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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
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