PROVISIONAL AGENDA. Business Arrangements

ASEAN REGIONAL FORUM DISASTER RELIEF EXERCISES 2015 (ARF DIREX 2015) INITIAL PLANNING CONFERENCE (IPC) Alor Setar, Kedah, Malaysia 9-11 Septemb...
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ASEAN REGIONAL FORUM DISASTER RELIEF EXERCISES 2015 (ARF DIREX 2015) INITIAL PLANNING CONFERENCE (IPC) Alor Setar, Kedah, Malaysia 9-11 September 2014, PROVISIONAL AGENDA Agenda Item 1:

Adoption of Agenda

Agenda Item 2:

Business Arrangements

Agenda Item 3:

Overview of ARF DiREx 2015 Note:  Executive Committee Planning and Coordination Working Group will present an overview on the preparation and planning of ARF DiREx 2015

Agenda Item 4:

Working Groups’ Consultation and Site Survey  Co-chairs will give presentations on each working group’s structure, responsibility, and tasks as assigned by the Executive Committee. The Conference will discuss scenarios, asset contributions and related issues.  Co-chairs will brief the Conference on site survey arrangements and programme. The site survey will take place on 10 September 2014.

Agenda Item 5:

Other Matters

 

 

INITIAL PLANNING CONFERENCE (IPC) FOR ASEAN REGIONAL FORUM (ARF) DISASTER RELIEF EXERCISES 2015 Grand Alora Hotel, Alor Setar, Kedah, Malaysia 9-11 September 2014, PROGRAMME OF ACTIVITIES Monday, 8 September 2014 (Arrival Day) 1200-2100 hrs

Arrival and registration of Delegates Venue: Lobby, Grand Alora Hotel, Alor Setar, Kedah

Tuesday 9 September 2014 (Day One) 0800-0900 hrs 0900-0930 hrs

0930-1000 hrs 1000-1030 hrs 1030-1045 hrs 1045-1130 hrs 1130-1230 hrs 1230-1400 hrs 1400-1500 hrs 1500-1800 hrs

2030-2200 hrs

Arrival and registration of Delegates Venue: Grand Alora Hotel, Alor Setar Opening Session for IPC for ARF DiREx 2015 Group Photo with Heads of Delegation Venue: Ballroom, Grand Alora Hotel Dress: Business Attire Briefing by Executive Planning Committee Briefing by AAR Division Coffee break Briefing by TTX Division Briefing by FTX Division Lunch Venue: Grand Alora Hotel, Alor Setar Briefing by FTX Division (continued) Working Group Planning:TTX Working Group FTX Working Group AAR Working Group Executive Planning Working Group Welcome Dinner Venue: Ballroom, Grand Alora Hotel -End of Day One-

 

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Wednesday ,10 September 2014 (Day Two- Site Survey) TEAM A TEAM B Departure to Langkawi Depart Hotel for University Tour – Maritime Search & 0700-0800 hrs Utara Malaysia (UUM) Rescue Site Survey for Command Centre and accommodation for SAR Teams, opening and 0800-1000 hrs closing for ARF DiREx 2015 Depart to Chuping Sugar 1000-1030 hrs Refinery (Site A) Site Survey for Chemical Disaster (Hazmat) and 1100-1230 hrs CBRNE Departure for Timah Tasoh 1230-1300 hrs Lake Resort (Site B) 1300-1400 hrs Lunch Venue: Timah Tasoh Lake TBC Resort Site Survey for Land Slide 1400-1700 hrs and Building Collapse Site Survey for Flood Evacuation Site Survey for Evacuation Center Site Survey for Field Hospital Wrap-up Meeting for Site 1700-1730 hrs Survey Depart to Grand Alora Hotel, 1730 hrs Alor Setar -End of Day TwoThursday, 11 September 2014 (Day Three) 0900-1100 hrs

1100-1115 hrs 1115-1315 hrs

 

Working Group Planning:TTX Working Group FTX Working Group AAR Working Group Executive Planning Working Group Coffee Break Working Group Planning:TTX Working Group FTX Working Group AAR Working Group Executive Planning Working Group

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1315-1415 hrs 1415-1600 hrs

1600-1700 hrs

Lunch Venue: Grand Alora Hotel, Alor Setar Plenary Meeting: Working Groups Reports/Comments/Recommendations/ Future Preparations Closing Session Closing remarks by Co-Chairs -End of Day Three-

Thursday, 12 September 2014 (Departure Day) 1200-2100 hrs

 

Departure of Delegates

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` ASEAN REGIONAL FORUM DISASTER RELIEF EXERCISES 2015 (ARF DiREx 2015) INITIAL PLANNING CONFERENCE (IPC) INFORMATION FOR PARTICIPANTS

1.

