Useful Information for participants

Transcription

1 Useful Information for participants Speakers, Panellists and Facilitators: Important information on the last page Highly recommended: Print this document and bring it with you! Important addresses and phone numbers Conference venue MalmöMässan Mässgatan Malmö Sweden (5min walk from Hyllie station) Conference secretariat Until 16 September 2012 ICLEI European Secretariat Leopoldring Freiburg, Germany Phone: / ecoprocura2012@iclei.org September 2012 MalmöMässan (first floor) Mässgatan Malmö, Sweden Mobile: +46 (0) ecoprocura2012@iclei.org Arrival in Malmö Malmö, in southern Sweden and only 35 km away from Copenhagen (Denmark), is easily reachable by train from the rest of Sweden, Denmark and northern Germany, and by airplane from the rest of Europe s major cities. For more information, visit: /practicalinformation/getting-to-malmoe MalmöMässan, the venue MalmöMässan is situated in the district of Hyllie, south of Malmö, which is very well connected by train and bus from the city centre and by train from the Copenhagen Kastrup Airport. Some long-distance trains with final destination Copenhagen or Copenhagen Kastrup Airport also stop at Hyllie station. Once in Hyllie, MalmöMässan is located just behind the Malmö Arena. Volunteers recognisable by their orange t-shirts will guide you towards the conference venue each morning, the walk takes 5 minutes. See the map on the left for details. From Copenhagen Kastrup Airport Upon arrival at the airport you can take a train directly to Malmö, from Terminal 3, where baggage claim and customs are located. Direct trains, called Öresundståg, depart every 20 minutes to Hyllie station (duration 15min), continuing to Triangeln station (18min) and Malmö Central Station (22min). The ticket costs 105 SEK ( 12 ) one-way and must be purchased before boarding the train. For more information, visit: 1

2 From Malmö Sturup Airport Upon arriving at Malmö Sturup Airport you can take a Flygbussarna bus to Malmö Central Station. The travel time is 40 minutes and a ticket costs 99 SEK ( 12 ) one-way and 179 SEK ( 21 ) return. There is no public transport from this airport directly to MalmöMässan. Please, see below for directions from the Malmö Central Station to MalmöMässan. For more information, visit: From Malmö city centre There are two types of direct trains that connect Malmö Central Station and Hyllie station: Öresundståg and Pågatåg. Trains run every 10 minutes, the duration of the trip is 7-9 minutes. On route, all trains stop at Triangeln station, also in central Malmö. MalmöMässan can also be reached by city buses No. 5, 6 and 33, which stop outside the Hyllie station. All train and bus tickets cost 25 SEK ( 3 ) one-way. For more information, visit: Registration upon arrival Registration will open on Wednesday 19 September at 11:00 to welcome arriving participants and during the afternoon coffee break at 15:15. On Thursday and Friday, the Registration desk will be open from 8:00 to 9:00 and during coffee breaks and lunches. The Registration desk will be located in the Lobby area of MalmöMässan. When registering you will be provided with your conference badge, a public transport ticket for Malmö and a delegate folder. Conference fee and payments The conference fee covers admission to the event, participation in all sessions, conference materials, site visits, three lunches, coffee breaks, one welcome reception, one dinner, entry to the Tutankhamun exhibition and a public transport ticket for Malmö. For your own convenience we strongly encourage you to pay before the start of the conference. If you have not done so yet, please transfer the fee to the bank account as indicated in the Registration Accepted you received. Payment made after 12 September 2012 Please note that payments made after 12 September may not have arrived in our bank account when the conference starts. If you have not yet received a payment confirmation from our side, please bring your bank transfer receipt with you as a proof of payment. Payments on the spot It will be possible to pay on the spot, in cash (in Euro or SEK) at the Conference secretariat. There is a cash point/atm at the main entrance of the Malmö Arena, approximately 300 meters from the conference venue. Transport during the conference Public transport Upon registration, each participant will receive a free ticket for the Malmö public transport system valid for 1 or 3 days, depending on your needs. For all public transport information, visit: Bikes You can also cycle in Malmö! It is a very cycle-friendly city; there are plenty of bike trails. Bicycle Maps are available at the tourist information office (address: Skeppsbron 2, Malmö). You can reach MalmöMässan via Kroksbäck and Kroksbäck Park. Follow the signs to Hyllie and then to Malmö Arena, which is a few meters away from MalmöMässan. Places to rent a bike: Malmö Travel Shop Skeppsbron 10, +46 (0) Fridhems Bikeshop Östra Rönneholmsgatan 26, +46 (0) or Tessinsväg 13, +46 (0) Taxi in Malmö We encourage sustainable means of transportation, however, in case of emergency these are some suggested taxi companies: Taxi Skåne +46 (0) Taxi (0) Taxikurir +46 (0) Limhamns Taxi +46 (0) Note that it is possible to pay with credit card in most taxis.

