IN-PERSON PARTICIPANT BOOKLET - 2022 INTERNATIONAL ASSEMBLY ORLANDO, FLORIDA, USA - My Rotary
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
2022
INTERNATIONAL ASSEMBLY
IN-PERSON PARTICIPANT
BOOKLET
ORLANDO, FLORIDA, USACONTENTS
Welcome Letter..................................................................................................................................................................................... 1
General Information...................................................................................................................................................................... 2
Program Details..................................................................................................................................................................................... 8
Travel Booking Instructions.............................................................................................................................................. 10
Travel Policy and Procedures.......................................................................................................................................... 11
Travel Medical and Accident Insurance Program Overview......................................... 12
Travel Insurance Identification (ID).................................................................................................................... 13
Registration Checklist................................................................................................................................................................ 15
All information was current at the time of
publication but is subject to change.October 2021
Dear 2022 International Assembly In-Person Participants:
It is my pleasure to invite you to register for the 2022 International Assembly.
This training meeting prepares district governors-elect for their role as
governor, introduces our organization’s priorities for the coming year, and
provides ample opportunities to network with fellow governors-elect from
around the world. The International Assembly also features an engaging and
informative program for governor-elect partners, designed to appeal to their
diverse interests and experiences.
Keeping our members’ health and safety is a priority, so we are planning two
options for the assembly.
An in-person event will take place 16-20 January 2022 at Rosen Shingle
Creek in Orlando, Florida, USA, for those who are fully vaccinated and able to
travel. This assembly will be similar to previous years with general sessions,
small group discussions, and fun networking activities. This year we have
made some modifications as a precaution for your health and safety.
The virtual event will take place between 7-15 February 2022 for those who
will be unable to attend in person or who would benefit from a flexible, remote
IA. The virtual event will feature videos of the in-person general sessions,
virtual small group discussions with a cross section of governors-elect, and
virtual networking activities.
Please read the enclosed information thoroughly before completing any
forms.
Rotary International staff is committed to supporting you throughout your
leadership career. I look forward to meeting each one of you and hope to be
able to talk with you at Rotary’s most important annual meeting.
Sincerely,
John Hewko
General Secretary and CEO
O NE R OTA RY C E NTE R , 1 5 6 0 S H E R MAN AVE N U E , ILLIN O IS 6 0 2 0 1 - 3 6 9 8 , U S A • R OTARY.O R G
1GENERAL INFORMATION
ORLANDO for whom arrival by 13:00 is not possible because
In January, average temperatures reach a high of available flight schedules or who are traveling
of 71°F/22°C and a low of 49°F/9°C with very from outside of North America, will have a forced
little rain, less humidity than normal, and plenty overnight, reimbursable by RI. Personal travel is
of sunshine. A light jacket or wrap is suggested prohibited prior to the International Assembly
for outdoor evening wear. A suit jacket, blazer, or and strongly discouraged at this time. Cancellation
sweater is suggested for indoors, as the meeting or change fees associated with personal travel
venue is air-conditioned. in conjunction with assembly travel are the
responsibility of the traveler and will not be
For city and travel information, go to the Visit
reimbursed by Rotary.
Orlando website at www.visitorlando.com.
HOTEL
AIR TRAVEL Rosen Shingle Creek is the site of the International
Please use Rotary International Travel Service
Assembly.
(RITS®) to book your travel to the International
Assembly. The hotel is 100% smoke-free. This policy includes
all restaurants, lounges, meeting rooms, public
An email invitation will be sent by RI Travel
spaces, employee work areas, and guest rooms.
Services, providing a Trip ID with your RITS®
Designated smoking areas are available outside of
agency and inviting you to book your travel.
the hotel for guests who smoke. Policy violations
DGEs and Partners may result in substantial penalties that are not
You may initiate your travel booking upon receipt reimbursable by RI. The hotel contact information is:
of the invitation by contacting the RITS® agency Rosen Shingle Creek
in your country. Those traveling individually and 9939 Universal Boulevard
using the U.S.-based agency, may use the Concur Orlando, FL 32819 USA
booking tool to book flights. Agents will be aware Phone: +1-407-996-9939
that district governors-elect and Rotary-funded Fax: + 1-407-996-9935
paid participants need to arrive at Orlando www.rosenshinglecreek.com
International Airport before 15:00 on Sunday,
16 January. Individuals for whom arrival before Hotel Room Check-in and Check-out
15:00 is not possible will be booked to arrive Hotel room check-in time begins at 15:00. Before
on Saturday, 15 January, at the expense of RI. 15:00, rooms will be assigned as they become
Personal travel is prohibited prior to International available. Due to a large number of arrivals on
Assembly and strongly discouraged at this time. Saturday and Sunday, 15-16 January, you may be
Cancellation or change fees associated with asked to store your bags at the bell desk until your
personal travel in conjunction with assembly travel room is ready.
