Delegates Mailing

16th-22nd March, 2012

Volume1, Issue 1

Dear Delegate,
Conglatulations for your acceptance to the Asia Pacic eXchange and Leadership Development Seminar 2012. As you should know, the APXLDS is AIESECs main conference for the Asia Pacic network. This year, the leaders of AP will meet in Japan. It is with great honor that AIESEC in Japan hosts this event delivering to the regions leaderships a unique opportunity to improve skills, discuss issues and align with the global strategies. Around 200 AIESECers from AP and all other regions will gather from the 16th-22nd of March, 2012. Asia Global Leadership Seminar (15th), Global Village, Symposium 3.11, Gala Dinner and Japan Night are being organized. What you are receiving now is the 1st Delegates Mailing. In here you will nd relevant information about the event and your trip, such as: dates, fees, outline about main events, accommodation prior to the event, documentation necessary for immigration and etc. Get prepared now because at this event, AIESECs leading region, Asia will grow faster than ever before! See you soon in Japan! Best regards, APXLDS 2012 Conference Committee

Contents
APXLDS 2012 in Japan!
1. Agenda APXLDS
Dates, Main Events, Post Tour

2. Structure
People, Accommodation, Transportation

3. Accommodation Prior to the Conference

How to book the acommodation

4. Before you travel

Travel Insurance, Documentation for Immigration

5. Arrival
Ocial Arrival at the event

6. Fee and Payment

Fee, Payment Guideline, Cancellation Fee

7. Contacts
CC Contact

Agenda APXLDS
Outline of APXLDS 2012
APXLDS 2012 in Japan will take place in Narita from March 16-22. The delegates will be staying at the Marroad International Hotel. Asia Global Leadership Seminar will take place at JICA Global Plaza, and recommended to reserve Hostel Tokyo: HI Tokyo Central YH. Some important dates to take note of are listed below: Asia Global Leadership Seminar: March 15 (This seminar is a pre symposium(non ocial event) but strongly recommended to attend) Opening Ceremony: March 16 Global Village: March 16 Symposium 3.11 (External Day): March 18 Gala Dinner: March 18 Japan Night: March 21 Post Tour: March 22-24

Main Events
This year the conference agenda, aside from the tracks LDS, contemplates other interesting events that allow delegates to interact, not only with the other AIESECers, but also get to know our externals, alumni and general communities of Tokyo, Japan. In this section, you will get to know which Main Events will be happening in the APXLDS 2012.

Thursday, March 15 Asia Global Leadership Seminar (Pre-Symposium)

It goes without saying that leadership is the most important factor to develop and bring prosperity to your company/nation or to any entity in an increasingly globalized world. We invite worlds leading companies to give lectures on why leadership is necessary and the types of leadership they wish youth to perform. This seminar also includes panel discussion and workshop, where participants can brush up their skills to activate their leadership in an international situation. Cooperators: Seven-Eleven Japan (Keynote Speech) Accenture, Sony, Daikin and Education First (Panel discussions and Workshops)

Friday, March 16 Ocial Opening Ceremony 13:00-14:00

The Ocial Opening Ceremony is one of the rst events of the agenda. At this opportunity, delegates, externals and relevant personalities meet to celebrate the congress departure. TANAKA Holdings Co., Ltd, through its CEO, Hideya Okamoto; AIESEC International, through its AP Director, Denise Mae Adeva; AIESEC Japan, through its President, Shun Takahashi; and the Conference Committee, through its President, Keita Niwano welcome the delegates
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Friday, March 16Global Vi%age

The Global Village is a festival that celebrates the cultural diversity of AIESEC. Each delegation has the opportunity to show and promote what is typical and cultural from ones country. At the APXLDS 2012 the Global Village takes place in one of Tokyos popular point, Yoyogi Park, Tokyo. Each delegation will have a table at a stand. Depending on the size of your delegation you might have a larger space. Despite the stands, each delegation will have an opportunity to come up on the stage and introduce the country. This can be a cultural presentation or not. It is a great opportunity to dance the delegations roll call and have all the other AIESEC member and local communities to follow your steps. What is expected from you and your delegation? This is a festival that AIESEC and its delegates oer to the city of Tokyo. It is expected that you will be able to promote your country and culture properly and in an exciting way. To do that, it is recommended that you dress typical costumes, bring yers and information, provide typical food, post posters with information, interact with visitors, be prepared to talk about your country and promote it. You will not have access to electricity neither is allowed to cook (bring food ready to serve).

What do you need to be aware of? Your delegation must arrive to the Global Village prepared. The OC supplies basic materials to post posters, water and oce material you might need. All other supply materials your delegation will need must be provided by you (ie. cups, plats, ipcharts, etc.). Because the Global Village is right after the opening ceremony and before the arrival to the hotel, please have in mind -when packing- to have all materials you will need for this festival in easy access (outts, posters, informative material). Global Village RULES: Alcohol is totally BANED during Global Village No commercial purposes are allowed, so you cannot sell anything Do not use the public structure (trees, grasses, light posts, the Arch). Your delegation must follow OC instructions

Sunday, March 18Symposium 3.11 9:00-17:00

On March 11, 2011 tremendous earthquake struck Japan (now known as the Great East Japan earthquake). It was an Mw9.0 earthquake extending 500 km north-south and 250km east-west, the 4th largest earthquake ever recorded in the world. Recently, 2004 Indian Ocean earthquake, 2008 Wenchuan earthquake, 2010 Maule earthquake, 2011 Christchurch earthquake and 2-11 Van earthquake occurred---this is not only an issue for Japanese, but it is the issue for all countries. From this feeling, we invite social leaders dedicated with social/community development to discuss the sort of leadership skill/mind that is demanded in an emergency situation in general, and what you can do in such situation. Cooperators: IEA, JICA, Asia Development Bank,
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Sunday, March 18 Gala Dinner de AIESEC 18:00-20:00

The Gala Dinner is a special event that celebrates the conference in itself. Do not forget to dress yourselves up!

Wednesday, March 21Japan Night

The event invites one and all to experience the traditional and neo-traditional culture of Japan. Traditional Japan ranges from the beautiful design of Kimono to the rhythmical sound of Taiko, from stylistic writing of Kanji to the decorative collection of Sushi. Neo-traditional Japan, or sometimes known as Cool Japan ranges from manga/anime that make you stay all night long to the kawaii idol groups such as AKB48 and Perfume. Delegates can enjoy watching and participating in a performance during the party at the last night of Ocial Conference. Great performers and awesome Japanese food await you.

Post Tour
Option 1: Tokyo Trip

Tokyo is one of the biggest mega city in the world. In this trip, you have the chance to see Japanese traditional and latest pop culture!

Option 2: Tohoku Trip

Tohoku (northern part of Japan) experienced terrible earthquake last March. Little by little, the disaster area is recovering and what many people living in these area hope is that our international friends get true knowledge about the quake and visit there for sightseeing (because there are still beautiful places to see!). Why not visit the place? What will you see and do? -Visit the world heritage, Konjiki-do(golden hall in Chuson-ji temple) and Matsushima -Go around disaster area -Have fresh seafood ( we oer dierent food for

Structure
The APXLDS 2012 is comprehended of a structure that includes venues in Narita, transportation, meals, parties, facilitators, conference committee among others. To get you familiarized with the people and the structure you will encounter at this conference, take a look at what is being prepared to you.

FACIs
Almira Rezkitha: MCVP Com (Indonesia) Rahel Chakola: MCVP LCD (India) Tony Yin: MCVP BD (Singapore) Ando Buenayre: MCP (Indonesia) Jeric Adriano: MCVP OGX-GIP (Taiwan) Akira Sakano: MCP (Mongolia)
Leonardo Silveira: MCVP OGX/MCP Elect (Brazil)

AIESEC International
Aniel Bhaga: Global Community Manager Rolf Schmachtenberg: VP Finance Denise Adeva: VP Country Development

Eleonora Valenti: MCVP OGX (Italy) Irina Agafonova: MCVP ICX-GCDP (Russia)

Conference Committee
Core Member
CCP! Finance! ER! ER! ER! DS! VISA! Keita Niwano Masaru Hasegawa Yuki Tanabe Midori Nagamachi Tomomi Akamatsu Kaori Furuyama Manami Yamamoto

Team Member
Daisuke Adachi Erika Abe Hiroki Ito Masahiro Kato Maya Toyofuku Shoutarou Sezaki Shunsuke Owatari Yukina Nakmura Yumiko Ashina Wang Shenran

Logistics! Akihisa Hishikawa Event! A! Takuya Kurihara Naoko Ozeki

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Accommodation

Address: 763-1 Komaino, Narita-shi Chiba Prefecture

Tel. +81-476-30-2222Fax. +81-476-32-9112 http://bit.ly/y3TOBS

Everyone attending to the APXLDS2012 will be accommodated at the Hotel Marroad in Narita from the 16nd of March until the 22nd of March. The 225 accommodations oered by the hotel are equally alike: air heater/conditioner, bathroom, refrigerator, Satellite TV, telephone, hairdryer, towels and bedclothes, body soap, shampoo & conditioner, toothpaste & brush, shower-cap, slippers. The hotel oers: convenience store, restaurant, laundry, and internet access.

Transportation
The transportation provided to the delegates during the ocial conference is: Iidabashi-station (Pre-stay accommodation) to/from Hiroo-station (Venue of Pre-meeting, AGLS) Iidabashi-station to Yoyogi-station (Venue of Opening Ceremony/Global Village) Yoyogi-station to Narita (Conference Venue: Marroad International Hotel) Transportation cost from the airport (Narita/Haneda) to the pick-up point is not provided with the conference fee. Please come to the pick-up point at your own cost. Detail will be informed in the 5. Arrival section.

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Accommodation Prior to the Conference

Hostel Tokyo: HI Tokyo Central YH
Address: Centra Plaza 18th Floor, 1-1 Kaguragashi, Tokyo Tel. +81 3 3235 1107 Fax. +81 3 3267 4000 tcyh@jyh.gr.jp http://bit.ly/yQOSF7 Those who are going to attend the Asia Global Leadership Seminar on 15th of March, will be accommodated at the HI Tokyo Central in Iidabashi (in the center of Tokyo). CC reserved the place for 80 people to stay at 3,600 yen/night!! The hotel oers:

Family rooms available Sheets for hire TV room Groups welcome Sheets in price Air conditioning Credit card accepted Individual traveller welcome Lockers available Basic store available at or near the hostel Rates include local tax

Suitable for wheelchair users Lift Self-catering kitchen Common room(s) Laundry facilities Internet access Meals available Luggage Store Non smoking room/area Green Hostel

Since this is a hostel, you have to bring your own towels, shampoo & conditioner, shaver (razor), toothpaste and brash. However, this hostel rents and sells these items. For details, check the link above.

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How to book the at?

To book the hostel, please ll in the reservation form below: http://yokoso.aiesec.jp/pre-stay-for-apxlds2012 Since CC has already booked the place for APXLDS delegates, there is no need for you to contact the hostel directly. Payment has to be made at the check-in in cash (Japanese yen) or credit-card (Visa, Mastercard).

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Before you travel

Travel Insurance
Travel insurance is mandatory for all delegates of APXLDS. You will need to show proof of travel insurance during check-in. All delegates that do not possess travel insurance will be asked to leave from 3rd day of conference.

Documentation for Immigration

The information on this section is VERY IMPORTANT. Please read it carefully and follow instructions precisely. To make sure you pass through immigration without any trouble, you will have to arrive in Tokyo with the necessary documentation that proves the reason of your trip, that you have enough economic funds for the time abroad and guarantees that you are going to go back to your home country. VISA application takes 2-3 weeks at least, therefore if you need to obtain VISA, please follow the necessary procedures right after you read this. A. Nationals of following countries do not need visa to enter Japan
Asia LatinAmerica and Caribbean Oceania Austria Serbia Macedonia, former Yugoslavia

Singapore

Argentina

Australia

Netherlands

Czech Republic

Malta

Brunei Republic of Korea

Uruguay El Salvador

New Zealand Middle East

Cyprus Greece

Denmark Germany

Monaco Latvia

Taiwan Hong Kong Macao North America

Guatemala Costa Rica Surinam Chile

Israel Europe Iceland Ireland

Croatia San Marino Switzerland Sweden

Norway Hungary Finland France

Lithuania Liechtenstein Romania Luxembourg

United States

Dominican Republic

Andorra

Spain

Bulgaria

United Kingdom

Canada

Bahamas Honduras

Italy Estonia

Slovakia Slovenia

Poland Portugal

Africa Tunisia

Mexico

Mauritius

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B. All nationals not mentioned above need a referred visa to enter Japan

Procedures
Following chart shows the necessary procedures that you and CC will take in order to obtain VISA.
APXLDS CC Team [1] Launch VISA inquiry form [3] CC dispatch required document from Japan side by Feb 14. [4] Prepare required document [5] Bring the entire document and visit Embassy of Japan or VISA agency [6] Wait for 1 week or more [7] Send conrmation email to CCs (apxlds2012.info@gmail.com) once you obtain VISA Delegate [2] Fill in the VISA inquiry before Feb 5.()

Please ll out VISA inquiry here before 5th of February! http://yokoso.aiesec.jp/apxlds2012_visa_inquiry

Fill in the visa inquiry earlier! CC team can work on your visa earlier than the other who lls in later.

