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Seminar on "Reproductive Health Issues in Central and Eastern Europe, and Countries of the Former Soviet Union"

Bucharest, Crowne Plaza Hotel, 17 - 20 October 2004

Information Circular

Dear Participants,

We are pleased to provide you with the following information regarding the practical arrangements for the above meeting.

Meeting venue: The seminar will be held in Vallachia Room, at the ground floor of Crowne Plaza Hotel and to your right after Concierge. Crowne Plaza Hotel is in walking range (5 minutes walk) to Best Western Parc Hotel where you will be accomodated. Please ask the hotel reception staff to point to you the way.

Please ensure that mobile phones are switched off during the meetings. Smoking is not permitted in the meeting room. A section will be allocated for smoking during lunch, tea and coffee breaks.

Language: The meeting will be held in English.

Working hours: The working hours will be from 09:00 to 17:00, with 20 minutes breaks for refreshments in the mornings and afternoons and one and a half hour lunch break.

Registration, opening session and closure: Registration of participants will take place at the Crowne Plaza Hotel on Sunday 17 October, between 14:00 - 16:30 and the opening session will begin at 16:30 on the same day (17 October). It is expected that the meeting will close at noon on Wednesday 22 October.

Documentation: Before the meeting you will be sent as email attachments all the seminar papers that were submitted to the organizing committee on time. Please print the papers out, read them and bring them with you for participation in the discussion of each paper. A limited number of photocopies will be available at the seminar for those who had difficulties in printing papers beforehand.

Seminar papers can also be accessed on the web by clicking here.

Presentations: Authors will be given 20 minutes to present their paper. The program is very tight so please ensure that your presentation will fit into the allotted time. The chair of each session will notify the presenter when 3 minutes and when 1 minute remains.
PowerPoint presentations are preferred and should be sent to Ms. Cosmina Blaj at cblaj@eeirh.org . If you plan to present slides or overhead transparencies, please notify Ms. Cosmina Blaj. Speakers and participants who are intending to use PowerPoint presentations must liaise with the Secretariat Desk before the presentation. All files must be checked for technical compatibility and must be downloaded on to the computer used for presentations. Discussants will be given 15 minutes to make their comments. There will then be time for general discussion.

Secretariat Desk: A Secretariat Desk will be located in the Foyer of Vallachia Room in Crowne Plaza Hotel and will be staffed throughout the meeting. Ms Ioana Bordean will be responsible with the secretarial issues. The Secretariat Desk will provide guidance on a range of logistical matters to participants, including dealing with the perdiems and reimbursement of the travel expenses for the Romanian participants and reconfirmation of the air tickets for all participants. Lost property may also be turned in or claimed at this desk.

Photocopying: Participants requiring photocopying for purposes of the meeting should contact the secretariat. The Business Centre of the hotel should be used for personal photocopying.

Lunches and Refreshments: Lunch meals are included in the conference package. A hot and cold buffet lunch will be served each day in the Restaurant at the ground floor of Crowne Plaza Hotel. Refreshments will also be served mid-morning and mid-afternoon during the breaks. Water and mints will be provided in the meeting room.

Welcome Reception: The Welcome Reception will take place on Sunday, 17 October, in the Foyer of the Vallachia Room in Crowne Plaza Hotel from 18:30 to 20:30. Drinks and canapés will be served.

Festive Dinner: The Festive Dinner will take place on Tuesday, 19 October, at the Nicoresti Restaurant in Bucharest, starting at 19:00, and will be covered by the organizers. Transport will be organised for participants to travel from the hotel to the restaurant and return. Coaches will leave the hotel at 18:45. For those participants wishing to make their own way to the restaurant, the contact details are:
Restaurant Nicoresti
23 Maria Rosetti St.
Tel: +40 21 2111334

Accommodation: Rooms have been provisionally reserved from 16 to 20 October 2004 at Best Western Parc Hotel, according to the travel schedules sent by you. A single room with bath has been reserved in your name. The address of the hotel is:
Best Western Parc Hotel
3-5 Poligrafiei Street
Bucharest 013704
Tel: +40 21 2242000
Fax: +40 21 2242984
E-mail: bestwestern@parch.ro bestwestern@parch.ro
Website: http://www.parch.ro" www.parch.ro
Your hotel accommodation and breakfast are included in the daily hotel rate. All "extras" incurred by you of a personal nature during your stay at the hotel, including meals (when not provided by the organizers), drinks, bar and minibar, telephone calls, laundry, etc. will be billed directly to you for payment on departure. Such personal accounts must be settled prior to departure. You may find it useful to request a preview of your bill the day before check-out. If you are bringing a partner, the additional charge for double occupancy will be charged directly to you. If you are staying any additional nights at your own expense, these will also be charged directly to you. The hotel accepts the following credit cards: EuroCard MasterCard, Visa and American Express.

