06 BP 9882 Ouagadougou 06 Burkina Faso Tel : (226) Fax : (226) E mail : Site Web :

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1 06 BP 9882 Ouagadougou 06 Burkina Faso Tel : (226) Fax : (226) E mail : fato@fatoafrique.org Site Web : AFRICAN FEDERATION OF ORTHOPEDIC TECHNOLOGISTS BIDDING GUIDELINES For FATO national associations to host the FATO 8 th International Congress in

2 1. Introduction The African Federation of Orthopedic Technologists (FATO) seeks to receive offers from interested national associations to host the Eighth International Congress of FATO in The 8 th International Congress of FATO shall be held between March and July Through the organization of its congresses FATO aims at stimulating, promoting a multidisciplinary approach in rehabilitation. The International Congress of FATO is an event that is a place of exchange and discussion among rehabilitation professionals to improve the quality of services and to find lasting solutions to the barriers that face people with disabilities to have access to services. The Congresses of FATO also aim at strengthening the unifying role of the FATO to consolidate the rehabilitation sector in Africa. All rehabilitation actors working in Africa and the worldwide can participate in the congress of the FATO. In Africa, FATO favors the participation of countries by multidisciplinary teams (rehabilitation professionals, policy makers, organizations of persons with disabilities, orthopedic technologists, physiotherapists, rehabilitation physicians, orthopedic surgeons, managers, etc.), representatives of the Ministries of health, social affairs, public service and higher education, disability organizations, representatives of regional and sub regional institutions, representatives of institutional partners and donors. Are mainly invited technical and financial partners, exhibitors, professional organizations, students. The number of participants per country is not limited, however, but a great participation of the host country is highly desirable or encouraged. To do this, FATO grants facilities to participants from the host country. All African member countries of FATO may submit an application to be the next congress organizer. To do this, send their application to the secretariat of FATO by respecting the deadline mentioned in section 3. However, it is necessary that the host country has the capability to meet all the criteria required by the FATO, in terms of human and financial resources, logistics, hosting quality, etc. It also requires that agreements be made beforehand between the government of the country so that it can contribute financially to the organization of the congress. Moreover, it is necessary that the national association is fully committed to organize the congress and is composed of a chairman and an organizing team. Finally, it is important that the country's political context allows the entry of all participants, regardless of their country of origin and that the congress takes place safely. 2. Bidding process I. The Section 3 of this document specifies the deadline by which FATO will receive the complete application records of the national associations (see Section 5 for details). II. The Federal Board of FATO will examine the application records received from interested national associations. III. A visit will be organized by the representatives of FATO in order to enable national associations present their proposals. All visit costs should be supported by the national associations and must include the cost for 2 persons (return tickets, accommodation and meals). IV. After the visits, the Federal Board of FATO will make the selection among the proposals. V. Only national associations can submit bids to host the Congress of FATO. 3. Deadline in the bidding process 20 April 2015 Invitation to the national associations for the organization of the 8 th International Congress 15 June 2015 Deadline for the Secretariat of FATO to receive the application files 15 July 2015 Selection by the Federal Board of the national association organizing the 8 th International Congress 2

