FAQ - Logistics speakers at FARM conference - January 28, 2025

The FARM Foundation applies the following rules for the travel of speakers:

• Train: second class travel
• Plane: economy class travel on scheduled airlines

To optimize costs, we favor tickets with strong constraints (modification or cancellation impossible or with high fees).

Your FARM representative will send you a proposed itinerary for approval before any final booking. We thank you for carefully reading the proposed conditions (times, airline, length of any stopover, etc.) before giving your approval.

The FARM Foundation takes care of bookings so you don't have to pay upfront. However, you can make your own train or plane reservations if that's more convenient for you. In this case, you should send an email to conference@fondation-farm.org proof of purchase in order to obtain reimbursement of expenses incurred.

1. Make your reservation in accordance with the FARM Foundation travel policy (economy class for air travel, second class for train travel).
2. Carefully keep all proof of purchase (invoices, electronic tickets)
3. After your trip, send your refund request by email to: conference@fondationfarm.org including:

• the summary form of expenses incurred
• scanned proof of purchase of these costs (make sure they are legible)
• your bank details

The refund will be made by bank transfer within 15 working days after receipt of your complete request.

Deadline to submit your refund requests : February 15, 2025

Special cases of costs incurred in a currency other than the euro / costs incurred by a participant whose bank account currency is other than the euro

Reimbursement will be made in cash in euros on the day of your arrival for the conference.

In order to prepare for reimbursement, please send your supporting documents or at least an estimate of the amount of expenses to be reimbursed to you by January 26 at the latest.

Luggage : one piece of cabin baggage is included in your reservation.

No additional baggage is provided or reimbursed by the Foundation.

Visa fees : the costs associated with obtaining the visa required for your participation are fully reimbursed.

Repatriation insurance : if you wish to take out travel/repatriation insurance, the costs will be reimbursed upon presentation of supporting documents.

Taxi : Taxi transfers are reimbursed only for journeys between the airport/train station and the hotel.

You have two options:

1. FARM can organize your transfer: indicate this in the logistics form that will be sent to you.
2. You can take a taxi yourself and request reimbursement by keeping the receipt. Make sure to clearly state the departure and arrival points on the receipt(s).

For any other costs not mentioned here, please contact your FARM representative before incurring the expense.

Taxi or private hire vehicle fares for your travel within Paris are not covered or reimbursed. We recommend that you use public transport, which is more economical and efficient for your trips within the city.

Yes, the FARM Foundation will consider your loyalty programs when booking flights and trains. We will make every effort to ensure you receive your benefits while respecting our travel policy.

In the logistics form, mention your loyalty programs and membership numbers in the “Your loyalty programs” section.

Important point :

The use of your loyalty programs must not result in additional costs for the FARM Foundation.

In order to optimize costs, upgrading is only possible if it does not result in no additional cost for the FARM Foundation. It remains subject to the availability of seats in higher class at the time of booking.

If you would like an upgrade, please indicate this in the "Remarks/Comments" field on the logistics form. We will review the feasibility of your request.

Yes. However, please note that FARM Foundation support is limited to two nights in a hotel (the night of January 27 and 28, 2025).

If you wish to extend your stay, the additional nights will be at your expense.

Indicative rate of the TOO HOTEL where you will be staying: €248.13 per night (breakfast included), to be paid on site.

If you do not wish to extend your stay at the TOO HOTEL and wish to find other accommodation on your own, please indicate in the logistics form as your departure date from the hotel "January 28, 2025".

Repatriation insurance protects you in the event of an accident or illness occurring abroad if your health requires evacuation.

However, before purchasing one specifically for the FARM conference, check your existing coverage: you may already be covered by your credit card, home insurance, or professional insurance.

In addition, nationals of certain foreign countries (list to consult here) who wish to travel to the Schengen Area must apply for a visa from the European country they plan to visit. To obtain a Schengen visa, travel insurance, which covers repatriation costs and emergency medical expenses for a minimum amount of €30,000, is mandatory.

No, we let each participant choose their insurer and define the level of coverage they need.

For participants traveling on a long-haul journey (flight lasting more than 6 hours), early arrival on January 26, 2025 is permitted. The FARM Foundation will cover the additional hotel night associated with this early arrival.

The annual conference is a highlight of the FARM Foundation, which mobilizes significant human and financial resources given the size of our structure.

Your participation is essential to its success. We strongly encourage you to do everything possible to honor your commitment.

If cancellation of your participation is unavoidable for compelling reasons, we ask that you inform us as soon as possible to minimize the impact on our organization.

Important point :

If you booked your train or plane tickets yourself, we are unfortunately unable to reimburse you for these expenses.

Only expenses related to journeys made can be reimbursed.

Which hotel will I be staying in?

