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GEW RDJ - Pre-departure logistics

Anonymous - Friday, April 14, 2023
 Events 

Pre-Departure Logistics

9 more sleeps to go until we begin our GEW to Rio!

This email has a number of pre-departure logistics to note before we travel. Next week, we will start more frequent communications providing day to day update of the itinerary and actions, if you have any issues receiving my communications, now is the time to sort them out. 
 

Urgent Actions

You must have travel health clearance from the Occupational Health team (this is the email the OH team sent after you completed the form with your vaccines). If you do not have this, please contact me ASAP.

Rooming List & Extra Nights at Hilton Copacabana Beach
Rooming list - IMPEMB - Hilton Copacabana - updated on APR 12 EXTRA NIGHTS.xlsx

The above link has the rooming list for our group as provided to the Hilton. The details must match the name on your passport, please make changes if you see a mistake. 

You may also add your Hilton Honours number if you have one.

Extra nights at Hilton -deadline Monday 17 April!
If you have already booked extra nights directly with the Hilton, we can match it to the group booking so you can stay in the same room. Please update columns F, G and I to indicate your check in date (if earlier than 23 Apr), check out date (if later than 29 Apr) and your Hilton Reservation number from your booking.

This information will be sent to the hotel so only share data that you are happy to share with them.

Travel Preparedness

Travel Documents
Make sure you pack your travel documents, and we advise you have a digital copy of important documents in an easy to access place, e.g. saved on your phone.  

COVID-19 status 
The following information is from the FCDO travel pages for Brazil.

Itinerary
Will be added to IBConnect over the weekend, expect another email to provide instructions on how to access this. 

Download these Apps:
  • IBConnect
  • Microsoft Authenticator - this will allow you to verify you ICL MS Account using a code or biometrics instead of text/call. Must have if you plan to get a local sim card/e-sim. 
  • Uber 

Airport Transfers
We will arrange group transfers for group arrivals on 22 and 23 April, further information and instructions to follow.  

Instructions for airport transfer if you arrive outside the group transfer period:

Once you arrive at the airport, it's recommended to take a private car to the hotel. As soon as you pass through departure, there will be stations in which you can hire the service. Avoid taking cabs or private drivers on the street, since fares may be higher and often illegal providers. Uber is a good way of transportation, but bear in mind that they rarely speak English, so it might be difficult to find them on the meeting spot.

In case you have any difficulties upon arriving, feel free to contact members of the Austral team:

  • Aline Plavinik: +55 21 98795-4915
  • Daiane Mavian: +55 11 99800-6026
  • Eduardo Cabral: +55 11 98272-2221
Name Badges
We are nearly 100 students and alumni!

Please bring your Imperial Branded magnetic name badges with you which will be very helpful in putting a face to a name.  I will have limited temporary name badge labels to use for those who have misplaced their badges.

What to do in an emergency

I (Somaya) and the IB team are arriving to Rio on 20 April, 8PM, and can be reached by phone, IBConnect chat, Teams and WhatsApp. Please contact me in the event of pre-trip emergency.
  • Somaya Ebrahim – Head of Global Experiences and Partnerships: +44 7801 987420
During the module we will have members of the Programme Team who you can reach via MS Teams and the Austral team who will be your guides (phone numbers above). 

If you miss your flight, please book onto the next available flight to Rio De Janeiro and notify Somaya.
 

College insurance medical and emergency hot line (24/7, 365 days / year): 

AIG +44 0 1273 456 463 

Policy number:  0010016145 

https://www.imperial.ac.uk/staff-travel-and-expenses/planning-a-trip/travel-insurance-inc-covid-19-updates-/ 

Imperial College Security on call Support No. (24/7): 

College South Kensington 24hr 365 days security control room:  

020 7589 1000 & 0207 594 8910 

British Embassy
Avenida das Nacoes
Quadra 801, Conjunto K, Lote 8
Asa Sul, Brasilia 70408-900
Brazil
Tel: +55 61 3329 2300
Fax: +55 61 3329 2369
Email: press.brasilia@fcdo.gov.uk

For further security advise, you're welcome to review AIG's city guide for Rio. https://e.cglink.me/2ph/da34bb6f1f87c29f55c53ac4f2f78be049b9a943911097b25263b7443c1aa65d9

Instagram Takeover

We will takeover instagram stories on Thursday 27 April, and looking for volunteers to lead the takeover. We are looking for 7-8 stories to be posted throughout the day on 27 April introducing yourself and the group to our audience.  To prepare you for the takeover, we will arrange a short meeting with Remi who manages our social media and grant you access to the accounts.

If you're interested, please get in touch ASAP. 
 

Student Company Visit Hosts

We are still looking for students to act as IB hosts during our company visits and for panel sessions. This is a great opportunity to grow your network by creating connections and visibility with senior executives in Brazil.

As student host:
• We expect you to be the Master of Ceremonies (MC) for the session
• Arrive to the venue promptly to greet our local speaker(s), thank them for hosting us at their facilities/taking the time to speak to us, and introduce yourself as an IB ambassador
• Introduce the speaker(s) and company to the cohort (we will provide bios)
• Kick off the Q&A session with some of your own pre-prepared questions and facilitate the Q&A with the wider group.
• Provide the speaker with our IB branded thank you gift (we will provide this)

If this is of interest to you, please get in touch on ibglobalexperiences@imperial.ac.uk and we will be in touch

Health & Safety Briefing

Thank you to those who joined the H&S briefing. Find below recording and slides. 

Recording Link from Zoom
Passcode: 9w3!nqUe

Austral Slides

Rajesh Slides