2016 IIHF CONGRESS GUIDELINES

Transcription

1 2016 IIHF CONGRESS GUIDELINES May 2015

2 TABLE OF CONTENTS 1 PREFACE 3 2 ORGANISATIONAL PROCEDURES 3 3 HOTEL ARRANGEMENTS, MEAL MONEY 3 4 INVITATION 5 5 VISAS 5 6 ONLINE REGISTRATION 5 7 CONGRESS FACILITIES 5 8 DISTRIBUTION OF DOCUMENTS 11 9 TRANSPORTATION SOCIAL AND SIDE EVENTS 12 Annex 1 13

3 1 PREFACE The IIHF entrusts the National Member Association, hosting the IIHF World Championship (hereinafter referred to as the OC), with the organisation of the IIHF Annual Congress, scheduled annually during the IIHF World Championship. The IIHF, in co-operation with the said OC, organizes the Semi-Annual Congress, held annually, at the end of September of the year preceding the World Championship. The IIHF Council will define the date of each congress. When organizing an Annual Congress, the OC is obliged to fulfil all obligations stipulated in the following IIHF documents: IIHF Statutes III A 34 to 41 IIHF Championship Regulations 7 and 19 IIHF Congress Guidelines The IIHF Congress Guidelines outline the responsibilities of the OC and are subject to changes, instituted to comply with updated IIHF standards. Where applicable, the OC has to work in close co-operation with the IIHF office to ensure that the current Congress requirements and standards are maintained. 2 ORGANISATIONAL PROCEDURES AND OC OBLIGATIONS IIHF Annual Congress The IIHF appoints a Congress Manager who is the contact person for the OC concerning administration and congress related matters and is the first point of contact with the IIHF. The Congress Manager assists and advises the OC with the planning, organization and execution of the IIHF Annual Congress. The host of the World Championship is responsible for the financial obligations IIHF Semi-Annual Congress The IIHF Congress Manager is responsible for the planning, organization and execution of the IIHF Semi-Annual Congress. The host of the next World Championship, held in April/May of the year following the respective Semi-Annual Congress is obliged to pay, to the IIHF, a Semi-Annual Congress contribution to cover organizational and operational costs. The IIHF invoices the OC for their contribution, in two instalments, payable twelve and six months before the start of the Semi-Annual Congress. In addition the same host organizes and pays for the Semi-Annual Congress Welcome Party, traditionally held on the official arrival day of the delegates. 2.1 Site Visits The OC has to arrange, in co-operation with the IIHF office, site visits to prospective Annual Congress venues and provide full documentation as requested by the IIHF Office. The costs of the IIHF delegation for the site visits are paid for by the IIHF. 3 HOTEL ARRANGEMENTS AND MEAL MONEY The OC is responsible to propose, in writing, a choice of a minimum of two Annual Congress hotels to the IIHF. The final choice will be made by the IIHF in co-operation with the OC. IIHF Congress Guidelines - 3/15 10 August 2015

4 The Annual Congress hotel proposal includes: Specifications of the main congress hotel such as address, capacity, restaurants, amenities, connection to public transportation, meeting facilities, etc Specifications of the second hotel, which must offer considerably cheaper room rates than the main congress hotel Intended number of reserved suites, junior suites, double and single rooms Congress meeting facilities Price lists (negotiated rates) for accommodation, including suites, junior suites, double and single rooms,, congress meeting facilities, food and beverages Brief description of the region Proposals and/or plans for side events 3.1 IIHF Annual Congress Accommodation and Agenda The OC will reserve ca. 250 rooms in two hotels with different price categories for: IIHF Council members and spouses IIHF General Secretary and spouse IIHF Life members and spouses IIHF Delegates and spouses IIHF Delegate Guests and spouses IIHF Staff members and spouses IIHF Guests and other guests attending the congress Room categories required: Two suites with one bedroom, one meeting room and separate dining facilities incl. a separate second washroom for the IIHF President and Infront Sports CEO 14 Junior Suites for IIHF Council Members and General Secretary. If no Junior Suites are available then rooms of a similar category will be reserved. Standard Double, Twin and Single rooms Note: The OC provides and pays for accommodation, in the form of one double or twin room, and full board to one delegate of each full and associated member national association commencing the day before the start of the Congress until the official departure day. Two main meals may be covered by a cash payment (meal money). For the second congress delegate, the OC is required to reserve hotel accommodation, at the expense of the delegate. Congress delegates are to be accommodated in the same hotel as the IIHF Council. During the IIHF World Championship additional obligations regarding accommodation are stipulated in the IIHF Championship Regulations. The agenda for the Annual Congress is stipulated in the IIHF Statutes and also includes items for the General Congress when applicable. Please be aware that all Annual Congress related organisations have to be considered in the context of all arrangements being made for the World Championship. IIHF Congress Guidelines - 4/15 10 August 2015

