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Visa Letter of Invitation Formats - PDF

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Visa Letter of Invitation Formats - PDF Powered By Docstoc
					INFORMATION LETTER
We are pleased to send you some important information about the European Athletics
Convention 2010, which will take place from 14 to 16 October 2010 at the Continental hotel
in Belgrade/SRB.



1. Registration
Registration and hotel booking for all participants to the European Athletics Convention 2010
will be managed by the Online Registration and Accreditation System (ORAS). The
registration form can be accessed on the following address:

                            https://www.oras.ch/events/belgrade/register

In order to enter the system, you need an ID and password which are provided in the cover
letter. For further information, please find attached the ORAS User’s Manual.

The deadline for registration is FRIDAY 10 SEPTEMBER 2010. Only participants registered by the
deadline can be guaranteed accommodation. Then, the LOC will send you a confirmation
letter, which will include the confirmation of your hotel booking, your tour reservation as well
as the provisions concerning payment.



2. Arrival
By air
Participants should arrive at Nikola Tesla Airport, Belgrade. At the airport they will be
welcomed by the LOC representatives and will be transported to the Continental hotel.
Transport will be provided by bus, minibus or car depending on the number of delegates
arriving at the same time. The trip from airport to the hotel should not take more than
15 minutes.

By train
Serbia has the train service links with all the countries in Europe, and when entering Serbia the
passengers can cross one of the borders with the following countries: Montenegro, Bosnia
and Herzegovina, Croatia, Hungary, Romania, Bulgaria and the Former Yugoslav Republic of
Macedonia. At the Belgrade Main Train station participants will be welcomed by the LOC
representatives and will be transported to the Continental hotel.

By road
Overland entrance to Serbia is available on the Serbian borders with the following countries:
Albania, Montenegro, Bosnia and Herzegovina, Croatia, Hungary, Romania, Bulgaria and the
Former Yugoslav Republic of Macedonia.

For participants arriving by car, parking is available at both Hotels (7EUR per 24 hours at the
Continental hotel and free of charge at the Holiday INN).




European Athletics Convention, Belgrade 2010
3. Visa
Nationals of the following countries must apply for visa to the Serbian Embassies or Consulates
in their country:

• Armenia (ARM)
• Azerbaijan (AZE)
• Belarus (BLR)
• Georgia (GEO)
• Gibraltar(GIB)
• Moldova (MDA)
• Russia (RUS)
• Ukraine (UKR)

Participants who require a visa should contact the Athletic Federation of Serbia as soon as
possible to obtain a special invitation letter and visa application information. Please send an
e-mail to todoric.ana@gmail.com with the following information:

- FULL NAME (FIRST AND FAMILY)
- DATE OF BIRTH
- NUMBER OF THE PASSPORT ON WHICH YOU ARE TRAVELLING
- DATE, PLACE OF ISSUE AND EXPIRATION OF THE PASSPORT

The invitation will be sent to you and to the issuing Embassy as soon as possible.



4. Accommodation & Room Rates
The participants will be accommodated in the following hotels:

Main Convention Hotel: CONTINENTAL HOTEL
Vladimira Popovića 10
11000 Belgrade
Serbia
Tel : +381 11 2204204
Web: www.continentalhotelbeograd.com

The Continental hotel is the biggest hotel in Belgrade and provides services of the first-class
hotel. The hotel has 2 restaurants, indoor swimming pool, fitness, sauna, outdoor tennis court,
business center and 24 h room-service. Rooms are equipped with TV, mini bar, telephone,
Internet access, cooler, safe, hair-dryer and spacious bathrooms.

The hotel is located next to the river Sava and directly connected to the famous Sava
Center, with an elegant shopping mall. The Continental hotel is surrounded by the modern
business and residential buildings. It is easy to reach city center from the hotel (about 20
minutes on foot and 8 minutes by car or public transportation).

                            Single room: EUR 140.00 per person per night
                          Double/Twin room: EUR 200.00 per room per night

In case you would like to extend your visit, it is possible to book extra nights at the same rates,
provided that rooms are available for that period.




European Athletics Convention, Belgrade 2010                                                      2
Second option: HOLIDAY INN HOTEL
Španskih boraca 74,
11070 Belgrade
Serbia
Tel : +381 11 3100 000
Web: www.holidayinn.com

The Holiday INN is located at only 1.5km from the main Convention hotel and transportation
will be provided between the two hotels.

                            Single room: EUR 130.00 per person per night
                          Double/Twin room: EUR 180.00 per room per night


All prices include VAT and breakfast. We kindly ask you to register online as soon as possible
and not later than 10 September 2010. After that date, we will not be able to guarantee your
accommodation.

