Practicle Information

 

 1. FLIGHT INFORMATION

 

As the flights to and from Svalbard at the time of the Ny-Ålesund Symposium are at the peak tourist season, the Symposium Secretariat has prebooked some flight seats as follows:

 

 

Carrier: SAS – Scandinavian Airlines (SK)
Monday 21 May, 2011	Departure Oslo at 09:55  Flight SK4414	Arrival Longyearbyen at 14:00
Wednesday 23 May, 2011	Departure Longyearbyen at 14:45 Flight SK 4425	Arrival Oslo at 19:00.

 

By accepting the invitation we have automatically reserved a seat for you at the flight from Oslo to Longyearbyen Monday 21 May and flight back to Oslo on Wednesday 23 May. The tickets will be sent to you by email approx. 2 weeks prior to departure.
If you would like to make other arrangement for the journey, please let us know as soon as possible. Please send a message to secretariatnyaalesund@cicero.uio.no.

If you arrive in Oslo on an international flight you will have to collect your baggage, take it through customs at Oslo Airport, and check in again for Longyearbyen in the departure hall. This also applies for same day connections even if your baggage is tagged through to Longyearbyen.

 

If you should choose another arrival date, you are kindly asked to inform the Secretariat.

 

The participants will be automatically booked for the flights between Longyearbyen –  Ny-Ålesund and return by the Secretariat. There will be 3-4 departures and returns due to small aircrafts. The flight schedules are as follows:

 

Monday 21 May, 2011	Departure Longyearbyen at approx. 14:30, 15.30, 16.00 and 16:30	Arrival Ny-Ålesund at approx. 15:00, 16.00, 16.30 and 17:00
Wednesday 23 May, 2011	Departure Ny-Ålesund, 4 flights, at approx. 11:30, 12:00, 13:00 and 13.30	Arrival Longyearbyen from approx. 12:00, 12.30, 13.30 and 14.00.

 

No ticket will be issued for this portion – check-in will be done based on a name list provided  to the airline by the Secretariat and Kings Bay AS.

 

2. HOTEL

If you need to stay overnight in Oslo/Gardermoen Airport, the Ny-Ålesund Symposium Secretariat can assist you in booking a hotel.

 

Hotel accommodation in Ny-Ålesund has been arranged for the participants. Ny-Ålesund is a remote international research station, so the standard is quite modest. You may have to share rooms with other participants, and some will have to stay overnight at the M/S Nordsyssel (the vessel of the Governor of Svalbard).

 

3. PAYMENT (Information for delegates)

The conference fee will be €1400 / $1800. The amount will be invoiced in NOK(Norwegian Kroner). This covers all expenses related to the conference, including accommodation at Ny-Ålesund, full board and all transport within Svalbard. This amount does not include air transport between mainland Norway and Longyearbyen.

An additional NOK 4720 (equal to approx. €612 / $814 per December 2011) for the flight ticket from Oslo to Longyearbyen on May 21 and for the return flight on May 23, will be added. Immediatly after the meeting Kings Bay AS will send you an invoice.

4. VISA

If you need a visa to Norway, please inform the Ny-Ålesund Symposium Secretariat.

5. WORKING LANGUAGE

The Symposium language will be English.

 

6. PRESENTATIONS AND SHORT CV

If you are preparing a powerpoint presentation, you are kindly asked to submit this to the Ny-Ålesund Symposium Secretariat in advance and preferably before May 18th (Friday).

 

The Secretariat would also like to receive a short CV from the participants for the Symposium programme. Deadline: April 16th.

 

7. CONTACT INFORMATION DURING THE SYMPOSIUM

Due to the scientific activites, Ny-Ålesund is a cell phone free zone. Regular tele-communication is available for participants during the Symposium. Personal lap-tops can easily be connected to the internet.

 

Below please find the phone, fax and e-mail address of the local Secretariat at

Kings Bay AS:

 

Phone: +47 79 02 72 00

Fax:       +47 79 02 72 01

e-mail: konsulent@kingsbay.no

Contactperson: Ms. Torunn Flesjø

 

 8. CLOTHING AND PACKING

 The dress code for the meeting is informal (no tie required).

 

End of May and beginning of June is the start of the summer in Svalbard, but the weather can be rather chilly this far north. The average temperature for this time of year is 2°C/32F. You are advised to bring a windproof and water-resistant jacket, warm boots and warm clothing, including a sweater, woollen cap, scarf and gloves. Please bring shoes for indoor use as well.

You are kindly asked to travel light due to limited space and capacity on the flights between Longyearbyen and Ny-Ålesund. The flight between Longyearbyen – Ny-Ålesund (and return) are carried out  by helicopters and small aircraft.

9. DIETARY REQUIREMENTS

If you have any special dietary requirements, please inform the Ny-Ålesund Secretariat.

 

10. CURRENCY

The local currency is Norwegian Kroner (NOK). The value of NOK is currently approximately USD-NOK 5.85 and EUR-NOK 7.90.

 

The following credit cards are accepted in Ny-Ålesund: VISA, Eurocard, Mastercard, Maestro and Diners. In addition, there are cash machines at Oslo Airport/Gardermoen.

 

11. THE NY-ÅLESUND SYMPOSIUM SECRETARIAT:

Center for International Climate and Environmental Research (CICERO) Contact person: Erik Tollefsen (Adviser at CICERO) P.O. BOX 1129, N-0318 OSLO, NORWAY PHONE: +47 22 85 85 62 CELL PHONE: + 47 90 85 49 63 FAX +47 22 85 87 51 e-mail: erik.tollefsen@cicero.io.no or secretariatnyaalesund@cicero.uio.no www.ny-aalesundsymposium.no www.kingsbay.no

 

Last updated: Dec 12, 2011