special olympics world summer games athens 2011...

Special Olympics World Summer Games ATHENS 2011 Head of Delegation Seminar

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SPECIAL OLYMPICS WORLD SUMMER GAMES

ATHENS 2011 HEAD OF DELEGATION SEMINAR

14-18 OCTOBER 2010

The Games Organizing Committee (GOC) of the 2011 Special Olympics World Summer Games ATHENS 2011, is delighted to invite you to the Head of Delegation (HOD) Seminar which is going to be held in Athens from 14 – 18 October 2010. The following is the official 2011 Special Olympics World Summer Games Head of Delegation Seminar Registration Form. You are kindly invited to read carefully the following material before you start completing the registration form. In the following pages you will find important information regarding your participation in the Seminar. Please note that the Registration form is to be completed in English only. The Seminar is a key platform for the GOC to provide participating Special Olympics Programs with the most up-to-date information for the preparations of the SOWSG ATHENS 2011. Therefore, all participating S.O. Programs are kindly advised to appoint the Head of Delegation (HOD) as early as possible. The HODs role is vital for the success of the Special Olympics Games as they work together with the GOC to plan and deliver Games that meet the varying needs of Games participants. Towards this end, HODs are strongly encouraged to actively participate in the preparations of the Games by identifying challenges and assisting the GOC on resolving them. Each participating Special Olympics Program is encouraged to send two (2) representatives to the HOD seminar. At the Seminar you will have a unique opportunity to learn more about the city that will host the ATHENS 2011 SOWSG, the venues where the sports competition will take place as well as about the preparations of the various functional areas within the GOC. Our aim is to provide HODs with all the necessary information so that when they go back home to be in the most suitable position to prepare their delegation successfully for the Games.


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The seminar will be a combination of presentations by each GOC Functional Area, site visits to Games Venues and social activities. When:

The dates of the Seminar are 14 – 18 October 2010

Where:

METROPOLITAN HOTEL, ATHENS

The official Hotel of the 2011 Head of Delegation Seminar will be the:

Address: 385, Syngrou Ave., 175 64, Athens, Greece Telephone: +30 210 947 1000 Fax: +30 210 947 1010

Website: www.chandris.gr E-mail: [email protected]

The Metropolitan Hotel, Athens is a 5 star hotel only 10 minutes away of the center of Athens. All Sessions of the Seminar will take place at the Metropolitan Hotel.

Before your travel to Athens, Greece:

Delegates travelling from outside the European Union may require a visa. Regardless of delegates’ origin, it is advisable to contact the closest Greek Embassy or Consulate for confirmation of appropriate travel documents. The list of the countries requiring a visa to enter Greece is attached to this document. The list of Greek consulates abroad is available on the website of the Greek Ministry of Foreign Affairs (http://www.mfa.gr/www.mfa.gr/en-US/The+Ministry/Authorities+Abroad/). Make sure that you have completed the registration forms correctly and they are timely sent by e-mail, mail or fax to the following address: Special Olympics World Summer Games Organizing Committee ATHENS 2011 P.O. Box 2011, Ktirio Ippasias, Goudi Park, 115 10 Athens Greece, Tel.: +30 211 2011 000 Fax.: +30 211 2011 111 e-mail: [email protected] URL: http://www.athens2011.org

mailto:[email protected]�

http://www.mfa.gr/www.mfa.gr/en-US/The+Ministry/Authorities+Abroad/�

mailto:[email protected]�

http://www.athens2011.org/�


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Please indicate all your accommodation requirements on the attached form. To arrange most suitable housing, transportation and other services for you, we strongly advise the timely return of your forms. Please be aware that accommodation and registration fees are combined, due to and payable upon registration to the GOC. Cut-off date for registration is the Saturday, 31st

July 2010. We kindly advise you to book as early as possible in order to avoid any disappointment.

When you arrive in Athens:

The Athens International Airport (AIA) “Eleftherios Venizelos” offers a wide range of services. Should you need more information about facilities and services offered to passengers in the airport please visit the website: www.aia.gr Upon your arrival at the Athens International Airport GOC staff members and volunteers will welcome and escort you to the accredited shuttle buses, which will transfer you to the Metropolitan Hotel, Athens (travel time is approximately 40 minutes from the Athens International Airport). GOC staff and volunteers will be immediately recognizable and clear signs will be posted around the airport halls for your convenience. A welcome/registration desk will be operating at the Metropolitan Hotel to assist and direct you. All Seminar attendees are kindly advised to register as soon as they arrive to the Hotel.

http://www.aia.gr/�


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Head of Delegation preliminary Agenda

The preliminary Seminar’s Agenda is as follows: Thursday, 14 October 2010 Arrival of the Delegates Registration for the Seminar Welcome Reception Friday, 15 October 2010 Morning: Opening of the Seminar

Session I Lunch break Afternoon: Venue Tour

Welcome Dinner Saturday, 16 October 2010 Morning: Session II Lunch break

Afternoon: Venue Tour Dinner Gala Sunday, 17 October 2010 Morning: Venue Tour Lunch break Afternoon: Session III Conclusion Closing of the Seminar Appreciation and farewell Dinner P.S. The above agenda is subject to change at the discretion of the GOC. The detailed Agenda of the Head of Delegation Seminar will be sent to all participating Special Olympics Programs along with the confirmation that the GOC has received the registration and the payment documents.


