Accommodation & Travel Information

Hotel Accommodation Information

The THERMEC’2009 Committee has negotiated special room rates with different hotels/motels in Berlin for delegates. Special accommodation rate for THERMEC’2009 registered participants is applicable if a room is booked with a deposit to the hotel of your choice by May 7, 2009. We cannot guarantee room availability at the discount rate at hotels given below after May 7, 2009. We strongly recommend that you book your accommodation early and well in advance as number of rooms are limited at the special discount rate at each hotel. The hotel deposit which you will pay directly to the hotel to reserve your room will be credited by the hotel in your final hotel/motel bill on check out.

Room rates are in EURO including all taxes and charges. Only some hotels include breakfast in room rate.

     
F: MARITIM HOTEL BERLIN, Stauffenberg Strasse 26:  is the THERMEC Conference Headquarter
Please note, the accommodation at Maritim Hotel is available ONLY for August 24, 25 and 26 nights.  It is a very nice and elegant hotel but accommodation is available for above dates only at this hotel.

HOTEL Accommodation Booking Procedure (Must book your room before May 7, 2009)

* Please book your accommodation directly with the hotel of your choice (A to F above) by faxing/mailing the completed Delegate Accommodation Form. The fax numbers and addresses of hotels are given above. Kindly mention while requesting accommodation that you are a registered THERMEC’2009 delegate in order to get the special room rate for your accommodation.

• Deposit of EURO 150 with your credit card details or International Bank Cheque or Money Order must be sent directly to the hotel of your choice, in order for the hotel to reserve/confirm your accommodation.. You must deal directly with the hotel of your choice for your accommodation. The THERMEC Committee can not book accommodation for any participant in Berlin.
• The hotel will send you accommodation confirmation via email within a few days after receiving your request provided you have sent the required deposit of EURO 150 by credit card or international bank draft to the hotel.  Any cancellation must be made directly with the hotel and must be requested in writing (fax or letter to reservation department of the hotel) at least 24 hours before your arrival date in order to avoid one night’s accommodation charged to you by the hotel.  You have responsibility to deal with the hotel directly for any payment, cancellation or refund. Fax numbers and addresses of each hotel are given above.
• ACCOMODATION AT ABOVE HOTELS (A to F) MUST BE BOOKED BEFORE MAY 7, 2009. After this date the Committee can not guarantee any accommodation at these hotels at special room rate.

IMPORTANT: Before sending accommodation request to the hotel

Before requesting accommodation at one of the hotels A to F listed above, please view the conference website.  If the rooms at any particular hotel are fully booked, the name of that hotel will be removed from the conference website. Removal of hotel’s name from the website will indicate that no rooms are available for accommodation at that hotel and therefore you should contact the other hotels listed on the website.

MEININGER City Hostel Berlin (Accommodation for Students & Non Students)

Please note: Student accomodation is booked out now- no more rooms at student rate left

The Meininger Hostel & Hotel is newly built modern hostel /hotel with excellent facilities and besides the room rate being very reasonable at this hostel the breakfast is also included in the room rate. Room rate includes all taxes and VAT.

• The accommodation at MENINGER HOSTEL & HOTEL can only be booked through Prof. T. Chandra.
• Before March 7, 2009: Accommodation at Meininger  Hostel  will be booked/reserved by Prof. T. Chandra  only for  students till March 7, 2009, after this date any participant coming to attend  THERMEC’2009 (student or non student) can  request accommodation at this hostel.
• After March 7, 2009:  Any delegate (student or non student) can request and get accommodation at Meininger Hostel provided any rooms are available after March 7.

Students will be given first preference to get accommodation at this hostel if students book and pay for minimum 5 nights accommodation before March 7, 2009.  The Committee can not guarantee accommodation for students at this hostel after March 7, 2009.  Accommodation at this hostel is limited and it will be given to students on the first come first serve basis.

Room Rates at Meininger Hostel

• Single room: €65 (including breakfast) 20 rooms available
• Twin/Double*: €88 for two persons (including breakfast) 20 rooms available
  * Twin Room has two single beds for two persons while Double has one large double bed for a couple.

Accommodation Booking Conditions/Procedure at Meininger Hostel & Hotel

All rooms at Meininger Hostel have been fully booked out. Do not contact Prof. T. Chandra for an the Accommodation Form – Meininger Hostel.

If you are a student you must pay and book accommodation  before March 7, 2009 but for a minimum 5 nights accommodation (August 24 – 29, 2009) whether or not you stay for these number of nights or not at the Meininger Hostel. The deposit for each category of accommodation  is as follows:

• Pay 325 EURO for single room (one person) for the minimum 5 nights accommodation (breakfast included).
• Pay 440 EURO if twin/double room (2 persons) for 5 nights accommodation (breakfast included).
• Pay 220 EURO if you are a single student (male or female) and if you agree to stay in a twin room (two single beds) sharing with another student (male will share with male and female will share with female) at this hostel. The 220 EURO deposit is required for a single person in a twin room for 5 nights accommodation.
• If you are a student and is requesting for accommodation at Meininger Hostel, Prof. T. Chandra will reserve accommodation for you in the twin share room (two bedded for 2 persons). Once twin share rooms are fully booked then only the single room will be given to student provided it is available. The accommodation at this hostel will be given to students on the first come first serve basis before March 7, 2009.
• If you are NOT a student and if you want to stay at Meininger Hostel, please wait till March 7, 2009 and then view the conference website and see if the Accommodation Form – Meininger Hostel is still available on the website and follow the above procedure to book and acquire accommodation at this hostel by paying minimum 5 nights accommodation deposit.

