41st wsc bulletin 3

Bulletin No. 3 | June 2017

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General updates about registration and e-Visas

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13th World Scout Youth Forum: 4-5 The first carbon-neutral World Scout event Check visit to Gabala

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The 41st World Scout Conference: 6-7 Arrivals & Departures [updates]

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Conference venue. Booking rooms and offices

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Inviting Special Guests to the Conference Azerbaijan – the country where the meal is an art Shipping items to Azerbaijan Phrasebook Contacts and resourses Annex 1: Bookable rooms and offices at the Conference venue, form for reservations Annex 2: Special Guest Nomination form

First round of REGISTRATION IS OVER More than 1200 participants from 133 countries are already registered for upcoming Events as per June 15, 2017. Among them more than 250 participants/guests and staff members registered for the Youth Forum.

TO ATTENTION OF ALL ATTENDEES of the 41 World Scout Conference & 13th World Scout Youth Forum! st

We would like to announce, that after June 15th you can still register for the Forum and Conference but you will need to make your own arrangements for accommodation, as this can no longer be booked through the registration system.

But our accommodation team will try to do their best to support you with booking in our Scout Family Hotels’ available rooms after this date as well. Please, contact directly our Accommodation Department via accommodation@wsc2017.az after June 15th, but not later than 15th July. Due to the high tourist season in Baku in August, it will be extremely challenging to make the reservation in the Hotels. We, as the Host Committee, cannot guarantee any assistance on bookings in the Scout Family Hotels after July 15th.

Those who are still not registered for the Youth Forum, please note, that we have strongly limited capacities for accommodation at Forum Venue in Gabala, so, please, complete the registration process as soon as possible but before July 15.

General about registration

and e-Visas E-Visas update We are excited to announce, that another 12 countries have been enrolled to the list of the countries, which are eligible to apply for “e-Visa” system to visit Azerbaijan: Bahamas, Barbados, Bolivia, Ecuador, Honduras, Maldives, Mauritius, Paraguay, Peru, Seychelles, Jamaica, Colombia.

Thus, if before the list of eligible countries was 81, now this list of countries increased to 93.

Host Committee kindly reminds you, that if your country is listed among these 93 countries, you are able to obtain e-visa in 3 steps and 3 days within “ASAN Visa” system (apply, pay and download e-visa). E-visa is a one-entry document with a period of 30 days. Moreover, “ASAN Visa” system suggests citizens a group visa application. Group visa applications consider minimum 2 and maximum 10 persons. It is possible to create several applications by use of one e-mail address and payment operation for group members. When select a purpose of your visit, please, choose “cultural” or “official trip”. More: www.evisa.gov.az

Questions in regards of visa? Mail to: info@wsc2017.az 3

The 13th World Scout Youth Forum The first carbon-neutral World Scout event The Host Committee of the 13th World Scout Youth Forum (WSYF) is working with enthusiasm to ensure all the facilities are in place for this event. The Host Committee works closely with the WSYF Planning team to organize the event.

The Host Committee and the WSYF Planning team have been giving special attention to sustainability issues in the organization of this Forum. We aim to run the first carbon-neutral World Scout event and have planned a number of measures planned to achieve that goal. From carbon-reduction actions at the venue to tree planting and awareness-raising activities, everything has been put in place to limit our negative impact on the environment and the community. We hope that our example will inspire the future host committees to build on this progress.

The theme for the WSYF is: “Dream…Believe…

Act…”. This theme symbolises the idea of young people being the active citizens and bringing positive change to their communities by achieving their dreams.

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Check visit to Gabala On June 4th, the 13th WSYF & 41st WSC Host Committee members visited the venue of the WSYF, Gabala Qafqaz Resort Hotel, located in the heart of magnificent Caucasus highlands. The main purpose of the visit was to check the venue, accommodation and plenary and their readiness to welcome the WSYF participants.

Specific attention was paid to technical issues such as availability and compatibility of equipment, internet speed, etc.

The Hotel administration is currently taking significant measures to strengthen the Wi-Fi signal throughout the whole resort territory, including open space areas.

Together with hotel administration representatives, Host Committee managers checked the meeting rooms and various spaces to be used during the event.

The Host Committee strongly wishes to ensure the highest quality in supporting the delivery of the sessions and plenaries, contributing to the success of the whole event and maximizing the comfort for each attendee. The check visit ensured that everyone in Gabala Qafqaz Resort Hotel is looking forward to welcoming the participants and will do their best to ensure participants have a good time and the remarkable event.

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The 41st World Scout Conference: Arrivals (update) Beginning from July 25th our Host Committee’s welcome team will start their operations in the Heydar Aliyev International airport in Baku, greeting first the team of international volunteers coming to Baku prior to the Conference for their trainings. From that date a special lane at the passport control and official 13th WSYF & 41st WSC help desk in the airport will be operating daily as well.

