Logistics: Information Note to participants

Logistics: Information Note to participants
Host City Milan
Milan city offers a perfect venue and a compelling story for the Forum having hosted the
widely publicised Milan EXPO as well as it is a
city with a huge presence of major companies
and organisations from the private sector and
civil society and with a vibrant academia in the
energy sector in Italy and Europe.
Forum Venue
The Second AEEP Stakeholder Forum takes
place at the Bovisa Campus of the Politecnico di
Milano University. Please note that the Bovisa
Campus is not the main campus (Leonardo
Campus) in the city centre, but located in the
North of Milan. The official welcoming and
Figure 1: Milan Venue Map
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several panel sessions will be held at the Main
Hall of the Bovisa Campus in Building B12, while
thematic sessions will take place in different
venues in the same building. For further details
and directions, please see Figure 2, or visit the
Forum Secretariat.
The official address of the Forum venue is:
Politecnico di Milano – Building B12
(Bovisa Campus)
Milano Nord Bovisa FN train station
Via Raffaele Lambruschini, 1
20156 Milan
Italy
Accreditation and Badge Collection
Participtants will be required to be in pocession
of an official Forum Badge to access the Forum
venues and participate in the activities.
Accreditation and badge collection will occur in
separate locations:
ff Participants staying at Barcelo or DoubleTree
Hilton can do the accreditation process there
on Sunday 15th from 11:30 to 20:00
ff For participants staying in the city centre,
accreditation will be possible in Hotel Cervo
(near Porta Garibaldi train station, in the city
centre)
ff Accreditation is furthermore possible on both
the 16th and 17th of May at the Forum venue
(POLIMI Bovisa Campus) from 08:00am.
Please note that for security reasons you will
only be allowed inside the Forum venue if you
have your badge with you.
Figure 2: Bovisa Campus
Please find a more detailed map of the venue in the Annex of this information note
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Hotels
Hotel Cervo 3***
AEEP has negotiated a special event rate for
registered participants in selected hotels. All
rooms are available on a first come, first served
basis. Please contact the hotels directly and refer
to the “Second Stakeholder Forum AEEP Event”,
indicating your personal registration code
provided in your official invitation letter. All rates
are inclusive of taxes (excluding tourist tax), wifi
and breakfast. Please visit the Forum website for
the most up to date hotel information.
P.le Principessa Clotilde, 10, 20125 Milan
(in the city centre, Forum venue easily
reachable via public transport)
Special rates available for the selected Forum
hotels:
Barceló Milan Hotel 4****
Via Stephenson, 55, 20157 Milan
(Milano Certosa, outside the city center
not far from Forum venue)
Tel.: +39 0233 286 111
Fax: +39 02 3328 6201
Email: [email protected]
www.barcelo.com
Negotiated rates (Valid until May 6th 2016)
95.00 € double room
Please mention in your email subject: id 1225644
– Second Stakeholder Forum AEEP and the
personal registration code received.
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Tel: +39 02 29004031
Email: [email protected]
www.hotelcervomilano.it
Negotiated rates (Valid until April 29th 2016)
85€ Single Room
105€ DSU (Double Single Use)
120€ Double room
Please mention in your email subject: Second
Stakeholder Forum AEEP and the personal
registration code received.
Hotel Sunflower 4****
Piazzale Lugano, 10, 20158 Milano
(10 minutes walking distance from
the Forum venue)
Tel.: +39 02 3931 4071
Email: [email protected]
www.hotelsunflower.it
Negotiated rates
80€ single room 105€ double room
Please mention in your email subject: Second
Stakeholder Forum AEEP and the personal
registration code received.
Tourist tax
Linate Airport
Please note that a tourist tax must be paid in
Milan. Participants staying in 3 star hotels are
required to pay 4€ per day while those staying
in a 4 star or 5 star hotel are required to pay 5€
per day.
Linate Airport is connected to the city centre
via a bus connection which departs regularly
and takes approximately about 30 minutes
(depending on traffic conditions).
Transport
Airport Transfer
There are two airports close to Milan: the Malpensa Airport and the Linate Airport. Malpensa
Airport is bigger with a convenient connection
to the Forum venue. Linate Airport is smaller
and closer to the city centre, though not to the
Forum venue. On both airports our hostesses
will be waiting for you at the main exits on
Sunday, May 15th and the morning of Monday,
May 16th and assist you to get to your hotels.
For Malpensa airport this will be in Terminal 1.
In case you have trouble locating the hostesses’
desks, please refer to the contact details at the
end of this document for support.
Malpensa Airport
There is a regular train connection between Malpensa Airport Terminal 1 and Milano Centrale
(Central Station), Milano Porta Garibaldi station,
Milano Nord Bovisa FN station and Milano
Cadorna FN station, taking about 45 minutes.
Please find more information on the Malpensa
Airport Website.
