IOM NGO REGIONAL HUMANITARIAN CONSULTATIONS SEPTEMBER 2017 HOTEL SOUTHERN SUN MAYFAIR NAIROI, PARKLANDS ROAD, WESTLANDS NAIROBI, KENYA

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1 IOM NGO REGIONAL HUMANITARIAN CONSULTATIONS SEPTEMBER 2017 HOTEL SOUTHERN SUN MAYFAIR NAIROI, PARKLANDS ROAD, WESTLANDS NAIROBI, KENYA 1) Venue LOGISTICS NOTE The 2017 IOM NGO Regional Humanitarian Consultations will take place from 11 to 12 September in Nairobi, at the hotel: Southern Sun Mayfair Nairobi Parklands road, Westlands Phone: Website: Southern Sun Mayfair is located in the heart of the Westlands neighborhood of Nairobi, approximately 6km from the city center and 21km from the Jomo Kenyatta International Airport. In close proximity are several major Nairobi malls: The Sarit Centre, Westgate Mall (both within walking distance) and The Village Market. 2) Registration All participants must be registered in order to have access to the event. At the event venue you will be asked to show your ID or passport and copy of registration confirmation. Please make sure to bring both. Please note that in order to allow for meaningful discussions and due to space limitations, the number of NGO participants will be limited to maximum 45 persons. Minimum 15 shall be reserved for non-icva operational partner NGO participants. NGOs who wish to participate in the consultations should meet at least one of the following criteria for participation: o Be a member organization of the ICVA network with ongoing operations in the East and Horn of Africa. The ICVA member organizations current work should be relevant to at least two of the four consultation session themes. or: o Be an existing partner of IOM in East Africa and the Horn of Africa. NGO partners` work should be relevant to at least two of the four consultation session themes. Partners need to be recommended by the IOM Country Office in which the

2 organization is based. Registration of partners will only be confirmed once the IOM Country Office has provided a recommendation. Please click here to access the registration application form and submit before COB August 15, The online registration application will be closed once the maximum number of participants is reached, even before the deadline of 15 August. Accepted applicants will receive a registration confirmation no later than COB 17 August Please also register if you have an active role in the consultations as a speaker or panelist. All travel and accommodation costs must be borne by the participant. However, IOM will have the possibility to sponsor a limited number of NGO participants by covering travel and accommodation expenses. The selection of sponsored participants will be done in consultation with ICVA and IOM Country Offices. Maximum three participants can be sponsored per country. The registration confirmation will include further details for participants who seek sponsorship. 3) Travel Participants not sponsored by IOM are required to arrange all travel and cover all associated costs. Participants requesting travel support from either within or outside Kenya should note: - IOM will only provide eligible and confirmed participants with a round-trip economy class ticket for travel to Nairobi and return by the most direct and economical route. - Ground transport (rail or road) will be reimbursed upon prior approval only. - Air tickets will be booked by IOM and sent out electronically to eligible participants. - Any increase in the ticket cost, resulting from an earlier or later than necessary arrival/departure, or due to a requested change in travel itinerary or travel dates, must be borne by the participant. - Detailed information about the procedure will be included in the registration confirmation . 4) Transport from Jomo Kenyatta International Airport to Southern Sun Mayfair Participants not sponsored by IOM will be required to arrange for their own transportation. For participants arriving through the airport, transportation can be arranged in advance with Jatco Cabs upon request (details will follow with the registration confirmation ). The driver should be waiting for you outside of Arrivals, holding a board with your name written on it. The fare from the airport to the hotel will be KSH 3,500 (equivalent USD.35) to be paid directly to the taxi driver in cash. Sponsored participants must obtain a receipt for reimbursement.

