Invitation & Notice

Dear Member,

We are pleased to share the Official Notice of the Extraordinary General Meeting 2026 (EGM 2026), which will be held at the Four Seasons Hotel Shenzhen from Sunday, 11 October to Wednesday, 14 October 2026. The event is being hosted with the valued support of our local members in China, Jet-Speed Global Logistics Ltd, and Air Sea Transport Inc., and we look forward to welcoming delegates from across the network to Shenzhen for what promises to be an engaging and productive meeting.

Registration is now open

We kindly ask you to confirm your attendance or advise us of your inability to participate by using the registration button in the invitation sent to you. Please note that this registration link is unique to you and cannot be transferred: all delegates must complete their own registration. Once your registration has been submitted, you will receive a confirmation email containing a link to the meeting website, where you can book your accommodation, review the programme, and access full event details.

Curious about the meeting fees?

As always, the cost of attending the meeting, including the Gala Dinner, will be shared equally among delegates and invoiced after the event.

Wish to bring extra guests to the Gala Dinner?

Additional guests are welcome to attend the Gala Dinner. If you wish to bring guests, please let us know in advance and the applicable cost will be invoiced at the standard rate. We look forward to welcoming you to Shenzhen for an engaging and productive meeting, and for the opportunity to connect and collaborate with fellow members.

Key Dates and Schedule

Here are the key events and dates to help you plan ahead.

Pre-event & Planning

Date Deadline
9 September Delegate registration
23 September
0900 GMT
Bilateral scheduler opens
4 October Hotel booking link closes
8 October
0900 BST
Bilateral scheduler closes

Gala Dinner – Four Season Hotel Shenzhen

Date Information
13 October
1900
Dress code: Jacket, no tie

Group photo, cocktail reception & dinner

Details to follow

Meeting Highlights – Four Season Hotel Shenzhen

Date Information
11 October
1800 -1900
Welcome reception – sponsored by Air Sea Transport Inc.
Outdoor Terrace, Level 6
12 – 13 October
0900
Ballroom, Level 3
EGM & bilateral meetings
14 October
1430 – 1500
Ballroom, Level 3
EGM wrap-up

Hotel

Four Seasons Hotel Shenzhen

Meeting dates: 11 – 14 October 2026

Located in Shenzhen’s Futian Central Business District, the hotel offers a refined base with immediate access to premier retail and high-speed links to Hong Kong.

Reserve your accommodation

To access the preferred event rate, please reserve via the official WACO booking site. Use CHECK RATES in the top right corner to book your WACO room.

Room options 

Room Size Occupancy Price
Deluxe/ Premium King Room 45–60 sqm Single occupancy CNY 1,550 inclusive of service charge and VAT
Four Seasons Room with Executive Club access 54–63 sqm Single occupancy CNY 2,100 plus applicable service charge and VAT

All rates include breakfast; For Club Access you may book a deluxe / premier room and request lounge access on your arrival. An additional charge of CNY550+16.6% per room per night is applicable.

Alternative room categories may be available. Please contact the hotel directly and quote Group Code 261011EGM.

WACO negotiated discounts and offers

  • 15% savings on dining, including in-room dining
  • 15% savings on spa treatments
  • 15% savings on laundry services

Booking & check-in terms

  • Rates apply for up to 3 days before and after the meeting dates, subject to availability.
  • Book by 4 October 2026.
  • Full cancellations are free of charge up to 4 days before arrival.
  • Partial cancellations will not be charged if the hotel is notified at least 24 hours before arrival.
  • Cancellations made within 4 days of arrival will incur a onenight charge to the card used at booking.
  • No-shows will be charged in full. Check-in from 15:00; check-out by 12:00.
  • Early check-in and late check-out are subject to availability and may incur an additional charge.

Reservation support

For assistance with additional nights, alternative room categories, or accessibility requirements, please submit your request quoting Group Code 261011EGM to res.shenzhen@fourseasons.com or ashlee.zhang@fourseasons.com

Reservations made outside the official booking link or directly with the hotel reservation team will not be attributed to the WACO account and will not qualify for WACO group benefits.

Please note that WACO cannot manage or amend reservations on your behalf, please contact hotel using the emails above.

Programme

Coming soon, please check back later

Bilateral Meetings

The bilateral meeting scheduler will be available from 23 September 2026. Please keep in mind that meetings are arranged on a company-to-company basis, so only the delegates handling the bilaterals for your company will be listed in the online system.

Gala Dinner

The gala dinner will take place on Tuesday, 13 October 2026.

Dress Code

The dress code for the evening is jacket, no tie.

Dinner Menu

We will arrange a set menu for all guests. If you have specific preferences, such as the vegetarian option, please send us an email at nicki.mears@waco-system.com. Please note that customised menus are not available.

Deadline for menu preferences: Friday, 2 October 2026, 10am London time

Additional Guests

If you wish to bring extra guests, please inform us by emailing nicki.mears@waco-system.com. All booking must be made in advance and will be charged at cost.

Deadline for guest bookings: Friday, 2 October 2026, 10am London time

Last-Minute Requests

WACO will make every effort to accommodate any last-minute requests; however, we cannot guarantee changes to guest numbers or menus after the deadline.

Dinner menu

Coming soon, please check back later

Travel and Visa

Check with your local embassy for your entry requirements to China.

Should a visa invitation letter be required to accompany applications please send to Sonia Zhang | Executive Account Manager | waco@airseagroup.com.cn

Send your request and include the following information alongside any additional details you require:

  • Full Name as per passport
  • Passport number
  • Date of birth
  • Nationality
  • Place of passport issue
  • Start date
  • Expiry date
  • Travel dates
  • Name & address of Embassy

If you also require a letter from WACO, as the organiser (in London) please also send the request to nicki.mears@waco-system.com

Please allow time to process your requests, ensuring enough time before any embassy deadlines.

Additional information on travelling to Shenzhen is provided in the PDF.