General booking process information
Depending to which participants’ group you belong to, the hotel and travel booking process varies. Please check the eligibility table, showing each affiliate's eligibility status, group belonging and the respective booking process.
Travel and hotel bookings will be managed as follows:
- Group 1: Representatives of chapters, thematic organizations and user groups with an annual plan grant (APG). Participants from this group have to arrange and pay for their travel and accommodation individually.
- Group 2: Representatives of chapters, thematic organizations and user groups which don’t receive funding via an annual plan grant (APG). WMF travel department will arrange the travel and WMDE will do the hotel booking based on the information provided in the registration form.
- Group 3: Representatives of the WMF board, FDC, AffCom or WMF staff. Travel and accommodation for this group will be organized by WMF travel department based on the information provided in the registration form.
Hotel booking information
WMDE has blocked a high number of rooms at the hotel Motel One Potsdamer Platz to accommodate everyone under the same roof. For all conference participants the earliest arrival date is Thursday, April 21, latest departure date is Monday, April 25, 2016. Further rooms as of Tuesday, April 19, have been reserved for the participants of the pre-conference workshops.
The following room types are reserved for group 1, which have to book and pay their hotel individually.
- Single room: 88,50 € per room/night
- Double room: 113 € per room/night (56,50 € per person)
All rooms include Wifi and breakfast and have their own bathroom.
- Booking deadline:
The deadline for booking your hotel room is Friday, March 4, 2016. Rooms are only blocked until that date. We cannot guarantee any availability after this deadline.
- Booking form:
Please use only the WMCON16-specific hotel booking form.
- Cancellation deadline:
Please note that free cancellation of individually booked rooms is only possible until three days prior to your arrival. Cancellations made after that will be invoiced for 90 % of the room price (excluding breakfast), if resale is not possible.
Based on the accommodation needs that are provided in the registration forms, WMDE will arrange the hotel room booking for group 2. All rooms include Wifi and breakfast and have their own bathroom.
As accommodation is funded by a grant for this group and we are trying to keep expenses down, please be aware that you will need to share a double room. The rooms are all equipped with a double bed with two single mattresses and separate blankets (no twin beds). If you do not feel comfortable sharing a double bed, please indicate your reasons (especially disability requirements) in the comment field on accommodation in the registration form.
In the registration form, you can name a person you would like to share the double room with. We will try our best to fulfill your wish. Please note that preference is given to those persons that have matching arrival and departure dates due to cost efficiencies.
Based on the accommodation needs stated in the registration form of group 3 participants, WMF’s travel department will book and pay the hotel rooms. All rooms include Wifi and breakfast and have their own bathroom.
Travel booking information
As the expenses related to WMCON16 are covered via the annual plan grant (APG), participants of group 1 will need to book and pay for their own travel.
Group 2 and 3
The travel department of the WMF will assist group 2 and 3 with their travel booking. The information given in the registration form will serve WMF to propose and send a travel plan. Please make sure to confirm this travel plan within 24 hours. Only then, the actual flight ticket is booked.
If you are in need of a visa, please note that WMF will only book your flight after the notification of your successful visa completion. For this reason, it is crucial that you inform the travel department that the visa is approved and you accept the proposed travel plan, which has been sent to you after your registration.
If you have chosen a bus or train as travel means, the WMF travel department will also contact you with further instructions on how to proceed.