1. When and where is the International Conference 2023 happening? 

Date: 01.-03. November 2023  

Location: Utrecht, The Netherlands 

Venue: Koninklijke Jaarbeurs, Jaarbeursplein 6, 3521 AL Utrecht, The Netherlands 

 

It is recommended that participants arrive on the 31st of October and leave on the 4th of November in order to be able to attend the whole conference. 

 

2. Who is invited to the International Conference 2023? 

Aflatoun International is inviting all of its partner organizations to join the International Conference 2023. About 350 people from 75 countries are expected to participate during the three-day event. This includes people and organizations such as: country policymakers responsible for transforming education as well as child protection, regional organizations and development banks, teachers’ institutions, international organizations, including UN agencies, the cooperative movement, financial institutions, students and youth organizations, teachers’ unions, professional associations, NGOs, CSOs, research institutions, and the private sector. 

If you would like to attend, please register (Deadline to register: 4th October 2023) 

 

 

3. Which costs will have to be covered by the participants of the International Conference 2023?  

Participants have to pay for the conference package including a registration fee of 550 euros for the 3-day conference, 370 euros for 2 days or 180 for 1 day including coffee and lunch breaks during the conference. A discount of 50% is provided for early registration done before the 15th of April 2023. The participants furthermore have to cover any additional costs like visa fees, travel insurance, accommodation, flights and other transportation.

All implementing partners also get a 50% discount for the 3 days option. 

 

4. Is Aflatoun covering any of the costs? 

Aflatoun International is NOT covering any of the costs related to attending the International Conference 2023, like visa costs, flights or any other national or international transfers (buses, trains, taxis, etc.), accommodation, or the conference package. However, Aflatoun network partners can apply for partial or full sponsorship. Please see the question below for more information. 

 

5. Is there a possibility to get sponsored by Aflatoun International? 

If you are an Aflatoun International network partner, you can apply to get a full or partial sponsorship by submitting a request in the registration form for the conference. Depending on your situation Aflatoun can fully or partially financially support your flight, hotel, conference fee and transportation costs from Schiphol to Utrecht.  

 

Sponsorship packages are available for Aflatoun network partners and approval will be based on several criteria among which:  

• Fulfillment of your obligations as partners, including annual payment of the license fee 

• Annual operating budget 

• Priority will be given to partners presenting during one of the panels

• Whether or not partners have benefited from previous sponsorship of the international conference 

• Priority will be given to old partners and local/national partners

 

Aflatoun International will review your application according to pre-set criteria and decide if you are eligible for a partial or full sponsorship or not. A request for sponsorship must be submitted before the 27th of April 2023 and a final confirmation will be communicated by Aflatoun International by the 30th of May 2023. 

Attention: Applying for a full or partial sponsorship does NOT guarantee that you will be receiving the sponsorship. 

 

 

6. What are the costs of the conference package for one additional person attending the International Conference? 

A registration fee for the conference has to be paid and it covers access to the 3-day conference, coffee and lunch breaks during the conference. This doesn’t include the flight, hotel, visa fees. The registration fee for one person from one organization is 550 euros. If an organization decides to send more than one staff member or representative, the below discounts apply. In case you send more than one staff member, please contact IC23@aflatoun.org.  A discount of 50% is provided for early registration done before the 15th of April 2023. 

1 participant	550 euros
2 participants	550 euros for the first participant  50% for the second participant
3 participants	550 euros for the first participant  50% for the second participant  75% for the third participant
In case an organization sends more than 1 participant, please contact Aflatoun for a group package at: Ic2023@aflatoun.org

 

7. Do I need a visa in order to come to the Netherlands? 

For some countries, applying for a visa is not required to enter the Netherlands. If you are not a national of one of the countries that are exempted for the Schengen visa, then you may need a short-stay Schengen visa. This allows you to stay in the Schengen area for a maximum of 90 days within a 180-day period. You can use the Ministry of Foreign Affairs Schengen Visa Advisor to see whether you need a visa or not.  

