Page 1 Guide for Participants Released on 13 September 2013 1. VENUE OF THE CONFERENCE 1.1 The Third Global Forum on Human Resources for Health will be held in Recife, Brazil, at the following address: Centro de Convenções de Pernambuco (CECON-PE) Avenida Professor Andrade Bezerra, s/n - Salgadinho Olinda - PE Brazil 53111-970 1.2 The official opening of the Forum will be on Sunday 10 November 2013 at 14:00 at the Chevrolet Hall which is a walking distance from the Centro de Convenções de Pernambuco 1.3 The Forum is expected to close by approximately 13:00 on Wednesday 13 November 2013, after which participants will be free to select their field visits. 1.4 Participants are expected to be seated at 13:30. It may take up to one hour to get security clearance. 2. LANGUAGES 2.1 The working languages of the Forum are English, French, Portuguese and Spanish in both high level roundtables as well as in track sessions.
Page 2 3. REGISTRATION OF WHO MEMBER STATES' DELEGATES 3.1 Member States should use the unique username and password, which are indicated in the invitation letter, to register their delegations and upload the note verbale containing the composition of the delegation. The electronic registration system can be accessed at https://extranet.who.int/datacol/survey.asp?survey_id=2468 3.2 In order to update the list of delegates, it is necessary to resubmit a new online form and upload the new note verbale at the same link provided in (3.1) above. 3.3 The Forum Secretariat will use the information provided in the credentials to generate both meeting badges and the List of Participants. Please note that only those individuals whose names appear on credentials will be issued with a badge. Access to the Convention center and to the meeting rooms will be restricted to persons wearing badges. 4. REGISTRATION OF PARTICIPANTS OTHER THAN WHO MEMBER STATES' DELEGATES 4.1 Participation at the Forum is by invitation only. Please use the unique username and password provided in your invitation letter for online registration. The electronic registration system can be accessed at https://extranet.who.int/datacol/survey.asp?survey_id=2469 5. PROBLEMS WITH REGISTRATION 5.1 Should you encounter any problems with the online registration please send an email to globalforum2013@who.int with the subject "Problems with registration system". 6. LATE REGISTRATION AND ISSUANCE OF BADGES 6.1 All participants will be able to register and receive their badges before the official opening of the Forum on Saturday 9 November 2013 at the registration desk of the Atlante Plaza Hotel (Av. Boa Viagem). 6.2 From Sunday 10 November 2013 onwards, participants may be able to register and receive their badges at the registration desk at the Pernambuco Convention Center on the following days and times: Sunday 10 November 2013 08:00-20:00 Monday 11 November 2013 08:00-20:00 Tuesday 12 November 2013 08:00-20:00 Wednesday 13 November 2013 08:00-10:00
Page 3 7. NETWORKING AT THE FORUM 7.1 Side Events Official member/partner side events of the forum will be held at the Atlante Plaza Hotel over 3 days: Saturday 9 November 2013 full day Sunday 10 November 2013 08:30-12:30 Wednesday 13 November 2013 14:00-18:00 Applications for side events are now closed. A logistic note for side events organization will be available at http://www.who.int/workforcealliance/en/. Organizers will be required to pay a minimum fee for room and equipment. 7.2 Market Place Member and partner organizations will have the opportunity to display their work in the marketplace area of the Forum. Registrations to book a stall/booth at the Marketplace of the Forum are now open. As there are a limited number of booth spaces (which will be offered on a first-come first-served basis), we strongly advise you to reserve your organization s space, without delay. To do this, please send an email to Concepta Ongaro - ongaroc@who.int with the following information: Name of Organization Name of responsible person Contact details (Email & phone number) An information note for exhibitors will be made available at www.who.int/workforcealliance 7.3 Bilateral and Private Meetings There is a possibility for bilateral and private meetings. Upon request, and at a cost, rooms can be facilitated by the Forum Secretariat for specific requests, on a first-come first-served basis. Regretfully interpretation cannot be provided for such meetings. For further information, please contact Queen Bee Turismo e Eventos by email: queenbeetur@queenbeeturismo.com.br. 8. VISA REQUIREMENTS 7.1 Participants are requested to ensure that they are in possession of a valid passport or an appropriate travel document recognized by the Government of Brazil. Moreover and as appropriate, participants requiring an entry visa from a Brazilian Embassy must obtain it from the Brazilian Embassy located in their recognized place of residence - or from the nearest Brazilian Embassy or Consulate - prior to entering Brazil. All the Brazilian missions around the
Page 4 world have been notified about the Forum. The participants should present their invitation letter at the moment of the visa application. For more information on visa requirements, please contact a Brazilian diplomatic or consular office or visit http://brazil.visahq.com/. 9. VACCINATION REQUIREMENTS 9.1 There are no specific vaccination requirements to enter Brazil. 9.2 Participants intending to travel to the Amazon or the Pantanal regions, prior to, or just after the Forum, must take specific precautions against yellow fever. Although not compulsory, vaccination against yellow fever is recommended. 9.3 Participants entering Brazil via Colombia, Ecuador or Peru, will be required by the immigration authorities to provide an up-to-date yellow fever vaccination certificate. 9.4 For further information, participants are advised to consult the WHO International Travel and Health website at www.who.int/ith. 10. INSURANCE 10.1 Participants should note that neither WHO nor the local organizers can be held liable for any claim resulting from death, injury, sickness or other disability in connection with their participation at the Forum. Participants are therefore responsible for making their own insurance arrangements as necessary. 