If you wish to travel directly from Linate Airport
to the Forum Venue, take the bus number
73 to Milano Piazza San Babila. From Milano
Piazza San Babila, take the red Line 1 of the
Underground in the direction of Rho Fieramilano
or Bisceglie and get off at Cadorna FN station.
In Cadorna FN station take any train (except
for Malpensa Express) that after two stops (10
minutes) will bring you to Milano Nord Bovisa
FN station. Signs and banners at the station will
then guide you to the Forum venue.
To and from selected drop off locations (Barceló
Hotel, DoubleTree Hilton Hotel, Cervo Hotel)
airport transfer will be provided. Participants
who have booked a different hotel than those
selected may still use the shuttle service, exit
at one of the three drop off locations in the city
and continue via public transport or taxi to their
selected hotel.
If you wish to travel directly from Malpensa
Airport to the Forum Venue, take the Malpensa
Express train, direction to Milano Centrale, and
get off at Milano Nord Bovisa FN station.
Signs and banners at the station will then guide
you to the Forum venue.
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Forum Shuttle Service
Shuttle services to and from the Forum venue
will be offered from May 16th to 18th for all those
participants staying in one of the three selected
hotels (Barceló Hotel, DoubleTree Hilton Hotel,
Cervo Hotel). Delegates staying at other hotels
and who wish to use the Forum shuttle service
are advised to identify the closest hotel and
pickup/drop-off location to their hotel.
The shuttle service will only be provided during
the morning and at the conclusion of each day,
as well as to the Gala Dinner. Please make sure
to inquire at the AEEP information desk located
in each hotel for the daily schedule service.
For an up-dated hotel list please refer to our
website.
Figure 3: Drop-off and pickup locations for shuttle service
(Barceló Hotel, DoubleTree Hilton Hotel, Cervo Hotel)
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Public Transport
Forum Secretariat and Services
The Politecnico di Milano, Bovisa Campus can be
easily reached via public transport. The closest
station is Milano Nord Bovisa FN train station
of the “passante ferroviario” (an underground
train). Signs and banners at the Milano Nord
Bovisa FN station will then guide you to the
Forum venue.
Our Forum Secretariat is located on the 1st
floor of Building B12 (see Figure 2) and will
be open starting Monday morning, May 16th.
The Secretariat can provide administrative
support for speakers and panellists, including:
printing, computing and photocopying. Should
you require a separate meeting room, e.g. for
bilateral talks, the Forum Secretariat will help
you locate an available room. In addition, if you
need assistance, or in any emergency situation,
please get in touch with our Forum Secretariat:
From the station Porta Garibaldi (only two
stops from Milano Centrale), the S1 (direction
Saronno), S2 (direction Mariano Comense) or
the S13 (direction Bovisa) connect with Bovisa
station.
Additionally, from Cadorna station (five stops
from Milano Centrale), the S3 (direction Saronno)
or the S4 (direction Camnago Lentate) can take
you to Bovisa station.
Email: [email protected]
Phone: +39 329 093 4710
Alternatively, the bus 92 (direction Bovisa FN)
or the bus 82 (direction Bovisasca) can be used,
exiting at Bovisa station.
Taxi
Phone: +39.026969 / +39.024040 / +39.025353
/ +39.027777
Both the Forum venue and the hotels can be
reached by taxi from both airports. Please note
that taxi rates can be expensive, especially from
Malpensa Airport (at approximately 100€).
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Gala Dinner
Press Contact
A press room will be available on the 1 floor
of the Forum venue. The press room will serve
as the focal point for journalists’ interview
requests, media and press materials. The
Second Stakeholder Forum of the AEEP is open
to the press on both the first and second day of
the Forum (May 16th and 17th). Official Forum
photographers are on site capturing images
of the main events and may be involved in
interviews.
st
The official Forum dinner, hosted by the Italian
Ministry of Foreign Affairs and International
Cooperation, takes place on Monday, May 16th,
at the Leonardo Campus of the Politecnico di
Milano University in the city centre. Please bring
your personal invitation card and badge, which
are included in the Forum folder. The address of
the Leonardo Campus is:
Forum Language
Leonardo Campus Politecnico di Milano
Piazza Leonardo da Vinci, 32
20133 Milano
The working language of the Stakeholder Forum
is English. French interpretation will be provided
during the plenary sessions in the Main Hall. All
official documents will be provided in English
and French.
You can reach the dinner venue via the shuttle
service which will leave from the selected
hotels (see Transport) as well as through public
transport (Underground Line 2 – green line –
station Piola).
Forum Documentation
The dress code for the Gala Dinner is business
attire.
Each delegate will receive a Forum package upon
accreditation. The programme and all other
documents are also currently available online
on the Forum website. The programme will be
updated on a regular basis and presentations as
well as Forum documentation will continuously
be made available, until a few days after the
Forum.
Internet Access
Free wireless connectivity is available on the
Bovisa Campus of Politecnico di Milano for all
participants. You will be able to connect through
a password provided during the Forum.
