Terms of sponsorship

Eligibility Criteria for Sponsorship:

  • Citizens of one of the countries in developing Asia. (Singapore, Macau SAR, Hong Kong SAR and Taipei,China, Japan, South Korea are generally excluded from sponsorship by the BAQ 2008 organizing committee)
  • Representative of local or national government agency, civil society organization, academe, or media (private sector representatives are generally excluded)
  • Priority will be given to persons with an accepted abstract for oral or poster presentation
  • Persons who are willing to accept a partial sponsorship will also receive priority
  • Persons requesting sponsorship by the BAQ 2008 Organizing Committee are expected to agree to off-set the CO2 emissions resulting from their travel to Bangkok through participation in the BAQ 2008 Climate Pledge Program (insert link to BAQ 2008 CPP)

Terms of sponsorship (see below for details):

  • Cost of an economy ticket from the place of residence to Bangkok along the most direct route
  • Hotel accommodation up to a maximum of 5 nights @  US$ 80 per night
  • Per diem of US$ 25 per day spent in Bangkok
    Miscellaneous travel expenses of US$ 100 for those requiring visa and US$ 60 for those countries not requiring a visa

 

Procedure for applying for sponsorship:

  • Persons requesting sponsorship will do so by submission of their online registration for BAQ 2008.  Application for full or partial sponsorship means endorsement of the terms of sponsorship as well as associated procedures
  • Upon registration, persons requesting sponsorship will receive acknowledgement of their registration and a unique BAQ 2008 registration number. The automatic acknowledgement sent out by the BAQ 2008 Secretariat will give an overview of the procedure that will be followed in awarding the BAQ 2008 sponsorships
  • In those cases where the BAQ 2008 Organizing Committee receives financial support from third parties specifically for supporting the participation of specific participants, such participants will be informed as soon as the BAQ Secretariat has received the request to facilitate the participation of such persons. If participants receiving sponsorship come from a country with a CAI-Asia Center Local Network, the Local Network Coordinator will be informed of the participants’ names and the supporting organization.
  • The BAQ Secretariat will inform all participants who have applied for sponsorship on the status of their application by 12 September by indicating that their request has been:
    • Accepted
    • Denied
    • Pending
  • A further similar announcement will be made on 12 October.
  • Participants who have received confirmation of their partial or full sponsorship will inform the BAQ Secretariat within 10 days of:
    • the proposed flight itinerary and associated price,
    • pre-events they would like to attend and based on this the requested number of nights for sponsorship
    • the filled out BAQ 2008 Carbon Pledge
  • The BAQ Secretariat will within 3 working days after receiving the information give the go-ahead for the booking of the flight and the number of nights for which the sponsorship will be valid as well as any additional miscellaneous travel expenses that apply
  • To minimize the administrative steps and costs participants requesting for sponsorship are asked to agree to have their costs reimbursed in one transaction. In this case the reimbursement will be made by bank transfer within one week after completion of BAQ 2008.
  • If participants request reimbursement in 2 installments:
    • The first installment consisting of 80% of the flight cost will be paid by bank transfer upon receiving the confirmation of the flight booking approved by the BAQ Secretariat. Participants will have to submit their bank details in order to qualify for payment of the first installment.
    • The second installment will be paid either on November 14, 2008 in Bangkok or by bank transfer in the week following November 14 after the BAQ Secretariat is satisfied with the attendance of the sponsored participant and the supporting documents (for reimbursement) have been completely submitted. 
  • Failure to attend BAQ 2008 in full can result in forfeiting the sponsorship of BAQ 2008.
  • The following supporting documents (in the English language) are required for reimbursement:
    • Ticket copy, invoice travel agent and boarding pass
    • Copy of passport
    • Signed Acceptance form for:
      • Hotel allowance
      • Per diem allowance
      • Miscellaneous costs

Please note:
 

  1. Participants
    are responsible for making their own travel arrangements, both the
    flight and the travel to and from Bangkok airport.
  2. All costs
    related to making changes in requested and approved itineraries will be
    at the expense of the participants unless specifically requested by the
    BAQ 2008 Secretariat
  3. Participants are requested to make the cheapest bookings, in most cases these are non re-routable, non-refundable bookings.
  4. Participants
    can only request for the issuance of the ticket after they have
    received confirmation and approval from the BAQ 2008 Secretariat for
    the itinerary and the price.
  5. Participants who have requested
    for sponsorship, who have received approval for the purchase of a
    ticket  and who after having purchased the ticket are not able to
    attend BAQ 2008 will only be eligible for reimbursement of the ticket
    cost if they are physically unable to travel as evidenced by a doctor
    certificate.
  6. In case participants want to spend additional days
    before or after the BAQ workshop this is at their own expense and this
    should be clearly indicated when they submit their proposed itinerary.
  7. Participants
    will be responsible for making their own hotel booking and payment
    (from their sponsorship allowance). They can choose from a hotel listed
    on the BAQ 2008 website or a hotel of their own choice. The hotel
    allowance is a lump sum calculated based on the number of nights
    approved by the BAQ Secretariat.