11. HOTEL RESERVATIONS 11.1 The Brazilian authorities have negotiated competitive rates with a range of hotels (see Annexes 1 and II). The rates quoted include breakfast, as well as service charge and government tax. 11.2 Participants are requested to complete the Hotel Booking Form (Annex III) and return it directly to Queen Bee Turismo e Eventos, by email (queenbeetur@queenbeeturismo.com.br) or by fax (+55 61 3321 1161). It should be borne in mind that the month of November is a prime tourist time for Brazil, and in addition, there is a huge sporting event which will take place at the same time as the Forum. All this will have an impact on the availability of rooms at Recife. Accordingly, in an effort to facilitate reservations, block bookings have been made. However, in order for the rooms to be maintained, and in order to take advantage of the negotiated rates, it is extremely important that participants confirm their reservation by 10 September 2013 at the latest. Rooms will be assigned according to information provided to Queen Bee Turismo e Eventos and on a first-come, first-served basis. Please note that after 10 September 2013, there can be no guarantee of the negotiated rates. For cancellation, modifications of dates or any other changes to hotel reservations, participants are requested to inform Queen Bee Turismo e Eventos as soon as possible.
Page 5 11.3 Hotels can also be booked online at www.queenbeeturismo.com.br. Participants should consult www.queenbeeturismo.com.br for information on cancellation and modification policies 11.4 Participants will have to settle their hotel bills directly with the official local agent, Queen Bee Turismo e Eventos. The Forum Secretariat is not responsible for hotel expenses. 12. ARRIVALS, TRANSFERS AND DEPARTURES INCLUDING TRANSPORT TO AND FROM THE AIRPORT 12.1 A welcome desk will be available at the Airport. 12.2 Taxis are available from the airport to the hotels and also from the hotels to the airport. The journey from the airport to the recommended hotels would cost not more than USD15 and the same amount for the return journey. Participant are encouraged to use taxis which are considered safe. For any assistance in this regard, the welcome desk located at the airport may be contacted.. 12.3 Participants should note that an airport tax of R$ 74,72 (approx. US$ 40) must be paid by travellers upon departure. Diplomatic passport holders are exempt from this tax. 13. TRANSPORT TO AND FROM THE FORUM VENUE 13.1 Local transportation will be made available to all participants by the Brazilian authorities. Shuttle services will be available on a daily basis from 9 to 13 November 2013 between hotels and the Forum venue as most of the hotels are not within a walking distance. The shuttle pick up points are at the hotels listed in Annex 1, which are on the bus route. Participants are requested to consult the shuttle timetables posted in the reception area of these hotels. 14. SEATING ARRANGEMENTS 14.1 Member State delegates will be seated in English alphabetical order at seats displaying country names. Other participants will be accommodated in other reserved areas in the room. 14.2 For security and identification purposes, all participants are requested to wear their meeting badges at all times while in the Convention area, whether attending meetings or social events. 15. LIST OF PARTICIPANTS 15.1 A provisional list of participants will be distributed at the beginning of the Forum. This list will be issued on the basis of registration information received by the Forum Secretariat up to 10:00 on
Page 6 13 November 2013. A revised list will be issued later and distributed with the normal distribution of documents. 16. DISTRIBUTION OF DOCUMENTS 16.1 Documentation required prior to the session will be available on the website as and when it becomes available at http://www.who.int/workforcealliance/en/. There will also be a documents distribution counter at the Forum venue, from where participants may collect insession documents. 16.2 The only distribution of documents considered official is the distribution of documents through the documentation desk. 16.3 The Forum Secretariat regrets that it will not be possible for the Secretariat to dispatch documents on behalf of participants at the conclusion of the Forum. 18. ON SITE FACILITIES 18.1 Medical services: There will be an Emergency Medical Facility at the Forum venue. This service will be manned by a medical doctor/paramedic during the working hours of the Forum, including social events. The medical facility will be linked to a network of hospital services (public and private). Participants requiring urgent medical attention away from the Forum venue are advised to contact the emergency number 156. 18.2 Travel Agency: Those participants who have received their tickets through Flytour may be able to make changes to their bookings during the Forum, by contacting the agent at their desk located at the Forum venue. 18.3 Cybercafé: Internet booths will be available at the Forum venue for internet, email and word processing. The Forum venue is also equipped with a wireless fidelity (Wi-Fi) system. Wifi will be provided in areas of public circulation, secretariat rooms, marketplace, VIP room, Cyber coffee room. It will not be provided at the auditoria. 18.4 Photocopying, fax, telephone services will not be available at the Forum venue. 19. BANK/CURRENCY EXCHANGE FACILITIES: 19.1 The Real is the Brazilian unit of currency. As at 06 June 2013, 1 US dollar was equivalent to around 2.12 Brazilian Real. Participants may exchange foreign currency upon arrival, inside the airport at Banco do Brasil (open Monday through Friday from 10:00 to 16:00) and Confidence Câmbio (open 24 hours every day) located at the Arrivals area. ATM machines can be found at several locations, including at the Airport and the Forum venue.
