Docstoc

The bid International Council of Museums

Document Sample
The bid International Council of Museums Powered By Docstoc
					                                                                        CONTENTS



Introduction and background ................................................................................................................................... 4
    Presentation of ICOM.......................................................................................................................................... 4
    Presentation of the ICOM General Conference .................................................................................................. 4
    Date and duration................................................................................................................................................ 4
    Format ................................................................................................................................................................. 5
Bidding guidelines ................................................................................................................................................... 6
    Eligibility .............................................................................................................................................................. 6
    The bid ................................................................................................................................................................ 6
    Letter of intent ..................................................................................................................................................... 6
    Deadline for bids ................................................................................................................................................. 6
    Pre-selection ....................................................................................................................................................... 7
    Site inspection and evaluation ............................................................................................................................ 7
    Presentation and final decision ........................................................................................................................... 7
    Contract signing .................................................................................................................................................. 7
    Timeframe ........................................................................................................................................................... 7
Instructions and check list of attachments for the bidding questionnaire ................................................................. 8
    Recommendations on how to fill out the bidding questionnaire .......................................................................... 8
    Checklist of attachments ..................................................................................................................................... 8
        Undertaking .................................................................................................................................................... 8
        Letters of support and guarantees .................................................................................................................. 8
        Programme(s) ................................................................................................................................................. 9
        Map of the city ................................................................................................................................................ 9
        Other maps ..................................................................................................................................................... 9
        Budgets........................................................................................................................................................... 9
        Other important attachments .......................................................................................................................... 9
Undertaking ........................................................................................................................................................... 11
Chapter 1: Host ..................................................................................................................................................... 12
Chapter 2: Support ................................................................................................................................................ 26
Chapter 3: Theme and programme ....................................................................................................................... 33
Chapter 4: Venue .................................................................................................................................................. 39
Chapter 5: Travel, accommodation and on site reception ..................................................................................... 70

                                                                                  2 / 132
Chapter 6: Budget and financial aspects ............................................................................................................... 85
Chapter 7: Communication .................................................................................................................................. 104
Chapter 8: Collaboration...................................................................................................................................... 114
Appendix 1: List of Past ICOM General Conferences ......................................................................................... 124
Appendix 2: Themes of past and upcoming International Museum Day.............................................................. 125
Appendix 3: Technical requirements of plenary sessions and the Executive Council meeting (Cf. Requirement 4.2)
............................................................................................................................................................................ 126
Appendix 4: Technical requirements of offices (Cf. Requirement 4.3)................................................................. 128
Appendix 5: Indicative planning on the organisation of simultaneously interpreted sessions of International
Committees (Cf. Requirement 4.8) ...................................................................................................................... 130
Appendix 6: Possible layouts for the elections office (Cf. Requirement 4.10) ..................................................... 131
Appendix 7: Specifications on the travel and accommodation of members of the Executive Council, Chair and
Vice-Chair of the Advisory Committee, the Director General, invited speakers and ICOM General Secretariat staff
(Cf. Requirement 5.4) .......................................................................................................................................... 132




                                                                                  3 / 132
                       INTRODUCTION AND BACKGROUND

Presentation of ICOM
Created in 1946, ICOM (International Council of Museums) is an international non-governmental organisation
maintaining formal relations with UNESCO. Within the United Nations, ICOM has a consultative status with the
Economic and Social Council. ICOM is the only international organisation representing museums and museum
professionals on a global level.
ICOM is:
   A diplomatic forum made up of representatives from 137 countries and territories
   Standards of excellence for museums including ethics (ICOM Code of Ethics for Museums)
   A unique international network of more than 30,000 museum professionals around the world
   A think-tank composed of 31 International Committees, which represent museums‟ specialties
   Missions of international public service notably in the fight against illicit traffic in cultural property and
    emergency programmes in case of natural disasters or armed conflict.

Presentation of the ICOM General Conference
Held every three years, the General Conference brings together the international museum community to discuss
a theme chosen by museum professionals. Some 2,000 to 4,000 museum experts and museum professionals
gather for a week to discuss, exchange ideas and reflect on museum-related questions. The last ICOM General
Conference was held in Shanghai, China from 7 to 12 November, 2010 under the theme Museums for Social
Harmony which gathered around 3,000 participants. The next ICOM General Conference will take place in Rio de
Janeiro, Brazil from 1st to 8 June, 2013 (dates subject to change).
A prestigious and festive event, the General Conference revolves around scientific and academic symposiums,
organised by the many International Committees; administrative sessions, including the General Assembly and
the Advisory Committee meetings, which define the organisation‟s policies; and forums on topics related to the
issues facing museums worldwide today.
For ICOM members, the Conference will also be an opportunity to visit the local museums and to engage in
activities that provide a better understanding and appreciation of the culture of the host country. It is therefore
important to explain how the host country‟s museums will be involved in the Conference, and the opportunities
that ICOM members will have to appreciate the host culture during the Conference.
From the General Conference in 2013 onwards, the event will be open to non-ICOM members so that the
international museum and cultural heritage community will have the opportunity to learn about ICOM. Promotional
measures in attracting their participation are encouraged.

Date and duration
Previous General Conferences were generally held between May and the beginning of November (mostly
between October and November when the event was held in the southern hemisphere). The Conference usually
begins on a Sunday and can last for six (6) to twelve (12) days. When suggesting dates for the event, the bidder
must make sure that they do not clash with major public holidays in the host country and around the world (e.g.
Thanksgiving in the US), or major meetings and events in the host city.




                                                      4 / 132
Format
The entire programme contains three (3) parts: pre-conference (for administrative meetings), official sessions and
post-conference (for visits).
The following is an indicative format of the General Conference which is subject to change.
Any changes to this format must be approved by ICOM.
                                  Day 1   Morning     Advisory Committee Meeting – Plenary Session
  PRE-CONFERENCE PROGRAMME




                                          Afternoon   Advisory Committee Meeting – Separate Meetings of National Committees
                                                      and International Committees
                                          Evening     Free
                                  Day 2   Morning     Board Meetings of International Committees, Regional Alliances and
                                                      Affiliated Organisations, meetings of Technical Committees, Press
                                                      Conference
                                          Afternoon   Executive Council Meeting, Board Meetings of International Committees,
                                                      Regional Alliances and Affiliated Organisations, meetings of Technical
                                                      Committees (if needed)
                                          Evening     Free
                                  Day 3   Morning     Opening Ceremony, Plenary Session, Opening of Museum Trade Fair,
                                                      Meetings of International Committees (on-site with simultaneous
                                                      interpretation), Regional Alliances and Affiliated Organisations

                                          Afternoon   Meetings of International Committees (on-site with simultaneous
                                                      interpretation), Regional Alliances and Affiliated Organisations
                                          Evening     Opening Party
  OFFICIAL CONFERENCE PROGRAMME




                                  Day 4   Morning     Plenary Session, Meetings of International Committees (on-site), Regional
                                          Afternoon   Alliances and Affiliated Organisations, Museum Trade Fair
                                          Evening     Networking events
                                  Day 5   Morning     Plenary Session, Meetings of International Committees (on-site & off-site),
                                          Afternoon   Regional Alliances and Affiliated Organisations, Museum Trade Fair

                                          Evening     Networking events
                                  Day 6   Morning     Meetings of International Committees (on-site), Regional Alliances and
                                                      Affiliated Organisations, Museum Trade Fair
                                          Afternoon   Meetings of International Committees (on-site), Regional Alliances and
                                                      Affiliated Organisations
                                          Evening     Networking events
                                  Day 7   All day     Excursion Day
                                  Day 8   Morning     General Assembly, Closing Ceremony
                                          Afternoon   Advisory Committee (to be confirmed), Executive Council Meeting, Press
                                                      Conference
                                          Evening     Closing Party
                                                      POST-CONFERENCE PROGRAMME




                                                                    5 / 132
                                     BIDDING GUIDELINES

Eligibility
All active ICOM National Committees can apply to host the ICOM General Conference. A list of past ICOM
General Conferences‟ venue, dates and themes are attached in Appendix 1. Priority will be given to countries that
have never before hosted an ICOM General Conference.
Any application which is incomplete or does not respect the instructions as detailed in the bidding questionnaire
will not be considered eligible. Neither will any bidding application submitted for which a letter of intent was not
received previously at the General Secretariat.

The bid
The bidder is invited to read carefully the requirements listed in this Bidding Manual and submit a bidding
application composed of:
1) the enclosed bidding questionnaire filled out in English or French clearly and concisely;
2) all appendices specified;
3) additional audiovisual materials (optional).
All the elements that you wish to present in your bid must be compiled in a single PDF document not exceeding
5MB, to be sent by email to ICOM General Secretariat. Larger files or audiovisual materials such as films and
videos can be posted separately by surface mail or courier, but must reach the ICOM General Secretariat by the
set deadline.
It is important to remember that all representations, statements and other commitments contained in the bidding
application are binding for the organising committee in the event that the city in question is chosen to host the
ICOM General Conference.
The bidding application submitted by the candidate is key to the evaluation of the host, preceding the site
inspection of the Executive Council delegation before the presentation and report to Advisory Committee for
voting.
To select the host country for 2016, ICOM must have a clear vision on how the host country intends to link the
General Conference with ICOM‟s Strategic Plan. ICOM will also consider the efforts (logistical, financial and
otherwise) that the candidate country is willing to undertake to encourage and support the most representative
and inclusive participation from the ICOM community. Finally, overall consistency is essential when presenting
the bid.

Letter of intent
A letter of intent must be received by email (icom2016@icom.museum) or by fax (+33 1 43 06 78 62) at ICOM
General Secretariat by 30 October, 2011, signed by the Chair of National Committee and any other party involved
in the bid, expressing interest in bidding for the hosting of the 24th General Conference of ICOM. Any letter of
intent received after that date will not be accepted and no further application can be accepted consequently.

Deadline for bids
The bidding application must be sent to ICOM General Secretariat by email at icom2016@icom.museum by 15
January, 2012 (Paris time: GMT+1). Additional audiovisual materials sent by surface mail or courier must reach
the ICOM General Secretariat by the set deadline.


                                                      6 / 132
Pre-selection
By 15 February, 2012, a shortlist of a maximum of three candidates will be drawn up by the Board of the ICOM
Executive Council. The shortlisted candidates will be announced later.

Site inspection and evaluation
The delegation of the Executive Council will inspect the General Conference site or its ongoing construction in the
candidate host cities during the first quarter of 2012 and prepare an evaluation report.
Each application will be evaluated based on their bidding application and the results of the site inspection. The
outcome of the evaluation will be given to the members of the Advisory Committee before the vote of June 2012.

Presentation and final decision
The candidate host cities are invited to present their bid during the ICOM Annual Meetings in June 2012 at the
Advisory Committee session by means of brochures, reports, videos or PowerPoint presentations.
The Advisory Committee will vote on a motion of recommendation for the site location of ICOM‟s 24th General
Conference 2016 in June 2012.The recommendation will then be submitted for approval by the Executive Council
in June 2012.

Contract signing
A contract defining the roles of ICOM and of the local organising committee of the General Conference will be
signed by the two parties in 2013.

Timeframe
By 31st July, 2011       Bidding manual for the General Conference 2016 to be sent.
By 30 October, 2011      Deadline for receiving the letter of intent to bid for the hosting of the General
                         Conference 2016
By 15 January, 2012      Deadline for receiving bids to host the General Conference 2016.
By 15 February, 2012     Shortlist of a maximum of three candidates to host the General Conference 2016
During the first quarter Site inspection of the candidate host cities for the General Conference 2016.
of 2012
Annual Meetings 2012     Motion of recommendation to be voted by the Advisory Committee on the site
                         location of the General Conference 2016 and to be submitted for approval by the
                         Executive Council.
In 2013                  Signing of a Framework Agreement for the General Conference 2016.




                                                     7 / 132
    INSTRUCTIONS AND CHECK LIST OF ATTACHMENTS FOR THE
                  BIDDING QUESTIONNAIRE

ICOM reserves the right to change, develop or improve the General Conference programme and all related
requirements.

