About

A: Proposals are welcome from organisations who wish to host an event at the World Water Week. By hosting an event, you engage a wide range of stakeholders in discussions and debate around a specific issue of your choice. SIWI encourages collaborations with other organisations in order to build partnerships and bring a diversity of perspectives to the World Water Week. Submission should be made before January 19, 2014. For more information, please have a look at the convenors page.

A: Proposal submission starts in November and closes in January. For more information please visit the convenors page or download the Call for Abstracts and Event Proposals.

A: You are welcome to submit your event proposal at the World Water Week website through our online submission forms or on the convenors page.

A: Submission deadline is January 19, 2014.

A: Yes, there is an event fee associated with the organisation of an event at the World Water Week. The fee, which covers the rental of the room and IT, depends on the type of event and the size of the room. For more information, please see the event convenors conditions.

A: SIWI specifically welcomes proposals on issues that relate to the thematic scope but also proposals that explore other aspects of water and development. The selection criteria include new thinking, findings or approaches, cross sectorial diversity, outputs and impact and the programme format. For more information about the thematic focuses and selection criteria please visit the convenors page.

A: A committee within SIWI will evaluate the suitability and compatibility of the proposals submitted by all convenors. The programme of the World Water Week will be determined based on this review.

A: A notification will be sent out in February.

• Submit 10 word title, 50 word text and list of convenor /-s for the Second Announcement.
• Submit detailed description and relevant background documentation for the event webpage.
• Submit signed contract that specifies the event format and arrangements (contract will be sent by SIWI).
• Submit Event Planning Form including invoicing information (planning form will be sent by SIWI)
• Submit seminar description and programme for Final Programme (link will be sent by SIWI)
• Payment of the Event fee (invoice will be sent by SIWI before the World Water Week)
• Submit Event summary and Conclusions for the website (after the World Water Week)

A: Organisers must meet their own expenses, including registration fee for the World Water Week and the convening organisations are responsible for costs for room, technique and catering.

A: Most presentations from the seminars and side events are uploaded on the World Water Week website and can be found through the online Programme. If a presentation is missing it is probably because the presenter did not give us permission to upload the presentation. Some of the sessions also have a summary or report written by the Junior Rapporteurs participating at the event. Summaries from the workshops, seminars and plenary sessions are collected in the Overarching Conclusions. The Overarching Conclusions for the past World Water Weeks can be found at our website. Before 2009 the summaries were collected in the Synthesis Report and Proceedings.

The World Water Week exhibitions are an important component of the Week that allow organisations to showcase their activities and projects within the conference venue. The exhibitions are non-commercial and serve as a strong compliment to the discussions taking place during the week. They provide a platform where organisations can present experiences, and inform participants in their area of expertise in water-related issues. Prioty is given to seminar convenors.

A: Exhibition opportunities are primarily given to workshop and seminar conveners, sponsors of the World Water Week and founders of the Stockholm Water Prize. The purpose of the non-commercial exhibitions is to share experiences and educate the participants on water related issues. For more information please take a look at the exhibitions page.

A: The exhibition planning opens in mid-May. For more information please take a look at the exhibitions webpage or contact Ms. Ania Andersch at SIWI (ania.andersch@siwi.org).

A: Contact Ms. Ania Andersch at SIWI (ania.andersch@siwi.org) and you will receive a link to a planning form if exhibition spaces still are available.

A: Exhibition space will be available on a first-come-first-served basis. Please not that after the 1st of July, the cost will increase by 50%.

A: Single stand (2x3m) SEK 20,000 and double stand (2x6m) SEK 40,000 or free build (minimum 24sqm).

A: The exhibition will be held in Hall B: http://lokaler.stockholmsmassan.se/en/our-premises

A: We try to meet as many requests as possible on a first come first serve basis; the earlier you submit your request the greater your chances are.

A:

• Shell scheme stand & white laminated back and side walls
• Fascia/name board with organisation name
• Electricity & Spotlights
• Table & folding chairs
• Carpet, daily cleaning & table cloth
• Lunches & Coffee during breaks
• One exhibitor badge which entitles you to occupy the stand for the week (will be handed out on site) – For additional badges you must register as a paying participant

NOT included in the fee:

• Participation in the sessions (workshops, seminars, side events)
• Social events

A: The planning form will offer you the possibility to order extra material for you stand.