Page 7 19.2 International credit cards (Visa, Diners Club, MasterCard, American Express) are accepted at most hotels, restaurants and shops. 20. CATERING FACILITIES: 20.1 Participants can buy lunch from 11 to 13 November 2013 at a restaurant and coffee shop at the Forum venue. 21. SMOKING 21.1 Smoking is not permitted in the area allocated to the Forum. 22. ELECTRICITY 22.1. City and town electricity systems are 220 volts. Participants are requested to bring their own adapters which are compatible with Brazil standards. 23. WEATHER AND TIME 23.1 The weather in Recife in November is usually hot, with a temperature of 21-30 o C. 23.2 Standard time in Brazil is GMT - 3. 24. TELEPHONE CONTACT: FORUM STAFF 24.1 A telephone directory with the names and functions of the staff serving the Forum will be available at the documentation desk.
Page 8 25. SAFETY AND SECURITY 25.1 Although Recife is a safe suburb, participants are advised to observe normal safety precautions when moving around the town. In particular: Stay alert: watch your luggage and briefcase Please enquire at your hotel reception desk about use of safety deposit boxes Always carry with you the address of your hotel and the Forum venue. This will be helpful should you need to take a taxi. Should you encounter anything unforeseen and require assistance, please make use of the following emergency number: o Tourist Police Station (81) 3303-7217 Military Police 190 SAMU for health emergencies 192 Fire Station 193 Airport Touristic Information Desk (81) 3232-3594 Guararapes International Airport (81) 3322-4188/ (81) 3322-4353 25.2 Note that neither WHO nor the local organizers can be held responsible for the loss of personal objects left unattended at meetings. 26. PLACES TO GO 26.1 Field Visits morning of 14 November 2013: Participants are encouraged to make use of the option of field visits to get more acquainted with the health work in the country and in Recife. An application form and list of sites will be made available towards the end of September on our website- http://www.who.int/workforcealliance/en/. Please note, that the applications will be treated on a first-come first-served basis. 26.2 Restaurants: As the Convention Center is not too touristic and no dinners are provided at the Forum, participants may wish to visit Recife Antigo (Old Recife) which is a neighborhood where you can find a great variety of restaurants and bars.
Page 9 27. ADMINISTRATIVE AND LOGISTIC SUPPORT 27.1 Forum Secretariat address details: 3GF Secretariat in Geneva: Global Health Workforce Alliance World Health Organization 1211 Geneva 27, Switzerland Fax: +41 22 791 4841 Email: globalforum2013@who.int Website: http://www.who.int/workforcealliance/en/. 27.2 3GF Secretariat in Brasília: Queen Bee Turismo e Eventos Ltda. SHS Qd. 1 Galeria Hotel nacional Bl. A Lojas 60 e 61 Brasília-DF CEP: 70322-900 Tel: +55 61 3321-9194/4794/1161 Fax:+55 61 3321 2323 Email: queenbeetur@queenbeeturismo.com.br 27.3 Official Travel Agency (local travel agent): Flytour American Express Organização Pan Americana de Saúde Setor de Embaixadas Norte, Lote 19, 70800-400 Brasília, DF, Brasil Caixa Postal 08-729, 70312-970 - Brasilia, DF, Brasil Tel: +55 61 3251-9559 Email: queenbeetur@queenbeeturismo.com.br 27.4. Queen Bee Turismo e Eventos is the Brasília Forum Secretariat appointed by the Government of Brazil to assist participants in collaboration with the WHO Forum Secretariat. Queen Bee will provide information about accommodation in Boa Viagem Recife/PE; airport transfers; shuttle service between hotels and the Forum venue, and other local arrangements. The Official Travel Agency Flytour will provide information about air tickets.