Recommendations on how to fill out the bidding questionnaire
The bidding application is to be composed of the enclosed bidding questionnaire filled out in English or French
clearly and concisely with all appendices specified and any additional audiovisual materials that you judge
necessary to present your bid.
It is important to remember that all representations, statements and other commitments contained in the bidding
application are binding in the event that the city in question is elected to host the ICOM General Conference.
The pages that follow the checklist contain a blank questionnaire with sample lists and tables. A title page is
necessary and its template is provided in the bidding questionnaire. You should attach the scanned version of the
signed copy of Undertaking stating that if the candidate city is elected as the host city, representatives of the city
and/or of the National Committee will sign a contract with ICOM.
Questions to be answered in the sample questionnaire are preceded with a “Q”. Information in square brackets
[…] indicates the form of answers expected, in several categories:
        Explanatory: textual explanation.
        List, Chart, Graphics: numbers and statistics with complementary and brief explanation
        Floor plan, Seating Plan, Photos, Map: visual support
        Budget: draft budget estimation with breakdown
        Schedule: timetable with explanation on tasks and objectives
You can exceed the default one page reserved for each question, in which case the number corresponding to the
question must be identified in the header when exceeding the space or when attaching a document. However,
only one question may be answered per page.
All the elements that you wish to present for your bid must be compiled in a single PDF document not exceeding
5MB, to be sent by email to ICOM General Secretariat at icom2016@icom.museum by 15 January, 2012. Larger
files or audiovisual materials such as films and animations can be posted separately by surface mail or courier
but must reach the ICOM General Secretariat by the set deadline.

Checklist of attachments
Among the numerous lists and visuals to be provided when answering the questions, please add the following
main attachments to your bidding application:

Undertaking
-    The scanned version of the signed copy of Undertaking (p. 11)

Letters of support and guarantees
-    Letters of support from relevant government authorities and bodies (original + translation in English or French)
     (2.1.1).
-    Financial guarantee from the competent authorities covering any potential economic shortfall of the
     organising committee (original + translation in English or French) (2.1.1).

                                                       8 / 132
Programme(s)
-   A draft programme proposal (3.3.1).
-   A proposal for cultural and tourist activities including opening and closing receptions (3.3.2).

Map of the city
-   Locate the main venue of the General Conference on a map of the city (4.1.1) with the available facilities
    within or near the conference venue (4.1.2).
-   Locate the other venues for the meetings of the International Committees (4.1.4) and for networking events
    (4.9.1).
-   Locate the international airport on the city map and indicate the distance to the city centre and to the
    conference venue (5.1.2).
-   Locate the recommended hotels on the city map (5.3.3).
-   Locate the hotel(s) for the Executive Council members and the ICOM General Secretariat (5.4.2).

Other maps
-   Floor plan of the main venue, the functions planned for each area (4.1.2), the breakout rooms (4.2.1) and a
    seating plan of the auditorium (4.2.2). Separate floor plans for the exhibition area (4.4.1) and for the
    registration area (4.5.1).
-   A public transport map (5.2.3).

Budgets
-   A draft (global) budget with detailed breakdown in EUR (6.1.1).
-   A separate budget estimate for the travel grants (6.7.2).

Other important attachments
-   A month-by-month schedule for the organisation of the General Conference from June 2012 until the
    Conference date in 2016 (1.1.4) and in a separate document, a schedule for the distribution of Preliminary
    and Final Programme and Proceedings (7.4.4).
-   A theme statement (3.1).
-   A plan for the promotion of the Museum Trade Fair (6.5.1).
-   A sponsorship plan by specifying the events for which you intend to obtain sponsorship and a draft budget
    with a detailed breakdown and a draft sponsorship package if available (6.6.1).
-   The promotional strategy by indicating, in particular, the timeframe and targets (7.1.1).
-   A draft logo design (7.2.1).
-   A training programme and schedule for the contact persons of the International Committees (8.3.3).
-   An organisational chart of the organising committee (8.4.1).




                                                       9 / 132
   NAME OF THE NATIONAL COMMITTEE




 Bidding application for the
hosting of ICOM’s 24th General
         Conference

     CANDIDATE CITY AND COUNTRY:
           PROPOSED DATES


   THEME OF THE GENERAL CONFERENCE




         LOGO OF THE GENERAL CONFERENCE




         DATE OF THE BIDDING APPLICATION




                     10 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                                  Undertaking


                                          UNDERTAKING

1. The National Committee of ______________________________ (legal name of ICOM‟s National
   Committee), hereinafter referred to as “The National Committee”, recognises and declares that it is aware of
   the contract that shall be executed with the International Council of Museums (“ICOM”) if the National
   Committee is elected to host ICOM‟s 24th General Conference (said contract being referred to hereinafter as
   the “Framework Agreement” and said General Conference as “General Conference”) and is prepared to sign
   the Framework Agreement without reserve or amendment.
2. In consequence thereof, the National Committee declares that, during the bidding process, it will refrain from
   becoming a party to or approving or consenting to any act, contract, commitment or any other action contrary
   to or which might affect any of the obligations stipulated in the Framework Agreement.
3. Should the National Committee have already entered into or approved or consented to a commitment which
   would be in conflict with, jeopardise, prevent or make impossible the fulfilment of any provision of the
   Framework Agreement, it shall bring to the attention of ICOM all such commitments no later than 15 January,
   2012. The National Committee declares that all such commitments shall be neither enforced nor enforceable
   against ICOM and that such commitments shall be deemed, with regard to ICOM and any party with which
   ICOM may enter into an agreement with regard to the General Conference, to be null and void, unless
   specifically requested and/or approved in writing by ICOM. Furthermore, the National Committee shall take
   all steps necessary to terminate or cause to be terminated all such commitments which would be contrary to
   the obligations stipulated in the Framework Agreement.
4. The National Committee undertakes to abide by the ICOM Statutes and the ICOM Internal Rules and
   Regulations.
5. The National Committee has ensured, or shall ensure, that the ICOM logo and trademark are protected in the
   name of ICOM and/or that it has obtained, or shall obtain from its government and/or its competent national
   authorities, adequate and continuous legal protection to the satisfaction of ICOM and in the name of ICOM.
   The National Committee has brought this provision to the attention of its government and its competent
   national authorities and confirms that its government and its competent national authorities have agreed with
   its content.
6. The National Committee declares that any dispute arising during the bidding process, in connection with this
   Undertaking, shall be first subject to conciliation and mediation before being referred to and settled by the
   Tribunal de Grande Instance of Paris, France. French laws shall be exclusively applicable to this Undertaking.
7. This Undertaking shall remain in full force and effect until 31 December, 2016.




The National Committee of ______________________________ of ICOM
Per:______________________ Title: __________________________ Date: _____________________
Per:______________________ Title: __________________________ Date: _____________________




                                                    11 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                 1. Host – Requirements & Criteria


                                          CHAPTER 1: HOST

1.1 The ICOM National Committee, the national association within the host country or any other associate
    member who is responsible for the bid, must be legally eligible to form the organising committee for the
    General Conference on the basis of a contract with ICOM. Details of the persons responsible for the bid must
    be included in the bidding application. The organising committee will be mandated by ICOM for the on-site
    management of the General Conference. The organising committee will liaise with local venues and
    suppliers, and is responsible for local sponsorship and marketing, communication and public relations
    campaigns within the city, country and region. The committee will also produce some of the printed material
    and will welcome participants, special guests, and ICOM staff.

The bid will be evaluated on the involvement of the bidding and organising committee, which in part reflects the
candidate‟s motivation, and the professionalism and willingness of these bodies as well as the bid‟s legitimacy
and feasibility.
Please refer to Q 1.1.1 – Q 1.1.5.


1.2 The host city or its surrounding area must offer a favourable academic and professional environment for the
    hosting of ICOM General Conference. The host city is also expected to benefit from the General Conference,
    through potential membership growth or a long-term legacy for its National Committee as well as for the
    museum community in the country and in the region. The National Committee must also explain how it
    expects to link the General Conference to the implementation of ICOM Strategic Plan 2011-2013.

The bid will be evaluated on the candidate city's motivation and enthusiasm for holding the General Conference
and the museum development situation in the city/region/country. The development of ICOM membership in the
candidate country and the country‟s involvement in ICOM in the past will be taken into account; indication of
potential involvement in ICOM‟s future will be favoured.
Please refer to Q 1.2.1 – Q 1.2.6.


1.3 Regional collaboration is an important element of a successful General Conference. Proofs of the results of
    this type of collaboration must be demonstrated.
The bid will be evaluated on the National Committee's experience in regional collaboration.
Please refer to Q 1.3.1


1.4 Any experience in organising national, regional and international conferences or events will be valued.
The bid will be evaluated on the candidate city's experience in organising events, similar in size or in the profile of
participants.
Please refer to Q 1.4.1.




                                                       12 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                           Chapter – Question #


Q 1.1.1                     Please include the list of the members in the bidding committee (including their titles
[LIST]                      and institutions) and the details of the people responsible for the bid.



         List of members of the bid committee

 Role within the bidding        Name of the person              Title of the person      Institution of the person
       committee




         Contact details of the persons responsible for the bid

Person 1
Name
Title
Institution
Address
Email
Telephone
Fax
Person 2
Name
Title
Institution
Address
Email
Telephone
Fax




                                                     13 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                 Chapter – Question #


Q 1.1.2             Please indicate which legal structure you expect your organising committee to take.
[EXPLANATORY]




                                            14 / 132
    CANDIDATE CITY, NATIONAL COMMITTEE                                                            Chapter – Question #


    Q 1.1.3                        If you intend to contract a professional structure for the management of the General
    [EXPLANATORY + LIST]           Conference, please provide details of the potential Professional Congress Organiser
                                   (PCO), Destination Management Company (DMC) or any other professional
                                   structure. If you do not intend to do so, please explain why.



             PCO/DMC/other professional structure to be contracted potentially

    Name
    Address
    Website
    Office locations
    Expertise
    Industry membership / accreditation


             List of past projects/clients

Project       Type          Date           City,     Organiser /      Venue      Industry       Scale / Range        Number of
 name                                     Country   Co-organiser                                                    participants




                                                           15 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                      Chapter – Question #


Q 1.1.4               Please list the other services for which you intend to contract suppliers. If you do not
[EXPLANATORY]         intend to contract any other supplier, please explain why.


    Type of Service          Supplier             Details of the supplier (Address, Website, Office locations,
                                                                              etc.)




                                               16 / 132
                  CANDIDATE CITY, NATIONAL COMMITTEE                                                                                    Chapter – Question #


                  Q 1.1.5                                        Please attach a document containing a month-by-month schedule for the
                  [SCHEDULE]                                     organisation of the General Conference from June 2012 until the Conference date in
                                                                 2016.


                  Use a separate sheet if necessary. Mandatory deadlines are marked in orange in the case that the General
                  Conference takes place in June 2016. The deadlines can be adapted in accordance with the dates proposed.
                                                                           Year 2012        Year 2013             Year 2014              Year 2015             Year 2016
                                                                        J J A S O N D J F MA MJ J A S O N D J F MA MJ J A S O N D J F MA MJ J A S O N D J F MA MJ J A S O N D
1. Pre-conference
  1.1 Visits of ICOM representatives
  1.2 Composition of the organising committee
  1.3 Signing of the contract with ICOM
2. Programme
  2.1 Keynote speeches
    2.1.1 Definition of the format
    2.1.2 Choice of speakers
    2.1.3 Invitation sent to speakers
  2.2 International Committees' activities
    2.2.1 Appointment of International Committee contact persons
    2.2.2 Collection of information from the International Committees
    2.2.3 Planning of the International Committees' activities
  2.3 Off-site / networking events
    2.3.1 Choice of venues and definition of formats
  2.4 Cultural programme
    2.4.1 Choice of itineraries and activities
  2.5 Museum Trade Fair
    2.5.1 Promotion of Museum Trade Fair
    2.5.2 Signing of contracts with exhibitors
  2.6 Other meetings
  2.7 Final list of all meetings (place and schedule)
3. Registration
  3.1 Registration periods
4. Publications
  4.1 Publication and distribution of Preliminary Programme
  4.2 Publication and distribution of Final Programme
5. Website
  5.1 Launch of the website
  5.2 Development of online registration platform
  5.3 Beginning of online registration
6. Public relations
  6.1 Regional promotional campaign
  6.2 Press conferences
  6.3 Other promotional activities
7. Budget and fundraising
  7.1 Revision and update of budget
  7.2 Application for government subsidies
  7.3 Fundraising campaign in private sector
    7.3.1 Preparation of sponsorship package
8. Personnel
  8.1 Selection and deployment of personnel
  8.2 Training of personnel
9. Follow-up
  9.1 Publication and distribution of conference proceedings
  9.2 Final report to ICOM




                                                                                            17 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                                Chapter – Question #


Q 1.2.1                      Please attach a list of museums in the host city and in the host country by type.
[LIST]



          List of museums in the host city

         Name of museum           Type of museum (eg.        Location (eg. city centre,          ICOM membership
                                fine arts, contemporary         suburbs, name of
                                art, natural history, zoo,     neighbourhood, etc.)
                                  science centre, etc.)




