Arrival and Departure Dates
The Assembly will begin with the Opening Eucharist on 20 July 2010 at 15:00 hours. It will end after the Closing Eucharist on 27 July 2010 at 18:00 hours.
See the Travel Schedule below for dates for arrival and departure of the different categories of Assembly participants.
Dates for the Pre-Assembly Youth Conference (PAYC) will apply to Assembly youth delegates, stewards and youth Council members. All arrangements and communication for the PAYC are handled by the LWF Youth Desk.
Booking Flights to the Assembly
If the LWF is fully covering the costs of your ticket, your travel arrangements will be made by the Local Assembly Planning Office.
A) Member churches covering the travel costs for their delegations are asked to make travel arrangements for their delegates locally. As soon as these are confirmed, please send detailed information on flight schedules to the Local Assembly Office in Stuttgart.
B) For member churches covering a portion of the costs for their delegations, and member churches that have indicated that they are not able to contribute financially for the travel costs of their delegates, the Local Assembly Office in Stuttgart will send each participant a proposed travel itinerary based on the arrival and departure dates.
If member churches are able to arrange less expensive travel locally, they are asked to send the quotes to the Local Assembly Office in Stuttgart as soon as possible. The quotes will be compared with those from the travel agent in Stuttgart. The most direct and economical fare will be chosen. Member churches will then be informed whether travel arrangements can be made locally or by the Local Assembly Office in Stuttgart.
Should the local quotes be chosen, a copy of the invoice (or proforma invoice) should be sent to the Local Assembly Office in Stuttgart from the local travel agency together with the detailed travel itinerary for each participant not later than 15 April 2010.
Reimbursement for locally arranged travel and other expenses as agreed upon will be made by the LWF Finance Office.
Delegates who wish to make additional stops in their travel must take full responsibility for their own travel arrangements. They will be reimbursed for the lowest direct return airfare for the approved itinerary.
C) Council members and Council advisers should follow the procedures described in A and B above, whichever applies to their situation.
D) Stewards should follow the procedures described in B above. Further advice and coordination will be provided by the LWF Youth Desk.
E) Visitors are reminded that they must make their own travel arrangements and cover their cost.
F) Accompanying Persons are responsible for their own travel arrangements. If they wish to make their arrangements together with those for the person being accompanied, they may request assistance from the travel agent in Stuttgart. They must pay for their travel before the ticket is issued.
When the proposed itinerary is received, reservations should be checked against the information regarding arrival and departure dates for each category of participation.
Self-payers may also use the Local Assembly Office in Stuttgart for their travel arrangements.
All questions concerning travel and visa formalities should be directed to the Local Assembly Office in Stuttgart.