Technical information XXVIII Ordinary Congress of IFM-SEI

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1 XXVIII Ordinary Congress of IFM-SEI 2019/ June 2019 Tbilisi, Georgia Technical information Technical information XXVIII Ordinary Congress of IFM-SEI Accommodation and conference venue The conference and accommodation are located in the same venue at Fabrika, a hostel that is the middle of a creative centre of Tbilisi. Once a soviet sewing factory, Fabrika has been revived and transformed into a multi-functional urban space that unites a large hostel with stylish cafes and bars, artist studios and shops, educational institutions, coworking spaces, open space courtyard and an events space. Fabrika is an alternative hotspot for gathering in Tbilisi. The address of the venue is: 8 Egnate Ninoshvili St Tbilisi Georgia You should arrive on Thursday 27 June and depart on Sunday 30 June. Delegates and guests will be booked into the hostel for up to three nights on June; if you are staying for fewer nights we would kindly ask for you to state this in your registration form so beds are not left empty. Any extra nights in Georgia must be organised and paid for by the individual; IFM-SEI cannot organise accommodation before or after the Congress. The official Congress agenda will take place on June There will be optional programme on Thursday 27 June from 3pm and a post-dinner international evening. You may want to consider this when booking your travel. The check-in time is from 3pm on the arrival day. Check-out must be completed by 11am on departures day. Delegates and guests will be accommodated in dormitory rooms. Bed sheets are provided. You must bring your own towels or you can hire a towel at your own expense of 2/4 GEL (small/large). The hostel can also provide other amenities at a cost to the individual, such as slippers, shower gel, shampoo, dental kit and laundry services. Three meals per days will be provided, from dinner on Thursday 27 June through to breakfast on Sunday 30 June, plus two extra snacks on conference days. All meals will be provided in the hostel with the exception of dinner on the evenings of Thursday 27 June and Saturday 30 June, which will be hosted at restaurants outside of the hostel complex. Wifi is available at the hostel and there are many bars and cafes available on the complex.

2 About Georgia Settled between the Black Sea and Caucasus Mountains, the country of Georgia is part of the southern Caucasus and is located between Europe and Asia. Filled with quaint towns, green valleys, and beautiful churches and monasteries, the country of Georgia is known for its soaring mountains, incredible wine, delicious food, and friendly locals. Since the Rose Revolution of 2003 that overthrew the post-soviet Shevardnadze government, Tbilisi has become an increasingly popular tourist destination. Tbilisi's setting in the deep valley of the swift Mtkvari River, it boasts picturesque architecture, an everlively arts and cultural scene and a welcoming Georgian lifestyle, full of inviting cafes and restaurants, hipster bars and clubs, and an array of museums, galleries and parks. Travel to and from Georgia There are two main international airports you can arrive into in Georgia: Tbilisi International Airport and Kutaisi International Airport. Tbilisi Airport is closest to the venue. Kutaisi Airport is a 3-4 hour drive from Tbilisi and is from where many budget airlines operate. Please be aware that it is standard for many flights to and from Georgia arrive and depart during the night. Tbilisi International Airport to Fabrika Bus and taxi transfers are the best ways to get to Fabrika from Tbilisi International Airport. Bus transfer: Tbilisi International Airport to Fabrika You can take the local public bus #37 from Tbilisi International Airport to Fabrika. The bus operates 24/7 and leaves from outside of the airport. The ticket costs 0.5 GEL and takes cash only. You should take the bus to Marjanishvili metro station (direction: Samgori) and it will take about minutes. From there, you should follow the walking directions below to get to Fabrika. Taxi transfer: Tbilisi International Airport to Fabrika A taxi from Tbilisi International Airport to Fabrika should cost GEL. The best option to order a taxi is to use the Taxify app and you will be given the option to pay the driver in cash or by credit card on the app. Please be aware roaming charges will be applied to most travellers for using data in Georgia.

3 You can also get a taxi from outside of the airport but you should agree a price in advance; you should not pay more than 35 GEL. It is recommended to write down the agreed quote and show it to the driver before travelling, so it can be used for reference and will help to avoid you being overcharged on arrival. If you have issues with paying for your taxi once you arrive, please speak to the Fabrika security or reception staff who will help you. On your return journey, the Fabrika reception can book a taxi for you, or you may use the Taxify app using the hostel wifi. Walking route: Marjanishvili metro station to Fabrika The walk to Fabrika from Marjanishvili metro station takes 8-10 minutes. Once you are at the crossroads next to Marjanishvili metro station, you should walk down Kote Marjanishvili Street in the opposite direction to the McDonald s. You then need to take the third right down Egnate Ninoshvili Street (the street of the hostel), cross one small road and then the hostel will be on the right. You should look out for the heavily decorated exterior and you won t miss it. The map below shows the route: If you get lost, it is recommended to ask a local for directions as Fabrika is quite well known and they should be able to help you find your way.