                                               Total number by type
          Natural History:           Science centre:                  Fine arts:                        …
               Zoo:                  Historic house:              Contemporary art:                     …
                …                          …                             …                              …
                …                          …                             …                              …



          List of museums in the host country

               Name of museum                  Type of museum (eg. fine arts,             City            ICOM
                                                  contemporary art, natural                             membership
                                              history, zoo, science centre, etc.)




                                               Total number by type
          Natural History:           Science centre:                  Fine arts:                        …
               Zoo:                  Historic house:              Contemporary art:                     …
                …                          …                             …                              …
                …                          …                             …                              …




                                                       18 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                Chapter – Question #


Q 1.2.2             Please state your main reasons for hosting a General Conference in your city
[EXPLANATORY]       including answers to the following questions: what benefits do you expect the host
                    city, the country, and participants to draw from the ICOM General Conference? What
                    impact do you expect the General Conference to have locally?




                                           19 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                      Chapter – Question #


Q 1.2.3             Please explain how you intend to link the General Conference with the
[EXPLANATORY]       implementation of ICOM Strategic Plan 2011-2013.




                                        20 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                 Chapter – Question #


Q 1.2.4                 Please provide an analysis of membership development since the founding of your
[EXPLANATORY + CHART]   National Committee.




                                               21 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                      Chapter – Question #


Q 1.2.5                 Please provide an analysis of the affiliation of members to International Committees.
[EXPLANATORY + CHART]




                                                22 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                              Chapter – Question #


Q 1.2.6             Please provide information on the potential for ICOM membership, both individual
[EXPLANATORY]       and institutional, in the host country.




                                           23 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                       Chapter – Question #


Q 1.3.1                Please provide results of regional collaboration within ICOM or on cultural heritage-
[EXPLANATORY]          related issues: e.g. the hosting of meetings of Regional Alliances; the organisation of
                       seminars or conferences, which targeted specifically museum professionals in the
                       region, training programmes; or inter-governmental bilateral or multilateral
                       programmes, etc.


  Name of the   Type of the event   Date of the event      (Co-)Organiser of   Scope of the   Other regional
    event /       / programme         / programme             the event /        event /      actors involved
  programme                                                   programme        programme




                                                24 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                      Chapter – Question #


Q 1.4.1                 Please list the bidding city‟s recent experience in organising national, regional and
[LIST]                  international conferences and events. Please give as much information as possible
                        by including type of event, the organiser/co-organiser, the number of participants,
                        the duration and the venue.


   Name of the   Type of the event   Date and venue        Organiser / Co-    Scope of the      Number of
     event                            of the event         Organiser of the     event /        participants
                                                               event          programme




                                                25 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                          2. Support - Requirements & Criteria


                                    CHAPTER 2: SUPPORT

2.1 It is important to secure government support, at both local and national levels, for the General Conference.
    In addition, the organisation of such an event requires a significant budget provided by the organising
    committee, which cannot be entirely covered by the registration fees. Government subsidies are among the
    potential sources of funding for the General Conference. A competent designated guarantor must pledge to
    pay the debt and perform the host‟s duties in case of the latter‟s inability to perform such duties. (Cf.
    requirement 6.1).

The bid will be evaluated on the commitment and support of the relevant government authorities.
Please refer to Q 2.1.1 – Q 2.1.3.


2.2 Support from competent authorities is also expected to facilitate attendance at the General Conference. The
    organising committee is expected to assist participants in as far as possible in this regard.
The bid will be evaluated on whether the country's visa policy is compatible with ICOM's inclusiveness policies
and on the cost of obtaining a visa.
Please refer to Q 2.2.1 – Q 2.2.2.


2.3 Funding from the private sector may also be envisaged as long as it respects ICOM‟s fundraising policies,
    ICOM Statutes and the ICOM Code of Ethics for Museums.

The bid will be evaluated on the possible private funding of the General Conference budget.
Please refer to Q 2.3.1.




                                                    26 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                      Chapter – Question #


Q 2.1.1                    Please provide letters of support from relevant government authorities and bodies
[EXPLANATORY + LETTER]     (original + translation in English or French).


Use a separate sheet if necessary.




                                                  27 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                         Chapter – Question #


Q 2.1.2                    Please provide a financial guarantee from the competent authorities covering any
[LETTER]                   potential economic shortfall on the part of the organising committee and indicate the
                           name and position of your guarantor (original + translation in English or French).


Use a separate sheet if necessary.




                                                   28 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                 Chapter – Question #


Q 2.1.3             Please state the possibility of any grants or bursaries from relevant authorities to
[EXPLANATORY]       host the ICOM General Conference.




                                            29 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                            Chapter – Question #


Q 2.2.1                       Please attach the list of nationalities for which visas are required to enter your
[EXPLANATORY + LIST]          country. Please also indicate the costs of the visa for the countries mentioned, and
                              the time required to obtain the visa.



         Visa types, validity and fees

              Visa types                               Validity                                 Fees




         List of countries and nationals with regard to the host country’s entry policy (list the countries in
          alphabetical order)

                           Country                          Category (eg. need a visa, does not need a visa for up to
                                                                                 90 days, etc.)




                                                      30 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                  Chapter – Question #


Q 2.2.2             Please explain how you will work with competent authorities to assist participants in
[EXPLANATORY]       the General Conference in obtaining their visas and the service you are willing to
                    provide in this respect.




                                            31 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                Chapter – Question #


Q 2.3.1             Please describe how you intend to draw on financial sponsorships and in-kind
[EXPLANATORY]       partnerships with private entities and any fiscal incentives that may facilitate in
                    financing the General Conference.




                                            32 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                           3. Theme and programme – Requirements & Criteria


                     CHAPTER 3: THEME AND PROGRAMME

3.1 The proposed theme should be general in scope in order to allow International Committees to include sub-
    themes for their own meetings. It should be noted that the same theme will also be used for International
    Museum Day in the year of the General Conference. The theme should therefore be accessible to museums
    around the world. Preference will be given to themes that are innovative, flexible and in keeping with ICOM‟s
    objectives as outlined in the Strategic Plan 2011-2013. Consideration must be given to past themes of
    General Conferences and of International Museum Day in order to avoid duplication (see Appendices 1 and
    2). ICOM may adjust the proposed theme.

The proposed theme should meet ICOM's requirements. It must be accessible for all International Committees
and appropriate for the world museum community in its preparation of International Museum Day in keeping with
the Strategic Plan 2011-2013.
Please refer to Q 3.1.1.


3.2 When suggesting the theme, the candidate must also include a list of three to six high-profile potential
    speakers, including at least one speaker from the host country, based on their geographic location,
    language diversity, male-female parity and professional backgrounds. The keynote speech session will be
    organised jointly by ICOM and the organising committee and the programme may be reviewed by ICOM in
    accordance with its priorities and adapted gradually until final approval by ICOM.

The group of speakers should meet ICOM‟s requirements in terms of number (at least one local speaker),
geographic and language diversity, male-female parity and professional background.
Please refer to Q 3.1.1 – Q 3.1.2.


3.3 The host is expected to present a programme for the General Conference by respecting the format indicated
    on page 5. The programme should include opening and closing ceremonies, opening and closing receptions,
    plenary sessions on the theme of the General Conference, meetings and activities of International
    Committees, Regional Alliances and Affiliated Organisations, off-site museums and professional exchanges,
    museum trade fairs, cultural and tourist activities (for participants and accompanying persons), networking
    events and other meetings and activities organised by ICOM and its community. The meetings and activities
    of International Committees, Regional Alliances and Affiliated Organisations offer important professional
    debates and discussions during the General Conference. They should be programmed for at least three
    days, two of which need to be organised on-site. The off-site programme in local museums and institutions
    is encouraged, in order to allow exchanges between museums and museum professionals.

The proposed programme should meet ICOM's requirements by accommodating all sessions and respecting the
necessary balance of intellectual, cultural and administrative programmes in order to cater for participants from
different backgrounds.
Please refer to Q 3.3.1 – Q 3.3.2.


3.4 Innovative ideas, or unique characteristics of the country or region, that could benefit the programme of the
    General Conference and the participants‟ experience are highly regarded.
The creativity and originality of the proposed programme will be taken into account.
Please refer to Q 3.4.1.



                                                     33 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                       Chapter – Question #


Q 3.1.1                    Please attach a theme statement for the General Conference.
[EXPLANATORY]



Use a separate sheet if necessary.




                                                  34 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                Chapter – Question #


Q 3.2.1             Please attach a brief biography of potential keynote speakers and explain how they
[EXPLANATORY]       might contribute to achieving ICOM‟s goals and objectives.




                                           35 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                                           Chapter – Question #


Q 3.3.1                                       Please attach a draft programme proposal for the General Conference by respecting
[EXPLANATORY]                                 the format of the General Conference. Notes and explanations are necessary if
                                              modifications are to be suggested to the model format.


Use a separate sheet if necessary.
                                  Day 1   Morning       Advisory Committee Meeting – Plenary Session
  PRE-CONFERENCE PROGRAMME




                                          Afternoon     Advisory Committee Meeting – Separate Meetings of National Committees
                                                        and International Committees
                                          Evening       Free
                                  Day 2   Morning       Board Meetings of International Committees, Regional Alliances and
                                                        Affiliated Organisations, meetings of technical committees, Press
                                                        Conference
                                          Afternoon     Executive Council Meeting, Board Meetings of International Committees,
                                                        Regional Alliances and Affiliated Organisations, meetings of technical
                                                        committees (if needed)
                                          Evening       Free
                                  Day 3   Morning       Opening Ceremony, Plenary Session, Opening of Museum Trade Fair,
                                                        Meetings of International Committees (on-site with simultaneous
                                                        interpretation), Regional Alliances and Affiliated Organisations

                                          Afternoon     Meetings of International Committees (on-site with simultaneous
                                                        interpretation), Regional Alliances and Affiliated Organisations
                                          Evening       Opening Party
  OFFICIAL CONFERENCE PROGRAMME




                                  Day 4   Morning       Plenary Session, Meetings of International Committees (on-site), Regional
                                          Afternoon     Alliances and Affiliated Organisations, Museum Trade Fair
                                          Evening       Networking events
                                  Day 5   Morning       Plenary Session, Meetings of International Committees (on-site & off-site),
                                          Afternoon     Regional Alliances and Affiliated Organisations, Museum Trade Fair

                                          Evening      Networking events
                                  Day 6   Morning      Meetings of International Committees (on-site), Regional Alliances and
                                                       Affiliated Organisations, Museum Trade Fair
                                          Afternoon    Meetings of International Committees (on-site), Regional Alliances and
                                                       Affiliated Organisations
                                          Evening      Networking events
                                  Day 7   All day      Excursion Day
                                  Day 8   Morning      General Assembly, Closing Ceremony
                                          Afternoon    Advisory Committee (to be confirmed), Executive Council Meeting, Press
                                                       Conference
                                          Evening      Closing Party
                                                       POST-CONFERENCE PROGRAMME




                                                                      36 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                         Chapter – Question #


Q 3.3.2                     Please attach the proposal for cultural and tourist activities (including the post-
[EXPLANATORY + LIST +       conference tour, excursion day, programme for accompanying persons and evening
PHOTOS]                     cultural programmes) and the programme for opening and closing receptions.


Use a separate sheet if necessary.
         List of trips and tours

 Destinations /         Category             Public          Timetable           Frequency           Prices
   Itinerary            (Day trip,      (All delegates,    (Half-day, full-     (During the      (Offered, price
                       overnight /      accompanying       day, X days Y        conference,       per trip/tour)
                     package tours)        persons)           nights)         post-conference)




                                                    37 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                   Chapter – Question #


Q 3.4.1             Please include any elements that will highlight the creativity and originality of your
[EXPLANATORY]       proposal.




