Procedure for Applying to Host the WBU/ICEVI Joint General Assembly Events in 2016

Bid Submission Deadline: December 31, 2013

Bids to be submitted to: and

INTRODUCTION

As members of the WBU and ICEVI are aware, in 2012, the organizations held a joint General Assembly event in Bangkok Thailand. While suggestions were of course made to improve the event, the general consensus from both organizations was that the joint implementation of our respective General Assemblies proved successful. Consequently, the leadership of both organizations have agreed to hold a joint General Assembly event again in 2016. The event will be jointly organized by WBU and ICEVI with the assistance of member organizations from the host country. Because of the joint nature of the event, the bid process has changed somewhat. The following document lays out the process for the 2016 joint General Assembly bids.

The joint General Assembly events of the World Blind Union and the International Council for Education of People with Visual Impairmentis to be held in the year 2016 and National and International members of both organizations are invited to forward proposals to host this event to the attention of the Chief Executive Officers of the WBU and ICEVI. All proposals must be forwarded in electronic MS Word format and in English to the office of the World Blind , and the office of ICEVI on or beforeDecember 31, 2013.

Assembly Event Structure

The joint General Assembly event is planned to take place in the year 2016, within the period August through to the end of November. The tentative schedule of the joint General Assembly event will be as follows:

Full event, Monday through Sunday (7 days) with prior Sunday for WBU Pre-Assembly meetings

Sunday: Meetings of the WBU Executive and Assembly committees

Monday to Thursday: WBU Assembly proceedings

Thursday – ICEVI paper presentations

Friday & Saturday: WBU/ICEVI joint workshop days (10 – 12 concurrent breakout rooms)

Sunday: ICEVI General Assembly and Executive Meeting

In summary, those attending WBU events only would attend from Monday to Saturday

Those attending ICEVI events only would attend from Thursday to Sunday.

Many will attend both events (Monday to Sunday – 7 days)

NOTE: Provision must also be made to host the international technology exhibition and a number of small meetings which will take place during the week of the general assembly event.

For the purposes of planning the event, there are three principal committees that are engaged in the process, some of which will have subcommittees. The International Organizing Committee is responsible for the overall organization and oversight of the event and will include members from each of the WBU, ICEVI and the local host. The Event program is the responsibility of WBU and ICEVI and will have subcommittees dealing with the WBU GA, the joint program days and the ICEVI GA. The local host is responsible for the local organization and event logistics, many of which are outlined below and will also have a number of subcommittees to carry out its work.

The Bid Proposal

The bid proposal submitted will be used to assess the suitability of the bid and, unless its content is altered and these alterations are mutually agreed, then the content of the bid proposal will be the basis of the understanding between the WBU and ICEVI and the bidding organization.

While we encourage members to consult with their local convention bureaus for information that might be helpful in preparing their bids, and to avail themselves of some of the benefits that convention bureaus can arrange for local conference organizers, we caution our members to ensure that you take responsibility for the bid preparation yourself as the bid content will form the basis of any agreement between our local organizer and the WBU and ICEVI. While you will no doubt wish to engage conference organizer expertise for assistance with the technical aspects of the event, because the organization of this event requires special expertise related to services and accommodations for blind and partially sighted persons, it is our experience that Convention services, event planners and so forth do not have this knowledge and so the local host organization is much more involved in the planning and implementation of the WBU/ICEVI event than is the case for many conferences.

The Decision Process

Following the submission of the bids to the WBU and ICEVI CEO’s by the deadline date of December 31, 2013, they will be reviewed for their completeness and bid presenters will be contacted for any missing information. A small team will conduct onsite visits with those organizations that have submitted complete and viable bids in the first quarter of 2014. Based on the bid submission and the results of the on-site visits, a report will be generated for discussion with WBU and ICEVI leadership. The report and recommendation will be taken to the ICEVI Principal Officers and the WBU Executive Committee (meeting to be held in May 2014). The successful bidder will be informed of the decision by May 31, 2014 and the planning agreements and processes will get underway shortly thereafter.