IMPORTANT: Only prior to March 7, 2009, the THERMEC Committee may assist students in acquiring accommodation at Meininger Hostel. Limited number of rooms (only 40 rooms) are available at Meininger Hostel & Hotel at the special rates so if you are a student and are planning to come to THERMEC'2009, we urge you to book accommodation ASAP but before March 7, 2009. Fax the completed Accommodation Form – Meininger Hostel with 5 nights minimum deposit to Prof. T. Chandra ASAP.

All hotels/Meininger Hostel are located and reachable via U-Bahn (Metro) or local bus to the MARITIM Hotel: the official THERMEC’2009 Conference Hotel.

Cancellation of accommodation at Meininger Hostel (strict policy)

Cancellation must be notified in writing to Prof. T. Chandra before April 14, 2009. A charge of 220 Euro will be imposed for cancellation before March 14, 2009. Cancellation received after March 14, 2009 and prior to April 14, 2009 will incur 300 Euros cancellation fee. After April 14, 2009 entire accommodation deposit will be forfeited. Any refund will be made only after the conference and bank charges incurred in refunding will be deducted from the refund amount.

Transport from Meininger Hostel to Maritim Hotel

The Meininger Hostel & Hotel is easily accessible to reach MARITIM Hotel, Stauffenberg Strasse 26, Berlin, where THERMEC’2009 is being held. Although it is not yet decided but the THERMEC Committee is seriously considering providing a bus transport for students/non students staying at Meininger Hostel to the Maritim Hotel (maximum for the first four days of the conference). Those staying at Meininger Hostel will be notified about it before May 7, 2009. The bus transport cost may be about 20-25 Euros for four days transport from hostel to Maritim Hotel.

Travel Information & Visa Requirements for Participants from some countries

Participants requiring a visa should apply to the German Consular offices or diplomatic missions in their countries well in advance. In some countries it may take up to 3 to 4 months to get German Visa. Participants especially from PR China, Russia, Ukraine, Poland, Iran, India, Brazil and eastern European countries must apply for GERMAN VISA at least 3 – 4 months prior to THERMEC’2009 in Berlin. You must pay the conference registration fee ASAP in order to get German Visa.

INVITATION LETTER FOR VISA from the THERMEC’2009 COMMITTEE

* If you require an invitation letter from the THERMEC Committee for your German visa, please pay the registration fee ASAP but before March 7, 2009 and then  contact Prof. T. Chandra (thermec@uow.edu.au) and request such an invitation  letter which will be sent to you by the THERMEC'2009 Executive Committee based in Berlin.

* Please note that unless the registration fee is paid, the letter for visa can not be sent to any delegate by the Executive Committee from Berlin. This is a German government regulation and we are instructed by the government that the participant to THERMEC’2009 must be registered delegate and must pay registration fee in advance before the THERMEC Committee is authorized to send letter of invitation for German VISA. Only registered delegates will be a sent letter of invitation for Visa by the Executive Committee. In that letter we will mention that you are registered author and either participating or presenting a paper at THERMEC’2009.

INVITATION LETTER FOR VISA if required BY COURIER

* If you want us to send your invitation letter for VISA by courier service (it will be sure to reach you and you are not relying on the uncertainty of the postal mailing system), we can send your letter by courier but there is charge of EURO 35 for the courier service from Berlin. You are requested to pay EURO 35 with your registration fee or at the registration desk, in Berlin when collecting your registration papers.

* Please send Prof. T. Chandra email with your full mailing address and phone number if you want the Committee to send you the visa invitation letter by courier from Berlin.
 
* THERMEC Committee based in Berlin can arrange to mail you the invitation letter by airmail for you to apply for German visa but only once without any charge. We DO NOT take responsibility if the invitation letter mailed to you from Berlin reaches you in time or not because we do not take any responsibility due of the unreliability in the postal mailing system in some countries. If you want to make sure that you receive your invitation letter for German Visa from the THERMEC Committee to reach you within a week or so, then we suggest that you pay the conference registration fee ASAP but before March 7, 2009 and then request for VISA invitation letter from us either by air mail or via courier. You are required to submit a hard copy of the invitation letter from the THERMEC Committee based in Berlin for German for your VISA application.

For invitation letter for German visa, student accommodation at Meininger Hostel and payment of the registration fee via direct bank transfer and manuscript acknowledgement, please contact:

Professor T. Chandra
Faculty of Engineering
University of Wollongong
Northfields Avenue
Wollongong  NSW  2522, Australia
Email: thermec@uow.edu.au or tara@uow.edu.au
Fax: +61-242-214921 or +61-242-218001

Weather and Dress

The climate in Berlin is generally sunny in late August, average temperature range from about  20 to 25 °C in the day to 17°C at night. Higher temperature may eventually be reached due to an unexpected heat wave.  The conference organizers suggest that you wear comfortable clothes, and it is not necessary to wear formal clothes such as suit/full dress even for the Conference dinner.