AIBA Guidelines for Hosting the 2018 AIBA Congress IN PARTNERSHIP WITH THE HOSTING ORGANIZATION AND COMMITTEE ... AIBA EC MEETING VENUE PROPOSAL ACCOMMODATION ... 12 Guidelines for

1 Guidelines for Hosting the 2018 AIBA Congress

AIBA

Guidelines for Hosting the 2018 AIBA CongressInternational Boxing Association



Contents

INTRODUCTION

AIBA CONGRESS OVERVIEW

WORKING IN PARTNERSHIP WITH THE HOSTING ORGANIZATION AND COMMITTEE

MISSION, ROLES AND RESPONSIBILITIES

SCHEDULE 2018 AIBA CONGRESS

PARTICIPANTS

AIBA CONGRESS VENUE REQUIREMENTS

AIBA EC MEETING VENUE PROPOSAL

ACCOMMODATION

TRANSPORTATION

AIRLINE TICKETS

VISA

VOTING EQUIPMENT

HOSPITALITY

EXCURSION AND SOCIAL EVENT

MEDIA

BIDDING PROCESS

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Introduction

AIBA Congress Overview

This document has been designed to give the detailed Hosting Requirements for the organization of the 2018 AIBA Congress.

The document will provide background information on AIBA and impart an understanding of the AIBA Congress itself, the objectives and the logistics relating to the event.

The document will highlight specific areas which must be addressed by the event host. The areas listed are non-exhaustive and the host is welcome to introduce additional points that they believe would contribute to the successful conduct of the AIBA Congress.

Why is this event important?

The AIBA Congress is a central and unparalleled event in the quadrennial AIBA calendar, convening AIBA Member Federations, stakeholders and other key partners throughout the international boxing community.

AIBA is governed by its Member Federations and as such the AIBA Congress is the expression of the plurality and representation in the future of the sport through its elected leaders in Presidency, Vice Presidency and Executive Committee positions.

Between Congresses, the Executive Committee meets annually and acts as the executive decision-making body of AIBA.

The AIBA Congress is held every four years and is the main assembly convening all eligible National Federation Mem-bers.

The AIBA Executive Committee will fix the place and date of the Congress. National Federation Members shall be notified in writing at least four months in advance for an Ordinary Congress.

The AIBA Executive Committee draws up the agenda of the Congress (1st day - 4 years’ report, 2nd day – Elections). Each Member may submit written proposals at least three months before the date of the Congress. Such proposals must be supported in writing by at least five other Members. The agenda cannot be changed and must specify the proposals made AIBA Executive Committee and those by Members.


Working in partnership with the Hosting Organization and Committee

Mission, Roles and Responsibilities

Mission

Holding an AIBA Congress demands a working commitment of at least one year between the Hosting Organization and AIBA regarding the various logistic and operational aspects of the event. The Hosting Organization, city and governmental authorities will benefit from the worldwide exposure of being at the forefront of the boxing movement. Holding a successful event translates into an opportunity to increase visibility for the Host’s National Federation, National Olympic Committee and other national sporting authorities in an international context.

The Hosting Committee’s main objectives are to: • Support AIBA to achieve its mission in the preparation and operational periods of the Congress. • Support AIBA to make the Congress financially sustainable for both organizations. • Support AIBA in creating a lasting organizational impact for the National Federation

The mission of the Hosting Organization and Committee is to ensure the principals of good governance and integrity are carried throughout the duration of the event. Included in the scope of the mission is the building of momentum and fostering of good relationships with local and national partners, securing adequate funding through governmental authorities and local sponsors.

