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Information for participants

1) GENERAL CONFERENCE INFORMATION

The Second Global Conference on Agricultural Research for Development (GCARD2) will be held in Punta del Este, Uruguay, from 29 October to 1 November 2012. GCARD2 follows on and develops the outcomes of the first GCARD held in Montpellier, France, from 28 to 31 March 2010. The theme in 2012 is “Foresight and partnership for innovation and impact on small-holder livelihoods”. We will take stock of progress and experiences in developing and strengthening actions and partnerships transforming innovation processes to achieve large scale development impacts, in particular affecting the livelihoods of resource poor smallholder farmers.

The Host Government of the Oriental Republic of Uruguay has generously contributed to the organization of the Conference by providing transportation, security, refreshments and other arrangements to make your stay comfortable in this hospitable country.

The Brief Agenda and the Breakout Session Outlines are available on our website at the following address: http://egfar.org/gcard-2012/programme

GCARD2 will be in English and Spanish languages only.

Prior to the Conference, on 27 and 28 October 2012, there will be a number of pre-conference meetings organized by various AR4D constituencies and initiatives. More information on these events will be available on the web site shortly: http://egfar.org/gcard-2012/pre-conference-meetings

2) VENUE

The venue for GCARD2 is the Conrad Resort and Casino – Punta del Este (puntadeleste.conradmeetings.com). All sessions of GCARD2 will be held in the conference center of the Conrad. The Conrad offers an array of facilities and services, including internet access, safe deposit boxes, mini bar, 24-hour room service, a range of shops, multilingual staff, luggage storage, limousine service, foreign currency exchange, and mail and paging service. The hotel also has a fully equipped, 24-hour Business Centre.

Due to limited availability of rooms, most of non-sponsored participants will be accommodated at the alternative hotels in the vicinity of the Conrad. (See notes on accommodation arrangements in point 7, below, for booking information.)

Conrad Resort and Casino

Punta del Este

Parada 4 - Playa Mansa (20100)

Punta del Este, Uruguay

Phone: (+598 42) 49 1111 - Fax: (+598 42) 48 9999

e-mail:

Check-in 3 p.m.; check-out 12 noon.

3) COMMUNICATIONS WITH THE GFAR SECRETARIAT

Requests for information and travel arrangements should be addressed to the GCARD 2012 Team:

[email protected]

GFAR Secretariat

c/o FAO-OEKDG

Viale delle Terme di Caracalla

00153 Rome, Italy

Tel: +39 0657053413

Fax: +39 0657053898

>> More information for sponsored participants << >> More information for non-sponsored participants <<

SPONSORED PARTICIPANTS

PREPARATIONS FOR PARTICIPATION

Invitation letters have been sent individually to GFAR sponsored participants via email. Upon receipt of the invitation letter outlining GFAR sponsorship, invitees are kindly asked to initiate preparations for participation in GCARD2. Where necessary, we urge participants to begin the process of visa application as soon as possible (see point 7, below) and to begin liaising with the GFAR Secretariat regarding travel and accommodation arrangements (points 4, 6), paying close attention to the details of the terms outlined.

Conference materials and badges will be prepared based on the information provided at the time of registration. These materials will be ready for collection at the venue starting from the morning of 27 October 2012.

TRAVEL ARRANGEMENTS

GFAR will request Carlson Wagonlit Travel at FAO Headquarters to establish an itinerary for your travel to Uruguay. Based on your acceptance of the itinerary and after having verified that your name is precisely as it appears in your passport (or other travel document) and that the dates of travel are correct, your return ticket will be issued and sent to you electronically.

Your return air travel will be booked on the most direct, economical route. Arrival in Uruguay is scheduled one day prior to the start of the Conference, on 28 October 2012, or on 27 October if needed to avoid inconvenient connections or arrival times. Departure from Uruguay will be scheduled for the day of the close of the Conference, on 1 November, or as required by flight availability. No business class tickets will be issued, regardless of the country of origin or total flight duration.*

Please note that having agreed to the proposed schedule for your travel, any changes to the approved itinerary or issued ticket will be at your own expense. Locally-purchased tickets will not be eligible for reimbursement; no travel or visa assistance will be provided to family members of the sponsored participants. Cancellations will be handled on a case-by-case basis.

* As per rules of the Food and Agriculture Organization established in the FAO Administrative Circular 2011/29. In virtue of its administrative status within the Organization, GFAR is subject to FAO rules concerning all travel related expenditures in favor of GFAR sponsored participants.

EXPENSES

A standard lumpsum of USD 126 as pocket money will be provided to sponsored participants. This lumpsum is intended to cover costs associated with local travel to the airport in the country of origin, transit arrangements in the case of airport change for flight connection, and miscellaneous expenses en route and during the conference.

Note that as a sponsored participant, room and board during your participation will be supported in full and arranged by the GFAR Secretariat. Lunches and dinners will be provided for all days of the Conference; breakfast is included in the accommodation booking.