                                             38 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                               4. Venue - Requirements & Criteria


                                        CHAPTER 4: VENUE

4.1 Basic requirements must be met when hosting a General Conference. Past experience shows that a central
    location for all meetings is preferable, rather than several locations dispersed around the city. The latter
    option prevents logistic support and financial difficulties. The host is responsible for providing adequate
    meeting rooms for the General Assembly, Advisory Committee, Executive Council, Standing Committees
    and Working Groups, meetings of International Committees, Regional Alliances and Affiliated Organisations,
    office spaces for ICOM General Secretariat and ICOM officers, and space for museum trade fairs and other
    General Conference facilities. All the conference facilities must be operational at least two days before the
    first meeting of the General Conference.

The bid will be evaluated on the floor distribution of the main conference venue, its accessibility and whether the
sub-venues are well connected with the main venue.
Please refer to Q 4.1.1 – Q 4.1.5.


4.2 The layout of the meeting rooms may vary according to the session and number of participants, but there
    are basic requirements. Some committees‟ meetings may require additional simultaneous interpretation and
    space therefore needs to be reserved for the simultaneous interpretation booths. The specified room
    requirements for the plenary sessions of the General Conference and the Executive Council meeting are
    indicated in Appendix 3.

The bid will be evaluated on the capacity and facilities of the meeting room of the main venue.
Please refer to Q 4.2.1 – Q 4.2.4.


4.3 Office space within the General Conference venue should include separate offices for the organising
    committee, ICOM General Secretariat (up to 15 persons from the General Secretariat and assistants to be
    assigned by the organising committee), the membership service, an elections office (spacious and easy
    circulation), an office for the ICOM President, one for the Director General and a shared office for the Chair
    and Vice-Chair of the Advisory Committee. There must also be meeting rooms adjacent to the office space
    at the disposal of ICOM for staff meetings and informal meetings of the Executive Council members and a
    meeting room dedicated to last-minute meetings of committees. Specifications related to each office are
    indicated in Appendix 4.

The bid will be evaluated on the capacity and facilities of the office space of the main venue.
Please refer to Q 4.3.1.


4.4 The exhibition floor for the museum trade fair must cover an area of at least 3,000 m².
The bid will be evaluated on the capacity and facilities of the exhibition space of the main venue.
Please refer to Q 4.4.1 – Q 4.4.3.


4.5 Other facilities include the registration area (a check-in desk, a registration desk, an information desk and
    message board and a documentation desk), a business centre or equivalent solutions, a press room and
    areas for the rest of participants with chairs or sofas and coffee tables on each floor. Postal services, ATM
    machines, banks, first-aid facilities on site and/or clinics/hospitals and drug stores should be available near
    the General Conference venue, if not located within the main venue (to be marked on the conference
    venue‟s floor plan, cf. requirement 4.1). All General Conference facilities should be accessible to disabled

                                                      39 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                 4. Venue - Requirements & Criteria


     persons. Wifi internet connection should be provided throughout the General Conference site. All computers
     provided for the General Conference should be configured in English and Microsoft Office Pack and other
     basic software should be pre-installed.

The bid will be evaluated on the availability and accessibility of other facilities within the main venue.
Please refer to Q 4.5.1 – Q 4.5.5.


4.6 Coffee breaks should be organised between the sessions outside the meeting rooms and available to all
    participants. There should be lunch and snack options within or near the General Conference venue every
    day during the event. Affordable and varied options should be provided, taking into account different dietary
    requirements.

The bid will be evaluated on whether the food and beverage solutions meet ICOM's requirements.
Please refer to Q 4.6.1.


4.7 Other materials to be provided by the organising committee on the venue: nameplates for committees and
    speakers (up to 200 names and produced in duplicate), signage (to indicate the schedule of meetings
    outside each meeting room and throughout the conference venue), conference bags with a participant‟s
    pack including a Final Programme booklet in their preferred language and their name badge.
The bid will be evaluated on the availability of all conference material.
Please refer to Q 4.7.1.


4.8 Languages are one of ICOM‟s tools to bring together museum professionals to exchange experiences and
    to discuss the major issues concerning their profession. Simultaneous interpretation is for many members
    the only means by which they can understand each other. Therefore, simultaneous translation into English,
    French and Spanish is required for the following sessions: keynote speeches on the conference theme,
    opening and closing ceremonies, General Assembly, Advisory Committee, Executive Council and
    International Committee meetings (an indicative planning is attached in Appendix 5). Plenary sessions must
    be recorded. If interpretation assistance can be provided for the meetings of International Committees, the
    solutions especially the costs should be specified in advance. Some National Committees who wish to pay
    for additional channels for simultaneous interpretation may also seek the assistance of the organising
    committee.

The bid will be evaluated on solutions for simultaneous interpretation and other interpretation assistance
proposed by the candidate.
Please refer to Q 4.8.1 – Q 4.8.4.


4.9 Networking events can be organised during the General Conference, by ICOM, by the organising committee
    or by committees. Assistance may be requested of the organising committee in providing venues and other
    services.
The bid will be evaluated on the candidate city‟s creativity in proposing networking events and the feasibility of
such events depending on their formats and venues.
Please refer to Q 4.9.1.


4.10 Electronic voting will be organised for the election of the Executive Council in a separate elections office
     (see the indicative illustration attached in Appendix 6 for two possible layouts and budget the item in the


                                                       40 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                            4. Venue - Requirements & Criteria


     template budget on p.88), and the election of the Chair and Vice-Chair of the Advisory Committee will take
     place during the plenary session; items submitted for voting at the Advisory Committee or the General
     Assembly may be voted either electronically or by a show of hands.

The bid will be evaluated on the electronic voting proposal in accordance with ICOM's requirements for the
plenary sessions and other days during the conference.
Please refer to Q 4.10.1.


4.11 The International Committees, Regional Alliances and Affiliated Organisations are invited to organise an off-
     site conference in one of the local or regional museums to further exchange with local museum
     professionals, for one day only, but not on the day before the excursion.

The bid will be evaluated on the venues of off-site meetings of the ICOM community and the accessibility of these
venues to all General Conference participants.
Please refer to Q 4.11.1 – Q 4.11.2.




                                                    41 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                      Chapter – Question #


Q 4.1.1                     Please indicate the main venue on a city map and attach a list of past events of
[MAP + LIST]                similar size and profile held in the venue.


Use a separate sheet if necessary.


         List of past events held on the venue

 Event name          Type            Date          Organiser /    Industry      Scale / Range    Number of
                                                  Co-organiser                                  participants




                                                    42 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                                  Chapter – Question #


Q 4.1.2                           Please provide a floor plan of the venue and specify the functions planned for each
[EXPLANATORY + LIST +             area in relation to the General Conference programme, as well as all the available
FLOOR PLAN + PHOTOS]              facilities within or near the conference venue.


Use a separate sheet if necessary.


          List of facilities (to be marked on the floor plan)

                              Facility                               Location (eg. within / out of the conference venue)
An ATM
A Business Centre
A Bank
First Aid Facilities / Infirmary (on site)
Clinics / Hospitals
Drug Store
Access for the Disabled
Postal Services
A Press Room




                                                          43 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                   Chapter – Question #


Q 4.1.3             Please indicate if the General Conference will be the only event at the venue, or if it
[EXPLANATORY]       will share the conference venue with other clients at the same time.




                                             44 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                           Chapter – Question #


Q 4.1.4                    Please indicate the other venues where meetings will be held, in the case where it is
[EXPLANATORY + LIST +      not possible to have one central location for the meetings of International
MAP]                       Committees, Regional Alliances and Affiliated Organisations. Please add a list and
                           also indicate their distance and suggested transfer methods from the General
                           Conference venue (Cf. Q 4.11.1).


Use a separate sheet if necessary.
          Venue name             Suggested committee activity: name      Distance from the         Suggested
                                    of committee / type of activity      conference venue       transfer methods




                                                   45 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                              Chapter – Question #


Q 4.1.5             Please explain the role of the organising committee in case of an emergency that
[EXPLANATORY]       must be dealt with on site and attach a security and emergency plan.




                                           46 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                       Chapter – Question #


Q 4.2.1                    Please provide detailed information on the number of breakout rooms, broken down
[FLOOR PLAN + PHOTOS +     by size and possible layouts (i.e. U-shape, classroom, theatre, roundtable, etc.).
LIST]



Use a separate sheet if necessary.
         List of breakout rooms

                       Capacity                                           Possible layout(s)




                                                  47 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                       Chapter – Question #


Q 4.2.2                    Please indicate and explain solutions for overflow if you do not have an auditorium
[EXPLANATORY + SEATING     for at least 2,000 people for the opening and closing ceremonies and the keynote
PLAN]                      speech sessions, which will leave enough space to accommodate a
                           podium/platform. Please attach a seating plan of the auditorium and/or maps for
                           overflow solutions.


Use a separate sheet if necessary.




                                                   48 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                         Chapter – Question #


Q 4.2.3                       Please indicate whether you can equip all the meeting rooms with basic devices (a
[EXPLANATORY]                 desktop computer with audio output and DVD player for presentation purposes,
                              connected to the Internet and a video projector and/or screen; conference
                              microphones and/or wireless handheld microphones with the corresponding
                              amplifier system at the disposal of the committees organising the sessions) or
                              provide such equipment on demand.


         List of equipment available or on the demand in the meeting rooms

                  Equipment                 Availability (eg. pre-equipped, on            Comments
                                                    the demand, etc.)
A desktop computer
With audio output
DVD player
Internet connection
Video projector
Conference microphones
Wireless handheld      microphones   with
amplifier system




                                                      49 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                  Chapter – Question #


Q 4.2.4             Please indicate any complimentary service that you would like to offer in addition to
[EXPLANATORY]       the requirements as indicated in Appendix 3.




                                            50 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                             Chapter – Question #


Q 4.3.1                       Please provide detailed information on the number of offices, broken down by size.
[EXPLANATORY + LIST]          Please suggest alternatives if you can not satisfy all the requirements as indicated in
                              Appendix 4.


                                                 Capacity                        Equipment as in Appendix 4
  Main office of the ICOM General
             Secretariat
          Membership office
           Elections office
     Office for ICOM President
     Office for Director General
Shared office for the Chair and Vice-
 Chair of the Advisory Committee




                                                       51 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                       Chapter – Question #


Q 4.4.1                    Please indicate the maximum exhibition space available for the Museum Trade Fair
[EXPLANATORY + MAP]        and its segmentation. Please attach a separate floor plan for the exhibition space.


Use a separate sheet if necessary.




                                                   52 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                Chapter – Question #


Q 4.4.2             Please specify the layout of a basic booth and the rental rates (items included or
[EXPLANATORY +      charged services).
GRAPHIC]




                                           53 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                               Chapter – Question #


Q 4.4.3             Please suggest the supplementary facilities you can provide within the exhibition
[EXPLANATORY]       area (i.e. catering, business centre, meeting room, etc.).




                                           54 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                      Chapter – Question #


Q 4.5.1                    Please locate the registration area on the floor plan of the conference venue and
[FLOOR PLAN +              detail the function distribution of each sub-area.
EXPLANATORY]



Use a separate sheet if necessary.




                                                  55 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                              Chapter – Question #


Q 4.5.2             Please indicate if the entire conference venue is covered by Wifi connection and
[EXPLANATORY]       how much you will charge the participants if the access is not free.




                                           56 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                            Chapter – Question #


Q 4.5.3             Please explain your solutions for the business centre including the number of
[EXPLANATORY]       computers and the availability of printing services.




                                          57 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                 Chapter – Question #


Q 4.5.4                Please list the suppliers for any additional service that you can provide on the
[EXPLANATORY + LIST]   conference venue.




                                              58 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                Chapter – Question #


Q 4.5.5             Please provide information on electric power and universal electrical adapters (if
[EXPLANATORY]       relevant) for the ICOM General Secretariat.




                                           59 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                Chapter – Question #


Q 4.6.1             Please specify your food and beverage solution and indicate an average price to be
[EXPLANATORY]       charged to the participants for lunch (per person per meal).




                                           60 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                  Chapter – Question #


Q 4.7.1                       Please explain how you will respect the above requirements. Notes and
[EXPLANATORY]                 explanations are necessary if modifications are to be suggested.