According to the Serbian law, passport will be kept by the hotel at the time of check-in and
will be given back the next day.


PAYMENT
The accommodation costs can be settled in advance by bank transfer or on arrival directly
at the payment desk located in the Continental hotel. Payments can be made by VISA credit
card (Mastercard will not be accepted) or in cash (EUR or Dinar). A cash machine is
available in the lobby of the Continental hotel.

Please note that participant will not be able to check in to their rooms unless they have
settled their accommodation costs at the payment desk! Extras (minibar, laundry,…) will have
to be paid directly to the hotel upon departure.

Bank transfer can be done to:
Beneficiary: NS TRAVEL COMPANY DOO
Beneficiary address: Mite Ruzica 1, 21000 Novi Sad, Serbia
Bank: Vojvodanska Banka AD
Bank address: Trg Slobode 5-7, 21000 Novi Sad, Serbia
IBAN Number: RS35 3550 0014 4712 1111 29
SWIFT Code: VBUBRS22

In the payment details please make sure that you include the following text: “Convention
2010, including the name of the participant(s)”

For any questions related to the payment, please contact us on +381 21 425 077.



ROOM CANCELLATION POLICY:
•   for any cancellation made after 13 September 2010, one night stay will be charged to the
    participant,
•   in case of no-show, the full stay (100%) will be charged to the participant.




European Athletics Convention, Belgrade 2010                                                 3
5. Welcome & Payment Desks
The welcome and payment desks will be located in the New York Club in the ground floor of
the Continental hotel. All participants need to call at this desk on arrival in the order to be
accommodated and to receive their name badge as well as information about the
Convention. Information boards will be available in the Holiday INN hotel and will be
updated regularly. The opening hours will be in accordance with the arrival/departure of the
participants.



6. Convention Programme
All meetings will take place at the Continental hotel. The provisional programme is attached.
Regularly updated programme and information will be available on the conference website:

                                 www.convention.belgrade2010.com

as well as on the European Athletics website: www.european-athletics.org.

The final programme will be distributed upon arrival. See separate document for explanation
about the aim and the content of the different forums.

An Extraordinary European Athletics Congress will be organised on Saturday 16 October 2010.
The agenda as well as the proposals will be sent to all the Member Federations by circular
letter at the beginning of August 2010.



7. Social Programme
Thursday, 14 October 2010:
- 20.30 h: The Opening Dinner, hosted by the Athletic Federation of Serbia, will be held in the
  Atlantic hall of the Continental hotel.

Friday, 15 October 2010:
- 20.00 h: Euro Meetings Dinner (by invitation only).

Saturday, 16 October 2010:
- 20.00 h: European Athletics Awards Night presented by
  MONDO (by invitation only). It will be a unique evening
  for the European Athletics Family. Awards like the
  Athlete of the Year, Rising Star of the Year and
  Innovation Award will be given on that occasion.




European Athletics Convention, Belgrade 2010                                                  4
8. Sightseeing Programme
Besides the social activities indicated in the programme, the following sightseeing excursions
will be organised. In order to participate, you need to indicate your wish while you register
online and confirm your participation upon arrival in Belgrade.

Friday, 15 October 2010
Departure:14.30h from the Continental hotel

Classical tour in Belgrade
Get to know Belgrade by wandering its streets and enjoying the guide's interesting story of the
city's history and architecture and local lifestyle. This tour will introduce you to the central area
of the city and one part of New Belgrade.

Itinerary: Belgrade City Hall, National Parliament, Terazije, Republic Square, Studentski Trg,
Belgrade Fortress, Varos Gate, Novi Belgrade, Topcidersko brdo, Dedinje, Trg oslobođenja,
Slavija, Trg Nikole Pasica.

FREE OF CHARGE – English speaking guide assistance and bus transfer.




Saturday 16 October 2010
From 14.30 h until 19.00 h.

Feel like a Roman’s Emperor
Viminacium is an archaeological site near the Old Kostoca. Roman military camp and the
town was created in the first and lasted until the beginning of VII century. He was one of the
major legijskih camps on the Danube, and for some time and the capital of the Roman
province of Upper Moesia, which included most of Serbia, northern Macedonia and part of
north-western Bulgaria. Feel the Roman atmosphere at archaeological emplacement,
ancient Roman town, just 100km away from Belgrade.

Price: EUR 42 per person (transfer by bus, local guide, lunch and archaeological digging or
Roman rickshaw drive. Drinks are not included.)