3 Participants from Nairobi will need to make their own arrangements for transportation to the hotel / venue. 5) Accommodation Accommodation including breakfast will be provided for sponsored participants directly at the consultation venue, the Southern Sun Mayfair Nairobi, Parklands road, Westlands, Nairobi. Services, such as calls, laundry, room service, etc. are not included in the accommodation package. Registered non-sponsored participants can either make their own alternative accommodation arrangements, or request IOM to make a reservation at Southern Sun Mayfair Nairobi (details will follow with the registration confirmation ). Accommodation is then to be paid directly to the hotel. 6) Per diem/ daily allowance for expenses Per diems will be paid to eligible sponsored participants upon arrival to Nairobi. You will need your ticket and/or boarding pass, and a copy of your ID/ passport photo page in order to receive the allowance payment. 7) Program of IOM-NGO Regional Humanitarian Consultations The Consultations will begin in the morning of Monday, 11 September, and end on Tuesday 12 September at lunchtime. The schedule is as follows: Monday, 11 th Sept: Tuesday, 12 th Sept: 8:30 18:30 latest 8:30 13:30 latest (lunch will be offered and participants will depart at their convenience) 8) Meals: Lunch will be supplied on each day of the consultations. Mid-morning and afternoon coffee/tea & snacks will also be served daily. The cost of dinner however will be at own cost / covered by per diem payments for sponsored participants. 9) Language The Consultations will be held in English. Interpretation into other languages will not be provided. 10) Visa Prior to your travel, please ensure that you comply with Kenyan immigration formalities. If you need a visa for Kenya, the link provides for online visa application, and the visa fee (around USD50) can be paid via MasterCard. The online

4 application takes approximately two business days to process; we strongly advise that you apply as soon as possible. This logistics note can be attached as a supporting document for the online application. An invitation letter to support a participant s visa application can be obtained from IOM upon prior request if needed. Please note that nationals from most countries can now apply for visas online, with the exception of the following countries: Afghanistan, Armenia, Azerbaijan, Cameroon, Eritrea, Iraq, DPR Korea, Kosovo, Lebanon, Libya, Mali, Palestine, Senegal, Somalia, Syria, and Tajikistan. If traveling on any of these passports, please refer immediately to us for further advice and direction on how to go about the visa application process as well as for an onward transmission to Immigration when all required documents are received from the applicant. 11) Health Please remember to check the status of your vaccinations and verify if a valid yellow fever certificate is required before travel. 12) Security Nairobi is generally a secure place but has a reputation for petty theft. Beware of snatch and grab attacks, con artists, or groups of people following you. If you are attacked, don t resist. Avoid walking around after dark, especially on isolated streets; instead seek to use a taxi. Avoid carrying large amounts of cash and don t wear expensive watches, jewelry or items of sentimental value. You should carry a form of ID with you at all times; a copy of your passport is normally acceptable. In recent years, crime has significantly reduced, but one should still be wary. Always keep car windows and doors locked at all times, and when travelling in a taxi, request the driver to do so. 13) Internet Reliable wireless internet will be available at the hotel as part of the package. The hotel provides free Wi-Fi internet in the guest rooms (24 hours), meeting room as well as the lobby and public areas. 14) Currency and Foreign Exchange The official currency is the Kenyan Shilling (KES) with an equivalent of KES102 to 1 USD. Traveler s checks and credit cards (Visa, MasterCard, and American Express) are accepted. Foreign currency exchange services are available at local banks, hotels and forex bureau in the shopping malls and at the airport. Major credit cards and ATM cards linked with international banks are widely accepted throughout Nairobi. 15) Weather Kenya typically enjoys moderate weather. September is characterized as a dry season, daytime temperatures average between 20 C/68 F and 28 C/82 F. However, this year the season has been unpredictable and it is advisable to carry a couple of warmer items in addition to your comfortable wear for warm days.

5 16) Time Zone Kenya standard time is GMT +3 and does not observe daylight savings. 17) Voltage and sockets The voltage in Kenya is 240V/50 Hz while the power sockets used are of the type G, as shown below. 18) Contacts All logistical and administrative queries: Ms Winnie Machaki, IOM, or phone: Other queries: Ms Angela Staiger, IOM, Mr Jerome Elie, ICVA, We look forward to seeing you at the Consultation!