General Information 2024

1. Local Organizing Committee (LOC) Faith Mutuku, EfD 18th AM Coordinator Mobile: +254 714 996231

Email: faith.mutuku@uonbi.ac.ke

1. EfD Travel Coordinator

June Titus

Mobile : +27 83 273 1867

Email : june.titus@uct.ac.za

Who to contact should you miss your flight or in case of any travel emergency or denied boarding, etc:

If EfD has arranged your flight, please get in touch with June Titus at the contact number listed above.

If you have booked your own flight, please get in touch with the airline or the original booking agency so they can assist you accordingly, as EfD will not have access to your booking.

If you booked your room with the hotel, please contact them directly at sales2@argylehotelkenya.ke to adjust your booking.

Conference Venue and

Accommodation

Argyle Grand Hotel, Mombasa Road, Nairobi Tel: 254 797 555 888

Mobile: +254 713 127206

Email: sales2@argylehotelkenya.ke

Copy to: reservations@argylehotelkenya.ke

Check-in time: from 14:00 Check-out time: 12:00

Late check-outs (afternoon) and early check-ins, or additional days at the hotel outside meeting days, are based on availability. These will incur additional costs, which will be charged to the participant's own accounts.

If you are an EfD-funded participant and plan to attend the EfD Annual Meeting with a guest not invited by EfD or would like to book extra nights, you are responsible for arranging this directly with the hotel. However, we would appreciate it if you would inform us of your plans to stay for additional nights and/or bring a guest.

You must pre-pay your stay, i.e., via a credit card payment link provided by the hotel upon inquiry to sales2@argylehotelkenya.ke. If required, special invoicing instructions should be communicated directly to the hotel.

The negotiated rate for the EfD Annual Meeting is USD 152 per night for a single- occupancy room (Standard room). The rate includes breakfast, 16% VAT, and other related government taxes. The negotiated conference rate is USD35, which includes mid-morning tea and snacks, lunch, and afternoon tea/coffee and snacks.

The surcharge for double occupancy is USD30 per night. Children under the age of 4 years are complimentary.

Reservations are subject to room availability at the hotel during those days. When you contact the hotel, you must mention that you are attending the “EfD 18th

Annual Meeting” and request the negotiated rate that the hotel has agreed upon with EfD.

Flight

arrangements

If you are sponsored by EfD, then your flight arrangements will be facilitated by

the EfD Travel Convenor, June Titus, once you submit your online registration

form. We kindly ask you to reply and confirm your flight bookings as quickly as possible.

Special requests like meals, preference of airlines, preferred seating, and frequent flyer membership number will be taken into consideration, but it is not always guaranteed as the best/cheapest quotation will take priority as per donor rules. For paid service, e.g., chargeable seating, we recommend that the participants pay for those additional services via the “manage my booking” tool on the respective airline’s website, as EfD cannot cover these additional costs.

June can be contacted by email on june.titus@uct.ac.za.

In case of changes or cancellations:

The ticket terms and conditions will be advised upon booking confirmation and before the ticket is issued. Once the booking has been finalised and the ticket issued, any date changes will incur a change penalty. Any amendment will be for the participant's account, and any change penalty must be collected before the ticket can be reissued.

In case of changes and cancellations, please contact June Titus immediately to avoid any additional penalties from the airline.

Submission of flight details:

Applicable to air tickets not booked by EfD

Please share your flight details and upload your e-ticket/itinerary via the travel registration link below so that transportation to and from the airport in Nairobi can be arranged.

• Link to update your flight details can be accessed here: https://form.jotform.com/241862077689370

We recommend updating your flight details and uploading your ticket as soon as possible. Failure to submit the required information by 5th September 2024 at the latest will result in participants having to pay for their own transportation from/to the airport.

Note: Travel registration will be automatically updated for flight bookings arranged by EfD.

Airport

Transportation

Arrival Airport transfer from Jomo Kenyatta International Airport (JKIA) to Argyle Grand Hotel:

Argyle Grand Hotel will fulfil airport transportation requirements. The hotel will receive the necessary flight information according to the travel arrangements uploaded by the participants using the travel registration link.

Joining instruction on arrival:

After collecting your baggage, exit the International Arrivals terminal. You will see a demarcated area with the EfD signage board. A hotel representative and EfD

LOC representative will be waiting to welcome you and facilitate your smooth transfer to the hotel.

We will make every attempt to monitor flights via online flight tracking tools for any delays to ensure that a representative is there to meet you.

Should you have any issues on arrival, please contact LOC representative: Tel:

+254 714 996231 (Faith) and Argyle Grand Hotel: Tel: +254 713 127206.

Departure transportation from Argyle Grand Hotel to Jomo Kenyatta International Airport:

We recommend that participants arrive at the airport at least 3 hours before departure. The meeting point for departure to the airport will be in the hotel lobby area 3.5 hours before flight schedules. Hotel departure times for the airport will be communicated via email in due course.

