2013 Asia Conference

HPAIR
Delegate Guide

HARVARD PROJECT FOR ASIAN AND INTERNATIONAL RELATIONS

Welcome to HPAIR!

Congratulations on your acceptance to the

2013 HPAIR Asia Conference in Dubai! The
conference will be one of the most rewarding,
educational,

dynamic

events

you

will

experience, and this Delegate Guide is here to

make sure that all your questions are answered.
Please read through it carefully and feel free to
ask us anything that is not addressed.

06 HPAIR Delegate Guide

Program
Registration
Pre-Conference Tours
Field Trips
8
University day
International Night
Certificates of
Participation
Funding
9

Currency
Tipping
14
Mobile Phones
15
Emergency Numbers
16
Dressing in Dubai
17

Cancellation and
Refunds
Questions
Contact Information and Recruiting
10

Airport
22

About Dubai
Language
Weekends
Time Zone
Geography
11

Taxis
27

Weather
Food And Drinks
12

Getting around Dubai

23

Visa Information
28
Visit Visa
29
Hotels
31

Power
Internet Access
13

HPAIR Delegate Guide 07

Program
We have seven exciting panels planned for the conference this year, and you
can view the descriptions of each panel here:
http://www.hpair.org/conf/aconf2013/topics.php
A tentative schedule of the conference program is also on our website here:
(The schedule can be subjected to changes)
http://www.hpair.org/conf/aconf2013/schedule.php

Registration
If you have not already done so, please register online through our website at
http://www.hpair.org/conf/aconf2013/payment.php
The registration link will include options such as booking the JW Marriott Hotel in
Dubai at a discount rate, signing up for pre-conference tours, and
purchasing merchandise.

Pre-Conference
Tours

The Pre-Conference tours will be held on the first day of the conference. The tour
options are: Al Bastakiya , Burj Khalifa , Ski Dubai and a city tour. You can opt and
pay for these options on the HPAIR website.

Field Trips
Each panel will go on a field trip scheduled on Day 4 to a company or institute
related to the panel topic.

08 HPAIR Delegate Guide

University day
University day will be held at The American University in Dubai (AUD) , the
partnership university for HPAIR on the 24th of August. The day will begin with
a campus tour of AUD followed by the conference.

International Night
In the evening of Day 3, HPAIR will host its popular annual International Night
with both displays and performances. Delegates are encouraged to set up booths
to represent their country and/or coordinate cultural performances. These performances can be musical, theatrical, dance, or other multimedia pieces. If you are
interested in performing, there is a place to indicate your interest on the registration form. You can also email aconf-help@hpair.org if you are interested in setting
up a booth and/or performing.

Certificates of
Participation
In order to obtain an official Certificate of Participation, the delegate must attend
all required panels, sessions, and events. If, for some reason, you are unable to attend a panel, session, or event, please email aconf-help@hpair.org at least three
days beforehand.

Funding
HPAIR is only able to provide a limited amount of financial assistance to delegates,
which is distributed through its scholarship program. In case you applied for the
scholarship but did not receive it, we encourage you to seek funding from your
university through grants or local companies and organizations for sponsorships.
If you need any help or official supplementary materials from HPAIR (i.e. official
conference acceptance letters, letter of support, conference information), please
send an email to aconf-help@hpair.org.

HPAIR Delegate Guide 09

Cancellation and
Refunds
We understand that plans may change between now and the conference, so
we have set up a refund policy that will allow you to get a partial refund if you
must cancel your registration. Please note that the refund schedule only applies
before July 31st; after that date, you will not be able to request a refund.
On or before July 10, 2013: 90% refund of all payments.
On or before August 10, 2013: 50% refund of all payments.
All refunds are final and release your reservation for a spot at the conference;
if you elect to re-register after having cancelled, you will only be allowed to do
so if there is still space available in your panel.

Questions
If you have a general question for HPAIR, please contact aconf-help@hpair.org.
If you have a technical issue or question, please email technology@hpair.org.
All delegates are also encouraged to communicate with each other using the
Facebook group for accepted delegates. Please note that HPAIR is not allowed
to release any contact information about accepted delegates to other delegates.
Therefore, if you would like to make travel plans with other delegates from your
country, please use the Facebook group as a resource. In addition, HPAIR staff will
frequently check the group to answer any questions.

Contact Information
and Recruiting
Please make sure your HPAIR user profile is up to date. HPAIR provides delegates
basic demographic and contact information to sponsors (corporations, graduate
schools, etc.) upon their request for recruitment purposes only. If you prefer not to
have your information available or wish to update your profile, please email
aconf-help@hpair.org.

010 HPAIR Delegate Guide

About Dubai
The following information will tell you everything there is to know about Dubai.

Language
The national language spoken in Dubai is Arabic. However English is spoken by majority of the
population making it easy for you to travel around with convenience. Hindi, Urdu and Farsi are
also commonly spoken.
The following polite phrases can be used.
- Hello: Salam/Assalamu Aleykum
- Thank you: Shukran
- Good bye: Maassalama/Assalamu Aleykum

- Sorry: Aasef
- Yes: Naam
- No: la

Weekends
The days Fridays and Saturdays are considered the weekend. Majority of the city
except for old Souqs are open during the weekend. Malls open slightly later but
stay open till 12 am.

Time Zone
The official time of the United Arab Emirates, including Dubai, is +4 GMT (Greenwich
Mean Time). The time does not change during the summer.

Geography
The United Arab Emirates is situated on the Persian Gulf coast. Dubai makes up
one of its seven emirates. It forms one of the seven emirates of the country and
is roughly at sea level (16 m or 52 ft above). The emirate of Dubai shares borders
with Abu Dhabi in the south, Sharjah in the northeast, and the Sultanate of Oman
in the southeast. The Arabian Gulf borders the western coast of the emirate. Dubai
covers an area of 4,114 km (1,588 mi), which represents a significant expansion
beyond its initial 1,500-mi designation due to land reclamation from the sea.

HPAIR Delegate Guide 011

Dubai lies directly within the Arabian Desert. Most of its area is covered with sandy
desert soil with white pebbles, which is a characteristic feature of the entire country.
The eastern side of the city is lined with many sand dunes, which appear slightly
red, due to its rich iron oxide content. The sand in the coastal area is composed
mainly of crushed coral and shells. It is lined with the Hajar Mountains in the west,
which rise to a height of 1300 meters in some places. The landscape is dotted
with date palm vegetation, acacia, wild grass and desert hyacinths along the plain
regions of the city.

Weather
Summers in Dubai are extremely hot, windy, and humid, with an average high
of around 42 C (108 F) and overnight lows around 29 C (84 F). Most days
are sunny throughout the year. Winters are warm with an average high of 23 C
(73 F) and overnight lows of 14 C (57 F).
During the conference:
In August, the daily high and low temperatures will be 30 C to 40 C. The
probability of precipitation will be lower than 1%. Remember, the sun can be
fierce so heatstroke and heat exhaustion are always a risk. Adequate sunglasses,
hats and high factor sun screens are essential to avoid sunburn. If you are
used to this climate, we still ask you to be properly prepared for the heat.
Throughout the conference we have arranged to keep your sun exposure to a
minimum. Please carry the adequate clothing and products to make sure you
have a smooth and successful conference. Water and other cold drinks will help
you tremendously with preventing dehydration. Always carry water with you or
buy it from convenience stores/ supermarkets around town.

Food And Drinks

Pork; Muslims are prohibited from eating pork so it is not included in Arabic menus.
Hotels frequently have substitutes such as beef sausages and veal rashers on their
breakfast menus. If pork is available, it is clearly labeled as such.
Alcohol is generally only served in hotel restaurants and bars (but not in Sharjah).
Exceptions are some clubs (e.g. golf clubs) and associations. Restaurants that are
not associated with hotels are not permitted to serve alcohol. The legal drinking
age is 21.

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Power
The voltage used in Dubai is 220V, 50 Hz AC. If you travel to Dubai with a device
that does not accept 220V at 50 Hz, you will need a voltage converter.
British standard 3-pin power sockets are used as shown in the picture note that
the pins are square. It is a good idea to bring an adapter with you just in case.
Adapters can be purchased in local supermarkets inexpensively priced. However,
appliances purchased in the UAE will generally have European standard two-pin
plugs attached.

Internet Access
Most five-star hotels offer free guests Internet access. If you are planning to purchase a SIM
card and need mobile data please see the mobile phones section below for more information.

HPAIR Delegate Guide 013

Currency
The currency used in Dubai is the Arab Emirates Dirhams, abbreviated as AED, Dhs
or Dh. The dirham has been pegged to the US dollar at 1 USD = 3.67 AED since 1997.
Currency exchange is easy in Dubai; services can be found at the Dubai International
Airport and most shopping malls. Most major credit cards are accepted by ATMs
located throughout Dubai. You are advised to check your credit card facilities with
your local banks to ensure that the card has been activated to work internationally.

Tipping
Tipping is not required, but it is a common practice. Gratuities to staff at hotels are
at your discretion. Most restaurants have already added service charges to the bill
(Abu Dhabi 16 per cent; Sharjah 15 per cent; Dubai 10 per cent). If this charge is not
included, 20 percent tip is recommended. Taxi drivers do not expect to be tipped.
Supermarket baggers, bag carriers and windscreen washers at petrol stations are
generally given Dh2.

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Mobile Phones
It is advisable to purchase a SIM card from a local carrier as overseas roaming
charges from your home provider can potentially very high. You may purchase
the SIM card either from Etisalat or Du, the only two local telecommunication
service providers.They both operate on a GSM network. They offer both contract
pre-paid mobile services Ahlan and visitor mobile line plans in a wide range
of packages for short-term visitors. You can purchase the SIM card easily from
the airport, shops and authorized dealers. Please note the purchase of such SIM
cards requires an identity proof.
For more plan information please click:
Du: http://www.du.ae/en/mobile/plans/visitor-mobile-line-en/benefits
Etisalat: http://www.etisalat.ae/en/personal/mobile/plans/prepaid/ahlan-overview.jsp

HPAIR Delegate Guide 015

Emergency Numbers
Police 999
Ambulance 998 0r 999
Fire 997
Coastguard +971 4 345 0520
The American University in Dubai +971 4 399 9000

016 HPAIR Delegate Guide

Dressing in Dubai
The UAE has a tolerant dress code but it varies between emirates. Dubai has a more liberal dress
code in comparison to the other emirates. However it is important to note that showing too much
skin is not accepted in public places.

Dressing for women

Women do not have to cover their heads, faces and hair with a scarf in public but proper attire
must be worn when visiting a Mosque. It is best to remain covered from shoulder at least to the
knees out of respect towards the UAE culture.
Upper body: T-shirts (preferably with sleeves covering at least upper arm or even sleeveless) are
acceptable. Spaghetti tops for women may not be appreciated in public areas. Very tight and/
or low-cut t-shirts are also considered offensive. Women wearing strappy tops may be in for a
warning at Dubai shopping malls, or shopping centers.
Lower Body: It is best to not to keep the skirt length above the knee level. The shorter the length of
the skirt, the higher the risks of male attention, police arrest and fine. In more traditional areas such
as villages and souks, markets and such other areas, short skirts are not considered appropriate for
women, and long-skirts below knee length are preferred. Western tops with deep neck lines are
strictly prohibited.
We do understand that the weather in Dubai is hot and you would prefer wearing comfortable
clothes. However please note that the clothes you wear must be accepted by the culture in the
UAE. wear loose, comfortable clothes in order to accommodate for the weather.

1. Dressing for women

This information has been taken from http://dnrd.ae/en/Visiting_Dubai/Pages/Weather.aspx.

