IAC Compliance Matrix 2012 - IAF home page

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					Call for Hosting the 63rd International Astronautical Congress in 2012 Host City Proposals Compliance Matrix
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Indicate with Y (Yes), N (No) or ? (Uncertain)

A Qualifications The proposing organization must demonstrate, to the satisfaction of the IAF, that it is: 1 An IAF member organization in good standing, or a group of IAF member organizations [Y/N]

2 Legally capable of signing a contract with the IAF for the execution an IAC. 3 Organizationally and financially able to undertake and successfully manage an IAC. [Addressed in detail below.] 4 Capable of fulfilling all of the requirements placed on the Host organization. Requirements are summarized in the Minimum Requirements sheet (Att. 1), detailed in the Standard Contract including Exhibits A-F (Att. 2). [Addressed in detail below.] 5 Proposed dates:

Note: The IAF member organization proposing to host an IAC may demonstrate that it meets the above requirements through the creation of a consortium or other entity with sufficient organizational skills, financial backing, human resources and legal structure to meet this requirement. In this case, the proposed organization must include in its proposal: 1 A description of the proposed organizational arrangement. The consortium or organization shall also provide documentation to validate its legal existence as well as its address, telephone, facsimile and e-mail address for follow up communications. 2 Written commitments from the consortium members specifying the organizational and/or financial support they propose to provide.

3 Additional, publicly verifiable information describing the capabilities as well as the financial and organizational resources of the consortium LOC Chair: LOC Chair: LOC Chair:

B Proposals The IAF member organization or consortium proposing to host the IAC shall submit a proposal with a cover letter addressed to the President of the IAF, and written on paper with the printed letterhead of the proposed host. a Cover letter b Written on letterhead The Proposals shall discuss and, where appropriate, provide supporting documentation on the following factors: 1 Congress facilities including modern capabilities for holding plenary sessions, highlight lectures open to the public, technical sessions, committee rooms, offices, special purpose rooms, areas for registration, refreshments and meals and other features.

a The proposal should indicate whether the proposed Congress facilities comply fully with Att 2 - Exhibit A (IAC Arrangements) and Att 2 Exhibit D (Student and Young Professionals programs). [See also specific sections below in this spreadsheet.]

b The proposal should discuss additional features of the Congress site that might make it attractive for the IAC (e.g. additional meeting rooms, flexible facility arrangements, scenic location, wireless internet access, security provisions, convenient access to public transportation, etc.).

2 Exhibition facilities located at the Congress site or not more than 5 minutes walk from the Congress facilities. The proposal should discuss their size, flexibility to accommodate various types of exhibits, special events and other special features.

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3 Venues for the opening ceremony (minimum 3000 persons) and closing gala banquet (minimum 500 persons). a The proposal should indicate whether the opening ceremony can be held at the Congress site. If the opening ceremony cannot be accommodated at the Congress site, the proposal should indicate the planned site for this ceremony, the distance (minutes walking) from the site and, if the distance is more than 15 minutes walking from the hotels and Congress site what transportation arrangements are envisioned.

b The proposal should also indicate the probable location of the Gala dinner and its location vis-à-vis the proposed Congress hotels.

4 Hotel accommodations of varying types and prices (including information on the distance from the Congress area) for attendees including students/ young professionals. a The IAF’s goal is to offer Congress participants high quality lodging at prices that are significantly lower than would otherwise be available to visitors to the Congress site including those who may book directly from the hotels. b The proposal should specify whether discounts on hotel rates will be offered and, if so, what percentage of discount is guaranteed in each category. c The proximity – both in distance and in time – of hotel accommodations to the Congress site. If the majority of the hotels proposed for the Congress are not within a 15 minute walk from the Congress site the proposing organization should elaborate on how it intends to provide frequent, convenient access to and from the Congress site.

5 Anticipated local organization committee structure including names of local organizing committee members, organizational and financial support, and past experience in organizing large congresses.

6 Name and qualifications of the person who the local organizing committee intends to designate as International Program Committee Co-chair (technical program leader).

7 Local organization plans with regard to ensuring that all Congress participants will be granted unimpeded access to enter and leave the host country. If visas are required, the proposed host organization should indicate which country residents will need to obtain visas. The proposed host organization should also describe its plans to facilitate the granting of visas for Congress participants.

8 The proposal should include a preliminary budget for the proposed Congress that demonstrates the anticipated financial viability of the undertaking. The budget should be developed and presented in Euros and included as part of the Host's proposal.

9 Accessibility of host country and city for international travellers including the number and frequency of non-stop international flights from major locations, local transportation (including metro, taxi and buses) and regional transportation services, language capabilities of host city residents to communicate in the Federation’s official languages).

10 Availability of mobile telephone, high speed internet, and wireless internet services in the Congress city.

11 Venues for associated events such as the UN/IAF Workshop.

12 Space activities and interests of the host country and city including any special events or plans which the host organization plans to pursue in connection with the IAF.

