Information Note. Participants will be required to settle their hotel bills directly with the hotel.
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1 Information Note Venue of the Conference IFAD Headquarters, Via Paolo di Dono 44, EUR, Rome 00142, Italy. Tel: Accommodation and transportation IFAD has reserved rooms for the Conference delegates for the nights of 23, 24 and 25 January 2011 at the Aran Park Hotel (located 10 minutes by car from IFAD) at discounted corporate rates (see below). A shuttle bus service will be provided to transport participants staying in this hotel to IFAD in the mornings and drop them back to the hotel in the evenings. Participants willing to avail these facilities are requested to fill up the Accommodation Request Form (ANNEX A) at the end of the Information Note and send that to: conf-2011@ifad.org by 31 December Hotel details: Aran Park Hotel Via Riccardo Forster, Rome, Italy Tel: Fax: parkhotel@aranhotels.com Web site: IFAD negotiated room tariff; Single: 90 Euro per day (including breakfast, taxes) Double: 130 Euro per day (including breakfast, taxes) Participants will be required to settle their hotel bills directly with the hotel. Transportation from Airport to Aran Park Hotel IFAD will not be providing on-arrival transfer service from the airport. We strongly advise participants to use the official taxis only, parked in front of the arrival lounge (white cars with a metre and a taxi sign on top), which guarantee transport to and from Fiumicino to all destinations within the city of Rome at a standard fare of 40 Euros to a maximum of 50 Euros (where there is more than one piece of luggage or late-night arrival). Participants arriving at Ciampino airport may also take regular taxis from outside the airport to the Hotel.
2 IFAD will negotiate group transportation of participants by Hotel arranged transport at specially discounted rate, provided arrivals can be grouped together. Participants can check their s before departure whether this facility will be available in their cases. Transportation to and from the Aran Park Hotel and IFAD headquarters Transportation has been arranged to take participants to IFAD (Conference Venue) and return them back to the hotel in the evening. Bus Schedule: 24 January 2011: 08:00 from Hotel to IFAD 18:30 from IFAD to Hotel 25 January: 08:15 from Hotel to IFAD 18:30 from IFAD to Hotel Daily subsistence allowance and travel expenses Participants, whose expenses are paid for by IFAD, will be entitled to: Direct route economy class return air fare from their home town to Rome. Daily subsistence allowance to cater for lodging, food and other expenses; Transportation from Hotel to IFAD premises and drop back; Visa expenses (on submission of vouchers); Terminal expenses (lump sum allowance to meet cost of travels to home-airport-home and airport-hotel-airport). Air travel arrangements For participants paid for by IFAD, IFAD will issue tickets for air travel (the most direct route) subject to travel regulations of IFAD. Participants however may wish to buy their own tickets, and get reimbursed later by IFAD. Participants willing to take advantage of this facility are required to inform IFAD of the cost of air travel (most direct route) by to and secure IFAD s approval in advance. Documents needed to claim entitlements Boarding pass/ticket stubs and receipts of visa fees paid for visas, health insurance or travel insurance expense receipts for the travel period. The amounts which will be claimed must be communicated to IFAD in advance and must be approved by IFAD before undertaking the travel. IFAD will reimburse the cost of the ticket up to the maximum allowable IFAD liability, upon submission of receipt of payment for the ticket and ticket stubs. The refund will be transferred to the participant s bank account after submission of an original signed Expense Report and boarding passes. 2
3 For this purpose we need to receive the participant s banking instructions duly filled, on arrival in Rome (banking instruction form will be given to participants travelling on IFAD expenses, at the time of registration). Visa Participants are advised to check whether they will need visa for entering Italy. For most developing countries visa is required for entering Italy. The Schengen visa, as it is called, takes about three weeks to process. If necessary, Privilege & Visa office of IFAD will assist participant to obtain visa by sending a Note verbale to the relevant Italian diplomatic representation. If IFAD s assistance in getting visa is needed, the participant is requested to fill-up the Visa Request Form (ANNEX B) and send that electronically to conf-2011@ifad.org not later than 31 December Participants must ensure that their travel document (e.g. passport) is valid for at least six months after their expected date of departure from Italy. Air travel assistance at IFAD During the Conference, on site assistance with air travel arrangements may be obtained from the IFAD travel agent, Carlson Wagonlit Travel, located on the ground floor in room B-011. The office is open Monday through Friday from 9 a.m. to 5 p.m. Registration, Identity Badges and Security All participants are kindly requested to register and pick up their security badge to enter IFAD premises. Registration venue and hours 23 January at Aran Park Hotel: to January at IFAD HQ: to You will need a valid photo identity (such as passports, driving license) to register and get your security badge. Security Strict security measures are observed at IFAD premises. Delegates cannot enter IFAD premised without security badges. At IFAD premises, delegates are advised to wear their security badge at all times. They are also advised never to leave briefcases or any valuable items unattended. Conference Documents Conference documents will be mailed electronically to the participants, as they become available. On arrival, each participant will also receive a memory stick (USB) containing the conference documents. 3