A: A Service Centre is available at the venue and additional ordered can be purchased on-site.

A: July 1st. No refunds will be possible after this date.

A: Correct, by 50 percent.

A: A map of the exhibition hall will be sent out to all exhibitors mid-July.

A: First invoice will be sent out mid-July. A second invoice will additional costs accumulated throughout The World Water Week will be sent out in October.

A: Exhibitors are responsible for organising the shipping of materials prior to and following the conference. It is important that you clearly mark all boxes with the stand number and organisation.

Delivery address:
Stockholmsmässan
Kicki Tylling, tel: +46 (0)8 749 42 62
Godsmottagningen
World Water Week 1-6 Sept
EXHIBITION
Exhibitor name and number of stand: XXX
Parkeringsvägen 10
125 80 Stockholm (Älvsjö)
Sweden

A: Material should reach the venue between 25-29 August 2014. Please plan your shipment properly, before and after dates mentioned above, the venue will charge a storage fee that will have to be covered by each exhibitor.

A: Stockholmsmässan will be open for exhibitors to set up their stands on Saturday, 30 Aug from 12.00 to 18.00.

A: Exhibitors can start moving out on Friday, 5 September, 13.00 to 17.00, or on Saturday, 6 Sep from 9.00 to 12.00. Any materials left at the centre on Saturday 6 Sep will be disposed of. If you wish to have your material disposed please inform the Service Centre available at the venue.

A: Exhibitors are responsible for arranging return of exhibition material. We recommend that you arrange for the return of materials before the start of the World Water Week. If you need help in arranging this please contact Stockholmsmässan: Goods Inward. Tel: +46 (0)8 749 42 30, Fax +46 (0)8 749 15 60. E-mail: logistic@stofair.se

For more information visit www.stockholmsmassan.se under the links “For exhibitors” and “Goods and transport”. The Service Center on-site at the venue will be able to assist with returns.

A: One exhibitor badge per single stand is included in the exhibition fee. This will be handed out onsite and will entitle you to occupy the stand during the World Water Week. The exhibitor badge does however not include participation in the sessions (workshops, seminars, side events) and social events. For additional badges you must register as a paying participant.

A: To place your order, please contact Ms. Ania Andersch at SIWI (ania.andersch@siwi.org).

A: For Swedish organisations/companies 25 percent VAT will be added to all prices.
For organisations/companies within the EU, please specify below your VAT number if applicable. Organisations/companies outside the EU region are exempt from VAT.

WWW will make available a limited number of Meeting Rooms to the organizations and conveners taking part in the Week. While we encourage our delegates to take the opportunity to meet it is important to point out that the meeting rooms may be hired for small meetings, staff briefings and similar types of meetings.

Activities that compete with the Weeks Scientific Programme are not allowed and these activities may not be promoted in any way prior to the WWW.

Ms. Irina Makarchuk
Closed meetings, assistants, excursions & VIP
Phone: +46 8 121 360 57
Email: Irina.makarchuk@siwi.org

A: You are welcome to book a room through the closed meetings form. Completing the form will enable you additional information about availability and costs. Please fill in the Closed Meeting Reservation or contact Ms. Irina Makarchuk (Irina.makarchuk@siwi.org) if you have any questions or need help with extra orders of food or technical equipment.

A: All conveners, sponsors and other participants at the World Water Week.

A: All participants to closed meetings are invited by the organizers of the meeting. Please note that even as invited to a closed meeting, you are required to register for the World Water Week, if you choose to attend.

A: Yes, all participants entering the venue must register even if it\’s only to attend a closed meeting. You can register online or onsite for one day alternatively for the entire World Water Week.

A: It is possible to book meeting rooms up to and during the World Water Week. The room bookings are on a first come, first serve basis, therefore we cannot guarantee that rooms will be available.

A: Most available rooms take up to 16, 20 or 28 people and come with a fixed board seating. The few larger rooms that take 45 people come with theatre seating.