Key elements for organizing a successful event:

• Venue and operational readiness and optimal organizational capacity • Well-suited facilities for the event and creating a welcoming atmosphere for the extended AIBA family• Media and press coverage• Lasting impact for the host National Federation, staff and volunteers contributing to the event


Mission, Roles and Responsibilities

Roles and Responsibilities

Financial Commitment

AIBA Responsibilities

• Provide venue and facilities for the event • Work in concert with AIBA and its members• Liaising with the local, regional and governmental authorities as well as other key partners and stake holders nationally• Facilitate visa entrance and issue invitation letters for participants entering the country• Mobilize employees and volunteers as the core work force of the event and support AIBA towards the successful completion of the Congress• Manage protocol and other related matters in conjunction with AIBA, advising AIBA on local customs and practices to build constituencies in the hosting country. • Maintain and ensure local and national media coverage• Organizing celebratory events in conjunction with the Congress

The Hosting Organization and its Committee must ensure raising a seed fund of $700,000 USD for the AIBA Congress with $200,000 USD as the Hosting Fee to hold the event. The Committee should make its best efforts to meet and exceed this financial goal through various fundraising activities to support the Congress.

AIBA retains the responsibility for the overall organization of the Congress.

AIBA’s main responsibility relating to all aspects of the Congress entail: project management, event branding, financial oversight, participant registration and administration, exhibition and content management, and on-site logistics.

AIBA will liaise and work in seamless cooperation with the Host Organization, Committee and National Federation.


Schedule 2018 AIBA Congress

Arrival of AIBA Executive Committee Members

Arrival of Election Committee Members

Arrival of Congress Delegates and Registration (I)

AIBA EC Meeting

Election Committee Meeting including all Voting Equipment Check

Arrival of Congress Delegates and Registration (II)

AIBA Executive Committee Meeting

Departure of all Participants

Departure of EC Members

1st Day of Congress – AIBA Reports

2nd Day of Congress – Elections

DAY 1

DAY 2

DAY 5

DAY 3

DAY 4

DAY 6

Dates of Event(s) – October/November 2018


Participants

AIBA Congress Venue Requirements

AIBA EC Meeting Venue Proposal

Each National Member Federation (AIBA has presently 201 affiliated Member Federations) can be represented by a max-imum of three delegates who must belong to the Federation they represent. Therefore, there will be up to approx. 400 participants (including VIPs, AIBA staff, media representatives, etc.).

The Congress Venue should accommodate a minimum of 400 participants and include the following required facilities:

• 1 main top table on the stage set up for 10 VIPs and includes with a table microphone for each person• 1 podium with a standing microphone with built-in screen • Classroom style tables and chairs for approx. 500 persons with a table microphone for each 2 persons• Simultaneous translation facilities (English, French, Spanish, Russian and Arabic)• Audio/visual equipment and operators, set up, and support including screens, projection, and headsets for translation • Branding and feel for stage and room layout

Additional services and equipment may be requested as needed. The venue may be in one of the hotels proposed in the accommodation section.

The Congress Venue should be able to accommodate lunches for each meeting day as well as coffee breaks in the mornings and afternoons in a separate area.

EC Meeting Venue should be state-of-the-art facilities with a minimum of 40 participant capacity including the following:

• Large ballroom style space that is set up in a square-style for 35 participants • Simultaneous translation into/from English, French, Spanish and Russian (full equipment including technicians as well as translators)


• Headsets for each participant• Table microphone for each participant with recording capability • Tablets connected to main projection for each participant • 4 large monitors (at least 42” to be placed in the middle)• Recording of EC meeting in English version as well as in original spoken languages• 1 banner• Free and separate internet access dedicated to the AIBA Congress• In addition, there should be space for speakers and staff between main tables and walls• 1 coffee break in the morning / 1 coffee break in the afternoon

AIBA EC Meeting Venue Proposal

AIBA Office

AIBA President and Executive Director Offices

The AIBA HQs Office requires a large meeting room at the hotel in close proximity to the meeting spaces with:

• 1 large meeting table and separate working stations • Free and separate internet access dedicated to the AIBA Congress• 1 photocopy machine with A4 and A3 white paper• 5 black and white printers with cartridges• 1 color multifunctional copier • Coffee and beverage station

Two separate spaces are to be allocated for AIBA President and Executive Director within the hotel. The meeting space should be comfortably appointed with one meeting table, printer, internet access and beverages.


