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1 INFORMATION LETTER We are pleased to send you some important information about the European Athletics Convention 2010, which will take place from 14 to 16 October 2010 at the Continental hotel in Belgrade/SRB. 1. Registration Registration and hotel booking for all participants to the European Athletics Convention 2010 will be managed by the Online Registration and Accreditation System (ORAS). The registration form can be accessed on the following address: In order to enter the system, you need an ID and password which are provided in the cover letter. For further information, please find attached the ORAS User s Manual. The deadline for registration is FRIDAY 10 SEPTEMBER Only participants registered by the deadline can be guaranteed accommodation. Then, the LOC will send you a confirmation letter, which will include the confirmation of your hotel booking, your tour reservation as well as the provisions concerning payment. 2. Arrival By air Participants should arrive at Nikola Tesla Airport, Belgrade. At the airport they will be welcomed by the LOC representatives and will be transported to the Continental hotel. Transport will be provided by bus, minibus or car depending on the number of delegates arriving at the same time. The trip from airport to the hotel should not take more than 15 minutes. By train Serbia has the train service links with all the countries in Europe, and when entering Serbia the passengers can cross one of the borders with the following countries: Montenegro, Bosnia and Herzegovina, Croatia, Hungary, Romania, Bulgaria and the Former Yugoslav Republic of Macedonia. At the Belgrade Main Train station participants will be welcomed by the LOC representatives and will be transported to the Continental hotel. By road Overland entrance to Serbia is available on the Serbian borders with the following countries: Albania, Montenegro, Bosnia and Herzegovina, Croatia, Hungary, Romania, Bulgaria and the Former Yugoslav Republic of Macedonia. For participants arriving by car, parking is available at both Hotels (7EUR per 24 hours at the Continental hotel and free of charge at the Holiday INN). European Athletics Convention, Belgrade 2010

2 3. Visa Nationals of the following countries must apply for visa to the Serbian Embassies or Consulates in their country: Armenia (ARM) Azerbaijan (AZE) Belarus (BLR) Georgia (GEO) Gibraltar(GIB) Moldova (MDA) Russia (RUS) Ukraine (UKR) Participants who require a visa should contact the Athletic Federation of Serbia as soon as possible to obtain a special invitation letter and visa application information. Please send an to todoric.ana@gmail.com with the following information: - FULL NAME (FIRST AND FAMILY) - DATE OF BIRTH - NUMBER OF THE PASSPORT ON WHICH YOU ARE TRAVELLING - DATE, PLACE OF ISSUE AND EXPIRATION OF THE PASSPORT The invitation will be sent to you and to the issuing Embassy as soon as possible. 4. Accommodation & Room Rates The participants will be accommodated in the following hotels: Main Convention Hotel: CONTINENTAL HOTEL Vladimira Popovića Belgrade Serbia Tel : Web: The Continental hotel is the biggest hotel in Belgrade and provides services of the first-class hotel. The hotel has 2 restaurants, indoor swimming pool, fitness, sauna, outdoor tennis court, business center and 24 h room-service. Rooms are equipped with TV, mini bar, telephone, Internet access, cooler, safe, hair-dryer and spacious bathrooms. The hotel is located next to the river Sava and directly connected to the famous Sava Center, with an elegant shopping mall. The Continental hotel is surrounded by the modern business and residential buildings. It is easy to reach city center from the hotel (about 20 minutes on foot and 8 minutes by car or public transportation). Single room: EUR per person per night Double/Twin room: EUR per room per night In case you would like to extend your visit, it is possible to book extra nights at the same rates, provided that rooms are available for that period. European Athletics Convention, Belgrade