3 4. The Organization of the Congress Responsibilities of the International Committee of FATO (ICF) FATO is responsible for overseeing the general organization of the International Congress. They set the dates and venue of the Congress as soon as possible to ensure that there is no conflict with other meetings in Africa or elsewhere in the world can affect the presence of some of the potential participants and / or support organizations. FATO Manages all activities at the international level and inform the National Organizing Committee on the following issues: International relationship, The launching of invitations and their monitoring, Management of relationships with financial and technical partners, the scientific committee, national associations members of the FATO, international transport costs, registration of attendees and exhibitors Regularly informs the National Committee on the progress of partner relations and fundraising Appoints a representative to liaise with the National Organizing Committee Validates the questions submitted by the National Organizing Committee relating to the organization of the congress Forwards all requests of partners at national level to the National Organizing Committee Appoint a representative to liaise with the Scientific Committee. Appoint the Chairman of the Scientific Committee and members of the Core Scientific Committee Validates the scientific program proposed by the Scientific Committee The National Organizing Committee (NOC) The National Organizing Committee is responsible for overseeing the organization of the Congress at national level, in close collaboration with the CCF and the Scientific Committee The National Organizing Committee manages all activities at national level. Takes all decisions regarding the preparation, the organization of the Congress after having informed the International Committee of the FATO Ensures Relationship at national level with government, financial and technical partners in order to facilitate the participation of the government, visa, exemptions, and temporary import for manufacturers materials, invitations for participants, the opening and closing ceremonies, accommodation, meals, local transportation and international invitations for persons who definitely confirmed their participation. Forwards all requests from international partners to the International Committee of FATO in order to facilitate coordination. Appoint a representative to liaise with the scientific committee. The Scientific Committee (SC) The Scientific Committee is responsible for developing and managing the scientific program, in close coordination with the IC FATO and the National Organizing Committee. The Scientific Committee: Prepares and plans the scientific program; Informs the CIF of the plans and calls for its contribution and approval; Liaises with speakers; Performs all aspects of the program during the Congress; Informs the National Organizing Committee about the requirements of the program: rooms (Plenary, number of meeting rooms/ office and when they are needed), audiovisual Equipment, Needs of translation, office equipment for the SC. etc. An agreement will be signed between the International Committee of FATO and the National Organizing Committee that will formalize the responsibilities of each party and financial arrangements. 3

4 5. Details of the congress organization The International Congress of FATO takes place over a period of 5 days (Monday to Friday), but requires access for the organizers to two days before the Congress and the day after the last day of the congress, to enable the Installation and removal of exhibitors. In addition, the various active committees in the organization of the congress should have access to the congress site two days before the start of it. The Congress general organization proceeds as follows: Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday Beginning of the exhibitors installation Meeting of the various committees End of exhibitors installation (in the morning) Meeting of various committees Beginning of registration Opening Ceremony (late in the afternoon) Registration Beginning of plenary sessions Opening of posters presentation sessions Opening of exhibitors hall Registration Plenary sessions Posters presentation sessions Access to the hall of exhibitors No plenary sessions General Assembly of FATO (first hour in the morning) Technical and/or thematic workshops Access to the hall of exhibitors Evening Gala Plenary sessions Posters presentation sessions Access to the hall of exhibitors Plenary sessions Posters presentation sessions Access to the hall of exhibitors Closing Ceremony (after coffee break) Beginning of removal of exhibitors materials End of removal of exhibitors materials To facilitate the registration process, the official registration starts on Sunday. All documents must be brought together on Saturday and bags packed the same day. Congress bags should include: Badges (national committee in link with the Secretariat of FATO); Names typed should be large enough to be read; Program; Congress evalutation form; FATO Documents; National Documents; Local information /maps/restaurants etc.; Note pads and pen; Any relevant document. 4

