IIPE Nepal: Info for Participants

Detailed information and instructions for participants regarding travel, fees, and due dates will be posted here when available.

Participant “To Do” List & Due Dates

Due DateTask
ASAPSend an email to info@i-i-p-e.org confirming your intention to participate
April 26Deposits due ($250 for full-paying participants / $100 for partial scholarship recipients)
ASAPInvestigate visa & travel options
June 1Program abstracts due
July 1Full payment of fees due
July 1Final cancellation date (to receive a refund)
July 1Travel & emergency contact form due
July 1Legal waiver form signed
July 21Arrival date
July 28Departure date

Participation Fees

The full participation fee for IIPE Nepal is $750 USD.

The participation fee covers all onsite expenses including participation in all IIPE activities, food, shared (double) room accommodations, local transportation and excursions. You are responsible for your own travel and spending money.  

Deposits are due April 26.

  • For full-paying participants, a deposit of $250 is required.
  • For those receiving partial scholarship a deposit of $100 is required

Since there are many potential participants on a waiting list, if we do not receive your deposit by April 26 we will open this space for somebody else.  

Full payment is due July 1.

Full payment of fees is welcome anytime – and payment in full must be received by July 1.  Cancellations must be made no later than July 1. We cannot refund fees for cancellations made after this date. 

Submitting Payments: Our preferred method for payment is credit card. 

If payment by credit card is not possible, please contact us to discuss alternative options.

Submit payments

Click on the button below to submit your fees by credit card using our secure online form.

(If you are unable to pay by credit card, please contact us to explore alternative arrangements.)

Travel Arrangements

Arrival date: July 21. Departure Date: July 28.

Please schedule your arrival by mid-day on Sunday, July 21, and your departure anytime on Sunday, July 28.  

For flight arrangements, please plan your arrival to: Tribhuvan International Airport (KTM).

For flight arrangements, please plan your arrival to: Tribhuvan International Airport (KTM), Kathmandu.

To accommodate international travel, the IIPE program will convene late Sunday afternoon (July 21) with informal activities that you are encouraged to attend.  We will begin formal activities on Monday morning (July 22). The program will conclude in the evening of Saturday, July 27.  As the program will conclude in the late evening, accommodations will be provided until Sunday morning, July 28.  

*If your transportation necessitates it, you are welcome to arrive early or stay after the conclusion of the IIPE, however you will be responsible for arranging and paying for these additional accommodations.  *Some accommodations may be available at the conference venue (​​Soaltee Westend Resort Nagarkot – formerly Tayo Eco Resort), but you must inquire directly with the venue.  As Soaltee Westend Resort Nagarkot (Nagarkot, Bhaktapur) is 32km outside of Kathmandu, you may wish to consider alternative arrangements in the city eg. Thamel area (Kathmandu District), Jhamsikhel area (Lalitpur district) and Bhaktapur Area (Bhaktapur District).   

The organizers are making arrangements for free shuttles to and from the airport on July 21 and 28. The shuttle will be available for participants arriving and departing from Tribhuvan International Airport (KTM). Shuttle details will be provided at a later date.  **For those arriving early, we will also provide a shuttle pick-up location and time at a later date.

**In a few weeks the IIPE team will contact you to request your travel details.  Please be sure to provide this information so we can most effectively support you.

Travel and Emergency Contact Form

We request that you please share with us 1) your travel itinerary, 2) any important health or diet issues we should be aware of, and 3) the name and contact information of a person to reach in the event of an emergency. Please share this information with us by July 1.    Your travel information will help us in arranging local transportation and to schedule airport pick-ups and drop-offs.  Please be sure to have your travel itinerary in front of you when you go to complete the online form.

If you have difficulty completing the online form, you may download the form in MS Word and email it back to us: Travel & Emergency Contact Form

Conference Venue & Accommodations

IIPE 2024 will be held at the Soaltee Westend Resort Nagarkot (formerly Tayo Eco Resort) in Nagarkot, Bhaktapur, located 32km from the capital city of Kathmandu.  

Accommodations are double (shared) rooms with private bathrooms. Bed linens and towels are provided. 

A limited number of single rooms are available for an additional cost (please contact us for details – single rooms will be made available for those with special needs first).  

As noted above, you will be responsible for any additional accommodations prior to the beginning and after the conclusion of the IIPE. 

Pre/Post IIPE Hotel Option

For those looking for a place to stay before or after the IIPE, our team in Nepal has arranged a discount at the Holiday Inn Express Kathmandu Naxal. The hotel is in the city’s center and accessible to many tourist destinations.  Our discounted rate is approximately $50 for a single and $60 for a  double. The rate includes breakfast and taxes.  To obtain a discount, please email Ashmit Pudasaini, Assistant Sales Manager directly (ashmit.pudasaini@hixkathmandu.com) and mention you are part of the IIPE Nepal group being coordinated by Rajib Timalsina. For those interested, we will also arrange a shuttle from the Holiday Inn Express to the conference venue on July 21 (details forthcoming).

Visa Arrangements

Most participants will be able to obtain a visa upon arrival to Nepal, however participants from some countries will need to obtain a tourist visa in advance.  There may also be fees ($30 USD for 15 days) associated with obtaining the visa (fees are waived tor S. Asia). Please visit this website to determine your visa entry requirements.  

Here some recommendations and advice on the visa process:

  1. If you are from one of the few countries requiring an advanced visa, please note the process may sometimes take several months, especially after the visa application has been submitted until the visa is issued. Thus, we encourage you to immediately begin investigating the visa application procedure. Also factor in enough time for delays as visa procedures can sometimes be cumbersome.
  2. The IIPE, through our host partners in Nepal, can, upon request, issue letters of commitment and inscription to support the visa process. Should that be a necessary requirement for your visa application, please contact info@i-i-p-e.org for the details and specifications.
  3. When you arrive and apply for your visa, please provide the address of the IIPE venue hotel:
    Soaltee Westend Resort Nagarkot
    Shantidada – 6, Nagarkot, Nepal

Program Abstracts

Program abstracts are due June 1 and should be submitted using our online form.

We encourage you to draft your abstract using our Program Planning Worksheet (MS Word Doc) and then copy and paste your responses into the online form. Please also refer to the Presenter Guidelines for details on the format of your workshop or plenary contribution.

All participants are required to sign a “legal waiver” form prior to participating in the IIPE. The form declares that each individual is responsible for his or her own safety and well-being during the IIPE and that the organizers are responsible for logistical and programmatic arrangements. Please pardon the legal language! If you have any questions about the form please contact us before traveling.

We kindly request that you sign the legal waiver electronically* via our online form:

Arrival Information

Please download the “arrival letter” below for important arrival details including airport shuttles, emergency contacts, what to bring, etc.

Airport Shuttles

Click here to access the shuttle list for July 21.

Online Program

Access the online program (if prompted, enter the password provided via email).

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