GSWY SUMMIT 2025 - DELEGATE GUIDELINES TOOLKIT
Table of Contents
1. What’s Included in Your Package
2. Book My Flight – Important Dates
3. Summit venue
4. Summit Registration & badge pick-up
5. Hotel information
6. Do I Need a Visa?
7. Airport Transfer to Hotel
8. Refund Policy
9. Know Before You Go
10.Agenda
1. What’s Included in Your Package
Depending on the package selected during Summit registration (General or Full Experience), these guidelines might differ.
General Experience:
Access: Full access to the Summit, networking sessions, and app materials.
Meals: Lunch and coffee/tea breaks during the live Summit days (April 8-9).
Recognition: Certificate of Recognition: "Inclusivity and Sustainability Advocate."
Souvenirs: Global Summit 24k Gold Plated Challenge Coin.
Full Experience:
Includes all General Experience benefits plus:
Accommodation: 4-star hotel (Ramada Encore by Wyndham) with breakfast for 4 nights.
Transportation: Private airport transfers to/from IST. Ground transportation daily from hotel to the Summit venue and back.
Gala Dinner: VIP Gala Dinner with Turkish cuisine and entertainment.
Tours: Exclusive tours to Istanbul’s governmental facilities and attractions on Day 4.
2. Book My Flight – Important Dates
Flight Details
A. Airport of Arrival: Istanbul International Airport (IST)
Airport pick-up and drop-off services are included only for Full Experience delegates and speakers.
B. Pick-Up Availability:
Date: only on April 7th
Time: 8:00 AM to 6:00 PM (local Istanbul time).
Volunteers will assist with transportation from IST to the hotel within this window only.
Arrivals outside this time frame will require delegates to arrange their own transportation using options such as Uber, taxi, or public transportation.
C. Other Airports:
If arriving at Sabiha Gökçen International Airport (SAW), plan for an estimated $75 USD (one way) to cover transportation to the hotel. You can opt for Uber, taxi or public transportation.
D. Arrival Date:
Ensure your flight lands at IST between 8:00 AM and 6:00 PM on April 7th to qualify for the included pick-up service if you are a Full Experience delegate.
Delegates arriving outside these times or at other airports are fully responsible for their own transportation.
E. Departure Date:
Date of drop off to IST airport: April 11th only. Delegates leaving outside these times or at other airports are fully responsible for their own transportation.
MANDATORY for FULL EXPERIENCE:
Submit flight details by March 1st at the latest via the Participant Confirmation Form. When you registered you should have received a link where to confirm.
Notes: Airport pick-up/drop-off is available only for Full Experience delegates and speakers. If you are a General delegate or arrive at another airport, such as Sabiha Gökçen International Airport (SAW), please budget approximately $75 USD one way for transportation to the hotel.Follow the instructions highlighted in the section below about airport pickup.
Airline Recommendation for Travelers from the Continental USA
If you are traveling to the Global Summit on Sustainable Futures for Women and Youth Driving Sustainable Change from the continental United States, we highly recommend flying with Turkish Airlines. They offer the convenience of two checked bags and one carry-on as part of their standard baggage allowance. Additionally, Turkish Airlines provides direct nonstop flights from major U.S. cities, ensuring a smoother and faster journey to Türkiye.
While other airlines may offer slightly lower fares, they often come with significant drawbacks such as multiple stops or lengthy layovers, which can extend the travel time from 9 hours to as long as 34 hours. The added inconvenience and extended travel duration can outweigh any cost savings, making Turkish Airlines the most efficient and comfortable option for this trip.
We encourage you to prioritize convenience and a seamless travel experience as you plan your journey to the summit.
3. Summit Venue
Deniz Köşk Hall
Address: Denizköşkler, Kemal Sunal Cd. No:38, 34315 Avcilar/Istanbul, Türkiye.
This venue is situated by the Sea of Marmara and offers a stunning setting for the Summit.
4. Summit Registration & badge pick-up
Full Experience Participants: April 7th, 1 PM – 5 PM (Hotel Lobby). Full Experience participants should go to the Summit Registration Desk, not the hotel front desk when arriving. General Attendees register at the Summit venue on April 8th. Present your passport to receive your badge.
General Attendees: April 8th, 8 AM (Summit venue: Deniz Köşk Hall).
Present your passport to receive your badge.
5. Hotel Information (included for Full Experience delegates)
General Attendees: Accommodation is not included. You must arrange your own stay. We recommend choosing hotels near the Summit venue for convenience.
