2017 INAS GENERAL ASSEMBLY

Transcription

1 2017 INAS GENERAL ASSEMBLY BID SPECIFICATION

2 Introduction The INAS General Assembly takes place every two years and provides an opportunity to celebrate the success of athletes with an intellectual disability, to share good practice and experiences, to plan the strategic direction of the organisation and to manage the governance of the Federation. The event includes: Meeting of the INAS Governing Board and sub-committees The INAS Conference The INAS Awards The INAS General Assembly Bids should be made in accordance with the specification set out below and further reference should be made to the INAS policies and procedures available at Eligibility to Bid To make a bid for the INAS Conference and General Assembly, hosts must be in membership of INAS (or working with the INAS Member Organisation) and the Member Organisation must be in good standing. Bids should be in English and should be submitted by to the INAS Secretariat no later than the specified closing date. All bids will be considered by the Governing Board and their decision will be final. A contract agreement will be sent to the winning organisation which will set out the responsibilities of the organising committee and must be followed carefully. Only when it has been signed by the host and the INAS Secretary General, should it be considered that the bid has been successful. If you have any questions please contact the INAS Secretariat. Bids should be sent to: general.assembly@inas.org or by post to the INAS office.

3 Bid Structure and Event Specification Your bid document must include full details under the following headings. Where possible, please include photos maps and web-links. 1. Event Dates and Location The date should be considered in consultation with the INAS Secretariat, but will normally be in the March/April period. It should allow for INAS events, other major events and competitions, public holidays, venue and accommodation availability. The Schedule will normally include: Day 1 (Wednesday): Arrival of INAS Governing Board and committee members Day 2 (Thursday): Meetings of INAS Governing Board Meetings of INAS Committees (Technical, Eligibility, etc) Day 3 (Friday): Meetings of INAS Governing Board Meetings of INAS Committees (Technical, Eligibility, etc) Arrival of Delegates Day 4 (Saturday): Morning/afternoon: INAS Conference Evening: INAS Awards Day 5 (Sunday): INAS General Assembly Day 6 (Monday): Meeting of INAS Governing Board Departure of Delegates A location should be chosen which is close to an international airport and has good links to international destinations. Bids should: Give details of proposed dates and location. 2. Organising Committee The organising committee are responsible for managing and overseeing all aspects of the event, on behalf of INAS. Committee members should have the appropriate background and experience for managing an event of this nature. The Organising Committee will provide regular reports to INAS (usually the Executive Director). Bids should: Outline the structure of the proposed Organising Committee, naming key personnel and giving their qualification and experience of hosting events Give full contact details for the lead organiser

4 Details of other partner organisations/agencies involved, naming key personnel and roles/responsibilities 3. Venues Meeting rooms should include accessible space for up to 15 people per committee whilst the Conference and General Assembly venue should include accessible space for up to 100 people. Audio/Visual equipment should be available in all venues including dvd/tv and projector linked to a computer with POWERPOINT facilities. During the Conference and General Assembly, microphones should be available for presenters and speakers, and 2 wireless microphones should be available to be used amongst delegates. Access to WI-FI internet (free), printing and photocopying equipment is essential the costs of which should be covered by the Local Organising Committee Coffee and refreshments should be available regularly throughout the day. English speaking technical support should be available at all time. Bids should include: Full details of proposed venues including addresses/photos and facilities available 4. Registration Desk and Accdreditation A delegate registration desk should be available on arrival and before the event. This should be used for delegates to register and to pick-up their accreditation, welcome pack, and to answer any questions. 5. Accreditation An accreditation system should be developed for all athletes, team staff, event staff, volunteers, officials, guests, media and other persons involved in the event. This should carry the persons photograph and details of their level of access. An efficient system of presenting accreditation on arrival should be arranged. 6. Delegate packs A delegate pack should be made available to all delegates and guests. This will normally include paper and pen in a suitable conference pack/folder, information/programme and any local/cultural information. 7. Accommodation and Meals

5 Accessible accommodation should be offered close to the Conference/General Assembly venue. A range of hotel standards may be offered, at least one of which is equivalent to 4* minimum, and include arrangements for breakfast, lunch and evening meals. Bids should include details of: Location Details of accommodation (ie. whether single/double rooms etc) Menus and food choices (taking account of cultural requirements) 8. Ceremonies and Receptions Ceremonies are an opportunity to welcome delegations and guests, to showcase national culture and to launch the event in a positive spirit. It is normal to include a short welcome speech from the INAS President together with the Chair of the Organising Committee. Bids should include: Details of opening and closing ceremonies Details of any additional receptions 9. The INAS Awards The INAS Awards recognise the achievements of athletes with an intellectual disability and the many coaches and volunteers who support them. The event was launched in 2015 and is a fantastic opportunity to celebrate and promote sport for athletes with an intellectual disability worldwide. INAS will work with you to develop the format of the evening and will manage the shortlisting process. Hosts should make arrangements for the evening include a suitable venue with stage, lighting, video screens and audio. Bids should include: Details of your plans for the Awards evening 10. Social programme Although the Conference and General Assembly is a busy programme, organisers may arrange a social programme to take place in the evenings. Bids should include details of: Any proposed social programme/dinners or functions 11. Transport An effective transport provision is vital to the success of the event. This begins with arrival at the airport, continues with travel to/from the hotel and conference/general assembly venues, provision for any social programme and ends with delegates returning to the airport for departure.

