UK Participants
Flights: A group booking will be made from London Heathrow to Cape Town leaving the UK on the evening of the 21st March and returning on March 27th
Flying Out & Back:
Out: Saturday 21st March 2015 British Airways (Flight BA043) leaving at 17.35pm. Please be through security and at the designated gate by 16.20pm to meet the group. This is a direct flight arriving in Cape Town at 07.05am 22nd March.
Return: Friday 27th March 2015 British Airways (Flight BA042) leaving at 19.35pm. Shuttles will be arranged to transport you to the airport. This is a direct flight arriving in London Heathrow at 05.20am Saturday 28th March.
Each participants can claim for economy class public transport (train, bus, tube) to London Heathrow airport but not parking or mileage costs. Those living inside Greater London can claim up to £25 for train/tube tickets. Those outside Greater London can claim for a train ticket (maximum £100 return) or a budget class flight (£140 maximum return). Costs incurred in the UK will be reimbursed after the workshop as long as all maximums are adhered to, economy class/budget tickets are used and all receipts are provided. This reimbursement may take up to 10 weeks to be repaid after the forms are submitted. The claim form will be collected at the workshop. Only formed submitted at the workshop with original receipts will be processed. Please contact [email protected] to clarify if you have any queries once you have been awarded a place.
Flights will be at a set time. All participants must fly out on the scheduled flight. Changes in return date are not permitted.
Airport Shuttle
An airport shuttle will be arranged to collect all UK delegates arriving on 22nd March on the scheduled flights. Anyone arriving outside these times must make their way to the hotel and will not be reimbursed for these costs. A return shuttle will be scheduled on the 27th March from the designated collection point.
Insurance
Please book your travel insurance through your own universities. If you cannot do this please contact [email protected] at least 2 weeks before travelling. Making sure you have insurance cover is the responsibility of each participant.
Visas
UK citizens do not need a visa. However all nationalities who are currently working/studying at a UK university are eligible and therefore non-UK citizens need to check and tell us if you need a visa. This must be done in a timely fashion and we will reimburse any application fees for a visa (but not processing or other costs).
Accommodation
Accommodation has been arranged for 5 nights at the Protea Breakwater Lodge. Most rooms will be in a family suite shared with another delegate - consisting of two private single lockable bedrooms with a shared bathroom between them. Each pair of rooms will be in single sex configurations.
Meals
Breakfast is provided at the hotel as part of your hotel booking. Please see the schedule for where other meals will be provided. Please send us a list of any dietary requirements or of any allergies so we can inform the various venues. Please carry a copy of this information with you so you can check with the venue especially if you are allergic to any particular foods.
Travel during event
We will arrange shuttles as necessary. If you do not use the designed transport you will be responsible for covering your own costs for getting to and from the hotel(s)
All arrangements for travel to the airport, visas and insurance must be confirmed 3 weeks before travel or your place will be given to someone on the wait list.
Flying Out & Back:
Out: Saturday 21st March 2015 British Airways (Flight BA043) leaving at 17.35pm. Please be through security and at the designated gate by 16.20pm to meet the group. This is a direct flight arriving in Cape Town at 07.05am 22nd March.
Return: Friday 27th March 2015 British Airways (Flight BA042) leaving at 19.35pm. Shuttles will be arranged to transport you to the airport. This is a direct flight arriving in London Heathrow at 05.20am Saturday 28th March.
Each participants can claim for economy class public transport (train, bus, tube) to London Heathrow airport but not parking or mileage costs. Those living inside Greater London can claim up to £25 for train/tube tickets. Those outside Greater London can claim for a train ticket (maximum £100 return) or a budget class flight (£140 maximum return). Costs incurred in the UK will be reimbursed after the workshop as long as all maximums are adhered to, economy class/budget tickets are used and all receipts are provided. This reimbursement may take up to 10 weeks to be repaid after the forms are submitted. The claim form will be collected at the workshop. Only formed submitted at the workshop with original receipts will be processed. Please contact [email protected] to clarify if you have any queries once you have been awarded a place.
Flights will be at a set time. All participants must fly out on the scheduled flight. Changes in return date are not permitted.
Airport Shuttle
An airport shuttle will be arranged to collect all UK delegates arriving on 22nd March on the scheduled flights. Anyone arriving outside these times must make their way to the hotel and will not be reimbursed for these costs. A return shuttle will be scheduled on the 27th March from the designated collection point.
Insurance
Please book your travel insurance through your own universities. If you cannot do this please contact [email protected] at least 2 weeks before travelling. Making sure you have insurance cover is the responsibility of each participant.
Visas
UK citizens do not need a visa. However all nationalities who are currently working/studying at a UK university are eligible and therefore non-UK citizens need to check and tell us if you need a visa. This must be done in a timely fashion and we will reimburse any application fees for a visa (but not processing or other costs).
Accommodation
Accommodation has been arranged for 5 nights at the Protea Breakwater Lodge. Most rooms will be in a family suite shared with another delegate - consisting of two private single lockable bedrooms with a shared bathroom between them. Each pair of rooms will be in single sex configurations.
Meals
Breakfast is provided at the hotel as part of your hotel booking. Please see the schedule for where other meals will be provided. Please send us a list of any dietary requirements or of any allergies so we can inform the various venues. Please carry a copy of this information with you so you can check with the venue especially if you are allergic to any particular foods.
Travel during event
We will arrange shuttles as necessary. If you do not use the designed transport you will be responsible for covering your own costs for getting to and from the hotel(s)
All arrangements for travel to the airport, visas and insurance must be confirmed 3 weeks before travel or your place will be given to someone on the wait list.