The proposal must address in detail each of the following:

  • Delegate Support and Volunteer Management
  • Information Access
  • Marketing and Promotions
  • Subsidised Travel Co-Ordination
  • Technical Services
  • Venue Management
  • International Technology Exhibition

Delegate Support and Volunteer Management

  • Accommodation for up to 1200 participants close to or as part of the assembly venue. (Note that this is a projected number for the joint days – not all participants stay for all events, but many do. In Bangkok, we had a total of 1100, but about 250 were local Thai participants; we understand that about 500 rooms were booked).
  • Bid information must include information about the accommodations, details of cost and location. Accommodation cost information must include commitments of price guarantees within a specified range. Furthermore, while it is recognized that it is sometimes difficult to arrange accommodations in one location, the maximum number of locations that will be allowed is three. Prospective hosts may consider university campuses or all-inclusive conference centres as an option in order to facilitate the mobility of delegates and to reduce costs. Information about accommodations should also include details of any arrangements for complimentary rooms that might be available for the WBU/ICEVI to use for sponsored delegates or special guest speakers.
  • In Bangkok, we were fortunate that the Conference hotel could also accommodate the Assembly events, plenary sessions, concurrent workshops, technology exhibition, etc., so everything was under one roof. This was extremely well received by all participants and also was much easier to manage for the local hosts.
  • Assurances from the immigration authorities in the country that all delegates regardless of which country they are from will be able to enter the country and that there will be no additional health checks required for obtaining a Visa due to blindness
  • Provision of visa invitation letters and assistance with Visa arrangements for those attending from countries that do not have local consulates (note that we have many participants from African, Asian, Latin American countries that always need visas and who often don’t have the host country local consulates; they cannot afford to travel to neighbouring countries to obtain visas and so assistance with special arrangements is often required from the host country).
  • Establishment of Registration process (preferably online) and processing of registrations
  • Provision of at least 200 volunteers on most days of the event which includes volunteers who can speak languages other than English. Many participants travel without guides and guiding support is a major requirement of volunteers.
  • Details of air travel access to and from the country
  • Meeting delegates on arrival at airport, transfer between airports to accommodation
  • If meeting venue is separate from hotel, then travel assistance will be required at least for those participants that are unaccompanied by a guide.
  • Except for an opening reception and a farewell dinner, participants will arrange their evening meals on their own. However, care must be taken that those attending the conference will receive reliable information as to available options in this respect
  • Suitable conference bags containing documents presented to participants on arrival which can hold Braille materials
  • One or two cultural events should be organised during the evenings of the Assembly week in order to acquaint the participants with aspects of the local culture – these could be combined with the opening reception if appropriate.
  • Ensuring that accommodations and Assembly venues are accessible to blind, low vision and other disabled participants and that appropriate training has been provided to volunteers, accommodations and venue staff; also that accommodations and venues as well as access laws are welcoming to those who travel with guide dogs.

Information Access

  • Production of materials into Braille, large print, audio, E-Text each in English, French and Spanish prior to the assembly for collection on arrival by delegates
  • Production into Braille, large print and E-Text during the assembly of limited documents
  • Computer access including assistive technology and a printer for the WBU Resolutions Committee to undertake their tasks during the assembly
  • Provision of office space and access to a printer for WBU and ICEVI staff and Board use for two days prior to and throughout the Assembly events
  • Availability of at least one, preferably 2 small meeting room(s) for the use of WBU and ICEVI Assembly Committees that are available outside of Assembly hours (i.e. evenings)
  • Production of ballot papers for the WBU elections
  • Arrangements for qualified interpreters for interpretationinto English, French and Spanish of Plenary Sessions during the WBU General Assembly and during at least one concurrent session during the joint days. Other languages may be added if sponsored by members, but these three languages are the minimum requirement. It would also be desirable if portable interpretation systems could be made available for the WBU Executive meeting and for additional workshop coverage during the joint days (we recognize that this latter request may or may not be possible depending on technical and economic factors)

Marketing and Promotions

  • Opportunities for financial support from within the host country including support from national and local governments
  • Details of type and level of support from organizations of and for the blind within the host country
  • Involvement of government officials at the assembly
  • Plans for Opening Ceremonies of the joint General Assembly event and a closing celebration, such as a Gala Dinner, (at the end of the joint days session)
  • Media involvements leading up to the Assembly and throughout
  • Formal launch of the Assembly event approximately one year prior
  • Promotion of the Assembly and attendance by residents of the host country
  • Establishment and maintenance of an accessible Assembly website with key information available in English, French and Spanish. This webpage will be linked to both the WBU and ICEVI websites.