Transport to and from the hotel: Your flight will land at the Bucharest Otopeni International Airport. The trip from Otopeni International Airport to Best Western Parc Hotel is about 30 minutes long. Transfer from the airport to the hotel and from the hotel to the airport will be provided by the organizers for those participants who have sent in time their flight timetable details. You will be met by an EEIRH staff at the exit from the border/customs so please look for a sign with EEIRH/IUSSP logos. If you do not see the sign, please go to the Information Counter in the Arrivals Hall and inform them about your arrival. The EEIRH staff will find you there. Since many of you will be arriving together or in a certain interval of time, we will have several groups transferred, so it may be possible for you to wait a short time until the other participants arrive. If you decide to go to the hotel on your own, a taxi ride to the Best Western Parc Hotel should cost approximately 20 US$. It is advisable that you make your homeward travel arrangements prior to your departure, and to reconfirm them with the secretariat during the meeting.

Lost Luggage: To minimise the risk of lost luggage, please ask at Check-In at the beginning of your journey for your luggage to be checked through to your final destination (Bucharest Otopeni International Airport). In the event that your luggage does not arrive with you, it is important that you report the delay to the lost luggage desk in the arrivals terminal before clearing customs. You should obtain a Property Irregularity Report from the desk before leaving the airport and hand it to the EEIRH staff on your arrival at the hotel.

Visa: Some nationals will need a visa issued in their country of origin. If you need assistance, please e-mail Ms Cosmina Blaj to the address below and we will send you an invitation letter for the Romanian Consulate in your country.

Perdiem: You will receive a perdiem of 25 US$ per day for the 4 days of the seminar, to cover taxis, meals that are not provided, and incidental expenses (e.g. for laundry, telephone calls, newspapers etc.). Your per diem will be paid to you in Lei, at the Secretariat Desk at the moment of registration.

Currency: The Romanian currency is the Leu. As of 30 September, the exchange rates are one US$ to 33.300 Lei, or one Euro to 41.000 Lei. Money can be exchanged at banks, hotels and private offices (Casa de schimb valutar). There can be difference in rates, especially between the banks and private exchange offices. Changing money in the street is illegal and inadvisable. Banks are open weekdays from 08:30 to 12:00 and from 14:00 to 16:00.
Romanian bank notes are in the following denominations: 2,000 Lei, 10,000 Lei, 50,000 Lei, 100,000 Lei, 500,000 Lei and 1,000,000 Lei (for details see http://www.bnro.ro/def_en.htm . Coins are in the following denominations: 500 Lei, 1,000 Lei and 5,000 Lei. Credit cards: Major credit cards are accepted in many hotels, restaurants and shops.

Internet access: Internet access is available in each hotel room through dial-up. There is a dedicated computer at the ground floor for the use of the hotel guests. There are also many Internet Cafés in Bucharest.

Dining, entertainment, shopping: You will receive upon arrival copies of different magazines with information on dining, entertainment, shopping and city life in Bucharest. For further recommendations, please ask the Concierge at your hotel.

Safety: Bucharest is considered a safe city in European terms, but, as in most cities of the world, whilst in Bucharest you are advised to take certain safety precautions. The city center is usually safe, but at night be careful in parks and peripheral areas. Do not walk alone in quiet streets after dark or draw unnecessary attention to money or jewellery on your person. Always carry your wallet or purse in a bag or front pocket that closes securely. The emergency telephone number for Police is 112 or 955 (toll free).

Health services: In case of emergency, dial 112 or 9611 (toll free) for the ambulance public non-stop service.

Climate: In October the climate is generally starting to become cold, with temperatures around 18°C during daytime and 6°C during night. Rain showers can occur in this season, so it is advisable to bring a raincoat.
We hope we have covered all the administrative points you need to know in connection with the meeting and look forward to seeing you in Bucharest.