are the responsibility of the traveler and will not
Hotel check-out time is 11:00. For late departures,
be reimbursed by Rotary. Participants who arrive
participants are required to submit a request to
before Sunday, 16 January, will not be considered to
the Front Desk for approval. RI will not reimburse
have a forced overnight, except for those who could
additional fees for late departures.
not arrive on time due to airline schedules. RI will
not reimburse hotel accommodations and expenses Because of the high volume of check-outs on Friday,
for any night prior to 16 January. 21 January, the Rosen Shingle Creek will offer a
luggage pull service. Complete instructions will
Training Leaders be provided when you receive your registration
Training Leaders using the U.S.-based agency may materials on-site.
book themselves using the Concur booking tool for
flights arriving at Orlando International Airport by
13:00 on Tuesday, 11 January, or you may contact
a RITS® agent in your country to book. Individuals
2Transportation to the Hotel for Governors-elect, and 3. Masks required
Rotary-funded Participants Masks are required for all participants for all
RI will provide shuttle service to Rosen Shingle indoor activities, including general sessions,
Creek during major arrival on Saturday and Sunday, breakout sessions, and networking sessions.
15-16 January. You should plan to arrive at the hotel Masks must be worn covering your nose and
no later than 16:00 on Sunday, 16 January. Those mouth.
arriving before Saturday will have to arrange their
own transportation, reimbursable as outlined by RI These guidelines and requirements for in-person
travel policy. participation for International Assembly are
subject to change, based on updates from local,
Transportation to the Hotel for Training Leaders regional, and national public health authorities.
All training leaders should plan to arrive at Please check your email and the International
the hotel by 15:00 on Tuesday, 11 January. The Assembly page on My Rotary for updates regularly.
Orlando International Airport has many ground
transportation options available to the Rosen ASSEMBLY ON-SITE REGISTRATION PROCESS
Shingle Creek. The cost of your transportation
is reimbursable as part of your expense report District Governors-elect and Rotary-funded
submission. Participants
Pick up your registration materials on Sunday,
Transportation to the Airport 16 January, at Assembly Registration, Gatlin Foyer,
RI will provide shuttle service to the Orlando Level 1. Hours: 11:00-18:00.
International Airport on the major departure day,
Friday, 21 January. Those departing before 04:00 If you arrive after 18:00 on Sunday, 16 January, you
and after 12:00 will need to arrange their own will need to pick up your registration materials in
transportation, reimbursable as outlined by RI the Assembly Office, Gatlin 1 Registration, Level 1.
travel policy. The Assembly Office will be open until 18:30 on
Sunday, 16 January, and will reopen at 07:30 on
Parking Monday, 17 January.
RI will NOT reimburse parking costs unless they
are preapproved by RITS®. There are both guest Training Leaders
valet and self-parking spaces at Rosen Shingle Training leaders and partners can pick up their
Creek. The additional cost for valet parking is not badges and registration materials, and meet fellow
reimbursable. training leaders, seminar trainers, moderators, and
staff, on Tuesday, 11 January, Butler Balcony Foyer,
Level 2. Hours: 16:00-17:00.
SAFETY
The following guidelines will be in effect during the
assembly, to increase the safety of all participants: MEALS
The meal plan includes three meals per day,
1. COVID-19 vaccination beginning with a group breakfast on Monday,
All IA participants must be able to present proof 17 January, and continuing through dinner on
that you are fully vaccinated against COVID-19 Thursday, 20 January. Training leader meals
before booking travel to the International begin with dinner on Tuesday, 11 January. All
Assembly. You are considered fully vaccinated district governors-elect, partners, Rotary-funded
2 weeks (14 days) after you have received your participants, and training leaders are required to
second dose in a two-dose series (e.g., Pfizer, participate in the meal plan. Credit cannot be given
Moderna, AstraZeneca) or after a single dose of for meals not taken by a participant.
J&J’s vaccine. Any World Health Organization
approved vaccines will be accepted. The full list You will be reimbursed for the following meals,
can be found here. when no meal is offered in the plan:
COVID-19 vaccine certification will be done • Lunch, Sunday, 16 January,
through a secure web portal. up to $25 per person
• Dinner, Sunday, 16 January,
2. Negative PCR test results up to $40 per person
All IA participants must also provide a negative
PCR test taken no more than 72 hours before • Breakfast, Friday, 21 January,
arrival at the Rosen Shingle Creek. up to $20 per person
3Registration badges are required for entrance to all charges upon check-out, including:
meal events without exception. RI-funded speakers – Laundry
may opt out of the meal plan. If you opt out: – Phone calls
• You will be reimbursed a maximum of $90/day – Mini-bar or lounge
for the length of your stay. – Movies
– Health club charges
• You will be required to complete an expense – Gifts, stationery, or personal clothing
report listing all of your meal expenses.