5 3.2 IIHF Semi-Annual Congress Accommodation and Agenda The IIHF will choose the region and location of the congress venue and arrange for the reservation of approximately 200 rooms in two hotels with different price categories. In the event of the IIHF negotiating a fair and reasonable room rate, comparable to the cheaper rate offered by the second hotel, all participants will be accommodated in one hotel. The IIHF is responsible to reserve accommodation for: IIHF Council members and spouses IIHF General Secretary and spouse IIHF Staff IIHF Delegates and spouses IIHF Guests and others attending the congress IIHF Commercial Partners Room categories required: Two suites with one bedroom, one meeting room and separate dining facilities including a separate second washroom for the IIHF President and Infront Sports CEO. 14 Junior Suites for IIHF Council Members and General Secretary. If no Junior Suites are available then rooms of a similar category will be reserved. Standard Double, Twin and Single rooms The costs of travel, accommodation and meals are paid by the participants. No meal money is paid to participants. The agenda of the Semi-Annual Congress is stipulated in the IIHF Statutes. 4 CONGRESS NOTICES AND OC INVITATION In accordance with the IIHF Statutes, the IIHF sends out the official congress notices to Council, Delegates and Life Members. In addition to the congress notices for the IIHF Annual Congress the OC, who hosts the national association delegates, sends, to them, an official invitation. Before distribution of the invitation, the OC must forward the final draft to the IIHF for approval and coordination of the timing of the distribution thereof. The invitation must be distributed immediately after the first congress notice which is normally sent out 8 weeks prior to the IIHF Annual Congress, at the latest. 5 VISAS For the IIHF Annual Congress the OC issues letters of invitation for entry visas and organizes all official permits for the entry of every official congress participant, including commercial partner representatives, IIHF staff, IIHF partners (official suppliers, sponsors, etc.) and their materials, even when no diplomatic relations exist between the host country and the country of origin of the official visitors. For the IIHF Semi-Annual Congress the IIHF office will contact the office of the IIHF Member National Association in which the Congress will be held to ask for support in issuing above invitation letters. 6 ONLINE REGISTRATION IIHF Congress Guidelines - 5/15 10 August 2015

6 For all congresses the IIHF utilizes its own electronic online registration and accreditation tool. All participants, for both the Annual and Semi-Annual Congresses, are required to register online for accommodation, transportation from and to the airport and side programs and activities. For the Annual Congress, simultaneously held with the World Championship, the IIHF WM accreditation system is utilized and contains all fields required by the OC to produce data extracts covering the areas of identification of delegate 1 and 2, arrivals, departures, participation in side programs and activities and accommodation for national association delegates and delegate guests. The OC must ensure that the congress responsible person is informed about and included in all IIHF educational sessions focused on the operation and use of the accreditation system. In addition the OC must ensure that the congress responsible person is given access to the system to extract data required. For the Semi-Annual Congress, the IIHF prepares, produces and operates a similar online registration system. 7 CONGRESS FACILITIES The congress room is reserved for 4 to 5 full days, including the setup day, unless otherwise confirmed by the IIHF. Technical installations must be completely installed by, at latest, 17:00 on the setup day which is the day preceding the opening of the congress. Technical support staffs have to be in the congress room at 17:00, on the day preceding the opening of the congress, while the IIHF conducts a test of all audio visual and technical installations and gives the delegations the opportunity to rehearse their presentations. Climate control of the rooms must ensure a pleasant temperature prevails from 07:30 in the morning of the first scheduled meeting. All rooms have to display correct signage at the entrances, indicating who the occupants are and the meeting taking place according to the information provided by the IIHF. A minimum of one person within the OC, responsible for the congress organization, has to be present in the congress centre for the duration of the meetings. 7.1 Main Congress Room One congress room, measuring approximately 700m 2 and spacious enough to comfortably seat a minimum of 200 persons (classroom style with a head table for Council) has to be available unless otherwise confirmed by the IIHF. Setup details: Participants are seated in rows of tables placed facing the head table. The rows of tables are setup with a minimum of 90cm between each row. The rows of tables are setup in two or three blocks, with one or two aisles depending upon the dimensions of the room and as agreed with the IIHF. Water, writing pads with pens and any other documents must be placed on the tables before the scheduled congress sessions and other meetings. During scheduled congress coffee breaks, included in the IIHF Congress program, coffee, beverages and refreshments such as pastries, cake and fruit must be served. IIHF Congress Guidelines - 6/15 10 August 2015

