2014 IIHF CONGRESS GUIDELINES

Transcription

1 2014 IIHF CONGRESS GUIDELINES September 2011

2 TABLE OF CONTENTS 1 PREFACE 3 2 ORGANISATIONAL PROCEDURES 3 3 HOTEL ARRANGEMENTS, MEAL MONEY 3 4 INVITATION 5 5 ENTRY 5 6 CONGRESS FACILITIES 5 7 DISTRIBUTION OF DOCUMENTS 11 8 TRANSPORTATION 12 9 SIDE PROGRAMS 12 Annex 1 13 IIHF Congress Guidelines - 2/15 HED

3 1 PREFACE The IIHF entrusts the National Member Association that is hosting the IIHF World Championship (OC) with the organisation of the IIHF Semi-Annual Congress and the IIHF Annual Congress. The Semi-Annual Congress is held annually in the autumn of the year, preceding the World Championship. The Annual Congress is held annually during the IIHF World Championship or, where applicable at the time of the General Congress. The organising national association shall observe all IIHF Statues, Bylaws and Regulations and fulfil all obligations when organising an IIHF congress. The Organiser and participants are obliged to adhere to the IIHF guidelines and specific rules and regulations. We draw your attention to the following official IIHF documents: Statutes (2011 edition): 30 to Championship Regulations: among others 7, 8, 10, 19 The following IIHF Congress Guidelines specify the duties of the Organiser and are subject to changes instituted to comply with updated IIHF standards. The organiser has to work in close co-operation with the IIHF-office to ensure that the current Congress requirements are met. 2 ORGANISATIONAL PROCEDURES The IIHF will appoint an IIHF Congress Manager responsible for the IIHF office operations at the Congress. He is the contact person for the Organiser, concerning administration and congress related matters. All correspondence related to the organisation of the Congress has to be addressed to him. 2.1 Site visitations The organiser has to arrange, in co-operation with the IIHF office, for site visitations to present and discuss the plans and the preparation of the respective congress. 3 HOTEL ARRANGEMENTS AND MEAL MONEY The Organiser is responsible to propose not less than a choice of two congress hotels, in writing, to the IIHF. The final choice will be made by the IIHF in co-operation with the Organiser. The proposal shall include: Specification of the main congress hotel Specification of the secondary hotel, which must offer considerably cheaper room rates Intended number of reserved suites, junior suites, double and single rooms Congress facilities Costs of rooms, suites and congress facilities Brief description of the region with plans for various side events IIHF Congress Guidelines - 3/15 HED

4 3.1 IIHF Semi Annual Congress The Organiser is required to arrange for requested reservations of rooms (approx. 200 rooms) in two hotels with different price categories for: IIHF Council members and spouses IIHF General Secretary and spouse IIHF-Delegates and spouses IIHF-Guests and other attending guests for the congress IIHF Staff members and spouses One suite that provides a separate room with meeting facilities including a washroom shall be available for the IIHF President. IIHF Council Members shall be accommodated in Junior Suites. The costs of accommodation and meals have to be paid by the participants themselves. No meal money will be given. 3.2 IIHF Annual Congress The Organiser is required to arrange for requested reservations of rooms (approx. 250 rooms) in two hotels in different price categories for: IIHF Council members and spouses IIHF General Secretary and spouse IIHF-Life members and spouses IIHF-Delegates and spouses IIHF-Guests and other guests attending the congress IIHF Staff members and spouses One suite that provides a separate room with meeting facilities including a washroom shall be available for the IIHF President. IIHF Council Members shall be accommodated in Junior Suites. The Organiser is responsible for providing accommodation (one double 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 Organiser 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 and under no circumstances in the same hotels occupied by the teams or the referees. The Organiser has to bear in mind that during the IIHF World Championship additional obligations regarding accommodation are stipulated in the IIHF Championship Regulations. IIHF Congress Guidelines - 4/15 HED

