REQUEST FOR PROPOSAL (RFP) for the EACTA ANNUAL CONGRESS 2020

Transcription

1 REQUEST FOR PROPOSAL (RFP) for the EACTA ANNUAL CONGRESS 2020 This is a call to the EACTA Representative Council members following the EACTA Bylaws to submit Suggestions for future Meeting sites and a responsible organiser for each. EACTA s Association Management MCI Copenhagen A/S is responsible for organizing the EACTA Annual Congress. The Congress organization is conducted in-house, with support from preferred suppliers. External Professional Congress Organisers (PCOs), Destination Management Companies (DMCs) are not used. We advise national representatives to seek support from their City Convention Bureaus or equivalent organisations, who will have ample experience in preparing bids. Procedure for you: 1. Once you, as national representative have received this RFP, please contact your local Convention Bureau and provide them with EACTA s RFP. The Convention Bureau will prepare the bid books. A copy of the printed bid book or an with the bid book must be sent to the EACTA Executive Office, C/O MCI Copenhagen A/S, Strandvejen 171, 2900 Hellerup, Denmark or eacta@mci-group.com by October 31 st 2017, hrs. CET, at the latest. Mark for the attention of Marie Ekström. Please note, bid books arriving later than this deadline will not be considered. 2. By October 31 st 2017, hrs. CET at the latest, you as RC member are required to propose a suitable person as Local Organizing Committee (LOC) Chair to the EACTA Executive Office via to eacta@mci-group.com (this can also be part of the bid book). Proposals for the LOC Chair are required to contain the following information: o CV of proposed person (1-2 pages) o Full contact details o Track record of congresses organized by this person for other national and international organizations o List of EACTA Annual Congresses attended by the proposed person within the past 10 years o A letter of support signed by at least 5 national EACTA members, who are full members in good standing. Please note that LOC Chairs (as well as all members within the LOC) are required to be full EACTA members in good standing for at least 3 years. What happens next: Until November 10, 2017, the EACTA Executive Office evaluates the bid books and produces a short list of the most suitable venues. After the Board in November, 2017 the EACTA Board informs the RC members about the countries that have submitted their bid and the recommendation from the Board. At the Board in November/December 2017 the final decision for the venue 2020 will be taken. EACTA Annual Congress RFP version Page 1

2 By December 15, 2017 at the latest, the respective Representative will be notified. LOC workload financial compensation EACTA is well aware of the workload of the Local Organizing Committee Chair and members and therefore pays EUR 5,000 (incl. VAT) as compensation for the work carried out in connection with the Annual Congress Because of ant- money laundry legislation requirements this fee shall be paid only to a legal body typically a health care related institution; e.g., a national Society of (cardiac) Anaesthesiology or a hospital or anaesthetic department. Therefore, this institution will have to issue an invoice for EUR 5,000 to EACTA upon formal completion of the Congress subject to the approval of the final budget by the EACTA Secretary General. Confidentiality: All information provided in the application will be held confidential by all parties involved The decision as to which application has been successful must remain strictly confidential until officially announced by the EACTA Executive Office Any violation of confidentiality will result in the decision to rescind the decision. Should you have any questions regarding these specifications, please feel free to send them to Marie Ekström, EACTA Congress Manager, via eacta@mci-group.com. Please do not contact any of the EACTA Directory Board members. Thank you in advance for your efforts. Sincerely, Bodil Steen Rasmussen EACTA President Donna Greenhalgh EACTA Chair of the Annual Congress EACTA Annual Congress RFP version Page 2

3 TABLE OF CONTENTS 1 GENERAL INFORMATION The dates Exemplary pattern Preferences regarding the congress venue VENUE SPECIFICATIONS & REQUIREMENTS Meeting rooms presentation & exhibition space Technical infrastructure/wifi General information about the venue Green Meeting policy of the venue ACCESS Access by airplane Access by train Access by road HOTEL ACCOMMODATION PUBLIC TRANSPORT AND TRAFFIC SITUATION EXPECTED SUPPORT (IN KIND OR MONEY) PRICES AND TAXES OFFSITE VENUES FOR SOCIAL EVENTS CONFIDENTIALITY... 8 ANNEX 1 TO THE RFP EACTA CONGRESSES GENERAL INFORMATION 1.1 The dates The EACTA Annual Congress 2020 should take place between mid-september and mid-october from Wednesday to Friday or the main Congress (exhibition set-up and dismantling one day before/after). The core days would be: , , , , The dates should not conflict with international holidays (including Jewish & Muslim holidays) or national holidays and shall be placed 4 weeks apart from any national or international Congress relating to the field of cardiothoracic and vascular anaesthesia and intensive care. EACTA Annual Congress RFP version Page 3