5 6. Minimum requirements for the selection of the host country and the congress site The country that decides to organize the next Congress must negotiate beforehand with its government, its financial contribution to the organization of the congress. The amount of the financial contribution is not fixed, but the government's commitment will be a decision making factor. The agreement established between the government and the National Organizing Committee must be reliable and sent with the application It is the responsibility of the National Organizing Committee to contact the Immigration Service in the country to facilitate visa for future participants. To do this, an will be sent to participants, and through the sending of a photocopy of all the participants' passports, the entry into the country will be achieved more quickly. Host country and hotels An international airport near the city 300 hotel rooms near the congress site, in a range of categories and budgets, Sufficient availability of direct flights from other parts of the world Immigration facilities (obligation of visa) and custom procedures. Congress site Availability of a suitable meeting place for 7 days A plenary room with a capacity of 400 participants minimum, theater style 3 parallel meeting rooms with capacities of 20 to 30 persons 3 rooms serving as offices for the International Committee, the National Organizing Committee and the Scientific committee Wi Fi access throughout the site (plenary room, parallel meeting rooms, committees congress rooms, hall of exhibitors, common space, etc.) Reception Hall allowing the registration of participants commercial exhibition space of at least 150 m2 Restaurant area (coffee break and lunch) A space for at least 40 posters to display Compliance with accessibility requirements for persons with disabilities and throughout the site. In Committees offices (ICF, NOC and SC), the following equipments are necessary: A working table and chairs A computer and a printer (black and white) In addition, the following equipment must be available (for use by all committees): Two photocopiers; A printer (colour); A scanner. Information desk There should be a number of visible counters required at all times to provide information and help participants They could include: information on FATO, travel information and travel desks (Travel to airports, etc.) The must be an accessible and fast possibility between hotels and the congress. Accessibility As the venue of the Congress as the hotel used, must be fully accessible to people with disabilities and / or wheelchairs. These are: The entrance to the congress venue; In the congress rooms; At the podium; in the toilet; At the exhibition hall; To refreshment areas; 5

6 Ability to go to the venue and hotels; Hotel rooms fully accessible to wheelchairs including toilets. Assistance to persons with disabilities must be provided by the organizers of the Congress venue. The venue and the hotel staff must be on site to help people with disabilities as required, for example during breaks and lunch. If the venue of the Congress is in a hotel, it may be preferable to accommodate all wheelchair users on site for the convenience of the travel. Suitable transports should be put in place between the hotel and the conference venue. Computer Resources required: In the plenary room: The congress taking place simultaneously in French and English, it is necessary to: Provide closed spaces for translators Provide auditory equipments for all participants Provide two projection screens Provide a screen/computer on the podium so that the speaker does not have to look over his shoulder all the time, but faces the public. Provide a srenn / computer on the desk of the President of session so that he/she does not have to look over his shoulder all the time, but faces the public. There should be a lapel microphone available for speakers plus a fixed microphone There should be at least two microphones, in the plenary room, dedicated to questions from the audience. All wiring for the projection and microphones and the interpretation equipment must be properly protected and sealed. A Technical support to solve any computer problem must be available at any time in the plenary room. A noisy bell or a sound system to announce the beginning of the sessions would be desirable. The support of the local organizing committee as bailiff is desirable. The Viewing of the equipments for presenters: A computer must be available so that each speaker and the SC can have access to verify that the PPTs have been properly loaded for projection. 7. Details of the file to be submitted to the Secretariat of FATO 1) Letter of introduction / motivation The introduction letter / motivation must include an explanation of the reasons and the motivation. The name of a town/city and the proposed venue should also be included, with available dates. The introduction letter / motivation must mention the national supports to the congress organization. 2) Proposed dates for the holding of the congress The dates proposed for the holding of the congress must be clearly indicated. 3) Brief description of the state of the rehabilitation field in the host country. Information concerning the size and the background of the national association, as well as the statute of the rehabilitation job, demography and the situation of persons in need of rehabilitation services in the country, the number of professionals in the country, etc. 4) Letters of support The application must include letters of support from national and local authorities who are committed to support the organization of the congress. 5) Brief description of the proposed host city/town The description should include the size, population and previous experience with handling conventions and any other items that would be of interest. 6