         List of equipment

                        Equipment                                         Availability
                       Nameplates
                         Signage
                     Conference bags
                       Name badge




                                                  61 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                  Chapter – Question #


Q 4.8.1             Please identify any possible difficulty that you imagine you might encounter in
[EXPLANATORY]       providing simultaneous interpretation in the three official languages of ICOM for the
                    above-mentioned sessions.




                                            62 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                Chapter – Question #


Q 4.8.2             Please indicate in which other languages other than the three official languages of
[EXPLANATORY]       ICOM you can provide simultaneous interpretation for these sessions.




                                            63 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                Chapter – Question #


Q 4.8.3             Please suggest any other interpretation assistance you propose for the meetings of
[EXPLANATORY]       International Committees.




                                           64 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                 Chapter – Question #


Q 4.8.4             Please indicate if you can provide six meeting rooms holding up to 100 participants,
[EXPLANATORY]       equipped with simultaneous interpretation material for the meetings of the
                    International Committee for one day, as suggested in Appendix 5.




                                            65 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                    Chapter – Question #


Q 4.9.1                   Please suggest the format and a venue for networking events that you propose.
[EXPLANATORY + LIST]      Locate additional venues if not indicated on the map of Q 4.1.4.



         Format and venue for networking events
        Venue name          Venue Type        Event format    Capacity (seating   Price (offered and open to
                           (eg. museum,                         or reception)         all, upon invitation,
                          university, etc.)                                             ticketed events




                                                   66 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                           Chapter – Question #


Q 4.10.1                    Please suggest solutions for electronic voting and attach a list of possible suppliers
[EXPLANATORY + LIST]        for the electronic voting services and their clients.



         Possible suppliers for the electronic voting services
        Supplier         Details of the supplier (Address, Website,          Past projects (Name, Number of
                                    Office locations, etc.)                      participants, Vote type)




                                                     67 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                  Chapter – Question #


Q 4.11.1                  Please list available museums and institutions as venues for the meetings and
[LIST]                    activities for International Committees, Regional Alliances and Affiliated
                          Organisations (Cf. Q 4.1.4).



        Available venues for ICOM meetings and activities
         Venue name            Venue Type (eg.                Suggested activity            Capacity
                                  museum,                                                  (seating or
                               university, etc.)                                           reception)




                                                   68 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                Chapter – Question #


Q 4.11.2            Please explain if all these venues will be open to participants of the ICOM General
[EXPLANATORY]       Conference free of charge during the General Conference and if you plan any
                    special events in these venues for the period.




                                            69 / 132
CANDIDATE CITY, NATIONAL COMMITTEE5. Travel, accommodation and on site reception - Requirements & Criteria


       CHAPTER 5: TRAVEL, ACCOMMODATION AND ON SITE
                          RECEPTION

5.1 The host city is expected to be easily accessible by international airliners and a transport hub for inland
    visits before and after the General Conference. It would be preferable for the host to offer airfare discounts
    to participants for certain airliners or airline alliances.

The bid will be evaluated on the accessibility of the candidate city.
Please refer to Q 5.1.1 – Q 5.1.4.


5.2 Once in town, local transport facilities are an important consideration for participants. Airport transfer, easy
    access to the city centre from hotels, shuttle service from the hotels to the conference venue, etc. are the
    main services desired.

The bid will be evaluated on the local transport system, and how easily participants can move between locations.
Please refer to Q 5.2.1 – Q 5.2.4.


5.3 A broad range of lodging options is necessary, as most General Conference participants stay at facilities
    recommended and negotiated by the host. Hotels of medium price range and within walking distance from
    the conference venue are preferable, as well as rooms in universities and hostels, if not too far from the
    Conference site. A sufficient number of rooms in mid-range hotels will need to be secured by the host.

The bid will be evaluated on the lodging options for the participants: price range and location.
Please refer to Q 5.3.1 – Q 5.3.3.


5.4 The host should provide free invitations (air flight ticket in economy class, hotel with breakfast included, daily
    allowance and registration fees waived except for optional events) for the ICOM General Secretariat staff
    members (up to 20 persons; arrival at least 3 days prior to the event); ICOM President, members of the
    Executive Council, Chair and Vice-Chair of the Advisory Committee, Director General (17 persons); and
    invited speakers (3 - 6 speakers). Specifications on the travel and accommodation for the above-mentioned
    categories of persons are indicated in Appendix 6. While on site, the lunch expenses of the afore-mentioned
    individuals should be covered by the organising committee.

The bid will be evaluated on whether the candidate city can offer all-inclusive invitations as requested by ICOM.
Please refer to Q 5.4.1 – Q 5.4.2.


5.5 The host is expected to follow the necessary protocol when receiving important guests.

The bid will be evaluated on how the protocol will be followed.
Please refer to Q 5.5.1.




                                                       70 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                    Chapter – Question #


Q 5.1.1             Please indicate whether you plan to negotiate airfare discounts with airlines or airline
[EXPLANATORY]       alliances for the General Conference.




                                             71 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                    Chapter – Question #


Q 5.1.2               Please indicate if an international airport is located near the city. Please mark its
[EXPLANATORY + MAP]   location and indicate the distance to the city centre and to the conference venue.




                                              72 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                                  Chapter – Question #


Q 5.1.3                         Please list the international airlines that serve the above airport and the international
[LIST]                          destinations that have direct flights to the airport.



         List of international airlines (in alphabetical order)

    Name of international airline                           International destinations with direct flights




Total International Airlines:              Total international destinations with direct flights to the candidate city:




                                                          73 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                                 Chapter – Question #


Q 5.1.4                        Please list the country‟s cities or main tourist sites that are easily accessible from the
[LIST]                         host city.



         Accessible cities and main tourist sites from the host city
    Tourist site / City of interest            Distance from the host city             Transportation – Fee – Time




                                                         74 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                                 Chapter – Question #


Q 5.2.1                         Please indicate the possible means of transport, the average cost and the transit
[EXPLANATORY]                   time from the airport to the city centre. If you intend to provide a shuttle service from
                                the airport to the hotels, please indicate if this will be a free or paid service for
                                participants.



          List of transfer methods from the airport to the city centre

           Means of transport                              Price                                Transit time
Bus
Train / Underground
Shuttle
Taxi
Other




                                                         75 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                   Chapter – Question #


Q 5.2.2             Please indicate whether local transport passes are available in the host city and their
[EXPLANATORY]       costs and if you intend to provide such passes to participants.




                                             76 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                       Chapter – Question #


Q 5.2.3                    Please provide a public transport map and provide details of transport means around
[MAP + EXPLANATORY]        the conference venue and the hotels.


Use a separate sheet if necessary.




                                                   77 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                   Chapter – Question #


Q 5.2.4             Please indicate whether you will provide free shuttle buses to participants staying at
[EXPLANATORY]       the designated hotels to and from the conference venue.




                                             78 / 132
    CANDIDATE CITY, NATIONAL COMMITTEE                                                          Chapter – Question #


    Q 5.3.1                     Please indicate the total number of hotel rooms within walking distance (<3 km) and
    [LIST]                      the total number of rooms within the conference area that can be reserved for the
                                duration of the General Conference. Please indicate by type, rating, room rates and
                                breakfast (if not included).




             List of hotels within a walking distance of 3 km

 Ref. no.               Name                    Type of           Rating    Minimum number of        Room rates (if booked
(as on the                                  accommodation                     rooms already           with the organising
   map,                                   (hotel, hostel, self-              reserved or to be          committee) incl.
 Q 5.3.3)                                  catering, bed and               reserved by the host /   breakfast: single room /
                                               breakfast,                    Maximum rooms          double room (per person
                                             campus, etc.)                      reservable                 per night)




                                                          79 / 132
    CANDIDATE CITY, NATIONAL COMMITTEE                                                        Chapter – Question #


    Q 5.3.2                    Please indicate the distance or transport solution proposed if you plan to negotiate
    [EXPLANATORY + LIST]       rooms outside of this area.


             List of hotels beyond walking distance

 Ref. no.         Name              Type of        Rating    Minimum number           Room rates (if        Distance and
(as on the                      accommodation                of rooms already       booked with the      transfer methods
   map,                          (hotel, hostel,             reserved or to be         organising        and time from the
 Q 5.3.3)                        self-catering,               reserved by the       committee) incl.     conference venue
                                    bed and                   host / Maximum        breakfast: single     (eg. shuttle bus,
                                   breakfast,                achievable rooms     room / double room      public transport,
                                 campus, etc.)                                       (per person per            etc.)
                                                                                          night)




                                                       80 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                 Chapter – Question #


Q 5.3.3                    Please attach a map with the recommended hotels for the General Conference
[MAP]                      participants indicated.



Use a separate sheet if necessary.




                                                81 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                             Chapter – Question #


Q 5.4.1             Please indicate whether you can provide all-inclusive invitations to the above-
[EXPLANATORY]       mentioned categories of persons for the duration of the General Conference.




                                           82 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                  Chapter – Question #


Q 5.4.2               Please indicate the hotel proposed for the afore-mentioned categories. Please mark
[EXPLANATORY + MAP]   it on the map presented and indicate its distance from the conference venue. Please
                      suggest another hotel if the ICOM General Secretariat staff members are to be
                      accommodated separately. Please mark this hotel on the map presented and
                      indicate its distance from the conference venue and from the hotel of the afore-
                      mentioned categories of persons.




                                              83 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                   Chapter – Question #


Q 5.5.1             Please explain the role and organisation of the protocol service within the organising
[EXPLANATORY]       committee.




                                             84 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                        6. Budget and financial aspects - Requirements & Criteria



              CHAPTER 6: BUDGET AND FINANCIAL ASPECTS

6.1 The candidates should be aware of the financial commitments required for a General Conference. Past
    experience has shown that National Committees are not always well prepared for the financial implications
    of hosting a General Conference. The registration fees collected from participating members are often not
    sufficient to cover all the expenses of the General Conference. Candidates must make sure that they can
    secure substantial supporting funds, usually from national or local governmental and/or international
    agencies other than ICOM. A budget template of the General Conference is enclosed on p.88 as a
    reference. In case of a negative balance for the General Conference, ICOM must not be held liable. A
    financial guarantee must therefore be attached to the bidding application (Cf. Requirement 2.1).

The bid will be evaluated on the robustness of the budget, the feasibility of the revenue generation proposal and
the risks related to the country's stability.
Please refer to Q 6.1.1.


6.2 The bidding application should set out clearly all Value Added Tax or other local taxes that need to be taken
    into consideration. It should recommend the most tax-efficient manner to manage the event, including
    whether a tax exemption can be applied for.
The bid will be evaluated on whether the candidate host city is well prepared for dealing with tax issues.
Please refer to Q 6.2.1 – Q 6.2.2.


6.3 The organising committee will subscribe to an insurance contract covering its civil liability for any material
    damage or injury which may be caused by the organising committee and/or anyone working under its
    direction. The organising committee shall provide upon request a copy of the insurance policy and/or the
    relevant certificates of insurance to ICOM. ICOM shall not be held liable for claims on any damage, loss,
    theft of objects and/or equipment used by the Committee or anyone for the organising committee, without
    limitation, which might occur during the General Conference.
The bid will be evaluated on the candidate host city‟s ability to deal with the insurance issues.
Please refer to Q 6.3.1.


Additional information on the budget (template to be filled out on p.88)
Throughout the planning of the event, it is expected that a regular budget update with an explanation of variances
will be provided.
Due to the international exposure of the event, the final financial statements are expected to be prepared in
accordance with International Financial Reporting Standards (IFRS) and audited in accordance with International
Auditing Standards.
A. Revenues
A.1. Registration fees
Different categories of registration fees must be proposed depending on the registration period, and the
participant‟s professional situation and affiliation to ICOM. Ticketed events can be proposed. The conference
should be open to non-members at a higher rate in order not to discourage the participation of regular members.
The price difference between the fees for members and non-members should exceed the ICOM annual

                                                      85 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                        6. Budget and financial aspects - Requirements & Criteria


membership fee so as to encourage non-members to become a member of the organisation. A day pass is an
attractive proposal for first-timers who wish to discover the event and regional discounts could be applied to
participants from neighbouring countries to facilitate regional implication.