7 Furnishing and equipment required in room: Council podium measuring ca. 18m x 3m x 0.4m is placed in the front of the room, in the centre of and facing the participants tables. Placed on the council podium is: o 1 Forum Table measuring no less than 14m x 1m and 14 chairs o Behind the centre of the forum table is placed one narrow table for documents o 14 microphones, each with individual on/off switches. The microphones used by the President and General Secretary must be able to override all microphones installed in the congress room o 1 big screen centred behind the council table high enough so council does not have to move during presentations o 1 lectern positioned on the same side as the projection screen, if screen not centred. Lectern is fitted with a microphone and a connection for computer presentations on the big screen o The backdrop, measuring 16m x 3.5m, placed behind the council podium will be provided by the IIHF 3 monitors, placed on the floor in front of the council table and 1 monitor for the speaker, which displays all projection on the big screen 1 Minutes Keeper podium, measuring approximately 4m x 3m x 0.4m, furnished with 1 table and 2 chairs positioned on either the left or right side of the Council podium with an unobstructed view of the forum table, the screen and the audience 1 table with 4 chairs, for the scrutineers counting the votes, located in close proximity to the forum table, separated from the view of the audience by a moveable partition to provide privacy 1 large standing bouquet of flowers placed next to or in front of the lectern Technical Requirements in congress room: 3 wireless microphones (with back ups) for speakers from the floor and 3 volunteers to hand them to the speakers Projector(s) with projection screen(s) measuring approximately 3m by 4m positioned at the podium. Back-projection is preferred when room size permits. Playback Systems for various video standards, CDs, DVDs and memosticks 1 audio recorder to be operated according to point Connections for computer based presentations on the big screen provided; o from one seat of the first row of the audience as specified by the IIHF o from the lectern (might be switched) o from the technical table in the back of the room Wireless LAN Laser pointer Ballot box Electronic voting system which is supplied by the IIHF. Technical specifications will be delivered to avoid interference with other electronic equipment. Personnel: The OC has to provide a minimum of 3 persons, to be present in the congress room, for the entire duration of the congress including Championship meetings. These persons are responsible for handing over the wireless microphones to speakers from the floor and assist the IIHF as required. The OC has to provide technicians who are fluent in English and qualified to handle all questions and malfunctioning of the technical IIHF Congress Guidelines - 7/15 10 August 2015

