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FAQ - Logistics for FARM 2025 conference speakers & panelists - January 28, 2025

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Transportation

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What is the FARM Foundation’s travel policy for conference speakers & panelists ?

The FARM Foundation adheres to the following travel guidelines for speakers & panelists :

  • Train travel: Second-class tickets
  • Air travel: Economy class on regular airlines

To optimize costs, we prioritize non-refundable or non-changeable tickets (or those with high change/cancellation fees).

Your FARM Foundation contact will send you an itinerary for your approval before making any final reservations. We kindly ask that you carefully review the proposed conditions (including schedules, airline, duration of any layovers, etc.) before giving your approval.

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Who is responsible for booking tickets (the FARM Foundation or myself) ?

The FARM Foundation handles all ticket bookings to prevent you from having to pay upfront. However, if you prefer to make your own train or flight reservations for your convenience, you are welcome to do so. In this case, please email your purchase receipts to conference@fondationfarm.org to be reimbursed for the expenses incurred.

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What is the reimbursement process if I book my own tickets ?

  1. Make your reservation in accordance with the FARM Foundation’s travel policy (economy class for flights, second class for trains).
  2. Carefully retain all purchase receipts (invoices, e-tickets).
  3. After your trip, send your reimbursement request by email to conference@fondationfarm.org, including:
  • The expense summary form
  • Scanned copies of all receipts (ensure they are legible)
  • Your bank details

Reimbursement will be made by bank transfer within 15 working days of receiving your complete request.

Deadline for submitting reimbursement requests : February 15, 2025

Special cases: Expenses incurred in a currency other than Euro / Expenses incurred by a speaker whose bank account currency is not Euro

Reimbursement will be made in cash (Euros) on the day of your arrival for the conference.

To prepare for the reimbursement, please send your receipts or at least an estimate of the amount to be reimbursed by January 26 at the latest.

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What is the policy regarding additional expenses ?

Lugage : a carry-on bag is included in your reservation. No additional baggage is provided or reimbursed by the Foundation.

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

Repatriation insurance : if you wish to purchase travel/repatriation insurance, the costs will be reimbursed upon presentation of receipts.

Taxi : taxi transfers are reimbursed only for journeys between the airport/train station and the hotel. You have two options:

  1. FARM can arrange your transfer : please 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. Be sure to clearly note the place of departure and arrival on the receipt(s).

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

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Can I use a taxi or rideshare service for my transportation within Paris ?

Taxi and rideshare expenses for your travel within Paris are not covered or reimbursed. We recommend using public transportation, which is more economical and efficient for getting around the city.

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Can I benefit from my loyalty programs for bookings made by FARM ?

Yes, the FARM Foundation will take your loyalty programs into account when making flight or train reservations. We will strive to ensure you benefit from your advantages while still adhering to our travel policy.

In the logistics form, please mention your loyalty programs and membership numbers in the “Comments / special requests” field.

Important note :

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

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Can I request an upgrade ?

In an effort to optimize costs, upgrades are only possible if they do not incur additional expenses for the FARM Foundation. Upgrades are subject to the availability of seats in higher classes at the time of booking.

If you wish to request an upgrade, please indicate this in the “Remarks / Comments” field of the logistics form. We will review the feasibility of your request.

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Can I combine this trip with a personal or professional visit ?

Yes. However, please note that the FARM Foundation will only cover 2 nights of hotel accommodation (the nights of January 27 and 28, 2025).

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

The indicative rate at the TOO HOTEL where you will be staying is € 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 prefer to arrange your own accommodation elsewhere, please indicate “January 28, 2025” as your hotel check-out date in the logistics form.

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Do I need to take out a repatriation insurance ?

Repatriation insurance protects you in case of accident or illness occurring abroad if your health condition requires evacuation.

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

Additionally, nationals of certain foreign countries (list available here) wishing to enter the Schengen area must apply for a visa from the European country they plan to visit. To obtain the Schengen visa, travel insurance covering repatriation and emergency medical expenses for a minimum amount of € 30,000 is mandatory.

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Does the FARM Foundation provide travel insurance ?

No, we allow each speaker to choose their own insurer and determine the level of coverage they need.

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For long-haul flights, can an early arrival be arranged ?

For participants undertaking a long-haul journey (flight duration exceeding 6 hours), an early arrival on January 26, 2025, is permitted.

The FARM Foundation will cover the additional hotel night associated with this early arrival.

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I need to cancel my participation in the FARM conference, and reservations have already been made. How does this work ?

The annual conference is a highlight for the FARM Foundation, mobilizing significant human and financial resources given the size of our organization. Your participation is essential to its success. We strongly encourage you to make every effort to honor your commitment.