There will also be a limited service available for those participants, guests or staff members arriving on other dates than official arrivals (including those who will arrive for the dialogue training) with prior arrangement with our Accommodation, Arrival & Departure and Transport Departments.

On the official arrival dates for the Forum and the Conference, volunteers of our Accommodation, Arrival & Departure Department will provide full welcome and help support upon arrival starting from landing at the Heydar Aliyev International airport in Baku as its shown on the scheme:

WITHOUT VISA

WSC2017 Info desk

Airport Visa Desk Passport Control World Scout Conference lane

Volunteer

Start

Volunteer

Customs

EXIT to Terminal

Volunteer

Volunteer

Volunteer

Transport Department

Volunteer

WITH VISA and for those who don`t reguire Visa

Bus transfers will be available from all designated Entry Points to the Scout Family Hotels at scheduled official dates of arrival and according to the participants data provided through registrationplatform, as it was mentioned in Bulletin #2.

Also you can always check updates in regards of arrivals and departures at the website. See page: http://wsc2017.az/plan-your-trip/arrivals-departures/

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Departures (update) At the end of the Forum and Conference, bus transfers will be available from the designated hotels or official pick-up points directly to the airports in Gabala or Baku.

Official departure dates with full services are: Friday 11th August 2017 for participants leaving after the World Scout Youth Forum and Friday 18th August, Saturday 19th August and Sunday 20th August 2017 for Conference participants.

As it was mentioned in Bulletin #2, the Transport Department will schedule the time of departure from pick-up points in order to meet flights in time and will provide information to all in advance.

A limited transfer service will be available for those participants, guests or staff members departing on other dates than official departures with prior arrangement with our Accommodation, Arrival & Departure and Transport Departments.

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Conference venue Booking meeting rooms and offices during the Conference Conference main venue - the Baku Congress Centre (BCC) is one of the largest and best-equipped modern congress centers in the world. It provides all services necessary for the successful hosting of events of all kinds, large or small. From large meetings up to 300 participants in one meeting room, to negotiations with 20 participants. The BCC’s services include the set-up of spaces and provision of furniture and fittings for the specific requirements of each event, and provision and operation of state-of-the-art audio-visual equipment from simultaneous interpreting equipment, to full sound and light set-up for performances and balls etc.

A high-speed telecommunications and data network, including Internet connections, covers the entire convention center. The BCC’s highly experienced Production team and Audio-Visual technicians provide all services. A full range of first class catering services, from morning coffee to silver service banquets are available for World Scout Conference.

If you need to book a meeting room or office during the Conference at the main venue, we are pleased to provide you with all the services you may need for your comfort and efficient work.

Please be informed that you can rent these rooms/offices with or without additional services /equipment, as well.

Please, find more detailed specifications, venue schemes and application form for rooms and offices renting in the Annex #1.

For additional information contact us on venue@wsc2017.az

All registered NSO delegations will be provided with standard exhibition space for displaying their materials at the main Conference venue by default and free of charge.

We kindly remind you, that the form for ordering payable extra exhibition space at the venue during the Conference was available in Bulletin #2. You can download it from website, complete and send it to the Venue Department: venue@wsc2017.az as soon as possible if you plan to book. There is no deadline for ordering but the distribution of extra exhibition space is based on “first come – first served” principle. Please kindly note that the area of additional space is strongly limited due to capacities of the venue and majority of the extra space is already booked by NSO delegations.

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Inviting Special Guests to the Conference In order to provide more interaction and promotion of Scouting across the world at all levels, we are pleased to extend an invitation to the limited Conference events to number of prominent citizens and official representatives of participating countries to the Conference.

Those eligible for the Special Guest Invitation will include such dignitaries as current and ex heads of states, members of parliament, government ministers and/or diplomats representing your country in Azerbaijan, as well as other officials or significant contributors to your organization who will help you build greater links between your community and Scouting.

We will be pleased to welcome Special Guests during the Conference Opening and/or Closing Ceremonies, International and Azerbaijan evenings. All arrangements will be closely coordinated between the Host Committee and the Head of the relevant NSO Delegation.

Each Delegation can nominate Special Guests using the “Special Guest Nomination Form� (Annex #2). This form needs to be returned to the Conference office via mail info@wsc2017.az before the July 15th, 2017, including the information on the nominee and anyone accompanying the nominee. In July 2017, we will send an invitation to each Special Guest in consultation with the related National Scout Organization.

Please note that due to the limit on the number of Special Guests that can be accepted, not all those nominated may be able to participate as Special Guest. Therefore, in order to avoid any misunderstandings, please do not confirm your proposed guest directly before receiving confirmation from the Host Committee.