Page 10 ANNEX I LIST OF HOTELS ON THE SHUTTLE ROUTE The rates shown are quoted in Brazilian reais and corresponding US Dollars and include breakfast, service charge and government tax. Transport will be provided between the hotels listed below and the Forum venue. For contact details of the hotels and cancellation/modification conditions, please consult the web site at www.queenbeeturismo.com.br. No. Hotel Distance to Rate in Brazilian Approx. rate in Category venue Reais USD Executive Twin R$ 274 $115 1 e Praia Hotel 10.3 km Suite R$ 315 $132.21 Executive Twin R$ 301 $126.33 2 Marante 10.5 km Single R$ 315 $132.21 R$ 347 $145.64 R$ 275.50 $115.42 3 Best Western Manibu Superior 11.1 km Recife R$ 304 $127.59 Luxury R$ 348 $146.06 4 Beach Class Suites 12.2 km Superior R$ 399 $167.46 Deluxe R$ 489 $205.24 5 Vela Branca 13.2 km Single R$ 196 $82.26 R$ 220 $92.34 6 Lucsin 13.4 km Single R$ 268 $112.48 R$ 301 $126.33 7 Hotel Jangadeiro 13.4 km Single R$ 845 $355.07 R$ 1060 $444.89 Standard R$ 272 $114.16 8 Hotel LG Inn 13.6 km Deluxe R$ 327 $137.25 Superior R$ 393 $164.95 9 Golden Tulip 13.7 km Single R$ 363 $152.35 10 Mar Hotel 13.7 km Single R$ 373 $156.55 R$ 404 $169.56 11 Beach Park 13.7 km Single R$ 579 $243.01 Standard R$ 465 $195.16 Mercure Recife 12 13.7 km Superior Navegantes R$ 490.50 $205.87 Privilege R$ 543 $227.90 13 Atlante Plaza 14.3 km Single R$ 425 $178.38 R$ 478 $200.62 Standard Single R$ 334 $140.18 14 Hotel Vila Rica Recife 14.6 km Deluxe Single R$ 384 $161.17 Suite R$ 501 $210.27 15 Onda Mar Hotel 14.7 km Standard Single R$ 230 $96.56
Page 11 16 Recife Monte Hotel 15.2 km 17 Transamérica 15.6 km Standard R$ 250 $104.93 Standard Triple R$ 320 $134.31 Single R$ 259 $108.70 R$ 299 $125.49 Triple R$ 419 $175.86 Standard R$ 375 $157.39 Single Lux R$ 432 $181.31 Executive R$ 517 $216.99 Annex II LIST OF HOTELS OUTSIDE THE SHUTTLE ROUTE No. 18 Hotel Nobile Beach Class Executive Distance to venue 17.2 km 19 Blue Tree Towers 20.3 km 20 Golden Beach Flats 21 km 21 Dorisol Recife Grand Hotel 21.5 km 22 Dan Inn Mar 24.6 km Category Rate in Brazilian Reais Superior R$ 287 $120.46 Luxury R$ 342.50 $143.75 Premium R$ 401.50 $168.51 Standard R$ 218 $91.50 Superior R$ 244.50 $102.62 Deluxe R$ 277.50 $116.47 Suite R$ 179 $75.13 Studio single R$ 202 $84.78 Studio double R$ 225 $94.43 Superior room R$ 195 $81.84 Luxurious room R$ 262 $109.96 Single R$ 194 $81.42 R$ 233 $97.79 Triple R$ 291 $122.14 Approx. rate in USD
Page 12 ANNEX III HOTEL BOOKING FORM 1. Participant Details Family name: Address: Organization: City: Phone: First Name: Country: Email 2. Accommodation information Hotel Preference: Type of room: ( ) SINGLE ( ) DOUBLE Room Category: Check in date: Check out date: No. of rooms: 3. Arrival/Departure Information Arrival Date: Flight No.: Airline: Arrival Time: Departure Date: Flight No.: Airline: Departure Time: Cancellation/modification: See conditions on www.queenbeeturismo.com.br. Please return this form by email to: queenbeetur@queenbeeturismo.com.br/ by fax: +55 61 3321 1161) or confirm your reservation at our website www.queenbeeturismo.com.br.