3 Conference Programme You will find continuously updated information about the conference programme, as well as further details regarding the content of the Plenary and Break-out sessions under the programme section of the conference website: /programme Life-Cycle Costing Break-out sessions 1 & 2 Thursday 20 September These training sessions will be held at the Sustainable Internet Café, due to the special nature of the session. Because of the limited seating, only those participants who indicated their interest when registering for the conference will be able take part. Site visits on Friday 21 September Site visits will take place on Friday 21 September between 14:00 and 16:30, except for the Western Harbour site visit, which will end at 16:00. Study visits will start and finish in front of MalmöMässan. Participants should meet in the MalmöMässan Lobby area where the guides will be waiting. For more information on the site visits, please visit: /programme/social-eventssite-visits Pre-registration required through conference registration! Please note that pre-registration is required to take part in the Site visits. If you did not select a Site visit, or if they were already full when you registered for the conference - and you still wish to attend, you will have the possibility to sign up (space allowing) or make last minute changes at the Info desk. Gastronomy and Social events Welcome Reception and Tutankhamun exhibition Wednesday 19 September, 17:15 The first day of the conference will end with a Welcome Reception at MalmöMässan, where drinks and canapés will be served. After this, interested participants have the opportunity to visit the Tutankhamun exhibit for free. Priority access will be given to those who pre-booked their tickets (by or upon registering online). If you did not pre-book a ticket and yet are interested in attending, please go to the Info desk. Sustainable restaurants in Malmö Wednesday 19 September, from 20:00 Participants will have a chance to test Malmö s selection of ethically and locally produced food. A list of recommended restaurants is available on the EcoProcura website and at the Info Desk. Please note that this evening s meal is at the participant s expense. Drinks and Dinner at Malmö Town Hall Thursday 20 September, 19:30 To end the second conference day, the City of Malmö will host a formal dinner at the Knut Banqueting Chamber in the City s Rådhuset (Town Hall). Three tenors of Malmö Opera will perform during the evening. Participants will have two free hours before the start of this event to go to their hotel, visit town, etc. Location: How to get there: Dress code: Access: Rådhuset (Town Hall), Stortorget 1, , Gamla staden (Old town) A 5 minute walk from the Central Station and 20 minute walk from Triangeln station area Smart casual Upon presentation of your participant badge or invitation card Lunches during the conference days A lunch will be provided on all three conference days, with Asian, Middle-Eastern and Nordic food themes on each day. Dishes will be meat-free in a bid to reduce reliance on products that have a significant carbon footprint, organic ingredients were selected for the buffet, and coffee and tea will be Fairtrade certified. Exhibition The Exhibition area will be a key meeting and networking spot. It will be located on the ground floor, beyond the Registration desk. The Exhibition, and specifically the LANDMARK Multimedia Exhibition, will be launched at 12:30 on Wednesday 19 September. For more information, visit: /programme/exhibition

