CONGRESS FRAMEWORK DOCUMENT This Framework document is intended to provide additional details about the organisation of the Congress and Executive Assembly which are not already covered in the main body of the contract. The Organiser is expected to ensure that the logistics and other organisational elements of the Congress and the Executive Assembly comply with the standards, quality and requirements of the World Energy Council and of any high-level, international, professional conference. 1. LAW OF UNIVERSALITY, NEUTRALITY, ACCESS AND NON-DISCRIMINATION A. The World Energy Council operates under the Law of Universality, which specifies that any of the Council s member committees are entitled to send delegates to any Council Congress or Executive Assembly, wherever it is held. B. The Organiser confirms that it will work with its country s government to assist all delegates, regardless of their nationality, to obtain visas or other necessary documentation to enter the country. C. The Organiser confirms that it will allow all World Energy Council Member Committees attending the 2022 Executive Assembly to display their country nameplates, with country names as recognised by the World Energy Council, at the EA Plenary. D. So as to maintain the Council s reputation as a neutral, non-biased, non-political organisation, the Organiser agrees that it will not allow the display of any non-[host country] state, national, provincial, or territorial flags or emblems in or on any buildings or grounds associated with the Congress or Executive Assembly. 2. ACCOMPANYING PERSONS PROGRAMME E. The Organiser delivers a programme of activities for accompanying persons during the Congress week as well as a more limited accompanying persons programme during the Executive Assembly period. F. The Congress registration for Accompanying Persons must include at a minimum the Opening Ceremony, the Welcome Reception, the Closing Ceremony, and the Farewell Dinner as well as entry to the main Congress sessions and the exhibition. The specific details will be mutually agreed between the Council and the Organiser. G. The structure of the accompanying persons programme (types of activities, number of activities, etc.) is at the discretion of the Organisers, but should be discussed and agreed with the Council s London office. H. Accompanying persons should be able to register for tours as part of the Congress/EA registration process. I. The cost of participating in tours and activities of the programme should be included in the accompanying persons registration fee, but if necessary, a charge may be made for admission fees or tickets to attractions. J. Transport should be provided to/from the planned activities, as part of the cost of the tour. 1 Framework document 20180409
K. A dedicated hospitality desk should be provided in the Congress venue and in the headquarters hotel, possibly also in other EA/Congress hotels, where accompanying persons can find information and book tours. L. The Organiser should designate a person within the Organising Committee who is responsible for managing the Accompanying Persons Programme and for liaising with the London office on this. 3. CONGRESS AND EA BADGES A. All proposals for the design of the badges must be reviewed and approved by the London office. B. The design of the delegate badges, which must use the Council colours and include the Congress and Council logos in a prominent position, shall be produced by the Organiser according to the specification and access levels provided by the Council. C. The badges may not contain any other logo whatsoever, e.g., sponsors, without the express written authorisation of the Council. D. The London office will work with the hosts to prepare either a suitable adaptation of the delegate badge or separate badges to identify WELS/Ministerial delegates and VIPs. E. Badges are not available as a sponsorship opportunity, however lanyards may be sponsored. F. The Organiser provides the nameplates for the EA Plenary according to specifications provided by the London office. The list of names for the nameplates will also be provided by the London office. G. Council staff should have a special designation on their badges which denotes that they are part of the Council Secretariat staff. 4. CONGRESS ROOM REQUIREMENTS AND LOGISTICS A. The following provides an overview of the minimum room types, size and set-ups for the Congress that are required simultaneously. These are general guidelines which may change depending on the structure, number of sessions and schedule of the Congress. The final room and logistics requirements and configurations will be confirmed by the London office as far in advance as possible. 1. Plenary Hall with minimum 3,000 capacity plus staging 2. Session Rooms x 5 with capacity for 300-500 pax theatre style plus staging 3. Community event rooms x 4 with capacity for 130 pax roundtable style plus staging 4. Smaller rooms (bilateral meeting rooms, staff and executive offices, VIP lounge, speaker briefing rooms) x 8 with capacity for between 12 and 50 pax 5. Sponsors and main partners meeting rooms x 10 with capacity for between 12 and 50 pax 6. Congress speaker preparation area, with 5-6 preparation rooms where panellists can meet their session moderator prior to session. 7. 2 VIP rooms, one for top speakers (plenary and keynote sessions) and one for ministers. Isolated from public areas, possibly with security if needed. Set with comfortable high-end furnishings, e.g., small meeting tables, soft chairs/sofas, etc. 2-3 room hosts. 8. Offices (number depends on requirements of Congress): 2 Framework document 20180409
a. 4 equipped offices for the Council: Council staff, Chair, Co-Chair and Secretary General (configuration and equipment to be advised) b. Offices as required for the Organiser staff, exhibition manager, sponsorship manager, etc. c. AV office where AV assistance can be provided and where delegates can drop off their presentations for uploading onto the central system 9. Medical/first aid room 10. Media centre to accommodate 500-700 international, national and local media (approximately 800 sqm). 