If cancelling your participation is unavoidable due to compelling reasons, please inform us as soon as possible to minimize the impact on our organization.

Important note :

If you have booked your train or plane tickets on your own, we regrettably cannot reimburse these expenses.

Only expenses related to journeys actually taken are eligible for reimbursement.

 

Accomodation

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Which hotel will I be staying at ?

You will be accommodated in a single room at

TOO Hôtel****

65 Rue Bruneseau, 75013 Paris

 

Access :

– Metro Line 14 : Bibliothèque François Mitterrand, approximately 760 meters away

– Tram T3A : Avenue de France, 210 meters away. This is the preferred option to reach the conference venue: Cité internationale Universitaire de Paris (7 stops, 14 minutes)

Contact Information :

  • Phone: +33 (0)1 78 90 79 90
  • Email: contact@toohotel.com
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How many nights are covered by the FARM Foundation ?

The FARM Foundation covers a maximum of 2 nights: January 27 and 28, 2025.

For long-haul flights (over 6 hours): an additional night on January 26, 2025, is possible.

Extended stay (at your own expense) :

  • At TOO Hotel: approximately € 248.13 per night, including breakfast (indicative, non-contractual rate, subject to change)
  • Or at an establishment of your choice
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Is it possible to have a double room instead of a single room ?

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

  • this request is outside our standard travel policy and will incur additional costs
  • the difference in cost (€ 31 per night) will be charged to you

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

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What services are included in the reservation ?

Your reservation at TOO Hotel includes breakfast. Additionally, you have access to:

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

For more details on additional services and their potential costs, we recommend checking the hotel’s website.

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Can I extend my stay at the hotel ?

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

Indicative rate : € 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 desired check-out date in the logistics form.

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Can I choose my own hotel if I find a better offer or one at the same price ?

We have selected TOO Hotel for its quality and proximity to the conference venue, just 15 minutes away by direct tram. This choice allows us to ensure an optimal experience for all speakers.

By centralizing all participants in the same establishment, we simplify logistics, particularly for transfers between the airport and the hotel, as well as for accompanying guests to the dinner venue on January 27.

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

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Is it possible to bring a guest ?

Yes, it is possible to bring a guest. However, an additional charge of € 31 per night for the double room will be billed to you.

You will need to arrange the flight or train tickets for your accompanying person.

If you wish to bring a guest, please specify this in the “remarks / requests” field of the logistics form.

Important :

Please note that your guest will not be able to attend the dinner organized for the speakers.

Visa and entry requirements for France

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Do I need a visa to enter France ?

Depending on your nationality, a visa may be required to enter France :

  • Citizens of the European Union, European Economic Area, or Switzerland: no visa required.
  • Other nationalities: some countries are exempt from visa requirements for short stays, while others need a Schengen visa.

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

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What assistance can the FARM Foundation provide for the visa application ?

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

  • the purpose of your visit
  • the dates of the event
  • your role as a speaker
  • coverage of expenses related to your participation in the conference

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

Please don’t hesitate to contact us for any additional assistance in your visa application process.

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Are visa fees reimbursed ?

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

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

  • The expense summary form
  • Scanned copies of all receipts (ensure they are legible)
  • Your bank details

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

Special cases for expenses incurred in a currency other than euros / expenses incurred by a speaker whose bank account currency is different from euros :

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

To prepare the reimbursement, please send your receipts or at least an estimate of the amount to be reimbursed by January 26 at the latest.

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Are there any specific health requirements to enter France ?

There are currently no specific health requirements for entering France.

For the most up-to-date and official information on health conditions for entering France, we recommend regularly checking the website of the Ministry of Europe and Foreign Affairs, under the “Coming to France ” section.

Meals and Dining

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What meals are provided during the conference ?

  • Breakfast : included in your hotel room reservation
  • Dinner : organized by the FARM Foundation on January 27
  • Lunch on the day of the conference: catered buffet planned
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How are specific dietary requirements managed ?

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

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What is the nature of the dinner on January 27 (formal/informal) ?

The dinner on January 27 is an opportunity to meet other speakers and members of the FARM Foundation’s governance. It is a friendly dinner. We recommend choosing an outfit that is both elegant and casual to blend in with the event. Formal evening attire is not necessary.

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Can I invite a guest to the dinner ?

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

Contacts et assistance

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Who is my main contact for logistical questions ?

Your main contact for any logistical questions is :

Katia RAZAFINDRAMAVO

Email :  katia.razafindramavo@fondation-farm.org

Phone / whatsapp :  +33 7 67 53 31 68

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