13 Proximity of cultural, historical and space program sites of potential interest to the IAC attendees.

C Evaluation and Selection Process 1 Proposal received on or before deadline 2 Selected by Bureau as a candidate for further consideration 3 Additional information requested 4 Additional information received on or before deadline 5 Additional information provides complete responses to the issues raised 6 Oral presentations a Bidder was well-prepared, presentation was complete and consistent with the written proposal b Answers to questions seemed direct and thorough, not vague or evasive c Representatives have attended previous IACs d Representatives have a clear grasp of what it takes to host a Congress

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Evaluation criteria D Preliminary evaluation - mark each item out of a maximum of 5 points The IAF Congress and Symposia Advisory Committee and the IAF Bureau will evaluate the extent to which each proposed venue satisfies the above factors. The evaluation will also consider: 1 The anticipated ability of the proposing organizations to comply fully with the Minimum Requirements and the Standard Contract Overall impression Overall impression Overall impression 2 The financial viability of the undertaking as proposed by the host organisation or consortium. [see 'Budgets' spreadsheet for details.] See details in 'Budgets' spreadsheet See details in 'Budgets' spreadsheet See details in 'Budgets' spreadsheet 3 The number of IAF member organizations in the host country and the level of involvement of these organizations in the current activities of the Federation.

4 Other incentives that may be proposed by the host organization/city/country.

5 Unique opportunities associated with the venue for the IAF and the host organization to promote global space cooperation and space activities in the host country.

6 Ease of access to the host country, to the proposed city and venue, and from the selected hotels to the Congress site.

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7 Past experience with regard to the hosting of an IAC or a comparable event by an organization, city or country.

8 IAF practices with regard to the sequence of holding IACs in various regions of the world. [Alternate between Europe and somewhere else.] In making its recommendation to the General Assembly the Bureau will take into account the Federation's desire, when possible, to hold successive IACs on different continents.

E Additional Comments/Summary Bidder 1 Strengths: Shortcomings: Bidder 2 Strengths: Shortcomings: Bidder 3 Strengths: Shortcomings:

Room requirements iaw Contract Exhibit A (all theatre style) This detailed section should reference feedback from the site evaluations. Comments

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Opening Ceremony - 1 room Contract says minimum 3,000 seats -- more likely 2,500 required Plenary and Highlight Lectures - 1 room 1,000 seats Technical Sessions - 17 rooms 100 to 250 seats each General Assembly & IPC meetings - 1 room 300 seats Note: may also be used for Academy Day Academy Day - 7 rooms 300 seats - plenary room 75 seats - six Commission rooms Gala Dinner - 1 room 600 seats UN/IAF Workshop - 2 rooms 180 seats - plenary room 50 seats - session room Note: must be in the vicinity (not co-located with) the Congress Special Sessions - 1 room 250 seats Committee Meetings - 7 rooms 30 + seats - Bureau 20-30 seats - six committee rooms Offices Executives - Pres of IAF/IAA/IISL plus IAF ED plus IPC - 5 rooms 5m x 5m, lockable, window, HS internet IAF - telephone w/long-distance capability w/free calls IPC - 20 seats

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IISL - computer + printer IAF Secretariat - 1 room lockable, window, HS internet, computers etc etc IAA Secretariat lockable, window, HS internet, computers etc etc IISL Secretariat lockable, window, HS internet, computers etc etc Note: all consumables to be supplied no charge Press Centre - 1 room 10 desktops w/HS internet, 3 computers, 2 printers, 1 receptionist Presentation Preparation - 1 room 6 computers, projectors, technical staff Internet Café - 1 room or area 15 HS internet connections, wireless access, 15 computers, printer IAF Members Lounge - 1 room 30 seats 25 HS internet connections, 3 computers, 3 printers, 5 telephone lines, fax, photocopier, all-day snacks, full-time receptionist to restrict access Special Reception Facilities - 1 or 2 rooms Lounge, reception area for VIPs Private dining area for VIP lunches Registration Desk area 8 am - 6 pm Saturday through the following Friday Stands - 6 required 1 - > 9 sq m area - next Congress host 5 - > 6 sq m - publications Meeting Facilities for IAF Members - 2 rooms 15 seats each Note: must be within 5 minutes walking distance Additional meeting rooms (must be provide upon request) - availability

NOTE: Additional rooms will be required for hospitality/sales presentations in/near the main venue -- various sizes

Students and Young Professionals program requirements iaw Contract Exhibit D 1 Facilitate contact between sponsors and local hotels

2 Provide a dedicated student area of at least 200 square meters in the Space Exhibition area

3 Provide two dedicated session rooms with seating for at least 200 persons (theatre style), located either near the other session rooms or near the student area within the Space Exhibition