8 equipment for the entire duration of the congress. Technical assistance must also be available for test-runs prior to congress meetings and/or for special presentations Simultaneous Translation The IIHF will provide interpretation to English, Russian and German and the necessary personnel for simultaneous interpretation. The specifications of the simultaneous translation equipment, used during the IIHF Congress are as follows: 2 booths furnished with 2 interpreter desks and chairs positioned at the back of the congress room and placed on raisers. 3 Languages; English, German and Russian) 4 working channels, one each for the original input, as well as translation in English, German and Russian, with channel selectors in the interpreter s desk station. Approximately 200 headset receivers for the simultaneous translation The translation equipment must comply with international standards (CEN) and should have been produced fairly recently by an internationally renowned manufacturer such as Brähler, Philips, Siemens or Sony, etc. Sound equipment for simultaneous translation: Frequency response The overall system, comprising microphone input at the speaker s position, amplifier stages, level controls, output terminals and interpreters control panel for headphones, must correctly reproduce audio frequencies between 125 and Hz. A gradual roll-off at the lower end of the frequency response is recommended in order to improve speech legibility. Amplitude non-linearity The system must be free of perceptible distortion. Noise and hum Noise and hum must not noticeably affect speech intelligibility. Cross-talk between channels Cross-talk from other channels (at the terminals for the interpreter s headphones) is to be avoided. Damping shall be > 66 db at 1 khz. Level control Level control of the floor channel must be manual. When automatic level control is used, compressor-limiters must conform to IEC publication 914. It must be possible to work from two translation booths. One booth will be used for the translation from English into German and from German into English, and the other one for English into Russian and Russian into English. The channels are to be switched by the interpreters. It is absolutely crucial that relay translation is possible, i.e. when German is spoken at the floor, the translation into Russian will be done via the translation into English. When Russian is spoken at the floor, the translation into German will be based on the English IIHF Congress Guidelines - 8/15 10 August 2015

9 translation. For this reason, the interpretation equipment must have a reliable relay capability, which can be activated by the interpreters. The sound quality for interpreters as well as participants listening to the translations must meet with international standards. The loudspeaker system must be adequate not interfering with the translation equipment. All microphones - wired and wireless - must have the same characteristics and generate the same output volume. Only one microphone, at a time, can be switched, on. The actual interpreter s booths must be original interpreter s booths, which comply with international (CEN) standards in terms of size, ventilation and sound protection. There must be direct access from the conference hall. The interpreters must have a full and unimpeded view of the conference room and be able to see the forum table and all speakers making formal presentations. All projections must be visible and readable from the booths. There must be two adequate non-dazzling lamps per booth. All congress documentation must be handed to the interpreters, including those distributed during the congress. The technicians operating the equipment must be able to cope with any type of malfunction of the simultaneous translation equipment and be fluent in English Congress Documentation All announcements, discussions and presentations made in the congress room during the course of the congress sessions have to be digitally recorded on CDs or flashdrives. The documentation recorded on the CD or flashdrive includes all vocal activity from the podium and the floor, without interruption. Technical equipment for an immediate backup has to be provided. All CDs or flashdrives must be labelled as follows: Numbered in chronological order (if more than 1 storage device) Official Congress title and location Date and time of the session recorded Agenda items recorded on the respective CD / flashdrive After the conclusion of the Congress the completed and correctly labelled documentation has to be handed over to the IIHF Minutes Keeper. 7.2 Meeting Rooms Meeting rooms, listed below, are selected according to size/shape and close proximity to each other, to limit time moving from one room to another. The meeting rooms have to be available simultaneously or otherwise as specified by the IIHF Council meeting room One meeting room, measuring approximately 100 m 2 and large enough to comfortably seat 22 persons has to be available from the day the council arrives, 4 days before the start of the Congress, until the end of the Congress. The room setup is boardroom or U- shape and the table wide enough to provide ample working space. Beverages, refreshments and coffee for the council must be served during the council meetings. A restaurant for Council lunches and one Council dinner must be found and submitted to the IIHF. IIHF Congress Guidelines - 9/15 10 August 2015