You will be accommodated in single room At

TOO Hotel****

65 Rue Bruneseau, 75013 Paris

Access :

Metro line 14: Bibliothèque François Mitterrand, approximately 760 meters away

Tram T3A: Avenue de France, 210 meters away. The best way to get to the conference venue is: Cité internationale Universitaire de Paris (7 stops, 14 minutes)

Contact details :

– Telephone: +33 (0)1 78 90 79 90

– Email: contact@toohotel.com

The FARM Foundation covers a maximum of 2 nights: the nights of 01/27 and 01/28/2025

For long-haul flights (+6 hours): possibility of an additional night on 01/26/2025

Extension of stay (at your expense) :

• At the TOO Hotel: approximately €248.13/night with breakfast (indicative rate, non-contractual, subject to change)
• Or in the establishment of your choice

Yes, it is possible to stay in a double room. However, please note that:

• This request is outside of our standard travel policy and will incur additional charges.
• the difference in cost (€31/night) will be re-invoiced to you.

If you would like a double room, please mention this in the “comments/requests” field of the logistics form.

Breakfast is included in your reservation at the TOO Hotel. You also have:

• free Wi-Fi access throughout the property.
• access to facilities such as the sauna and outdoor jacuzzi (fees apply for treatments).
• access to the fitness room

For more details on additional services and their possible costs, we recommend that you consult the website of the hotel .

Yes, you can extend, at your expense, your stay at the TOO Hotel.

Indicative price : €248.13 per night, breakfast included. This rate is subject to change without notice by the hotel and must be paid on site.

If you wish to extend your stay at TOO HOTEL, please indicate your preferred departure date in the logistics form.

We chose the TOO Hotel for its quality and proximity to the conference venue, just a 15-minute tram ride away (direct). This selection allows us to ensure an optimal experience for all speakers.

By centralizing all participants in the same establishment, we facilitate logistics, particularly for transfers between the airport and the hotel as well as for accompaniment to the dinner location on January 27.

We are confident that you will appreciate the comfort and services offered by this 4-star establishment.

It is possible to bring a companion. However, you will be charged a supplement of €31 per night for a double room.

We leave it to you to book the plane or train tickets for the person who will accompany you.

If you would like to come with someone, please specify this in the “comments/requests” field of the logistics form.

Important :

Please note that your companion will not be able to participate in the dinner organized for the speakers.

The need for a visa depends on your nationality:

• Nationals of the European Union, the European Economic Area or Switzerland: no visa required.
• Other nationalities: some countries are visa-exempt for short stays, others require a Schengen visa.

To check your personal situation, visit the website France-Visas.

The FARM Foundation will assist you with your visa application by providing you with an official invitation letter detailing:

• The purpose of your visit
• The dates of the event
• Your role as a speaker
• Coverage of your costs related to participation in the conference

If repatriation insurance is required for your visa application, we will reimburse you for the associated costs upon presentation of supporting documentation.

Please do not hesitate to contact us for any further assistance in your visa application process.

Yes, visa fees are reimbursed by the FARM Foundation upon presentation of proof.

After your trip, send your refund request by email to: conference@fondationfarm.org including:

• the summary form of expenses incurred
• scanned proof of purchase of these costs (make sure they are legible)
• your bank details

The refund will be made by bank transfer within 15 working days after receipt of your complete request.

Special cases of costs incurred in a currency other than the euro / costs incurred by a participant whose bank account currency is other than the euro

Reimbursement will be made in cash in euros on the day of your arrival for the conference.

In order to prepare for reimbursement, please send your supporting documents or at least an estimate of the amount of expenses to be reimbursed to you by January 26 at the latest.

There are currently no specific health requirements for entering France.

To obtain the most recent and official information on health conditions for entry into France, we recommend that you regularly consult the website of the Ministry for Europe and Foreign Affairs, “Coming to France” section.

• Breakfasts: included in your hotel room reservation
• Dinner organized by the FARM Foundation on January 27
• Lunch on the day of the conference: catered buffet provided

To best meet your needs, please specify your dietary restrictions in the "January 27th Dinner" section of the logistics form. The FARM Foundation will make every effort to offer alternatives tailored to your diet. While we cannot guarantee a perfect match for all diets, we will endeavor to find satisfactory solutions.

The January 27th dinner is an opportunity to meet other stakeholders and members of the FARM Foundation's governing body. It will be a convivial dinner. We recommend that you choose an outfit that is both elegant and casual to blend in with the event. Formal evening attire is not required.

The dinner is reserved exclusively for speakers and members of the FARM Foundation's governing board. We cannot make exceptions to this rule.

Your main contact for any logistical questions is:

Katia RAZAFINDRAMAVO

Email: katia.razafindramavo@fondation-farm.org

Phone / WhatsApp: +33 7 67 53 31 68