4 1.2 Exemplary pattern Wednesday Time 500 pers 2 2 Exhibition & s 08:30-09:00 08:30-09:00 09:00-10:30 10:30-11:00 11:00-13:00 13:00-14:30 14:30-16:00 16:00-16:30 16:30-18:30 18:30-19:30 Opening Ceremony Opening Panel 1 Panel 2 Panel 3 e.g. SCA Panel 4 Pro/Con Panel 12 Panel 13 Panel 14 presentation 1 presentation 2 presentation 3 round 1 round 2 round 3 Opening reception room pers room 2 room 3 Lunch & Exhibition Thursday Time 07:30-08:30 08:30-10:30 10:30-11:00 11:00-13:00 13:00-14:30 14:30-16:00 16:00-16: pers P5 P6 General Assembly Panel 7 e.g. EACTS 180 pers P15 Panel 16 Panel pers presentation 4 presentation 5 presentation 6 Exhibition & s breakfast round 4 round 5 round 6 room 1 breakfast room 2 breakfast room 3 TEE EXAM 370 pers Lunch & Exhibition EACTA Annual Congress RFP version Page 4

5 16:30-18:30 18:30-19:30 Panel 8 Pro/Con Panel 18 presentation 7 round 7 Gala Dinner Friday Time 07:30-08:30 08:30-10:30 10:30-11: pers P9 180 pers P19 75 pers presentation 8 Exhibition & s breakfast 4 round 8 room 1 breakfast 5 room 2 breakfast 6 room 3 11:00-13:00 13:00-14:30 14:30-16:00 16:00-16:30 16:30-18:30 P10 Prize Ceremony Panel 11 e.g. PBL Closing Ceremony Panel 20 Panel 21 e.g. PBL presentation 9 Panel 22 e.g. PBL round 9 Lunch & Exhibition 1.3 Preferences regarding the Congress venue For logistic and economic reasons, EACTA has the following preferences regarding the congress venue: a) The preferred option: Congress Hotel The Congress Hotel is required to have the necessary rooms, sufficient exhibition space and sufficient capacity of hotel rooms in order to accommodate 150 of the expected number of delegates. a) Less preferred option: Congress Centre The Congress Centre is required to have necessary rooms and sufficient exhibition space as well as sufficient 3-4* hotels within 10 minutes by public transport from the congress centre to accommodate the expected number of delegates. 2 VENUE SPECIFICATIONS & REQUIREMENTS 2.1 Meeting rooms 1 session hall for 600 pers. minimum, theatre style 2 Lecture rooms for 100 and 2. minimum, theatre or school layout EACTA Annual Congress RFP version Page 5

6 3-6 rooms for. minimum, theatre or school layout 2-3 rooms for. for business s - theatre or school layout 2.2 presentation & exhibition space 900 sqm. net floor space exhibition and poster space on one floor no columns 2.3 Technical infrastructure/wifi Please specify A/V requirements (standard: screen, beamer, lectern, microphones) including prices (net) WIFI free of charge must be provided by the Congress Hotel/Congress Centre 2.4 General information about the venue Location: a) Congress Hotel - how to reach the Congress Hotel with public transport - distance to downtown b) Congress Centre: - how to reach the Congress Hotel with public transport - distance to downtown - distance to various hotels Ownership i.e. management of the Congress Hotel/Congress Centre Number and size of rooms including floor plans and technical specifications Details of the exhibition space including floor plans and technical specifications Security, audio-visual equipment, business centre, car and bus parking area Catering: a) Congress Hotels: - please provide a price list (net) - if there is a conference package, please specify b) Congress Centres: - exclusivity of caterer/ right to bring in own caterer? - please provide a price list (net) Are there any other preferred suppliers that the Congress organiser has to use when renting your venue (e.g. A/V, others?) Please include a complete offer (with the above mentioned specifications) 2.5 Green Meeting policy of the venue In order to act in a sustainable way, EACTA prefers Congress Hotels / Congress Centres which are having an active and on-going sustainability programme and policies. EACTA Annual Congress RFP version Page 6