HOTEL ACCOMMODATION

Block bookings at the Conrad Resort and Casino and, where required, other hotels in the immediate vicinity, have been made for all GFAR sponsored and self-sponsored participants. GFAR has made arrangements to pay the resort directly for the accommodation of sponsored participants. The GCARD2012 Travel Team will secure one of the block-booked rooms for you following purchase of your air ticket. You will be sent an email confirmation of your booking no later than 1 October 2012.

FORMALITIES FOR ENTRY INTO URUGUAY: VISA REQUIREMENTS

Participants are advised to enquire at the nearest Embassy or Consulate of Uruguay whether visas are required to enter Uruguay as soon as possible after receipt of the letter of invitation. Please refer to Annex 1 for a list of nationals who are required to secure a visa for Uruguay.

IMPORTANT: Before applying for your visa, please send a scanned copy of the first page of your valid passport and the following information to Ms Gianna de Cesare, GFAR Secretariat ():

i) Full name precisely as it appears in your passport;

ii) Your date and place of birth;

iii) Passport number;

iv) Place and date of issuance;

v) Date of expiry;

vi) Your full address of residence (with telephone, email and fax);

vii) The address, telephone and email of the Embassy/Consulate of Uruguay where you are applying for the visa.

The GFAR Secretariat will be in touch with the Ministry of Foreign Affairs of Uruguay to facilitate the issuance of your visa.

In case there is no Uruguayan Embassy/Consulate in your country of residence, you will have to apply to the Uruguayan Embassy/Consulate at the nearest location. For more details, please contact Ms Gianna de Cesare, GFAR Secretariat (), who will advise you on how to proceed. Please send along with your enquiry a scanned copy of the first page of your valid passport and the passport information listed above. Kindly also send your full address of residence (with telephone, email and fax).

Finally, please note that there is no possibility of obtaining a visa on arrival in Uruguay as this is not permitted by the Uruguayan immigration authority.

TRANSPORTATION

Local travel within countries of origin

See point 5, above.

Transit - Flight connections and stopovers

See point 5, above.

Airport transfer in Uruguay

Participants coming by air will arrive at one of two airports, depending on routing. Carrasco Airport in Montevideo is located at about 118 km, or about 2 hours by car, from Punta del Este. The Laguna del Sauce Airport is located 15 km from Punta del Este.

A hospitality desk will be established at both of the airports to coordinate transportation by a free shuttle service provided by the Host Government to the Conrad Resort and Casino. Information on these services will be sent with the notification of hotel booking. In the event that a participant fails to present her/himself for the prearranged shuttle, no further service will be provided without a valid reason.

A public bus and taxi service is also available from both airports, at the cost of the participant.

SERVICES AVAILABLE AT THE HOTEL/VENUE

A travel group arranged by the Carlson Wagonlit Agency or their partner in Uruguay will be available during regular business hours at the GCARD2 Reception Desk for emergency re-routings or re-bookings of return flights. Any re-routings/re-bookings will be the responsibility of the participant.

A doctor will be present at the Conrad Resort and Casino 24 hours a day to attend to any urgent medical needs of conference participants.

NOTES

Travel Insurance

The travel authorization under which purchase of air tickets and disbursement of the lumpsum for en route expenses provides travel insurance. For the terms and conditions of this travel insurance, kindly contact the GCARD2 Travel Team.

Reimbursements for visa fees

Reimbursements for visa fees can be made at the venue upon presentation of original receipts. This provision is made exclusively for visa fees incurred by GFAR sponsored participants.

NON-SPONSORED PARTICIPANTS

PREPARATIONS FOR PARTICIPATION

Invitation letters have been sent individually to non-sponsored participants via email. Upon receipt of the invitation letter, invitees are kindly asked to initiate preparations for participation in GCARD2. Where necessary, we urge participants to begin the process of visa application as soon as possible (see point 7, below). During the period 1 – 30 September 2012, all participants should confirm their participation on-line and provide details on their specific requirements (diet preferences, interest in spouse program etc.). We will try to avoid duplication with the pre-registration process.

Conference materials and badges will be prepared based on the information provided at the time of pre-registration. These materials will be ready for collection at the venue starting from the morning of 27 October 2012.

REGISTRATION FEE

There will be NO REGISTRATION FEE for the GCARD2

TRAVEL ARRANGEMENTS

The air ticket, visa and accommodation costs will be covered by the participants or their organizations. Please note that GFAR will not handle travel, visa and accommodation arrangements for non-sponsored participants.

MEALS

Refreshments, lunches and dinners will be provided on all days of the Conference (29, 30 and 31 October; and lunch boxes on 1 November). There will also be a Reception Dinner hosted by the Oriental Republic of Uruguay on 28 October 2012. Breakfast is usually included in the hotel rates.

HOTEL ACCOMMODATION

All non-sponsored participants will be making hotel reservations on their own, indicating a reference to the GCARD2.

Due to limited room availability, the Conrad Resort and Casino can not accommodate all the participants of the GCARD2. Priority for accommodation in the venue hotel will be given to the sponsored participants.