6 Transport arrangements should be carefully planned and sufficient for the large numbers of people travelling at the same time. Where coaches or private transport is arranged, it is important to ensure operators are fully licensed and appropriate insurance is in place. Bids should include Details of transport to/from airport etc Details of transport during the event 12. Media and PR The General Assembly provide the organisers with an excellent opportunity to promote INAS and sport for athletes with an intellectual disability. Any media and promotional opportunities should be in line with the branding guidelines set out in the INAS Handbook. Press releases should contain full information about the INAS organisation and should be co-ordinated with the Secretariat. The event title is the INAS General Assembly, followed by hosted by and the hosts name/organisation. The INAS logo must be prominently displayed on all materials. An event photographer should be arranged, and all photos should be made available to the INAS Secretariat on a cd or memory stick at no cost. Where possible, video footage should be made available (excluding any formal sessions within the general assembly). Bids must include: Details of any proposed media work Details of photographer Details of video footage 13. Bookings and administration All booking and reservations must be made through the INAS Sports Management System (to be launched in early 2016). Where required the LOC are responsible for issuing a letter of invitation to participating delegates to support VISA applications. Detailed and accurate information should be made available to delegates regarding all aspects of the programme, and a Conference & General Assembly Handbook is strongly recommended. Voting cards should be made available for the General Assembly, together with delegate accreditation/name badges and country labels to assist seating arrangements. Bids must include: Details of how you will manage information to delegates Details of the administrative support available during the conference/general assembly 14. Security

7 All security matters should be coordinated with the respective local authorities and are at the LOC s own cost/responsibility. 15. Medical Services Medical support should be available at, or close to, all venues and details should be made available in the delegate information pack. 16. Finances The cost of hosting the event must be met solely by the Organising Committee and any losses will not be underwritten by INAS. Fees to participants may be charged, however it should be remembered that many member organisations will find it difficult to raise funds and therefore the cost of the event should remain as low as possible. An inclusive fee should be offered which includes local transportation, all meals and coffee breaks from dinner on the day of arrival till breakfast on the day of departure, social programme, delegate pack. Sponsorship may be raised in accordance with the guidelines set out in the INAS Handbook. A hosting fee of $10,000US is payable by the Organising Committee to INAS and should be transferred to the INAS Treasurer within 1 month of the end of the event. The Organising Committee will also be expected to meet the costs of accommodation, meals, official social programme and transport throughout the event for the INAS Governing Board (up to 12 people) and staff team (up to 5 people). Any persons accompanying INAS personnel shall be at their own expense. All costs incurred by the organisers during the bidding process shall be met by the organising committee/nation. Bids must include: A breakdown of the full budget for the event Details of the cost to participants Details of how you will raise sponsorship and income Letters of support from any known sponsors, government or other financial contributers 17. Liability The cost of hosting the event must be met solely by the Organising Committee and any losses will not be underwritten by INAS. 18. Emergency Planning Organisers should develop clear emergency procedures in the event of a major accident or emergency at all accommodation and venues. This includes protocols for managing the immediate situation,

8 ensuring the support of emergency services, for liaison and coordination with INAS staff, and for management of media. The plan should be developed in consultation with INAS and made available to key staff within the Organising Committee. 19. Contingency Planning Despite the very best planning, there will often be unforeseen circumstances that arise during the planning and delivery of a major event. It is important therefore that the Organisers give consideration to contingency and backup plans in respect of essential event areas to ensure successful delivery. Examples might include: Problems regarding venue and facility availability, Loss of a key sponsor or income source A power failure or loss of internet impeding communication Accommodation availability problems A key member of staff or volunteer falling ill 20. Cancellation/postponement The decision to cancel or postpone the event for any reason, may only be made by the INAS Governing Board. Should the Organising Committee, for whatever reason, be unable to fulfil its obligation to host the event, then a fee may be charged by INAS to cover the reasonable costs of moving the event to an alternative date or venue. The Organising Committee should publish a clear cancellation policy (in the event that delegates withdraw for example). It is strongly recommended that the Organising Committee consider event insurance. 21. Presentation of bid/other You may wish to include additional information that will help the Governing Board make their decision. Please ensure that additional information is kept to a minimum and is relevant to the bid decision. The Governing Board may require a presentation of the bid to their meeting. All costs for this visit need to be covered by the organising committee. When the winning bid is announced, a contract agreement will be developed between INAS and the Organising Committee on the basis of the bid document. Only when the agreement has been signed by both parties can the decision be officially announced. 22. Post Event Report On completion of the event, the organisers will provide a short report detailing an overview of the event and a full statement of income and expenditure.

9 23. Timeline for bids 1 st December months before event Bid process opens 28 th February months before event Deadline for bid submission Feb-April months before event Bids considered by Governing Board May months before event Winning bid announced March/April Conference and General Assembly