– Smoking recovery fees
• You will be required to provide receipts for all – Tips
expenses equal to or over $75. – Meals during the assembly unless notified
• You will not have access to RI meal events. that they are covered by RI
– Shipping and package handling fees
EXPENSES AND REIMBURSEMENTS FOR – Any expenses related to an extended personal
DISTRICT GOVERNORS-ELECT stay
Reimbursement for eligible expenses incurred These incidental personal expenses are NOT
during travel to and from the International reimbursable if charged through the hotel and
Assembly will be covered by your District Governor must be paid at the time of check-out. The hotel
Funding and submitted to your district finance accepts Visa, MasterCard, American Express,
chair on your DG Funding Expense Report. and Diners Club credit cards, or cash in U.S.
1. Reimbursable International Assembly expenses dollars. Personal checks are not accepted.
include:
– Visa application fees EXPENSES AND REIMBURSEMENTS FOR
– RITS® preapproved travel related to your visa ROTARY-FUNDED PARTICIPANTS
interview Rotary-funded participants that are not district
– Baggage fees governors-elect must submit an expense report
– Taxi, train fare, or mileage to/from your home to be reimbursed by 21 March 2022 via the online
to airport expense reporting system found on My Rotary; hover
– Parking at airport or hotel over MANAGE, and then choose Travel & Expenses.
– Taxi to/from hotel when complimentary This must include all required receipts. Additional
shuttle service is not available information is also available on My Rotary.
– Forced overnight hotel stays booked by RITS®
1. RI will reimburse the following expenses:
– Meals during travel to/from the International
– Forced overnight stays booked by RITS®
Assembly
that may result from airline flight schedules
Contact your Club and District Support team and any related incidental expenses (If
with any DG Funding Expense Report questions. international travel connection time exceeds
seven daytime hours, RI will reimburse up to
RITS® preapproval is required for locally
$80 for the cost of a day room, based on actual
purchased airfare. In the current pandemic
receipts, provided that the room is booked by
situation, local purchase is strongly discouraged
RITS®)
as changes or refunds may not be available.
– Least expensive travel expenses to and from
Reimbursement to travelers for airline tickets your home to the nearest airport (Cumulative
that were authorized by RITS® and purchased mileage or rail expenses over $150 requires
locally will be processed when the travel is RITS® preapproval.)
complete. Submit the expense report for locally – Any additional meal expenses during travel to
purchased airfare expenses and required the assembly (see Meals for exceptions)
documentation by 21 March 2022 via the online – Visa expenses for other Rotary-funded
expense reporting system found on My Rotary; participants (RITS® preapproval is required.)
hover over MANAGE, and then choose Travel & – Visa-related travel other Rotary-funded
Expenses. participants (Airfare for visa-related travel
must be booked by RITS® or preapproved for
2. Rotary International pays room and board
local purchase. Cumulative mileage or rail
expenses for all district governors-elect
expenses for visa-related travel over $350
and partners directly to the hotel, including
requires RITS® preapproval.)
gratuities and all state and local taxes. Each
– Self-parking at the hotel (RITS® preapproval
governor-elect is responsible for all other
is required.)
4– Airline luggage fees (with a maximum of two RITS® preapproval is required for locally
bags per person) incurred during travel to/from purchased airfare. In the current pandemic
Orlando and home location, provided receipts situation, local purchase is strongly discouraged
are included with the expense statement as changes or refunds may not be available.
– Taxi fares and shuttles to/from the hotel when
Reimbursement to travelers for airline tickets
complimentary shuttle service is not provided
that were authorized by RITS® and purchased
For safety and security reasons and in line with locally will be processed when the travel is
Rotary’s duty of care, local airfare purchase complete. Submit the expense report for locally
is discouraged and may be declined for purchased airfare expenses and required
reimbursement. documentation by 21 March 2022 via the online
expense reporting system found on My Rotary;
2. RI will pay room-and-board expenses for Rotary-
hover over MANAGE, and then choose Travel &
funded participants and partners directly to the
Expenses.
hotel. This amount includes gratuities and state
and local taxes. Each Rotary-funded participant 5. Expense reports must be accompanied by any
will be responsible for all personal charges on required receipts and submitted within 60 days
the bill. Any incidental charges on the hotel bill, of the last day of the International Assembly (or
as listed below, must be settled at check-out. by 21 March. Expense reports received more
The hotel honors Visa, MasterCard, American than 60 days past the last day of the assembly
Express, and Diners Club credit cards or cash in may not be eligible for reimbursement. Only
U.S. dollars. Personal checks are not accepted. exceptional cases that include a written
explanation for the delay will be considered.