The Event Organizers have identified the alternative hotels in Punta del Este, including those in the vicinity of the Conference venue, and the following are available for the non-sponsored participants:

Hotel name	Address	Phone	E-mail	Website
Il Belvedere	Rambla Costanera Lorenzo Batlle y Calle Da Vinci Parada 29 \| Punta del Este, Uruguay	(598 42) 494 817		http://www.ilbelvedere.com
Hotel L’Auberge	Pda. 19 Brava. Carnoustie y Av. del Agua, Barrio Parque de Golf Punta del Este 20100, Uruguay	(00598) 42488888		http://www.laubergehotel.com/
Hotel Romimar (ex Days Inn)	Calle 28 entre Gorlero y 24, Punta del Este Uruguay	(00598) 42447116		http://www.daysinn.com/hotels/ uruguay/punta-del-este/days-inn-brava/hotel-overview
Hotel Best Western La Foret	Parada 6 Playa Mansa Calle La Foret y Pascual Gattas, Punta del Este, Uruguay	(00598) 42481004		http://www.laforet.com.uy
Hotel Serena	Rambla Williman Pda. 24 Punta del Este Uruguay	(00598) 42233441		http://www.serenahoteles.com/ -en-punta-del-este-hotel.htm
Hotel Sisai	Pedragosa Sierra y Av. Roosvelt	(00598) 42498803		http://www.sisai.com.uy
Hotel La Bluette	Parada 49 - Bikini Beach - La Barra - Punta del Este, Uruguay	(00598) 42770947		www.hotellabluette.com
Hotel Mantra R.S & Casino	Parada 48 Av. Jaureguiberry y Ante Milat	(00598) 42776132		http://www.mantraresort.com/
Hotel Art & Spa Las Cumbres	Ruta 12 km 3,900	(00598) 42578689		www.cumbres.com.uy
Hotel Jean Clever	Bulevar Artigas, Parada 7 20100 Punta del Este Uruguay	(00598) 42493494	;	http://www.jeanclevers.com/
Hotel Barradas	Parada 9, Playa Mansa, Rio Branco - Punta del Este, Uruguay	(00598) 42494444		http://www.hotelbarradas.com.uy/ accommodations-uruguay-es.html
Hotel Golden Beach	Calle 24 Nº 34 esquina calle 29 Punta del Este 20100, Uruguay	(00598) 42441314		http://www.goldenbeach.com.uy/ formulario/index.php
Hotel Awa	Avenida Pedragosa Sierra y San Ciro, Punta del Este 20100, Uruguay	(00598) 42499999		http://www.awahotel.com/es/ubicacion.php
Hotel Il Belvedere	Rambla Costanera Lorenzo Batlle y Calle Da Vinci Parada 29 de la Brava Punta del Este	(00598) 42494817		http://ilbelvedere.com/
Hotel Ajax	PARADA 2 y Br. Gral. Artigas Punta del Este Uruguay	(00598) 42481798		http://www.hotelajax.com.uy/eng/index.htm
Hotel Medano	Av. Alonsopérez y La Paloma \| San Rafael - PUNTA DEL ESTE - Uruguay	(00598) 42480361		http://www.medanohotel.com/
Hotel Remanso	Calle 20 El remanso Esquina 28 y 29 unta del Este, Uruguay	(00598) 42447412		http://www.hotelremanso.com.uy/index.html
Hotel Camelot	Avenida Pedragosa Sierra, Punta del Este 20100 Uruguay	(00598) 42482006		http://www.hcamelot.com/
Hotel Amsterdam	Calle El Foque 759, Punta del Este, Uruguay	(00598) 42444170		http://www.hotelamsterdampunta.com/
Hotel Don Pepe	Br. Artigas & Dr. Mario A. Scasso, Pda. 14 - Punta del Este - Uruguay	(00598) 42480535		http://www.hoteldonpepe.com.uy/ eng_sitio.html
Hotel Oasis	Parada 4 y Boulevard Artigas Punta del Este - Uruguay	(00598) 42480760	[email protected]	http://www.oasisparquehotel.com/home.htm

Tourist Information:

http://www.vivapunta.com/en/contenido/info/index.html

http://www.reservas.net/alojamiento_hoteles/puntadeleste_hotels_uruguay.htm

All room reservations will be made on “first-come, first-served” basis, and therefore, the non-sponsored participants are advised to make their reservations as soon as possible.

FORMALITIES FOR ENTRY INTO URUGUAY: VISA REQUIREMENTS

TRANSPORTATION

A hospitality desk will be established at both of the airports to coordinate transportation by a free shuttle service provided by the Host Government to the Conrad Resort and Casino.

A public bus and taxi service is also available from both airports, at the cost of the participant.

A free shuttle service (morning/evening) will also be available during 29 October – 1 November 2012. The schedule of shuttles will be available at the reception of the venue and reception areas of the alternative hotels stated under Item 7.

SERVICES AVAILABLE AT THE HOTEL/VENUE

A doctor will be present at the Conrad Resort and Casino 24 hours a day to attend to any urgent medical needs of conference participants.

[1] Please note that the rates are indicative for various types of rooms and occupancy; these may change without prior notice.

Information for participants

GFAR - The Global Forum on Agricultural Research

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