5. CONGRESS FOOD AND BEVERAGE REQUIREMENTS A. The Organisers are generally expected to provide the following types of food and beverage during the Congress: 1. Tea/coffee breaks in convenient locations during Congress for all delegates, including FELs, media, accompanying persons and any other delegates in the Congress session area 2. Hot lunches for all delegates each day of the Congress with water, soft drinks, juices and coffee/tea (may be buffet); 3. Water in all of the session rooms and available throughout the Congress venue at all times 4. Luxury VIP buffet, with water, soft drinks, juices, coffee/tea for speakers, ministers, sponsors, others classed as VIPs and as agreed by the Council in VIP rooms 5. Seated plated lunches for the community events of the Trilemma Ministerial Roundtable and the CEO Roundtable 6. Food and beverage at the Congress Welcome Reception 7. Food and beverage at the Congress Farewell Reception/Dinner 8. Tea, coffee, soft drinks, juices, light snacks, sandwich lunches for the Council staff office each day 9. Tea, coffee, soft drinks, juices, light snacks, in the executive offices and in the Speaker Briefing rooms 10. Congress venue must be able to offer food and beverage facilities for all delegates for snacks, coffee/tea outside the usual breaks and for those who are unable, due to meetings or other conflicts, to take lunch/coffee during the scheduled times 6. CONGRESS DELEGATE PACKS A. The contents and format of the delegate bags/registration packs are at the discretion of the Organiser except for the following, which must be included in the packs unless otherwise agreed by the Council. 1. Hard copy and/or electronic copies of current World Energy Council studies and reports 2. Hard copy or (preferably) electronic copies of the Congress papers and posters 3. Copy of official Congress publication co-sponsored by World Energy Council and published on their behalf by a third party. 4. Other World Energy Council materials as mutually agreed between the Organiser and the World Energy Council 7. AUDIO VISUAL REQUIREMENTS A. The Organiser will need to ensure audio-visual equipment and support for all plenaries, panel sessions, and community events B. Audio and video recording for plenaries and audio recording for panel sessions 3 Framework document 20180409
C. Simultaneous interpretation for English, French, in addition to the host language for plenaries, panel sessions, and community events. Dependent on speakers and sessions, further translation into UN languages may be required. WIFI solutions are acceptable. D. Access to session footage and audio feeds being available to broadcast media via the Congress media centre. E. Ensure a range of conference, lapel and roving microphones, laptops, sound system and mixers, lighting, projectors and screens, speakers, audio recording, and simultaneous translation. F. Professional photography across the programme plenaries, sessions, and community events 8. TECHNOLOGY AND PRODUCTION REQUIREMENTS A. The Organiser shall procure free high-speed internet of minimum 1500 Mb/s and Wi-Fi connectivity for all delegates throughout the Congress venue with sufficient capacity to stream high quality live video, live polling and simultaneous translation if used B. Provide production to the quality and specification required including staging, lighting, single and dual projection, and panel and executive seating. Precise specification will be provided to the Host no later than 3 months prior to the Congress start date. 9. FUTURE ENERGY LEADERS PROGRAMME C. The Organiser shall provide all elements required to deliver the Future Energy Leaders (FEL) Congress, as detailed below. D. The London office leads the development of the FEL Congress programme in support of the FEL Board, including the sessions and content programme, speaker invitations, organisation of working groups, pre-congress briefings and communications with the FELs, running the programme onsite. E. The Organiser is asked to nominate a person from the Organising Committee to act as FEL liaison. This person will be expected to be part of the FEL Congress project team, working closely with the Head of the FEL Programme from the London office on the arrangements for the FEL Congress. F. The Organiser shall support the FEL Congress with additional on-site staff to host and deliver the FEL Congress, the details of the roles and responsibilities for these persons will be mutually agreed by the FEL Congress project team. G. The Organiser is expected to provide: 1. Free or deeply discounted registration fees for all FELs to attend the Congress 2. Complimentary or highly subsidised accommodation for all FELs 3. Complimentary or highly subsidised meals for the FELS attendees and a FEL Welcome Reception and one FEL dinner during the Congress period. The timing and location of these will be discussed and agreed between the London office and the Organiser. These may be sponsored. 4. Meeting rooms and equipment for the FEL Congress as described in Section 4.F of this document 5. The plan for the FEL programme (hotel arrangements, registration, logistics, location for the FEL Congress and other details must be reviewed and approved by the London office. 6. Corporate sponsorship for some elements of the FEL Programme may be possible, but before any such sponsorship is offered, the details and the offer must be agreed with the Council s Chief Operating Officer. 4 Framework document 20180409
7. The FELs prepare a FEL Declaration which is presented at the Congress Closing Ceremony. This is a required element of the Closing Ceremony. 10. CONGRESS OPENING AND CLOSING CEREMONIES A. The Organiser must host an Opening Ceremony and a Closing Ceremony. For both events, certain elements, indicated in bold below, must be included. Final confirmation of Opening and Closing Ceremony elements and schedule should be agreed with World Energy Council London. B. Opening Ceremony (60-90 minutes), usually on Sunday evening, before the Congress programme commences on Monday; usually followed by the formal opening of the exhibition and the Congress Welcome Reception 1. Welcome from Congress Chair, who presides 2. Welcome from World Energy Council Chair 3. Keynote speech from high-level national government representative(s) (Prime Minister, President, etc.) 4. Welcome presentation --cultural show featuring the country s music, art, dance or other social or cultural aspects 5. Immediately followed by Exhibition Opening and Welcome Reception. C. Closing Ceremony (90 minutes), on last day of the Congress, immediately following the last Congress session; usually followed by Closing Reception/Farewell Dinner 1. Congress Chair presides 2. Presentation of Future Energy Leaders Declaration 3. Thanks by outgoing World Energy Council Chair 4. Congress messages and inaugural speech by incoming World Energy Council Chair 5. Invitation to next Congress (video and/or speech) 6. Farewell by current Congress Chair 7. Congress Chair gavels adjournment of Congress 11. REGISTRATION A. The Organiser should ensure it has enough staff to manage the process of pre-registration and on-site registration of all delegates including VIPs. 5 Framework document 20180409