3. The following incidental expenses are NOT
More details about submitting your expense
reimbursable if charged through the hotel and
reports will be provided at the assembly.
must be paid at the time of check-out:
– Laundry expenses (excluding training leaders
and Rotary senior leaders) TRAVEL MEDICAL AND ACCIDENT INSURANCE
– Personal clothing All Rotary-funded participants are covered by RI-
– Meals during the assembly unless notified provided travel insurance. This insurance includes
that they are covered by RI coverage for medical expenses, emergency medical
– Tips at the assembly and security evacuation, and more, while traveling
– Phone charges to, during, and from the International Assembly.
– Mini-bar/lounge charges There are no medical benefits under this insurance
– Movies for Rotary-funded participants from the U.S., as you
– Health club charges would rely on your health insurance. The Travel
– Smoking recovery fees Medical and Accident Insurance Program Overview
– Gifts and stationery on page 12 summarizes the coverage.
– Shipping fees
– Package handling fees SOLICITATION PROHIBITION
– Any expenses incurred from an extended RI prohibits unofficial solicitations for funds. The
personal stay display or distribution of any promotional material
without prior written approval of the RI president-
4. RI will also not reimburse the following:
elect is strictly prohibited in the general session
– Personal travel expenses before or after the
hall, breakout rooms, or elsewhere.
assembly
– Supplemental lost baggage, medical
insurance, or travel accident insurance PRESIDENT-ELECT’S MEAL EVENT
charges Each district governor-elect and partner are invited
– Taxi on major arrival or departure day when to join a meal event hosted by the president-elect
shuttle service is provided and partner. When you pick up your registration
– Phone/mobile charges and any other phone packet, you will receive an invitation with the time
fees. RI will provide district governors-elect, and date of your assigned meal event.
Rotary-funded paid participants, and training
leaders with a prepaid calling card on request. PARTNER PROGRAM
The calling card should be used from a The program for governor-elect partners includes
landline (a hotel room or public phone). small group discussions, general sessions, and
– Overweight and excess luggage fees networking opportunities.
5Activities are designed to educate partners, NOTICES
whether they’re new to Rotary or have Rotary
experience. Partners are not required to attend the Data Privacy
assembly. If your partner chooses to attend, their Your privacy is important to RI and the personal
flight and meals will be paid for by RI (a value of data you share with RI will only be used for official
$1,500-$3,500) and full participation in the partner Rotary business. This means that your personal
program is mandatory. data will be used to enable your attendance and
participation during the assembly and to facilitate
Note: In order to register your partner, they must your experience (for example, we may share your
be in Rotary’s database before registration can personal data to print name badges). Personal data
be completed. If you need to update or add your collected may be transferred to RI service providers
partner’s information on your Rotary profile, please to assist RI in planning assembly-related activities
contact data@rotary.org. and shared with third-party vendors providing
software and services. Personal data collected by RI
DRESS CODE is subject to Rotary’s privacy policy.
During the working part of the day, the appropriate
During or in conjunction with the assembly, or any
dress for all participants is business attire
virtual aspects of the assembly, you may be asked
(according to the customs of your culture). This
to use software and services provided by RI service
includes all general sessions and group discussions.
providers. Personal data collected by these service
On Sunday, 16 January, we will have a welcome providers is subject to each service provider’s
reception and dress is casual. privacy policy, and your use of the software and
services is subject to each provider’s terms of use.
Participants are encouraged to wear their national
attire for Tuesday night’s International Dinner on Release/Submission Terms
18 January. For those not wearing formal national By attending, participating in, or visiting the
dress, the attire for this event is cocktail attire. assembly, any affiliated events, and any virtual
Attire for Thursday’s Closing Banquet on aspects of the assembly, you consent to be
20 January is black tie optional, suit and tie, photographed or recorded by any means, including
cocktail dress, or formal national dress. still photography, audio, interview, and video
recording (“Recordings”). RI uses the Recordings
and your personal information on its website, in its
SHIPPING print and electronic publications, via streaming,
If you are planning to ship items to Rosen Shingle and in social media. RI retains the Recordings
Creek, you should follow the necessary U.S. and your personal information for historical and
Customs and Border Protection procedures as research purposes. You grant RI, free of charge, an
indicated at www.cbp.gov/travel. irrevocable, worldwide right to use, copy, display,
Bring copies of all shipping documents to facilitate modify, distribute, publish, transmit, webcast,
tracking down your goods, if needed. A handling fee translate, adapt, create derivative works of and
will be charged to your hotel bill for all packages license the Recordings, and your image, name,
received at Rosen Shingle Creek. RI will not statements, personal information and voice, for
reimburse shipping or handling fees, including promotional, marketing, and educational purposes
cultural exchange shipments. without Rotary International or The Rotary
Foundation incurring debts or liabilities of any
2022 Rotary International Assembly kind.
Attn: Matt Anderson, Convention Services Manager
Rosen Shingle Creek Orlando If your child or children under the age of 18
9939 Universal Boulevard participates in the assembly or any virtual aspects
Orlando, FL 32819 USA of the assembly, you consent for them to be
HOLD FOR: Guest Name recorded by allowing their participation and RI will
ARRIVAL DATE: Guest’s check-in date use the Recordings as set forth above.
