INFORMATION NOTE. B. Senior Officials Meeting cum RIF Steering Committee (SOM-RIF SC) Meeting 29 June 2012 AM Amarapura Ballroom

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1 I. MEETING VENUE INFORMATION NOTE A. 4 th GMS ECONOMIC CORRIDORS FORUM (ECF-4) 28 June 2012 Amarapura Ballroom B. Senior Officials Meeting cum RIF Steering Committee (SOM-RIF SC) Meeting 29 June 2012 AM Amarapura Ballroom SEDONA HOTEL MANDALAY No. 1 Junction of 26 th Street & 66 th Street, Chan Aye Tharzan Township, Mandalay, Myanmar Tel. No.: + (95 2) Fax No.: + (95 2) Contact Person/Position: Ms. Zin Mar Htun, Sales Manager Mobile No.: zinmar.shm@gmail.com Website: Refer to the Program of Activities for more details. II. RECEPTIONS AND SOCIAL FUNCTIONS GUIDED TOUR, 27 June 2012 (Wednesday) to be confirmed by host Time: Venue: TBC WELCOME DINNER, 27 June 2012 (Wednesday) Time: Venue: Poolside (TBC) Attire: Casual ECF-4 on 28 June 2012 (Thursday) Lunch: Café Mandalay Ministers Lunch: Planter s Lounge (TBC) Time:

2 Dinner Reception: Amarapura Ballroom (TBC) Time: Attire: Smart Casual SOM RIF-SC Meeting on 29 June 2012 AM (Friday) Lunch: Café Mandalay Time: III. HOTEL ARRANGEMENTS A. ACCOMMODATION IN YANGON The GMS Secretariat will arrange for the accommodation of ADB-sponsored delegates in Yangon on June 26. The ADB-sponsored participants with overnight stay (in Yangon or in Bangkok) should settle their individual hotel bill on personal account. They will be provided a fixed per diem to cover for the overnight stay which may be claimed from the Secretariat Room on June 29 upon submission of hotel receipt. B. ACCOMMODATION IN MANDALAY Block reservations have been made for the meeting participants at the Sedona Hotel and Mandalay Hill Resort Hotel with the following room rates: Sedona Hotel Special Rate (in USD) Single/Double Deluxe US$ 130 Premier Balcony Premier Terrace US$ 160 US$ 170 Club Suite US$ 200 Mandalay Hill Special Rate (in USD) Resort* Single/Double Superior US$ 120 Deluxe US$ 135 Corner Deluxe US$ 170 Junior Suite US$ 270 Note: Rates are inclusive of tax and service charge, breakfast and complimentary internet access in the rooms. * The address and contact information of Mandalay Hill Resort: No. 9, Kwin (416 B), 10 th Street, at the foot of Mandalay Hill; Ms. Thida Khaing, Front Office Manager; Tel. No.(+95 2)35638; Around 5 minute drive from Sedona. The rates above can be obtained through the GMS Secretariat and not directly with the hotel. The Secretariat will facilitate assignment of participants between the two hotels and will advise the focal person for each country of the hotel assignments of their respective delegations. Deadline for delegates who would like to request assistance in booking the hotel is 15 June Please your accomplished pre-registration form to Ms. Malou Magaoay (mmagaoay.consultant@adb.org).

3 The hotel check-in is at 14:00 hours and check-out is at 12:00 hours. Participants are requested to proceed to the reception desk located in the main lobby of the hotel. Early check-in and late check-out are subject to availability as advised by the hotel. Kindly note that the hotel bill should be settled individually on personal account, except for ADB-sponsored participants. For the ADB-sponsored participants to ECF-4, ADB will finance the cost of basic hotel accommodation (deluxe room at Sedona or superior room in Mandalay Hill Resort) with breakfast and complimentary internet access for up to 2 nights (June 27-28). Any incidental expenses such as telephone calls, laundry, food/drinks, and mini bar, are not included and will be charged to the personal account of the participant. Non-ADB sponsored participants may request booking assistance from the Secretariat but hotel bill should be settled individually on personal account. Mandalay Hill Resort Hotel requires cash settlement of accommodation and incidental charges. Sedona Hotel accepts Visa, Master, and AMEX cards but in view of intermittent online connections with the credit card companies, cash settlement would be preferable. Guests are kindly requested to inform hotel of the settlement upon check in. Please note that only new and unmarked US dollar notes/bills are accepted for exchange and payment. C. ADDITIONAL LAYOVER FOR SOM RIF-SC MEETING PARTICIPANTS For SOM RIF-SC Meeting participants under ADB sponsorship, the GMS Secretariat will make the hotel booking in Yangon. They will be provided a fixed per diem. ADB-sponsored participants with overnight stay in Bangkok will be reimbursed a fixed per diem by the ADB resident mission office upon submission of hotel receipt. IV. INTERNATIONAL TRAVEL BOOKING ADB Resident Missions in Cambodia, the People s Republic of China, Lao People s Democratic Republic, Thailand, and Viet Nam have been requested to arrange the air tickets of ADB-sponsored participants from the respective countries. All ADB-sponsored participants are requested to submit their original boarding passes and a copy of their air tickets to the GMS Secretariat at the Secretariat Room. Kindly submit the requirements to Ms. Malou Magaoay. ADB-sponsored participants and resource persons who purchased their own tickets will be reimbursed upon presentation of the air ticket, original boarding passes, and original official receipt issued by the travel agency (or a copy of their credit card billing statement). Please note that ADB will reimburse the cost of most direct route only. If seeking deviating from that for any reason, participants are kindly requested to clarify eligibility of chosen flight itinerary from the Secretariat prior to purchasing their ticket. 3