5 3.3 IIHF General Congress The IIHF General Congress is organised in September 2012 and in June every fourth year thereafter. The Organiser is required to arrange for requested reservations of rooms (approx 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-Guests and other attending guests for the Congress IIHF Staff members and spouses One suite that provides a separate room with meeting facilities including a washroom shall be available for the IIHF President. IIHF Council Members shall be accommodated in Junior Suites. The costs of accommodation and meals have to be paid by the participants themselves. 4 INVITATION The Organiser has to send out an official invitation letter together with a hotel reservation form, to all IIHF national associations, at least 3 months before the start of an IIHF congress. This invitation has to be approved by the IIHF and the timing of the distribution thereof has to be co-ordinated with the IIHF. 5 ENTRY The Organiser must arrange for letters of invitation for entry visas and for all necessary approvals for the entry of all official participants, 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 the official visitors. 6 CONGRESS FACILITIES The congress room as well as all other meeting facilities have to be reserved for 4 days completely installed by, at latest, 17:00 on the day preceding the first scheduled meeting (normally Thursday). At the same time the technical support staff has to be available to conduct a test run of all audio/visual installations. Climate control of the rooms must be arranged in a way that a pleasant temperature prevails from the first minute of the first scheduled meetings. All rooms shall have appropriate at-the door signage, indicating the occupants and/or the meeting according to a detailed schedule of meetings and rooms, provided by the IIHF beforehand. At least one person, responsible for the Congress organisation within the OC, has to be available in the congress centre for the duration of the meetings. IIHF Congress Guidelines - 5/15 HED

6 6.1 Main Congress Room One congress room, approximately 700m 2 and large enough to comfortably seat a minimum of 200 persons has to be available from the day the Congress starts until end. The room furnishing must be classroom style and shall leave enough space for the participants to work. Water, writing pads and pens 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, refreshments cakes and snacks must be served The main congress room must be furnished as follows: 1 Council podium (approx. 18m x 3m x 0.4m) for the lectern and forum table (min 14m x 1m) furnished with 14 chairs and equipped with 14 microphones. Each microphone must have an individual on/off switch and only the President s and General Secretary s microphone must be able to override all other microphones. 1 lectern on the podium positioned on the same side as the projection screen (if such is not centred) fitted with a microphone and a connection for computer presentations on the big screen 3 monitors, infront of the Council table and 1 monitor for the speaker, which displays all projection on the big screen 1 Minutes Keeper podium (approx.. 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 audience to provide privacy Bouquet of flowers placed next to or in front of the lectern The backdrop (16m x 3.5m in 7 panels) for the Council Podium will be provided by the IIHF The main congress room must be equipped with: 3 wireless microphones 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 and DVDs 1 CD recorder to be operated according to point 6.2 Connections for computer based presentations on the big screen provided; - from one seat of the first row of the audience as specified by the IIHF - from the lectern (might be switched) - from the technical table in the back of the room Wireless LAN Laser pointer Ballot box In the event of the IIHF deciding to use an electronic voting system, it will be provided by the IIHF. Technical specifications will be delivered to avoid interference with other electronic equipment. IIHF Congress Guidelines - 6/15 HED

7 The Organiser has to provide a minimum of 3 persons to be present in the congress room and responsible for handing over the wireless microphones to speakers from the floor for the entire duration of the Congress including Championship meetings. The Organiser has to provide technicians who are fluent in English and qualified to handle all questions and malfunctioning of the technical 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 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 3 Languages (English/German/Russian) 4 Channels (Original/English/German/Russian) 1 Technician for the entire congress period Approximately 200 headset receivers for the simultaneous translation The 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. The equipment must have four 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. 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), shall 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 intelligibility. Amplitude non-linearity The system shall be free of perceptible distortion. Noise and hum Noise and hum shall 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 should be manual. When automatic level control is used, compressor-limiters shall conform to IEC publication 914. IIHF Congress Guidelines - 7/15 HED

8 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 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 international standards. The loudspeaker system must be adequate and must not interfere with the translation equipment. All microphones - wired as well as wireless - must have the same characteristics and generate the same output volume. Only one microphone can be on at a time. The interpreter s booths must be real 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. 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. The documentation recorded on the CD encompasses all vocal activity from the podium and the floor, without interruption. Technical equipment for an immediate backup has to be provided. All CDs must be labelled as follows: Numbered in chronological order Official Congress title and location Date and time of the session recorded Agenda items recorded on the respective CD After the conclusion of the Congress the completed and correctly labelled documentation has to be handed over to the IIHF Congress Manager. 6.2 Group Rooms (Breakout Rooms) Council meeting room One meeting room, approximately 100 m 2 and large enough to comfortably seat 20 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 f must be in boardroom or U- shape style and the table wide enough to provide ample working space. Beverages, refreshments and coffee for the council must be served during the council meetings. IIHF Congress Guidelines - 8/15 HED