3 Second option: HOLIDAY INN HOTEL Španskih boraca 74, Belgrade Serbia Tel : Web: The Holiday INN is located at only 1.5km from the main Convention hotel and transportation will be provided between the two hotels. Single room: EUR per person per night Double/Twin room: EUR per room per night All prices include VAT and breakfast. We kindly ask you to register online as soon as possible and not later than 10 September After that date, we will not be able to guarantee your accommodation. According to the Serbian law, passport will be kept by the hotel at the time of check-in and will be given back the next day. PAYMENT The accommodation costs can be settled in advance by bank transfer or on arrival directly at the payment desk located in the Continental hotel. Payments can be made by VISA credit card (Mastercard will not be accepted) or in cash (EUR or Dinar). A cash machine is available in the lobby of the Continental hotel. Please note that participant will not be able to check in to their rooms unless they have settled their accommodation costs at the payment desk! Extras (minibar, laundry, ) will have to be paid directly to the hotel upon departure. Bank transfer can be done to: Beneficiary: NS TRAVEL COMPANY DOO Beneficiary address: Mite Ruzica 1, Novi Sad, Serbia Bank: Vojvodanska Banka AD Bank address: Trg Slobode 5-7, Novi Sad, Serbia IBAN Number: RS SWIFT Code: VBUBRS22 In the payment details please make sure that you include the following text: Convention 2010, including the name of the participant(s) For any questions related to the payment, please contact us on ROOM CANCELLATION POLICY: for any cancellation made after 13 September 2010, one night stay will be charged to the participant, in case of no-show, the full stay (100%) will be charged to the participant. European Athletics Convention, Belgrade

4 5. Welcome & Payment Desks The welcome and payment desks will be located in the New York Club in the ground floor of the Continental hotel. All participants need to call at this desk on arrival in the order to be accommodated and to receive their name badge as well as information about the Convention. Information boards will be available in the Holiday INN hotel and will be updated regularly. The opening hours will be in accordance with the arrival/departure of the participants. 6. Convention Programme All meetings will take place at the Continental hotel. The provisional programme is attached. Regularly updated programme and information will be available on the conference website: as well as on the European Athletics website: The final programme will be distributed upon arrival. See separate document for explanation about the aim and the content of the different forums. An Extraordinary European Athletics Congress will be organised on Saturday 16 October The agenda as well as the proposals will be sent to all the Member Federations by circular letter at the beginning of August Social Programme Thursday, 14 October 2010: h: The Opening Dinner, hosted by the Athletic Federation of Serbia, will be held in the Atlantic hall of the Continental hotel. Friday, 15 October 2010: h: Euro Meetings Dinner (by invitation only). Saturday, 16 October 2010: h: European Athletics Awards Night presented by MONDO (by invitation only). It will be a unique evening for the European Athletics Family. Awards like the Athlete of the Year, Rising Star of the Year and Innovation Award will be given on that occasion. European Athletics Convention, Belgrade

5 8. Sightseeing Programme Besides the social activities indicated in the programme, the following sightseeing excursions will be organised. In order to participate, you need to indicate your wish while you register online and confirm your participation upon arrival in Belgrade. Friday, 15 October 2010 Departure:14.30h from the Continental hotel Classical tour in Belgrade Get to know Belgrade by wandering its streets and enjoying the guide's interesting story of the city's history and architecture and local lifestyle. This tour will introduce you to the central area of the city and one part of New Belgrade. Itinerary: Belgrade City Hall, National Parliament, Terazije, Republic Square, Studentski Trg, Belgrade Fortress, Varos Gate, Novi Belgrade, Topcidersko brdo, Dedinje, Trg oslobođenja, Slavija, Trg Nikole Pasica. FREE OF CHARGE English speaking guide assistance and bus transfer. Saturday 16 October 2010 From h until h. Feel like a Roman s Emperor Viminacium is an archaeological site near the Old Kostoca. Roman military camp and the town was created in the first and lasted until the beginning of VII century. He was one of the major legijskih camps on the Danube, and for some time and the capital of the Roman province of Upper Moesia, which included most of Serbia, northern Macedonia and part of north-western Bulgaria. Feel the Roman atmosphere at archaeological emplacement, ancient Roman town, just 100km away from Belgrade. Price: EUR 42 per person (transfer by bus, local guide, lunch and archaeological digging or Roman rickshaw drive. Drinks are not included.) European Athletics Convention, Belgrade

