METROPOLIS WORLD ASSOCIATION OF THE MAJOR METROPOLISES

Transcription

1 TERMS OF REFERENCE OF THE LOGISTICAL ORGANIZATION OF THE METROPOLIS ANNUAL MEETINGS METROPOLIS WORLD ASSOCIATION OF THE MAJOR METROPOLISES With 138 members and more than 30 years of history, Metropolis, World Association of the Major Metropolises, is the leading association that gathers the governments of urban agglomerations worldwide. It serves as the hub for metropolises to connect, share experiences and mobilize on a wide range of local and global issues, in addition to being the focal point of worldwide expertise on metropolitan governance. Metropolis is governed by a volunteer Board of Directors, whose mandate is renovated every three years and meets at least once a year. The Metropolis Board of Directors is currently presided by the Mayor of Montreal, and counts on 5 Co-presidencies, as well as on the representation of political leaderships from other members. The association is operated by a permanent Secretariat General, which is headed by a Secretary General and equipped with a dedicated staff. Since the year 2000, the Secretariat General of Metropolis has been based in Barcelona. The Secretariat General liaises with a team of volunteer Regional Secretaries, who are public officers of Metropolis members that support the operations of the association in five different regions of the world. 1

2 This document is as an overall guide for member cities who wish to host the 2018 and 2019 Metropolis. It provides the basic logistics that need to be taken into account and the tasks to be undertaken by the host city for an optimal organization. This brief guide is about basic needs and suggestions based on Metropolis 30 years of experience organizing events worldwide. The implementation may vary depending on the possibilities of the host. 2

3 METROPOLIS ANNUAL MEETINGS 2018 & 2019 Metropolis s are annual international events between Metropolis World Congresses that attract widespread media coverage at local government, cities and international institutional level. Their goals are: to enhance the Metropolis global objectives, brand; to promote the host city s achievements and credentials in urban settings; and provide a meeting forum between local government political leaders, their political partners, counterparts around the world, as well as key stakeholders in the international community including private sector organizations. These events provide the host city with the opportunity to position itself locally and internationally, in the lead-up, during and after the event. The success of this international events depend on the collaboration between the Metropolis Secretariat General, the host city government, international partners including Metropolis member s cities and active participation of local urban institutes. The Metropolis s 2018 & 2019 provide an opportunity for the host city to take a strategic advantage and organize successive program based events leading to the main congress. This encourages city stakeholders to take active interest and an opportunity for international audiences and participants to take note of host city s commitment towards the larger objectives of 2018 & 2019 Metropolis. Within this framework, the association celebrates annually its statutory meetings: The Regionals Secretaries meeting, represented by 5 members of the organization, 2 from the Presidency, 2 from the Treasurer and 3 from the Secretariat General. The duration of the meeting is 3h. The Executive Bureau and Financial Committee meeting it is represented by 6 members of the association, 2 from the Presidency, 2 from the Treasurer and 4 from the Secretariat General. The duration of the meeting is 3h. The Board of Directors meeting which is represented by 26 members (as per period) of the association representatives of local governments, 2 fellow networks as observers, 2 staff members from the Secretariat General. A slot of 3h meeting is required. Each of these meetings take place in 3 different days. 3

4 PARTICIPANTS ESTIMATED ATTENDANCE: Between international participants and around 200 local participants. REGISTRATION: There is no registration fee for participants. The host city may design and execute the registration online. VISA PROCEDURES: The host city may facilitate the issue of the visas for participants when needed. INVITED REPRESENTATIVES: The host city invites the Head of Delegations of the Metropolis Board member cities to attend the event by providing 3 to 4 nights free accommodation. FOLLOW UP: Participants and speakers follow up is a joint responsibility between the host city/organizer and the Secretariat General. LOGISTICS FACILITIES VENUE MEETING ROOMS: The organizer should bear the costs for the venues and necessary meeting rooms. The venues might be from a public or private facility. The meeting rooms must be able to accommodate between 100 up to 500 people. AUDIOVISUALS: Audiovisuals at the venue should be guaranteed by the organizer as well as free Wi-Fi connection for all participants in the official venue. Notebooks and pens should also be available at the meeting rooms. IMAGE AND SIGNING: Image and signing should be developed by the organizer with the support of Metropolis Secretariat General. The signs should easily be seen at the hotel, venue, meetings rooms, etc. TRANSLATION AND INTERPRETATION: Translation and Interpretation should be hired for at least the 3 working languages of Metropolis: English, French and Spanish in all sessions. The installation of all the required equipment: cabins, microphones and recording devices. At least one extra cabin should be available in case other delegations should bring their own interpreters (Russian, Chinese, Turkish, etc). METROPOLIS SECRETARIAT GENERAL OFFICES: The Secretariat General staff should be provided with an equipped office with tables and at least 10 computers (with and internet connection), 5 printers, at least 2 large photocopiers, telephone and fax, as well as paper and office supplies. The offices should be located at the venue of the meetings and, if 4