10 The Council meeting room must be equipped with: 1 Flip chart 1 Television set 1 Screen Stand to install a beamer, provided by IIHF, or other projectors Extra technical equipment might be requested during the meeting Workshop rooms Up to two meeting rooms for group meetings for approximately 40 persons have to be available from the day the Congress starts until the end. U-shape or classroom style setup is required. The room must be equipped with: 1 Flip chart 1 Screen 1 Beamer Championship Meeting Rooms During the Semi-Annual Congress and upon request by the IIHF for other congresses, 5 to 6 meeting rooms, measuring approximately 50m 2 must be available for group meetings for approximately 20 persons, for 1 day only. U-shape style setup is required. The room must be equipped with: 1 Flip chart The IIHF office staff might request additional equipment IIHF Offices Two rooms, measuring approximately 100 m 2 each to accommodate 15 working spaces and a front desk must be available at least 5 days before the Congress starts and 1 day after it ends. If necessary the IIHF will accept one large office measuring approximately 200m 2 with a removable partition. The room must be equipped with: 1 International telephone lines Internet connection 1 large photocopy machine (min. 35 ppm) with o Sorting and stapling functions o 7500 sheets white copy paper (A4) available o Settings and menu in English Diverse technical material (extension cords, cables etc.) Technical equipment may be adjusted upon request by the IIHF office. IIHF Congress Guidelines - 10/15 10 August 2015

11 7.2.5 IIHF Partner Offices On request of the IIHF, two rooms with working space for 4 persons have to be provided for IIHF partners (e.g. IIHF uniform program, commercial partner) within the congress facilities. The rooms must be equipped with: Internet connection OC Office One office for the OC staff with appropriate working space and equipment must be available five days before the Congress starts until its end. The room must be furnished and equipped as required by the OC IIHF Family Room/Corner One Family Room or appropriate space for the members of the IIHF family must be available from the day before the arrival of the delegates until the Congress departure day. The purpose of this room/corner is to give the members of the IIHF family the possibility to read s and access internet.. The room/corner must be equipped with:2 Computers (PC) with English settings connected to a printer and Internet 2 printers (or 1 network printer) 7.3 Hospitality Desk The Hospitality Desk will be located in the lobby of the IIHF congress hotel, close to the reception area and has to provide, information on congress related matters, tourist sights, tours, sporting facilities, car rental, medical care facilities and all other useful information. Furthermore, the Hospitality Desk will provide information and handle late subscriptions to the side programs as well as the transportation plan to / from the arena and the airport during the event. The Hospitality Desk has to be fully functional from the day preceding the delegates arrival until their official departure day at the end of the congress and will be attended by OC personnel. The Hospitality Desk must be equipped with: Electricity supply 1 Telephone line 1 Bulletin board for information purposes Internet 7.4. Congress Registration Desk In the Congress Hotel a suitable space for the Registration Desk has to be provided for the delegates to sign in, collect their congress documentation and subscribe to workshops. The area must be large enough to allow traffic flow of larger groups and be located in the lobby close to the IIHF office and the congress facilities. The Registration Desk has to be provided from the arrival day of the delegates up to and including the first day of the Congress and will be attended to by IIHF office personnel and volunteers. The OC should provide 2 volunteers to assist at the registration desk. IIHF Congress Guidelines - 11/15 10 August 2015

12 At the Semi-Annual Congress, after the Registration, the same desk will be used as the Sport Desk for the day that the Championship Meetings are held. The Registration Desk must be equipped with: Electricity supply 1 bulletin board for information purposes Internet Water and Glasses for 3 persons 8 DISTRIBUTION OF DOCUMENTS The IIHF will distribute the official congress documents on the delegates arrival day and in the morning of the first Congress day. The registration desk referred to in article 6.4.is used for this purpose. During the course of the Congress, various documents, welcome letters, information bulletins, gifts and invitations will be distributed. The OC is responsible for the delivery of such material and shall discuss the means of distribution with the IIHF Congress Manager. OCs are requested to supply all participants with local tourist information. NOTE: Documents that are handed out during the Congress have to be made available to the interpreters. 9 TRANSPORTATION The OC is required to provide free ground transportation, in the form of busses, minibuses or cars, for the congress participants and guests from their port of arrival to the congress hotel and back. The OCOC shall ensure that ground transportation is well coordinated with the correct arrival and departure times of congress participants and guests. The OC shall provide an operational welcome desk at the national and international terminal of the official Congress airport to assist the arriving delegates and guests. The OC will obtain arrival and departure information required from the online registration system. During the Annual Congress, the OC is also responsible to provide shuttle transportation services between the congress hotels and the World Championship arenas. 10 SOCIAL AND SIDE EVENTS During the Semi-Annual Congress, the IIHF organizes the following social and side events for participants, the costs of which are paid for by the OC contribution (welcome party and Dinner excluded): A family and friends program in the form of a one day outing for individuals not attending the congress meetings. IIHF Golf Challenge (see Annex 1: IIHF Golf Challenge Rules) Welcome Party IIHF / Infront Dinner During the Annual Congress, if held during the World Championship, the OC is obliged to organize and pay for one Gala Dinner, held on the WM off day during the congress period. IIHF Congress Guidelines - 12/15 10 August 2015