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HOD SEMINAR ATTENDEES’ REGISTRATION AND ACCOMMODATION FEES

The registration and accommodation fees are combined and are as follows: Single occupancy room: 880 € per room (4 nights included) Double occupancy room: 1030 € per room (4 nights included) The fees COVER the following: Accommodation for four (4) nights: 14, 15, 16, 17 October 2010. Use of the Seminar’s Conference Hall. Use of Seminar’s Secretariat facilities (hot desks, photocopier,

printer, fax). The Welcome Reception, which will be held on the evening of the

14th

Breakfast on 15, 16, 17 and 18 October 2010. October, 2010.

Lunch on 15, 16 and 17 October 2010. Coffee breaks during the Seminar’s Sessions Welcome Dinner on the 15th

Galla Dinner on the 16 October, 2010.

th

Appreciation and farewell Dinner on 17 October, 2010.

th

Transportation from/to the airport. October, 2010.

Transportation for the Venue Tours during the Seminar. Transportation to/from dinner locations. Simultaneous translation during the Seminars’ Sessions. Any taxes apply for the Hotel booking.

The fees DO NOT COVER (these charges shall be covered by the participant):

• Accommodation fees for any night before or after the above mentioned dates.

• Any meal not listed above. • All miscellaneous charges (laundry, room service, mini-bar,

telephone calls, pay-tv, etc.)


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GUEST ATTENDEES FEES (i.e., associate, partner, spouse, etc.)

Any person accompanying a Seminar attendee will be charged with the same amount as the Seminar attendee. They will be entitled to attend all functions listed above. Payment for Guests applies as per HOD Seminar’s Delegates.

ADDITIONAL CHARGES

IMPORTANT NOTE

1. Please indicate all your accommodation requirements on the registration form. It is required all room reservations for the dates of the Seminar (14-18 October, 2010) to be made through the GOC system. You are kindly advised NOT to deal directly with the Hotel for such reservations since there is a risk to have your reservation cancelled due to double booking.

2. If you require a room before Thursday, 14 October 2010 or after Monday, 18 October 2010 then you should directly contact the METROPOLITAN HOTEL, ATHENS, in order to arrange for your accommodation.

3. You will be required to provide a major credit card like Visa, MasterCard or American Express when checking into the Hotel’s reception for the purpose of all incidentals charging. Please check carefully for the charges of any incidentals when you check out on your departure.

ROOM ASSIGNMENTS

A Single occupancy room will be assigned to each Seminar participant. If any participant prefers to share a room with someone in double occupancy, it must be shown in the appropriate part of the room reservation form.

CANCELLATION POLICY

A cancellation must be made in writing. Cancellations made 60 days prior to arrival will qualify for a full refund of the reservation cost.


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LANGUAGE SERVICES

The official language of the HOD Seminar is English. Simultaneous translation will be available in the following languages:

o Arabic o French o Mandarin Chinese o Russian o Spanish

DEADLINE AND METHOD OF PAYMENT The final date to make your accommodation and registration is set to be the 31st

July, 2010. Payment must immediately follow the submission of the reservation forms in order to secure booking. Upon the receipt of the registration forms and the completion of the respective payment, a confirmation letter will be sent to you.

Payment until 1st

July 2010, will receive a 5% discount.

All payments for room reservations at the Metropolitan Hotel, Athens for the Athens 2011 Head of Delegation Seminar (14-18 October, 2010) must be made by the FULL AMOUNT OF FEES’ DIRECT DEPOSIT to the following BANK ACCOUNT: Beneficiary Bank: EUROBANK Beneficiary Account Nr: 0026.0003.05.0200889640

IBAN: GR5502600030000050200889640

SWIFT BIC EFGBGRAA

BRANCH.0003

When making your deposit to the above mentioned Bank Account please write clearly the title of the S.O. Program you are representing (e.g. S.O. Great Britain). Payment and registration deadline is the 31st July, 2010.


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SPECIAL OLYMPICS WORLD SUMMER GAMES ATHENS 2011

HEAD OF DELEGATION SEMINAR 14-18 OCTOBER, 2010

SEMINAR REGISTRATION AND ROOM RESERVATION FORM

THE FORM MUST BE COMPLETED IN ENGLISH AND IN CAPITALS Please complete one form for each participant of your Special Olympics Program.

