41st World Scout Conference
Theme: Together for Positive Change
The World Scout Conference is the governing body, the “general assembly” of Scouting and is composed of all members of the World Organisation: the National Scout Organisations. Its function is to consider the policy and standards of the Scout Movement throughout the world, formulate the general policy of the World Organisation and take the necessary action to further the goals of the Movement.
The Conference will take place from 14th to 18th of August 2017 in Baku. The opening ceremony will be held during the afternoon of the 14th of August and the closing ceremony during the afternoon of the 18th of August.
The designated arrival and departure days are:
- Conference arrivals: Saturday 12th August and Sunday 13th August.
- Conference departures: Departure date from 18th August onwards.
Registrations for the 41st WSC are still available. But please make sure that all data you provide is correct and updated in order to let the Host Committee provide you with the highest level of support. Please note that if you are registering after July 15th the Host Committee cannot guarantee you appropriate visa and accommodation support due to the time limitation.
Arrivals and departures
We strongly recommend to check all data provided to the registration system concerning flight details in order to let us, as a Host Committee to meet you upon arrival and to organize proper transportation to the Scout Family Hotels. If you have booked the accommodation on your own in other hotels or private apartments, you will be transferred to the assembly point of one of the nearest Scout Family Hotel. Please, let us know about the place where you will be staying, if you booked the accommodation on your own. We need to schedule transfer to the nearest assembly point accordingly. Please send the information to firstname.lastname@example.org.
We kindly remind you, that transfers by Host Committee will be organized ONLY during official dates of arrival/departures operations: for Dialogue for Peace training (August 2 and 3), Forum (August 6,7, 11) and Conference (August 12,13,14,18,19,20) respectfully. You can check also this data on the Bulletin #3 and on our website page. If you are arriving/departing on other dates, you will need to pay for transfer. You can pre-order a vehicle in advance via out Transport department email@example.com, take a taxi or public bus to the nearest metro station at the Baku airport. We will have a branded welcome desk in Baku International Airport [GYD], operating from August 1st until August 20th for your convenience and support in organising transportation if you arriving or departing during and outside of the official dates.
During the Conference working days, our Accommodation, Arrival & Departure Department firstname.lastname@example.org and Transport Department email@example.com will contact all Delegation leaders regarding the departure schedule from Baku. If there is a last minute change to your itinerary that you provided to the registration system, please make sure that you modify this information in the registration system and be sure to contact our Departments. From the end of the Closing Ceremony on the 18th of August and until the end of the August 20th, we are expecting almost 1400 participants to depart from Baku (except those who are staying for the Post Conference tours or on their own in Azerbaijan for longer). Considering the timeframes, this is a big number of people. Therefore, it is vitally important that we receive accurate information, in order to arrange and schedule the buses and meet the flights on time.
The Host Committee of the 41st World Scout Conference has identified a number of hotels, which will be used for the Conference and called them “Scout Family Hotels”. The Association of Scouts of Azerbaijan have agreed special prices for NSO delegations during the Conference official dates and are offering a wide range of accommodation that can suit any taste and budget. We have signed contracts with 15 different hotels and arranged them in three clusters, by the distance from the main venues.
From the beginning of the registration process, all the information concerning hotels descriptions/prices/rooms types was available through the registration platform. But from June 15th bookings through the registration system were suspended due to the hotel booking deadline. In order to provide sufficient support to all our guests, the Host Committee has continued to help with bookings directly with delegations until July 15th. We have assumed that the majority of bookings was made through the online registration system or directly via the Host Committee as more than 1000 of the 1450 registered guests arriving for the Forum and Conference have booked accommodation in the Scout Family Hotels as of July 15th. After July 15th we are still supporting delegations with modifications and cancellations if the booking was made through cvent registration platform or via the Host Committee Accommodation Department directly. But since that day modification and cancellation fees will apply according to the relevant hotels’ policy [100% payment]. Please, contact us via firstname.lastname@example.org as soon as possible if you still need support with accommodation issues.
We remind you that all Scout Family Hotels will have an event helpdesk operating during Conference arrival, departure and working days from 07:00 – 23:00 and shuttles buses from the assembly points near Scout Family Hotels to the Conference venue and back, operating daily during August 13th – August 18th.
Check in to the Conference will be carried out by delegations and NOT by individuals. Please do not attend the registration desk as an individual or we will not be able to help you.
We ask that Delegation Leaders agree who will attend the registration desk in the Baku Congress Centre to receive the material for their whole delegation. Each delegation will receive the Conference ID badges and participant kits for their members. You will receive the Conference documents in this kit, event scarf and t-shirt, participant’s handbook and some other useful items and welcome souvenirs from the Host Committee. You will need to bear this in mind when deciding how many people to send to the registration area.
Please note, that delegation leaders must finalise all open financial issues with the World Scout Bureau and the Host Committee staff before the check-in process of their delegation can be completed.
After clearing up your data and receiving the Conference ID badge, you may enter the main venue for the following Conference working days.
If you lose your Conference ID badge, you can get a replacement at the Registration desk in the venue, by presenting your passport or other ID with photo.
We strongly encourage your delegation to check-in as soon as possible upon your arrival to Baku to avoid long queues and waiting at the Conference opening day.
Please, refer to the Programme page to check updates in the Conference provisional agenda.
Please, refer to the Documents page to check all updates concerning Conference documents.
Conference dress code and security check
1. August 14th, Opening day – uniform (passport and ID badge are ESSENTIAL for the security check)
2. August 15th, International evening – national dress, representing your country/region is welcome or smart casual
3. August 16th, Azerbaijani evening – smart casual
4. August 18th, Closing day – uniform or official dress
5. During working day and for other evenings – any scout element is warmly welcomed
Passport and ID badge are required during the security check for attending the Conference venue at the first day of the Conference. You will be required to show your ID bage each time you enter the building.
Accompanying Persons Programme – bus schedule
Assembly point for daily APProgramme– Conference venue – Baku Congress Centre. All accompanying persons, registered in the system and willing to attend the daily Accompanying Persons Programme, are required to use shuttle buses with other participants going from their Scout Family Hotels to the venue every morning. If some of them are stayed in other hotels, different from the Scout Family Hotels, they need to get to the nearest Scout Family Hotel and take shuttle or get to the venue by themselves. Shuttles for APP tours will be leaving the venue (bus load zone close to the main entrance) at 09:00 every morning and will bring guests back directly to the Scout Family Hotels in the evenings.