CIRCULAR by vivi07



Revised June 2006

This manual is a working guide. It explains the mechanics of an IFUW Conference and outlines the division of responsibilities and the coordination mechanisms for the IFUW Board of Officers, the Headquarters' staff, the Local Arrangements Committee (LAC) and the hostess national federation or association (NFA). The IFUW Board of Officers has the overall responsibility for management of the Conference. The Board considers all invitations from national federations and associations to host the Conference, decides which bids to accept, approves all arrangements and costs, and determines the conference programme. The Secretary General oversees the conference arrangements. She serves, along with one member of the Board of Officers and the IFUW President, as liaison with the IFUW Board of Officers, all IFUW Committees, the Local Arrangements Chair and the hostess association president. The Local Arrangements Committee (LAC) of the hostess association is responsible for all logistical arrangements at the local conference site and for the orderly conduct of the Conference. The LAC arranges for rental of adequate meeting facilities, organizes accommodation and meals, and plans the social programme, professional networking, visits and pre- and post-conference tours. They may offer whatever hospitality they desire, in consultation with the IFUW Board. The LAC is also encouraged to suggest speakers for plenary and other sessions. The Chair of the LAC is responsible for the overall local organization of the Conference, for establishing any committees needed, and for keeping a complete record of all important correspondence relating to the Conference. She is directly responsible to the IFUW Board of Officers and should keep them and the Secretary General fully informed on all matters. If the hostess association so wishes, it may appoint Co-Chairs of the LAC. The hostess association is responsible for appointing and monitoring the work of the LAC. The association is welcome, but not obliged, to offer hospitality or entertainment during the Conference.

International Federation of University Women Fédération Internationale des Femmes Diplômées des Universités
10, rue du Lac, CH-1207 Geneva, Switzerland; Tel: (+41 22) 731 23 80; Fax: (+41 22) 738 04 40 E-mail: Website:

Procedure for Selecting the Location

1. The IFUW Board of Officers normally calls for invitations to host the Conference four to five years in advance. 2. Interested NFAs must complete a conference bid form; additional supporting materials may be provided. 3. If possible, each national federation or association issuing an invitation should propose more than one site within its country. 4. Proposed sites must have adequate accommodation and auditorium space for a Conference of 600-1000 persons. 5. The host country should have reasonable political stability and its government should respect basic human rights, such as freedom of speech. Barriers based on race, religion, politics or nationality that would prevent members of the Conference from participating fully in its programme will normally automatically rule out an invitation. Unforeseen and unexpected political changes will not normally lead to the cancellation of a bid that has already been accepted. 6. The national association and local branches should be strong and united, give their enthusiastic support and have sufficient volunteers to handle the local arrangements. It should be stated that if a new national board comes into being, the responsibility of being hostess for a Conference still stands. 7. When all bids have been received, IFUW Headquarters prepares an initial comparison for the Board’s consideration. 8. If needed, the Board of Officers may arrange for an IFUW representative or representatives to visit and carefully evaluate a proposed site to determine its suitability for IFUW’s purposes. The visit should include meetings with the hostess association, the site convention bureau and any professional conference organizers who may be employed. The representative or representatives will prepare reports on the sites and advise the Board on their suitability. 9. The Board of Officers makes the final decision based on the information provided on the bid form, any supplementary material provided and all reports. 10. The Secretary General informs the national association whose invitation is accepted, as well as those whose invitations have not been accepted.


Guidelines for Preparing A Bid to Host an IFUW Conference

NFAs should contact their national convention bureau or appropriate city agency and request their cooperation. These should be asked to advise the hostess association on all facilities and services, to assist in preparing the detailed bid, and to coordinate and sponsor visits by IFUW’s representative(s). Time/Attendance - IFUW Conferences are held every three years; attendance ranges from 600 - 1000 members and about 100 accompanying persons. - The Conference, usually held in July or August, lasts from six to seven days, beginning on a weekend if possible. Pre-and post-conference meetings are generally necessary as well. - Board and Committee Meetings, requiring 3 – 4 rooms for up to 10 persons each, are normally held for three days immediately prior to the Conference. - Workshops involving about up to 150 people are held for one or two days prior to the Conference, usually requiring a plenary room and 3 – 6 breakout rooms. - Council Meetings, involving 150 - 200 people, are held on the day immediately preceding the Conference and at the end of the Conference. Programme - A sample programme (see attached) shows the usual pattern of meetings. - Plenary and business sessions are attended by approximately 80% of the participants. - Two or three parallel workshops, for about 50-100 persons each, run at the same time as most of the business sessions. - Workshops are attended by about 60% of the participants. Rooms can vary in size, but should accommodate from 25 – 75 each. - Seminars are attended by about 75% of the participants. Rooms should accommodate approximately 50-100 each. Participants - Participants are well-educated women from 80 + countries. - A significant number are over 60 years old, so it is important that walking distances be kept to a minimum. - All facilities should be easily accessible for members with physical disabilities. - Most participants pay their own costs. It is important to keep these as low as possible.