Full Experience delegates:
Your accommodation is included at the Ramada Encore by Wyndham located at: Üniversite, Firuzköy Blv. No:42 /A, 34315 Avcilar/Istanbul, Türkiye.
Breakfast is provided daily.
Hotel Check-In and Check-Out Information
Check-in Date: April 7th (all day)
Check-out Date: April 11th, 10-11 AM.
Important TIPS for Full Experience check-in:
Full Experience Registration for hotel guests is done as soon as you arrive from the airport. Our team will do the check-in into the hotel and registration. Please note you have to register with the team, and not the hotel front desk as rooms have already been assigned and paid for you. No room changes are allowed upon arrival.
When you arrive from the airport and if within registration hours, come meet our team members in the Lobby area. If you arrive outside registration hours, use the group chat to contact a staff member who will come to check you in. When you arrive at Ramada Encore Hotel Avcilar please come to the lobby area and not the front desk to complete your registration.
At check-in you will complete a check-in form and present your passport. You will be provided with your Summit badge. It is important to wear the conference badge on your neck to give you access to all areas of the conference hotel and the off-site activities. You will be given one room key and the other will be given to your roommate (if shared room package). DO NOT lose this key.
All room categories include:
In-room climate control (air conditioning)
Minibar
Hypo-allergenic bedding available
Pillow menu
Down comforter
Blackout drapes/curtains
Soundproofed rooms
Premium bedding
Private bathroom
Rainfall showerhead
Shower only
Free toiletries
Free newspaper
Free WiFiPhone
Free bottled water
42-inch LCD TV
Pay films
Premium TV channels
MP3 docking station
DeskDaily housekeeping
In-room safe (laptop compatible)
Other exciting hotel amenities
Spa
Sauna
Fitness facilities
Computer station
Concierge services
Dry cleaning/laundry service
6. Do I Need a Visa to Travel to Istanbul for the Summit?
Türkiye's Visa Policy
Türkiye categorizes visitors based on nationality, purpose of travel, and length of stay:
Visa-Free Countries: Many countries, including the USA, Canada, and most of Europe, do not require a visa for short stays. However, please ensure your passport is valid for at least six months beyond your travel dates.
Electronic Visa (e-Visa): Eligible countries can apply online. Approved almost instantly after providing travel details. Apply only through the official website: e-Visa Portal. The fee is approximately $50 USD.
Consular Visa: For certain countries, a traditional visa is required. Apply early as processing can take 1 month.
We recommend you to visit https://evisa.gov.tr/en/apply/ to check whether you need a consular visa. Enter your country/region and click Submit. If you need a visa, the screen will show like this:
If you do not need a visa, then the screen will look like this:
If your country is not visa-free or eligible for an e-Visa, you will need to apply for a consular visa. Start the application process as early as possible, as it can take several weeks. If your visa application is denied or delayed, the USIDHR team cannot influence embassy decisions or expedite the process.
Important Information
Visa letter: Only paid & registered delegates will be provided with a Invitation letter for visa purposes. It is the responsibility of each applicant to apply for a consular visa if needed. Summit organizers are prohibited from following up directly with the embassy on the delegate's behalf.
Application Process: Apply for an e-Visa or consular visa as early as possible to avoid delays.
Responsibility for Fees: All visa-related fees are the participant’s responsibility. USIDHR does not reimburse visa costs.
Refund Policy: Summit tickets are non-refundable after the announced cutoff date (February 22, 2025), even if your visa is denied.
Passport Validity: Ensure your passport is valid for at least six months beyond your travel dates.
For further inquiries about visa requirements, please contact your local Turkish embassy or consulate.
7. Airport Transfer to Hotel
For Full Experience Participants:
Arrivals at IST between 8 AM and 6 PM on April 7th: A private transport arranged by Summit organizers will pick you up.
Look for our volunteers with the GSWY Summit logo sign near Gate 13 in the arrivals area.
Note: Transportation to the Summit Hotel takes approximately 37-50 minutes depending on traffic.
For General Attendees:
Transportation is not covered. Options include:
Taxi: Average cost: $80 USD (approx. 2800-3000 Turkish Lira).
Uber: Available, but you need to the download the app and connect to airport wi-fi.
Public bus: HAVAIST Shuttle: Cost: $10-$15 USD (350-400 Turkish Lira). Route: HVIST-9 to Avcilar Meydan.
