Dear speaker,
so your talk has been accepted, and it's now time for you to get your travel and accommodation organized! We can give you some hand.
Please organize your travel and accommodation at your earliest convenience. In the majority of cases, your company can cover these costs. If you couldn't attend for financial reasons, please get in touch with us and we will do our best to help you cover travel and accommodation costs.
First, transportation: - In case your company does not provide for transportation, we may cover the price of your plane or train ticket (although we won't cover a business class ticket). It would be very convenient if you could provide an estimate for the price you are expecting to pay, so that we can adapt the budget accordingly.
Then, accommodation: - we are currently looking for a deal with a hotel that could host many of you, close to the conference place. We may pay for 3 nights if you are coming from overseas, and 2 nights if you are on the continent
Should you wish to extend your stay or go to another hotel of your choice, this is fine by us. We will fund you for the equivalent of 2/3 nights in our hotel; further costs should be borne by you. There are more than 1400 hotels in Paris, but it appears many are already booked in November : so let us know your choice very quickly.
Getting about in Paris : - Paris is one of the densest cities in the world, with 18 000 inhabitants per square km. Driving or parking are therefore quite difficult. Taxis are rare (this is not New-York) and expensive. Hopefully, we do have one of the best public transportation system, with 14 Métro lines, 4 RER (express trains), trolleys, and many buses (but they face the same traffic pb than cars and taxis). Typically, airports are 1 hour away from the conference location, using the RER B and line 14, or Orly Val RER B and Tram T3, depending on which airport you will land in. Taxis, otoh, are way more expensive, and I'm afraid that this will not fit in our budget.
In any case, please inform us ASAP so that we can refine our budget, and know how many hotel rooms we have to book.
Many thanks !