The bid will be evaluated on the cost and pricing structure of registration.
Please refer to Q 6.4.1 – Q 6.4.4.
A.2. Rental of exhibition booths
A trade fair should be held during the General Conference, which will demonstrate the innovation and progress
that has occurred in the museum field and profession. It shall be promoted in the host country and also abroad to
attract a maximum of exhibitors. ICOM should be provided with at least three booths for the General Secretariat
and financial sponsors or in-kind partners.

The bid will be evaluated on the revenue likely to be generated from the trade fair.
Please refer to Q 6.5.1 – Q 6.5.2.
A.4. Sponsorship
In the event that the income generated by the subsidies, the booth rental fees at the Museum Trade Fair and the
registration fees are not sufficient for the funding of the entire General Conference, the organising committee
should also develop financial sponsorships or in-kind partnerships, in keeping with ICOM‟s image and the global
strategy.

The bid will be evaluated on the feasibility of the revenue expected from the sponsorship.
Please refer to Q 6.6.1 – Q 6.6.2.
A.5.a Ticketed events
The organising committee is encouraged to consider activities such as workshops, cultural and tourist activities,
events and other programmes which may generate additional revenue flow.


B. Expenditure
B.1.a Rental of properties
It is expected that the organising committee will be in the position to leverage on existing properties, to negotiate
competitive rental rates and if possible, properties offered in-kind.
B.1.e Translation services, including simultaneous interpreting
All conference-related documents should be produced in at least the three official languages of ICOM (English,
French and Spanish) and simultaneous interpreting in these languages should be provided as per Requirement
4.8).
B.2. Personnel expenses
Please provide estimates of the number of staff to be employed before, during and after the event. It is critical to
include one contact person in chief of all International Committees.
The organising committee will ensure that local regulations are complied with, including the payment of
appropriate social benefits. It shall also include any costs relating to training, allowance and accommodation fees
when applicable.
B.3.a Advertising and promotional material; B.3.b Media relationships



                                                       86 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                         6. Budget and financial aspects - Requirements & Criteria


Costs will include advertising and promotion through international and domestic media, publication of brochures
and reports (including the Preliminary and Final Programme booklets) and decoration.
B.5.f Travel grants
It is necessary to provide at least 80 full travel grants (airline ticket, hotel with breakfast included, daily allowance
and registration fees waived except for optional events) to ICOM members from developing countries so that they
may attend the General Conference, and to guarantee a broad representation of the ICOM community. ICOM will
be responsible for issuing the criteria for travel grants and the selection of the grantees while the host country is
responsible for the travel arrangements of the selected grantees. Registration fees should also be waived for
holders of the Grace Morley Travel Grant, scholarships from International Committees (based on individual cases)
and ICOM Partners.
The bid will be evaluated on the candidate city‟s commitment to funding travel grants.
Please refer to Q 6.7.1 – Q 6.7.4.
B.5.g Catering
This item refers to catering costs incurred to meet food requirements for officials and employees (Cf.
Requirement 5.4) as well as coffee breaks and beverages for all participants (Cf. Requirement 4.6).
B.6.e ICOM licence fees
Since the General Conference is a major event that will benefit the host city, it is expected that ICOM will receive
licence fees determined based upon the registration rate. ICOM will deduct 55 EUR per registration, with the
exception of the „day pass‟ or equivalent, of which ICOM will deduct 15% of the registration fee. The fees incurred
in the bank transfer are to be covered by the organising committee.




                                                       87 / 132
                CANDIDATE CITY, NATIONAL COMMITTEE                                                                                    Chapter – Question #


                Q 6.1.1                                Please fill out the following template for the estimated budget with a detailed
                [BUDGET]                               breakdown in EUR. Please specify in the quote whether taxes are included or not.


A REVENUES                                                                   EURO €   B EXPENDITURE                                                          EURO €



A.1. Registration fees                                                                B.1. Direct operations costs
                                                                                           B.1.a Rental of properties / maintenance & running costs
A.2. Rental of exhibition booths                                                           B.1.b Online registration & badges
                                                                                           B.1.c Electronic voting
A.3. Subsidies                                                                             B.1.d Other IT expenses
     A.3.a National government                                                             B.1.e Translation services, including simultaneous interpreting
     A.3.b Regional governement                                                            B.1.f Security
     A.3.c Local government
     A.3.d Other agencies                                                             B.2. Personnel expenses

A.4. Sponsorship                                                                      B.3. Public relations, promotion & communications
                                                                                           B.3.a Advertising & promotional material
A.5. Other revenues                                                                        B.3.b Media relationships
     A.5.a Ticketed events                                                                 B.3.c Events, ceremonies & receptions
     A.5.b Advertising                                                                     B.3.d Museum Fair

                                                                                      B.4. Programmes
                                                                                           B.4.a Official programme
                                                                                           B.4.b Ticketed events
                                                                                           B.4.c Cultural programme
                                                                                           B.4.d Publishing of conference proceedings

                                                                                      B.5. Transportation & Accommodation
                                                                                           B.5.a Organisation of pre-conference meetings and seminars
                                                                                           B.5.b Operation of the organising committee
                                                                                           B.5.c Visits of ICOM representatives
                                                                                           B.5.d Executive Council & Secretariat
                                                                                           B.5.e Invitations (VIP and keynote speakers)
                                                                                           B.5.f Travel grants
                                                                                           B.5.g Catering

                                                                                      B.6. Administration
                                                                                           B.6.a Office furniture and equipment
                                                                                           B.6.b Telephone, fax, postage and courrier costs
                                                                                           B.6.c Working Documents
                                                                                           B.6.d Legal & audit fees
                                                                                           B.6.e Insurance
                                                                                           B.6.f Commission for the organising firm
                                                                                           B.6.g ICOM licence fees

                                                                                      B.7. Others / Miscellaneous



Sub-total                                                                             Sub-total


SURPLUS / (DEFICIT)

EURO€ / Local currency exchange rate used in preparing budget
Date of finalisation of budget




                                                                              88 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                 Chapter – Question #


Q 6.2.1             Please provide any available information regarding VAT and other local taxes.
[EXPLANATORY]




                                            89 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                  Chapter – Question #


Q 6.2.2             Please indicate what tax status you expect the committee to be subject to.
[EXPLANATORY]




                                            90 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                               Chapter – Question #


Q 6.3.1             Please indicate whether you expect any advice from experts to ensure that optimal
[EXPLANATORY]       insurance coverage has been set up.




                                           91 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                               Chapter – Question #


Q 6.4.1                     Please indicate the registration rates in EUR depending on the registration (specify
[EXPLANATORY]               the dates), the participant‟s professional situation and affiliation to ICOM, and the
                            conditions that apply for discounts. Please also estimate the target number of
                            participants.


         Proposed registration rates
                         Early bird                Advance                  Late/on-site             Conditions
                   (from [date] to [date])   (from [date] to [date])   (from [date] to [date])
 Regular ICOM
   members
   Non-ICOM
   members
Student/retired
   members
    Groups
Accompanying
   person
   Day pass
        …


EUR/local currency exchange rate that applies:
Date of the exchange rate in reference:




                                                       92 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                             Chapter – Question #


Q 6.4.2             Please indicate whether discounts will be offered to participants from the host
[EXPLANATORY]       country and neighbouring countries in order to promote the event in the region.




                                           93 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                          Chapter – Question #


Q 6.4.3                      Please specify the items included in the registration fee. If ticketed events apply,
[EXPLANATORY + LIST]         please indicate the rate (see also requirements 3.3 and 4.9).


         List of items included in the registration fee and ticketed events
Items included in the registration fee                               Prices to be charged
  or other items charged separately
                                         ICOM members             Non-ICOM       Accompanying       Day pass
                                          (all categories)        members           persons        (specify the
                                                                                                      dates)
Access to conference sessions
-   Opening ceremony
-   Opening reception
-   Closing ceremony
-   Closing reception
-   Museum Trade Fair
-   Excursion day
-   Meetings and activities         of
    International Committees
…
Access to conference facilities and
services
-   Coffee breaks
-   Simultaneous interpretation
…
Ticketed events (suggest price for
each category of participants and
the number of seats available)
-   Social evening
-   Networking events
-   Workshop
…




                                                       94 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                             Chapter – Question #


Q 6.4.4             Please specify the payment methods taking into account participants who do not
[EXPLANATORY]       have credit cards.




                                          95 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                 Chapter – Question #


Q 6.5.1                    Please indicate your target number of exhibitors and provide a plan for the
[EXPLANATORY]              promotion of the museum trade fair.


Use a separate sheet if necessary.




                                                96 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                         Chapter – Question #


Q 6.5.2             Please indicate how many booths can be provided to ICOM and its financial
[EXPLANATORY]       sponsors or in-kind partners.




                                         97 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                       Chapter – Question #


Q 6.6.1                    Please describe your sponsorship plan by specifying the items for which you will
[EXPLANATORY]              look for sponsors and the financial targets. Please also attach a draft sponsorship
                           package if available.


Use a separate sheet if necessary.




                                                   98 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                            Chapter – Question #


Q 6.6.2             Please explain how sponsors will be acknowledged and if ICOM partners will be
[EXPLANATORY]       equally acknowledged or if they will be granted extra visibility.




                                          99 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                   Chapter – Question #


Q 6.7.1             Please indicate how many extra travel grants you will provide in addition to the target
[EXPLANATORY]       of 80 full grants.




                                            100 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                     Chapter – Question #


Q 6.7.2                    Please attach a draft budget with a detailed breakdown in accordance with their
[BUDGET]                   departure city (to be listed separately from the global budget estimate of the
                           conference).


Use a separate sheet if necessary.
         Budget breakdown for travel grants
    Region          N.    Travel Registrati      Accommodation per        Per Diem per person      Sub-total
                   pers. expense on Fee per           person                                       per region
                            per   person
                                               Unit Number       Sub-    Unit    Number    Sub-
                          person
                                               price of nights   total   price   of days   total
  Central and
Eastern Europe
 Latin America
     Africa
Asia and Pacific


   Sub-total


     Total




                                                 101 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                     Chapter – Question #


Q 6.7.3                    Please explain how you expect to fund the travel grants and if there will be any
[EXPLANATORY + LIST]       restricted conditions depending on the funders. Please indicate possible funding
                           agencies and programmes.


         Possible funding agencies and programmes for travel grants
          Funding Agency                        Programme                          Target Region




                                                 102 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                  Chapter – Question #


Q 6.7.4             Please suggest the quota for additional registration fee exemption besides the afore-
[EXPLANATORY]       mentioned categories and specify which groups will be concerned by these
                    measures.




                                            103 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                     7. Communication – Requirements & Criteria


                             CHAPTER 7: COMMUNICATION

7.1 As one of the most outstanding ICOM events, the General Conference must create a positive image of the
    organisation. For this reason, all communication on the event must be validated by ICOM. ICOM must also
    ensure that the General Conference information reaches the widest possible audience. The host is expected
    to develop a promotional strategy for the conference. Both ICOM and the organising committee will promote
    and disseminate information about the General Conference to ICOM members (via ICOM‟s communication
    channels) and the world museum community. The organising committee should in particular arrange
    meetings and events to promote the General Conference in the host country and its neighbouring region.
    ICOM will assist the organising committee with a regional promotional campaign targeting museums and
    museum professionals from this region.

The bid will be evaluated on the promotional strategy proposed to attract participants from and outside of the
ICOM community.
Please refer to Q 7.1.1.


7.2 The candidate should create a logo for the General Conference in keeping with the ICOM logo design with a
    national flavour. The organising committee is recommended to establish guidelines specifying the use of the
    General Conference logo and its variations.

The bid will be evaluated on the logo design and its significance.
Please refer to Q 7.2.1.


7.3 ICOM will host the General Conference website on its server and will build the basic structure of a web
    space dedicated to the communication of the General Conference. The organising committee should edit,
    upload and update regularly the contents in relation to the General Conference in four (4) or more
    languages including at least the three (3) official languages of ICOM. The organising committee shall keep
    the website up-to-date until the end of the General Conference. The organising committee must provide a
    budget for the development of the online registration system which will allow registration to the General
    Conference and the online payment of the registration fee. The same system may be adapted by ICOM in
    the future for its services offered on an international scale. The hotel and activity reservation and online
    payment of these items can be made available by the organising committee by means of another online
    platform.

The bid will be evaluated on the feasibility of the online registration platform and the services associated.
Please refer to Q 7.3.1 – Q 7.3.2.