4 V. AIRPORT FACILITATION Each GMS country delegation is requested to designate for each arriving batch of delegates, a coordinator who will work with the Myanmar Coordinator on airport facilitation matters. The Government of Myanmar will send some staff to welcome and assist the meeting participants at Yangon and Mandalay airports. VIP arrival/departure courtesies (provision of VIP lounge, baggage retrieval assistance, and customs and immigration facilitation) will be provided to the GMS Ministers/Heads of Delegations and ADB Vice President. A liaison officer and security officer will be assigned to the Head of each country delegation throughout the meeting. VI. TRANSPORT ARRANGEMENTS A. AIRPORT TRANSFER IN YANGON Participants are expected to make their own transfer arrangements in Yangon. B. DOMESTIC FLIGHT (YANGON-MANDALAY-YANGON) The GMS Secretariat has made arrangements for the domestic flight of ADB-sponsored participants, with the proposed Air Bagan itinerary: Yangon Mandalay: June 27 11:00 hours 12:25 hours W9261 Mandalay Yangon: June 29 08:35 hours 10:00 hours W :40 hours 18:05 hours W9120 The non-adb sponsored participants may be extended domestic flight booking assistance upon request. C. AIRPORT TRANSFER IN MANDALAY Two-way airport transfer will be provided for all country delegates of ECF-4. The Government of Myanmar will send a representative to advise the delegates on the designated transportation for each country. The liaison and security officers will meet the GMS Ministers/Heads of Delegations and ADB Vice President upon arrival at the airport and lead them to their assigned car. For proper coordination, participants are requested to notify the Secretariat/Coordinator, at once, of any changes in their flight itineraries. Participants can make own transfer arrangements at taxi counters just before the exit. The cost may be negotiated but the usual rate is at 4,000 kyats per person (approximately USD 5). Drive from airport to the hotels is around 45 minutes to one hour.

5 D. TRANSPORTATION FOR OFFICIAL MEETINGS AND SOCIAL FUNCTIONS Transportation for delegates staying at Mandalay Hill Resort will be arranged by the Government of Myanmar. For the welcome dinner on June 27, participants are requested to be at the hotel lobby by 1845 hours. Assembly time for the official meetings on June 28 and 29 is at 0815 hours. Transportation will also be arranged after the ECF-4 on June 28 for those staying at Mandalay Hill Resort. Participants who will be attending the dinner hosted by the Government of Myanmar are expected to be at the Mandalay Hill Resort lobby by 1845 hours. VII. REIMBURSEMENT OF TRAVEL CLAIMS AND ALLOWANCES The ADB-sponsored participants will be given daily subsistence allowance and a fixed allowance for miscellaneous travel expense (for those taking international flights) to cover visa processing fees, airport taxes, airport transfers, ticket reconfirmation fee, and lay-over expenses. In order to claim these allowances, the ADB-sponsored participants are kindly requested to submit the following documents: Photocopy of air tickets; Photocopy of passport details; Original boarding passes (including boarding passes of domestic travel); Original official receipt for purchase of air ticket (if purchased directly by the participants); and Original hotel receipt for those with overnight stay in Yangon or Bangkok. Please submit your travel/hotel documents to Ms. Malou Magaoay, during the registration so the Secretariat can process the claims. All payments and reimbursements may be claimed from Ms. Josephine Duque-Comia at the Secretariat Room on June 29. Should you have any questions regarding alternative or special travel arrangements, kindly clarify eligibility from the Secretariat prior to undertaking those arrangements. VIII. MEETING PROCEDURES A. REGISTRATION Meeting registration on both days (June 28 and 29) will start at 0830 hours at the foyer outside the meeting room. Participants will be provided with a meeting ID with photo and bag with meeting documents. B. MEETING-RELATED SERVICES The following services are available to the meeting participants: Secretariat Room (26-29 June): Business Center Room Ministers Holding Room (28 June): Innwa Room 5

6 C. MEETING DOCUMENTS Advanced copies of the reference and background documents are made available online: (link to be advised). Additional set of meeting materials will be given upon registration before the meeting. IX. SECURITY AND PROTOCOL GMS delegations are requested to coordinate with the Myanmar National Coordinator for all security and protocol arrangements during the meeting. In particular, GMS countries are requested to inform the Government in advance: If the GMS Minister/Head of delegation will be accompanied by his own security personnel; and If media representatives from the GMS country will accompany the Minister/Head of delegation and/or the delegation. Only photo IDs issued by the Secretariat will be recognized for purposes of registration and entry into the meeting venues at the Sedona Hotel Mandalay. Participants are requested to wear their IDs at all times throughout the meeting. X. COMMUNICATIONS-RELATED Media will be invited as decided by the Government of Myanmar. Press kit for media will be distributed at the registration table. There will be a press conference following the ECF- 4 at the time and venue to be indicated later. Please be informed that the medium of communication for the ECF-4 is English and that no translation services will be provided. XI. MEETING COORDINATORS DR. PRADEEP SRIVASTAVA Senior Regional Cooperation Specialist Regional Cooperation and Operations Coordination Division Southeast Asia Department Asian Development Bank Tel. No.: Fax No.: psrivastav@adb.org

7 DAW MYAT MYAT SO (GMS National Coordinator for Myanmar) Director General, Foreign Economic Relations Department Ministry of National Planning and Economic Development Building No. 1, Nay Pyi Taw, Myanmar Tel. No.: Fax No.: For inquiries/clarifications on logistical arrangements, please contact: MS. MALOU MAGAOAY GMS Secretariat Asian Development Bank Tel. No.: Mobile No.: mmagaoay.consultant@adb.org mlsserrano1976@yahoo.com U TUN WIN GMS National Secretariat for Myanmar Ministry of National Planning and Economic Development Tel. No. : (+95 67) / Mobile No: twin.win4@gmail.com 7