[컨벤션]
국제회의 준비계획서 작성
국제회의를 유치가 확정되면 국제기구 및 협회 등의 본부와 개최국 조직위원회 간에 국제회의 전반에 관한 서로의 의무사항 및 권리사항 등을 포함한 국제회의 준비계획서를 작성하여야 한다.
이렇게 작성된 국제회의 준비계획서는 국제회의를 개최하는데 필요한 기본지침서가 되며 이 내용은 국제회의를 개최하는데 따른 모든 분쟁의 소지를 막을 수 있을 뿐만 아니라 서로의 책임을 명확히 하기 때문에 혼란을 피할 수 있다.
국제회의 준비계획서를 작성할 때는 모든 내용을 세심하고도 신중하게 검토하여 결정해야한다.
세계총회와 지역총회를 동시에 개최할 때를 가상하여 국제회의 준비계획서를 작성하여 보면 다음과 같으며 XXX는 국제기구 또는 협회 등을 말하고 세부사항은 Annex와 Time-Table로 작성하면 된다.
국제회의 준비계획서는 한국과 외국이 공동으로 준비해야하므로 공용어인 영어로 작성하면 된다.
< 국제회의 준비계획서 >
1. GENERAL ORGANIZATION OF THE CONGRESS
1.1 Place
Decides by World Board of XXX Member who offers to host the Congress: Directorate of ......
1.2 Dates & Program
The dates of the Congress are decided by the World Board of XXX after proposal from the host and after a survey has been made the Directorate General of XXX of the calendar of the other international and/or regional meeting of XXX and of other major organizations.
1.2.1 Duration
With an exception to the host countries for which the week does not end on Sunday, Congresses open on Tuesday morning and close on Friday evening.
A meeting of the World Board, usually takes p[lace on Sunday or Monday proceeding the opening day of the Congress.
A special Regional meeting can organised on that same Monday by the Region the host belongs to. This “Regional day”plays the role of the Annual Conference and Regional Assembly of the Region involved.
1.2.2 A draft outline scheme for the programme is proposed in Annex...... .
1.3 Theme
The theme of the Congress is decided by the World Board after a proposal from the host and after a survey is made by the Directorate General.
1.4 Session Chairman and Speakers
It is the task of the host, and of the World Board of XXX to assist the Directorate General of XXX in searching for Chairman and Speakers.
1.5 Preparation of the Congress
The Directorate General if responsible before the World Board for the preparation of the programme and the general organization of the Congress.
Because of the time necessary to prepare the Congress itself, to work-out the working papers and product these documents in three language, it is a strong need to follow the time table prepared in co-operation by the Directorate General and the host. A typical time table forms Annex...... .
Two preparatory visits are made, on the spot, by representatives of the Directorate General. The host will endeavor to obtain travel and accommodation facilities for them.
1.6 Participation
The Annual Congress of XXX is open to any person who wishes to attend, provided they have paid corresponding registration fees(see paragraph 1.8.3)
The General Assembly is open only to XXX members.
1.6.1 Delegates and accompanying persons
Experience has shown that the number of delegates is normally 300 to 500; 100 to 200 is an average number of accompanying persons.
1.6.2 XXX HQ’s staff, interpreters
The number of XXX HQ’s staff is about 8.
Interpreters are 6(3 languages) or 8 (4 languages). Searching for interpreters and payment for their services is the responsibility of XXX.
1.7 Opening of the Congress
1.7.1 Personalities to be invited
The host will make proposals in good time to the Directorate General of XXX(see typical time table Annex...... in order to establish the list of the local personalities to be invited to the Opening Session of the Congress.
1.7.2 Protocol
This list should contain, not only the names, but the order of precedence and formal titles to be used in writing or in conversation and speeches.
1.8 Accommodation and registration to the Congress
1.8.1 Hotel selection
Selecting the hotels is the responsibility of the host. XXX will ensure that the proposed tariffs are reasonable. It should endeavor to obtain free accommodation for the XXX HQ’s staff (usually 1 free room 30 rented to delegates).