A: The board seating in the rooms for 16, 20 or 28 people cannot be changed. The theatre seating in the rooms for 45 people can be changed at an additional cost of 1 000 SEK (approx.. 112 Euro or 154 US dollars). Please note that changing the seating will affect the amount of seats in the room.

A: No, SIWI strictly follows the Fire and Safety regulations that do not allow having more people inside a room than the number of people stated by the regulation. Should there be an inspection discovering that SIWI do not follow Fire and Safety regulations, the entire World Water Week would be closed down.

A: Half day = up to 5 hours; all day = between 5- 10 hours. Please note the last hour of booked time is equal to 45 min due to technical requirements of the venue.

A: The cost is depends on size of the room and services you order. Please contact Ms. Irina Makarchuk for price estimation.

A: Yes, we facilitate hourly bookings on-site only. Once you are the venue, please come to the secretariat to check the availability of rooms. If there is an available room that suite your needs we will help you with booking it. The booking is on a first come, first serve basis and we cannot guarantee the availability of rooms.

A: All rooms are located at the Stockholm International Fairs in the World Water Week conference area. Please take a look at the venue homepage for pictures and maps of the rooms we are using. The rooms available are the M-rooms and K13-K15.

A: The rooms are equipped with:

• 1 PC (laptop) with PowerPoint
• 1 Internet connection
• 1 Projector and screen
• 1 Whiteboard or flipchart

Service Catalogue contains options and costs for ordering additional equipment. Please note that the equipment prices will increase by 50 % after July 1st.

A: The venue Service Catalogue contains options and costs for ordering additional equipment. Please note that the equipment prices will increase by 50 % after July 1st.

A: You can order a conference telephone for your meeting. Please specify this when filling in the booking form. Please note that we only have one line in/out, so it is not possible to have two or more calls at the same time. It is also possible to use Skype for your meeting.

A: Feel free to arrange a translator on your own. SIWI does not have the possibility to assist in this manner but we do require you to inform SIWI about this as translation requires special rooms and equipment onsite. Please note that as the meeting organizer, you are responsible for all contact with the translator and need to register the translator for the date of the meeting. Most translators bring their own equipment for which SIWI will not take any responsibility. The translators might also have requirements on the size of the meeting rooms. Unfortunately most of the closed meeting rooms have no room for a translation booth.

A: Yes you can, the options and costs for the refreshments are available in the same form where you book a room for the closed meeting. If you have any questions or additional requirements please contact Ms. Irina Makarchuk. Food and refreshment orders can be placed, changed and cancelled until August 22nd. For cancellations after this date we regret that no refunds can be made. Please note it is not allowed to bring your own alcohol to the venue.

A: Food and refreshment orders can be placed, changed and cancelled until August 22nd. For cancellations after this date we regret that no refunds can be made. Please note that after July 1st, 50% is added to the costs of any equipment or technique orders. For cancellations after this date we regret that no refunds can be made. Cancellations for room bookings are accepted up to July 1 st. If you want to cancel your meeting after these timelines SIWI must charge you for the meeting costs.

A: SIWI will issue invoices in October, after the World Water Week. The invoice will be sent out via email to the contact person given in the planning form and your organization is required to pay the invoice within a month.

A: The VAT means Value Added Tax and is a consumption tax. For Swedish organizations/companies 25% VAT will be added to all prices. For organizations/companies within the EU, please specify your VAT number if applicable. Organizations/companies outside the EU region are exempt from VAT.

For contact:
Ms. Irina Makarchuk
Closed meetings, assistants, excursions & VIP
Phone: +46 8 121 360 57
Email: Irina.makarchuk@siwi.org

A: It is included in the registration fee but the amount of guests at the City Hall is limited to 1,000 participants. The registration for this event must therefore be done through the form while registering for the World Water Week.

A: Business casual: Office wears.

A: The City of Stockholm Welcome Reception will take place at Stockholm City Hall. Stockholm City Hall is located on the island of Kungsholmen just a short walk from the Central Station.

