Everyone attending the World Congress of NGOs is required to complete an official registration form. As space is limited, participants are strongly encouraged to pre-register as soon as possible.
International attendees may select a 3-day, 4-day, or 5-day registration package, which provides for rooms as specified, select conference meals, and entrance to the various Congress functions (see below, under Registration Fees, for a more detailed listing). Those selecting the "off-site" option are provided with registration and meals only; they are not provided with lodging.
Kenyan residents also may select one of these 3-to-5-day registration packages or may have the option of selecting a local option that does not include lodging. There is a separate registration form for residents of Kenya.
Registration for international attendees closes on June 5, 2012; registration for Kenyan residents closes on June 25, 2012. The Conference Committee reserves the right to close registration early should the venue reach capacity. Registration is on a first-come, first-served basis.
General participants and members of WANGO are to complete and forward their registration form, along with payment, directly to the conference secretariat. The official registration form is available online and can be requested by email to congress@wango.org. Upon receipt of forms and full payment, the conference secretariat will send a confirmation letter.
The Conference Committee has established a registration fee for all participants (conferees, speakers, panel moderators, etc.). This registration fee is established to encourage attendance for the entire Congress and to provide the Congress budget. The registration fee will be charged regardless of the length of time a participant (conferee, speaker, moderator, etc.) attends the Congress. Fees cannot be prorated for anyone.
All participants must pay the registration fee to be confirmed for the Congress. The registration fees are listed on the registration form. Reduced rates are available for members of WANGO and for those applying by May 5. As part of the host country, Kenyan residents also receive a reduced rate. One may not register a spouse as a representative of a member organization; rather they must register as a spouse.
Registration fees cover:
- Registration for the Congress (entrance to all plenary, symposia, and concurrent sessions, including workshops and regional meetings, daily coffee/snack breaks, conference program, etc.)
- All official conference meals
- Awards Banquet
- Accommodations for three, four, or five nights, depending on the package selected.
The standard lodging arrangement is for double accommodations; see “Lodging” below); there is an additional charge for single rooms. The registration fee does not provide for air or ground transportation, recreation, laundry, or other personal or business expenses. Those staying at the Sentrim 680 Hotel receive breakfast each morning as part of their accommodations.
Credit cards (VISA, MasterCard, American Express), checks, bank wires, money orders, and Western Union, payable in US currency, are the only accepted forms of payment for pre-registration. When sending registration fees via bank wire or Western Union, contact Misao Trabings at accounting@wango.org for WANGO designation information.
Alternative payment arrangements are available for established WANGO Chapters if prior approval is obtained from the Conference Secretariat.
The conference sessions and lodging will be at the Sentrim 680 Hotel (Kenyatta Avenue 00100- Nairobi Central, P.O. Box 43436, Nairobi 00100, Kenya; Tel: (020) 315-680; Fax: (020) 343875; reservations680@sentrim-hotels.com). Located in the heart of Nairobi along Kenyatta Avenue, the Sentrim 680 Hotel is within walking distance of many institutions, businesses, restaurants, and tourist attractions. It is 15 kilometers (about 25 minutes) from Jomo Kenyatta International Airport, into which international flights fly.
The lodging for Congress participants at the Sentrim 680 Hotel is made through the conference secretariat, by registering for a conference package. Registrants may select a 3-day, 4-day, or 5-day package. The three-day package is for Thursday, Friday, and Saturday nights; the four-day package can be either Wednesday night through Saturday night or Thursday night through Sunday night, and the five-day package is Wednesday night through Sunday night. The "off-site" option means that you do not intend to stay in the housing provided by WANGO. In this case, you must arrange all of your own accommodations for the duration of the Congress.
Congress registrants who would like to stay additional nights, beyond the 5-day package, are to make their own room arrangements for the additional nights.
Please note that the standard package is for double accommodations. In this case, you will be paired with another conferee by the site staff, although you may request a specific roommate (if you known their name) at the time of registration. If you wish single accommodations, additional charges apply, as noted on the registration form.
Registrants who wish particular roommates should notify the WANGO Secretariat by June 5. If sharing a room, both parties must specify the correct name of the other party. WANGO members may utilize a special online roommate matching service to help in locating a roommate for the conference. This service can be accessed on the Congress website at http://www.wango.org/congress/roommate.
All Congress cancellations and requests for refunds must be made in writing and sent to the WANGO office by either email (congress@wango.org), mail (WANGO, 200 White Plains Road, Suite 200, Tarrytown, NY 10591), or fax (570-842-5415). Telephone requests will not be honored. An email address must be provided in order to receive confirmation that the cancellation/request for refund has been received by the WANGO office.
