INFORMATION NOTE FOR PARTICIPANTS 7TH UCLG ASPAC CONGRESS

Dear Participants,

Greetings from heroic city of Surabaya!

We look forward to welcoming you to Surabaya City for the 7th UCLG ASPAC Congress Please find
below some general information on the forum arrangements (e.g. venue, transportation) which
you may find useful. Should you have any questions or require further assistance, kindly contact:

UCLG ASPAC SECRETARIAT

Phone: (62-21) 3890 1801. (62-21) 3890 1802
E-mail: secretariat@uclg-aspac.org; congress2018@uclg-aspac.org; and/or
uclgaspac2018surabaya@gmail.com

Thank you and see you all!

GENERAL

UCLG ASPAC Congress is a biennial event that brings together key development actors across Asian
and the Pacific countries. The Congress will be hosted by the Surabaya City Government and jointly
organised by United Cities and Local Governments Asia Pacific (UCLG ASPAC). It is expected that the
Congress will be an event for stakeholders to exchange ideas and experience and forge new
partnerships to strengthen community-of-practice on local government attainment of global agendas
including Sustainable Development Goals (SDGs) and the New Urban Agenda (NUA) in Asia Pacific
region. This biennial congress is one of the most important activities of UCLG ASPAC. About 1.000
participants gather from all over Asia Pacific and other regions, coming from major cities and regencies,
representatives from national governments, universities and research organisations, regional and
international bodies, non-government organisations and the private sector.

The 7th UCLG ASPAC CONGRESS will offer participants the opportunity to take part in a large number of
activities, from the high level sessions highlighting recent urban development and innovations and its
applications, to a range of other sessions and activities devoted to discuss the current and
potential challenges facing the urban future community. The thematic sessions and social programs of
the congress, the variety of topics covered and the external exposure of the event offer participants
and exhibitors a wide range of opportunities to develop cooperation, partnerships and business
linkages and to strengthen networking. UCLG ASPAC and the City of Surabaya are delighted to invite
you to take part in the 7th UCLG ASPAC CONGRESS, to be held in Surabaya from 12 to 15 September
2018. On behalf of the UCLG ASPAC and the Surabaya Organising Committee, we welcome you to the
City of Heroes Surabaya, Indonesia.

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CONGRESS VENUE

Dyandra Convention Center (Ex Gramedia Expo)

Jl. Basuki Rahmat No.93 -105, Embong Kaliasin, Genteng, Kota SBY, Jawa Timur 60271
Phone number :(031) 5313177

ACCOMMODATION

Hotel near by the venue have provided preferential accommodation rates to all delegates and guests
of the 7th UCLG ASPAC Congress (https://uclgaspac2018.surabaya.go.id/wheretostay)

ENTRY FORMALITIES

Nationals from 68 countries may enter Indonesia without a visa and stay for a maximum of 30 days,
provided they possess passports valid at least 6 months beyond their intended stay in Indonesia, and
that they have outward bound tickets to their country of origin or to a next country of destination.
Please visit (http://www.imigrasi.go.id/index.php/en/public-services/visit-visa#voa-countries)

For those requiring visas, please present the official letter of invitation to the Indonesia Embassy or
Consulate located in your country to facilitate the issuance of the visa. Letter of invitation is available
upon request from UCLG ASPAC Secretariat at secretariat@uclg-aspac.org or congress2018@uclg-
aspac.org

CUSTOMS AND CURRENCY REGULATIONS

Please take note that before deplaning, you will be asked to fill up the Baggage and Currency
Declaration Form. The following items are allowed duty-free: Personal effects, Tobacco not exceeding
2 cartons of cigarettes or 2 tins of pipe tobacco, and Alcoholic beverage up to 2 litters.

Visitors carrying more than US$10,000.00 cash or its equivalent in other foreign currencies must declare
the amount to a Custom Officer

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SHUTTLE BUS INFORMATION:

In Juanda International Airport (Domestic and International Terminal)

1. Find out The 7th UCLG ASPAC Congress Information Booth at the Airport
 Participants receiving the QR Code can show it to Liaison Officer (LO) and get their
badge.
 Participants can also get their badge in the venue (Dyandra Convention Center) at 11
September 2018.
2. Participants with close arriving time will be picked up together. Maximum waiting time: 30
minutes.
3. Participants who change arrival itinerary, please send email to congress2018@uclg-aspac.org.
4. There will be liaison officers from Surabaya City that will welcome participants upon arrival.
They are easy to spot as they will be stationed at UCLG ASPAC Congress booth in Juanda
International Airport Arrival Area.
5. Participants can inform to LO and/or Information Booth their preferred pick-up time to Airport
for departure (from hotel).

From Hotel-Venue-Hotel
1. Shuttle bus will be provided in the 9 hotels (Santika Gubeng Hotel , Core Bonet Hotel, Midtown
Hotel, JW Mariot Hotel, Swissbelt In Hotel, Crown Hotel, Sheraton Hotel, Mojopahit Hotel, Bumi
Hotel)
2. Participants staying outside 9 hotels, please send email to congress2018@uclg-aspac.org.
3. Shuttle bus will start picking up participants at 6 am and commute every 30 minutes (4 rounds).
4. Shuttle bus taking participants from venue to Hotel only available after all events complete
every day.
 Shuttle bus will be provided from Dyandra Convention Centre to Art Performance (12
September), Welcome Dinner at Surabaya City Hall (13 September), and Mlaku-Mlaku
Nang Tunjungan (14 September 2018), and take participants back to hotel afterwards.
 Shuttle bus will not be available before all events complete every day.

