Venue & how to get there
The event will be held at Scandic CPH Strandpark, a hotel in Kastrup, Denmark. You can get to know the hotel and its facilities on their website.
Copenhagen is well accessible by ferry, train, and plane. The hotel is located in Kastrup, a suburb of Copenhagen, and is very close to the CPH airport. There is a shuttle bus going from the airport to the hotel and back, running from 6 AM to 9 PM. The shuttle bus is free of charge, but please note that you need to book a seat in advance.
Accommodation
NeIC has booked accommodation for 21–22 October for 40 people at Scandic CPH Strandpark. When you register for the event, you can either choose this accommodation, or to book your own.
If you are part of a NeIC project team, a project manager, or a member of the XT, NeIC will cover your accommodation costs even if you are staying elsewhere. If there are more than 40 people that wish to stay at Scandic CPH Strandpark, a waiting list will be set up in case of cancellations.
If you are participating the AHM but are not part of the group addressed above, your accommodation costs will not be covered by NeIC.
Travel
The participants are to book their own travels. If you are part of a NeIC project team, a project manager, or a member of the XT, NeIC will cover your travel costs.
If you are participating the AHM but are not part of the group addressed above, your travel costs will not be covered by NeIC. An exception to this are the invited speakers and workshop holders.
AHM Dinner
NeIC has arranged a dinner for all AHM participants on the night of 21 October. The dinner venue is still undecided but will very likely be located in central Copenhagen.
The dinner costs will be fully covered by NeIC. This will include the menu (pre-decided, taking into account dietary restrictions) and two drinks of choice per person.
Travel cost reimbursement
There are two options for getting your costs reimbursed:
1) Make a normal travel cost claim to your organisation according to your organisation accounting practices. Your organisation will then send an invoice to CSC. The invoice can also include km-reimbursement from driving with your own car (if any), and the reduced daily allowances for the full AHM days, which cannot be covered by the Option 2.
2) Make a travel cost claim directly to NeiC (CSC) with the travel cost reimbursement form which will be sent you after the meeting. This option does not provide daily allowances nor km-reimbursement since for those we need to report to the Finnish tax authorities and would then need your ID and taxation information.
This option is also possible to address to your organisation if the organisation has paid for your trip. In this case, your organisation and its banking details must be indicated in the claim. However, the costs claim still cannot include daily allowances nor km-reimbursement.
The detailed invoicing information via organisation (option 1) and for direct invoicing NeIC via a special claim (option2) will be sent to you right after the meeting. Please do not forget to collect all your travel tickets and receipts.
For contracted personnel: both options are valid. NeIC partners will be additionally informed on invoicing details for option 1.
For in-kind personnel: only option 2 is available.
NMD staff should report to Aalto University. You will be contacted personally by the Financial Coordinator.