If you post or share video, audio, photographs, or
other content or chat with RI or other attendees
(“Content”) in the software and services provided
by RI service providers, you give RI the right to use
copy, display, modify, distribute, transmit, webcast,
publish, translate, adapt, and license the Content
6in any medium, form, or technology now existing or
hereafter developed, discovered, or devised.
None of the Content you post or share shall contain
the images or likenesses of minors under 18 years
old. Your Content must adhere to the RI Programs
Code of Conduct. You will not post any Content
that is off-topic, contains personal attacks or
obscene language, or is abusive, threatening,
harassing, discriminatory, false, or interferes with
another individual’s participation in the assembly.
You will not post any Content that contains the
contact information or private information of any
other individual.
You represent and warrant that: 1) that you have the
legal right to post the Content and grant all the
rights and licenses stated herein; 2) the Content
does not and will not infringe upon any copyright,
trademark, and other rights; 3) the Content does not
and will not defame and violate privacy, publicity, or
any other rights of any person or entity; and 4) each
adult appearing in the Content has given you
unrestricted written consent to use their likeness,
image, name, voice, statements, and biographical
information in the Content and to license use of the
Work to third parties, including to RI. By posting
any Content, you release and indemnify RI from
and against all claims, including, but not limited to,
claims of copyright and trademark infringement,
privacy and publicity violations, and defamation,
and from any liability whatsoever arising from your
breach or alleged breach of the terms of this 2022
International Assembly Participant Booklet.
Attendance and Security
For security purposes, all registrants must show
photo identification (driver’s license or passport)
at the assembly venue to obtain their badge. RI
reserves the right to check photo identification at
any time during the assembly. Badges that do not
match will be confiscated and violators will be
ejected. RI reserves the right to inspect all purses
and bags. Registrants may refuse inspection;
however, RI reserves the right to prevent entry.
QUESTIONS
If you have any questions, contact RI Registration
Services (email: riregistration@rotary.org; fax: +1-
847-556-2194).
7PROGRAM DETAILS
General sessions: Informational and inspirational Sunday, 16 January
sessions for district governors-elect and partners.
11:00-18:00 Registration
Breakout sessions: Sessions will be held with
18:00-19:30 Welcome Reception
groups of approximately 18 district governors-elect
where they will continue planning for the year
Monday, 17 January
ahead. In all breakout sessions, participants learn
from one another by sharing ideas and strategies 07:00-08:30 Buffet Breakfast
and through small group activities and case studies.
09:00-10:00 Opening General Session
Sessions are facilitated by RI training leaders
and conducted in six languages (English, French, 10:30-11:45 DGE Breakout Session
Japanese, Korean, Portuguese, and Spanish).
10:30-11:45 Partner Roundtable Discussion
Partner roundtable discussions: Sessions
12:00-14:00 Buffet Lunch
will be held in small groups to allow participants
to share their experiences and learn more about 12:00-13:45 President-elect’s Photo Session/
Rotary. Sessions are grouped by language (English, Luncheon (by invitation)
French, Japanese, Korean, Portuguese, Spanish,
14:00-15:00 General Session 2
and other languages to be determined).
15:30-16:45 DGE Breakout Session
Evening events: On most evenings, governors-
elect and partners are invited to participate in 15:30-16:45 Partner Activity
evening social events and meals. More information
18:00-19:30 Regional Team Dinner
about these events will be provided in letters from
the president-elect and her partner and in the
Tuesday, 18 January
official program.
07:00-08:30 Buffet Breakfast
2022 LEADERS SEMINAR SCHEDULE 09:00-10:00 General Session 3
The leaders seminar (Tuesday-Saturday,
11-15 January) gives training leaders and their 10:30-11:45 DGE Breakout Session
partners the opportunity to discuss and practice 10:30-11:45 Partner General Session
the techniques of group discussion and effective
facilitation. In general, most days start at 08:30 and 12:00-14:00 Buffet Lunch
end at 17:00. A few evenings there will be group 12:00-13:45 President-elect’s Photo Session/
dinners. More details will be sent to training leaders Luncheon (by invitation)
and partners under separate cover.
