OFFICIAL ACCOMMODATION, TRANSPORTATION & OTHER LOGISTICAL ISSUES

Transcription

1 OFFICIAL ACCOMMODATION, TRANSPORTATION & OTHER LOGISTICAL ISSUES I. Foreword Role of To Sport agency To Sport supports the «Comité Territorial de Rugby du Limousin» (CTRL) in the organization of the French stage of the Rugby 7 Women Grand Prix Series 2014, in Brive. The agency s assignment is to provide participating teams with the best service as far as logistical issues are concerned, for them to comfortably focus on their performance and fully enjoy their stay in Brive. To Sport will be responsible for the following matters and will therefore be the relevant contact from the booking stage until departure from Brive: Accommodation Catering on extra-days Arrival & Departures transfers from/to airport or station Daily shuttles between hotels & venues Registration of additional requests (see section VI) Services provided and supported by the CTRL As part of its global mission, the CTRL (local Organization Committee) is committed to deliver and financially support the following package, for all participating teams. Accommodation Bed & Breakfast 3 nights from Friday 13 th to Monday 16 th For 15 people (e.g. 12 players + 3 staff members) Meals 2 Lunches (Sat. & Sun.) + 3 Dinners (Fri., Sat. & Sun.) At a dedicated venue next to the Stadium Arrival & departure transfers From/To Brive international airport or train station only Shuttles between hotels and venues Friday 13th afternoon To technical meeting, City council ceremony and Dinner (! not for training sessions!) Saturday 14th & Sunday 15th One way to Stadium in the morning and return to hotel in the evening, after dinner Additional service may be booked at each team s expenses. See relevant sections further below. 1

2 II. ACCOMMODATION Hotels Teams will be hosted at the following hotels, located next to each other and just a 20 minute drive from the Stadium, based on FIRA AER official ranking. Ibis Budget ** Ibis Styles *** Belgium, Germany, Ireland, Italy England, Russia Portugal, The Netherlands, Sweden, Wales Spain, France Avenue Général Pierre Pouyade Brive Tel : Tel : All rooms include private bathroom and toilets, as well as TV and free Wi-Fi. Breakfast includes: Tea, coffee, hot chocolate, milk, water & fruit juice Bred, baguette, croissants, butter, honey, jam, chocolate paste Yoghurts, cheese, ham, fresh fruits and cereals Extra nights & rooms Teams that wish to arrive in Brive before Friday 13 th, stay after Monday 16 th, or add extra people to the 15 supported by the CTRL during the 3 days of competition, may book those extras nights and rooms through To Sport, at their own expense and according to availability when making their reservation. All prices per night and per person, for B&B including taxes. III. Meals Ibis Budget ** Ibis Styles *** Single room: 60 Single room: 75 Twin room: 35 Twin room: 50 CTRL service during competition The CTRL will provide all participants with a catering service at the stadium lunch on Friday (dinner only), Saturday (lunch & dinner) & Sunday (lunch & gala dinner ). Shuttles will be arranged so as to take participants back to their hotels after dinners. Extra meals For teams arriving before dinner on Friday 13 th or leaving Brive later than Monday 16 th morning after the breakfast, the CTRL & To Sport offer the possibility to book extra meals at hotel Ibis Styles. Those meals shall be booked through To Sport, at the price of 19 per person and per meal, including starter, main course, dessert & water. (All extras to be ordered at and paid to the hotel). 2

3 IV. Airport transfers Transfers from/to Brive airport or station This service is supported by the CTRL, free of charge for participating teams. They will be picked up at the place of arrival in Brive and taken back on departure day, according to the flight plan that will be communicated by each team. Transfers from/to other cities For those teams arriving at and leaving from other airports (or stations), To Sport offers them to book private coach transfers. All prices per team including taxes, ONE WAY. Limoges : 470 Bordeaux : 945 Clermont-Ferrand : 970 Toulouse : 985 Bergerac : 840 V. Daily shuttles Competition schedule The CTRL will provide teams with free shuttles according to the following principles. Friday evening Managers to CTRL meeting Captains to City Council ceremony Teams to Dinner at the Stadium Saturday & Sunday Teams to Stadium in the morning according to games schedule Return from stadium to hotels in the evening after dinner Additional transfers Team may also book private shuttles to be transferred to training sessions at the stadium or other facilities (swimming pool, gym...), before Friday 13 th evening. The price for a transfer BACK & FORTH between the hotel and such location in BRIVE is 200 per team. 3

4 VI. Additional services So as to make each team s stay as comfortable as possible, the CTRL & To Sport will coordinate the registration and planning of the following optional services. Training sessions Teams will have to possibility to book free training sessions, and are requested to communicate their wishes as far as time frames are concerned. Based on team s requests, the CTRL & To Sport will finalize a general schedule and inform teams about it. Swimming Pool & Gym The CTRL is looking at options to provide teams with the possibility to go to Brive s swimming pool and to organize fitness sessions at a gym. Although prices and conditions will be detailed later on, teams are kindly asked to communicate their intentions as soon as possible, as far as these options are concerned. Meeting room Teams have the possibility to book a meeting room at Ibis hotel, free of charge. Please note that computers and beamers are not provided. As for training sessions, teams are kindly asked to communicate their wishes as soon as possible so as to make up a global agenda that will be communicated to teams further on. Laundry Teams have the possibility to book a laundry service at the hotel. This service is charged 10 per set of equipment, and shall be paid directly to the hotel. Teams will also be asked to inform To Sport about their plan prior to arrival so as to avoid any congestion and trouble with game dresses not being returned properly and in due time. 4

5 VII. Booking and payment terms Booking service Teams are kindly requested to make their bookings by returning the attached BOOKING FORM to To Sport at the following address: Based on the information registered, To Sport will then be able to issue order forms and schedules and will contact teams directly for all the necessary confirmations and follow-up. Contact & assistance In case of any question or issue that could not be solved through the above online service, you may reach your contact at To Sport, using the following number and address: Jérôme JOAILLE +33 (0) / j.joaille@to-sport.com Booking - stage 1 Teams are requested to return booking information on the following items, by April 15 th, Accommodation & extra meals: dates of arrival and departure / number of people and split per type of room (single, twin...) Provisional info on airport transfers, extra shuttles, training sessions, swimming pool & gym, meeting room & laundry PAYMENT: so as to guarantee the booking the accommodation according to plans, teams are requested to pay To Sport a 30% deposit on the extra nights that are not covered by the CTRL, by April 15 th, Booking - stage 2 Teams will be requested to confirm the following items with To Sport, by May 15 th, Flight plans and transfers Extra shuttles, training sessions, swimming pool, gym, meeting room and laundry PAYMENT: the balance on accommodation as far as other charges supported by the teams (extra meals, airport transfers and extra shuttles) shall be paid by May 31 st, 2014, according to final order form. 5

6 Payments and cancellation 1. Payments to To Sport All payments (deposit and balance) shall be by bank transfer using the following references IMPORTANT: Bank fees at your expense. To Sport Bank: HSBC FR CAE LAFAYETTE Bank code: Branch code: Account number: Key: 39 IBAN: FR Swift code: CCFRFRPP 2. Cancellation terms Changes in your reservation may be submitted to penalties according to the following schedule: Before May, 15 th : Between May 15 th and 31 st : From June 1 st : 3. Payments to third parties No penalty The following extras shall be paid directly to and at the hotel: Laundry (10 per set) 50% penalty on amount of cancellation 100% penalty on amount of cancellation Extra food and beverages, not included in the 19 menu The following services shall be paid directly to the CTRL or to the relevant party, according to further instructions: Gym 6