9 The room must be equipped with: 1 Flip chart 1 Television set Playback Systems for various video standards, CDs and DVDs 1 Overhead Projector, which can be used also for other meeting rooms 1 Screen Stand to install a beamer (provided by IIHF) or other projectors Extra technical facilities might be requested 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 its end. The room setup shall be U-shape or classroom style. 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, approximately 100m 2 must be available for group meetings for approximately 20 persons. The room setup shall be U-shape style. The room must be equipped with: 1 Flip chart The IIHF office staff might request additional equipment. IIHF Congress Guidelines - 9/15 HED

10 6.2.4 IIHF Office Two rooms for the IIHF offices, measuring approximately100 m 2 each to accommodate 15 working spaces and a front desk must be available at least three days before the Congress starts until its end. If necessary the IIHF will accept one large office measuring approximately 200m 2 with a removable partition. The room must be equipped with: 3 International telephone lines 1 Fax line with fax machine Internet connection 1 large photocopy machine (min. 35 ppm) with - Sorting and stapling functions sheets white copy paper (A4) available - Settings and menu in English Diverse technical material (extension cords, cables etc.) Technical equipment may be adjusted upon request by the IIHF office 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: International telephone lines 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 shall be properly equipped as by the needs of the OC IIHF Family Room One Family Room for the members of the IIHF family has to be available from the day before the arrival of the delegates until the end of the Congress (departure of the delegates). The purpose of this room is to give the members of the IIHF family the possibility to meet, socialise and to carry out basic business operations. The setup of the room shall provide working spaces and several living room tables, chairs and sofas. The room must be equipped with:2 Computers (PC) with English settings connected to a printer and Internet 2 printers (or 1 network printer) 1 Television set 1 Flip chart 6.3 Hospitality Desk IIHF Congress Guidelines - 10/15 HED

11 The Hospitality Desk shall be located in the lobby of the IIHF 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 etc.. Furthermore, the Hospitality Desk will provide information and handle 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 6.4. 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. 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 7 DISTRIBUTION OF DOCUMENTS The IIHF will distribute the official congress documents (see 6.4) on the delegates arrival day and in the morning of the first Congress day. During the course of the Congress, various documents, welcome letters, information bulletins, gifts and invitations will be distributed. The Organiser is responsible for the delivery of such material and shall discuss the means of distribution with the IIHF Congress Manager. Organisers 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. 8 TRANSPORTATION The Organiser 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 Organiser shall ensure that ground transportation is IIHF Congress Guidelines - 11/15 HED

12 properly coordinated with the correct arrival and departure times of congress participants and guests. The Organiser shall provide an operational welcome desk at the national and international terminal of the official Congress airport to assist the arriving delegates and guests. During the Annual Congress, the Organiser is also responsible to provide shuttle transportation services between the congress hotels and the World Championship arenas. 9 FAMILY AND FRIENDS PROGRAM The Organiser should arrange a program for the IIHF family and friends not attending the congress meetings. This program and the costs incurred are to be borne by the Organiser. However, to ensure that excursions planned fit into the congress program, it is very important that they are co-ordinated with the IIHF Office. In addition to the above there are usually several official social functions offered by different hosts which must also be co-ordinated closely with the IIHF-office. Examples of these functions are: Council Dinner IIHF Golf Challenge (see Annex 1: IIHF Golf Challenge Rules) Welcome Party IIHF/Infront Dinner Mayor / Governor receptions IIHF Congress Guidelines - 12/15 HED

13 ANNEX 1 IIHF Golf Challenge Tournament Rules The IIHF golf tournaments are held in conjunction with the gathering of its membership during the IIHF Semi-Annual or IIHF General Congresses. The objective in organizing these events is mainly for the purpose of enhancing existing friendships as well as forming new ones. It also allows for an extra experience in the area from where our meetings happen to be. Lastly, in good spirit, the event provides all participants an opportunity to display their competitiveness. In order to determine the winner(s), the Stableford points system will be utilized. Stableford is a points system and rates a hole by its degree of difficulty. This rating is shown on each scorecard and has been 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 the level 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 HED

14 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 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 HED

15 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. Organisational Provisions Responsibilities of the Organiser: 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 all activities (lunch, prize ceremony etc.) fee to participate to the tournament Rental equipment: electric carts, clubs, etc for reservation Contact in the Organizing Committee, to which person and deadline the participants have to send their confirmation, means of payment, handicap, name of their membership golf course, etc Organize prizes according 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 the prize ceremony to start Responsibilities Participants Pays the participation fee (between 50 to 75 Euros) Submit the information according above Responsibilities IIHF Brings the official IIHF Golf Challenge Trophy and the replica to be taken by the winner Arranges and schedules flights according the participation list submitted by the OC IIHF Congress Guidelines - 15/15 HED