Accommodation

The AIBA HQ Office requires the designation of 2-3 different hotels for the following participants:

• AIBA President, Executive Director, Executive Committee Members, Commission Chairs, VIPs and Staff• National Member Federation participants and extra officials

AIBA Family and VIPs 4 – 5 Star Hotel

National Member Federations Participants and Extra Officials

• Total of 80 – 90 complimentary rooms• 2 complimentary Top Suites to be covered by LOC for AIBA President and Executive Director• 15 complimentary Junior or Regular Suites for AIBA Vice Presidents and VIPs• 63 complimentary standard rooms in single occupancy (with the option of double occupancy)• Free wifi internet coverage throughout the facilities for all attendees• Fully equipped meeting room on premises• Restaurant and lounge onsite • Any additional facilities available are welcomed• AIBA President, Executive Director, Executive Committee Members, Commission Chairs, 10 VIP guests and staff are to be covered by the LOC. • Negotiated rate with the hotel at $150 USD for standard room and $200 USD for suite for extra VIPs and accompanying persons

• 3 – 4 Star Hotel(s) – if 2 hotels, they must be within short distance of each other• Total of 150 complimentary rooms for National Federation representatives and 150 rooms at the cost of the participating Federation• Room rate range per participant in double occupancy should not exceed $ 80 - 100 USD a night including breakfast and taxes• Room rate range per participant in single occupancy should not exceed $100 – 120 USD a night including breakfast and taxes


Transportation plans include:

Private transportation

Grouped transportation

• Round trip complimentary transportation from closest international arrival and departure point• Between Congress Venue and hotels• Between hotels • Excursion if organized • Respect the right to other prior agreed arrangements for the success of the event

• AIBA President (private car and driver)• AIBA Executive Director (private car and driver)• AIBA Staff (3 mini-vans)• Any agreed VIPs

• Complimentary transportation between nearest international entry point to the host country/city and the hotel(s), and between the hotel(s) and the Congress Venue.• For ease, groups may be made based on arrival and departure times to mutually accommodate the participant and LOC.

Transportation

For an international event with 400 participants coming from around the world, the LOC’s role is to ensure this vital element runs seamlessly throughout the duration of the event. The ground transportation plan must be included in the Bidding and will be complementary and provided by the LOC.

Transportation’s objective is to guarantee the timely running between locations in clean and secure conditions.


Airline Tickets

Visa

Voting Equipment

All airline tickets for National Federations will be covered either by AIBA or by participants.

Tickets for the AIBA President, Executive Committee Members, AIBA Executive Director and AIBA staff are to be covered by the LOC.

The LOC will help facilitate and be responsible for processing visa requests for all participants seeking visas. In conjunction with the governmental authorities, the LOC may explore the option of landing visas and/or alleviating the visa application fee for the event and would be considered added value to the Bid.

As a main component of the Congress, the electronic voting system (including equipment), set up and operation is necessary for the second day of the Congress. Since the 2018 Congress is an electoral event, the LOC must provide and guarantee voting equipment from the local or regional authorities may be used for the occasion.

As part of the good governance practices, the scan or touch screen electronic voting system would be preferred.


Hospitality

Excursion and Social Event

Media

To have the best production and delivery of the AIBA Congress 2018, engaging outside event organizers that bring the vast expertise of hosting conventions and international congresses is recommended for LOCs and NFs.

Different from boxing events, AIBA Congress 2018 in nature is an event calling on expertise from a wide range of backgrounds including production, branding, accreditation, audiovisual, protocol, transportation and hotel management.

AIBA would welcome any local excursion or points of interest in the nearby area to highlight the local culture, monuments, or traditions. The excursion would be included on the second arrival day as an optional event for those who have already arrived for the Congress.

In terms of media visibility, it is key to have proper media facilities for the duration of the event. Criteria required for the event are facilities and set up for organizing a press conference, invitation of media and local exposure, specifically tailored branding and backdrop production, audiovisual set up, and AIBA and the LOC working in concert for joint PR. The LOC would need to contract and supply a photographer and ENG crew for the duration of the event, with a summary of photos as well as short video of highlights at the end of each day.