For practical reasons (room reservations and transport) it is preferable to select one hotel only, close to the Congress premises or, even better, an hotel equipped with meetings facilities(Regional Day, Congress, General Assembly, World Board). In the case of only one hotel being selected, the delegates make their hotel reservation directly to the hotel.
If several hotels have to be selected, the host, or a travel agency selected by him, may be preferred for being responsible for co-ordinating the reservations.
In all cases, delegates will be informed that XXX should not been liable to solve a dispute between a delegate and the organization in charge of co-ordinating(or dealing with)the reservations.
A first indication about the number of rooms to be blocked is given by XXX approximately 18 months prior to the Congress.
The hotel or the travel agency fix a “cut off date”from which they are free to use the non-reserved rooms as they wish.
1.8.2 Congress registration and hotel reservation forms
The Congress registration forms have to be prepared by XXX. The hotel reservation forms are the responsibility of the organization involved(hotel-host-travel agency.....).
The latter will address a sufficient number of copies these forms to reach XXX at the date mentioned on the time table(Annex......). XXX will be responsible for including these hotel reservation forms in the documentation sent to the potential delegates.
Registration and hotel reservation forms shall be made as simple as possible. Also no doubt should exist about addressee of each separate copy of the form.
An example of a typical registration form to be adapted to each Congress forms Annex....... .
An example of a typical hotel reservation form to be adapted to each Congress forms Annex...... .
1.8.3 Registration fees
The amounts of the registration fees is decided by the World Board following a proposal made by the XXX Directorate General.
Total amount of the registration fees is calculated to cover the expenses which are not the responsibility of the host, in particular simultaneous interpretation, publication of working papers in several languages and closing dinner.
A special discount is granted to delegates registering before a certain date mentioned on the registration form(see time table-Annex......).
According to an established custom, the following persons are exempt from paying registration fees:
- Chairmen, moderators and speakers belonging to organizations which are not members of XXX
- XXX staffs
- Delegates(up to 20)designated by the host
- Honorary members of XXX
1.8.4 General information
The host shall provide XXX on due course(see time table-Annex......) with all necessary information for the stay in its country. Detail of this information forms Annex...... .
1.9 Welcome and Registration of the delegates
1.9.1 Welcome Service at the airport
A welcome service is provided at the airport by the host. Details concerning this item have to be worked out by XXX and the host of the Congress.
It is of prime importance that the delegates be directed without possible error to a meeting point where information, in the language(s) to be used during the Congress, about transport to hotel(s) and any initial assistance in case of Congress, difficulties encountered over immigration, customs formalities or lost property can be obtained.
1.9.2 Registration
XXX is responsible, with the assistance of the host, for delegates’ registration and collecting the registration fees(for those not having already paid it). The registration starts the day before the Conference.
After paying his registration fees, or after confirmation of an earlier payment, each delegate is given a badge allowing him to enter the Conference room and to take part in all activities and receptions organised during the Congress.
He also receive the appropriate documentation relevant to the Congress(programme, vouchers, working papers, invitations, etc.).
1.9.3 Welcome Service on site
If reception level is different to Congress level-make provision for a welcome desk in reception area.
1.10 Transport
A shuttle service is to be supplied by the host between the airport and the hotel(s).
Minibus is to be put at the disposal of XXX staff in case the Congress would not be held in the same hotel the staff is accommodated.
The host is also responsible for organizing transport between the hotel(s) and the Conference room, and the different events which take place on the occasion of the Congress.
It is essential that a full-time transport co-ordinator be appointed by the host, and that detailed and accurate transport schedules be distributed upon arrival to the delegates and displayed in the hotel(s).
XXX will provide the host in due time(see time table) with a draft transport planning.
1.11 Conference Room
The host is responsible for supplying the following facilities and equipment in accordance with the needs expressed by XXX
- One Conference room equipped with:
◦ Simultaneous translation equipment(3 or 4 languages)
◦ Sound and recording systems
◦ Audio-visual equipment corresponding to the requirements of the speakers.
- Ancillary room for the XXX Secretariat for storage and sorting of materials and equipment.
- Press office in close proximity to the Conference Room.
- Rooms for the working Committees.
- Registration desk in close proximity to the Conference Room.
