circular 1 - world association of girl guides and girl scouts€¦ · web viewworld association...

CIRCULAR 1APPENDIX 18APPLICATION TO HOST THE 13th ASIA PACIFIC

REGIONAL CONFERENCE 2019

APPLICATION TO HOST THE 13th ASIA PACIFIC REGIONAL CONFERENCE 2019

Please complete this application form as fully as possible and return to Regional Director, Asia Pacific Region at [email protected] by 1 May 2016. If you need any assistance in completing the form or have any queries, please contact Prerana Shakya at [email protected]

Please note that the Friends of Asia Pacific WAGGGS (FAPW) Gathering will run concurrently with the Regional Conference. The gathering will run for three full days only and it will be part of hosting the regional conference arrangements.

Name of Member Organization:

1. COUNTRY

Description of climateWhat is the local currency?Do you have a guarantee from your Government that everyone, without exception, who is invited to the Regional Conference will be able to obtain a visa, and enter and exit your country? Please provide evidence.Which countries will need to obtain visas or other entry documents?Please provide information on the security situation in your country including any travel warnings that are in place. Please advise of any major political events (e.g. elections) or other events (e.g. sporting) that would be taking place in the year of the Regional Conference.

2 Asia Pacific Regional Conference | 29 August – 2 September | NepalWorld Association of Girl Guides and Girl Scouts

mailto:[email protected]

mailto:[email protected]

2. CONFERENCE REQUIREMENTS

Requirements Please indicate if there are any difficulties in meeting the requirements. Leaving blank indicates requirement can be met.For room requirements, please indicate which room at the venue is anticipated to meet each requirement.

ESSENTIAL REQUIREMENTSConference venueOnsite preparation, meetings, conference and take down last total of up to 10 daysMain Regional conference length of 5 daysFriends of Asia Pacific WAGGGS (FAPW) Gathering length 3 days (same first 3 days of the Regional Conference)Up to 250 day guests every day of the conferenceThree main meals each dayAbility to cater for any special dietary requirements e.g. vegetarian, halal, gluten-intolerant etc.Hot drinks (tea, coffee) during the mid-morning and mid-afternoon breaks, water available at all timesTea, coffee and water availability in the staff officesAbility to provide hot drinks or light refreshments for any meetings / receptions that may be heldVenue should be easily accessible by air and land transportProvisions of signage in English at conference venueSeating for 350- participants at Opening CeremonySeating for 150 participants in plenary hall for regional conference sessions with space for display panelsSeating for 100 participants in a second plenary hall for FAPW GatheringStage area in both plenary halls which can hold up to 15 people, and ideally allow performances, with two lecternsDisplay panels for 30 MOsFacilities for computer-based audio-visual presentations, adequate ‘stage’ lighting and efficient blackout facilities?Internet access for all delegates / attendees – up to 300 people (either paid or part of the fee)


Adequate ventilation / air conditioningSecretariat officeAll office rooms should be located close to each other, have power outlets and jacking points for computers, internet and email access, and international direct dial telephones which also allow internal communication between offices. Lighting, ventilation and furniture should be adequate for use of the rooms as officesMaximum requirements are: 3 large rooms, if possible

lockable, with desks and office style chairs for up to 20 people (one room for AP – 20 people, FAPW – 10 people and Host office – 20 people respectively)

1 large space/room, for printing/ photocopying; therefore containing a large table for collating, adequate power supply capable of running all machines at the same time, with adequate space, and good ventilation OR

1 duplex photocopier and external facilities onsite for large number printing if required

Meeting or breakout roomsMaximum requirements are: At least 4 rooms available at

same time - for at least 30 people Freestanding white boards (180

cms x 125 cms) with adequate tables and circulation space, and power outlet provision for computer displays

Projector and AVA equipment in each room

Regional Committee meeting roomOne room needs to be available for the Regional Committee and other WAGGGS meetings from 2 days before the conference. This rooms needs to be able to accommodate up to 20 people, with chairs, table, whiteboard and internet access.Registration areaAn area large enough for registration for one day, with desks or counter to enable 5 staff (local or AP) to serve participants, with power outlets to


enable use of computers

AP BazaarAn area large enough to hold 80 tables and 300 people for one evening.Medical FacilitiesA First Aid or emergency room with a qualified person in charge should be provided 24 hours a day (either by MO or by venue)Technical facilitiesThe following will be required in variable volumes depending on the conference programme: Data projectors Screens or white wall facilitiesA technician or member of host staff with adequate expertise to keep equipment in working order, move equipment when necessary, attend rehearsals and presentations to deal with problems40 pigeon holes at least 150mms deep to take A4 (210 x 297mm) sized paper, sited close to the conference hallSource local sim cards / mobile phone hire for staff and key volunteersInternational direct dial telephones for use by conference participants 24 hours a dayFacilities/systems to receive calls for participants and pass on messagesTransportParticipants should be met on arrival at local/hub airport, ideally with local assistance available air-side of arrivalsParticipants should be transported to the conference site from local airport / rail /bus station as appropriate, at participants’ cost (can be included in the conference fees)Provide overnight accommodation if participants are unable to travel on directly to the conference site on arrival in the host country, at participants’ costConfirm participants' return flightsAssist participants with arrangements for travel following the conference, including changing flight times where circumstances dictate