4 Telephone codes & other useful numbers Country code of Sweden: +46 European emergency number (police, medical and fire): 112 Non-emergency police: Non-emergency medical: 1177 Dentist and doctor on duty: +46 (0) Pharmacies, shopping, post office and banking hours Pharmacies (Apotek) 9:00 18:00 (Mon-Fri) 10:00 14:00 (Sat) 8:00 22:00 (Apotek Gripen, Bergsgatan 48) Post offices Post offices are inside shops, gas stations or grocery stores, and therefore have various opening hours. Ask at your hotel's reception. Banks 10:00 15:00 (Mon-Fri) Some branches also open on Saturday. Shopping 10:00 18:00 (Mon-Fri) 10:00 14:00/15:00 (Saturdays) Weather In September, the weather in Malmö is mild but frequent rain showers are possible. Average max: 17 C, average min: 10 C, precipitation: 58mm. For the latest weather forecast, visit: Time Standard time in Sweden is GMT+1 hour. The same as in Berlin, Paris, Barcelona, Brussels and Rome. Other useful information Electricity: Sweden uses 230V with a frequency of 50Hz. Plugs and sockets: Sweden uses the Europlug (Type C & F) for electricity, with two round prongs. Greening the conference The organisation team for the EcoProcura 2012 Conference and its supporters have been actively working to minimise the negative local and global impacts produced by this event. In accordance with this objective, we would like to ask you to give the use of public transport, bicycles or walking preference over using taxis. We have printed the minimum necessary amount of conference material, to correspond to the number of registered participants. Please therefore be aware that we can only provide you with one conference badge, folder and programme and cannot replace lost material. Thank you for your understanding. Leisure / entertainment For additional information about Malmö and its surroundings, please visit the official tourism website or go to the Info desk during the conference. Have a good trip! We hope that this document will provide you with all the information you require. If you have any questions, please, write us at ecoprocura2012@iclei.org or call us at / We are looking forward to an exciting event, and are happy that you will be joining us to make it successful! We wish you a good trip and we are looking forward to meeting you in Malmö! Your EcoProcura 2012 Conference Team

5 Important information for Speakers, Panellists and Facilitators Updated information on programme and your session Check /programme for the latest information on your session. Abstracts of your co-presenters, when available, will be uploaded on the conference website. Briefing meetings All sessions speakers, panellists and facilitators are invited to attend the corresponding briefings: For Plenary sessions You are invited to meet the Master of Ceremonies, Peter Woodward, 15 minutes before your session starts, in the plenary room, The Cloud. Except Plenary session 1: speakers should arrive at the plenary room at 13:15 the latest, because there is no break between this and the previous session. For Break-out sessions Round 1 Thu 20 Sept, 14:30-15:45 You are invited to meet the session leader and the facilitator at 13:15 (because there is no break between this and the previous session) at the room of your session, check the name of the room on the Programme or ask at the Registration desk. The names of the session responsible and the facilitator are indicated in the session description you have received. For Break-out sessions Round 2 Thu 20 Sept, 16:00-17:00 You are invited to meet the session leader and the facilitator 15 minutes before your session starts, at the room of your session, check the name of the room on the Programme or ask at the Registration desk. The names of the session responsible and the facilitator are indicated in the session description you have received. For Market Lounge Round 1 Wed 19 Sept, 15:45-17:15 Table hosts at the Market Lounge are invited to take their table 10 minutes before the session starts, at the plenary room, The Cloud. Tables will be numbered (as listed on the Programme and the website) and will have a sign with your name. Remember to bring a laptop if you wish to carry out a short PowerPoint presentation, you are free to bring along other support materials. For Market Lounge Round 2 Fri 21 Sept, 10:00-11:00 Table hosts are encouraged to take a seat at their table 10 minutes before the Plenary session 8 starts, at 8:50 (because there is no break between this and the previous session), at the plenary room, The Cloud. Tables will be numbered (as listed on the Programme and the website) and will have a sign with your name. Remember to bring a laptop if you wish to carry out a short PowerPoint presentation, you are free to bring along other support materials. Presentations At home for all speakers, including Market Lounge presenters As a back-up to bringing your presentation to the conference in Malmö, please send us your presentation by to ecoprocura2012@iclei.org. Please make sure the file is not too big (up to 4 MB) pictures can be inserted in lower resolution to keep the file small. This is to facilitate uploading. Upon arrival for Plenary and Break-out sessions speakers When registering in MalmöMässan, please, make sure to submit your presentation at the Registration desk. It is important for us to have the presentations early. We must upload all the presentations well in advance on all the laptops that will be used during the sessions. Sessions your presentation For the respect of other speakers and to ensure a smooth and coherent flow in all sessions, we kindly ask you to make sure that your presentation respects the maximum duration that has been communicated to you. Emergency number during conference week (17 to 21 Sept) +46 (0) Iker Urdangarin will be the main responsible for questions pertaining to speakers and programme.