14:00-15:00 General Session 4
2022 INTERNATIONAL ASSEMBLY SCHEDULE 15:30-16:45 DGE Breakout Session
The assembly is vital to the training of effective
15:15-17:00 Partner Optional Networking Time/
district governors and partners; therefore,
Cultural Exchange Setup Time
attendance at all sessions is mandatory. Please
check the agenda closely before scheduling other 17:00-18:30 Cultural Exchange
activities.
19:00-21:30 International Dinner
Program schedule was current at the time of
publication and is subject to change.
8Wednesday, 19 January
07:00-08:30 Buffet Breakfast
09:00-10:00 General Session 5
10:30-11:45 DGE Breakout Session
10:30-11:45 Partner Find Your Focus Session 1
12:00-14:00 Buffet Lunch
12:00-13:45 President-elect’s Photo Session/
Luncheon (by invitation)
14:00-15:00 General Session 6
15:30-16:45 DGE Breakout Session
15:30-16:45 Partner Find Your Focus Session 2
17:30-19:00 Buffet Dinner
Thursday, 20 January
07:00-08:30 Buffet Breakfast
09:00-10:00 General Session 7
10:30-11:45 DGE Breakout Session
10:30-11:45 Partner Roundtable Discussion
12:00-14:00 Buffet Lunch
12:00-13:45 President-elect’s Photo Session/
Luncheon (by invitation)
14:15-15:30 DGE Breakout Session
14:15-15:30 Partner Farewell Celebration
16:00-17:15 DGE Breakout Session
18:30-21:00 Closing Banquet
9TRAVEL BOOKING INSTRUCTIONS
You may book your travel once you have received JAPAN
the invitation email with your Trip ID from Yoshifumi Kamifuji
RI Travel Services. This email will provide Tonichi Travel Service CO, Ltd (TNK)
instructions on how to complete your travel 4F Nikki Tokyo+A22 Bldg. 1-2-8 Hatchobori,
arrangements. Chuo-ku, Tokyo
104-0032 Japan
All travel must be booked by Wednesday,
Tel: +81-3-6374-4375
8 December. All airline tickets must be issued by
Fax: +81-3-6374-4373
Wednesday, 22 December 2021.
Email: rot@tonichi.co.jp
Once you have booked your travel, you will receive After hours:
a confirmation and an electronic ticket from your +81-70-2277-3519
RITS® agent.
KOREA
ROTARY TRAVEL SERVICES DESIGNATED Serena Lee
TRAVEL AGENCIES BCD Travel
14F Officia B/D
AUSTRALIA & NEW ZEALAND
163, Shinmunro, 1 Ga Jongro-Gu
Contact – TBA
Seoul, Korea
Gilpin Travel
Tel: +82-2-3276-2212
Level 1
Fax: +82-2-399-5566
14 Maidstone Street
Email: rotarykorea@bcdtravel.co.kr
Grey Lynn
Auckland 1021, New Zealand
PHILIPPINES
Tel: +64 9 361 4736/4732
Camille Bustillos
NZ Toll-Free: +0800 652 242
The Baron Travel Corporation
AU Tel: +1800 749 264
3/F PCCI Corporate Center
Email: rotaryaunz@gilpin.co.nz
118 L.P. Leviste Street,
After hours: as above Salcedo Village, Makati City
1227 Philippines
BRAZIL Tel: +632-817-4926
Paulo Battistini Fax: +632-819-2993
BattsTour Email: corporate@barontravel.com.ph
Rua Engenheiro Paulo, 59 resaticketing@barontravel.com.ph
Vila Harmonia - Guarulhos / SP, Brasil
After hours:
Tel: +55-11-2382-7436
+63 9151134648
Email: battstour@battstour.com
After hours: USA and ALL COUNTRIES NOT LISTED ABOVE
+55-11-96787-9392 Atlas Travel
200 Donald Lynch Blvd
INDIA Suite 323
Team A - BCD Travel Marlborough, MA 01752 USA
326 DLF Tower A, Jasola Tel: +1-508-449-3060 - 24 hours
New Delhi 110025, India U.S. Toll-Free: 1-800-595-2560
Tel: +91-11-43685000 Email: rotary@atlastravel.com
Alternate Tel: +91-11-43685028 & +91-11-43685033
Fax: +91-11-43685003
Email: rotary.india@bcdtravel.in
After hours:
+91-97-11701377 & +91-95-82020080
10TRAVEL POLICY AND PROCEDURES
For participants and partners with full expenses 6. Those planning to drive to Orlando must
paid to the 2022 International Assembly, RI will contact their RITS® designated agent with
pay for round-trip air travel to Orlando based on their Trip ID and receive preauthorization.
the most direct, economical routing and the other You will be reimbursed, provided the cost does
guidelines outlined below. not exceed the amount of a RITS®-calculated
roundtrip airfare.