Documents
Required document for Japanese visa diers depending on your nationalities. Check the website Embassy of Japan in your country and make sure you have the entire documents to apply for VISA. Following are the list of documents that CC will send once you ll in the VISA inquiry. If you need any additional documents apart from these mentioned below, you should write your request on VISA inquiry by February 5, 23:59 (in Japan time).
Country China Philippines Russia/CIS Others Document from Japan side Invitation letter, letter of guarantee, schedule of stay, booklet of AIESEC Japan, Invitation letter, schedule of stay, booklet of AIESEC Japan, Invitation letter, letter of guarantee, schedule of stay, booklet of AIESEC Japan Letter of reason for invitation, schedule of stay

Embassy of Japan
Here, you can nd website of Embassy of Japan in each of your location. http://www.mofa.go.jp/about/emb_cons/mofaserv.html

Contacts
Contact here if you have any questions or concerns about VISA. Manami YAMAMOTO (APXLDS VISA Coordinator) Email: apxlds2012.info@gmail.com Tel: +81-80-3176-5833
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Arrival
Delegates who arrive in Japan on 15th and 16th on March are picked up by APXLDS CC team at point of pick up. Here is an arrival information how/where/when delegate will meet us.

Pick up time
APXLDS CC Team will pick up all delegates that arrive between March 15 9am and March 16 12pm at point of pick up.

From NARITA Airport

Point of pick up for those who arrive at Narita airport is Ueno Station Keisei Line.

There is only one ticket gate at the station. Access: From Narita to Keisei Ueno From Narita airport, you can catch the train that will take you to Keisei Ueno station. There are some routes, however either way, Keisei Ueno station is last station of those lines.
Departure 1 Narita Airport Line Keisei Line Cost \1,000 Time length 78 mins. Arrival Keisei Ueno

2 3

Narita Airport Narita Airport

Narita Skyaccess \1,200 Sky Liner \1,200

62 mins 48 mins.

Keisei Ueno Keisei Ueno

[Caution] CC will NOT cover the cost from airport to point of pick up.

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From HANEDA Airport

Point of pick up for those who arrive at Haneda Airport is Hamamatsu-cho, Monorail Line, at main ticket gate.

Access: From Haneda to Hamamatsu-cho

From Haneda airport, delegates shall take Monorail (NOT Train) to Hamamatsu-cho station. There is only one direction from Haneda airport.
Departure Haneda airport Line Cost Time length 16 mins. Arrival Hamamatsu-cho

Tokyo monorail \470

[Caution] CC will NOT cover the cost from airport to point of pick up.

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Fee and Payment

Fees
Standard Delegate Fee: 32,900 yen Late Registration Fee: 36,000 yen Damage Fee Deposit: 3,000 yen Post-Tour: Between 15,000-20,000 yen (detail will be informed in the 2nd/3rd mailing)

Payment Guideline
You will be asked to pay your fee at the APXLDS 2012 Check-in. Each delegation will proceed the check-in through its Chief Delegation, s/he is responsible for collecting the amounts and paying the CC. The Chief Delegation will receive instructions on how to proceed the payment. Make sure you have the exact amount of your fee, avoid the need of change. What you delegate must know abou the payment: Fee must be paid in Japanese yen () Fee will be paid on March 16 There is no such discount for late arriving or early leaving, in any case delegate will be charged full fee Payment is only accepted in cash; CC does not accept Credit Card or travelers check

Cancellation Fee
Delegates who were approved by AIESEC International and canceled their applications after February 29 must pay cancellation fee. The amount of this cancellation fee will be paid at check-in by the Chief Delegation. Prior to coming to the APXLDS, Chief Delegates will receive the bill of their delegations with the costs discrimination (fees, damage fees, etc) and any cancellation fee from that delegation. To validate the delegations check-in, all debts must be paid, including the cancellation fees. The non payment of cancellation fee implicates on the non acceptance of delegation. It is a responsibility of the Chief Delegate and its MC to collect the amount of cancellation fee from the delegates that canceled. The deadline to cancel application is February 29 at 23:59 (in Japan time). After this date, NO CANCELATIONS ARE ACCEPTED. For delegates that cannot attent the APXLDS 2012, the delegates or MC the delegates belong to will have to pay penalty fee of 20,000 yen to Congress Committee. This is mandatory.

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Contacts
If you have any question or concern about APXLDS 2012 in Japan, do not hesitate to contact the Conference Committee. CC President: Keita Niwano: mobile: +81-80-1160-8447 VP Delegate Service: Kaori Furuyama mobile: +81-90-7400-9024 Email: apxlds2012.info@gmail.com

Communication Channels
Facebook: AP XLDS 2012 ! http://www.facebook.com/pages/AP-XLDS-2012/196901103733403?sk=wall

Twitter: APXLDS2012-JPN Wiki: APXLDS 2012 in Japan

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