- A Welcome/Information desk at the main entrance level of the hotel or Conference Center.
- Message Board
- Panel showing by country delegates present
- Individual pigeon-holes for distributing documents to the delegates(behind the registration desk if possible)
- Office and reproduction equipment
1.12 Social events linked to the Congress
1.12.1 Welcome reception
A welcome reception in the form of a cocktail party, offered by the host, preferably on the evening prior to the opening of the Congress or on the evening of the first day of the Congress.
1.12.2 Social day/afternoon
A social day may be organised by the host consisting of an excursion of sightseeing of a day or half a day.
1.12.3 Closing Dinner
A Closing Dinner offered by XXX, given on the last evening of the Congress. The assistance of the host is required for selecting the place, menu, the orchestra and arrangements according to local facilities.
Number of persons external to XXX to be invited to this function and sharing the expenses resulting from these invitations is to be discussed by the host and XXX.
1.12.4 Reception given by the host of the next Congress
A reception offered by the host of the next Congress to follow. Date and venue are to be discussed by the future host in conjunction with the host of the present Congress and XXX. Necessary assistance is given by the present to the future host.
1.12.5 Special programme for accompanying persons
It is customary for the host to organize a special programme for accompanying persons. Details are left to the responsibility of the host.
It is in any case recommended that accompanying persons may find in their hotels, all necessary information which could facilitate their stay in the country.
1.13 Press
1.13.1 During the period which proceeds the Congress, the host will endeavor to make this event known and to give to the press all details about the programme of the Congress and the aims of XXX.
To this aim, the host will address in good time, to XXX HQ, their requirements concerning the documentation he will need.
He will also address to XXX HQ:
- Information to be published in “XXX Info”
- Newspaper cuttings related to the Congress
- A list of local and international press representatives to be met during the Congress.
- A list of the representative, in country which XXX is located in, of the press of the host’s country.
1
13.2 Press Conference
A Press Conference is to be organized by the host during the Congress at the most appropriate moment decided by XXX and by the host. This Press Conference is chaired by the President of XXX, assisted by a representative of the host and by the Director General of XXX.
2. MISCELLANEOUS
2.1 Logo
The host will provide XXX on good time(see time table-annex......), with the logo to be used on all official documents related to the Congress and on the XXX Christmas cards.
2.2 Official Carrier
Contact is made by XXX, with the assistance of the host, with a local or national airline, for the appointment of the official carrier, in order to obtain:
- Travel arrangements for those attending the Congress(special fares)
- Free return tickets for XXX HQ’s staff and free return transport of the necessary fright(approx. 1 ton).
Mention of the “Official Carrier” will be published in all working documents, in the programme of the Congress and in XXX Info, distributed worldwide.
2.3 Travel Agency
The host shall propose to XXX the appropriate travel agency from the point of view of its reputation and price level. The role of the agency will be:
- To co-ordinate hotel reservation if necessary;
- to organize post-Congress tour for those who wish it.
2.4 Catering
2.4.1 Breakfasts
Hotels will be advised of the necessity to organise a quick breakfast service during the period of the Congress.
2.4.2 Coffee breaks
Coffee breaks must be organized close to the Conference room. The number of distribution units must be sufficient to ensure a quick service. A powerful sound or public address system should be used to call the delegates back to the Conference room.
Coffee breaks are the responsibility of the host if no sponsor is available.
2.4.3 Luncheons
Facilities should be provided for Quick luncheons. Luncheons are paid by the delegates if no sponsor is available. If possible, at one luncheon, tables should be grouped by Region according to numbers of delegates present(colored flags or other by Region).
2.4.4 Dinners
With an exception to the official functions, dinners are at the delegates expenses.
2.5 Car renting service
Selection is made with the support of the host in order to provide delegates with special rates. Some free trips between the airport and the hotel(s) for VIPs would be appreciated.
2.6 Sponsors
Search for sponsors is made by the host among local airports and national airline customers and suppliers. Usually, coffee breaks and transport linked with the Congress as well as the organization of the social day/half a day and of the programme of the accompanying persons are the responsibility of the host if no sponsor can be found.
