Travel, Visa, and Accommodations

Conference participants will travel to the venue by road or air, depending on their respective areas of origin. They will all be accommodated in the available hospitality facilities found in Nairobi city. The city offers a wide variety of hotel facilities, most of which are within walking distance and are therefore easily accessible from the conference venue. Those not within walking distance are well-linked to the venue through continuously available and affordable transport. 

Travel to the Conference Venue

All participants are expected to organise their own travel to the venue of the conference. The Organising Committee will establish an IASC Conference Desk at the Exit of International Arrivals Terminal. Please watch out for signage “IASC Conference Participants”. This desk will assist arriving participants to swiftly get into the right shuttle bus for transfer to their respective hotels. The transfer schedule will be organized to suit the travel itinerary for all participants.

Processing of travel documents for those traveling from abroad

We provide herewith the necessary support documents for the application of your visa and other travel documents as required by the immigration department. Please note that the covid-19 travel restrictions have almost been lifted, remaining only the requirement for a COVID Vaccination Certificate. However, please note that the situation is bound to change depending on prevailing levels of infections in different countries at the time of travel. We, therefore, advise you to keep checking as we get closer to the conference time, and as well confirm with your flight company before taking your flight.
Please obtain the following documents:

  • Take your COVID certificate with you (e.g., electronically)
  • A self-report of your COVID vaccination using Global Haven (www.globalhaven.org; log in and then provide information on your vaccinations).
  • Your Traveler’s Health Surveillance QR code (https://ears.health.go.ke/international_registration/)
  • E-visa for single entry (https://evisa.go.ke/evisa.html; it will take approx. 1-3 days, in rare cases one month, until you get the e-visa; you will have to log in again and download the e-visa). For your visa to be processed, you will need i) the National Identification Card of authorised persons from the co-hosting institution in Kenya; ii) A Registration Certificate of a co-host institution in Kenya; and iii) a letter of invitation. These documents will be sent to you by e-mail for your visa processing by the end of February 2023. For your own documents to be uploaded (passport copies, travel tickets, etc.), please check when you download that each file is less than 290KB (the uploading system of the Kenyan immigration office will not accept documents larger than that). We will also indicate an e-mail address to be contacted in case of visa problems

Accommodation

As already indicated in the main Conference Document, already on the website, there are over 100 hotels in Nairobi CBD providing accommodation that will suit all levels of pockets of the participants – from five-star to non-star facilities. A large share of the hotel facilities are within walking distance and are therefore easily accessible from the conference venue. Those not within walking distance are well-linked to the venue through continuously available and affordable means of transport. A rapid survey of hotels suitable for accommodating our participants reveal the following current rates for Bed & Breakfast under the hotel category shown: i) 5 Star (USD 170 – USD 220); ii) 4 Star (USD 120-USD 160); and iii) 3 Star (USD 70-USD 110). There are also available cheaper facilities (USD 50-USD 65) offering Suites for participants who may wish to share. Meanwhile, the organising committee is in the process of negotiating with the hotels to provide discounted rates for the IASC Conference participants. The names of and website link to the rate-friendly hotels will be uploaded to the conference website immediately after the negotiation process, and competitive rates are agreed upon.