 

NOTE: From November 2023, non-EU nationals who do not require a visa to enter the Schengen area, will need to request prior authorisation to visit Schengen countries. This authorisation is not the same as a visa. You can only apply for authorisation via the European Travel Information and Authorisation System (ETIAS).  

 

 

8. Will there be interpreters during the International Conference 2023?                 English will be the working language during the International Conference 2023, interpretation services will be provided in Arabic, French, Russian and Spanish on day 1 and half of day 2 only. 

9. How do I get an invitation letter so that I can apply for a visa?  

Aflatoun provides an official invitation letter to a primary contact person upon request in the registration form by filling the required information. In case you are missing the invitation letter, please reach out to the person who registered in Aflatoun International Conference 2023 in your organization. Still cannot find? You may contact Aflatoun at IC23@aflatoun.org 

 

11. Is the conference package fee refundable?  

The conference package fee is only refundable if the reservation is canceled four months before the starting date of the conference. This means that the reservation of the conference registration fee will not be refundable if canceled after the 1st of July, 2023.  

 

12. Are there any recommended travel agencies I can use when booking my flights and hotels to attend the International Conference 2023?

Aflatoun International is recommending its own travel agency, diversity travel, to book hotels and flights to attend the International Conference. Diversity travel is an award-winning travel organization for non-profit travel, specializing in fully integrated travel services for the humanitarian, faith, and NGO sectors and offering a 24/7 support service. Their website can be found following the link below: 

https://www.diversitytravel.com

However, participants are free to choose any other bookings tools, like booking.com, opodo.com, etc.

 

   13. Is the venue accessible for the disabled? Is the venue barrier free environment?

The venue is accessible for persons in a wheelchair or with mobility challenges. The conference rooms are located on the first floor but are all accessible by elevator. For those with a reduced mobility there is also an accessible toilet available at the venue.  

 

   14. Given that the participants have to arrange their own accommodation, is Aflatoun recommending any specific hotels? 

Aflatoun has made a reservation for a fixed price for 60 rooms at the Inntel Hotel Utrecht Centre, which is close to the train station and the conference venue. Guests can book a hotel through the link on the website or here. The prices for the rooms per night are €163 for single use and €179 for double use, excluding 7% city tax. The reservation Aflatoun made includes 4 nights, from October 31 until November 4. Since there is limited availability, guests should book a room as soon as possible. Please note that this deal expires on September 29 and it is on a first come first served basis. 

 

Other recommended hotels (among others): 

• Hotel NH Utrecht 

Jaarbeursplein 24, 3521 AR Utrecht 

• Leonardo Hotel Utrecht City Center 

Vredenburg 14, Utrecht, 3511 BA Utrecht 

• The Hunfeld 

4 Mariaplaats, Utrecht, 3511 LH Utrecht 

• Cozy Pillow 

13 Steenweg, Utrecht, 3511 JK Utrecht 

• Brass 

19 Janskerkhof, Utrecht, 3512 BM Utrecht 

• Inntel Hotel Utrecht Centre 

Smakkelaarshoek 24, Utrecht, 3511 EC Utrecht 

 

Given that the International Conference 2023 is taking place in Utrecht, Aflatoun International would like to highlight that when booking a hotel, the participants should pay attention to the hotel actually being in Utrecht and not in Amsterdam, Almere, Amersfoort or other close by cities. This might happen if the search radius on booking websites is too big and will lead to inconveniences when commuting to the conference venue. 

 

Guests who receive a sponsored stay during the conference will reside at the Hotel NH Utrecht from October 31 until November 4 and their accommodation will be booked by Aflatoun International. This hotel is within 5 minutes walking distance of the conference location.   

 

  15. Can I attend only one day of the conference and is the conference package fee going to differ in this case? 

 

Yes, you can attend a part of the conference. The conference package fee will differ as below. Please choose the package type in the registration form. 

1 day	180 euros
2 days	370 euros
3 days	550 euros