Travel and Accommodation Request Form - Jakarta Workshop

Travel and Accommodation Request Form

Workshop on Advancing Just and Equitable Energy Transitions

This form is for participants who require travel and/or accommodation for the Workshop on Advancing Just and Equitable Energy Transitions, taking place from Monday, 9 February to Wednesday, 11 February 2026 in Jakarta, Indonesia The information you provide will enable the Event Organisers to organise bookings for your travel and/or accommodation.

Please complete all relevant fields accurately so your arrangements can be processed and confirmed without delay.

Travel: For funded participants, we will fund the cost of economy-class travel to Jakarta up to the limit specified in your letter of invitation. You can either book travel yourself and be reimbursed or we can book the flights for you.

Accommodation: For funded participants. accomodation will be funded for a maximum of 5 days / 4 nights, at the Ashley Wahid Hasyim Jakarta. Rooms are single-occupancy standard rooms with breakfast included.

If you are a self-funded participant and would like to book accommodation, please provide full details of your booking requirements below and we will send you a quote for the cost of your booking.

If you wish to stay for more than four nights or if you wish to book a double-occupancy, you will be responsbile for additional costs.

Insurance: We are not able to provide medical, accident, or travel insurance, and we cannot cover compensation for injury, loss of personal property, or any other costs that may arise during travel or the event period. We recommend that you arrange international medical and travel insurance before departure.

Visa Requirements: Participants are responsible for arranging their own visa for Indonesia (if required). If you are a funded participant, visa fees can be reimbursed by the workshop organisers.

Information on visa requirements can be found here and you can apply via: Indonesian Ministry of Immigration and Corrections

If you require a visa to travel to Indonesia, we can provide a Visa Support Letter. Please indicate this below and specify the Indonesian Embassy where you will submit your application. List of embassies: Indonesian Missions Abroad

Prefix/ Title

First Name as Per Passport

Middle Name as per passport

Surname as per your passport

Phone Number with Country Code

Department/Team/Organisation

Yes

If yes, please specify the embassy where you will submit your visa application.

Note: If you require a visa, please fill in the Passport Details in the Travel Section below even if you do not need us to arrange your travel.

I will make my own travel arrangements (accommodation only)

Please arrange travel for me

Travel Details (only if travel and/or visa is required)

Complete this section only if you would like us to arrange your travel and/or if you need a visa letter

Nationality

Gender M/F

Date of Birth dd/mm/yyyy

Passport Number (required for international flights)

Place of Issue

Passport Expiry Date (required)

Departure City / Airport / Station

Preferred Airline

Departure Details

Preferred Return Date & Time

Accommodation

(Accommodation funded for max. 5 days / 4 nights. All bookings at Ashley Wahid Hasyim Jakarta.)

Funded by the organisers

Self-funded

Accessibility Travel Requirements Please let us know if you have any accessibility or travel support needs

Accommodation Check In

Check Out

Special Dietary Requirements

Special Hotel Arrangements

Privacy notice

The personal information collected in this form will be used solely for the purpose of arranging and administering travel and accommodation in connection with Workshop on Advancing Just and Equitable Energy Transitions.

What we collect: Your contact details, travel preferences, and justification for travel.
Why we collect it: To make travel bookings, ensure University requirements are met
Who will see it: The Workshop Organising Committee and Events Team.
How long we keep it: Your information will be retained only for as long as necessary to arrange and administer your travel. After this, it will be securely deleted, unless a longer retention period is required by University policy.
Your rights: You have the right to access, correct, or request deletion of your data. For more information, please see the University’s Data Protection pages or contact the University’s Data Protection Officer at infocompliance@warwick.ac.uk.

By submitting this form, you consent to the processing of your data for the purposes outlined above.

The University of Warwick is the Data Controller of any information you have entered on this form and is committed to protecting the rights of individuals in line with Data Protection Legislation. The University's Data Protection webpages provide further information on your rights and how the University processes personal data. If you wish to submit a data subjects rights request, make a complaint or report a suspected personal data breach, please contact the University’s Data Protection Officer by email at infocompliance@warwick.ac.uk.

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Travel and Accommodation Request Form - Jakarta Workshop