Pro Tips:
If traveling by Taxi, ensure you have some Turkish Lira. Use airport ATMs if necessary. Do not engage with time-share vendors in the airport or people promising transportation! If you choose to do that, then know that you can negotiate prices. Usually for a taxi to downtown you’ll not have to pay more than 3000-3500 Turkish Liras (that is approximately $80-90.
8. Refund Policy
Refund Deadline: February 22, 2025 (45 days before the event). After this date, no refunds will be offered since we already secured the Summit venue and hotel. Post-Deadline Options: Transfer your ticket to another person or access the virtual summit.Contact:events@usidhr.org
9. Know Before You Go
Dress Code:
Welcome & Cultural Reception (April 7, 2025): Traditional garments or business (Full experience only)
Summit Days (April 8-9, 2025): Business attire only. (General & Full experience)
Gala dinner (April 10, 2025): Semi-formal (elegant dress/suit) (Full experience only)
Tours (April 10, 2025): Casual (Full experience only)
READ THIS BEFORE YOU LEAVE! Important information about your travel:
Documents: Ensure you have all required documents for entry into Türkiye and re-entry into your home country. A valid passport is mandatory for international travel.
Liquids in Carry-On Bags: Adhere to airline regulations. Liquids and gels must be in containers of 3 oz. or less and placed in a clear, quart-size zip lock bag for inspection.
Additional Travel tips:
Packing: Pack a change of clothing and essentials in your hand luggage in case your checked luggage is delayed or lost.
Hotel Check-In: Some hotels may require a major credit card for incidental purchases. Avoid carrying excess credit cards and prioritize those needed for travel.
Currency: Türkiye uses Turkish Lira. ATMs are widely available in Istanbul. Carry small denominations for tips and emergencies.
Electronics and Valuables: Keep medications, jewelry, and electronics in your hand luggage. Use the hotel safe for important items.
Medications: Pack at least 7 days of extra supply of any daily medication in case of travel delays.
Mobile Phone Usage: Verify your mobile provider’s international data policy to avoid high roaming charges. Hotel WiFi is available for calls and internet access.
Adapter: European outlets differ from the USA. Purchase a European outlet adapter before departure, available on Amazon or electronics stores.
Weather: Check Istanbul’s weather forecast and pack appropriate clothing.
Dress Code: Plan for business attire during conference days and semi-formal wear for the Gala Dinner.
10. Agenda
SUMMIT DAY 1 - April 7, 2025
8:00-4:00 PM | Guests arrival, airport pickup & hotel check-in
1:00-5:00 PM | Registration & Badge pick-up (Full experience only) in the hotel lobby area
7:00-9:00 PM | Welcome and Cultural Reception (Full experience only)
SUMMIT DAY 2 - April 8, 2025
7:00-8:00 AM | Breakfast (Full experience)
8:00-9:00 AM | Registration & Badge pick-up (General delegates only) at Deniz Köşk Hall (Address: Denizköşkler, Kemal Sunal Cd. No:38, 34315 Avcilar/Istanbul)
10:00 AM-1:00 PM | Summit Opening and Summit Plenary 1: Keynote Speeches by Governments, Guests, and Diplomats
1:00-2:00 PM | Lunch & networking (General + Full experience)
2:00-2:30 PM | Coffee Break
2:30-5:00 PM |Afternoon Session: Panel discussions, workshops
SUMMIT DAY 3 - April 9, 2025
7:00-8:00 AM | Breakfast (Full experience)
9:00 AM-1:00 PM | Morning Session: Panel discussions, workshops
1:00-2:00 PM | Lunch & networking (General + Full experience)
2:00-2:30 PM | Coffee Break
2:30-4:30 PM | Afternoon Session: Panel discussions, workshops
4:30-6:00 PM | Drafting of the ‘Avcilar Declaration’, Award Ceremony, Group Pictures, and Closing Remarks
SUMMIT DAY 4 - April 10, 2025
7:00-9:00 AM | Breakfast (Full experience)
9:00-4:00 PM | Private Tours to governmental facilities and Istanbul attractions (Full experience)
7:00-9:00 PM | Gala Dinner by Mayor of Avcilar (Semi-formal dress code) (Full experience)
SUMMIT DAY 5 - April 11, 2025
7:00-9:00 AM | Breakfast (Full experience)
10:00-11:00 AM | Hotel Check-out
11:00-Onwards | Airport Transfers (Full experience)
*Subject to change. Full complete agenda will be provided upon arrival of delegates.
For questions about the 2025 Global Summit on Women and Youth (GSWY) contact our team via email at events@usidhr.org
