GENERAL INFORMATION REGARDING AES’ 14TH MEETING, PARIS, MARCH 2012
MEETING VENUE
The 14th meeting of AES will take place at the Luxembourg Palace, seat of the Senate of the French Republic,
15, rue de Vaugirard
Paris (6ème arrondissement).
Access to free wifi Internet, telephone and fax will be available for the delegations in the Palace.
WELCOMING, REGISTRATION AND CONFERENCE BADGES
Delegations will be welcomed upon their arrival at the airport or train station on Thursday, 15th March. At their hotel (Lutetia or Concorde Montparnasse), participants will be given their conference badge, along with the documents and other information for the meeting. The delegations who are not accommodated in those hotels will be given the materials on Friday morning, at the Senate.
ACCOMMODATION
Every delegation organises its booking with the hotel chosen and pays for its accommodation.
The Senate has selected two hotels located in the centre of Paris, nearby the meeting venue, the Concorde Montparnasse hotel and the Lutetia hotel. If you choose one of those hotels, please
- for any question regarding accommodation, contact only the person whose contact is given in the registration form;
- please specify that you are coming for the "ASE 2012" meeting when booking.
This will allow you to benefit from the special arrangement the Senate has made with those hotels for the AES meeting. The booking and cancellation conditions are described below, for your information:
- For any cancellation between January, 30th and February, 29th, a one night cancellation fee will be charged; after February, 29th, there will be no refund.
- Besides the facilities of the hotels, the delegations will have free access to meeting rooms.
- Breakfast will be served in a salon, or a part of a salon, reserved for AES 2012.
Please be informed that the requests for reservation shall be submitted no later than 14th January 2012.
TRANSPORTATION
The French Senate will provide a shuttle service, by bus or car, for the duration of the session, from 15th to 17th March. Participants or delegations who are not staying in one of the two hotels suggested by the Senate (hotel Lutetia or hotel Concorde Montparnasse) will organise themselves their transportation.
Thursday 15th March
- Upon arrival at the airport or train station, the Senate offers to transfer delegations to their hotel (Concorde Montparnasse or Lutetia) ; please indicate your precise hour and place of arrival on the registration form.
- For the buffet dinner (8 pm – 10 pm), a shuttle service will be available.
Friday 16th March
- Transportation will be provided in the morning and in the late afternoon between the hotels Lutetia and Concorde Montparnasse, and the session venue.
Saturday 17th March
- Participants who wish to take part in the cultural program offered on Saturday morning will be transfered from their hotel to the Louvre Museum; lunch will be organised on the spot (Café Grand Louvre).
The Senate will NOT provide the transportation for:
- the free evening on Friday 16th March;
- Saturday afternoon, after lunch;
- the transfer of the participants back to the airport or train station after the session.
WORKING LANGUAGES
The official working languages are English and French. The Senate will provide French/English interpretation. If they wish to use any other language, the members of the delegation will have to organise the interpretation at their own expenses. For our information, please specify your working languages.
For the guided tour in the Louvre Museum, various languages can be offered, according to the number and the wishes of the participants.
ACCOMPANYING PERSONS
The persons accompanying the delegations’ members on private grounds will neither be allowed to participate in working sessions nor in the official lunch. They can take part in the welcoming cocktail on Thursday 15th March, in the visit of the Louvre Museum and in the lunch on Saturday 17th March. For those activities, as well as for the transfer from the airport/train station to the Concorde Montparnasse or Lutetia hotel, they will be offered the same shuttle services as those offered to the members of the official delegation.
CONTACT PERSONS FOR THE DELEGATIONS
For any question before the meeting, please send an email to ase2012@senat.fr, and mention the reference number given at the end of the registration process.
During their stay in Paris, delegations will have one contact person within the organisation staff.