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Azerbaijan–the country where the meal is an art

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Catering service during the Conference Our goal is to amaze you with our hospitality and therefore, preparation underway to make all your wishes and needs come true with regard to food as well.

"ID Catering" Buta Palace Company, one of the best national caterers, offers professional services of premium class to our guests. Our caterer will serve meals for more than 1300 persons per lunch/dinner during the Conference main working days, alongside refreshments, coffee-breaks and packed lunches for volunteers and drivers on shifts.

Along with the national meals, we will offer you different international dishes, vegetarian and lactose-free food, delicious desserts and various snacks, seasonal fruits and mineral water from pures artesian wells.

The Meal buffet will be halal by default and consist of vegetarian and meat dishes choice per day and be healthy and nutritional. Different menus will be proposed for different days. Non-gluten, kosher, meals and other dietary requirements will be provided based on requests specified during registration.

Please, don’t forget to tell us about your meal preferences if such exists via your registration form and let us fulfill your food expectations in a best way in advance to avoid any possible.

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Shipping items to the Azerbaijan If you wish to send exhibition equipment, handouts or other items to the Forum or Conference Venues in advance, please, send us an email in regards of planned shipping (detailed list of equipment or goods to be shipped) on info@wsc2017.az.

We will contact you to complete the preparation in order to follow all state custom regulations and coordinate shipping.

Official shipping address: Association of Scouts of Azerbaijan Gənclər və Idman Nazirliyi Olimpiya street 4, AZ1072, Baku, Azerbaijan

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Phrasebook English Phrases

Transcription

Azerbaijani Phrases

Hi!

Salam!

[salam]

Good morning!

Sabahınız xeyir!

[sabahynyz kheyir]

Good afternoon!

Günortanız xeyir!

[günortanyz kheyir]

Good evening!

Axşamınız xeyir!

[akhshamynyz kheyir]

Welcome! (to greet someone)

Xoş gəlmisiniz!

[khosh gælmisiniz]

Hello, my friend!

Salam dostum!

[salam dostum]

How are you? (friendly)

Necesən?

[nejæsæn]

How are you? (polite)

Necəsiniz?

[nejæsiniz]

I'm fine, thank you!

Sağolun, yaxşıyam!

[sagholun , yakhshiyam]

And you? (friendly)

Bəs sən?

[bæs sæn]

And you? (polite)

Bəs siz?

[bæs siz]

Good

Yaxşıyam

[yaxshiyam]

Thank you (very much)!

(çox) sağol!

[(chokh) saghol]

You're welcome! (for "thank you")

Dəyməz!

[dæimæz]

My pleasure!

Xoşdur!

[khoshdur]

Come in! (or: enter!)

Buyurun!

[buyurun]

Good night!

Gecəniz xeyrə!

[gejæniz kheyiræ]

See you later!

Sonra görüşərik!

[sonra görüshærik]

Good bye!

Hələlik!

[hælælik]

Have a good trip!

Yaxşı yol!

[yakhshı yol]

Enjoy! (or: Bon appetit)

Nuş olsun!

[nush olsun]

Bless you (when sneezing)

Sağlam ol

[saghlam ol]

Cheers! (or: to your health)

Sizin sağlığınıza!

[sizin saghlyghynyza]

Be Prepared

Hazır ol

[hazyr ol]

World Scout Conference

Dünya Skaut Konfransı

[dünya skaut konfransy]

World Scout Youth Forum

Dünya Skaut Gənclər Forumu

[dünya skaut gænjlær forumu]

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Contacts and resourses DOCUMENTS

Check more Conference and Forum documents at the website: http://www.scout.org/confdocs2017

Organizing Committee

Host Committee

World Scout Bureau Global Support Centre, Kuala Lumpur World Organization of the Scout Movement Suite 3, Level 17, Menara Sentral Vista 150 Jalan Sultan Abdul Samad Brickfields, 50470 Kuala Lumpur Malaysia

41st World Scout Conference & 13th World Scout Youth Forum Office Association of Scouts of Azerbaijan Ismayil bek Qutqahinli street 3 AZ1000, Baku, Azerbaijan

Tel: +60 (3) 2276 9000 Email: conference2017@scout.org

WOSM webpage www.scout.org 13 th WSYF & 41 st WSC webpage www.wsc2017.az

Tel: +994 77 451 71 11 Email: info@wsc2017.az Open days: Monday - Saturday Open hours: 09:00 – 21:00 GMT+4

twitter.com/Azerbaijan2017 www.facebook.com/wsc2017 instagram.com/41wsc_13wsyf_azerbaijan_2017

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ANNEX 1 Bookable meeting rooms and offices in Baku Congress Center Meeting Rooms: Baku Congress Center - 2nd floor Room

Size (sq.m)

Note

B1

155

Can be combined with room B2

B2

155

Can be combined with room B1

B3

316

Can be combined with room B4

B4

312

Can be combined with room B3

A1

150

Can be combined with room A2

A2

150

Can be combined with room A1

A3

134

Can be combined with rooms A4,A5

A4

139

Can be combined with rooms A3,A5

A5

138

Can be combined with rooms A3,A4

PRICE: 5 USD per one square meter (4 hours)

Office Spaces: Baku Congress Center – 3rd floor Price for an office room, which is located on third floor of Baku Congress Center, is 250 USD for entire period of Conference (14 – 18 August).

