Service Accueil Délégués

Delegates Welcome Service

Servicio Acogida Delegados

 

GROUP SUPPORT PROCEDURE

Group requests have to be centralised under the responsibility of one Coordinator, who then becomes the only contact person to liaise with Delegates Welcome Service (hereafter the Service).

The documents are analysed upon their reception. Please note that financial support for each participant can vary within a group. The financial means and resources of the organisation that each participant represents are taken into account.

The Service requires the online request, including all the required documents, to be sent at least one month before the arrival of the first participant.

  • A longer deadline (more than one month) is recommended during the Conferences & Events season.
  • Requests received on Fridays or after 12 noon (Swiss time) the day before a bank holiday will be processed the following working day.

An incomplete request for financial support or a request received outside the deadline can have an impact on the granting of support for accommodation.

PROCEDURE STEPS

1. Complete the online form

Complete the form and check that you receive an automatic email acknowledging submission of the online request, that includes the following information:

  • a copy of your completed online form (pdf file),
  • a list of the documents required for each participant,
  • an Excel file to fill in for each of the participants in the group.

2a. Excel file to complete

Once completed, please send it by email to delegates.cagi@etat.ge.ch.

In the header of the table, please complete the cells with:

  • the name of the conference which the participants of the group will attend,
  • the name of the organisation responsible for the participants,
  • the name and last name of the Coordinator responsible for the group.

Items in the table are to be completed without modifying the format and avoiding copy/paste of the data. Only the cells to be completed are accessible to writing, while the other cells are locked:

  • Column E & H:Citizenship” and “Country of Residence” please use the drop-down menu
  • Column N:The stay of the delegate being funded …”, please use the drop-down menu
  • Column O:Amount of funding”, please indicate only the amount that you have available for the accommodation and meals.
  • Column P: "CHF/EUR/USD", introduce the reference currency using the drop-down menu.
  • Column Q & R: "Dates of arrival and departure” in Geneva follow the system: dd.mm.yyyy.

2B. Required documents

Documents have to be sent by email to delegates.cagi@etat.ge.ch.

Naming format: document number_initial name_complete family name = 01_JR_DOE

  1. Letter of invitation and/or accreditation
  2. Passport
  3. Flight tickets
  4. Objectives and programme of stay
  5. Source of financial support and amount
  6. Budget for the group’s stay
  7. Visa*

* If no visa is required, do not hesitate to request financial support for accommodation.
If the visa request is in progress
please inform the Service about the date of your visa appointment.
Please send the visa to the Service upon reception.

In the budget section it is important to mention all details of expenses: accommodation, meals, visa costs, insurance, plane tickets, national trips, etc.

The Service can always request further information to complete your application.

Only a complete submitted application (except visa in progress) will result in a hotel booking, carried out by the Service.
The choice of hotel depends of the availability and prices offered during the stay. 
The Service will be the sole contact with the hotel and will not take over an existing booking.

3. Confirmation of the booking conditions

The Coordinator confirms by return email the conditions of the booking sent by the Service, mentioning "conditions read and approved". Our message includes:

  • a summary of the booking made for each participant and the services offered by the hotel(s),   
  • the amount of the contribution to be paid per participant and per night,
  • practical information for travel within Geneva.

The Coordinator commits to forwarding the information to all the participants in the group.

All modifications must be immediately communicated to the Service by email to delegates.cagi@etat.ge.ch. In order to avoid hotel expenses, the following conditions apply:

  • free cancellation, up to 3 working days before the scheduled arrival date,
  • after that, CHF 120 / per day / per delegate will be billed in case of unjustified no-show, in order not to reduce the global support that CAGI can offer to other delegates.

The Service reserves the right to cancel the booking, if the procedure is not respected, and to bill the delegate for costs incurred in the eventuality of late or unsubstantiated modifications.

4. Payment of stay

The payment for each delegate can be carried out:                           

  • in cash and in Swiss  francs (CHF) or with a credit card, directly at our office, open from Monday to Friday from 9 a.m. to 12 noon and from 2 p.m. to 5 p.m.; by appointment from 12 noon to 2 p.m.
  • via bank transfer, if the organisation is domiciled in Geneva and has previously made requests to the Service. The payment should be settled within 30 days of the Coordinator receiving the bill by email. 

 

All personal information communicated is intended for use by the Service. Only information legally required to register at a hotel is passed on to the hotel directly.

 

 
 
 

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