Subsidised Travel Co-Ordination

  • Assistance with travel arrangements for delegates sponsored by WBU and ICEVI as required by the two organizations. (While approvals and arrangements for sponsored participants have been handled by WBU and ICEVI for the past few Assemblies, the assistance of a local travel services company was extremely helpful during the Bangkok event).
  • Arrangements for medical insurance coverage for sponsored delegates during the assembly
  • Arrangements for shared room accommodation at the conference hotel.

Technical Services

  • In the Assembly Plenary Hall, a public address system consisting of four to six microphones placed on the head table, on a podium and at least four roving microphones (with volunteers to serve as microphone “runners”.
  • Establishment of booths within the conference centre for simultaneous interpretation for at least three languages but up to five languages
  • Provision of facilities for internet coverage.
  • Proposal for the streaming of the conference over the internet
  • Information about wireless or internet services available at the Assembly Hall and any costs involved

Venue Management

  • A conference venue which will comfortably accommodate, in classroom style, up to 1000 participants
  • Provision of morning teas, afternoon teas and lunches located close to conference hall for up to 1200 participants(lower number during non-joint workshop days), costs to be included in the registration fees
  • A registration area and help desk facility manned throughout the assembly near to the conference hall
  • A venue for participants at the WBU GA to cast their vote in privacy
  • Ten to twelve additional rooms for concurrent workshops and/or committee and regional meetings for three days of the event (Thursday through Saturday).
  • Office space for use by the WBU and ICEVI staff, the Officers, the local organizing committee and for Media work. At least one, but preferably two, small dedicated meeting rooms for about 10 persons will also be very helpful in order to accommodate adhoc meetings that occur. At least one of these should be available outside of Assembly hours.

International Technology Exhibition

  • Provision of a venue located near the conference hall
  • The Exhibition should be open for at least 3 full days of the Assembly events, including the joint WBU/ICEVI days; we also encourage extended hours in order to encourage attendance by local residents
  • Access to the area before and after the conference sessions
  • Details of requirements for the transportation and shipping of equipment for the exhibition
  • Venue consisting of powered sites which will accommodate up to 50 exhibitors

Local organising committee

An effective Local Organising Committee is required to be set up immediately after the approval of the country as the venue for the WBU/ICEVI joint General Assembly event. It is anticipated that the announcement of the successful host will be made in May 2014. This committee should include representatives from the Government, the organisations of and for the blind, and that there will be a number of sub-committees dealing with different aspects of the Assembly program; the Committee Chair will designate a permanent liaison with the Chief Executive Officers of the WBU and ICEVI and will also serve as a link person to the International Organizing Committee. The WBU and ICEVI will also establish a joint Program committee on which the local host will have a representative.

Budget Submission

The offer should be prepared with sufficient detail of each of the areas listed above, taking into account projected costs for the year 2016. A projected budget of income and expenditure is required. This budget must include detailed recommendations for registration fees for the General Assembly events as well as special fees for observers, interpreter/guides and accompanying persons (information on registration fees for the General Assemblies is available to guide these recommendations).

The WBU and ICEVI Treasuries do provide financial support for a certain number of sponsored delegates as well as some support for the costs of interpretation. The selection committee requires that the assembly be financially viable and this must be reflected in the proposed budget in order for a successful recommendation, and it is to be understood that the WBU or ICEVI cannot be responsible in any way for any deficit that might occur. It is also understood that any surplus generated by the General Assembly event is to be shared equally among the WBU, the ICEVI and the local host.

The host country or national or international member must be prepared to take responsibility for all contractual obligations with reference to meeting facilities, transportation, translation, banking and other on location requirements included in these guidelines.

Resources Available

The WBU office has maintained detailed records of the planning and results of the 7thand 8thGeneral Assemblies and will be pleased to work with any member interested in developing a bid to provide more detailed information about the requirements or expectations. A GA planning manual has also been developed by the WBU that contains planning documents, forms, guidelines and other information of use to members and this will be provided to the successful bidder. Aspects of this manual can also be shared in advance if members would find its contents useful for their own planning. In addition, the final report and recommendations from our 2012 Assembly event hosts can also be shared. If any member is interested in receiving any of these resources, please contact WBU CEO Penny Hartin at and she will be happy to forward these to you.