 

 

Terms of Sponsorship: For Sponsored Participants

Flight

  • Your sponsorship includes the cost of an economy ticket from your place of residence to Bangkok. You must choose the most direct and economical route.  We request you to make a booking for your flight (i.e., protection booking) upon receipt of this invitation to get the best airfare rates. However,  do not have your ticket issued until you receive approval from the BAQ Secretariat for your proposed itinerary and cost of the ticket. (After you book your flight, submit the proposed itinerary and associated costs using the form below, and email it to the BAQ Secretariat (baq2008@cai-asia.org).
  • Within 3 working days after receiving your proposed itinerary, the BAQ Secretariat will either approve your itinerary or request further changes. You should instruct your travel agent or airline to issue your ticket only after your itinerary is approved by the BAQ Secretariat.


Visa Arrangements

  • Nationals from certain countries need a visa to enter Thailand. Please look at  www.baq2008.org/visa whether you need a visa. While it is possible for some countries to get a visa on arrival we recommend that you obtain a visa before traveling to Bangkok. It is the responsibility of the participant to secure such a visa. If you believe that you require a visa please indicate this in form below. We will send you an invitation letter signed by a Thai official to facilitate the issuance of the visa. All sponsored participants will be housed at the Imperial Queens Park hotel, the official workshop venue. Please use the IQP address if you are asked about your hotel in Bangkok.


Miscellaneous Expenses

  • Sponsored participants will receive US$ 60 for miscellaneous travel expenses (MTE), which should cover the cost airport transfers and other transport related expenses.  For your information, you can take a metered taxi from the Suvarnabhumi, Bangkok airport to your hotel (estimated to cost 300 Thai Baht or (US$10 one-way). See www.bangkokairportonline.com for information on airport transfers.
  • If you require a Thai visa the total miscellaneous travel expenses will be US$100.


Hotel

  • Upon recipt and approval of the flight itinerary the BAQ Secretariat will book a room for you at the Imperial Queen’s Park (IQP). The length of the hotel booking will be based on the details of the travel booking. Please note that the BAQ Secretariat will not make a booking beyond 6 nights. If you would like to stay longer this will be at your own account. The cost of the lowest category of rooms is US$ 90. The hotel booking is inclusive of breakfast.
  • BAQ Secretariat will make the booking for a one person. In case you decide to bring a partner please note that you will be expected to pay US$ 30 per night. This is because the room rate for double occupancy is US$ 120 per night.
  • IQP requires a credit card guarantee or a cash deposit of US$100 for incidental hotel expenses (e.g., mini bar consumption, internet service) which will be charged to your personal account. 


Per Diem

  • As a sponsored participant, you will receive a per diem of US$25 per day (maximum of 5 days) while you are in Bangkok.


Pre-Event Attendance

  • If your invitation letter specifies that your sponsorship is conditional on attendance in a specific pre-event please ensure that your flight booking allows your participation (e.g., if you need to attend a pre-event on Monday, November 10, you need to be in Bangkok by Sunday, November 9).
  • Your attendance in the pre-event will be our basis for calculating your per diem.


Reimbursement

 

  • The BAQ 2008 Secretariat has two options for reimbursement of your costs:

a)    All costs will be reimbursed by bank transfer within 5 working days after BAQ 2008 and we have receives all required documentation.
b)    If -- for compelling reasons -- you need to be reimbursed before you travel to Bangkok, we can pay you in 2 installments (email baq2008@cai-asia.org to request this option):

The first installment will cover 80% of the ticket cost. This will be paid by bank transfer upon approval of your flight booking by the BAQ Secretariat. You will need to submit your bank details.

The balance of your expenses will be reimbursed in cash when you are in Bangkok.

  • In all cases you will need to submit supporting documents (in English) to the BAQ Secretariat to facilitate reimbursement:
  1. ticket copy
  2. invoice from the travel agent
  3. boarding pass/es (one-way, from country of origin to Bangkok)
  4. copy of passport
  5. signed acceptance of terms of sponsorship


Reminders
 

  • You must sign the BAQ 2008 Carbon Pledge baq2008.org/carbon-pledge.
  • You are responsible for making your own travel arrangements, both the flight and the travel to and from Bangkok airport (www.bangkokairportonline.com)
  • All costs related to making changes in flight itineraries after they have been approved by the BAQ Secretariat will be at your expense unless specifically requested by the BAQ 2008 Secretariat
  • You should book an economy ticket, which in most cases are non re-routable, non-refundable, and are the most direct routes available.
  • You can only request for the issuance of the ticket after you receive confirmation and approval from the BAQ 2008 Secretariat for the itinerary and the price.
  • If you want to spend additional days before or after the BAQ workshop, then this is at your own expense. Please inform us if you want to spend extra days in Bangkok when you submit your proposed itinerary.
  • Failure to attend BAQ 2008 in full can result in forfeiting sponsorship for BAQ 2008. (Participants who have requested for sponsorship, who have received approval for the purchase of a ticket and who, after having purchased the ticket are not able to attend BAQ 2008, will only be eligible for reimbursement of the ticket cost if they are physically unable to travel. Please present a doctor’s certificate to claim your reimbursement.)