13 ANNEX 1 IIHF Golf Challenge Tournament Rules The IIHF golf tournaments are held during the IIHF Semi-Annual and IIHF General Congresses. The Stableford system, which is a points system and rates a hole by its degree of difficulty, is used for the gold challenge This rating is shown on each scorecard and is determined by the course experts. The most difficult hole on the course is rated 1 and the easiest is rated 18. Therefore, based on each golfer s handicap, the net score is adjusted to the level of the playing field to account for the wide variance in abilities, while still maintaining a competition. Handicap Subtract 2 shots where the rating of the hole is: Handicap Subtract 1 shot where the rating of the hole is: 36 Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between Between IIHF Congress Guidelines - 13/15 10 August 2015

14 ANNEX 1 A golfer s net score (par of the hole plus the golfer s individual handicap) will be determined after each hole by: Score Points 2 over net par 0 1 over net par 1 net par 2 1 under net par 3 2 under net par 4 etc. etc. Note: When a golfer has played 8 shots on any hole, no points can be accumulated and etiquette dictates that one should pick up his/her ball to maintain the pace of play for all. Winner s Categories: IIHF Trophy The winner of the IIHF Trophy will be a player with the highest points in the Stableford system regardless of the category he or she had participated in. Eligible to participate are all invited players, except the ones, who have won the IIHF Golf Trophy three times and have thus become IIHF Legends of Golf within our IIHF tournaments. These players are only eligible to compete for the other prize categories. Category Men, Handicap st, 2 nd and 3 rd positions will be determined for the category of 0 18 handicappers. Prizes, awards will be allocated accordingly. Category Men, Handicap st, 2 nd and 3 rd positions will be determined for the category of handicappers. Prizes, awards will be allocated accordingly. Category Women, Handicap st, 2 nd and 3 rd positions will be determined. Prizes, awards will be allocated accordingly. Category Men, Longest Drive Competition 1 st, 2 nd and 3 rd positions will be determined. Prizes, awards will be allocated accordingly. Category Women s, Longest Drive Competition 1 st, 2 nd and 3 rd positions will be determined. Prizes, awards will be allocated accordingly. Category Men, Closest to the Pin 1 st, 2 nd and 3 rd positions will be determined. Prizes, awards will be allocated accordingly. IIHF Congress Guidelines - 14/15 10 August 2015

15 ANNEX 1 Category Women, Closest to the Pin 1 st, 2 nd and 3 rd positions will be determined. Prizes, awards will be allocated accordingly. Other Prizes (Optional) Prizes will be randomly drawn for whose participants who have not won any tournament prizes. Organizational Provisions for the IIHF: Book the golf course incl. the services of a local person at the golf course to open the event, explain the course and possible local rules, to count the points after the play, and print the results in each category. Reserve approx. 10 electric golf charts (rental) to be available for the IIHF players; reserve approx. 5 right, 3 left sided sets of golf clubs (rental) Send out the invitation to all member federations and to the ones, who usually participate to the tournament. Include information about: time and date of the tournament time schedule of the transportation planned activities (lunch, prize ceremony etc.) fee to participate to the tournament Contact person. Organize prizes according to categories above. Talk to Nike to support the tournament in that regard. Transportation from the hotel to the golf course and back after the prize ceremony Refreshments which means water and soft drinks before and during the play, and lunch (usually a buffet style lunch) and drinks after the play when waiting for the prize ceremony to start Brings official IIHF Golf Challenge Trophy and replica to be taken by the winner Responsibilities Participants Pays the participation fee (between 50 to 75 Euros) Registers online IIHF Congress Guidelines - 15/15 10 August 2015