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Catering
Coffee, tea and snacks will be provided during
the coffee breaks throughout the Forum in the
terrace, on the ground floor of Building B12.
Lunches will be served in the corridor in Building
BL27 on both days. You will be directed by the
hostesses. Please note that there will be no
breakfast service. Several bars are close to the
premise, if you wish to get additional food or
drinks.
Figure 4: Gala Dinner location at the Leonardo Campus
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Excursions
Visa Requirements
All participants are invited to join in one of the
scientific or cultural excursions arranged for
May 18th. There will be two excursion possibilities and a scientific visit to the European
Commission’s Joint Research Centre for the
participants to choose from, all of which focus
on different cultural and scientific sites in
the greater Milan region. Participants will be
informed in a separate invitation. We would
kindly ask you to respond to this invitation
and indicate your preference. Please note that
it will not be possible to change the selected
excursion.
In addition to a valid passport with at least six
months of validity, visas are required for some
Forum delegates travelling to Italy from outside
the Schengen territory.
Excursion 1: Ispra Scientific Site
(European Commission Joint Research Centre)
Excursion 2: Historical Tour in Como (Lake Como)
Excursion 3: Milan Historic City Tour
The language for the excursion will be English,
French translation will not be provided.
Exhibition and Business Match-Making
Starting on the 16th, there will be a two day
exhibition, located on the ground floor and the
first floor of Building B12. All participants are
welcome to visit the exhibition.
Additionally, a business match-making event
will be held at the second floor of the same
building, organised by RES4MED, the RECP and
EU TAF. More information on the match-making
event and on the required registration process
for participation will soon be provided.
Security Measures
The Security during the Stakeholder Forum will
be guaranteed through police presence on the
premises.
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The Italian Foreign Affairs Ministry will provide
a list of registered participants to the Italian
Embassies and Consulates in specified countries,
thereby supporting the process of visa acquisition. Please consult with the Italian Embassy/
Consulate in your country of residence for
specific requirements to secure visa.
Where applicable, we advise delegates to
acquire their visas before travelling to avoid
any unnecessary inconveniences. The AEEP
Secretariat and the Italian Ministry of Foreign
Affairs are assisting participants on visa related
issues. Should you require support for your visa
application, please contact the Forum Secretariat on: [email protected].
Citizens of countries forming part of the
Schengen Treaty do not need to apply for
visa. Furthermore, nationals of the following
countries do not require a visa for business visits
up to a maximum of 90 days:
Albania, Andorra, Antigua and Barbuda,
Argentina, Australia, Bahamas, Barbados,
Bosnia-Herzegovina, Brazil, Brunei, Canada, Chile,
Costa Rica, Croatia, Dominica, El Salvador, United
Arabian Emirates, Former Yugoslav Republic
of Macedonia (FYROM), Guatemala, Grenada,
Honduras, Hong Kong, Israel, Japan, Malaysia,
Macao, Mauritius, Mexico, Monaco, Montenegro,
New Zealand, Nicaragua, Northern Marianas,
Panama, Paraguay, Saint Kitts and Nevis, Samoa,
Santa Lucia, Serbia, Seychelles, Singapore, South
Korea, St. Vincent and Granadine, Taiwan, Timor
Est, Trinidad and Tobago, United States, Uruguay,
Vanatu, Venezuela.
Weather in Milan in May
May is an ideal month to visit Milan. The
temperature is pleasant, with an average of
+23°C during the day and +13°C at night. May
has an average of 12 days of rain with 7 hours
of sunshine per day. We advise you to check the
weather forecast before travelling to Milan to
ensure you are adequately prepared.
Local Time
Central European Time (GMT+1, one hour ahead
of Greenwich Mean Time). Currently on Daylight
Saving Time (DST).
Telephone
Voltage
The voltage is 220 volts. Wall outlets mostly
accept Continental-type plugs with two or three
round prongs. Nevertheless we would advise
you to bring an adapter with you to be on the
safe side.
Currency
The currency is Euro.
Further Questions/Contact
In case of any further questions which have not
been answered in this booklet, please do not
hesitate to contact the Forum Secretariat, our
Hostesses or one of our staff members.
Email: [email protected]
Phone: +39 329 093 4710
The Country Code for Italy is +39,
the Milan Area Code is +39 02.
Annex
Plenary
Room L.1.2 (Main Hall)
Secretariat
Sala Tesisti
VIP Room
Sala Docenti
Press Room
Room L.1.0
Young Journalists
Room L.1.1
Young Scientists and Entrepreneurs
Room L.1.2
Exhibition
Ground Floor and 1st Floor
B2B and Matchmaking
Aula Studio 2nd Floor
37
Ground Floor
B12.0
38
First Floor
B12.1
39
Second Floor
B12.2
40
Ground Floor
B127.0
41
Orientation Plan
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