4 Kutaisi International Airport to Fabrika The bus journey from Kutaisi International Airport to Fabrika takes 3-4 hours by minibus operated by Georgian Bus. The bus departs from outside of Kutaisi International Airport and arrives into Pushkin Square in Tbilisi. The bus departs once the bus is full; approximately once an hour. The ticket costs 20 GEL and tickets can be bought inside of the airport. From Pushkin Square, you should take the metro from the station named Liberty Square to Marjanishvili metro station (direction: Akhmeteli Theatre). The metro takes two stops. A single metro ticket cost 0.5 GEL, however you will also have to purchase a smartcard for 2 GEL on which to load credit. Follow the directions above from Marjanishvili metro station to Fabrika. Delegations Each member is invited to send up to five delegates to the Congress and each candidate organisation is invited to send up to two delegates to the Congress. We would also ask you to take note of the women s quota at our statutory meetings. If you send more than one delegate, at least 50% +/-1 of your delegation must be women or non-binary gender, in line with the IFM-SEI Constitution (2016). Please be aware of the voting rights in relation to membership fees, which is stipulated in the IFM-SEI Constitution (2016) point 3.5. Organisations not having paid their membership fee 2019 and having any outstanding debts by 31 March may not be eligible to some or all of their votes. For any questions on voting rights or to make a membership fee agreement, please contact the Control Commission at cc@ifm-sei.org. Congress registration In line with the IFM-SEI constitution, participants must register by 28 April 2019 for those needing visas or 17 May 2019 for those not needing visas. We would ask for you to please pay extra attention in your registration to the nights you will need accommodation in Tbilisi, so we can book the right number of nights for you and so beds aren t left empty. We ask for you to submit your travel information by 31 May 2019 at latest. You can register for the Congress using the digital registration form by following this link. The form will be closed after the registration deadline; after this time you must contact the IFM-SEI secretariat at contact@ifm-sei.org for any late registrations or changes to your delegation (considering the extra fees outlined below).

5 Visas Georgia is not part of the Schengen zone and a visa may be required to travel to Georgia. EU citizens are exempt from needing a visa. If you require a visa you must state this in your registration and provide the information requested; it is important you give us accurate information here. You will receive a visa invitation letter from IFM-SEI and Georgian Falcons shortly after you register. Delegates must apply for their visa or request an appointment with the embassy/consulate within two weeks of receiving their visa invitation letter. Any delegates who cancel after 17 May 2019 due to visa reasons will have to submit proof of their visa application request, showing that the appointment was requested within two weeks of receiving the visa invitation letter, otherwise they will be charged the cancellation fee. Participation fee The IFM-SEI Congress is partially subsidised by IFM-SEI and there is a solidarity-based system for participation fees based on the geographical region of delegates. Travel costs are the responsibility of the sending organisation and no travel reimbursements can be offered by IFM-SEI. The participation fee for the Congress is as follows (per person): Delegates - western and northern Europe: 170 Delegates - eastern Europe and Israel: 100 Delegates - rest of the world: 60 Guests: 170 The participation fee will cover all costs relating to accommodation, meals and refreshments, programme and Congress materials. Spending money is needed for alcohol, excursions and additional nights stay in Georgia. You may also want to bring money to purchase IFM-SEI merchandise during the Congress. The participation fee can be paid for in advance by bank transfer or in cash on arrival. I paying by bank transfer, please put Congress, your organisation s name and number of delegates in the reference. The IFM-SEI bank account details are: Bank: ING Name: IFM-SEI IBAN: BE BIC: BBRUBEBB

6 Cancellations Any cancellations after 17 May 2019 or no-shows will incur a 135 cancellation fee to cover the resulting costs that will be lost. Cancellation fees must be paid within 30 days after the Congress. A late fee of 50 and a change fee of 30 will be applied to any organisations registering or changing their delegates after 17 May Any late registrations cannot be guaranteed accommodation at Fabrika, as there is a risk that the hostel is fully booked by this point. Insurance We recommend that you arrange a comprehensive medical and travel insurance plan for the duration of the Congress, including your travel time. This means you will be covered in case you incur any medical expenses or in case you are unable to travel because of an emergency. Insurance costs should be covered by the delegate or sending organisation. Conference papers The Congress agenda will be distributed by 17 May 2019 and the papers will be shared by 31 May No printed copies of conference papers will be provided, therefore you must print your own or bring a device where you can read them digitally. Wifi will be available throughout the duration the Congress. All papers will be available on the IFM-SEI website on the dedicated page for the XXVIII Ordinary Congress of IFM-SEI. Currency The currency in Georgia is the Georgian Lari (GEL). A the time of writing, the exchange rate is approximately: 1 USD GEL 1 Euro GEL Although prices are occasionally quoted in US dollars and euros, Georgian law requires that all goods and services are paid for in local currency. Bureaux de change available in airports will offer inflated rates, therefore it is recommended only to change a small amount of currency in the airport, and to convert larger amounts in Tbilisi. Major credit cards are widely accepted in Tbilisi, but less so in the regions. ATMs can be found in Tbilisi and at the airports. Travellers cheques are not widely accepted. Please ensure you have sufficient cash if travelling by public transport.

7 Time zone Tbilisi observes Georgia Standard Time (GET), which is UTC+4. This is two hours ahead of Central Europe Time (CET) in June. Electricity Georgia uses a two-pin, type C or type F plug socket. If you use a different plug type, you will need an adaptor for electrical appliances. Weather The weather in Tbilisi has a sub-tropical climate. In June, the days will likely be hot and humid with temperatures from degree Celsius. What to bring Information about your organisation and activities Snacks and drinks for the international sharing evening on the Thursday evening Printed or downloaded Congress documents Participation fee (if not paid in advance) Money for merchandise (optional) Clothing appropriate for the weather Toiletries Towel Motivation and energy to work together!

8 Contact information For any general questions about the IFM-SEI Congress, you should contact the IFM-SEI secretariat at If you need to contact us urgently approaching or during the meeting you can contact the people outlined below. Please be aware that they may not always have access to data, so for urgent issues please call or send an SMS. For communications in English: Carly Walker-Dawson (IFM-SEI Secretary General): Nino Ugrekhelidze (Georgian Falcons Secretary General): For communications in Spanish: Isi Quirós (Chair of IFM-SEI Control Commission): For communications in French: French: Ingrid de Kock (IFM-SEI Office Secretary):