4 Facilitate organization of daily lunches (catering) and a party (venue, DJ, catering) for students, and social and other events supporting the Students and Young Professionals program

5 Designate a Students and Young Professionals program coordinator

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Call for Hosting the 63rd International Astronautical Congress in 2012 Host City Proposals Budgets
REVENUES Registration fees - FILL IN THE TABLE BELOW Sponsorship Platinum Gold Silver Bronze Other Exhibition Premium space Standard space Other Other Item 1 Item 2 Total Fee table - 60th IAC, Daejeon, South Korea Full-paying participant Full-paying participant - IAF member organisation IAF Bureau member, Past President, IPC co-chair Retired person Young professional Full-time student Accompanying person, accredited press Insert proposed number of registrants in each category Bidder 1 Full-paying participant Full-paying participant - IAF member organisation IAF Bureau member, Past President, IPC co-chair Retired person Young professional Full-time student Accompanying person, accredited press Bidder 2 Full-paying participant Full-paying participant - IAF member organisation IAF Bureau member, Past President, IPC co-chair Retired person Young professional Full-time student Accompanying person, accredited press Bidder 3 Full-paying participant Full-paying participant - IAF member organisation IAF Bureau member, Past President, IPC co-chair Retired person Young professional Full-time student Accompanying person, accredited press 9,000 € Early 675 € 600 € 300 € 350 € 250 € 100 € 0€ 9,000 € Late 775 € 700 € 350 € 400 € 250 € 100 € 0€ 9,000 € On-site 825 € 750 € 375 € 450 € 300 € 125 € 0€ On-site 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0€ 0€ 0€ 0€ 0€ 0€ Bidder 1 priced in € 9,000 € 0€ Bidder 2 priced in € 9,000 € 0€ Bidder 3 priced in € 9,000 € 0€

Early Late Total paying delegates: 30 0 0 0 0 30 0 0 0 0 0 0 0 0 0 Total paying delegates: 30 0 0 0 0 30 0 0 0 0 0 0 0 0 0 Total paying delegates: 30 0 0 0 0 30 0 0 0 0 0 0 0 0 0

EXPENSES IAF percentage of registration revenues Congress Centre Meeting room rental AV equipment + technicians Poster boards Signage Security Other Print materials & web site 1st announcement (IAF) 2nd announcement (IAF) Final program Abstract book/DVD (IAF) Proceedings on CD-ROM/DVD (IAF) Daily bulletin Postage/distribution Web page Other LOC expenses Accommodation Travel Promotion Other Hotel accommodations Suite for IAF President (11 nights) Five double rooms (12 nights) Three single rooms (12 nights) Other Invited speakers, Committee members Accomodation Travel Gifts Other Conference materials Delegate bags Badges Notepads, pens Other Social events Opening ceremony Opening ceremony - translation Welcome reception Sightseeing tour - APs Banquet - rental, entertainment Banquet - food Banquet - transportation Banquet - complimentary tickets Congress Centre - Catering Coffee breaks Refreshments for Speakers & Members Refreshments for staff VIP dining area Other

Bidder 1 priced in € 0€ 0€

Bidder 2 priced in € 0€ 0€

Bidder 3 priced in € 0€ 0€

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Congress Secretariat Staff for pre-registration On-site staff Office supplies Misc (courier, taxi, translation etc) Other Exhibition Manual Management & set-up Other Other Insurance Banking charges Contingency Professional Conference Organizer fee Other Sub-total Taxes, surcharges etc. Total expenses

0€

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ROLL-UP Revenues Expenses Surplus (Deficit)

Bidder 1 9,000 € 0€ 9,000 €

Bidder 2 9,000 € 0€ 9,000 €

Bidder 3 9,000 € 0€ 9,000 €

COMMENTS Bidder 1

Bidder 2

Bidder 3

Call for Hosting the 63rd International Astronautical Congress in 2012 Attachment 1
Minimum Requirements for Hosting an International Astronautical Congress

Compliance Matrix
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Indicate overall commitment/compliance with Y (yes), N (no) or ? (uncertain)

The host organization will be required to: 1 Organize and conduct a six-day International Astronautical Congress on behalf of the IAF, the IAA and the IISL. This includes an “Academy Day” on the first day (Sunday) of the Congress that is open to IAA members and the public without charge followed by a five-day Congress (Monday to Friday) that is generally open only to registered participants. 2 Organize and conduct a five-day space exhibition held in conjunction with the IAF at the same or an adjacent location. 3 Provide simultaneous interpretation services - at a minimum in English, French, Spanish and Russian - during the Opening Ceremony of the IAC. 4 Organize and conduct social events normally associated with IACs including: a Welcome reception on the Monday evening of the Congress. This reception will be open to all registered participants and accompanying persons at no charge. b Accompanying persons’ coffee or similar event. c Gala dinner on the Friday of the Congress. 5 Commit to the following minimum financial conditions: a Collection of registration fees at rates established by the IAF under conditions approved by the IAF. b Payment to the IAF of its share of all registration fees collected which (except as specified otherwise in Att 2 - Exhibit B) will be at least 50%. c Payment of any and all taxes imposed by local and national authorities. This includes any taxes that are required to be paid on registration fees. Such taxes will be paid by the Host out of its portion of the revenues from the Congress; they will not be charged to those registering and will not be deducted from the amounts the Host is obliged to pay to the IAF. d Payment will be made to the IAF in Euros by the agreed payment deadlines.