GENERAL INFORMATION The Initial Planning Conference (IPC) to prepare for the ASEAN Regional Forum Disaster Relief Exercises 2015 (ARF DiREx 2015) will be held from 9 to 11 September 2014 in Alor Setar, Kedah, Malaysia. Arrival day will be on 8 September 2014 and departure day on 12 September 2014.

2.

VENUE OF MEETING IPC for ARF DiREx 2015 will be convened at the Grand Alora Hotel, Alor Setar, Kedah. The contact details are as follows: Venue

:

Telephone : Fax : Website :

3.

Grand Alora Hotel 888, Persiaran Bandar Baru Mergong, Lebuhraya Sultanah Bahiyah 05150, Alor Setar, Kedah Malaysia +604 770 8888 +604 770 8800 http://www.grandalorahotel.com

REGISTRATION The co-chairs are pleased to invite a maximum of 5 participants from each ARF Members to participate at the IPC for ARF DiREx 2015. Participants are requested to complete and return the attached Registration Form to ASEAN-Malaysia National Secretariat (AMNS), Ministry of Foreign Affairs, Malaysia, by fax : +603 8889 2729 or by e-mail to [email protected] and copied to [email protected] before 20 August 2014.

4.



COST OF PARTICIPATION

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The organiser will cover the cost of the meeting facilities, including meals as scheduled in the programme. All other costs of participation (transportation between hotel and airport, airfares, hotel accommodation, breakfast, etc.) will be borne by the participants, unless stated otherwise. 5.

VISA REQUIREMENT All participants are required to arrive with a valid passport and visa. Participants are kindly advised to check http://www.imi.gov.my/index.php/en/mainservices/visa/visa-requirement-by-country for visa requirements information or contact the nearest Malaysian Embassy or Consulate.

6.

TRANSPORTATION 6.1

Participants are recommended to take the following connecting flights from Kuala Lumpur International Airport (KLIA) to Sultan Abdul Halim Airport, Alor Setar, Kedah. KUALA LUMPUR – ALOR SETAR Flight ETD ETA Flight 1 : MH1208 1230 hrs 1325 hrs Flight 2 : MH1252 1955 hrs 2050 hrs ALOR SETAR - KUALA LUMPUR Flight ETD ETA Flight 1 : MH1209 1355 hrs 1500 hrs Flight 2 : MH1253 2125 hrs 2230 hrs

6.2

Alternatively, participants may choose to fly to Sultan Abdul Halim Airport, Alor Setar, Kedah using Air Asia airline. The list of available flights is as follows:KUALA LUMPUR – ALOR SETAR Flight ETD ETA Flight 1 : AK6012 0710 hrs 0810 hrs Flight 2 : AK6014 2020 hrs 2120 hrs ALOR SETAR - KUALA LUMPUR Flight ETD ETA Flight 1 : AK6013 0835 hrs 0935 hrs Flight 2 : AK6015 2145 hrs 2250 hrs



6.3

Please note that Air Asia flight is only available at KLIA2 Airport. The transfer from KLIA to KLIA2 will take approximately 5 minutes via the ERL train services.

6.4

The Grand Alora Hotel is approximately a 25-minute drive from Sultan Abdul Halim Airport. A complimentary airport transfer will be provided for participants arriving via the above mentioned flights.

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7.

ACCOMMODATION 7.1

As the meeting will be held at the Grand Alora Hotel, participants are recommended to stay at the hotel. In this regard, participants are requested to complete the Hotel Reservation Form before 25 August 2014. The form is to be submitted by email to [email protected] and copied to [email protected]. Kindly use the form attached to obtain the special rates offered to participants, as follows: Room Category Room Rates Superior Room Single – RM 230.00 nett Superior Room Double – RM 250.00 nett Deluxe Room Single – RM 290.00 nett Deluxe Room Double – RM 305.00 nett *Exchange Rate: 1.00 USD = MYR 3.17 (please check the latest rate) *Superior Room (200 rooms), Deluxe Room (6 rooms) Note:

i)

The above accommodation and rates are: - Inclusive of one (1) daily buffet breakfast for single occupancy & two (2) daily American buffet breakfast for double occupancy. - All rates are subject to 10% service charge and 6% government tax.

