Registration

Click to download:
Information Note (PDF)
Registration Form (MS Words)
Agenda Annex B (PDF) (Draft version)
List of Sponsored Countries Annex C (PDF)
Visa requirements Annex D (PDF)

 

INFORMATION NOTE FOR PARTICIPANTS

WELCOME

Viet Nam warmly welcomes all delegates to the 2nd Global Conference on Agriculture, Food Security and Climate Change: “Hunger for Action” (in short, the AFSCC Conference). The meeting is co-organized by Vietnam and the Netherlands, in close collaboration with other partners, including the World Bank (WB) and the Food and Agriculture Organization (FAO).

This Information Note provides important information for delegates participating in the AFSCC Conference. The Information Note will be updated at the AFSCC Conference website www.afcconference.com

 

1          MEETING DATES AND VENUES

1.1     The AFSCC Conference will be held in Ha Noi city, the capital of Viet Nam, from Monday 3 to Friday 7, September 2012.

                  3 September 2012             
Registration of delegates,
Opening Ceremony and Plenary and Work Group Sessions

                  4 September 2012

Plenary and Group Work
                  5 September 2012
Plenary and Group Work

                  6 September 2012

Plenary and Field visit
(Including high-level representatives)
                  7 September 2012
Plenary session and Closing Ceremony
Departure of delegates

 

1.2   The main venue for Conference: The AFSCC Conference will be held at the Meliá Hotel, Hanoi – Vietnam, which is located right in the centre of the city's business, government and diplomatic districts.

Melia Ha Noi Hotel
44b Ly Thuong Kiet Street
Hanoi, Viet Nam        
 www.meliahanoi.com

1.3     Location of the Conference support services:

Main meeting venues (3-7 September 2012)                    Grand Ballroom 
Work group A Grand Ballroom
Work group B Thang Long Ballroom
Coffee break (3-7 September 2012) Foyer
Lunch (3-7 September 2012)
1. El Patio restaurant and lobby lounge;
2. El Oriental Restaurant;
3. Marquee Bar & Golden Lust
Welcome Dinner (3 September 2012) Grand Plaza
Dinner Reception (6 September 2012) Daewoo Hotel
Field visit (6 September 2012)
Secretariat (2-7 September 2012) Function room 1 + 2
Courtesy meetings (for VIP) Function room 3
Internet room for delegates (3-7 September 2012) Function room 6
Registration desk (3-7 September 2012) Foyer
Bilateral meeting rooms Function rooms 4, 5, 8
Media Center (3-7 September. 2012) Function room 7
Prayer room (3-7 September 2012) Lotus Private 5 + 6
Medical centre (3-7 September 2012) Lotus Private 3 + 4
Security Center (3-7 September 2012) Lotus Private 1 + 2

2. KEY CONTACTS 

2.1     For information on all substantive, administrative and logistical matters, please contact:

Mr. Tran Kim Long
Deputy Director General, International Cooperation Department
Ministry of Agriculture and Rural Development
2 Ngoc Ha, Ha Noi, Viet Nam
E-mail: longtk.htqt@mard.gov.vn Telephone: (84-4) 38434682 Cell: (+84) 913218121
Fax: (84-4) 37330752

Mrs. Pham Thi Hong Hanh
Deputy Head, Bilateral Cooperation Division
International Cooperation Department
Ministry of Agriculture and Rural Development
2 Ngoc Ha, Ha Noi, Viet Nam
E-mail: hhanh.htqt@mard.gov.vn or minhvuhanh@yahoo.com Telephone: (84-4) 38437674,
Cell: (+84) 913542296
Fax: (84-4) 37330752

2.2         The Conference Registration Form is attached at Annex A. Please fill in the form and return it to the Ministry of Agriculture and Rural Development at the details below as soon as possible but not later than 1 August 2012 (for sponsored delegates) and 15 August 2012 (for non-sponsored delegates). If you need any further information or clarification regarding registration, please contact:

2.2.1   For sponsored delegates:

Mrs. Nguyen Thu Hang
Program Officer, International Cooperation Department
Ministry of Agriculture and Rural Development
2 Ngoc Ha, Ha Noi, Viet Nam
E-mail: afccregister.sponsor@gmail.com or
hangnt.htqt@mard.gov.vn Telephone: (84-4) 38459671 / Cell: (+84) 912770708
Fax: (84-4) 37330752

2.2.2   For non-sponsored delegates:

Ms. Tran Thuy Dung
Program Officer, International Cooperation Department
Ministry of Agriculture and Rural Development
2 Ngoc Ha, Ha Noi, Viet Nam
E-mail:afccregister@gmail.com or ttdung205@gmail.com Telephone: (84-4) 37344764 / Cell: (84) 975040203
Fax: (84-4) 37330752

