ESSENTIAL INFORMATION FOR VIETNAM VISIT ANROEV AND ABAN CONFERENCE 2015 Dear friends, We are delighted to welcome you to Vietnam! Thank you for visiting Vietnam to understand the country, the people, its history and its ways. This logistics note provides a brief of necessary information to make your stay in Vietnam comfortable and productive. You will find information about the country and its people, culture and history, basics to know for foreigners, so that your visit and stay in Hanoi will be much more enjoyable and meaningful. Key contacts for Conferences Vietnam Duong Thi Viet Anh: Kim Thu Ha: Do Thi Lan Huong: ANROEV Coordinator Mohit Gupta: ABAN Coordinator Sugio Furuya: AMRC Omana George: anh.duongthiviet@cdivietnam.org Mobile: (+84) 98 293 0380 ha.kimthu@cdivietnam.org Mobile: (+84) 97 585 8899 support@cdivietnam.org/ huongdolan102@gmail.com Mobile: (+84) 93 6060 892 mohit.gup@gmail.com 2009aban@gmail.com omana@amrc.org.hk 1
Visa Requirements in Vietnam Visa will be required for all visitors except for: VERY IMPORTANT THINGS TO REMEMBER o Citizens from ASEAN (excluding Brunei, Timor-Leste, New Guinea) and those from some European countries including Britain are offered free entry if their stay is 14 to 30 days depending on each country. o Citizens from Russia, Japan and Korea are offered free entry if their stay is less than 15 days and shall meet 2 conditions: (1) their passports validity is at least 6 months and (2) they have to leave Vietnam at least 30 days before their passports validity. For those who are not subject to visa exemption, Center for Development and Integration (CDI Vietnam) will help Delegates apply for conference visa and get the approval letter from the Immigration Department of Vietnam. After receiving the approval letter via email, Delegates are expected to go to Vietnam's embassy or consulate in the country (CDI will send the List for your information) to get the visa. At the Vietnam Embassy or Consulate, you are asked to fill in the form and pay visa fee. (Fees are different in different Authorities). Delegates with special reasons including there is no Vietnam s Embassy or Consulate in their country, they have to travel to many countries before their entry to Vietnam or they are in emergency situations (attending funerals for example) will be helped with Visa on arrival, and you are expected to get visa at Noi Bai International Airport. Right there you are are required to provide 2 passport photos and pay fee (around USD 55 ++ or more, depending on the duration of your stay and your country of origin). Please contact us in case you have any clarification regarding Visa. Arrivals / Departures to / from the airport All the visitors arrive in Hanoi through one of the country s major international airports - Noi Bai. It s about 45 Km away from the center of Hanoi and it takes around 45 minutes to 1 hour by road. On arrival, visitors must complete duplicate arrival and departure forms. A yellow duplicate form for customs must also be completed KEEP THE YELLOW COPY for departure or you will face a pretty hefty fine. 2
Transportation from/to Hanoi International Airport will be arranged by CDI. We will arrange cars and human resources to pick you up at the airport, take you to the hotel; and drop you on your departure day. At the arrival terminal, look out for person holding the sign WELCOME DELEGATES TO ANROEV & ABAN CONFERENCE 2015. Kindly note that all the arrangements will be done based on the flight details you have sent to the organisers, so please be well prepared for the in-and-out- Vietnam travel plan that we make for you. In case you have not sent your details yet, please do so immediately for smooth logistics. Self-pay delegates should inform us if they want us to arrange airport pickup and drop. For Delegates who have to transit at Tan San Nhat International Airport, Ho Chi Minh, Vietnam (if any) before flying to Noi Bai International Airport, please keep us (key contacts as mentioned above) informed for your pick up arrangement. Domestic flights and International flights will be picked up in different Terminals, so your information will help us decide the right place. Registration for Workshop Delegates are invited to either ANROEV Conference 2015 or A-Ban Conference 2015 or both from September 4-7, 2015. Those who arrive at the hotel in Hanoi before 15.00 hrs of 3 rd September, 2015 shall make your registration from 16.00 hrs to 18.00 hrs at the same day. The rest will do on the day of the Conference. Accommodation Delegates are arranged to stay in Army Hotel at 1A Nguyen Tri Phuong Str,. Ba Dinh Dist., Hanoi. The hotel is ideally located within walking distance to the heart of Hanoi and close to main tourist attractions, entertainment and shopping areas. Hotel offers amenities like outdoor swimming pool (please, bring with the swim-suit for pool if you may be interested in), fitness center, spa and business centre. Special requests relating to rooms and other personal matters (diets, religions ) should be kindly communicated to us before your arrival for our note and preparation. 3
Contact (Vietnamese) : Contact (English) : Nhà khách Quân đội, số 1A Nguyễn Tri Phương, Ba Đình, Hà Nội, Việt Nam Tel: (+84)-04.6299.3322 Email: info@armyhotel.com.vn Website-www.armyhotel.com.vn Army Hotel Address: 1A - Nguyen Tri Phuong Street, Ba Dinh Dist, Hanoi City, Vietnam Tel: (+84)-04.6299.3322 Email: info@armyhotel.com.vn Website-www.armyhotel.com.vn Check in/ Check out policy Hotel check in is at 14.00 hrs and check out is at 12.00 hrs. For late check-out, 50% of room rate will be charged after 12.00 until 18.00 and 100% of room rate will be charged after 18.00. For early check-in, 50% of room rate for 2-6 hours earlier and 100% for more than 6 hours earlier. Conference organisers will arrange to the best possible solution for those who need a early check- in and late check-out with incurring too much costs based on your flight information. 4
Main amenities included in the room cost: - Complimentary daily breakfast - Complimentary Internet access - Free use of gym, swimming pool Any additional expenses incurred as a result of personal travel, including extra hotel nights, additional stopovers, meals or transportation, are the sole responsibility of the participant and will not be reimbursed by the organizer. Personal expenses are not reimbursable, such as Personal phone calls & long distances phone services Laundry services Personal recreational costs and in-room movies Mini-bar and any other expenses not approved by organizers Below is the Hotel location for your looking details on your tourist maps. 5
Reimbursement Policy Only for the sponsored participants, please note that we can only provide reimbursement to those who have received confirmation from the ANROEV / ABAN secretariat. Scope for reimbursement travel expenses (airfare, ground transport); all travel should be conducted in the least expensive manner- economy airfare only visa application fees Travel insurance Non-reimbursable items Any additional expenses incurred as a result of personal travel, including extra hotel nights, additional stopovers, meals or transportation, are the sole responsibility of the participant and will not be reimbursed by the organizer. Personal expenses are not reimbursable, such as Personal phone calls & long distances phone services Laundry services Personal recreational costs and in-room movies Mini-bar and any other expenses not approved by organizers Supporting documents required Original receipts are required for all expenses being claimed Boarding pass is absolutely required for air ticket reimbursement. Those who fail to present the boarding pass will NOT have their air travel cost reimbursed. Photocopies of flight tickets and other travel documents are also required. The reimbursement will be paid in United States Dollars (USD). Procedure for payment of reimbursement Participants are requested to fill in the claim form (to be provided) stapled with original receipts. The claim form should be signed and given to the organizer according to announcements made at the meeting. Late return of the claim form will cause a delay in receiving your reimbursement before the closing of the meeting. 6