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Venue and Logistics

SPHI Sweetpotato Seed Systems and Crop Management Community of Practice: 11th Consultation, 14-16th May 2019

Planet Hotel Hawulti Semaetat, Infront of New stadium, Mek’ele 251

Mekelle, Ethiopia

Theme: “Consolidating Seed Systems Lessons, Regrouping and Moving the Community Forward”


Please print and carry with you! 

Meeting Venue

The SPHI Sweetpotato Seed Systems and Crop Management Community of Practice: 11th Consultation, will be held at the Planet Hotel Mekelle Ethiopia 14th-16th May 2019.

Arrival in Mekelle Ethiopia

Participants from outside of Mekelle are expected to arrive on 13th May and depart on 17th May.

Airport transfers will be organized by Planet Hotel. All the participants arriving from outside of Mekelle will be staying in the same hotel during the meeting period. The hotel contact person is Azeb Asayehegn (+251) 930 285483 or (+251) 344 405660. Email:, website

The hotel is approximately 12 Kms (20-25 mins) from Alula Aba Nega Mekelle Airport. Please see map below.

In the unlikely event that nobody turns up to pick you, or for some reason you have missed your flight or changed your itinerary without notification, kindly call any of the staff indicated in the emergency contacts below.

CIP-Mekelle: Emergency Contact:  Azeb Haileselasie + 251 0914 70 33 11: Email:

CIP-Nairobi: Emergency Contact:  Bernice Wairimu +254 723697795: Email:

Travel tickets, hotel accommodation, conference package, per diem, airport transfers and visa costs

For SASHA sponsored participants, your costs for this meeting will be covered as follows: air travel, hotel accommodation, conference refreshments, modest allowance to cover dinner and incidentals, and field trip. Reimbursement of any ground transportation will be made at the meeting based on valid receipts.

For CIP project sponsored participants, your costs for this meeting will be covered as follows: air travel, hotel accommodation and modest allowance to cover dinner and incidentals. Please request your travel advance to cover allowances during travel and meeting days from your project/country office. Your refunds for visa and any airport transfers will be made at your country of origin. Your accommodation costs will be paid direct to the hotel, and charged to your project BUS.

For self-sponsored participants, your organization will cover the costs of your participation including: air ticket, hotel accommodation and modest allowance to cover dinner and incidentals.

Please note SASHA will cover the conference package cost and field trip for all.

Reimbursement of Travel Expenses

Reasonable in-country travel cost, visa and domestic air ticket costs will be refunded to SASHA sponsored participants only. These will be refunded ONLY on receipt basis, hence please bring all receipts and other relevant support documents that warrant reimbursement. Kindly also bring your boarding pass.

CIP project sponsored will be refunded in their country of origin.

Health and Vaccinations

Please ensure that you have a valid yellow fever vaccination and carry your card with you. Please visit the US Centers for Disease Control and Prevention Website to obtain up-to-date information on required vaccinations and health recommendations prior to travel.  It is the responsibility of the traveler to obtain required vaccinations. The following are suggestions:

  • Purchase medical evacuation insurance for the duration of the trip
  • If travelling from a country with a risk of yellow fever transmission, proof of yellow fever vaccination is required
  • Malaria medication is recommended if travelling to certain parts of Kenya. Consult with your physician prior to departure to obtain the necessary prescriptions
  • To minimize the risk of mosquito-borne disease, bring insect repellent and appropriate clothing
  • Tap water is of variable quality and should not be consumed without boiling. Travelers should consider purchasing bottled water or bringing iodine tablets and portable water filters to purify water if boiling is not an option
  • Always consult the meeting coordinators in case of sickness

Visa requirements

All international visitors require a valid passport and visa for entry into Ethiopia. One should have 2 empty pages in their passport. Citizens of many countries can get a visa for Ethiopia upon arrival at Bole International Airport. However, we recommend getting a visa ahead of time if possible to avoid long waits in line upon arrival. A single-entry Visa (valid for three months from date of issue) will cost US$30. Kindly make your online visa application on, in case you have any problems processing the visa get in touch with me URGENTLY for assistance. You will need the invitation letter already sent to you. Please remember to carry the receipt for refund purposes, as it would be impossible to refund without a receipt for SASHA sponsored participants only. 

Loss/delay of baggage

In case of any baggage loss or delay, please complete the required formalities at the airport and upon arrival at the hotel, hand over the documentation to a CIP representative. You are however, advised to travel smart by ensuring that you have a change of clothing in your hand luggage which will be useful should you lose or experience delays in obtaining your luggage. Additionally, at the point of boarding your connecting flight, kindly request the respective airline staff to confirm that your luggage, as indicated in the boarding pass, is indeed loaded onto the aircraft.


The security in Ethiopia is good now but participants are advised to remain vigilant, practice situational awareness and seek the advice from the CIP Ethiopia staff who will be available always if they notice anything or wish to visit any place outside the meeting venue.

Liability and Insurance

CIP shall not be held liable for personal accidents or losses or damage to private property of participants to the meeting. Participants should make their own arrangements with respect to personal insurance. It is strongly recommended that participants take out adequate travel and health insurance prior to commencement of travel. Participants can procure travel insurance from CIP official travel agents Palbina Travel Agent.

Disabled Facilities

If you require disability specific facilities, please notify the secretariat Email:

Dietary requirements

Please let know if you have any special dietary requirements.

Power plugs and sockets

In Ethiopia, the standard voltage is 220V, the standard frequency is 50 Hz. For Ethiopia there are two associated plug types, types C and F. Plug type C is the plug which has two round pins and plug type F is the plug which has two round pins with two earth clips on the side.

Weather in Ethiopia

Located in the north of the country, Mekelle is the capital of the Tigray region.  The weather is hot. Please carry light clothing. Also carry comfortable shoes and hat for the field day. Daily high temperatures are around 74°F, rarely falling below 68°F or exceeding 80°F.

We look forward to hosting you in Ethiopia