7.4 The organising committee will cover in financial terms the editing, printing and distribution of the Preliminary
    Programme booklet (with the registration form), Final Programme booklet and Proceedings in the three (3)
    official languages of ICOM; and the printing and distribution of the Working Documents (about 70 pages) for
    the General Assembly and the Advisory Committee in English, French and Spanish (PDF files to be
    provided by ICOM and deadline set by ICOM to be respected). The Museum Trade Fair booklet and the
    meeting brochure of the International Committees may be printed separately. At least five (5) copies of the
    Preliminary Programme booklet and Proceedings must be sent to all ICOM committees and fifty (50) copies
    in each language to ICOM Secretariat; the Final Programme booklet should be produced in sufficient
    numbers in accordance with the number of participants. The print run of the afore-mentioned Working


                                                      104 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                 7. Communication – Requirements & Criteria


     Documents will be specified by ICOM in due course. The cost of producing the Working Documents needs
     to be included in the template budget on p. 88.

The bid will be evaluated on the candidate city‟s publications proposal, in particular the conference programmes
and proceedings.
Please refer to Q 7.4.1 – Q 7.4.4.




                                                   105 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                       Chapter – Question #


Q 7.1.1                    Please attach the promotional strategy by identifying, in particular, the timeframe
[EXPLANATORY +             and the targets. Please specify actions to be implemented where possible.
SCHEDULE]



Use a separate sheet if necessary.




                                                  106 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                 Chapter – Question #


Q 7.2.1                    Please attach a draft design of the General Conference logo and explain the
[GRAPHICS +                reasons behind it.
EXPLANATORY]



Use a separate sheet if necessary.




                                                107 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                          Chapter – Question #


Q 7.3.1             Please indicate in which additional language(s) the website of the General
[EXPLANATORY]       Conference can be published besides the three official languages of ICOM.




                                         108 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                    Chapter – Question #


Q 7.3.2             Please explain the solutions for online registration (conference registration, hotel and
[EXPLANATORY]       activity reservation and online payment).




                                             109 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                      Chapter – Question #


Q 7.4.1                   Please indicate in which additional languages you intend to publish the Preliminary
[EXPLANATORY]             Programme booklet, Final Programme booklet and Proceedings.


         Additional languages of conference documents
Type of publication                                    Additional language(s)
Preliminary Programme
Final Programme
Proceedings




                                                 110 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                       Chapter – Question #


Q 7.4.2                    Please indicate whether you intend to publish any other publications in addition to
[EXPLANATORY + LIST]       the afore-mentioned ones and please list by type, content and targets.


         List of complementary publications
  Name of the       Type of the    Languages        Summary of contents in 50 words             Target
  publication       publication




                                                  111 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                Chapter – Question #


Q 7.4.3             Please indicate how you intend to distribute the Preliminary Programme booklet and
[EXPLANATORY]       the Proceedings to all conference participants and/or a larger public.




                                           112 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                                                                                                          Chapter – Question #


Q 7.4.4                                                    Please attach a schedule for the distribution of the Preliminary Programme booklet
[SCHEDULE]                                                 with registration form, the Final Programme booklet and the Proceedings.


Use a separate sheet if necessary.


                                                                                                                                 Year 2014             Year 2015             Year 2016             Year 2017
                                                                                                                          J F MA MJ J A S O N D J F MA MJ J A S O N D J F MA MJ J A S O N D J F MA MJ J A S O N D
                                                           The Organising Committee should submit a draft table of
                                                                    contents and a draft layout to ICOM
                                                           ICOM will validate the draft table of contents and the draft
                                                                                     layout
                                                          The Organising Committee should inform ICOM of the texts
                                                                          to be written by the latter
                                                            The Organising Committee should submit the texts in
                                                          English, French and Spanish and in any other language in
                                                          which the Organising Committee decides to publish for the
                         Editing of the Preliminary                        Preliminary Programme
                           Programme booklet
                                                          ICOM will validate the texts for the Preliminary Programme


    Preliminary                                          The Organising Committee will lay out the texts and images
Programme booklet
                                                         ICOM will proof read the layout and forward corrections to the
                                                                            Organising Committee
                                                          The Organising Committee will incorporate the corrections
                                                          The Organising Committee will submit the soft proofs of the
                                                              Preliminary Programme to be validated by ICOM

                                                         The Organising Committee should publish the contents of the
                                                          Preliminary Programme in different columns of the website

                      Dissemination of the Preliminary       The Organising Committee will print the Preliminary
                               Programme                    Programme booklet and send at least 5 copies, in the
                                                          language(s) of the committee, should be sent to all ICOM
                                                          National Organising Committees, International Organising
                                                                   Committees, Regional Alliances and A
                                                           The Organising Committee should submit a draft table of
                                                                    contents and a draft layout to ICOM
                                                           ICOM will validate the draft table of contents and the draft
                                                                                     layout
                                                          The Organising Committee should inform ICOM of the texts
                                                                          to be written by the latter
                                                             The Organising Committee should submit the texts in
                                                          English, French and Spanish and in the language in which
                      Editing of the Final Programme       the Organising Committee wishes to publish for the Final
                                   booklet                                  Programme to ICOM
                                                             ICOM will validate the texts for the Final Programme

                                                         The Organising Committee will lay out the texts and images
 Final Programme
      booklet                                            ICOM will proof read the layout and forward corrections to the
                                                                            Organising Committee
                                                          The Organising Committee will incorporate the corrections
                                                          The Organising Committee will submit the soft proofs of the
                                                              Preliminary Programme to be validated by ICOM
                                                          The Organising Committee will publish the contents of the
                         Dissemination of the Final         Final Programme in different columns of the website
                               Programme                  The Organising Committee will print the Final Programme
                                                             booklet and include a copy in the Conference bag
                                                           If any update or announcement is to be made after the
                        Update and announcement             publication of the Final Programme booklet, it must be
                         following the publication        announced on the General Conference website and at the
                                                                          General Conference venue.
                                                           The Organising Committee should submit a draft table of
                                                                    contents and a draft layout to ICOM
                                                           ICOM will validate the draft table of contents and the draft
                                                                                     layout
                                                            The Organising Committee should submit the texts in
                                                          English, French and Spanish and in the language in which
                                                             the Organising Committee wishes to publish for the
                                                                            Proceedings to ICOM
                                                             ICOM will validate the texts for the Final Programme

                                                         The Organising Committee will lay out the texts and images
General Conference Editing and dissemination of the
                                                    ICOM will proof read the layout and forward corrections to the
   proceedings     General Conference proceedings
                                                                       Organising Committee
                                                          The Organising Committee will incorporate the corrections
                                                          The Organising Committee will submit the soft proofs of the
                                                              Preliminary Programme to be validated by ICOM
                                                          The Organising Committee should put the Proceedings on
                                                                     the General Conference website.
                                                           The Organising Committee must send at least 5 copies of
                                                          the General Conference Proceedings, in the language(s) of
                                                              the committee, at its own expense to ICOM National
                                                                Organising Committees, International Organising
                                                                   Committees, Regional Alliances and Affili




                                                                                                                   113 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                        8. Collaboration - Requirements & Criteria


                              CHAPTER 8: COLLABORATION

8.1 Official representatives from the organising committee shall be present and deliver reports at all the
    Executive Council meetings and the annual Advisory Committee meetings running up to the General
    Conference. They should also present a final report (in English, French and Spanish and the financial report
    to be certified by an international firm of auditors) during the Advisory Committee session in June 2017 in
    Paris.

The bid will be evaluated on whether the candidate city is ready to fund the trips of representatives to Paris.
Please refer to Q 8.1.1.


8.2 Representatives of ICOM will meet regularly, as deemed necessary by ICOM, with the organising committee.
    The organising committee will bear the costs of at least two (2) visits to the host city for up to five (5)
    representatives each time prior to the General Conference: one visit one year prior to the General
    Conference and the other three months prior to the General Conference at the latest.
The bid will be evaluated on whether the candidate city is in a position to finance the visits of ICOM
representatives to the candidate city.
Please refer to Q 8.2.1.


8.3 One bilingual museum professional (who speaks English and the language of the country) shall be
    designated as coordinator for each International Committee in the preparation and holding of their meetings
    during the General Conference. If the coordinators are not based in the host city, they shall be informed of
    all practical issues in relation to the host city and the museums in the surrounding provinces. The
    coordinators shall get involved in the activities of the corresponding International Committees and are invited
    to assist their annual meetings at least once prior to the holding of the General Conference. It is also the
    coordinators‟ responsibility to help find funding solutions for the meetings of the International Committees.
    One key contact person shall be designated within the Committee to follow the work of the coordinators and
    submit progress reports to ICOM.
The bid will be evaluated on the proposed collaboration with International Committees.
Please refer to Q 8.3.1 – Q 8.3.3.


8.4 Competent bilingual staff members and/or volunteers who speak English and the language of the country
    and who are familiar with the ICOM terminology, will be available to execute different tasks. ICOM General
    Secretariat and its different departments will be assisted by at least ten (10) bilingual staff members from the
    organising committee for the duration of the General Conference. The tasks will be explained on the arrival
    of ICOM General Secretariat staff members when an initial coordination meeting will be held between the
    organising committee staff members and the ICOM Secretariat staff members.
The bid will be evaluated on the efforts in terms of human resources, and whether such resources meet ICOM's
requirements.
Please refer to Q 8.4.1.


8.4 At least one (1) photographer and one (1) cameraman will cover the General Conference, working in
    connection with the ICOM General Secretariat for both archive and communication purposes. Photos and
    videos shall be forwarded to ICOM upon the closing of the General Conference. The organising committee

                                                     114 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                      8. Collaboration - Requirements & Criteria


     should technically and financially support the making of an institutional video regarding the General
     Conference.

The bid will be evaluated on the possibility of filming the conference and taking professional photographs.
Please refer to Q 8.5.1 – Q 8.5.2.




                                                    115 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                   Chapter – Question #


Q 8.1.1             Please indicate how you will fund these trips.
[EXPLANATORY]




                                            116 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                             Chapter – Question #


Q 8.2.1             Please indicate how many trips you can finance and suggest a timeframe for such
[EXPLANATORY]       visits.




                                          117 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                     Chapter – Question #


Q 8.3.1                     Please indicate whether you can appoint at least 31 contact persons for the
[EXPLANATORY]               coordination of the International Committees‟ meetings and activities and their
                            origins (museums, cities, etc.)

         List of International Committees’ contact persons
       International Committee            Number of correspondent                   Museum, City




                                                  118 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                  Chapter – Question #


Q 8.3.2             Please indicate who will financially support their participation in the International
[EXPLANATORY]       Committees‟ meetings prior to the General Conference and how many of these
                    meetings you expect them to attend.




                                            119 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                       Chapter – Question #


Q 8.3.3                    Please attach a training programme and schedule for those contact persons.
[EXPLANATORY]



Use a separate sheet if necessary.




                                                  120 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                        Chapter – Question #


Q 8.4.1                    Please attach an organisational chart of the organising committee and give as much
[EXPLANATORY + LIST]       detail as possible regarding the type and number of personnel you intend to employ
                           for the General Conference - before, during and after - and specify their functions.
                           The organising committee should contain one project manager, one dedicated
                           person responsible for the travel arrangements of the speakers and guests, one for
                           the travel arrangements of the ICOM officers and ICOM General Secretariat staff
                           members and one for the travel arrangement s of the grantees.


Use a separate sheet if necessary.




                                                  121 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                               Chapter – Question #


Q 8.5.1             Please indicate if it will be possible to provide two English- or French-speaking
[EXPLANATORY]       photographers and cameraman to work with the Secretariat.




                                           122 / 132
CANDIDATE CITY, NATIONAL COMMITTEE                                                Chapter – Question #


Q 8.5.2             Please suggest how you will support the making of an institutional video regarding
[EXPLANATORY]       the General Conference.




