Preliminary Timeline - GEOFUTURE 2012
SEPTEMBER 2012:
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Wed 26/9 : Registration Opened (close Fri 16 Nov)
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Wed 26/9 : 1st Call for Abstracts (submission d-line strictly 19 October) - TITLES for Abstracts uploaded, done - closed
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Thurs 27/9 : SA Mentors Flight bookings finalised - itinerary, medical travel insurance proof issued by travel agency upon booking : required for Visa Applications (Visa Fee R650 approx; Service Fee R82; Courier Fee R150, ALL for Inkaba's Account; Passports : Own Account)
OCTOBER 2012:
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Wed 3/10 : SA Students Flight bookings closed
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Fri 5/10 : Registration for SA delegates on Inkaba budget closed (but have to be updated regularly as confirmations become available until Fri 16/11)
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Sun 7/10 : D-line : block booking Accommodation in Hotel Mercure (staff/mentors), Jugendherberge (students) - excess rooms not booked back into pool (OFFICE: captured via Registration Form) - done
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Mon 8/10 : 2nd Call for Abstracts - d-line 19 Oct - closed
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Wed 10/10 : SA, Germany Students: (1) 2012 Student Poster finalisation (pics required ALL students) - done (2) Short Bio + pic (as per online template) d-line for GEOFUTURE.2012 : Presenters / Speakers handout (3) SA's scanned Passport copies uploaded online - LINK
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Fri 12/10 : approx. d-line to do Visa Applications and Appointments by this date (in person : Embassy Pretoria, Consulate Cape Town only - Visa Application Form, guidelines and appointments made online: http://www.southafrica.diplo.de/Vertretung/suedafrika/en/03__RK/1__Visa__short/Official__Visit__Visa.html) - done
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Fri 19/10 : D-line 1-pp Abstract Submission closed (strictly) - if received after 19 October, it will be excluded from the Abstract Book
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Short Bio + Pic of ALL OTHER presenters/speakers to be submitted as per online template - for GEOFUTURE.2012 Presenters/Speakers handout
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Sat 20/10 : (OFFICE : Passenger Name Lists to international airlines (domestic flights for SA's from CPT, PE, BFN, DBN to be finalised)) - done
NOVEMBER 2012:
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Sun 4/11 : may add more flight bookings up to 4/11, no special rates - normal/ full rates to apply, and subject to availability. Difference in costs with original quoted group rate for traveller's own account - closed
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Sun 11/11 : d-line Name Lists - Hotel Mercure - done
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Fri 16/11 : SA's Visa scans to be uploaded online, and mail to travel agent separately: lynette.day@renniestravel.com
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Fri 16/11 : Registration Close (Registration Forms can still be updated afterwards with most recent receipt of vital information by using this link: http://indico.saip.org.za/conference Display. py? confId=27)
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Tue 20/11 : complete presentations (oral, posters ppts) and printed posters uploaded for use by WS9 technical assistance team
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Tue 20/11 : airline tickets to be issued at the latest 20/11: DELEGATES - urgently update travel arrangements on Registration Forms - Very NB: transfers from Berlin-Tegel to Potsdam need to be booked. Make sure to indicate Date; Time of Arrival; Flight No for hosts, shuttles at Berlin airport (OFFICE: to be paid in full)
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Sat 24/11 : SA's (non-breakaways) Depart ORT for Berlin - Make sure THAT (1) presentations (oral, posters, ppt's) are on memory sticks (2) posters are properly identified and protected for long flight (hand luggage) (3) vital mobile numbers of workshop organisers saved on your mobiles: Elronah Smit, Inkaba +27 82 969 3319 (sms' only) / Dr Robert Trumbull, GFZ +49 163 445 3011
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Sun 25/11 : Major SA group arrive Berlin-Tegel Airport (left SA Sat 24/11) as per Arrival details recorded on Registration Forms : Time, Flight No (for transfers from Berlin > Potsdam, approx. 1 hour)
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Sat 1/12 : by 10:00 latest - checkout, settle additional costs at Mercure/Jugendherberge. Major SA group depart Berlin-Tegel Airport for SA ORT - arrive Sun 2/12 as per Departure details recorded on Registration Forms : Time, Flight No
DECEMBER 2012:
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Mon 3/12 : ALL SA's - TO submit online Feedback Report on 9th Workshop.2012 attended in Germany, as required by NRF - and, required for Inkaba yeAfrica Year End Report.2012 to DST and NRF - LINK (template on 1st webpage : OVERVIEW - Material: Templates)