Please get in touch with Faith (details above) should you have any queries.

Visa requirements for Kenya

All participants should carefully read the information below and are responsible for following all procedures necessary to obtain and pay for their own electronic travel authorisation (eTA) to Kenya.

Electronic Travel Authorization (eTA) Application

Participants of the EfD Annual Meeting require an electronic travel authorisation (eTA) to enter Kenya. Applications are made through the following link: https://etakenya.go.ke.

Please have the following documents ready before starting your application.

1. Valid passport for at least six (6) months after your planned date of arrival in Kenya, with at least one blank page
2. Selfie or passport-type photo
3. Contact information, email address and phone number
4. Details of your arrival and departure itinerary
5. Accommodation booking confirmation (Contact the LOC representative (+254 714 996231, faith.mutuku@uonbi.ac.ke, Faith)
6. Credit card, debit card or other means of payment
7. Invitation Letter
8. Identification Card/Passport for Host in Kenya (Contact the LOC representative (+254 714 996231, faith.mutuku@uonbi.ac.ke, Faith)

Exemptions:

Citizens and holders of valid passports of the East African Partner States are exempt from obtaining the Electronic Travel Authorisation (eTA). These countries include Burundi, the Democratic Republic of Congo, Rwanda, South Sudan, Tanzania, and Uganda. However, if you are a resident of these but not a passport holder, you must still complete an eTA.

NB: Possession of an eTA is not the final authority to enter the Republic of Kenya. Admissibility will be determined at the point of entry. eTA applications for Kenya are usually processed in 3 days. However, it is recommended that applications be submitted at least 2 weeks before travel to ensure adequate time for processing.

The eTA is valid for 90 days from the date of issuance.

Health

Requirements & Precautions

The  International  travel,  health,  and  vaccination  requirements  and

recommendations for travel to Kenya can be obtained from the Centre for Disease Control and Prevention (CDC) website at https://wwwnc.cdc.gov/travel/destinations/traveler/none/kenya and from the Kenyan Ministry of Health website at https://porthealth.health.go.ke/.

Travellers over one year of age who come from countries at risk of yellow fever transmission must present a yellow fever vaccination certificate.

The risk of Malaria exists throughout the year in the whole country, including game parks, the city of Nairobi, and the highlands at altitudes above 2,500 m.

Please note that tap water is unsafe to drink in Kenya; however, bottled water is readily available.

Kenya no longer requires proof of either COVID-19 vaccination or a pre-departure COVID-19 test.

Please consult your local international travel medical clinic to determine which vaccinations and other medications you may need to prepare for your visit to Kenya.

Check the suggestions from your own government and many other governments offering travel and health advice to their citizens.

Travel Insurance

Participants of EfD meetings are responsible for providing their own health insurance coverage. This should cover any overseas medical costs, including medical evacuation.

Things to know before your arrival

Currency

The currency is the Kenya Shilling (KES). The current exchange rate is USD 1 = KES 130.67 and € 1 =KES 141.28. However, as you know, exchange rates fluctuate. The provided exchange rates are for guidance as you make your travel plans.

Kenya shillings can be obtained locally by changing the foreign currency at the airport or using the ATMs (where available), which will disperse local currency. All significant forms of credit cards are accepted in Kenya, and although the most widely accepted cards are Visa and Mastercard, American Express and Maestro/Cirrus are also often used. There can be problems, both with card payment terminals in stores and with ATM connectivity, so it's always a good idea to carry an alternative form of payment. Check the network the ATM accepts before you put your card in - if the ATM doesn’t recognise the card, it could retain it, causing a significant inconvenience. But to be sure that you can withdraw cash using your ATM card, you may ask your bank if there are any restrictions regarding using your card overseas or if you need to notify them before you travel.

Also, note that the Argyle Grand Hotel facilitates currency exchange at the reception desk between 8:00 a.m. and 6:00 p.m. Monday-Saturday. The hotel has

no ATM, but you can access one in Gateway Mall, about 2 kilometres from the Hotel.

Contact the LOC representative, Faith, at +254 714 996231, faith.mutuku@uonbi.ac.ke, if you need assistance.

Weather and time zone information.

The average temperature in Nairobi in October ranges from a high of 83°F (28°C) to a low of 58°F (14°C) on a typical day.

Current weather conditions in the area can be found at: https://worldweather.wmo.int/en/city.html?cityId=251.

The standard time zone will be Eastern Africa time (EAT) which is equivalent to GMT/UTC +3 hours.

Electricity

Kenya uses the Type G plug, a three-pin plug with rectangular blades in a triangular pattern, as shown below. It operates on a 240V supply voltage and 50Hz. Please make sure to bring a suitable adapter.

Photography

We intend to photograph and film during the EfD Annual Meeting. EfD will employ an official photographer to take pictures during the event. The resultant images will be used to promote EfD work in our corporate print and digital publications e.g. reports, social media, website, and other corporate publications. EU GDPR rules apply to all data, including images and film, during the EfD Annual Meeting.

