Ecuador 2015 Inas Global Games Accreditation Guide_v3.2 April, 2015 Inas PO BOX 4972, Sheffield, S25 9EQ, Great Britain Tel. +44 845 600 9890 www.inas.org global.games@inas.org
INDEX 2 Accreditation Guide
1. Introduction This guide contains the information necessary to learn about the accreditation process of the different delegations participating in the Ecuador 2015 Inas Global Games. The primary objective of accreditation is to identify people and their function, as well as to grant the necessary access for the fulfillment of their mission. All members of participating delegations are subject to an accreditation process. Following is information and examples that interested parties will observe to perform accreditation applications correctly and on time. Support accreditation and contact LOC Ms. Samantha Sánchez Accreditation ssanchez@fedediecu.org + (593) (2) 2788 714 Organizing Committee Ecuador 2015 Inas Global Games Juan de Dios Tipán N3-196, Angamarca sector B, valle de Los Chillos Quito D. M./ Ecuador/ Sudamérica http://www.fededi.org.ec NEW In the v3.2 version of this Accreditation Guide have been made changes which are highlighted as follows: NEW 3 Accreditation Guide
2. Important Dates 15 January 2015 16 January 2015 LOC delivery to the Member Organizations MO-: a. Accreditation Guide b. Qualification Guide c. Access key to the system registry (8 May 2015) Deadline to submit MO Total Number Delegation Form (find it attached to the Dossier) 10 May 2015 NEW Opening of Online Entry System for Entry by Number per Event 11 May 2015 Opening of Online Entry System for Entry by Name per Event (final entry). There can be max. 15% increase of total athlete number compared to Entry by Number 20 May 2015 Deadline for Entry by Number per Event (MO s will be invoiced based on the number provided in this entry, no withdrawal is possible after this entry deadline) 22 May 2015 NEW Deadline for first Fee Payment (USD$300.00 per person) 22 June 2015 From 15 to 19 July 2015 NEW Deadline for second Fee Payment (50% of total) Meeting pre-registration of the delegations (Pre-DRM on line) Deadline for Online Entry by Name per Event (final entry 30 July 2015 NEW deadline). No changes in the entries will be accepted after this date Deadline for online registry of the complete MO Delegations 01 August 2015 03 August 2015 From 14 to 16 September 2015 From 14 to 29 September 2015 16 September 2015 Deadline for final Fee Payment Registration Meeting Delegations (DRM) a. Activation of modules at airport. b. Center of accreditation in international area. c. Center of accreditation Hotel headquarters family Inas. d. Media Accreditation Center Official Opening of the hotels and accommodation centers 4 Accreditation Guide
3. Host Cities 5 Accreditation Guide
4. Distances Latacunga Ibarra Pujili From Quito D.M. to 89km 115km 84km 5. Request of accreditation Step 1: LOC delivered to the MOs the Accreditation Handbook, Qualification Guide. On January 29, 2015, the area of accreditation of the LOC through the area of international relations will send by e-mail to the representatives of the MOs "Accreditation Guide" and "Qualification Guide" that may enter a web application for complete details of the members of its delegation. The LOC performs this update release in view of the change in host cities to Quito and Latacunga. The MOs must confirm that they have received accreditation material to the same email address where information received. Step 2: Opening of Online Entry System for Entry by Number per Event May 10, 2015 NEW all MOs can start the registry of participants through the web application, at page: http: www.fededi.org.ec NEW and according to the "Accreditation Guide on line", insert the information requested there. The application will be active from May 10, 2015 to August 1, 2015, deadline for online registry of the complete MO Delegations * Information will be available on the official website: http://www.fededi.org.ec/accreditation NEW 6 Accreditation Guide