European Athletics Convention, Belgrade 2010                                                        5
9. Departures
Individual departure forms will be distributed at the LOC welcome desk in the Continental
hotel. The transfer schedule will be displayed in both hotels lobbies the evening before
departure. Please note that return transport to the airport will be organised until Sunday
evening only.



10. Preliminary European Calendar 2011
As every year, the European Athletics Member Federations are invited to enter their
competition data for the 2011 calendar into the European Athletics calendar system.

The following procedure will be applicable for this year’s Calendar Conference:

Preliminary Calendar
Member Federations are requested to enter in the online system all events that they plan to
have included in the calendar, even if date/location are not defined yet.

The complete and incomplete information of the Preliminary Calendar will be printed and
distributed to each participant as a working document in an A4 copy upon arrival to
Belgrade.

Final Calendar
Member Federations will be only allowed to change/amend the date and/or location of the
entered events.

In principle no new event can be entered on the day of the conference, except for the
following categories where negotiations between Member Federations are necessary:

      Other Major International Events (WMRA, WMA, EVAA, Balkan Events, Small State Events)
      Indoor Matches
      Outdoor Matches
      Matches of Combined Events
      Walking Matches
      Mountain Running Matches

All participants of the convention will receive a USB stick with the calendar files in different
formats (e.g. xls, pdf, outlook import) and other relevant data related to the Calendar
Conference.

The online calendar will be available on the European Athletics website the day after the
Calendar Conference. It can be downloaded in pdf format at any time. All calendar
changes up to the point of print will be considered.

Entry Procedures for Preliminary Calendar
Member Federations are requested to enter their competitions data for the 2011 Calendar
into the European Athletics Website: www.european-athletics.org/cal2011

In order to enter your calendar data, please use the existing User-ID and the Password which
has been assigned to your federation for making team online entries.

Member Federations have to enter all events that they plan to have included in the
calendar, even if date/location is not defined yet.


European Athletics Convention, Belgrade 2010                                                   6
Late entries, according to below deadline, cannot be considered for the print out of the
Preliminary Calendar which will be distributed to the participants upon arrival to
Belgrade/SRB.

Deadlines

Entries opening:         the database for the entries will open Monday, 13 September 2010.

Entries closing:         all entries must be entered until Friday, 8 October 2010.

Calendar at web:         the preliminary calendar can be viewed on the European Athletics
                         website on Tuesday, 12 October 2010 (noon).

Contacts and Assistance
Further instructions and helpful information will be available in the Calendar section of the
European Athletics website and will be opportunely distributed to the Member Federation
through a comprehensive manual.
In case of questions or problems, please do not hesitate to contact:
Competition Department
Tel. +41 21 313 43 56/58/63
e-mail: competition@european-athletics.org
or for technical questions:
Nicolas Russi
Tel. +41 62 752 46 76
e-mail: nrussi@mediasprint.ch


Applications for European Athletics Permits 2011

a) Applications to organise European Athletics one day meeting on Premium or Classic
   Level in 2011:
   Member Federations wishing to include an outdoor meeting in the European Athletics
   Premium or Classic circuit are requested to fill in the appropriate application form, which
   must be signed by the Member Federation concerned and Meeting Director and
   returned to the European Athletics Office by below deadline:.
   Completed and signed applications must be received until 1 September 2010.

b) Applications for European Athletics Permit Meetings 2011 (Indoor, Walking and Area):
   Member Federations wishing to obtain European Athletics Permit for Indoor and Walking
   meetings as well as the Area Permit under IAAF Rule 2.6 are requested to fill in the
   appropriate application form, which must be signed by the Member Federation
   concerned and Meeting Director and returned to the European Athletics Office by below
   deadline:
   Completed and signed applications must be received until 1 September 2010.

    The decision on which Meetings will be included in the one day meeting circuit or receive
    the European Athletics Permit in 2011 will be made by European Athletics before the
    Calendar Conference.
    Application forms will be send to all Member Federations in due time.




European Athletics Convention, Belgrade 2010                                                 7
11. Contact
If you need additional information regarding the European Athletics Convention 2010, please
contact:

Athletic Federation of Serbia
Biljana Daničić, LOC Coordinator
Phone: +381 11 26 25 088
Fax: +381 26 27 371
Mobile: +381 64 46 000 35
E-mail: danicic.biljana@gmail.com

European Athletics
Christiane Maillard, Corporate Services Manager
Phone: +41 21 313 43 55
Fax: +41 21 313 43 51
E-mail: christiane.maillard@european-athletics.org




European Athletics Convention, Belgrade 2010                                              8

				
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