HPAIR Delegate Guide 017

Dressing for men

Men have a more liberal dress code. Shorts and t-shirts are allowed, although they should not be too short or revealing.
When visiting a Mosque, men are required to be dressed in long trousers. T-shirts with offensive slogans or pictures,
gestures, or obscene language that might cause religious or cultural offence are not acceptable in Dubai.
For the beach, they can wear usually beach clothes as they do in the states (flip flops, a shirt, long
boxer style swimming suits are advisable). Of course once at the beach, they can remove their
shirts but driving to the beach they have to always wear shirts. For exercise outdoors suitable gear
must be worn. Please note that appropriate outfits will be tolerated at appropriate locations.

Official wear for Women

Women can usually wear their traditional wear while attending the conference. Women are expected
to wear dresses or knee-length skirts or full length trousers, it is important to be comfortable in your
attire. You are allowed to wear anything that is formal but within the cultural boundaries of the
UAE. Please refrain from wearing anything revealing.

Official wear for men

Men can wear their traditional attire to the conference. Smart casual is fine for men. Males are
expected to wear long trousers. A tie is optional; however due to the weather please only wear it
indoors. Jackets are optional.

018 HPAIR Delegate Guide

Note: There can be consequences of not following the dress code in UAE. People caught wearing
offensive or revealing clothing will receive one warning.
Please keep in mind to choose fabrics that are cooling and light. Natural fabrics such as cotton
and linen in light colors are preferable. Please carry the necessary items to protect yourself from
the heat such as sunscreen, hats, caps etc. Due to the weather all indoor areas are air-conditioned
including bus stands, metro stations and taxis.

HPAIR Delegate Guide 019

UAEs Traditional Attire

020 HPAIR Delegate Guide

HPAIR Delegate Guide 021

Airport
The Dubai international airport is the main airport in Dubai. The Dubai international airport is
the main airport in Dubai and a hub for the entire Middle East . It serves as the base for its home
airlines Emirates, Fly Dubai and Sky Cargo. It ranks as the 10th busiest airport in the world in
terms of passenger traffic. The airport is divided into three terminals. Terminals 1 and 3 cater to
international passengers, whilst Terminal 2 is for budget passengers and passengers flying to
the Sub-Continent and Persian Gulf region. This station serves Dubai International Airports main
terminal, which is used by all the major airlines. Terminal 3 is used exclusively for passengers
travelling by Emirates airlines.

022 HPAIR Delegate Guide

Getting around Dubai

Dubai Metro
The most convenient means of transportation is the Dubai Metro which runs across the city. The
Dubai Metro has 49 stations and two operational lines Red Line and Green Line.
The metro operation hours are:

Days

Time

Sunday to Wednesday

5:50 AM to 00:00 PM

Thursday

5:50 AM to 01:00 AM

Friday

1:00 PM to 01:00 AM

Saturday

5:50 AM to 24:00 PM

*These timings are subject to change in the summer.

For more information visit: http://www.rta.ae

HPAIR Delegate Guide 023

NOL cards
A NOL card is a smart card that can be used to pay for various RTA (Road and Transport Authority) public transport services.
There are different types of NOL cards:
Suggested: A single ticket in the form of a Red NOL Card can be purchased at any of the Metro stations. This is ideal for
occasional users as it can be recharged for up to 10 journeys.
Alternatives: Visitors can also purchase a Silver NOL Card from any ticket office for AED 20 which includes AED 14 worth of
credit which can be used immediately. This card is useful for more frequent users and can be recharged at any ticket office.
Gold NOL Cards can also be purchased for those who which to enjoy the luxuries of the Gold Class cabin. This NOL card can
also be purchased for AED 20 and contains AED 14 worth of credit which can be used immediately.

024 HPAIR Delegate Guide

The Dubai Metro provides transportation for passangers from all three airport terminals in Dubai.
Roads and Transport Authority (RTA)luggage and baggae regulations for the Dubai Metro limit travelers to 2
bags.
First piece size limitations are 81cm width, 58cm height, 30cm depth
Second piece maximum dimensions are 55cm width, 38cm height 20cm depth

As part of the Dubai Metro laws, eating and drinking is strictly prohibited on the train. Violation of this law will be penalized
with heavy fines. (Water is not allowed, chewing gum is strictly not).
The map below shows the various zones as well as the different metro stations on the Red and Green
Line of the metro.

HPAIR Delegate Guide 025

Buses
Dubai has a wide network of bus transportation system which provides convenience to all
travelers. The NOL cards are used to access the buses. Buses can be boarded at any of the RTA
bus stops and travelers must tag the NOL Card when entering and exiting the bus so that the fare
can automatically be deducted.
Feeder buses that connect you from the metro station to neighboring bus stops are available.
Maps of the bus routes are available at the bus stop to assist travelers.

026 HPAIR Delegate Guide

A taxicab can be booked by calling +971 40 2080808. The minimum taxi fare is
AED 10. If a taxi is a street pickup then the starting meter charge is AED 3 with running meter charges of AED 1/ 625 km or AED 1.60/ km. After 10:00 pm however,
the starting meter charges increase to AED 3.5.
If a taxi is booked through a Dispatch Center, the starting charges are higher. During the day the charges are AED 6 and beyond 10:00 pm it increases AED 7.
If a taxi is hired from the Dubai International Airport area then the starting meter
charge is AED 20 with a running meter charge of AED 3/ km.
Taxis are not exempted from Salik (toll fees). If the taxi crosses the Salik toll gate,
passengers have to pay the additional Dh. 4 on the taxi fare as toll. Passengers
are not expected to tip the taxi driver. Passengers in the front seat are required to
wear a seatbelt.

HPAIR Delegate Guide 027

The Ministry of Foreign Affairs states the following information regarding the
visas for various nationalities. The kind of visa required for entering the UAE
depends on several factors such as nationality, purpose of visit as well as the
duration of visit.
GCC Citizens:
Nationals of GCC countries of Bahrain, Kuwait, Oman, Qatar and Saudi Arabia
do not require a visa to visit the UAE. They would only need to provide their
GCC country passport or ID upon arrival to enter the UAE.
Citizens of the below countries will be granted a visa free of charge upon arrival
in the UAE:

Australia
Andorra
Austria
Brunei
Belgium
Denmark
Finland
France
Germany
Greece
Hong Kong

Iceland
Ireland
Italy
Japan
Liechtenstein
Luxembourg
Malaysia
Monaco
Netherlands
New Zealand
Norway

Portugal
San Marino
Singapore
South Korea
Spain
Sweden
Switzerland
United Kingdom
United States of America
The Vatican

Passport holders of these countries will receive a 30-day visa which can be
extended for an additional 30 days at an additional charge*.

28 Government Summit Thought Leadership

Visit Visa
The remaining countries would require a visa to visit before arrival to the UAE.
For this they would also need a sponsor for their visit.
The valid sponsors could be
Hotels,Tourist Companies and Airlines
for a Tourist Visa.

that can apply on behalf of the visitor

Individuals (Relatives or Friends) already resident in the UAE may, subject to

guidelines, can also apply a Visit Visa on behalf of the tourist.

Government Summit Thought Leadership 29

Required documents:

Other important points:

1. Visa Application

1. Once you receive your visa, you will see that

there is an indication for
an expiry date. This date will indicate the last
day to enter the country, your travel dates
should be before than this date to ensure
successful entry to UAE

2. Passport copies (applicant and companions).

3. A letter to specify sponsor, whether from
the countrys Ministry of Foreign Affairs or its
diplomatic mission.
4. Specifying the type of required permission
(tourist, business, etc.).
5. Permission classification (short term, long
term, multiple entry, complementary).
6. Passport with validity of at least 6 months.
7. A clear passport photo, preferably a scanned
passport instead of scanning the copy.

2. When you enter UAE, you visa duration will

start counting. You must
stay in the country within the limits of your
visa duration. If you exceed these days there
will be further penalties by government
authorities.
3.Your visa will be issued for a single entry.
You will need to apply for a new visa if you are
planning to come back to UAE.

For Delegates staying at the J.w.Mariott Marquis, the hotel will be acting as
your sponsor. Upon finishing the necessary booking and payment procedures
you can then start the Visa application process. This process should be done
only 10 to 12 days before your arrival date. The necessary forms will be sent to
you after your booking has been made.

30 Government Summit Thought Leadership

For delegates staying at other hotels the procedure will be similar. You may
also be asked to provide the hotels with credit card details.
Please note: Delegates applying through tour companies may require a letter
of acceptance to HPAIR. Also if needed an invitation letter from the American
University In Dubai can be provided.

JW Mariott Marquis, Dubai

The landmark JW Marriott Marquis hotel is a twin 72 storey high skyscraper and
proudly holds the title of being the tallest hotel in the world. It is one of Dubais
most desirable and luxurious hotels.
Standing above the Business bay area
and over the spectacular sheikh Zayed road. It has an enticing array of relaxing
recreational activities and the sublime SARAY Spa and Health Club. Al guest
rooms are equipped with modern technology, including LCD TVs, iPod stations,
Wi-Fi and a master room control tablet.
All the delegates who would like to book a bedroom for the nights of 19th, 20th
and 21st August and/or the nights of 27th, 28th and 29th August 2013, need
to contact the hotels Central Reservations Line in Dubai on 009714 4490875,
open 7 days a week, 9 am to 9 pm (except Friday 10 am until 7 pm). you are
required to quote a special code (KHA) to receive the special rate.

Government Summit Thought Leadership 31

Price:
Refer to the HPAIR website
This location will serve as the premiere location
conference. Our special partnership with the hotel
utmost in luxury and comfort. They have generously
will be satisfying to you. This location will also host
events including the closing ceremony, panels and sessions.

for the HPAIR 2013 Dubai

will provide you with the
offered us special rates that
a majority of the conference

Note:To make it convenient for all delegates a complimentary bus

offered from the hotel to all other conference locations such as the
hotel and the field trips. Please also note that the bus starts only from
mariott Marquis and delegates staying at any other location and willing
this transport will need to reach the reception before time.

will be
Meydan
the JW
to use

Also please visit the www.hpair.org website for bookings and reservations. The
visa application process and payment will also be done through the hotel after
the bookings have been made. The hotel will handle only the visa process of
only the delegates booked at the hotel.

Gloria Hotel

Gloria Hotel is conveniently located on Sheikh Zayed Road near Internet City
metro station in downtown Dubai in the Media City tax-free zone. We are easy
to reach from Dubai International Airport
Address: P.O. Box 502222 Dubai
Phone number: +971 4 399 6666

32 Government Summit Thought Leadership

Ibis Hotel

The Ibis world trade center is a modern and practical hotel located in a center
of Dubai. the hotel is located at the beginning of Sheik Zayed road and is a part
of the Dubai Convention and Exhibition Centre
Phone number : (971)4/3187000
Address: P O BOX 9544 Sheikh Zayed Road 0- Dubai United Arab Emirates

Government Summit Thought Leadership 33

Novotel

Novotel World Trade Centre is located just off Sheikh Zayed Road. The hotel is a part of the
Dubai Convention and Exhibition Centre.
Address:
P.O Box 9622
Zabeel road 2nd
0 DUBAI
UNITED ARAB EMIRATES

Dubai Trade Center Hotel Apartments

Also located as part of the Dubai convention and exhibition center. The trade center apartments
have spacious and modern rooms well suited to your needs.
Address: P.O. Box 9229, Dubai, United Arab Emirates
Phone number: Tel +971 4 331 4555

34 Government Summit Thought Leadership

HPAIR Delegate Guide 035

En.wikipedia.org.
1971.
Dubai
Wikipedia,
the
free
encyclopedia.
[online]
Available
at:
http://
en.wikipedia.org/wiki/Dubai
[Accessed: 21 Jun 2013].

Faqs, D. 2013. Dress Code in Dubai. [online]

Available at: http://www.dubaifaqs.com/
dress-code-in-dubai.php [Accessed: 21 Jun
2013].

36 Government Summit Thought Leadership

www.hpair.com

HPAIR Delegate Guide 037