7 6) Références An overview of relevant and similar international meetings and congresses organized in the city, including references and contact information. 7) Access Details of access for international travelers (Airlines serving the city, the distance from the airport to the city, the frequency of flights of the main African destinations) should be described with an overview of the cost of flights towards the main African destinations, etc 8) Transports Travel information available or in place between the hotels and the conference venue should be provided. 9) Name and description of the specific venue proposed for the holding of the congress, including: Its location Contact details Costs The number and the size of the meeting rooms The floor plans of all the meeting rooms The plan of the exhibition hall Facilities for lunch, breaks and welcome ceremony Details on audiovisual services Access for persons with disabilities 10) Description of hotel accommodation or near the congress site The indicative price should be provided for each hotel, including breakfast and taxes. The number of rooms available for each hotel must be provided and the category (number of stars). A range of accommodation should be available (3 5 stars) and the availability of affordable accommodation should also be described. Distances between hotels and the congress site should be provided with a map showing the locations. 11) Management of hotels booking 12) Gala dinner The venue for the gala dinner must be described, as the estimated cost, the proposed menu, and the proposed activities for the evening. 13) Appointment and description of the National Organizing Committee The information must include their name, their professions, etc. 14) Budget A full budget for the organization of the Congress must be submitted when filing the application. The budget should include all costs related to the Congress organization, excluding the cost of accommodation and cost of international transportation. The budget must include: The cost for the booking of the congress site The cost for the simultaneous translation The cost for coffee breaks and lunch The cost for technical supports (projectors, screens, listening equipment for translation, computers, photocopiers, scanner, etc.) The cost for the evening gala The cost for transportations (hotels congress site, hotels venue of the evening gala) The cost for office supplies (paper, etc.) The cost of the congress bags (including the items that are inserted) The cost of the printing of the congress program Any other costs directly related to the congress organisation 7

8 The Federal Board of FATO shall be responsible for determining the registration price of the congress conference registration. 8. Contacts Contacts : FATO, President: Mr. NIANG Masse Adresse : 06 BP 9882 Ouagadougou 06 Burkina Faso Tél : (226) ; Fax : (226) Mobile : (00228) E Mail : fato@fatoafrique.org; ou masseniang@yahoo.fr ou masse.niang@gmail.com Site Web : 9. Background of FATO congresses The regular organization of congresses every two years responds to a common concern of rehabilitation professionals associations, disability organizations, technical and financial partners and a requirement to register in a legal approach in the framework of the International Convention on the rights of persons with disabilities and on recommendation of the World Report on Disability published jointly by the World Bank and WHO in June FATO Congress were held in the following countries: In Lomé (Togo) in 2004 on the theme "Poliomyelitis and related components.", gathering about sixty participants. - In Saly (Senegal) in 2005 on the problematic "Training of orthopaedic consulting team on the management tools for a better sustainability of structures and for equity of care." Gathering about 80 participants. - In Kigali (Rwanda) in 2007 on the problematic " How to endow African countries with sufficient professional to face the rehabilitation needs of disabled people.", about 212 participants - In Hammamet (Tunisia) on the problematic «Disability and Technologies. Analysis of the situation and appropriate development in African countries, gathering 250 participants. In Arusha in Tanzania in 2011 on the theme" Ensuring access to appropriate orthopaedic and functional rehabilitation services The right to quality of care", gathering 400 participants from more than 40 countries. Ahead of the conference in Arusha, a questionnaire was developed Niamey (Niger) in 2002 on the theme "Amputations and related components." gathering about forty participants Lomé (Togo) in 2004 on the theme "Poliomyelitis and related components.", gathering about sixty participants. Sally (Senegal) in 2005 on the problematic "Training of orthopaedic consulting team on the management tools for a better sustainability of structures and for equity of care." Gathering about 80 participants. Kigali (Rwanda) in 2007 on the problematic " How to endow African countries with sufficient professional to face the rehabilitation needs of disabled people.", about 212 participants Hammamet (Tunisie) in 2009 on the problematic «Disability and Technologies. Analysis of the situation and appropriate development in African countries, gathering 250 participants. Arusha en Tanzanie et 2011 on the theme" Ensuring access to appropriate orthopedic and functional rehabilitation services The right to quality of care", gathering 400 participants from more than 40 countries. Yamoussoukro (Côte d Ivoire) on the theme" Addressing Barriers to development of rehabilitation: good practice for the national plans gathering about 300 participants from 40 countries. These congresses have enabled FATO to establish its legitimacy in Africa with rehabilitation actors and namely with different governments and international and African regional organizations. 8