3. AGENDA 

3.1     Agenda: the tentative agenda of the conference is included in Annex B. This is the first version of the draft Agenda, subject to updates. Please be sure that you have the latest updated version of the agenda, which can be obtained from the conference’s official website at www.afcconference.com 

 4.         CONFERENCE LANGUAGE AND TRANSLATION SERVICES

 4.1     The official working language of AFSCC Conference is English. Translation services will be provided during the Conference in the following languages – Arabic, Chinese, French, Russian, Spanish and Vietnamese. If you require a translation service in any other language, we kindly ask that you include a Translator in your delegation.

4.2     Headset channels:

English                Channel 1
French Channel 2
Spanish Channel 3
Vietnamese Channel 4

5. ACCOMMODATION 

5.1 A list of recommended hotel options is provided in Annex A of this Information Note. Delegates are requested to reserve a room by filling in the Accommodation Registration Form (Annex A). To guarantee and arrange payment for a room, please contact the hotel directly. For the convenience of delegates, the Registration Form also provides details of room rates.

For further information or assistance regarding hotel reservations, please contact:

Mrs. Dinh Thi Thanh Huyen
Program Officer, International Cooperation Department
Ministry of Agriculture and Rural Development
2 Ngoc Ha, Ha Noi, Viet Nam
E-mail: huyendtt.htqt@mard.gov.vn
Telephone: (84-4) 37347082, Cell: (+84) 979153479
Fax: (84-4) 37330752

6.        SPONSORED DELEGATES AND LOGISTICS ARRANGEMENTS

6.1     The Government of Vietnam and the co-organizers are pleased to provide an economy class airline ticket, accommodation and DSA for 1 nominee of (selected) countries. The indicative list of sponsored countries is in Annex C.

6.2     Air-tickets: The Organizers will provide the sponsored delegates the Air-tickets upon receiving your Registration, which must be submitted before 1 August 2012 to enable air-ticket booking. The air-ticket (e-ticket) will be sent to the registered participants by email or fax. Please remember to keep boarding passes to submit to the Organizers upon your arrival to Ha Noi.

6.3     Airport transfer: Airport transfer will be provided to the delegates. The Organizer will assign staff to welcome the delegates at the Airport and provide guidance for airport transfer.

6.4     Accommodation: Sponsored delegates will be booked at Sheraton Ha Noi Hotel.

Sheraton Ha Noi Hotel
K5 Nghi Tam, 11 Xuan Dieu Road, Tay Ho District, Hanoi

 7. VIET NAM VISA REQUIREMENTS 

7.1     All delegates are required to possess valid passports to enter Viet Nam.

7.2     Delegates from certain countries may require visas to enter Viet Nam and are responsible for arranging these visas, if required.

7.3     For details related to visa requirements for entering Viet Nam, please refer to Annex D which provides a list of visa exemption agreements between Viet Nam and foreign countries.

7.4     Delegates are advised to check with the nearest Vietnamese diplomatic or consular office for specific country information on visa requirements.

7.5     If delegates experience difficulty in arranging their entry visas, please complete the Registration Form (Annex A) in this invitation pack to request for a visa application through the Organizing Committee.

8          ID BADGE ISSUANCE 

8.1     All delegates are requested to send a completed Registration Form to the Organizing Committee. Upon registration, the Organizing Committee will prepare and issue an ID Badge for each delegate.

8.2     Upon arrival to the Melia Ha Noi Hotel - the meeting venue, delegates will be asked to collect their ID badges at the Registration Desk. Passports may be requested for presentation at this point, so delegates are advised to carry their passports with them. ID badges SHOULD BE WORN AT ALL TIMES and will be required for entry to all venues and meeting areas.

8.3     The various categories of security passes are distinguishable by colour:

Red     - Heads of Delegations
Yellow - Delegates
Blue    - Supporting staff and Organizing Committee
Green  - Interpreters
Pink    - Media
Silver - Security

9.         DOCUMENT REPRODUCTION AND DISTRIBUTION

9.1     All documents should be submitted electronically to binhbm.htqt@mard.gov.vn  before 25 August 2012. This will allow papers to be reviewed and produced in advance of meetings, and will be enable meetings to proceed with minimum disruption.