A: Smart casual: This etiquette dress code varies from countries and even companies. In Sweden, a safe attire for a smart casual is office attire with some added accessories – to not make it look like “office wear”. Guests should at least wear a smart jacket and closed pumps or shoes. It is acceptable for ladies to turn up in pants. It is recommended both the men and ladies to not wear denim (and jeans) preferably. It is acceptable to wear traditional/ethnic clothing.

A: The location varies every year. Please take a look at our Online Programme for actual information. SIWI will have buses going from the conference area to the location of the Dinner & Dance. Please note that there will not be any transportation back to the conference area arranged by SIWI.

A: Black tie: This is a formal event calling for formal attire. Men wear tuxedos or dark suits and women wear preferably elegant gowns, though cocktail dresses (those which are over knee length) are now acceptable. Hair should be styled and may be worn up or down. The fashion and trends of what to wear to these events are popularly influenced by celebrity style.

A: The Stockholm Water Prize Ceremony & Royal Banquet will take place at Stockholm City Hall. Stockholm City Hall is located on the island of Kungsholmen just a short walk from the Central Station.

A: Business casual: Office wears.

A: The Stockholm Junior Water Prize Ceremony will take place in the city centre. Please take a look at our Online Programme for actual information.

A: Business casual: Office wears.

A: The Stockholm Industry Water Award Ceremony will take place at the Stockholm International Fairs. This means that you will not need to leave the World Water Week conference area. Neither will you need to purchase any extra tickets for this event as it is included in the registration for that day.

A: Business casual: Office wears.

A: The World Water Week Plenary sessions will take place at the Stockholm International Fairs. This means that you will not need to leave the World Water Week conference area. Neither will you need to purchase any extra tickets for this event as it is included in the registration for that day.

For more information, please contact:

Ms. Ania Andersch
Programme Manager
Email: ania.andersch@siwi.org
Phone: +46 8 121 360 59
Fax: +46 8 121 360 01

A: Probably not, see picture below of Swedish socket and outlet. The Swedish voltage is 220 V. Make sure to bring adapter and/or transformer. Most equipment used in the UK, US and Switzerland differs from the Swedish.

A: Please bring it to your room at the hotel. There is a safety box in each hotel room. SIWI cannot take responsibility for computers or any other technical, sensitive or valuable equipment. Also, insurance is highly recommended. Make sure it is insured before you travel to Stockholm.

A: Yes. Sweden has one of the best tap waters in the world and this is also one of the reasons to why we hand out refill bottles for water in the conference bags. The venue is equipped with water towers where you can refill your water bottle so it’s important that you bring the water bottle with you daily during The World Water Week.

A: Most of the hotels have internet access in the rooms or in the lobby, ask your hotel for more details. SIWI also provides participants with an IT area in the exhibition hall. Here you can access computers, internet and printers. There will also be free WiFi throughout the venue.

A: SIWI arranges Field Visits and Excursions during the World Water Week. For more details please take a look at our website or in the Second Announcement. These tours are a part of the World Water Week programme and can be booked when you register to the week.
We would recommend you to visit http://www.visitstockholm.com/ for more information about Stockholm and tips about what to do or see. You can also email further questions to touristinfo@stockholm.se.

A: The age limit for World Water Week participants is 18.

A: As some sessions can be very popular and reach maximum capacity of the rooms we strongly advise you to arrive well in time to the sessions you would like to attend. As the organiser, SIWI strictly follows the Fire and Safety regulations that do not allow having more people inside a room than the number of people stated by the regulation. Please keep in mind that the assistants supervising the particular session will ask you to wait outside until somebody leaves the room. Most importantly, to avoid any tragedy, as soon as a room has reached its maximum capacity no more delegates will be allowed in the rooms. Also should there be an inspection discovering that SIWI don\’t follow Fire and Safety regulation, the entire World Water Week would be closed down.

A: The VAT means Value Added Tax and is a consumption tax. For Swedish organisations/companies 25% VAT will be added to all prices. For organisations/companies within the EU, please specify your VAT number if applicable. Organisations/companies outside the EU region are exempt from VAT.

A: We would recommend you to read the instructions on the Swedish Tax Authority webpage or contact them for the best and most accurate help whit this.