- At least half of the accommodation should be in a middle to lower price range, preferably under 75 US dollars (90 Swiss francs) per night for bed and breakfast. - Most participants request single rooms. - The programme is intensive, so local travel should be short and direct. - If possible, a separate programme, including visits to local sites of interest, should be arranged for the accompanying persons. - Day care or a children’s programme should also be provided if possible.

SPECIFICATION OF FACILITIES REQUIRED 1. Conference Hall Seating for 600 – 1000 persons A raised platform large enough to seat 12 - 15 persons Lectern on the platform Chairs and long table on the platform for the Board and Secretary General Smaller table and chairs on the platform for the timekeeper and minuting secretary A public address system with 8-10 microphones (one for the lectern, three for the head table and four to six standing microphones for the aisles) Simultaneous interpretation equipment for up to three languages (this is often contracted through an outside supplier); simultaneous interpretation is only offered when sufficient participants request interpretation in a given language (usually 40). Tables and chairs for interpreters, if simultaneous interpretation is offered Stoplight timing system for the timekeeper to flash small red and green lights to the lecterns of the speaker and Chair indicating when time allotted to speakers has lapsed. Wide central screen or two smaller side screens Two overhead projectors Computer projector and laptop computer Audio recording system to tape inauguration, business and plenary sessions Tables or desks for seating up to 200 voting delegates; these must be wide enough for the placement of country and function signs. Alternatively chairs with writing arms may be used, provided stands are available to indicate country and function Chairs for the remaining participants


2. Council Meeting Hall Seating for 150-200 persons – 2 days (one full day at the beginning and one half-day at the end of the Conference). Head table and chairs to seat 8 people and a lectern Table and chairs for timekeeper and minuting secretary Stoplight timing system for the timekeeper to flash small red and green lights to the lecterns of the speaker and Chair indicating when time allotted to speakers has lapsed. Tables, desks or chairs with arms for writing for up to 90 Council Members Public address system with 6-8 microphones (one for the lectern, three for the head table and two-four standing microphones for the aisles) Audio recording system to tape sessions


IFUW Offices (a) Board room to accommodate IFUW Board (6) and up to four guests. It should be equipped with a long, square or round table and chairs and be available for use throughout the Conference. (b) One large room for IFUW staff located in the same building as is used for plenary sessions. It should be equipped with desks, chairs, files, wastebaskets, telephones, a fax machine, stores of paper, two or three IBM compatible computers (at least one with a modem for e-mail access) with Windows software, tables for collating material, a safe for conference funds and an adding machine. Two efficient multi-photocopying machines are essential. (c) One smaller room, adjacent to the IFUW staff room, to be used by the IFUW Finance Officer and others for confidential discussions with conference participants. This room should be equipped with a desk and several chairs. (d) Press Room equipped with tables, chairs, telephone, fax machine, and free from external noise. This should be located near the staff office. (e) One small room to accommodate 6-10 persons, near to the ballot area and meeting rooms, for use by the conference functionaries (Ballot Committee, Resolution Committee and Credentials Committee).


Hostess Association - LAC Office One large room to be used as the LAC volunteer base, located in the same building as is used for plenary sessions. It should be equipped with desks, chairs, files, wastebaskets, telephones, a fax machine, stores of paper, two or three IBM compatible computers (at least one with a modem for e-mail access) with Windows software, tables for collating material, an adding machine and an efficient photocopying machines.


Rooms for Workshops – 20 - 30 rooms (one day or two half-days) Each room should accommodate 25 - 75 persons. Rooms with fixed or tiered seating should be avoided if possible, as these are interactive sessions. Overhead projectors and flipcharts or whiteboard should be provided.