Price for additional day is 50 USD. Included: Free Wi-Fi & IT Support Each office space is equipped with the following furniture: • One small round table • One square table • Five chairs NOTE: Each office space is 20 sq.m For additional equipment, please contact venue@wsc2017.az You can see the layout of the meeting rooms and office space below.

NOTE: Please be informed that First Come, First Served principle applies for all bookings!

General plan of Baku Congress Center 2nd floor 41ST World Scout Conference 14-18 August 2017 Baku Congress Center

Bookable Meeting rooms B1,B2,B3,B4

Restaurant

Bookable Meeting rooms A1,A2,A3,A4

General plan of Baku Congress Center 3rd floor All standard [yellow colour] offices can be rented.

NOTE: First come, First served principle applies.

IT SUPPORT (17,19)

Prayer rooms 50,49,47,45,43

Volunteers department (2,4,6,8)

MEETING ROOMS AND OFFICES BOOKING FORM 1. CONTACT INFORMATION NAME NSO or Other organization name POSITION ADDRESS INVOICE ADDRESS (IF DIFFERENT FROM ABOVE) TEL NOM. EMAIL

2. DETAILS

MEETING ROOM PLEASE MARK DATE OF EVENT LAYOUT FOR MEETING ROOM (THEATRE, BOARDROOM ETC) TIME OF EVENT PLEASE INDICATE START, FINISH & BREAKS NO. OF PAX OFFICE SPACE PLEASE INDICATE NUMBER OF THE OFFICE ROOM DATES FOR THE OFFICE SPACE Please be informed, that minimum rental period is 4 days (14-18 August).

Please INDICATE ANY ADDITIONAL DATES, IF REQUIRED

B1

B2

B3

B4

A1

A2

A3

A4

A5

3. CATERING TEA & COFFEE

Yes No Comments:

BOTTLED WATER

Yes No Comments:

LUNCH MENUS AVAILABLE ON REQUEST

PLEASE DETAIL ANY DIETARY REQUIREMENTS

5. TERMS & CONDITIONS Cancellations: Any bookings cancelled less than 14 days prior to an event will be subject to a cancellation charge of 50% of the booking fee. Bookings cancelled within 7 days prior to the event will be subject to a cancellation charge of 75% of the booking fee. Bookings cancelled within 24 hours prior to the event will be subject to a cancellation charge of 100% of the booking fee.

We will attempt to but cannot guarantee to fulfil any changes made to your booking requirements less than 7 days prior to your event.

6. CONFIRMATION OF BOOKING In signing this document, you agree to adhere to our terms and conditions of use. Any extra items used or ordered on the day of your event but not detailed above will be added to your invoice. Your booking is not confirmed until this form is signed and returned. Please return to: venue@wsc2017.az FIRST NAME, FAMILY NAME:

DATE:

SIGNATURE OF RENTEL: FIRST NAME, FAMILY NAME: SIGNATURE OF VM*:

*VM- VENUE MANAGEMENT

DATE:

ANNEX 2

SPECIAL GUEST NOMINATION FORM Please, complete one form for each nomination. There is limited space for Special Guests, so nomination should be submitted as soon as possible.

National Scout Organization Country

Information about the contact person making the nomination First name: Family name: E-mail: Position in NSO

Information about Nominee First name Family name Contact e-mail Organization Position in organization Name and title (as have to be displayed at the Conference ID): Official address for sending invitation letter:

Please state why you feel this person should be considered for a Special Guest Invitation to the 41st World Scout Conference?

What is the optimal time for your Special Guest to visit the Conference? (please, mark appropriate) • • • •

The Opening Ceremony The International evening The Azerbaijani evening The Closing Ceremony

Please indicate any special requirements that you know of – protocol issues, assistance with transport to the venue, mobility, catering etc

Please indicate accompanying persons, who will attend the Conference venue together with Nominee (if they are not the officially registered for the 41st WSC) 1.

2.

3.

First name, family name, title First name, family name, title First name, family name, title

Approval of NSO First name

Family name

Position in NSO Date

Signature

The form should be completed and returned to the Host Committee via mailing to info@wsc2017.az not later than July 15th, 2017.