Heads Up

Working together to promote sustainable, the LOC will organize a Heads Up event to showcase local program’s efforts to integrate boxing into the social fabric of the community. The LOC would help with the production of the materials and AIBA will help liaise for equipment donation by an AIBA licensed supplier.


Bidding Process

Letter of Intent and Bidding Presentation

AIBA Site Inspection

Criteria

Host Organization Profile

AIBA is extending the tender to host the AIBA Congress to all Member Federations who are interested in the event to submit their Letter of Intent no later than June 1st 2017. All Letters of Intent must be accompanied by commitments in collaboration and with the support of the venue and governmental authorities.

After that time, the formal Bidding should be submitted to AIBA HQs Alexandra Harabosky at [email protected] by June 30th 2017.

Bidders will be invited to present their Bidding to the AIBA Executive Committee at the annual Meeting for 2017. Bidding presentations should include corresponding sections based on the criteria set out in this document and address both the strengths and weaknesses of the bid.

Hosting Committees agree to cover the cost of an on-site inspection of 2 AIBA staff, including flight, accommodation and local arrangements.

AIBA will pay attention to the following criteria when evaluating a Hosting Committee for the AIBA Congress. These same criteria should be the outline for the Bidding presentation:

• Hosting Organization’s background and National Federation profile• Hosting Organization’s history in hosting AIBA Events• Boxing tradition in the country


Logistical and Organizational Aspects

Requirements from Governmental and Sporting Authorities

Host Organization Profile

• Excellent infrastructure that is of high quality and sustainability for Congress Venue and supporting structures (Meeting Hall and Hotels)• International accessibility (local transportation and closest international airport)• Competitive or negotiated rates and contract conditions • Attractiveness and appeal of the country and destination, including for excursions• Event organizers and other expertise from outside of the National Federation if appropriate • Visa application and support from internal ministries or relevant authorities• State-of-the-art electronic voting equipment and operating capacity• Close working relationships with key suppliers (i.e. local authorities for voting equipment and support, venue, hotels, and airlines)• Welcome desk at the airport with staff and permission to set up Congress related signage before luggage

• Obtaining governmental support from the National Olympic Committee or like. This includes immigration and/or internal, transport and sports ministries. • Supporting letters from the city, regional, and provincial authorities• National Federation staff commitment, interest and willingness for collaboration

• Experience in hosting international events and meetings• Leading and influence in the country• Relationship and good standing with other AIBA Member Federations • Capacity to mobilize workforce including external event organizers and local volunteers • Clearly defined story as to why the bidder should be selected• Ability to generate media and press coverage

Criteria


Logistical and Organizational Aspects

• Designated fast track immigration upon arrival and allow Congress staff to be present• Support with protocol • Security present at the interior of the Congress and cooperation with Police for general security externally• Detailed drawbacks and possible challenges that might be encountered during the organization and operations of the event. Volunteering this pertinent information is welcomed and gives a macro assessment of the feasibility of the event.• All hotels must be shown on a map indicating the distance (in km) to the Congress Venue and Airport.

Criteria

Financial and Institutional Commitments

Timeline

June 1st 2017

June 30th 2017

July 25th 2017

• Financial feasibility of the event • Written guarantees by the Host Committee and adjoining parties for a $700,000 USD commitment through funding and/or sponsorship with $200,000 USD as the event’s Hosting Fee. • Clearly report where the funds are coming from and accountability with due diligence. Clearly communicating potential challenges and conditions on the funding• Business environment with laws, taxes, and levies• Average cost per participant • Secure governmental participation for the organization of the Congress

Letter of Intent

Bidding due to AIBA HQs

Presentation to AIBA Executive Committee

Documents

AIBA Guidelines for Hosting the 2018 AIBA Congress IN PARTNERSHIP WITH THE HOSTING ORGANIZATION AND COMMITTEE ... AIBA EC MEETING VENUE PROPOSAL ACCOMMODATION ... 12 Guidelines for