SPECIAL OLYMPICS PROGRAM: MALE : FEMALE: TITLE:

FAMILY NAME:

FIRST NAME:

POSITION TITLE: Please indicate the title of the participant, i.e. National Director, Sports Director, Head of Delegation, HOD Assistant, Additional Participant, and Guest participant. MAILING ADDRESS: Street Address 1:……………………………………………………………………..……………………………………………………………

Street Address 2:…..………………………………..…………………………………………………..………………………………………. City:……………………………………………………………………………State/Province:…………….……………………………..……

Zip/Postal Code:………………………………………………………..Country:……………………………………………………………

Office Phone:

Country Code: Area Code: Phone Number:


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Fax: E-mail address:

SINGLE OCCUPANCY ROOM (880 € per room per night): Please tick the appropriate box.

ROOM PREFERANCE:

DOUBLE OCCUPANCY ROOM* (1030 € per room per

night): *If applicable please submit the name of the person you share with: In the case of a shared room preference please complete the following form accordingly. NUMBER OF ADDITIONAL NIGHTS (other than the Seminar’s dates): Number: Date(s):

Do you require a Wheelchair? Yes No

OTHER:

Arrival and Departure information must be communicated to the GOC as soon as flight booking is completed. The GOC will organize and deliver welcome and transport services according to the Arrival and Departure information submitted by the S.O. Programs.

ARRIVAL & DEPARTURE INFORMATION

Arrival Information Departure Information

dd/mm/year dd/mm/year

Arrival Date: _ _ / _ _/ _ _ _ _ Departure Date: _ _ / _ _/ _ _ _ _ hh : mm (i.e.21:55) hh : mm (i.e.21:55)

Arrival Time: _ _ : _ _ Departure Time: _ _ : _ _ Airline Code & Flight Nr Airline Code & Flight Nr

Arrival 1 Flight: _ _ _ _ _ _ _ _ _ _

Departure 2 Flight: _ _ _ _ _ _ _ _ _ _

1. Please indicate the last leg of your flight arriving to Athens, Greece. 2. Please indicate the first leg of your flight departing from Athens, Greece.


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SHARED ROOM

RESERVATION FORM

THE FORM MUST BE COMPLETED IN ENGLISH AND IN CAPITALS SHARED WITH: ACCREDITED SPECIAL OLYMPICS PROGRAM: MALE : FEMALE: TITLE:

FAMILY NAME:

FIRST NAME:

POSITION TITLE: Please indicate the title of the participant, i.e. Head of Delegation, HOD Assistant, Additional Participant, and Guest participant. MAILING ADDRESS: Street Address 1:……………………………………………………………………..……………………………………………………………

Street Address 2:…..………………………………..…………………………………………………..………………………………………. City:……………………………………………………………………………State/Province:…………….……………………………..……

Zip/Postal Code:………………………………………………………..Country:……………………………………………………………

Office Phone: Fax: E-mail address:

Do you require a Wheelchair? Yes No

OTHER:


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Arrival Information Departure Information

ARRIVAL & DEPARTURE INFORMATION

dd/mm/year dd/mm/year

Arrival Date: _ _ / _ _/ _ _ _ _ Departure Date: _ _ / _ _/ _ _ _ _ hh : mm (i.e.21:55) hh : mm (i.e.21:55)

Arrival Time: _ _ : _ _ Departure Time: _ _ : _ _ Airline Code & Flight Nr Airline Code & Flight Nr

Arrival 1 Flight: _ _ _ _ _ _ _ _ _ _

Departure 2 Flight: _ _ _ _ _ _ _ _ _ _

1. Please indicate the last leg of your flight arriving to Athens, Greece. 2. Please indicate the first leg of your flight departing from Athens, Greece.

NUMBER OF ADDITIONAL NIGHTS (other than the Seminar’s dates):

Number: Date(s):


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TOTAL REGISTRATION AND ROOM RESERVATION TABLE PER

SPECIAL OLYMPICS PROGRAM

Please complete the following table indicating the name of each participant of your S.O. Program as well as the registration and accommodation fees according to the information given in the above Registration and Room Reservation Forms.

SPECIAL OLYMPICS PROGRAM:

Accommodation Fees in € (in Euros)

NAME OF THE PARTICIPANT (S) Single Room occupancy

Double Room occupancy

ROOM 1

ROOM 2

ROOM 3

ROOM 4

TOTALS

Total Number of participants:

_______________

_____________________€ (to be deposited to the

above mentioned Bank Account)


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IMPORTANT NOTE: The deadline for the submission of the Room Reservation Forms is set to be July 31st

, 2010.

Please return the forms fully completed by e-mail, fax or regular mail to the following address at your earliest convenience: Special Olympics World Summer Games Organizing Committee ATHENS 2011 P.O. Box 2011, Ktirio Ippasias, Goudi Park, 115 10 Athens Greece, Tel.: +30 211 2011 000 Fax: +30 211 2011 111 E-mail: URL:

[email protected] http://www.athens2011.org

For any inquiries please do not hesitate to contact the ATHENS 2011 GOC Delegation Services Department:

Tel.: +30 211 2011 033

Fax: +30 211 2011 111

E-mail:

[email protected]

http://www.athens2011.org/�

special olympics world summer games athens 2011...

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