The Rockefeller Foundation

The Second General Meeting on Biotechnology, Breeding and Seed Systems for African Crops  

Kenya Agricultural Research Institute

I N F O R M A T I O N FOR PARTICIPANTS

The Rockefeller Foundation (RF) office in Nairobi and the Kenya Agricultural Research Institute (KARI) welcome you to the Improved Crop Varieties (ICV) Meeting. Set out below is some of the key information participants will find useful. The organizing team will make announcements as necessary and participants wishing to communicate information should contact the organizers. Queries should be directed to Foundation staff members who will identify themselves by name badges.

Accommodation

Participants will be accommodated in four different hotels, Safari Park Hotel, La Mada Hotel, Utalii Hotel and Windsor Golf & Country Club (WGCC).  The Foundation has made reservations on a bed and breakfast basis in all the hotels. Participants already have information with regard to which hotel they are accommodated in. The Foundation has negotiated a rate of $75 per day for participants who will be paying their own accommodation at Safari Park hotel. Breakfast will be served in the respective hotels.

The Foundation will be responsible for settling accommodation charges and conference charges only for the duration of the meeting.  Participants arriving before January 22, and leaving after January 28, 2005 will be required to pay for the additional days. Extras such as laundry and telephone bills will be borne by the participants.  Participants should therefore ensure that they have checked their bills, and settled all charges for extras, before checking out.

The official check out time is 10.00 a.m. but participants whose flights depart later in the evening will be allowed to keep their rooms until closer to their departure times. 

Participants should advise the Foundation organizers of any special dietary or mobility needs that require attention.

Registration

Registration for participants residing at La Mada and Utalii hotels will take place on Saturday January 22, 2005 between 6.00 p.m. and 8.00 p.m. The Registration desk for participants residing at Safari Park and WGCC will open from 4.00 p.m. to 8.00 p.m. on Sunday, January 23, 2005, and on Monday, January 24, 2005 from 8.00 a.m. to 8.30 a.m. Participants who will have registered in advance will still be required to sign in as they receive their folders, to certify that they are indeed present at the meeting.  This information will be used to compile the actual list of participants.  All queries should be directed to staff at the registration desk.

Secretariat

The secretariat manned by Foundation staff is set up to ensure that participants have a pleasant and professionally enriching stay. The staff will be able to provide most of the needed assistance and services.

Speakers and Presenters

All speakers and presenters, who shall not have in advance forwarded to the Foundation their power point and paper presentations, should do so immediately at the Preview room (Cub Room). All presentations should be loaded one day before the actual presentation is made. Audiovisual technicians will preload the PowerPoint presentations prior to the start of the session.  All presenters should report to the plenary hall or the respective breakout room, at least 20 minutes prior to the start of the sessions to meet with the session chair and rapporteur, and to meet with audiovisual technicians with regard to their presentations. 

Meeting Room and Meals

The Meeting will be held at the Jambo Conference Room during the entire period.  Morning and afternoon tea will be served outside the meeting room as per the program. Buffet lunch, inclusive of a soft drink, will also be provided.  Participants will, however, be expected to meet their dinner costs, and costs of drinks purchased at the bar or in their rooms, except on Wednesday January 26, 2005, when all participants are invited to a group dinner at the Nyama Choma Ranch, Safari Park Hotel.

Breakout sessions

An announcement will be made at the plenary regarding where each breakout session will be held.  Breakout sessions will be held in Jambo Room, Samburu Room, Ivory Room and Pavilion Room. 

Out-of-pocket allowance

Hotel residents will receive an out-of pocket allowance of $50 per day to cover dinner and incidental expenses.  In this regard, the Foundation will not be responsible for your miscellaneous expenses such as telephone calls, laundry, Internet charges, etc. as these should be covered by this allowance.

Participants commuting to the meeting venue will receive $30 per day to cover their commuting costs.

Members of the External Advisory Committee and Foundation consultants are not eligible to receive this allowance.

Reimbursement of Expenses

Participants who purchased their own tickets with the understanding that that they will be reimbursed by the Foundation should complete the claim form provided in the folders and include full account details to which the reimbursement should be made.  The form can be mailed later with all receipts.  Claims of amounts below $500 will be reimbursed in cash.

For participants traveling by road, a reimbursement of up to the cost of an economy (excursion) return ticket is provided.

Other expenses incurred during travel such as visa charges will also be reimbursed.

A desk will be set up outside the meeting room, where participants can present their claims.

Shuttle Transportation

Shuttle buses will be provided to transport participants from the various hotels to Safari Park and back to their respective hotels after s daily. Participants residing in these hotels should refer to the transport schedules posted on notice boards in their respective hotels. The buses will depart from the various hotels for Safari Park Hotel at 7.45 a.m. after breakfast each morning.  Departure from the Safari Park back to the respective hotels will be after the sessions each day. 

Participants are advised to ensure that they use the transport provided or otherwise find alternative transport to the meeting venue at their own expense.

Reconfirmation of Tickets

Participants are requested to present their tickets for reconfirmation to Ms. Heather Samuels and Ms. Irene Mburu at the Rickshaw Travel desk, on Monday, January 24 and Tuesday, January 25, 2005.    Changes to flight bookings should be communicated to them well in advance.

Transfers to the Airport

Rickshaw Travels (K) Ltd. will arrange and provide return transfers. Participants are requested to liaise with the Rickshaw Travel Desk for information related to pick up time from the hotel. 

Field Trip to Embu and KARI’s Muguga Station

On Wednesday January 26, 2005, participants are invited to take part in a field day to Embu and Muguga sponsored by KARI. Participants are requested to read the attached information sheet and fill the attached sign up sheet indicating which field site they opt to visit, and return it on Monday, January 24, 2005 by 5.00 p.m.

Insurance

Participants are advised that they are not covered under any travel, medical, accidental death, life or other insurance carried by the Foundation.  They may however, take out their own travel insurance policies, and claim reimbursement.

Mobile Telephones

Participants are encouraged to ensure that mobile phones are switched off during the sessions.

Medical Facilities

Safari Park hotel has a clinic, which is open till late and is manned by fully qualified clinical officers.  The hotel’s doctor is also on call 24 hrs.

La Mada Hotel has a doctor on call 24 hrs and in the event of an emergency will arrange for medical services at Nairobi Hospital and Avenue Park.

Utalii Hotel has a clinic, which is open until late and is manned by a clinical officer and a nurse.

Hotel Contacts

The Safari Park Hotel, Thika Road, P.O. Box 45038, Nairobi 00100, Kenya;

Tel. +254 20 3633000/802493/862222, Fax. +254 20 802477, E-mail: safariht@africaonline.co.ke.

Windsor Golf and Country Club, Ridgeways Road, P.O. Box 45587, Nairobi, Kenya, Tel. +254-20-862300, Fax. +254-20-802322, Email: info@windsor.co.ke, Website: www.windsorgolfresort.com. 

La Mada Hotel P.O. Box 40683 00100 Nairobi, Kenya, Tel. +254-20-861041, Fax. +254-20-861194, Email: lamada@madahotels.com Website: www.madahotels.com

Utalii Hotel P.O. Box 31052, Ngara-00600 Nairobi, Kenya, Tel. +254-20-802540-7 Fax. +254-20-860514, Email: info@utalii.co.ke Website: www.utalii.co.ke