Luncheons and dinners are also at the expense of the delegates, when no sponsor can be found or no official function exist.
It should be mentioned that, if known in time, the names and references of the sponsors will be printed on the programme.
Only sponsors are allowed to have their literature officially distributed to the delegates.
3. REMAINDER OF THE MAIN RESPONSIBILITIES OF XXX
3.1 Before the Congress
- General organization of the Congress in liaison with the host
- Search for Chairmen and Speakers. To prepare a first draft programme
- Preparing and mailing invitations
- Collecting working paper; reproduction and distribution
- Selecting hotels, travel agency and official carrier and expressing requirements concerning the Conference room and its equipment, in co-operation with the host
- Preparing a registration form and collecting hotel reservation forms in liaison with the host, the hotels and if necessary with the travel agency
- Registering delegates and ensuring the financial processing of the registrations
- Searching for interpreters and paying them for their services.
3.2 During the Congress
- General supervision of the Congress
- Close supervision of delegates’ registration and collecting the registration fees when necessary
- Liaisons with Chairmen and Speakers and the Conference room co-ordinator
- To ensure the Secretariat
- Liaisons with the local press in co-operation with the host
- Organization of the closing dinner offered by XXX
- Organization and Secretariat of the General Assembly.
4. STAFF TO BE PROVIDED BY THE HOST AND CORRESPONDING RESPONSIBILITIES
4.1 Management Staff:
4.1.1 Chief Project Manager
In charge of supervising, from the beginning, the organization of the Congress in co-operation with XXX.
During the Congress, attends to the proper working of the Congress in permanent contact with the representative of XXX HQ in charge of the Congress. Is in Particular responsible for protocol matters.
4.1.2 Welcome Service Co-ordinator
In charge of co-ordinating the welcome service and be ready to intervene at any moment in case of difficulty.
Make sure that the guidance system in direction of the meeting point at the airport works properly.
Supervises the bilingual welcome service hostesses.
4.1.3 PR Officer
For his job description, Please refer to 1.13:Press
4.1.4 Transport Officer
In charge of organizing and operating the transport system(delegates, guests, XXX staff and cargo):
- To see to it that the time schedule is rigidly adhered to;
- Prepares information to be distributed to the delegates on their arrival;
- Circulates and announces modifications to the schedule during the Congress;
- Displays every afternoon in the hotels, the transports schedule for the next day.
4.1.5 Conference room Co-ordinator
In charge of supervising the following operation in the Conference Room:
- To have the room properly cleaned;
- Availability of the personnel necessary to operate the room-technical personnel, hostesses;
- Availability of the technical equipment:
◦ screens
◦ audio-visual
◦ sound and recording
◦ interpreters’ booths;
- Work in close co-operation with the designated XXX representative for setting up the head table(name plates) and the use of the audio-visual equipment;
- Co-ordinates the actions carried out by:
◦ the Chief Technician
◦ the hostesses present in the Conference Room.
4.1.6 Chief Technician
Ensures the smooth operation of the aforementioned technical equipment: screens, audio-visual, etc.
4.1.7 Social Programme Co-ordinator
Organizes and supervises all social events during the Congress.
Assists closely the XXX staff in order to organize the closing dinner.
Organizes a special programme for the accompanying persons.
4.2 Other agents
4.2.1 bilingual hostesses
8 hostesses with following assignments:
2 at the welcome service(airport);
2 at the disposal of XXX for registration of the delegates;
2 at the disposal of the tribune and in charge of circulating the portable microphone during the intervention from the floor(if necessary);
2 at the Welcome Information Desk at the entrance level where the Congress takes place.
4.2.2 Assistants
2 at the disposal of XXX for assembling and distributing the documents in the pigeon holes.
4.2.3 Bilingual Secretary
1 at the disposal of the XXX Secretariat.
4.2.4 Audio-visual operator
1 at the disposal of the Chief Technician.
4.2.5 Operator for tape recording of the Sessions
1 at the disposal of the Chief Technician.
4.2.6 Reproduction Operator
1 at the disposal of the XXX Secretariat.
4.2.7 Photographer
1, preferably a “commercial” photographer, officially accredited to sell the pictures to the delegates.