                                           123 / 132
   APPENDIX 1: LIST OF PAST ICOM GENERAL CONFERENCES

28 June -3 July 1948                                         Theme: The museum and the modern world.
Paris, France
                                                             23-29 May 1977
17-22 July 1950                                              Moscow, USSR
London, England                                              Theme: Museums and cultural exchanges.
Theme: Exchange of collections and conservation
personnel; inventory of scientific instruments;              25 October-4 November 1980
museums and education; problems of professional              Mexico City, Mexico
training.                                                    Theme: The world's heritage - the museum's
                                                             responsibilities.
6-12 July 1953
Genoa, Milan and Bergamo, Italy                              24 July-2 August 1983
Theme: Problems of museums located outside;                  London, England
problems of museums in undeveloped areas; the                Theme: Museums for a developing world.
architecture of museums and museums in modern
town-planning.                                               26 October-4 November 1986
                                                             Buenos Aires, Argentina
2-9 July 1956                                                Theme: Museums and the future of our heritage:
Basle, Zurich, Geneva, Switzerland                           emergency call.
Theme: The museum in our time; the natural history
museum in the modern world; the problem of history           27 August-6 September 1989
museums in our times; the planning and Organisations         The Hague, Netherlands
of the modern technical museum; Babel's Tower.               Theme: Museums: generators of culture.

1-8 July 1959                                                19 September-26 September 1992
Stockholm, Sweden                                            Québec, Canada
Theme: Museums as mirrors: their potentialities and          Theme: Museums: re-thinking the boundaries?
limitations.
                                                             2-7 July 1995
4-11 July 1962                                               Stavanger, Norway
The Hague, Netherlands                                       Theme: Museum and communities.
Theme: Precautions against theft of art works;
conservation of cultural property; the role of history       9-16 October 1998
and folklore museums in a changing world;                    Melbourne, Australia
observations on the museum profession; the                   Theme: Museums and cultural diversity: ancient
objectives of the museum: research centres or                cultures, new worlds.
exhibition hall?; the educational role of museums.
                                                             1-6 July 2001
22 September-3 October 1965                                  Barcelona, Spain
New York, U.S.A                                              Theme: Managing Change: museums facing economic
Theme: Training of museum personnel.                         and social challenges.

27 July-9 August 1968                                        2-8 October 2004
Cologne, Munich, Federal Republic of Germany                 Seoul, Korea
Theme: Museum and research                                   Theme: Museums and Intangible Heritage

29 August-10 September 1971                                  19-24 August 2007
Paris, Grenoble, France                                      Vienna, Austria
Theme: The museum in the service of man, today and           Theme: Museums and Universal Heritage
tomorrow: the museum's educational and cultural role.
                                                             7-12 November 2010
3-14 June 1974                                               Shanghai, China
Copenhagen, Denmark                                          Theme: Museums for Social Harmony



                                                     124 / 132
              APPENDIX 2: THEMES OF PAST AND UPCOMING
                    INTERNATIONAL MUSEUM DAY

2013 “{Museums (memory + creativity = social change)}” (subject to change)
2012 “Museums in a changing world. New challenges, new inspiration.”
2011 “Museum and Memory”
2010 "Museums for Social Harmony"
2009 "Museums and Tourism"
2008 "Museums as Agents of Social Change and Development"
2007 "Museums and Universal Heritage"
2006 "Museums and Young People"
2005 "Museums Bridging Cultures"
2004 "Museums and Intangible Heritage"
2003 "Museums and Friends"
2002 "Museums and Globalisation"
2001 "Museums: Building Community"
2000 "Museums for Peace and Harmony in Society"
1999 "Pleasures of Discovery"
1998-1997 "The Fight against illicit Traffic of Cultural Property"
1996 "Collecting Today for Tomorrow"
1995 "Response and Responsibility"
1994 "Behind the Scenes in Museums"
1993 "Museums and Indigenous Peoples"
1992 "Museums and Environment"




                                                       125 / 132
     APPENDIX 3: TECHNICAL REQUIREMENTS OF PLENARY SESSIONS AND THE EXECUTIVE
                       COUNCIL MEETING (CF. REQUIREMENT 4.2)

                        OPENING AND CLOSING
    SESSION           CEREMONIES AND PLENARY                       GENERAL ASSEMBLY                      ADVISORY COMMITTEE                EXECUTIVE COUNCIL
                   SESSION WITH KEYNOTE SPEAKERS
                                                                                                    1 full day session and 1 half-day
AVAILABLE DATES    around 1h30 for each session              one half-day session                                                          Two half-day sessions
                                                                                                    session
                                                             500 seats with foldable tables or      250 seats with foldable tables or
                                                             long tables for voting members of      long tables for voting members of
                                                                                                                                           20 chairs around the
SEATING            2,000 seats                               the General Assembly; additional       the Advisory Committee, additional
                                                                                                                                           table.
                                                             100 seats with or without tables for   100 seats with or without tables for
                                                             non-voting members and observers.      observers.
PLATFORM/PODIUM Yes                                          Yes                                    Yes                                    No
ROOM LAYOUT     theatre style                                theatre style                          classroom or theatre style             U-shape
ADDITIONAL AV                                                Big screen(s) behind or at the side    Big screen(s) behind or at the side
                   Depending on the format of the sessions                                                                                 No
EQUIPMENT                                                    of the platform for the presentation   of the platform for the presentation
                                                                                                                                           In the three official ICOM
                   In the three official ICOM languages at
                                                             In the three official ICOM languages   In the three official ICOM languages   languages with 20
SIMULTANEOUS       least with 2,000 headsets for
                                                             at least with 500 headsets for         at least with 250 headsets for         headsets for
INTERPRETATION     simultaneous interpretation for all
                                                             simultaneous interpretation            simultaneous interpretation            simultaneous
                   participants
                                                                                                                                           interpretation
ELECTRONIC                                                   Possible electronic voting and
                   No                                                                               Possible electronic voting             No
VOTING                                                       voting by a show of hands




                                                                             126 / 132
                                                         Solution for microphones: either       Solution for microphones: either
                                                         each seat for voting members is        each seat for voting members is        Solution for
                                                         equipped with a conference             equipped with a conference             microphones: either each
                                                         microphone, or one wireless            microphone, or one wireless            seat is equipped with a
OTHER
               Depending on the format of the sessions   microphone per row of 20 seats. In     microphone per row of 20 seats. In     conference microphone
REQUIREMENTS
                                                         the latter case, one „microphone       the latter case, one „microphone       or at least four (4)
                                                         runner‟ per device.                    runner‟ per device.                    wireless microphones for
                                                         Large tables at the entrance for the   Large tables at the entrance for the   all participants.
                                                         distribution of documents.             distribution of documents.




                                                                     127 / 132
             APPENDIX 4: TECHNICAL REQUIREMENTS OF OFFICES (CF. REQUIREMENT 4.3)

                                                                    COMPUTER HARDWARE AND PERIPHERALS
                                                                                                                                                     OTHER
    OFFICE           FURNITURE                                          BUSINESS
                                              COMPUTERS                               OFFICE SUPPLY TELECOMMUNICATIONS                            REQUIREMENTS
                                                                        MACHINES
                                         15 computers.
                                                                                                                   At least 2 telephone lines
                                         At least one computer      2 small colour printers
MAIN OFFICE OF    15 desks with 15                                                                                 (with 4 handsets)
                                         equipped with additional   A multifunctional         Sufficient stock
THE ICOM          chairs. One safe                                                                                 connected with all the        An adjacent meeting
                                         software including Adobe   print/photocopy/scan      and supplies of
GENERAL           and several storage                                                                              offices with at least 1       room for 20 persons
                                         Photoshop, a CD/DVD        machine with automatic    office stationery.
SECRETARIAT       cabinets with locks.                                                                             international connection on
                                         burner.                    staple
                                                                                                                   one of the phones.
                                         2 laptops.
                  3 desks with 3                                                                                   1 telephone line connected    In a separated area,
                                                                    A colour                  Sufficient stock
MEMBERSHIP        chairs. One safe                                                                                 with all the other offices    several chairs and
                                         3 computers                printer/scan/fax          and supplies of
OFFICE            and several storage                                                                              and with international        tables for awaiting
                                                                    machine.                  office stationery.
                  cabinets with locks.                                                                             connection.                   members.
                                                                                                                                                 Situated next to the
                 2 desks and 3 to 4
                                                                                                                                                 membership office
                 chairs. Several
ELECTIONS                                                                                                          1 telephone line connected    and, if possible, with
                 storage cabinets                                   A colour                  Sufficient stock
OFFICE (see also                                                                                                   with all the other offices    a connecting door
                 with locks.             2 computers                printer/scan/fax          and supplies of
the illustration                                                                                                   and with international        between the two
                 At least 5 voting                                  machine.                  office stationery.
on page 131)                                                                                                       connection.                   offices, covering a
                 compartments and
                                                                                                                                                 minimum area of
                 2 ballot boxes.
                                                                                                                                                 80m².
                  1 desk and 1 chair.
                                                                                                                   1 telephone line connected
OFFICE FOR        A storage cabinet                                                           Sufficient stock
                                                                                                                   with all the other offices
ICOM              with lock, several    1 computer                  A small colour printer.   and supplies of                                    No
                                                                                                                   and with international
PRESIDENT         chairs and tables for                                                       office stationery.
                                                                                                                   connection.
                  receiving guests.

                                                                             128 / 132
                1 desk and 1chair.
                                                                                                  1 telephone line connected
OFFICE FOR      A storage cabinet                                            Sufficient stock
                                                                                                  with all the other offices
DIRECTOR        with lock, several    1 computer   A small colour printer.   and supplies of                                    No
                                                                                                  and with international
GENERAL         chairs and tables for                                        office stationery.
                                                                                                  connection.
                receiving guests.
OFFICE FOR
                2 desks and 2
THE CHAIR AND                                                                Sufficient stock
                chairs.                                                                           1 telephone line connected
VICE-CHAIR OF                        2 computers   A small colour printer.   and supplies of                                    No
                A storage cabinet                                                                 with all the other offices.
THE ADVISORY                                                                 office stationery.
                with lock.
COMMITTEE




                                                            129 / 132
APPENDIX 5: INDICATIVE PLANNING ON THE ORGANISATION
     OF SIMULTANEOUSLY INTERPRETED SESSIONS OF
  INTERNATIONAL COMMITTEES (CF. REQUIREMENT 4.8)

         9.00-10.30   10.45-12.15        13.30-15.00   15.15-16.45   17.00-18.30

Room 1
Room 2
Room 3

Room 4
Room 5
Room 6




                                    130 / 132
APPENDIX 6: POSSIBLE LAYOUTS FOR THE ELECTIONS OFFICE
                 (CF. REQUIREMENT 4.10)



       Ballot
                                                                          OUT
       Boxes
                                                          Barriers
                                                                          IN

       Voting
    Compartments   Eligibility checking/Materials Issue
                                                                     Storage
                                                                     cabinets
                                                                     w/ locks




         OUT                                                         IN

      Ballot
      Boxes



                   Eligibility checking/Materials Issue




                                         131 / 132
    APPENDIX 7: SPECIFICATIONS ON THE TRAVEL AND
   ACCOMMODATION OF MEMBERS OF THE EXECUTIVE
   COUNCIL, CHAIR AND VICE-CHAIR OF THE ADVISORY
 COMMITTEE, THE DIRECTOR GENERAL, INVITED SPEAKERS
      AND ICOM GENERAL SECRETARIAT STAFF (CF.
                   REQUIREMENT 5.4)

   Items to be      EC members, Chair and                                            ICOM General Secretariat
                                                          Invited speakers
     covered        Vice-Chair of AC and DG                                                  staff
                    Waived except for optional       Waived except for optional      Waived except for optional
Registration fees
                    events                           events                          events
                    Economy-class return             Business-class return           Economy-class return
Flight
                    airline ticket                   airline ticket                  airline ticket
                                                                                     The same hotel as the
                                                                                     other two categories, or
                                                                                     adjacent / near-by hotel
Hotel with          5-star hotel for the duration    5-star hotel for the duration
                                                                                     within 3 minutes‟ walking
breakfast           of the General Conference        of the General Conference
                                                                                     distance, for their entire
                                                                                     stay for the General
                                                                                     Conference

Daily Allowance     Yes                              No                              Yes

Transport           Two chauffeured cars for
between hotels      the President and the DG, a
                                                     Chauffeured car(s)              A mini-bus
and meeting and     mini-bus for the other
event venues        members
                                                                                     The staff will arrive at least
                    An executive suite for the                                       three days prior to the
Other               DG with meeting facilities       No                              event. The hotel and daily
                    within the hotel 24/24 hrs                                       allowance should cover the
                                                                                     entire period of their stay.




                                                    132 / 132

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:4
posted:8/9/2011
language:English
pages:132