6 9. Departures Individual departure forms will be distributed at the LOC welcome desk in the Continental hotel. The transfer schedule will be displayed in both hotels lobbies the evening before departure. Please note that return transport to the airport will be organised until Sunday evening only. 10. Preliminary European Calendar 2011 As every year, the European Athletics Member Federations are invited to enter their competition data for the 2011 calendar into the European Athletics calendar system. The following procedure will be applicable for this year s Calendar Conference: Preliminary Calendar Member Federations are requested to enter in the online system all events that they plan to have included in the calendar, even if date/location are not defined yet. The complete and incomplete information of the Preliminary Calendar will be printed and distributed to each participant as a working document in an A4 copy upon arrival to Belgrade. Final Calendar Member Federations will be only allowed to change/amend the date and/or location of the entered events. In principle no new event can be entered on the day of the conference, except for the following categories where negotiations between Member Federations are necessary: Other Major International Events (WMRA, WMA, EVAA, Balkan Events, Small State Events) Indoor Matches Outdoor Matches Matches of Combined Events Walking Matches Mountain Running Matches All participants of the convention will receive a USB stick with the calendar files in different formats (e.g. xls, pdf, outlook import) and other relevant data related to the Calendar Conference. The online calendar will be available on the European Athletics website the day after the Calendar Conference. It can be downloaded in pdf format at any time. All calendar changes up to the point of print will be considered. Entry Procedures for Preliminary Calendar Member Federations are requested to enter their competitions data for the 2011 Calendar into the European Athletics Website: In order to enter your calendar data, please use the existing User-ID and the Password which has been assigned to your federation for making team online entries. Member Federations have to enter all events that they plan to have included in the calendar, even if date/location is not defined yet. European Athletics Convention, Belgrade

7 Late entries, according to below deadline, cannot be considered for the print out of the Preliminary Calendar which will be distributed to the participants upon arrival to Belgrade/SRB. Deadlines Entries opening: the database for the entries will open Monday, 13 September Entries closing: all entries must be entered until Friday, 8 October Calendar at web: the preliminary calendar can be viewed on the European Athletics website on Tuesday, 12 October 2010 (noon). Contacts and Assistance Further instructions and helpful information will be available in the Calendar section of the European Athletics website and will be opportunely distributed to the Member Federation through a comprehensive manual. In case of questions or problems, please do not hesitate to contact: Competition Department Tel /58/63 competition@european-athletics.org or for technical questions: Nicolas Russi Tel nrussi@mediasprint.ch Applications for European Athletics Permits 2011 a) Applications to organise European Athletics one day meeting on Premium or Classic Level in 2011: Member Federations wishing to include an outdoor meeting in the European Athletics Premium or Classic circuit are requested to fill in the appropriate application form, which must be signed by the Member Federation concerned and Meeting Director and returned to the European Athletics Office by below deadline:. Completed and signed applications must be received until 1 September b) Applications for European Athletics Permit Meetings 2011 (Indoor, Walking and Area): Member Federations wishing to obtain European Athletics Permit for Indoor and Walking meetings as well as the Area Permit under IAAF Rule 2.6 are requested to fill in the appropriate application form, which must be signed by the Member Federation concerned and Meeting Director and returned to the European Athletics Office by below deadline: Completed and signed applications must be received until 1 September The decision on which Meetings will be included in the one day meeting circuit or receive the European Athletics Permit in 2011 will be made by European Athletics before the Calendar Conference. Application forms will be send to all Member Federations in due time. European Athletics Convention, Belgrade

8 11. Contact If you need additional information regarding the European Athletics Convention 2010, please contact: Athletic Federation of Serbia Biljana Daničić, LOC Coordinator Phone: Fax: Mobile: European Athletics Christiane Maillard, Corporate Services Manager Phone: Fax: European Athletics Convention, Belgrade