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Teema: GROW-045: Invitation to the 40th Meeting of the RCD ADCO Group / 5-6 November 2019 / Helsinki, Finland Manused: image001.gif; image002.gif; Guide for ADCO Members.pdf; Expense_Note.xlsx Saatja: RCD <[email protected]> Saatmisaeg: esmaspäev, 5. august 2019 10:48 Teema: GROW-045: Invitation to the 40th Meeting of the RCD ADCO Group / 5-6 November 2019 / Helsinki, Finland Dear RCD ADCO Members, On behalf of Mr. Kimmo Patrakka – Chair of the RCD ADCO Group, we are pleased to invite you to the 40th Meeting of the RCD ADCO Group, that will take place on 5 and 6 November 2019 in Helsinki, Finland. VENUE Klaus K Hotel Address: Bulevardi 2-4, 00120 Helsinki, Finland Meeting will be held in English. To confirm your participation and arrange the logistics due time, we shall be very grateful if you could fill in at your earliest convenience but no later than Monday 14 October 2019 the following online registration form by clicking here. More details regarding the collection and use of your personal data, could be found through the following link http://www.ibf.be/Pages/PrivacyPolicy. For your information, please find attached the Practical guide for ADCO members that we highly recommend to read carefully whereas it includes the new rules applicable for any ADCO Meeting as from 15 October 2018 on. As you well know, according to this procedure, travel and accommodation of one participant per EU Member State and EEA-EFTA Countries (+ the Chair and her/his designated assistant) are reimbursed by the European Commission through the Administrative Secretariat. TRAVEL If requested in the registration form, travel can be organised by IBF for all sponsored participants. The sponsored participants can also book their own flights within the budget limit allocated for travel expenses (750 EUR). ACCOMMODATION  Please note that IBF has secured a block-booking for accommodation of all sponsored participants at Klaus K Hotel until 14 October 2019. After this date, all the rooms/nights not reserved in advance will be released. The negotiated rate for a single room is € 154.00 breakfast and all the taxes included. BOOKING PROCEDURE Please use this individual reservation link to book your accommodation. For sponsored-participants (one representative from each Member State and EEA-EFTA Countries + the Chair and her/his designated assistant) IBF covers the cost for one night at the hotel (the night of 05/11 to 06/11). However your full stay (including non-sponsored nights) has to be confirmed by you via individual reservation link. All non-sponsored nights, will be paid by participants directly to the hotel. The non-sponsored participants willing to stay at Klaus K Hotel, can book their accommodation directly to the hotel. Please contact Ms. Janni Laatikainen; e-mail: [email protected] ; tel.: + 358 20 770 4700. Looking forward to hearing from you, we remain at your disposal. Yours sincerely, Vadim Vadim Grecu Event Organiser Events Management Unit IBF International Consulting Avenue Louise 209 A, 1050 Brussels, Belgium Before printing, Tel: +32 2 786 58 53 | Internal : 7013 | Fax: + 32 2 644 35 94 think about the www.ibf.be environment. Management of the Administrative Secretariat of the “Coordination groups for Administrative Co-operation on Market Surveillance Practical Guide for ADCO Members Travel and accommodation for 1 night of one participant per Member State or EEA- EFTA country are reimbursed by the European Commission, through the Administrative Secretariat. 1. Travel Expenses Financed participants can be reimbursed for their costs up to 750 EUR per journey. The journey corresponds to a return international travel in economy class (Air, Rail, Boat) and the related local transport Home/Airport or Train Station/Home, Airport or Train Station/Hotel or Venue/Airport or Train Station). 1) Air travel / Flight: A round trip ticket in economy class, on the basis of the shortest and most economical fare available at the moment of the invitation, from and to the same city, at the dates of the meeting. 2) Train: Train/Rail ticket(s) on the basis of the shortest and most economical route in 1st class rail, at the dates of the meeting. 3) Car: The cost of travel by private car is reimbursed at the same rate as the 1st class rail ticket (on the basis of a statement of our travel agency for a train ticket at the dates of the meeting). If the route is not served by train, the cost of travel by private car is reimbursed at the rate of 0,22 EUR per km. Travel costs reimbursement will be transferred to the financed participant’s bank account after the event upon receipt of your expense note (template attached) and required supporting documents (see below Point “Reimbursement formalities”). Travel arrangements booked by IBF The financed participants requiring IBF’s support with travel arrangements can indicate their travel requirements via an online registration form. IBF team will then contact participants with one within standard flight/train proposal based on the economically most advantageous travel option, with respect to the regulations set by the European Commission. In case no within standard option can be proposed, the least out of standard option available will be proposed. E-ticket will be issued and sent to the financed participants after receipt of their written confirmation. Please note that low-cost airline tickets cannot be booked by IBF. The travel arranged by IBF will be reimbursed up to 750 € per journey per financed participant. 5.3 Local travel linked to international travel The costs of local transport (Home/Airport or Train Station/Home, Airport o Train Station/Hotel or Venue/Airport or Train Station) are to be included in the maximum amount of 750 € per journey per financed participants. 1  Management of the Administrative Secretariat of the “Coordination groups for Administrative Co-operation on Market Surveillance Taxi fares linked to international travel may be reimbursed to the chairperson, the assistant and only one participant per Member State or EEA-EFTA country only in the following cases: 1) to and from the airport, if no public transport is available or if it is not served in accordance with the traveller's flight departure/arrival time; 2) for flights leaving before 8 a.m. and arriving before 8 a.m. or after 11 p.m.; 3) for trains leaving before 8 a.m. and arriving after 11 p.m. 2. Accommodation Arrangements Accommodation expenditures can be reimbursed to members of the group, only one participant per Member State or EEA-EFTA country and maximum one night. The accommodation expenses will be reimbursed up to the following maxima per visited country : DESTINATION Maximum price per night DESTINATION Maximum price per night Austria 130 € Italy 135 € Belgium 140 € Lettonia 145 € Bulgaria 169 € Lithuania 115 € Croatia 120 € Luxemburg 145 € Cyprus 145 € Malta 115 € Czech Republic 155 € Netherland 170 € Denmark 150 € Poland 145 € Estonia 110 € Portugal 120 € Finland 140 € Romania 170 € France 150 € Slovakia 125 € Germany 115 € Slovenia 110 € Greece 140 € Spain 125 € Hungary 150 € Sweden 160 € Ireland 150 € United Kingdom 175 € 3. Cancellation If you need to cancel your participation in this event, please let IBF know immediately so that any bookings held in your name can be cancelled. 4. Per Diem/Daily Subsistence Allowances No Per diem / daily subsistence allowance are foreseen under this contract. 5. Reimbursement formalities The eligible reimbursements will be done by bank transfer, after the meeting, within 30 calendar days of the receipt of the required mandatory documents: a) IBF Expense Note dully filled in (see attached) b) Signature of the participants’ list for each day of the meeting For Travel Expenses c) Original invoice of purchase or the copy of the e-ticket (mentioning the amount paid) 2  Management of the Administrative Secretariat of the “Coordination groups for Administrative Co-operation on Market Surveillance d) Copy of the flight or train schedule (or copy of your boarding passes) For Accommodation expenses e) Original invoice of the hotel The original documents will be collected during the meeting by the dedicated IBF Event Organiser or will have to be sent by post mail by the financed participants within 15 calendar days after the meeting. 3