From ICommons wiki

• PROJECT LEAD*

Mika Sato (Sapporo city)

-Registration process.

1 Participants register on the site and pay via: wire transfer / paypal - email / fax confirmation to rosanne@icommons.org / +2711 327 3201 with last name as tracing code pay pal - Rosanne can pick this payment up directly on account

2 Rosanne to go into back end of Pentabarf and check following DAILY: Payment details name / method of payment / total amount paid)

3 Set up a spreadsheet for the following info: Date of registration Name of participant registration fee - this cost goes to iCommons room & booking fee - this cost goes to JTB Travel Agency in Japan Foreign Exchange Provision - this cost goes to iCommons to cover any currency fluctuation concert fee of $10 - this goes to Digital Garage TOTAL AMOUNT ( this should be all four added together)

4 Rosanne to check for payments DAILY made into the iCommons account either via paypal or wire transfer.

5 Rosanne to alert Hettie / Kerryn if there is any shortfall in paid amounts versus actual amounts

6 Rosanne to send out confirmation email to participant after linking payments to participants as per (5) above WITHIN 72 HOURS OF DATE OF REGISTRATION

7 Spreadsheet will be uploaded onto google docs for Kerryn / Hettie to view at any time

8 LAST MONDAY OF EACH MONTH Rosanne to send CSV file to JTB and Hettie to do JPY wire transfer - Hettie to do conversion from USD to JPY as per JTB requirements. CSV file will contain the following info: participants name - first name and last name visa required duration of stay at hotel room type (eg: Classic - twin or single, Comfort, Grand in Grand) if twin room, we will make a note but the allocation of person to room will come later from iCommons to JTB room number total hotel amount

-Registration Amounts.

Student: $110 (before early bird) $210 (after early bird)
Non-Profit: $310 (before early bird) $510 (after early bird)
Corporate: $510 (before early bird) $710 (after early bird)

-Flight and airport Service

SC will advise flight time slots for when participants should arrive (coordination with buses); participants unable to arrive within allocated time slot will be responsible for own transportation

-Hotel (http://www.grand1934.com/english/index.html)

Grand Hotel 300 people (note that it's not 300 rooms) are reserved for iCommons participants

International participants and Japanese VIPs will stay at The Grand Sapporro

Room prices(per person per night)
Single: $130.00
Twin: $110.00
Comfort: $300.00
Grand: $700.00

lounge will be able to use, cost will be paid by SC (lauren to update details)