5 possible, with technical support staff. These offices should be available at least 2 days prior to the event. METROPOLIS PRESIDENCY AND VIP S OFFICES: The Presidency will require an office equipped with computers and printers. Sofas and chairs will also be required. PRESS ROOM: A press room should be designed to accredited press. In this room, press conferences should be celebrated. Interviews to key participants and key municipal representatives should also take place in this room. CATERING: A coffee break should be available in between sessions or a self-service coffeebreak in each room. HOTELS LIST OF HOTELS: The host city will provide participants with a list of hotels of varying prices. It is also responsible for selecting the main hotel where meetings will be held and where Heads of Delegation of member cities will be accommodated. METROPOLIS GOVERNING BODIES: 3 to 4 nights should be fund at the main venue hotel for each member of the governing bodies of Metropolis. This includes the members of the Board of Directors (26 members as of September 2016, subject to change) and the Regional Secretaries (5 secretaries as of September 2016, subject to change). PREPARATORY MISSIONS AND STAY BEFORE AND DURING THE ANNUAL EVENT: Hotel accommodation and subsistence costs for the Metropolis Secretariat will be covered for the following preparatory visit(s) and stay during the Annual meeting: o Preparatory visit to the venue site the year before (or the same year of) the Annual meeting with the participation of 2 to 4 staff members; o members of the Metropolis General Secretariat team, 4 days during the, as well as 3 days before and 1 day after. A total of 8 days per member of the team. SPEAKERS: The host city will provide 3 nights accommodation for all international speakers participating at the conference s program. TRANSPORT MAIN ROUTES: All transport requirements would be coordinated by the organizing team. Transport needs include: from and to airport for all delegates, transportation between the hotels and the congress venue. STUDY TOURS AND SOCIAL ACTIVITIES: Transport to all the activities covered in the program should also be granted. SECRETARIAT GENERAL STAFF: Air tickets for the Metropolis Secretariat will be covered for the 5

6 following preparatory visit(s) and stay during the Annual meeting: o Preparatory visit to the venue site the year before (or the same year of) the Annual meeting with the participation of 2 to 4 staff members; o Air tickets for members of the Metropolis General Secretariat team for the meeting. CATERING A catering service during the event program should be provided to all participants (coffee breaks, lunches and dinners (upon the host will)). PRINTED MATERIALS AND DOCUMENT RPEPARATION Reproduce at least one package of documents per participant. The documents will be sent by the Secretariat General by 2 weeks prior to the meetings. The host organization will not disseminate documentation to participants without prior consultation with Metropolis Secretariat General. Print the accreditations and identification plates from the list provided by the Secretariat General. Production of the signage for the meeting and conference bags for documentation. WELCOME TO THE PARTICIPANTS AND REGISTER IN SITU A counter with staff would be required with the support the Secretariat General in registering delegates prior to meetings, distributing documents as well as assisting with logistical aspects SOCIAL PROGRAM AND HOSPITALITY Offering lunches, dinners and receptions according to the program At the host's discretion: Organize an alternative social program According to the needs, provide transportation, back and forth, between the venue of the meetings and the hotel, dinners, receptions and social events Provide information on the host city, if desired. 6

7 ANNUAL MEETING PROGRAM SOCIAL EVENTS During the 2 main social events are planned: WELCOME RECEPTION: organized and funded by the host city PRESIDENT S DINNER: organized by the host city and funded by Metropolis (between 100 to 150 guests). STATUTORY MEETINGS REGIONAL SECRETARIATS MEETING: Held before just before the conference or at the first day. EXECUTIVE BUREAU AND FINANCIAL COMMITTEE: Held the day before the Board of Directors meeting BOARD OF DIRECTORS MEETING: Held the last day of the conference. PROGRAM Thematic sessions shall be jointly developed by the host city and Metropolis Secretariat General. STUDY TOURS The study tours may be organized upon approval by the host city. MANAGEMENT INTERNAL MANAGEMENT: In order to work effectively in cooperation between Metropolis and the host city, it is recommended the constitution of a Steering Committee, a Scientific Committee and a Secretariat. PROFESSIONAL CONFERENCE ORGANISER: The selection of the PCO will be made by the host city in coordination with the Metropolis Secretariat General. FORMAL CONTRACT: A formal contract with detailed agreements will be signed by the parties after the selection process will be concluded. 7

8 It s important to have a clear engagement strategy, resource allocations and defined project plan with clear milestones for all stakeholders associated. The evaluation of the bids is done by Board of Directors of Metropolis and final host city for 2018 and 2019 Metropolis and 2020 Metropolis World Congress will be announced during the Metropolis General of Members in June 2017 in Montréal. 8

9 Metropolis List of meetings Congress 84 Founding Congress 87 and General Congress 90 and General Congress 93 and General Congress 96 and General Congress 99 and General and Extraordinary General Board of Directors Congress 02 and General Congress 05 and General Extraordinary Board of Directors Paris Montréal El Cairo Buenos Aires New York Madrid Casablanca Los Angeles Melbourne Dakar Barcelona El Cairo Montreal Tokyo Lisbon Paris Tokyo Santiago de Chile Seoul Barcelona Paris Guangzhou Rio de Janeiro Seoul Istanbul Mexico Berlin Toronto Paris Antananarivo 9

10 Congress 08 and General Congress 11 and General Congress 14 and General Board of Directors Meeting Extraordinary Board of Directors Meeting Congress 17 and General Sydney Moscow Barcelona Porto Alegre Guangzhou Johannesburg Hyderabad Buenos Aires México City Bogotá Montréal 10

11 METROPOLIS ANNUAL MEETING 2018 & METROPOLIS ANNUAL MEETING 2019 FINANCIAL DISBURSEMENTS BY THE HOST CITY TO METROPOLIS SECRETARIAT These financial disbursements by the host city to METROPOLIS secretariat are the minimum requirements that the candidates will need to agree to in order to be considered as potential hosts. A formal contract with detailed agreements will be finalized in consultation with the Financial Management Department and the Treasurer of Metropolis after the selection process has been completed. Franchise to Metropolis: At the date of signature of the agreement Support to promotion and communication: 10,000 Administrative costs: