Conference Registration Steps

GIN REGISTRATION IS OPEN!

*The last day to be guaranteed your hotel room is SEPTEMBER 15th.

**GIN registration officially closes OCTOBER 7th

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Please, make sure you complete all steps below!

Step 1:  REGISTER YOUR GIN TEAMS – FILL OUT THE GIN REGISTRATION FORM HERE

Registration is open! Tuition for both students and teachers is $280 USD.  You will need to have all the information pertaining to your traveling team members and your project workshop(s) in order to complete the registration (you can edit specific details/changes later).
The Business Manager at each school will be invoiced by AASSA for the conference registration fees once registration has closed on October 7th.
The $280 USD registration fee includes transfers between hotel and the conference events each day, all food expenses during the conference, and participation in all conference events.  It does NOT included airport transfers or flights, hotel costs, or excursions.
LOCAL RIO SCHOOLS – a discount registration price is available, as you will provide your own transportation to and from the event.  Please inquire to ginrio@earj.com.br for more information.
Each school may send up to four teams of students, from grades 7-12, and each team may be comprised of 2 to 6 students.  That means each school could send as few as two students or as many as 24! At least TWO chaperones must accompany each school’s students regardless of the number of student participants.

Note: Since we use Google Forms for registration, you may want to open a Google account (gmail) in order to complete the registration process.  Using this platform will also allow you to edit your team and workshop information as changes occur leading up to the conference.

 

Step 2:  VERIFY YOUR TEAM’S NEEDS REGARDING BRAZILIAN VISAS (if applicable)

For Brazil Entry and Visa information contact your local Brazilian Consulate/Embassy

 

Step 3:  FILL OUT AND PRINT THE GUARDIAN AUTHORIZATION LETTER

To travel to Brazil with youth, you must have a guardian-signed letter for each participant. This document gives express permission for their child to travel to Brazil and stay in a hotel under the named advisor’s supervision and care.  If you do not have a signed guardian letter, you will not be able to check in to your hotel!
Click HERE to download the form.

 

Step 4:  IMMUNIZATIONS

Make sure you have the necessary immunizations according to Brazil and your host country.
Yellow Fever Injection Requirements: A Yellow Fever Vaccination Certificate is NOT required to enter Brazil; however, one may be required to re-enter your country. Be sure to check on the immunization requirements of your country!

 

Step 5: RESERVE YOUR HOTEL ROOMS – DEADLINE SEPTEMBER 15th

Four hotels have offered group rates to accommodate conference participants and these reservations are being handled by Avipam Tourism Company.  Check the hotel tabs on the drop down menu to view hotel options and prices, which are quoted in Brazilian reais.
 Please submit your reservation form to Avipam Tourism Company at: 
eventosrj@avipam.com.br            Phones: +55 21 3570-7766
Make sure to copy the following emails on all correspondence between the hotel and your school to:
ginrio@earj.com.br and cprendergast@earj.com.br
Download the Avipam Reservation form HERE
*If you are traveling with more then 12 people, include a second sheet in your email reservation with the names of all participants and leave the participant/guest boxes on the form empty to ensure there are no duplications.

Important Hotel Reservation Notes:

If your group arrives in the morning, you will not be able to check into your rooms until mid to late afternoon.  If you would like to check-in in the morning, you will need to make sure that your reservation includes the night before in the length of your stay.
Reservations through Avipam must be paid in full at the time of reservation and cancellations are non-refundable.  So, please be certain of your team numbers when you reserve.
Please also clearly state when making your reservation that you are reserving your rooms under the Global Issues Network reservation contract. If you do not specify this, you may not get the lower room rate we have listed.

 

Step 6: INCLUDE TRANSPORTATION TO AND FROM THE AIRPORT IN YOUR COST PLANNING

Avipam Tourism Company is also handling airport transfers to and from your hotel.  The costs quoted below are in Brazilian Reias, and you can organize your transportation at the same time you reserve your hotel.  Note: This airport transport is NOT included in this year’s GIN registration fee.
The transportation request form can be downloaded HERE.  Once you have finalized these details, please fill it out and forward it to both Avipam and GIN organizers:
eventosrj@avipam.com.br; GINRio@earj.com.br; cprendergast@earj.com.br
Vehicle Type Price Number of Seats
Executive Car R$ 304,71 3 pax + 1 driver
Mini Van R$ 572,71 7 pax + 1 driver
Van R$ 380,60 15 pax + 1 driver
Micro Bus R$ 737,74 25 to 30 pax + 1 driver
Bus R$ 923,36 46 pax + 1 driver
*Gas and driver are included in the price.  Not included are parking and toll fees. Cancellations must be made 24 horas in advance.  (There are no tolls along the way, but the parking and waiting at the airport may be added (about $5USD).
RIO EXCURSIONS
CLICK HERE for fun and educational Rio excursion opportunities before or after the conference, please see our list of options and contact Crux Eco Adventures directly for reservations. Please CC ginrio@earj.com.br so that we are aware of your travel plans and can also confirm with the agency.

 

Step 7: PAYMENT & INVOICE FOR RIO GIN CONFERENCE WITH AASSA

An invoice will be emailed to your school’s business manager (beginning in August) with a copy to the person completing the registration form.  The names of the students will not be listed on the invoice, just the number of students and advisors.
Individuals not attending as part of a school will be invoiced by email and are responsible for payment to AASSA.
There will be no refunds for cancellations after October 7th because of pre-payment of conference expenses based upon the number of registrations.
All questions regarding payment for the conference should be sent to Terri Williams:  twilliams@aassa.com

 

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