Starting from May 10, 2015. NEW Step 3: Pre- Delegation Registration Meeting (Pre-DRM) During the days of meeting of pre-registration of the delegations (DRM), each MOs will have the opportunity to meet via video conference with the sport technical Area and the Accreditation Department of the LOC, to review and confirm the information entered into the system until May 20, 2015. The start day of meeting of Pre DRM, the Sports technical Area, will deliver to every MO the latest list of registered participants, with the aim of verifying the information contained in the records as: status, category, and access rights. The following topics will be also treated: a. Eligibility of athletes who will participate in the Ecuador 2015 Inas Global Games b. Review and confirmation of the nominal inscriptions c. Number of officers of delegation. d. Questions about accreditation, relating to access rights and privileges. e. Financial affairs Step 4: Delegations Registration Meeting (DRM) Date: From 15 to 19 July, 2015 NEW It is intended to complete the process of registration of MOs participants, set function, access rights and privileges of every Member of the delegation in sports facilities and other facilities. DRM Meetings will be from September 14 to 16, 2015, during the pre-opening of hotels headquarters and accommodation centers, period during which accommodation will be offered to attendees.(this is why is mandatory for the Heads of Mission to arrive 2 days before 16 th of September in order to attend to this meeting). The head of mission or an officer instead duly authorized in conjunction with a representative of the Organizing Committee of the Games (LOC) must arrived to Quito/ Ecuador NEW, for at least 24 hours before the date of arrival of the first team of his delegation. Topics to review and confirm during the DRM meeting will be: a. Eligibility of athletes who will participate in the Ecuador 2015 Inas Global Games. b. Review and confirmation of the nominal inscriptions. c. Number of officials of the delegation. d. Distribution of accommodation. 7 Accreditation Guide
e. Allocation of spaces (offices, medical services and storage) of the MO. f. Questions about accreditation related to access rights and privileges. g. Financial affairs. h. Other details, such as: confirmation of dates of arrival and departure of teams and the programming of the welcome ceremonies. After the Delegation Registration Meeting (DRM), the accreditation Area of the LOC, will start the production process of credentials which will be delivered to the Head of Mission. Once the meeting of registration of delegations (DRM) finished, the process of registration and accreditation of the delegation will be finished, not being possible the accreditation of any other participant. Step 5: Activation of the accreditation Arriving at Ecuador, in order to activate the accreditation, all participants of the Ecuador 2015 Inas Global Games must present accreditation in Activating Modules, accompanied by the passport or an official document of identification with a photo, specified in the registry. The accreditation can be activated from September 14 to 27, 2015 in the following schedule 07:00 to 23:00 in the following places: Center of Accreditation and Activation Hilton Colon hotel NEW For: Athletes and Officers of Delegations, Inas, IPC, IF and, MOs authorities and other organizations Accreditation won t be activated when the participant information registered in the system is different from the document presented as identification. 8 Accreditation Guide
6. Accreditation Accreditation ensures the carrier access to the facilities of the Ecuador 2015 Inas Global Games and the privileges required for the performance of its activities. All issues related to accreditation as categories, access privileges, conditions that are issued or withdrawn are subject at the discretion of the Local Organizing Committee. Attention: the accreditation of the Ecuador 2015 Inas Global Games does not replace the ecuadorian visa (for countries that require a visa to enter Ecuador). NEW Important: The Mariscal Sucre airport / Quito / Tababela will be the main point of entry to Ecuador; recommend that the participating delegations schedule their flights to arrive and departure from Ecuador back home through this airport. NEW The city of Latacunga also has an international airport for private flights and charters. The opening ceremony will be held in Quito on Sunday, September 20, at sunset. Participants equipment in athletics and table tennis will be transferred to the host cities from the day of their arrival in Ecuador. IPC International Classification panels will take place in Quito and Latacunga from 17 th to 21 th September. 9 Accreditation Guide