Full refund – more than 40 days notice. To receive a full refund of the registration fee, minus a $75 cancellation fee, written requests must be received by the WANGO office no later than 40 days prior to the first day of the Congress (in other words, by May 25, 2012. ).
50% refund – less than 40 days notice. Requests for refunds WANGO receives within 40 days of the start of the Congress, but more than 3 weeks before the start of the Congress, will be subject to a 50% refund of the appropriate registration fee.
No refunds – within 3 weeks. Requests for refunds that WANGO receives within three weeks of the start of the Congress will not be eligible for a refund. (In other words, 50% of the fee paid for registration will be given if written notification is received after May 25 but before June 14; no refund will be given after June 13).
This policy applies also in cases where visas are not granted.
Participants are responsible for their own arrangements for any non-conference meals.
Participants are responsible for their own air and ground travel arrangements and expenses. The Sentrim 680 Nairobi is about 25 minutes (15 kilometers) from Jomo Kenyatta International Airport.
Great Horizon Trails, a Kenyan Tour Operator and Travel Agent that is also coordinating the tours for the Congress, is making available transfers between the airport and hotel at a reduced cost. The normal cost is about US$22 or higher for an airport taxi to the Sentrim 680 Hotel. Great Horizon Trails will provide transfer from the airport to the hotel for US$ 20 for a single transfer (up to 2 passengers in the car) and US$ 8 per person for transfer in a safari minivan (when there is a minimum of 4 passengers). Look for their signs, or their table with WANGO signage, at the airport after you pass through customs. At the Congress, Great Horizon Trails will have a table where one can arrange travel back to the airport.
While the equator passes through Kenya and near the capital city, Nairobi is located over 1 mile (5,900 feet; 1,800 meters) above sea level and enjoys a moderate climate. In July, the evenings can be cool: the average high for July is 69.1°F (20.6°C) and the average low is 50.1°F (10.1°C). Please bring warm clothes.
The official language of the Congress is English and all sessions will be conducted in English. English also is an official language of Kenya.
Visitors to Kenya should bring a valid passport of equivalent national identity document. In addition, visitors from most countries (listed as Category 2 countries on the Republic of Kenya Immigration Department site) also require an entry visa. These visas can be obtained in advance, although airport visas are available for visitors from many Category 2 countries, including U.S. citizens. (Airport visas are obtained at the arrival airport for those arriving by airplane). Travelers who opt to obtain an airport visa should expect delays upon arrival. The current standard visa fee for an ordinary or a single journey entry visa is US $ 50.
There are a few countries (listed as Category 1 countries on the Republic of Kenya Immigration Department site) that do not require visas. And visitors from a very few countries (listed as Category 3 countries) have additional requirements.
To see whether or not a visa is required for your nation, you can visit the website for the Republic of Kenya Immigration Department: http://www.immigration.go.ke/index.php?option=com_content&view=category&id=44&Itemid=118.
Travelers to Kenya should ensure that the validity of their passports is at least six months beyond the end of their intended stay, and that their passports contain sufficient blank pages for visas and immigration stamps.
In some cases, an international vaccination certificate against yellow fever is required. A cholera vaccination certification is also required if coming from an infected area. Each conferee is responsible to verify his or her own entry requirements and confirm whether a required visa can be obtained upon arrival.
The World Congress of NGOs offers an opportunity for registrants, exhibitors, and sponsors to gain focused access to its highly influential NGO leaders. Exhibitors should complete the Application for Exhibit Space.
Those wishing marketing opportunities through conference sponsorships, or who just want to help support the Congress and its NGO community, should review the various options available on the Conference Sponsorship page.
A day excursion will be arranged to historic and scenic areas in Nairobi for Sunday afternoon, and an overnight safari will be arranged that departs the hotel on Sunday after the conference and returns on Monday afternoon. These tours, their costs, and the registration procedures will be announced on the tour page on the website. Please note that participants are responsible for their own accommodations and meal expenses after the conference concludes on Sunday with the Closing Plenary.
Attire for the conference can be business attire or business-casual attire. Attire for the Awards Banquet is evening wear (not formal).
In Nairobi, electricity is supplied at 240 AC volts, 50Hz, using the round and square three-pin plugs. Please come with an international adapter for your accessories.
The organizers will not be held responsibilities for any injuries, health problems, or losses occurring to persons or personal belongings during the conference. Since the organizers do not accept responsibility for individual medical, travel, or personal insurance, Congress attendees and accompanying persons are advised to arrange their own insurance policies.