Rooms for Seminars – 10-15 rooms (one day or two half-days) Each room should accommodate about 50 – 120 persons. This will vary with Conference programme and numbers of registrants. Rooms with fixed or tiered seating are fine, as these are panel presentations. Computer projection is desirable; if not possible, the use of transparency overhead projectors and flipcharts or whiteboard should be provided. Wireless internet connection is required in at least two of the rooms.


Rooms for Other Meetings, including National and Regional Groups Five to eight rooms of varying sizes need to be available on one evening for national and regional group meetings, as well as meeting of special networks. These rooms will be allocated, on a user-fee basis if necessary, by the hostess association in consultation with Headquarters staff. Some of these might be the same rooms used for the workshops if they do not meet at the same time.


IFUW Shop An area with tables should be set aside in the main building for the sale of small items brought by members. This will be staffed by both LAC and IFUW committee members. The proceeds are to be used for programmes designated by the IFUW Board of Officers.


Registration Area A conveniently-placed area equipped with numerous tables should be available for the distribution of registration kits, local and sightseeing information and other documents. There should be one table, clearly indicated, for the Credentials Committee.


Common Rooms One or two large rooms or spacious lobbies should be available where members can relax and talk informally.


Banking and Currency Banking facilities should be available on-site or nearby where members can change money and cash cheques before and after sessions and during the lunch break.

10. Post Office, Phones And E-mail Access A nearby or on-site location should be arranged for members to purchase stamps and telephone cards, and to mail letters and packages. Public telephone facilities for international calls should be identified. If possible, an on-site cyber café should be provided where members can access e-mail, if necessary on a user fee basis. Alternatively, there must be clear identification of the location of nearby e-mail access.


11. Tourist Information A stand needs to be arranged in the main building where a travel agent or volunteers can be available to assist members with travel arrangements, flight confirmations and local tours; the stand should be open at times suitable to conference participants. 12. Restaurants Adequate facilities for meals at or near the conference meeting place. A cafeteria on the premises and hallway food kiosks are useful. There should be provision for members to have coffee or tea quickly in the morning and afternoon breaks. A cash bar is also desirable during the evening hours. 13. Living Accommodation The hostess association should organize a range of accommodation near to the meeting place. The cost should be kept as moderate as possible. At least half of the places should be available at reasonable rates. Single rooms are the most requested. 14. Facilities for Social Functions Places for IFUW functions (receptions, luncheons or dinners) are decided by IFUW on the recommendation of the hostess association, which is asked to obtain cost estimates and to make local arrangements. 15. Transport Depending on distances, transport may need to be arranged between hotels and the event sites; if possible, participants should be welcomed at the main airport and train station on the peak arrival days. 16. Display Boards A minimum of thirty free-standing display boards are required for displaying information about candidates for election, IFUW notices, programme information, poster exhibits, etc. These should be located in the main building. 17. Room for First Aid It is desirable to have a room on-site where participants can be treated for minor ailments and injuries. 18. Sponsorship Potential sponsorships, subsidies and other forms of local and national assistance should be explored and their availability indicated on the bid form.


CHECK LIST _____ No racial, nationality, religious or political barriers _____ Political stability _____ Freedom of speech _____ Availability of dates checked and approved by hotels, convention bureau, universities _____ Availability of sponsorship s or other monetary support _____ Primary venue hotel or other facility selected _____ Adequate accommodation _____ Full range of accommodation rates _____ Adequate auditorium space with seating for 600 – 1000 persons _____ Adequate number of meeting rooms, including auditorium for Inauguration, general sessions and rooms for workshops and seminars _____ Adequate seating capacity for meals _____ Charges for meeting rooms _____ Area for registration _____ Information desk with tourist and travel information _____ Area for balloting _____ Staff and LAC access to e-mail, fax and photocopying facilities _____ Accessible banking facilities _____ Nearby Post Office _____ Area for IFUW Shop _____ Adequate restroom facilities (toilets) _____ Rooms for IFUW Board, staff and LAC _____ Air-conditioning, heating (if considered necessary) _____ Rooms reservations to be handled by local convention bureau, hotel or university _____ Access to medical facilities _____ Assistance available from convention bureau or other city agency _____ Public access to e-mail, fax and photocopying machines _____ Area for exhibits _____ Areas for informal discussion _____ Public telephones


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