WTIS 2015 - Practical information

Please register now.

In addition to their registration for WTIS-15, participants are requested to submit a “Participant Information Form” with the exact information on their flight number, their arrival and departure time, the name of the hotel where they will stay, and the choice of social events they wish to attend. It is important to provide this information in order to be able to take free shuttle buses from the airport to the Official Hotel and the other recommended hotels provided below, and to join in the social events, including an exciting excursion programme.

Download the Participant Information Form (Annex A) (word format).

The completed form must be sent no later than 26 October 2015 to: sec-wtis-15@ituaj.jp

3. SECURITY AND ACCESS TO THE PREMISES

Access to the official premises within the venue will be strictly limited to people wearing an identity badge.  After successful completion of your registration, your identity badge will be available at the registration desk at the event venue.

Photo requirements for badges:
According to ITU security requirements, all participants must wear a badge with photo at all times while on the event premises.

In order to receive your badge with your photo on it, please make sure that you send your photo to BDTMeetingsRegistration@itu.int

Regarding the detailed requirements of the photo, please see further information described in the “Confirmation of Registration”.

4. SOCIAL EVENTS

Don’t miss out on the exciting programme of social events below.

Sunday, 29 November 2015
  14:00  Peace programme (Pre-registration only)
             Visit to A-bomb Dome and Peace Memorial Park (World Heritage site)
              Please see the Peace programme page (pdf format).
              Pre-registration only (please fill the Participant Information Form (word format))
  19:00  “Hiroshima Soiree” (at Grand Prince Hotel)
             Official reception hosted by Hiroshima Prefecture, Hiroshima City and MIC

Monday, 30 November 2015
  19:00  ITU 150th Anniversary Soiree”
             Dinner reception at the Grand Prince Hotel

Wednesday, 2 December 2015
  14:45 Excursion
            Visit to Miyajima and Itsukushima Shrine (World Heritage site)
            Please see the Excursion page (pdf format).
            Pre-registration only (please fill the Participant Information Form (word format))
  19:00 Closing event
            At Takanobashi Shopping Arcade in the city of Hiroshima
            Please see the Closing event page (pdf format).
            Pre-registration only (please fill the Participant Information Form (word format))

5. ACCOMMODATION

Grand Prince Hotel Hiroshima (the Official Hotel)

Special rates are offered to participants at the Grand Prince Hotel Hiroshima (the Official Hotel for WTIS-15) as shown in the table below. 

Participants are requested to book their own accommodation directly through the reservation link with the access code below in order to obtain the special rates. When checking in, participants may be required to show their “Confirmation of Registration” from ITU as proof that they have come to attend WTIS-15.

Reservation link: http://www.princehotels.com/en/hiroshima/
Access code: WTIS2015

Check-in time: 2 p.m. Check-out time: 11 a.m.
The above rates include breakfast/service charge (10%) and consumption tax (8%).
Cancellation charges: No show: 100%. On accommodation day: 80%.                            
One day prior to accommodation day: 20%.
Nine days prior to accommodation day: 10%.

Other recommended hotels close to Japan Railways (JR) Hiroshima Station

Participants are requested to book their own accommodation directly through the reservation link or through the e-mail address indicated in the table below in order to obtain special rates. When checking in, participants may be required to show their “Confirmation of Registration” from ITU as proof that they have come to attend WTIS-15.

6. TRAVEL ARRANGEMENTS AND TRANSPORTATION

Participants are requested to make their own travel arrangements to Japan.

There are international flights directly to Hiroshima Airport from Asian cities, such as Seoul, Dalian, Beijing, Shanghai, and Chengdu. Since those direct routes are limited, it is recommended to take an international flight to Tokyo (Haneda) International Airport if available for your easier access to Hiroshima.

7. ACCESS TO HIROSHIMA

Click here to download the pdf format.

                    
1) Via Tokyo (Haneda) International Airport
From Tokyo (Haneda) International Airport, you need to change to a domestic flight to Hiroshima. Domestic flight schedules between Haneda and Hiroshima are as follows:

The information on how to transfer to the domestic flights at Haneda Airport is available at the following website http://www.haneda-airport.jp/inter/en/dept/int_dms.html

Please note that, when participants change to a domestic flight at Haneda Airport, participants must pick up their checked luggage when arriving at the international terminal and check it in again at the domestic terminal.

2) Via Tokyo (Narita) International Airport
From Tokyo (Narita) International Airport, you need to take an airport limousine bus to Haneda Airport (Terminal 1 or 2) and take a domestic flight to Hiroshima Airport.

The information on how to transfer from the international terminal of Narita Airport to the domestic terminal of Haneda Airport is available at the following at  http://www.narita-airport.jp/en/access/haneda/index.html
An Airport limousine bus between Narita and Haneda is available every 15 to 20 minutes (Haneda:  Terminal 1 for JAL, Terminal 2 for ANA).

Please note that, when you take a domestic flight from Haneda Airport, you must pick up your checked luggage when arriving at Narita international terminal and check it in again at Haneda domestic terminal.

3) Via Fukuoka International Airport
From Fukuoka International Airport, you need to take a free shuttle bus to the domestic terminal, and change to a Subway Airport Line to JR Hakata Station (5 minutes). From JR Hakata Station, you need to take JR Sanyo Shinkansen (bullet train) to JR Hiroshima Station (approximately 1 hour). 