7. Accommodation NEW QUITO Single and double rooms will be appointed by the LOC depending on the requirements made by each team according to capacity available in the hotels. Make your reservation soon in order to avoid problems. Group Category Value USD$ Includes Hotel A 5* Room Breakfast buffet at the double USD$251 per person/ per day chosen hotel Lunch buffet Dinner buffet Transfer Airport/ Hotel/ Airport + Transportation Hotel/Training Venue/ Hotel + Transportation Hotel/Sport Event/Hotel Suites (limited number) Luxury Suites Transfer Single room with double bed 2 rooms: 1 room with single bed and 1 room with 2 single beds USD$119 per person/ per day Airport/Hotel/Airport + Transportation Hotel/Training Venue/ Hotel + Transportation Hotel/Sport Event/Hotel No meals Available only for athletes family members Hotel B Luxury Room Breakfast buffet at the double USD$141 per person/ per day chosen hotel Lunch buffet, dinner Transfer Airport/ Hotel/ Airport + Transportation Hotel/ Training Venue/ Hotel + Transportation Hotel/Sport Event/Hotel 10 Accreditation Guide
Hotel C (limited number) Hotel D (limited number) Economic Class Room double USD$97 per person/ per day Breakfast, Lunch, Dinner at the chosen hotel Transfer Airport/ Hotel/ Airport + Transportation Hotel/Training Venue/ Hotel + Transportation Hotel/Sport Event/Hotel Low Cost Room Quad, triple and double rooms, taxes included USD$75 per person/ per day Breakfast, lunch and dinner Transfer Airport/ Hotel/ Airport + Transportation Hotel/Training Venue/ Hotel + Transportation Hotel/Sport Event/Hotel 11 Accreditation Guide
LATACUNGA/ PUJILI Group Category Value USD$ Includes Hotel C Economic Class Room double USD$97 per person/ per day Breakfast, Lunch, Dinner at the chosen hotel Transfer Airport/ Hotel/ Airport + Transportation Quito/Latacunga/Quito + Transportation Hotel/Training Venue/ Hotel + Transportation Hotel/Sport Event/Hotel IBARRA Group Category Value USD$ Includes Hotel C Economic Class Room double USD$97 per person/ per day Breakfast, Lunch, Dinner at the chosen hotel Transfer Airport/ Hotel/ Airport + Transportation Quito/Ibarra/Quito + Transportation Hotel/Training Venue/ Hotel + Transportation Hotel/Sport Event/Hotel 12 Accreditation Guide
8. Hotels NEW Note: All delegations should stay in hotels contracted by the LOC, rates are corporate. QUITO HOTEL A/ FIVE STARS JW Marriott Hotel Quito Swissotel Quito Hilton Colon Quito TOTAL PAX 420 HOTEL B/ LUXURY Best Western Premier CPlaza Hotel Sebastian TOTAL PAX 191 HOTEL C/ ECONOMIC Hotel Barnard Embassy Hotel TOTAL PAX 250 HOTEL D/ LOW COST Rincon Escandinavo Anahi Boutique Hotel Melrose Plaza Suites Hotel Windsor Hotel Fuente de Piedra 1 Hostal Villa 593 Hostel Boutique Centro San Patricio TOTAL PAX 558 13 Accreditation Guide
LATACUNGA/ PUJILI HOTEL C/ ECONOMIC Hotel Endamo Hosteria El Imperio Real Villa de Tacvnga La Casa de Simon Hotel Jarfi Hotel Rodelu Hotel Los Illinizas La Cruz del Sur Charite Hotel Cotopaxi Casa de Retiro padre Giorgio Hotel Makroz Colonial TOTAL PAX 595 IBARRA HOTEL C/ ECONOMIC Hosteria El Prado Hotel Turismo Hotel Imperio del Sol Quinta San Miguel Hotel Montecarlo Quinta San Andres Hotel el Conquistador TOTAL PAX 475 14 Accreditation Guide
9. Host Hotel 1 Host hotel. Hilton Colon Quito 15 Accreditation Guide
10. Sports/ Disciplines/ Host cities NEW Sports Acronyms City Atlhletics AT Latacunga Basketball Ciclying Futsal Rowing Swimming Taekwondo Tennis BA Quito D. M. Track CT Quito D. M. Road CR Quito D. M. FS Quito D. M. Outdoor RO Ibarra Indoor RI Quito D. M. SW Quito D. M./ Ibarra* TK Quito D. M. TE Quito D. M. Table Tennis * alternate venue TT Pujili 11. Fees Inas capitation: USD$45,00 per athlete (does not apply to team staff) Entry Process: USD$26,00 per person who participates in the event 16 Accreditation Guide
12. Calendar of Payments Payments Maximum date of Price per person Penalty payment First Until 22 May 2015 NEW USD$300,00 No Refundable Second Until 22 Jun. 2015 50% of the total cost Refundable Restrictions apply Final payment Until 3 Aug. 2015 Total payment Refundable Restrictions apply NEW The LOC invites all OM to the scheduled payments are made in time to avoid delays in the organization. If payments are not made on the dates indicated, accommodation values will increase by 10% each month. TRANSFER DATA BANK DEPOSITS AND PAYMENTS: NEW CORRESPONDENT BANK WELLS FARGO BANK, N.A. FLOOR 4: 11, PENN PLAZA 10038 NEW YORK Swift Code: P N B P U S 3 N N Y C ABA Code: 0 2 6 0 0 5 0 9 2 Number of PRODUBANCO Account WELLS FARGO BANK NA: 2000192321006 BENEFICIARY BANK PRODUBANCO AMAZONAS AVE. N35-211 AND JAPON Swift Code: P R O D E C E Q Quito - Ecuador FINAL BENEFICIARY: NEW NAME: FEDEDI ACCOUNT: 02-186005985 ADDRESS: JUAN DE DIOS TIPÁN N3-196, ANGAMARCA SECTOR B - QUITO, ECUADOR PHONE: + 593 2 2788 394 WEB: www.fededi.org.ec Note: Please transfer the amount to the following bank account as soon as possible, identify your payment by stating the number of invoice on the bank documents, and make sure that the complete amount is transferred to the FEDEDI account and that transfer charges are not to be paid by FEDEDI. Ss_25_04_2015_v3.2 17 Accreditation Guide