‍📅 Booking
‍Opens: 1:00 pm UK time on Monday 31 March 2025
Before booking, please ensure your trip is viable by checking:

• Travel restrictions and visa requirement
• Parental approvals
• School authorisation

At the time of booking, organisations must provide:

• Estimated number of students
• Estimated number of educators
• Lead educator chaperone contact details

‍💰 Deposit & Confirmation
‍After booking, you’ll receive an invoice for a 25% deposit, based on the number of students booked.

• This deposit is non-refundable and non-transferable‍
• Your booking is fully confirmed once the deposit is received within 30 days

📌 Only book the number of student places you are confident you can fill to avoid losing deposits at registration.

‍📝 Registration
Opens: 1:00 pm UK time on Monday 31 March 2025
‍Closes: 11:59 pm UK time on Thursday 11 September 2025

Please register as soon as your student list is confirmed. All registrations must be completed by the deadline to allow us to finalise event logistics such as cinema tickets, catering, and transport. At the time of registration, you'll be asked to provide: 

• Finalised participant details
• Travel information

🔄 Changes in Student Numbers

• ‍Fewer students than booked: Deposits for non-attending students will be forfeited. (e.g. If you book 15 students but only register 10, the deposit for 5 students is non-refundable.)
• More students than booked: You’ll be invoiced for a 25% deposit per added student.

⏳ Waitlist
If the event reaches capacity, it will be marked “Waitlist”. If you wish to be added:

1. Email the Event Manager with your requested number of students and teachers.
2. Spaces will be offered in the order waitlist requests are received.

🛬 Arrival
‍Participants should plan to arrive in Jakarta by the evening of Thursday 16 October 2025.
✈️ Recommended airport: Soekarno–Hatta International Airport (CGK)
Schools arriving the day before the event will be collected by the host and taken to the designated hotel.

🛫 Departure
‍Participants should not plan to leave the venue before 2:15 pm on Sunday 19 October 2025.
The host school will arrange transport back to the airport at the end of the event.

🚍 Local Transportation

• Travel time between the airport and the hotel to be confirmed.
• Please book travel allowing ample time to and from the airport/train station.
• The host will provide transfers between the designated hotel and the venue during the event.

📌 Schools arriving before 16 October or departing after 19 October are responsible for their own airport transfers.

🛂 Visa Requirements

• ‍‍It is the responsibility of schools and participants to ensure they have the appropriate visas.
• If you require assistance or supporting documents for your visa application, please contact your Event Manager well in advance.

📌 Visa applications can take time — we recommend starting the process as early as possible.

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🛏️ Accommodation

The host recommends booking at one of the following hotels. Both hotel options are situated in the same area and are about 7-10 minutes walking distance apart.

Travel time from the hotel to the school is approximately 15-20 minutes by car/bus.

The host school will provide private transport to and from the hotel each day. The recommended hotels below are attached to the PIK Avenue Mall which offers a variety of meal options and also provides direct access to the FLIX Cinema where the cinema screening will be held.

‍

1. Mercure Jakarta Pantai Indah Kapuk

Address: Pantai Indah Kapuk Boulevard, PIK Avenue Mall, Kamal Muara, 14470 Jakarta

Website: https://www.mercure-jakarta-pantaiindahkapuk.com/

OR

2. Swissotel Jakarta Pik Avenue

Address: PIK Avenue Mall, Pantai Indah Kapuk Boulevard, 14470 North Jakarta, Indonesia

Website: https://www.swissotel.com/hotels/jakarta/

Please note that rooms at either hotel are currently not block-booked and are available on a first-come, first-served basis, subject to hotel availability and rates at the time of booking.

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📢 Communication
ISTA business days are Monday to Friday, and we aim to respond to all emails within 3 business days.

📌 ISTA staff do not monitor emails on weekends or public holidays. If a staff member is travelling or working at an event, replies may take longer than usual.

FRAME events follow a two-step automated payment process:

‍1️⃣ Step 1: Deposit Payment at Booking

• Upon booking, you will be required to pay a 25% deposit immediately.
• This deposit is non-refundable and non-transferable and confirms your reservation.
• Bookings will only be secured once the deposit payment is successfully processed.

‍2️⃣ Step 2: Remaining Balance Upon Registration Closure

• Once registration closes, organisations will be automatically invoiced for the remaining 75% of registration fees, plus any applicable surcharges, based on the final number of students registered.

🔄 Changes in Student Numbers

• Fewer students than booked: Deposits for students who do not attend will be forfeited. (e.g. If you book 15 students but only 10 attend, the deposit for the 5 who do not attend will not be refunded.)‍
• Additional students: A 25% deposit per added student will be invoiced at the time of the increase.

Schedule: 

Begins: 9:30 am Friday 17 October 2025

Ends: 2:15 pm Sunday 19 October 2025

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🎥 All educator chaperones will participate in a specialist workshop, each dedicated to a distinct aspect of film. Details about the workshop leaders and session content for this FRAME event will be confirmed by May 2025.

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🍿 All participants, including students and their chaperone teachers, will attend one film screening as part of the event. This may take place either at the event venue or a nearby cinema. The selection of films available at this FRAME event will be confirmed nearer the event time.

📄 E-Programmes containing detailed schedules, workshop information, artist bios and other event-specific information will be sent to participating organisations two weeks prior to the event.

🍏  The host provides 3 lunches and an evening meal on day 1 as part of this event. Please note this does not include an evening meal the night before the event starts

👕 Appropriate Attire

• ‍‍Comfortable clothing suitable for practical, active film production work
• Smart-casual outfits for attending evening cinema screenings

📌 Chewing gum is not permitted in any workshop spaces

✏️ Materials & Equipment

• ‍‍Any materials requested by Workshop Leaders (e.g. printed texts, pre-reading/viewing notes) – details will be shared in the e-Programme.
• Pens, pencils, highlighters, and other notetaking tools.
• Refillable water bottle
• A personal device for video recording/editing (e.g. phone, tablet, or laptop.
• Charging cable and appropriate plug adapter. In Indonesia, power plugs and sockets (outlets) of type C and type F are used. The standard voltage is 230 V at a frequency of 50 Hz.  Check if you need a travel adapter here.

📌 The event takes a tech-lite approach to storytelling. Please avoid bringing bulky, expensive, or high-end equipment. ISTA and the host school are not responsible for damage, loss, or theft of personal belongings.