4 Participants are expected to carry their own hard copies. As part of IFAD s green policy, IFAD wishes to cut down on paper documents. Hard copies of documents (conference papers) can however be obtained during the Conference on request only. Organisation of the Conference The conference will have plenary and break out sessions. The Plenary will be held at the at the Italian Room (-1 Level at IFAD HQs) The rooms for break out sessions will be announced during the conference. As breakout rooms are of different sizes, it is useful to know in advance participants preferences for breakout sessions. Participants are therefore requested to return filled-in Breakout Session Requests Form (ANNEX C) to conf-2011@ifad.org by 31 December Further and up to date information on the Conference is available on the IFAD web site at the following link: Conference facilities Interpretation The official languages of IFAD are Arabic, English, French and Spanish. Simultaneous Interpretation in these four languages will be provided only during the plenary sessions. However, if you are interested in getting services in other three languages of IFAD (Arabic, French and Spanish) please indicate your preference to conf-2011@ifad.org. It may be possible to provide one to one or small groups interpretation service. Cloakroom A cloakroom is available to delegates and is located in the conference area (-1 level). Banking facilities A branch of Banca Popolare di Sondrio is located on the ground floor, close to the main Reception area. The banking hours are: 8.30 a.m. to 1.30 p.m. and from 2.30 p.m. to 4.00 p.m. Medical services First-aid facilities are available in the meeting area. In case of emergency, please contact IFAD medical Nurse, Kim tel: Post office IFAD does not have a post office on its premises. The nearest post office is located within a ten-minute walking distance on Via A. Del Sarto 12 (just off Via Baldovinetti). Internet facilities Wireless Fidelity (Wi-Fi) will be available in and around the plenary meeting room. Delegates may also make use of the computers provided in the Internet cafe, which is located near the bar in the conference area. Internet connection is also available in the cafeteria and atrium on the ground floor. Hospitality A reception and dinner will be hosted by the President of IFAD on 24th evening at 7:00 p.m. at Aran Park Hotel. 4
5 The Dinner will also feature a dinner speech by Sir Gordon Conway of Imperial College in London. Lunches and refreshments IFAD will provide refreshments during Coffee breaks at the BAR at -1 level (i.e. the same level of the Plenary Room). Participants can have three options for lunch (which needs to be paid by the participants): --- Assorted sandwiches, panini, fruits, pastries tea, coffee at the BAR at (-1 Level), or --- Hot meal at the Cafeteria (ground level). --- Participants can also buy prepaid voucher at the time of registration for full three course meal (at 10 Euro each). The vouchers can be used during lunch at the IFAD Cafeteria (ground level). Currency The currency used in Italy is Euro. Exchange facilities are available at IFAD; but currencies traded are limited to major currencies only (such as pound sterling, US dollars). If you have any questions re currencies, please feel free to contact the Conference Secretariat. For latest currency exchange rates, visit Weather Temperatures in Rome in January average between 2 and 12 degrees Celsius. (Although winter is generally mild, make sure to bring an overcoat or raincoat and winter shoes) Click on the link below before your departure to get the latest weather report: Conference Secretariat (conf-2011@ifad.org) and Useful Numbers Overall coordination: Atiqur Rahman: at.rahman@ifad.org Logistics and per diem: Gisella Barbieri: g.barbieri@ifad.org Carla De Donato: c.dedonato@ifad.org Registration and security badges: Vincent Sineau v.sineau@ifad.org Alfredo Baldoni a.baldoni@ifad.org Travel and visas: Alessio Accardi a.accardi@ifad.org Severino Manuel s.manuel@ifad.org Medical First aid (Nurse Kim)
6 ANNEXES ANNEX A - Accommodation Request Form ANNEX B - Visa Request Form ANNEX C - Breakout Sessions Request Form 6
7 7
8 Annex A ACCOMMODATION REQUEST FORM Please fill in this form (in block letters) and return it to conf-2011@ifad.org by 31 December The Secretariat will confirm your reservation by return . Please note that hotel bills will have to be settled by the participants themselves. ARAN PARK HOTEL Aran Park Hotel Via Riccardo Forster, Rome, Italy Tel: Fax: Web site: Last Name: First Name: Country: City: Tel: /Fax: Check in date and time Check out date and time Date: Date: Estimated time: Estimated time: IFAD negotiated room tariff for standard rooms: - Single: 90 Euro per day - Double: 130 Euro per day Rates include taxes and breakfast Please advice preference: Smoking Non smoking Single room Double room Signature: Date
9 Annex B VISA REQUEST FORM Please return this form, duly filled (in block letters) by to: conf-2011@ifad.org with copy to a.accardi@ifad.org and s.manuel@ifad.org by 31 December Mr./Ms: Full name (as in passport): Nationality: Date of birth: Type of passport: National Laissez Passer Diplomatic Date of issue: Date of expiry: Number: Place of issue: Issued by: TRAVEL information Date and Place of departure: Date of arrival in Rome: Date of departure from Rome: Flight details, if available: address: Telephone number: 9
10 ANNEX C Preferences for Breakout Sessions (Please check the relevant boxes, and return the completed form to conf- 2011@ifad.org by 31 December, 2010) MORNING: DAY1 (24 January 2011) Session 2: The state of small scale farming in the developing world ( ) Breakout by region to discuss trends in number and size of small farms, their characteristics and livelihood strategies, new threats and opportunities, and types of small farms to be targeted in a business approach (11:30 13:00) Africa Asia Latin America Mid East and North Africa AFTERNOON: DAY1 (24 January 2011) Session 3. Small scale farming as a business: Creating an enabling business environment ( ) Breakout into FOUR groups to discuss market, technology, input supply, and land and water issues (15:00 16:30) Linking small farms to markets. Improving small farm technology and sustainable resource management. Improving small farm access to modern inputs and financial services. Improving access to land and water. MORNING: DAY 2 (25 January 2011) Session 4. Small scale farming as a business: Building human capital and resilience ( ) Breakout into FOUR groups to discuss entrepreneur, empowerment and climate change issues (09:00 10:30) Creating the entrepreneur farmers needed today and tomorrow. Empowering women and vulnerable groups to become successful farmers. Prospering despite climate change. Creating off-farm opportunities. 10
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