Arrange transport for any programme items organized by the host site e.g. offsite venues and excursionsProvide WAGGGS AP Region with details of any costs involved in any areas where these must be met by participants, so that they can be published in the booking pack (1 year before conference)FreightHost country asked to keep in close contact with the relevant Freight Company, and make contact with the relevant government departments if necessary to obtain any permission and give assistance as neededHost required to provide information on restrictions, taxes, or duties on imports and make this available as early as possible to the AP RegionAbility to arrange storage for freight on arrival before conference venue accessible.Confirm the government will freely admit the import and export of Conference documents and materials.Host countryProvision of a service team with a minimum of 10 Guides, Rangers, or Senior Section members, proficient in English, to help with a range of jobs that may include: Conference Hall helpers; AP Office helpers; Photocopying Team; Information Desk; and Press and Public Relations.A host press and PR/social media team to work in close cooperation with the AP Office over coverage of the Conference before, during and after the ConferenceA host services team to assist participants before, during and after the conference in close cooperation with AP OfficeProvision of a half day excursion for participants. Ideally this would include guiding/scouting options as well as local sightseeing. Cost will be part of the conference feeProvision of optional tours after the Regional Conference. Cost borne by participantsProvision of a printed conference


programme / handbook with maps of the site, details of opening hours of shops and other facilities, useful telephone numbers etc. An example will be provided (can be included in conference fees)Arrange Opening Ceremony, which may include local entertainment e.g. cultural performancesProvide an evaluation of the conference and arrangements within 6 months of the conferenceProvide and pay for public liability insurance cover for the conferenceProvide cancellation insurance: this is only required if the Hostess Country would suffer a financial loss in the event of a cancellationEnsure that the necessary insurance of facilities and accommodation as required by the owner of the property has been obtained and included in the appropriate budget

DESIRABLE BUT NOT COMPULSORY TO OFFERPreferred airline willing to provide discounts to conference participantsHome hospitality – offered by host and to make a charge for this service, if needed. It should not be more than 2 nights pre or post conferenceThe conference programme may allow time for an additional evening of local entertainment as an alternative. This may be offered, with a fee

3. ACCOMMODATION

Please provide full answers to each question.

If a variety of accommodation options are proposed, in order to provide a range of accommodation costs, then please copy the section below, providing the details for each option.

What type of accommodation is proposed?(e.g. hotel, university campus, conference centre)Please give location nameHow many single rooms are available and at what cost per


participant?How many twin-bedded rooms are available and at what cost per participant?How many triple-bedded rooms are available and at what cost per participant?Are any meals included in the room cost?Please detail the cost per person, per night of the following meals, if not included in the accommodation cost:BreakfastLunchDinnerMorning / afternoon hot drinksCan meals be takeaways if there is an excursionIs any taxes payable in addition to the room costs above? If so, please give details. Are they payable when booking or locally on arrival?Describe the standard of the rooms, including the availability of toilets, showers or baths, toiletries, towel and ironing, internet (free or paid)Where are the following facilities located: tea making facilities laundry basic shopping facilitiesAre rooms available for those with a disability?

4. CONFERENCE VENUE

Please provide full answers to each question.

Are the conference hall, meeting rooms, host and WAGGGS offices, residential accommodation and catering facilities in the same building? If not, how far is it to walk between them?How far is the venue from: Main airport Other transport facilities Shops Banks Leisure centreIs the site suitable for anyone with a physical disability?What facilities are available for childcare (at participants cost)?Please provide details the cost of


providing the following as detailed in the requirements above: Plenary hall for conference Plenary hall for FAPW Space for opening/closing

ceremonies (if conference hall is not sufficiently large)

Meeting/breakout rooms Office space Display space Regional Bazaar areaOffice equipment – For each of the following please provide if required three quotations for the hire of the equipment outlined, or indicate whether it may be possible to get some or all of the equipment on free loan: Computers – standard

PCs/laptops (pre-loaded with the latest version of Windows and MS Office), plus printers, consumables and technical support. Networking, file and printer sharing, email and internet access facilities will be required.

Photocopiers – 1 machine capable of high volume and speed reproduction, double sided copying with covers insertion, automatic stapling and sorting, and with large paper supply capacity. Two smaller table printers. Consumables and technical support are also required.

Office suppliesPlease give details of companies who would be able to supply stationery for the use of the conference.

BankingPlease supply the names and addresses of banks with foreign exchange facilities on or near to the Conference site with which negotiations can be opened by the World Bureau for withdrawing and paying in facilities.

Please indicate what banking/money changing facilities would be able to conference participants.


SecurityPlease indicate what consultations have taken place with relevant authorities, and what security arrangements would be put in place for the conference.Estimate feePlease list an estimate conference fee per participant (all inclusive: seminar package + accommodation + transport + excursion)

The following items should also accompany this application form: plans of the hotel / university campus/ conference centre showing the layout of the

required rooms; and plan of the conference (plenary) hall indicating the potential layout including seating

arrangements, screens and simultaneous interpretation booths

I declare that this application form to bid for the 13th Asia Pacific Regional Conference represents all the information that (insert Member Organisation name) _________ has collected as accurately and completely as possible.

Signed: _______________________________

Position in Member Organization: _____________________________________________

Date: ______________


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