Shuttle Bus for Technical Visit (15 September 2018):

1. Shuttle bus will start picking up participants at 6 am.
2. Shuttle bus will take participants to several destinations to Surabaya and finish at 1 pm.
3. Shuttle bus will take participants back to Hotel or airport.

Shuttle Bus between Venues (12-14 September 2018):

1. On 12 September 2018, shuttle bus will start picking up participants to Dyandra-Siola-Dyandra
at 08:00H-09:30H, 16:00H-17:00H
2. On 13 September 2018, shuttle bus will start picking up participants to Dyandra-Siola-Dyandra
at 10:30-11:00H and 18:30-19:00 for Cifal Jeju Participants
3. On 14 September 2018, shuttle bus will start picking up participants to Crown Hotel-Siola-
Dyandra at 08:30H-09:00H and 17:30H-18:00H for Cifal Jeju Participant

CURRENCY

Indonesia’s official currency is IDR Payments in other foreign currencies are not accepted in the shops
and restaurants in the country. However, major credit cards are widely accepted in shops, hotels, and
restaurants. The safest way to change foreign currency into IDR is through a bank or at the money
exchange (such as in the airports).

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MEETING ROOMS

Most programmes of Congress will take place in Dyandra Convention Center

Besides that, there are several events that take place in other locations, such as:

SIOLA Building (Surabaya Museum) for several training events like:

 Training event on Public Space on 12 September 2018: Creating Safe, Inclusive and Accessible
Public Space Training
 Training event on intergovernmental functional assignment on 12 September 2018: Applying
the Concept of Intergovernmental Functional Assignment
 Training event on CIFAL JEJU on 12-14 September 2018: Workshop on Cultural Tourism for
Sustainable Cities in the Asia-Pacific Region

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 Siola Building (Surabaya Museum)
Address: Jl. Tunjungan No.1, Genteng, Kota SBY, Jawa Timur 60275

Crown Prince Hotel for networking event on 14 September 2018: Promoting Human Rights Cities in
Achieving SDGs’ Targets.

Crown Prince Surabaya

Jl. Basuki Rahmat No.123-127, Embong Kaliasin, Genteng, Kota SBY, Jawa Timur 60271

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INFORMATION/REGISTRATION BOOTH

Registration on the site from 11 – 13 September 2018 can be done at Information/Registration Booth.
For participants that have not settled their registration fee, please present the registration code and e-
mail confirmation for the registration. UCLG ASPAC will be issued an official receipt upon payment.
Payment can be made in cash.

Other related information would also available at the information/registration booth. The booth is
located at the entrance gate of Exhibition Gate.

PRAYER ROOM

Prayer room for Muslim delegates are located next to EMR 1. Friday praying will take place at Grand
Ballroom.

NAME BADGES

Upon registration, a participant will be given a name badge, which is color-coded according to the
following classification:

Speaker : Black
Purple : Organizing Committee (UCLG ASPAC)
Blue : Participants
Pink : Exhibitor
Orange : Driver
Green : LO
Red : Supporting Staff (Surabaya City Government)

Name badges must be worn at all times during the conference to be allowed access to the plenary and
concurrent panel sessions as well as the official evening socials.

CONFERENCE ATTIRE

Participants are expected to wear Business attire for all sessions of the Congress

MEALS

Lunch, coffee and tea breaks, and dinner will be provided during the Congress from 12 to 14 September
2018.

Date Lunch Coffee and Tea Breaks Dinner

12 September 2018 Plenary Hall Pre function hall B and Plenary Hall
Plenary Hall
13 September 2018 Plenary Hall Pre function hall B and City Hall of Surabaya
Plenary Hall City
14 September 2018 Plenary Hall Pre function hall B and Plenary Hall
Plenary Hall

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Besides that, lunch will also be provided for training and workshop participants at Siola Building.

For special concerns regarding food such as dietary restrictions, please inform the Secretariat.

SOCIALS SESSIONS

Beyond the business sessions, we have lined up socials sessions that will showcase Art Performance
and City Tour:

Art Performance
Date and Time : 12 September 2018 / 19:00H-21:00H
Venue : Jembatan Suroboyo
Dress Code : Business Attire

Walking Tour
Date and Time : 14 September 2018/ 19:00H-21:00H
Venue : Mlaku-Mlaku Nang Tunjungan
Dress Code : Business Attire

Technical Visit
Date and Time : 15 September 2018 │ 05:00H – 13:00H
Dress Code : Casual
(For the technical visit package detail please visit https://uclgaspac2018.surabaya.go.id/technicalvisit)

MOBILE PHONES

Mobile cellular phones must be turned off or switched to silent mode when the sessions are on-going

NO SMOKING POLICY

Smoking is prohibited in all business sessions, conference meals and evening socials

MEDICAL FACILITIES

Located at Executive Meeting Room 3 of Dyandra Convention Center.

INTERNET FACILITIES

Internet Facilities available during the Congress

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