The information on how to get from Fukuoka Airport to JR Hakata Station is available at
http://www.fuk-ab.co.jp/english/access.html

4) Via Kansai International Airport
From Kansai International Airport, you need to take the JR Airport Express “HARUKA” to JR Shin-Osaka Station (50 minutes), and change to the JR Sanyo Shinkansen (bullet train) to JR Hiroshima Station (approximately 2.5 to 3 hours). 

8. SHUTTLE SERVICES

1) From Hiroshima Airport to the Grand Prince Hotel
A WTIS-15 WELCOME DESK will be located in the arrival hall of the Hiroshima Airport from 27 to 30 November (until 12 p.m.). WTIS-15 local staff wearing green jackets will welcome you and accompany you to the shuttle service. Look out too for the 150th Anniversary roll-up in blue and white.

On 27, 28, 29 and 30 November (morning only): A free shuttle bus service between the Airport and the Grand Prince Hotel Hiroshima and Japan Railway (JR) Hiroshima Station will be provided according to the time table shown in Attachment 1 (pdf format).

For participants staying at the Sheraton Hotel, Hotel Granvia and Green Rich Hotel, please note that free shuttle buses will stop at JR Hiroshima Station from where you can easily access your hotel. These buses will then continue to the Grand Prince Hotel Hiroshima.

For participants staying at other hotels in the city, kindly take public transport or a taxi from Hiroshima JR Station to your hotel.

2) From the Grand Prince Hotel/JR Hiroshima Station to Hiroshima Airport
3 December: A free shuttle bus service from the Grand Prince Hotel to the Airport via Hiroshima JR Station will be provided according to the time table shown in Attachment 1 (pdf format).

We recommend that participants depart from the Grand Prince Hotel 2.5 hours before the departure time of their domestic flight or 3 hours before the departure time of their international flight.

3) Free shuttle bus service between JR Hiroshima Station and the Grand Prince Hotel
From 28 November to 3 December, a free shuttle bus service will be provided between Hiroshima JR Station and the Grand Prince Hotel according to the time table shown in Attachment 2 (pdf format). Kindly check the time table carefully, as the schedule may slightly vary from day to day.

Bus stops for the shuttle service at JR Hiroshima Station are shown in Attachment 3 (pdf format).

4) If you are scheduled to arrive or depart on a day other than the above mentioned dates, kindly contact the Local Secretariat (sec-wtis-15@ituaj.jp), who will be happy to assist with your transportation to the Airport or to JR Hiroshima Station.

9. VISA

Participants who require an entry visa to Japan must apply for a visa at a Japanese consulate or diplomatic mission in their respective country well in advance of their departure. Participants are also advised to contact their local travel agents or carriers. The consulate or embassy may take at least two weeks for visa processing. For more information, please visit the website of the Ministry of Foreign Affairs of Japan at http://www.mofa.go.jp/j_info/visit/visa/.

Please note that the VISA on ARRIVAL is NOT available at any airport in Japan.

Participants who need visa support letters for entering Japan are requested to duly complete this form
Application Form for Visa Support Letters (Annex B) and send it by e-mail  to the following contact point, together with a copy of the photograph page of their passport.

Contact: 
Mr Nobuo Hakata 
The ITU Association of Japan (local PCO for WTIS-15)
E-mail: wtis-15visa@ituaj.jp
Tel.:  +81 3 5357 7627

Kindly submit the form no later than 26 October 2015.

If the application form does not reach the local PCO’s office by this deadline, the PCO cannot guarantee that the visa support letters are sent back in time for the necessary process to acquire a visa to Japan.

Any visa-related enquiry should be sent to wtis-15visa@ituaj.jp

10. FOREIGN CURRENCY AND BANKING

Under Japanese law, cash and securities exceeding 1,000,000 JPY (or its equivalent in other currencies) carried by any person entering or leaving the customs border of Japan shall be declared at a Customs Office. Failure to make such a declaration or making any false declaration to a Customs Officer can be subject to a penalty or confiscation of the undeclared amount.

For more details, please see http://www.customs.go.jp/english/c-answer_e/keitaibetsuso/7305_e.htm

Opening hours: 

     Banks: 09:00 -15:00 (Monday to Friday, except national holidays)
     Bank ATM: 08:45 - 19:00 (Everyday)
     *Operating hours vary ATM by ATM.

     Convenience Store “Seven-Eleven Store”:  In-store ATM 24/24
     Hiroshima Bank at Hiroshima Airport:  07:30 - 15:00 (Monday to Friday)
     Travelex (at Hiroshima Airport): 06:45 - 15:00; 20:00 - 21:00 (every day)
    
     For reference, foreign exchange rates (Spot rate T.T.S as at 24 July 2015) were as follows
     USD = JPY 125.02
     EURO = JPY 137.84
     CNY = JPY 20.26
 

11. CLIMATE

Hiroshima city area can be classified as temperate humid climate. In November and December, average low temperature is around 6°c, while average high temperature is around 15°c.
Warm clothing is highly recommended when going out.

12. ELECTRICAL APPLIANCES

100 V AC, 60Hz
Participants may need an adaptor for electric appliances.

13. CONTACT

For general information please contact:

Mr Yuzo Mori
The ITU Association of Japan (the local PCO for WTIS-15)
E-mail: sec-wtis-15@ituaj.jp
Tel: +81 3 5357 7619