PLEASE SUBMIT THE REGISTRATION FORM BEFORE 20 AUGUST 2014 TO ENJOY THE SPECIAL ROOM RATE 7.3

Alternatively, participants can also arrange their accommodation at the Holiday Villa City Centre. This hotel is located about 5km or a 10-minute drive to Grand Alora Hotel. For more information and bookings, kindly contact the hotel directly. Details of the hotel are as follows: Holiday Villa City Centre Alor Setar Lot 162,163, Jalan Tunku Ibrahim, Bandar Alor Star, Mukim Kota Star, 05000 Kedah Darul Aman, Malaysia. Tel : +604 734 9999 Fax : +604 734 1199 Email : [email protected]

8.

DRESS CODE The attire for the entire meeting is lounge suit/official uniform. The attire for the site survey is casual.



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9.

WEATHER CONDITIONS Average daily temperatures in Alor Setar for the month of September ranges from 27 °C in the evening to 31 °C.

10.

NEARBY FACILITIES TO THE HOTEL There is a commercial centre located in front of the hotel within a walking distance (30 metres). The following facilities will be available to participants at the commercial centre:(i) (ii) (iii) (iv) (v)

11.

Automated Teller Machine (ATM) Restaurant and fast food outlets Bureau the Change (Money Changer) Tesco Hypermarket (www.tesco.com.my) Pharmacy and Clinic

ELECTRICITY The standard electricity supply in Malaysia is 240 volts, 50 hertz, with British type three-pin sockets.

12.

LOCAL TIME Malaysia standard time is currently 8 hours ahead of Greenwich Mean Time (GMT). There are no time differences within Malaysia.

13.

DIETARY / FOOD RESTRICTION Participants are kindly requested to state their dietary/food restriction on the Registration Form.

14.

DRINKING WATER It is not a usual practice to drink directly from the tap. For those who prefer bottled mineral water, grocery shops and supermarkets usually carry a wide selection.

15.

CONTACT INFORMATION If you have any enquiries, please do not hesitate to contact:MR. MOHD FADZLE ABU HASAN Email: [email protected] Tel: +6 016 4140 156



MR. SYED AIZAT SYED SULTAN Email: [email protected] Tel: +6 012 3941 438

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ASEAN Regional Forum (ARF) Disaster Relief Exercise (DiREx) 2015 Initial Planning Conference (IPC) 9 - 11 September 2014 Alor Setar, Kedah, Malaysia REGISTRATION FORM All participants are requested to submit the completed Registration Form by fax to (603) 8889 2729 or email to [email protected] and copy to [email protected], at the latest by 25 August 2014. Country First Name Last Name Title (Mr., Mrs., Ms., etc) Preferred name on identification badge Passport number Date of Birth (dd/mm/yyyy) Date of Issue (dd/mm/yyyy) Expiry Date (dd/mm/yyyy) Designation/ Official Position Department/ Organisation

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Telephone

Fax Email Address Cellular/ Mobile Phone Date/ Time of Arrival1 (time/dd/mm/yyyy) Arrival Flight Number Date/ Time of Departure (time/dd/mm/yyyy) Departure Flight Number Please indicate any dietary requirements or special needs (eg. mobility, health)

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Participants are requested to make their own travel arrangements.

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Room Reservation Form “ASEAN Regional Forum –Initial Planning Conference “(ARF-IPC) September 8 - 12, 2014

Ministry of Foreign Affairs, Malaysia has contracted with the hotel for a special daily rate that includes room accommodations, and buffet breakfast. Superior Room _____ Single Occupancy RM230.00nett per room per day _____ Double Occupancy: RM250.00nett per room per day Arrival Date: _________________________

Time: ____________

Name: ________________________________________

Departure Date: _________________________

Share with: ________________________________________

Address: ____________________________________________________________________________________________ City: _________________________ State/Province __________

Postal Code: __________ Country: ___________

Telephone: ____________________ E-Mail:________________________________________________

Special requests (will be accommodated if possible): _________________________________________________________ 1) Transportation From Airport – Hotel 2) Hotel to Airport _________________________________________________________ Method of Payment:

___ Credit Card

If Credit Card:

___ Amex

___ Visa

Card #: ______________________________

Check-In Time: 2:00 p.m.

___ MC

___ Diner’s

Expiration Date: __________

Check-out Time: 12:00 noon

Changes or cancellations require a 72 hour advance notice.

___ JCB Signature: ________________________