9.2     Late submission of documents, though strongly discouraged, is possible via the Secretariat located at the meeting venue, which opens daily from 07:30 to 22:00, from Monday 3 to Friday 7 September 2012. For further information please contact:

Mrs. Bui My Binh

Deputy Head,Multi-lateral Cooperation Division
International Cooperation Department
Ministry of Agriculture and Rural Development
2 Ngoc Ha, Ha Noi, Viet Nam
E-mail: binhbm.htqt@mard.gov.vn Telephone: (84-4) 37347081 / Cell: (84) 989096252
Fax: (84-4) 37330752

9.3     Presentations: Delegates who wish to make a presentation should submit a Microsoft PowerPoint file preferably a week before the Conference, or at the latest 24 hours prior to the meeting. Please provide the Secretariat with this presentation at the details below.

Mrs. Bui My Binh
Deputy Head,Multi-lateral Cooperation Division
International Cooperation Department
Ministry of Agriculture and Rural Development
2 Ngoc Ha, Ha Noi, Viet Nam
E-mail: binhbm.htqt@mard.gov.vn Telephone: (84-4) 37347081 / Cell: (84) 989096252
Fax: (84-4) 37330752

 10.      TRANSPORTATION

10.1    Noi Bai International Airport. Central Ha Noi is located approximately 40km from Noi Bai International Airport. Airport transfers will be provided to all delegates. Please provide the Organizing Committee your detailed flight schedules to enable pick-up at the airport. For registration of the Airport transfer, please see the attached Registration Form in this invitation pack.

10.2    A public taxi service is also available at the airport. The taxi cost ranges from 320,000 - 350,000 VND (US$15 - 18) from Noi Bai to most central Ha Noi hotels. If you choose to take a taxi from Noi Bai Airport to Ha Noi, the official Noi Bai Taxi and Airport Taxi services are recommended.

10.3    Shuttle bus will be provided to transfer delegates ONLY (45-seat bus for delegates and 24-seat van for Heads of Delegations). It will provide transportation to and from the recommended hotels (Melia, Sheraton, Inter-Continental, Sofitel Plaza, Demantoid, La Bellvie) to the meeting venue, and also to and from the welcome and gala dinner receptions. Delegates who choose to stay at alternative hotels other than those on the recommended list are kindly asked to arrange their own transportation.

10.4    Due to heavy traffic in Ha Noi, delegates are kindly requested to be ready at your lobby hotel 30 minutes prior to the schedules of the events to get there by the provided van / shuttle bus.

11. FACILITIES

11.1 Internet: An internet room for delegates is provided in Melia Ha Noi Hotel. Please refer to 1.3 for the location.

The internet room will be opened from Monday 7 to Friday 11 May 2012 (8 am - 8 pm daily), and will be equipped with computers and printers.

Wifi is available throughout the lobby of Melia Ha Noi Hotel for delegates’ use.

11.2    Bilateral Meeting Room: Function rooms will be made available for bilateral meetings, upon request. For use of those rooms, delegates are asked to channel their requests to the Registration Desk. Alternatively, please contact:

Mr. Nguyen Anh Minh
Head, Bilateral Cooperation Division
International Cooperation Department,
Ministry of Agriculture and Rural Development
2 Ngoc Ha, Ha Noi, Viet Nam
E-mail: naminh.htqt@mard.gov.vn Cell: (84) 913037761
Fax: (84-4) 37330752

 12.      MEDIA ARRANGEMENTS

12.1    A Media Center is opened to the press at Melia Ha Noi Hotel from 3-7 September 2012. Please refer to 1.3 for the location.

12.2    Media Contact: For media arrangements and assistance please contact:

Dr. Le Thanh Hoa
Deputy Director, SPS Office
International Cooperation Department,
Ministry of Agriculture and Rural Development
2 Ngoc Ha, Ha Noi, Viet Nam
E-mail: hoalt.htqt@mard.gov.vn or leethoa@gmail.com
Telephone: (84-4) 37344764, Cell: (84) 982756885
Fax: (84-4) 37330752

13.      MEDICAL SERVICES

13.1    Basic medical services are available 24 hours a day at the Medical centre in Melia Ha Noi Hotel (please refer to part 1.3 for location). In case of an emergency, please contact:

Mr. Nguyen Vu Hoan
Deputy Head, General Division
International Cooperation Department,
Ministry of Agriculture and Rural Development
2 Ngoc Ha, Ha Noi, Viet Nam
E-mail: hoannv.htqt@mard.gov.vn Cell: (84) 985851961
Fax: (84-4) 37330752

 14.      DRESS CODE

 14.1    The dress code for the Conference is business attire.

 14.2    The weather in Ha Noi is rather warm at that time (around 250C - 300C with high humidity of 85% - 90%).

 15.      ABOUT VIET NAM

 15.1    Location: Lying on the eastern part of the Indochinese peninsula, Viet Nam is a strip of land shaped like the letter “S”. China borders it to the north, Laos and Cambodia to the west, the East Sea to the east and the Pacific Ocean to the east and south.