If you do not wish to be photographed/filmed, please alert the Global Hub Communications Officer, Petra Hansson or Jane Maina, EfD Kenya’s Communication Officer. You may also decline by signalling the photographer (raising a hand to say stop).

Other important information to note

Social Events

EfD Kenya will hold an external dinner for all participants on Friday, October 4th, 2024, from 6.00 p.m.

Participants will also enjoy an early morning game drive at Nairobi National Park on Sunday, October 6th, 2024.

The participants will also be able to engage in fun and networking activities at the Argyle’s Samawati Restaurant after dinner.

Please be aware that EfD will not cover the cost for alcoholic beverages during the Annual Meeting. However, guests will be able to purchase their own alcoholic beverages both before and during dinner, and at social events. The hotel and

restaurant have been informed accordingly.

General Safety Rules for

In Nairobi, one must be vigilant, always remain alert, and be conscious of one's surroundings when going about one's activities. The level of crime in Kenya,

particularly in Nairobi and other big cities, is high. Caution should always be

Travellers to Kenya

exercised. Crime ranges from petty theft to kidnapping, mobile phone fraud, and carjacking.

Some precautions are as follows:

• Stay alert in locations frequented by tourists/foreigners.
• Keep your passport, traveller’s cheques, excess money and other valuables locked in the hotel’s safe.
• Always carry a copy of your passport (if applicable).
• Do not walk on your own at night in the major cities;
• Do not carry a lot of cash with you or wear expensive jewellery;
• Do not physically resist any robbery attempt;
• Monitor local media for breaking events and be prepared to adjust your plans;
• Make contingency plans to leave the country in the event of an emergency.

Tourism Activities

For those who will be taking a tour of the country before or after the AM, below are some of the sites that you can visit:

• Nairobi alone has numerous tourist attractions, including the Giraffe Center, the Nairobi Animal Orphanage, the Nairobi National Park, the Nairobi National Museum and many more.
• In Mombasa and Malindi, soak up the sun along the beautiful coastline. Both towns offer myriad opportunities for snorkelling, scuba diving, surfing, and other sea-based activities. Take a dolphin-watching boat tour in Mombasa or check out the Mombasa Marine National Park just offshore. In Malindi, sunbathe along the beautiful white sands of Watamu Beach, or visit the Falconry of Kenya which rehabilitates injured birds.
• Take a tour to Lake Nakuru to see the infamous pink flamingos that gather in giant flocks on the water. Or head to Maasai Mara observe the Great Wildebeest Migration (along with tons of elephants, zebras, hippos, lions, cheetahs, and other animals). In Hell's Gate National Park, book a mountain biking tour through the volcanic gorges and witness ancient lava flows up close. In addition to biking, there are lots of opportunities for hiking among the volcanic rocks and geothermal geysers. Nearby, catch a glimpse of the towering Mount Kenya at Mount Kenya National Park where you'll see picturesque glaciers and snow- capped peaks.
• With the newly inaugurated Standard Gauge Railway (SGR), one can now travel to the Kenyan Coast and back to Nairobi conveniently.
• Visit Magical Kenya for more information on tourist activities.

Information for self-cost guests regarding

payment

• Cost per day is USD 250 per participant. This is self-cost, i.e., the cost of the hotel accommodation and conference package which includes AM/PM tea, coffee, water, snacks, stationery, lunch, dinner, transfers to and from the hotel for external dinners and activities. EfD does not charge anything beyond the cost of your participation in the meeting.
• Guests who use a wire transfer can pay up until 5th September 2024, allowing one week for the money to reflect on the hotel's account (see banking details below).
• Guests can choose to pay via a credit card payment link. Upon request, the hotel will email the payment link.

• Please email Mary Kabata (sales2@argylehotelkenya.ke) and cc reservations (reservations@ argylehotelkenya.ke) confirming the number of nights and conference sessions so that an invoice can be sent prior to payment. Please mention clearly that the booking is part of the ‘EfD Annual Meeting’ to access the discounted price. Also, cc the EfD Travel Convenor (june.titus@uct.ac.za)

and Faith Mutuku, EfD-K Annual Meeting Coordinator (faith.mutuku@uonbi.ac.ke).

Account Name:

DEUX ARGYLE REALTORS LTD

DEUX ARGYLE REALTORS LTD

Currency:

US DOLLARS (USD)

KENYA SHILLINGS (KES)

Bank:

STANBIC BANK

STANBIC BANK

Bank Code:

31

31

Branch:

EXPRESSWAY BRANCH

EXPRESSWAY BRANCH

Branch Code:

034

034

City:

NAIROBI

NAIROBI

Country:

KENYA

KENYA

Account No:

0100012585677

0100012585661

Bank Swift Code:

SBICKEN

SBICKEN