RI Travel Services and Rotary International Travel
Service - RITS® agencies are required to follow the 7. If air service is unavailable, you will be
RI Board-mandated Travel Policy, which is very reimbursed for the cost of the most economical
strict and is designed to conserve the funds of RI. alternate means of transportation approved by
Participants wishing to upgrade to a higher class RITS®.
of travel other than that permitted by the Travel
8. RITS® must approve the use of rental cars. RI
Policy may do so at an additional personal cost by
will not reimburse Collision Damage Waiver
indicating their upgrade request with their agent.
or Personal Accident Insurance on rental cars.
Before issuing such a ticket, RITS® agents will
This must be booked with your RITS® agent.
advise of the extra costs for traveler approval. Extra
costs can only be paid by credit card and are billed 9. Tickets obtained using airline mileage
at the time of ticketing. require RITS® preapproval and are subject to
reimbursement of actual costs paid, which are
Travelers requesting additional personal travel
generally only taxes and airport fees.
arrangements after the International Assembly will
be charged a service fee. 10. You will pay the cost of any personal travel
booked in conjunction with authorized RI
GENERAL POLICIES travel. Individuals requesting personal travel,
1. As an RI-funded traveler, you are expected including upgrades, will be charged a service fee.
to follow travel policy guidelines, which 11. Frequent flyer miles earned through tickets
are designed to conserve the funds of the purchased by RI may be credited to the
organization while meeting the travelers’ basic account(s) of the individual traveler.
needs and providing reasonable comfort.
12. Exceptions to travel policy may be applied for
2. You must book your travel with the appropriate in writing to the general secretary. Examples of
RI Travel Services designated RITS® agency. RI exceptions that may not be applied for include:
Travel Services may postpone issuing tickets in a. The selection of specific airlines for
order to obtain seasonal airfare discounts. frequent flyer benefits where Rotary has the
3. Rotary uses preferred airlines that provide opportunity to take advantage of lower fares
discounts to RI and The Rotary Foundation. or incentive programs on other airlines
b. The selection of specific airlines where
4. You will accept flights with up to one additional Rotary needs to fulfill its contractual
connection if significant cost savings can be commitments with its preferred airlines
achieved.
5. Flights will be booked through the most Contact RI Travel Services at WHQ in Evanston,
economical airports, provided the cost of ground Illinois, USA, with any questions or concerns about
transportation does not increase the total cost travel to and from the International Assembly at
of travel nor substantially increase travelling travelservices@rotary.org.
time to and from the airports.
11TRAVEL MEDICAL AND ACCIDENT INSURANCE
PROGRAM OVERVIEW Claim Assistance In the event of injury, illness,
Travel Medical and Accident Insurance (Herein or loss, contact the travel insurance company,
referred to as ‘travel insurance’) is provided to AIG, directly. Their contact information is on the
all Rotary-funded participants when traveling bottom corner of the Travel ID Card. In some cases,
to, during, and from the International Assembly. a completed claim form along with medical invoices
This insurance provides coverage for unexpected and/or receipts will need to be submitted directly
injuries and illness with no deductible or co-pay, to AIG. Notice of claim must be given to AIG within
when traveling outside your home country. 20 days after the loss. Please keep copies of any
medical documentation including invoices and
This insurance does not provide coverage for
receipts, for your records.
routine or preventive medical care. There are no
medical benefits under this insurance for Rotary- Coverage details and questions For more
funded participants from the U.S. as you would rely travel insurance information, contact RI Risk
on your health insurance. Management (email: insurance@rotary.org).
Travel Insurance Identification (ID) A copy of
the travel insurance ID card and an explanation of
covered services is included on pages 13-14. Carry
the ID card with you when travelling to, during, and
from the International Assembly. In the event of an
accident or illness, a medical provider may accept
this ID as proof of coverage.
Travel insurance provides the following benefits to
you:
• Medical expense (When traveling outside your
home country)
• 24/7 travel assistance when you call the number
on the ID card
• Emergency medical and security evacuation
• Repatriation of remains
• Lost/stolen luggage assistance in excess of what
is payable by an airline
• Accidental death & dismemberment (AD&D)
• Up to 14 days of coverage for personal travel after
the International Assembly at no cost
12TRAVEL INSURANCE IDENTIFICATION (ID)
AIG Accident & Health Employee Guide
INSURE TRAVELERS. MANAGE RISK. PREPARE FOR DISRUPTION.