The country’s total length from north to south is 1,650km. Its width, stretching from east to west, is 600km at the widest point in the north, 400km in the south, and 50km at the narrowest part, in the centre, in Quang Binh Province. The coastline is 3,260km long and the inland border is 4,510km.

Coordinates:
                                             Latitude:       102º 08' - 109º 28' east
                                             Longitude:    8º 02' - 23º 23' north
                                             Viet Nam is also a transport junction from the Indian Ocean to the Pacific Ocean.
 Population:                       > 89 million (as of 2010)
Administrative Units:      Viet Nam is divided into 63 provinces and cities
Topography:                      Three quarters of Viet Nam's territory consist of mountains and hills

 15.2    Climate: Viet Nam is located in both a tropical and a temperate zone. It is characterized by strong monsoon influences, but has a considerable amount of sun, a high rate of rainfall, and high humidity. Regions located near the tropics and in the mountainous regions are endowed with a temperate climate.

The monsoon climate also influences the changes of the tropical humidity. In general, in Viet Nam there are two seasons, the cold season occurs from November to April and the hot season from May to October. The difference in temperature between the two seasons in southern is almost unnoticeable, averaging 3ºC. The most noticeable variations are found in the northern where differences of 12ºC have been observed. There are essentially four distinct seasons, which are most evident in the northern provinces (from Hai Van Pass toward to the north): Spring, Summer, Autumn, and Winter.

Every year there are 100 rainy days and the average rainfall is 1,500 to 2,000mm. The humidity ranges around 80%. The sunny hours are 1,500 to 2,000 and the average solar radiation of 100kcal/cm2 in a year.

15.3    Capital: Hanoi is the capital of Viet Nam, having a population of more than 6.9 million people (as of 30/10/2010). The capital comprises two different topographical features: the delta and the Middle Region of the North. Most of the deltaic land lies on both sides of the Red River and its tributaries (rivers Đuống, Đáy, etc.). The Middle Region comprises Sóc Sơn district and a portion of Đông Anh district, a prolongation of the Tam Đảo mountainous mass stretching towards the Delta which is 7-10 meters or sometimes even hundreds of meters above the sea level.

In Hanoi there are four distinct seasons: Spring, Summer, Autumn, and Winter. But it is able to be divided into two main seasons: the rainy season from May to September (it’s hot, heavy rain), and the dry season from October to April (it’s cold, little rainfall). The annual average temperature is 23.2oC, but in winter the average temperature is 17.2oC. The lowest temperature ever recorded was 2.7oC in 1955. The average summer temperature is 29.2oC, with the highest ever recorded being 42.8oC in 1926. On average, there are 114 rainy days a year with around 1,800mm of rainfall.

15.4 Currency

Viet Nam’s unit of currency is the Viet Nam Đồng (VND). Major foreign currencies are exchangeable at Vietcombank and other Vietnamese Banks/Branches, ANZ Bank, Citi Bank and Indovina Bank... The exchange rate (as of 10 February 2011) is US$1 ~ VND21,000. Major credit cards (Visa, MasterCard, American Express, Diners Club, JCB) and most traveler’s checks are accepted. ATM machines that dispense VND are widely available but usually have a limit of VND2,000,000/transaction and VND10,000,000/day.

15.5 Electricity and Water Supply

The standard electricity supply in Viet Nam is 220 Volts, 50 Hz, AC. Most plugs are two-pin with rounded pins, except in international-standard hotels. Drinking tap water and un-boiled water is not recommended.

15.6 Phone services

Local phone services are reliable. Both GSM and CDMA mobile phone systems are in operation although the former is more popular. SIM cards are readily available for GSM mobile phones and can be bought in any convenience stores, post offices or hotels. Local calls from a prepaid mobile phone cost about 10 US cents/minute.

15.7    Internet

Broadband and wireless internet services are available in all major hotels and and at the meeting venues.

15.8 Time

Viet Nam’s standard time zone is GMT +7 hours.

15.9 Tourism

Information on tourism and other information can be found on the following websites:

At participant's cost, for travel needs: delegates may want to visit the following page especially created by AsiaPlus Tours, a travel company in Hanoi which has designed a tailor-made tours collection and who will run a Travel Desk at Melia Hotel during the Conference: http://afc.asiaplustours.com/