6 Guarantee of a minimum financial return to the IAF of 300,000 Euros through the establishment of an insurance policy issued to the IAF and paid by the host organization. This coverage will be provided by an internationally recognized insurance firm. The proposed terms and conditions of the coverage will be approved by IAF before the policy is issued. 7 Provide liability insurance coverage for the protection and benefit of the IAF, IAA, IISL, and all attendees. This coverage will be provided by an internationally recognized insurance firm. The proposed terms and conditions of the coverage will be approved by IAF before the policy is issued. 8 Acknowledge and agree to be bound by the requirements of the noncompliance provision that is included in the standard contract (Att 2) the IAF signs with the Host organization 9 Assist - as requested by the IAF - in the organization of meetings associated with the IAC. These meetings will include but are not limited to a UN/IAF Workshop which is generally held just before the IAC and is sponsored in part by the host country. 10 Provide all requested meeting rooms, facilities, equipment, staff support and related services in accordance with the provisions of Att 2 - Exhibit A. 11 Register IAC participants in accordance with the provisions of Att 2 Exhibit B and other provisions determined by the IAF and elaborated in a contract between the IAF and the Host. 12 Provide for the printing and dissemination of material in accordance with the provisions of Att 2 - Exhibit C. 13 Support IAF student and young professional activities in accordance with the provisions of Att 2 - Exhibit D. 14 Provide support for the International Institute of Space Law Moot Court and related activities in accordance with the provisions of Att 2 - Exhibit E. 15 Provide support for Distinguished Participants (VIPs) and Plenary Speakers in accordance with Att 2 - Exhibit F. Additional Comments Bidder 1

Bidder 2

Bidder 3

Call for Hosting the 62nd International Astronautical Congress in 2011 Host City Proposals Congress Site Evaluations
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Score out of 5 points unless otherwise indicated

A General Insert site evaluation comments on this spreadsheet

Congress and Symposium Advisory Committee The Call for Proposals for Hosting the 63rd International Astronautical Congress (IAC) in 2012 contains the following timetable 2009 1 April 25 May 22 June 10 August (latest) 7 September 12 - 16 Octtober 16 October Announcement of Call for Proposals for the 63rd IAC in 2012 Deadline for receipt by IAF Secretariat of intention to submit proposals Deadline for receipt by IAF Secretariat of Proposals Announcement of finalist candidates (maximum of 3) as selected by Bureau Deadline for receipt by IAF Secretariat of updated Proposals Finalist interviews and presentations during 60th IAC in Daejeon Selection of the Host city for the 63rd IAC in 2012

Previous International Astronautical Congresses
# 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 Year City 1950 1951 1952 1953 1954 1955 1956 1957 1958 1959 1960 1961 1962 1963 1964 1965 1966 1967 1968 1969 1970 1971 1972 1973 1974 1975 1976 1977 1978 1979 1980 1981 1982 1983 1984 1985 1986 1987 1988 1989 1990 Paris London Stuttgart Zurich Innsbruck Copenhagen Rome Barcelona Amsterdam London Stockholm Washington Varna Paris Warsaw Athens Madrid Belgrade New York Mar del Plata Constance Brussels Vienna Baku Amsterdam Lisbon Anaheim Prague Dubrovnik Munich Tokyo Rome Paris Budapest Lausanne Stockholm Innsbruck Brighton Bangalore Malaga Dresden Country France United Kingdom Germany Switzerland Austria Denmark Italy Spain Netherlands United Kingdom Sweden USA Bulgaria France Poland Greece Spain Yugoslavia USA Argentina Germany Belgium Austria USSR Netherlands Portugal USA Czechoslovakia Yugoslavia Germany Japan Italy France Hungary Switzerland Sweden Austria United Kingdom India Spain Germany # 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 Year City 1991 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 Montreal Washington Graz Jerusalem Oslo Beijing Turin Melbourne Amsterdam Rio de Janeiro Toulouse Houston Bremen Vancouver Fukuoka Valencia Hyderabad Glasgow Daejeon Prague Cape Town Country Canada USA Austria Israel Norway China Italy Australia Netherlands Brazil France USA Germany Canada Japan Spain India Scotland South Korea Czech Republic South Africa


				
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