Global Travel Assistance Services
Traveling requires attention to a number of unique details. A study from the Travel Leaders Corporate
survey shows that travelers’ top concerns are travel logistics. You are covered with business travel
1
accident insurance along with travel assistance services to help you with travel mishaps or emergencies
during your trip; this insurance coverage is provided by your employer. Whether it’s a medical
emergency, flight delay or lost luggage, we are here 24 hours a day, 7 days a week to support you.
Please detach the card below and carry it with you during the course of your trip.
For the employees of
Rotary International
EMPLOYEE ID CARD
Policyholder: Rotary International
Policy Number: 9154883
Toll-Free/Free Phone (within the U.S.): 1-877-244-6871
Collect/Reverse Charge (outside the U.S.): +1-715-346-0859
Email: assistance@aig.com
aig.com/us/travelguardassistance
1324/7 Assistance Services
Medical Assistance Identity Theft Assistance2
n Medical evacuation assistance n Account activity monitoring assistance
n Hospital and provider assistance n Financial account investigation assistance
n Emergency prescription replacement assistance n Credit review and fraud detector assistance
n Assistance with the renting and/or replacement of n Social Security personal earnings and benefits statement
medical equipment assistance
n Collaborate with law enforcement
Travel Assistance
n Lost/stolen baggage assistance Assistance Website and Mobile App
n Lost passport/travel documents assistance n Travel Security Awareness Training — online instruction
n ATM locater modules
n Emergency telephone interpretation coordination n Country reports
n Legal/bail bond referrals n Travel alerts
n Embassy and consulate information
Security Assistance
Concierge Services n Security evacuation assistance with on-the-ground
n Restaurant referrals and reservations physical response
n Event ticketing n Security and safety advisories
n Ground transportation coordination n 24-hour response services to assist employees
n Wireless device assistance and their families during an incident
n Online access to up-to-date security intelligence
Expenses incurred from third-party vendors as well as AIG
administrative case fees for assistance services not covered as part of
a filed insurance plan are the responsibility of the policyholder.
To learn more or access your assistance website services, visit and
download the AIG Travel assistance mobile app on Apple or Android,
or visit aig.com/us/travelguardassistance
1. http://www.tlcorporate.com/2017-business-trends-survey-from-travel-leaders-group-
forecasts-steady-growth-for-corporate-travel/
2. Identity theft services are not available for residents in New York or outside the
United States.
Travel assistance services are provided by AIG Travel, Inc., a member of American
International Group, Inc. Travel Guard® is the marketing name for its portfolio of travel
insurance solutions and travel-related services. Non-insurance services provided by
AIG Travel and/or its subsidiaries offer assistance through coordination, negotiation,
and consultation using an extensive network of worldwide partners. AIG Accident &
Health is the marketing name for the domestic benefits division of American
International Group, Inc.
Rotary International is separate and unrelated entity.
All insurance products are written by insurance company subsidiaries or affiliates of
24/7 Travel Assistance Services ID Card American International Group, Inc.
Contact in the event of:
Coverage may not be available in all jurisdictions and is subject to actual
policy language.
n Emergencies n Assistance services
n Eligibility verification n Benefit plan contact information This is a summary only of products and services offered. Actual offerings may vary by
n Medical evacuations group size and are subject to state insurance law, and the benefits/provisions as
described may vary due to such law. All products are subject to the policy terms,
To access your 24/7 Assistance Services website, visit conditions, limitations, reductions, exclusions and termination provisions. Please see
aig.com/us/travelguardassistance policy and certificate for details.
or download the AIG Travel assistance app to your Apple or Android
smartphone. Register with your policy number (using numerals only). Copyright © 2018. American International Group, Inc. All rights reserved.
Report claims to AHClaims@aig.com AIGT-10767-18 R08/18
Accident & Health Claims Dept. | PO Box 25987 |
Shawnee Mission, KS 66225
14REGISTRATION CHECKLIST
All forms and links can be found on the International Assembly webpage:
my.rotary.org/en/exchange-ideas/events/international-assembly
REGISTRATION
DUE BY FRIDAY, 5 NOVEMBER
District governors-elect: Register online at
my.rotary.org/en/exchange-ideas/events/international-assembly
Contact riregistration@rotary.org to request a PDF version of the form.
TRAVEL BOOKING
DUE BY WEDNESDAY, 8 DECEMBER
Book with your RI Travel Services designated RITS® agency upon receipt of email invitation.
EXPENSE REPORT
DUE BY MONDAY, 21 MARCH 2022
Expenses cannot be submitted until after the event has concluded. Governors-elect will submit expense
reports to their district finance chair as part of their DG Funding reimbursement process. Rotary-funded
participants that are not district governors-elect, such as Training Leaders, will submit expenses through
our online expense reporting system. Learn more and access the system on My Rotary: my.rotary.org/en/
manage/travel-expenses/expenses
15You can also read