7 This includes: A comprehensive environmental policy Programmes to recycle and otherwise reduce solid waste A barrier-free congress centre Environmental-friendly equipment Energy from renewable sources Energy-saving lightning Programmes for the conversation of energy and water Please specify the green policy of the facility. 3 ACCESS 3.1 Access by airplane Frequency of direct flight connections from the major European capitals (daily basis) Frequency of flight connections from international destinations (daily basis) Transfer possibilities from the airport to the Congress Hotel/Congress Centre (including time and cost) Availability of shuttle transfer from airport to downtown 3.2 Access by train Frequency of trains from major European capitals Number of train stations at the destination Connection possibilities from the train station to the Congress Hotel/Congress Centre (including time and cost) 3.3 Access by road The road conditions and easy custom formalities are very important for the exhibiting companies. Please describe: Main highways to the destination. Distance to the main European capitals (in kilometres) Are there certain days where there is a public ban on driving trucks in your city/country? Local rules and conditions which can affect transport. 4 HOTEL ACCOMMODATION EACTA expects participants to the Annual Congress Regarding hotel accommodation, please specify the following: a) Congress Hotels Due to the EACTA requirements 4 star hotels are preferred. Please state the number of participants the hotel will be able to accommodate and include the hotel room rate in your offer (net). For the other participants, who you are not able to accommodate in the Congress Hotel, please make suggestions for hotels in the vicinity of the proposed Congress Hotel (max. 10 minutes by public transport). Please provide the details for each category including the number of rooms, the price range in EUR (net) as well as the proximity to Congress Hotel. EACTA Annual Congress RFP version Page 7

8 b) Congress Centres Please specify the number of rooms available in 2-star to 4-star category hotels in the vicinity of the Congress Centre (max. 10 minutes by public transport) and price range in EUR (net) 5 PUBLIC TRANSPORT Please describe the public transport within your city (routes, cost, congress ticket available, operating hours at night). 6 EXPECTED SUPPORT (IN KIND OR MONEY) Please describe what the Government would be willing to sponsor Please describe what the City is willing to sponsor (welcome reception, free public transportation pass, funding etc.) Please describe if there is any other authority willing to sponsor (in kind or money) Which airline would you designate as official carrier? Is this airline willing to give a barter agreement? What are the terms of agreement? 7 PRICES AND TAXES Please indicate the respective applicable tax rate(s) next to each of the positions. 8 OFFSITE VENUES FOR SOCIAL EVENTS The EACTA Congress dinner is traditionally on the Thursday evening. Please name a few options in your destination, where the EACTA Congress dinner could be carried out (capacity of approx. 1., within 30 minutes shuttle time from Congress Hotel/ Congress Centre). The price per person should not exceed 75 EUR (net) and include food and (limited) beverages. 9 CONFIDENTIALITY All information provided in the application will be held confidential by all parties involved The decision as to which application has been successful must remain strictly confidential until officially announced by the EACTA Executive Office Any violation of confidentiality will result in the decision to rescind the decision. EACTA Annual Congress RFP version Page 8

9 ANNEX 1 TO THE RFP EACTA CONGRESSES EACTA Annual Congress history Country City Date Attendance 2019 Belgium, Ghent September Expected 2018 United Kingdom, Manchester September expected 2017 Germany Berlin April Switzerland Basel May Sweden Gothenburg Jun Italy Florence (EACTA/ICCVA) Sept Spain Barcelona Jun Netherlands Amsterdam May Austria Vienna Jun United Kingdom Edinburgh Jun Greece Athens May Turkey Antalya Jun Poland Cracow Jun Italy Venice May France Montpellier Jun United Kingdom London Jun Czech Republic Prague Jun Ireland Dublin Jun Germany Weimar May Denmark Aarhus Jun Hungary Budapest Jun Norway Trondheim Jun Greece Thessaloniki Jun Belgium Leuven May Spain Madrid Jun Finland Turku Jun Switzerland Zurich Apr Netherlands Maastricht Jun Italy Milan Jun Austria Vienna May Sweden Uppsala Jun France Lyon Jun Germany Goettingen United Kingdom Cambridge 1986 EACTA Annual Congress RFP version Page 9