nearby at GBP per day. 5. PAYMENT Accommodation for one single room for 2 nights (15 and 16 April 2011) for one delegate per Member Federation will be covered by European Athletics. For additional congress delegates and observers, full payment for accommodation is required. Participants need to pay for accommodation with the LOC upon arrival, either via credit/debit card (visa or mastercard) or by cash in GBP. Prepayment can also be made in advance by BACS. Bank charges are to be covered by the participants. Please reference the participants for which the prepayment is for. For your reference, BACS charges can be made to the following account detailed below; Natwest Bank plc Sort Code Account Account Name UK Athletics Ltd 6

7 If you have any enquiries about payment, please feel free to contact Denis Hurst on Please be advised that extras purchased at the hotel by congress delegates must be settled with the hotel on check out. 6. CANCELLATION POLICY Delegates of the European Athletics Congress 2011 are kindly reminded that the following cancellation policy applies for the event; For any cancellation made prior to 11 March 2011, there is no charge incurred. For any cancellation made between March 2011, one night s accommodation will be charged to the participant. For any cancellation made as from 1 April 2011, the full stay would be chargeable to the participant. In the instance of a no show, the full stay will be chargeable to the participant. 7. INFORMATION DESK A dedicated Congress Welcome Desk will be fully functional at the Park Plaza Riverbank Hotel as follows (timings may be subject to changes); Date Time From Time Until Thursday 14 April :00 23:00 Friday 15 April :00 23:00 Saturday 16 April :00 23:00 Sunday 17 April :00 18:00 (TBC) In the case of delegates staying at the London Bridge Hotel, delegates will be brought to the Park Plaza Riverbank Hotel for registration purposes on arrival and then transferred onto the London Bridge Hotel. Information will be updated at the London Bridge Hotel where necessary. 8. CONGRESS VENUE All Congress meetings will take place at the Park Plaza Riverbank. Provisional Congress programme is attached for your information. 7

8 9. SOCIAL PROGRAMME Please note that the following social functions are part of the European Athletics Congress 2011 (all social functions at the European Athletics Congress 2011 are by European Athletics Invitation only and will be distributed at the Congress); Friday 15 April 2011 European Athletics Congress Opening Dinner (By Invitation only) The Tower Of London Depart Hotel at 19:00 Return 23:30 Saturday 16 April 2011 Congress Lunch hosted by the IAAF for all participants Park Plaza Riverbank Hotel 12:15 13:30 Saturday 16 April 2011 European Athletics Closing Dinner hosted by UKA and UK Sport (By Invitation only) Lincoln s Inn Depart Hotel or Olympic Park 18:15 Return 23: SIGHTSEEING AND ACTIVITIES An exciting and eclectic mix of sightseeing and activities are on offer to help you enjoy your visit to London, of which the programme is outlined for you below. These can be booked on when registering to attend the congress, and confirmed on arrival; The Titanic Experience Friday 15 April 2011 (Depart 14:00 Return 16:30) A minimum number of 10 participants is required for this activity 99 years to this day, one of the world s most famous ships sank on its maiden voyage after hitting an iceberg in the Atlantic Ocean. The Titanic has its place in history as one of the worst maritime tragedies, claiming over 1500 lives. Not until 75 years after the fateful day, have advances in technology meant that recovery attempts of many of the ships artefacts been possible. London s O2 arena hosts this exhibition on the unsinkable ship, delegates with an interest in maritime history or are fascinated by the story of the Titanic are encouraged to take this opportunity to visit this exhibition, in London for a very limited time only. For more information on the Titanic Exhibition, please visit the following website This activity is chargeable to the delegate, with a fee of 20 GBP per person. 8

9 House of Commons and House of Lords Friday 15 April 2011 (Depart 14:15 Return 16:00) A minimum number of 10 participants is required for this activity The Palace of Westminster, or Houses of Parliament is the most recognisable of London landmarks, like the Eiffel Tower in Paris and the Brandenburg Gate in Berlin, it identifies the London Skyline as it continues to evolve. In it oldest parts, the building dates back nearly 800 years. Delegates will have the opportunity to experience a guided tour through the famous Houses of Parliament, taking in this vast and intricate building as well as absorb its unique history and key milestones through its many ages. This activity is free of charge to delegates of the European Athletics Congress Hampton Court Saturday 16 April 2011 (Depart 09:30 - Return 14:00 with Lunch at Hampton Court included) A minimum number of 10 participants is required for this activity Hampton Court is one of London s most famous historic royal palaces. Originally commissioned by Cardinal Worsley in 1516, and was later commandeered by Henry the VIII as his own royal residence (the Cardinal was later imprisoned for high treason, but died before being brought to trial). Visitors can explore the many apartments with their changing styles and elaborate fixtures and fittings, or take in the Young Henry VIII exhibition (located in the Clock Court). The kitchens have been restored to look and feel like a Tudor kitchen at work, and the garden possesses an 800m maze which yearns for you to get lost in (the maze itself is over 300 years old). It takes on average 20 minutes to reach the centre of the maze, and is well worth an attempt. If you want to find out more about Hampton Court, you can visit the following website This activity is chargeable to the delegate, with a fee of 30 GBP per person (including lunch). 9

10 Shopping in Harrods Saturday 16 April 2011 (Depart 13:30 Depart 15:30) A minimum number of 10 participants is required for this activity Welcoming over 15 million visitors a year to its Brompton Road Store, Harrods is the quintessential London shopping location, a must for shopoholics while on a trip to the UK capital. Harrods is famous for its rules that govern entry into the establishment, for example, if you come in with a rucksack, you have to leave this at the left luggage and pay a fee for the privilege (it is worth travelling light to the store). However, with 7 floors, 4.5 acres of shopping and over 30 eateries, it is a shopping experience unique to the UK capital. Further information can be found on Transport to and from Harrods will be provided, there is no charge to enter Harrods, but some services at the department store will be chargeable (baggage storage for example). Saturday 16 April 2011 Olympic Park Tour hosted by UK Sport London 2012 Olympic Park Depart Hotel 17:00 Transfer to Lincoln s Inn 19:00 London 2012 has provided the catalyst for the regeneration of over 2.5sq kilometres of the East End of London, one of the biggest regeneration projects in Europe. Nine of the 29 Olympic and Paralympic venues can be found within the Olympic Park complex, which is also home to the Athletic Village, International Broadcast Centre and Main Press Centre. Delegates will be part of a unique bus tour organised by UKA, UK Sport and LOCOG (London Organising Committee for the Olympic and Paralympic Games 2012) which will take you around all the key Olympic Park venues where history will be made and destinies fulfilled, including the Olympic Stadium, Aquatics Centre and Velodrome. This is truly exceptional opportunity to be part of a select group to see the park in its final stages of construction, before the fans descend and the sports star begin their quests for Olympic and Paralympic glory. Further information about London 2012 can be found at Important note: All participants are required to bring their passport for security checks. 10

11 11. DEPARTURES Transfer schedules will be displayed at both Congress Hotels for the convenience of guests. Any amendments should be reported to the welcome desk by 12:00 on the day prior to the scheduled day of departure. The European Athletics Congress falls on the same weekend as the Virgin London Marathon please bear this in mind when planning your return journey from the Congress. 12. POINTS OF CONTACT For further information, please contact; European Athletics Christiane Maillard Corporate Services Manager Tel: E: UKA Rachel Gould International Relations Tel: +44 (0) E: 11