Invitation letter
From KM4DevWiki
Draft Invitation Letter for Sponsored Participants
Dear ,
The KM4Dev 2008 Workshop Organizing Committee is pleased to inform you that you have been selected as a sponsored participant of the upcoming KM4Dev 2008 meeting in Almada, Portugal!
For more information about the meeting program and the venue (the Pousada de Juventude Hostel), see:
Helvetas, Swiss Association for International Cooperation, on behalf of the KM4Dev Community and with the support of SDC (Swiss Agency for Development and Cooperation), confirms that it will be responsible for the costs of your participation, including the following elements and according to the following conditions:
1) Return economy class airfare from the international airport nearest to your place of residence to Lisbon
2) Visa fees for Portugal (if applicable)
3) Airport transfer costs (i.e., local travel costs between your place of residence and the nearest international airport, and between the Pousada de Juventude and Lisbon airport)
4) Costs of accommodation and meals at the workshop venue (to a maximum of 5 nights)
In order to expedite processing of the above elements, Helvetas requires the following information from you:
1) Your nationality
2) Your full name exactly as it appears in your passport
3) Your preferred arrival and departure dates
Helvetas will:
- Purchase the return economy class air ticket (once we receive confirmation that you have secured a visa, if required) and provide you with instructions on how to obtain it
- Pay the accommodation charges directly to the Pousada de Juventude on your behalf
- Provide you with funds to cover the costs of meals according to the number of days you will be staying at the workshop venue (note: breakfast is included with your accommodation. Lunch and dinner will be available at the workshop venue for EUR6 per meal)
- Provide you with a lump sum payment when you register on-site to cover the costs associated with visa fees and airport transfers
Please note that it is YOUR RESPONSIBILITY to obtain a visa to visit Portugal, if applicable. Helvetas will provide you with a supporting letter which you can submit to the Portuguese authorities in support of your application. If you are not sure whether you need a visa or not, please check with the nearest Portuguese embassy. Contact information for Portuguese embassies around the world is available here:
http://www.mne.gov.pt/mne/pt/infocidadao/pestrangeiro/embaixadas/
Please confirm your acceptance of this offer at your earliest convenience, in any case at the latest by 16 May 2008. If you have any questions or require further information, please contact me by email at: Riff Fullan <riff.fullan@helvetas.org>.
GREENING THE EVENT
We will do our best to minimize the environmental impact of KM4Dev2008. You can help us by:
- Bringing your own mug along for coffee/tea to avoid using disposable cups
- Considering purchasing a carbon offset to compensate for the impact of your travel
We look forward to seeing you in Almada!
Best regards,
Riff Fullan KM4Dev 2008 Workshop Committee
