Manual of Procedure for the Host City of the OWHC World Congress

Manual of Procedure for the Host City of the OWHC World Congress This document is divided into three parts: 1. The suggested components of the Host City Organizing Committee which would encompass all of the necessary elements for the realization of the World Congress 2. The customary technical requirements 3. The recommended time frame to be followed for the timely completion of tasks for the realization of the World Congress 1. Host City Organizing Committee It is essential that one member of the Organizing Committee be designated as the contact person with whom the General Secretariat will have the day-to-day communication for the preparation of the World Congress and with whom the General Secretariat staff may resolve any issues that arise during the World Congress. PROMOTION AND PUBLICATIONS The 1 st Announcement (pamphlet/brochure) of the Congress is published within 6 months after the election of the host city. The 1 st brochure should include messages from the Mayor of the host city, the President and Secretary General of the OWHC, the dates of the world congress, the theme of the congress, information about the OWHC, information about the city and perhaps the conference venue*. The 2 nd Announcement (pamphlet/brochure) is published in the spring of the Congress year. The 2 nd brochure can have the same design as the 1 st brochure. It will include the information of the 1 st brochure with the addition of the General Program, speakers, hotel accommodation and room rates, registration fees, how to register, accompanying persons program, pre and post congress tours and any other appropriate information*. *Both Announcements must be in the three working languages of the OWHC French, English and Spanish, and all three languages must be included in one brochure (instead of one brochure per language). Congress bag and contents Brochures of the City, maps, pen, pad of paper, General Program and any other items that the host city would wish to include for the participants of the Congress Poster and Banners (should the host city wish to produce such promotional items for display during the World Congress) 1

Official Program (to be included in the Congress bag) Proceedings (can be put on a USB) Design of Accreditation badges and meal tickets (unless another form of entrance control for meals is adopted) WEBSITE AND WEB REGISTRATION MANAGEMENT SYSTEM Setting up website Registration (pre-congress) and the mandatory provision for an online payment system either with credit cards or bank transfer List of countries requiring visas to enter country of host city on the website Invitation letters for Visas Answering all inquiries from participants (pre-congress) ACCOMMODATION, HOSPITALITY AND TRANSPORTATION Hotels (negotiations with and selection of Congress hotels) Lunches and coffee breaks at the conference centre/water for speakers during scientific sessions and for all participants during the General Assembly Hosts and Hostesses/greeters Airport welcome desk or other point of arrival in the host city to be used by the participants. Welcome desks in hotels Transportation from and to airport or other arrival or departure points of the host city and to all events with host or hostess on each bus VIP arrangements (cars, tours or other requirements) Post-congress tours SOCIAL AND CULTURAL EVENTS Booking of artistic groups Reception planning Catering ARTISTIC DIRECTOR Responsible for the set-up of Opening and Closing Ceremonies as well as all social and cultural events 2

TECHNICAL SUPPORT Procuring technical equipment and office supplies for the conference centre Overseeing the setup of conference halls and meeting rooms Technical support for the registration of participants at the conference centre Accreditation badges (producing) Fulfilling office, equipment and office supply requirements for the OWHC General Secretariat Equipment for the Opening and Closing ceremonies as well as all social and cultural events HUMAN RESOURCE MANAGEMENT Volunteers Screening and training for positions in all areas of responsibility Organizing the Congress secretariat for registration and during the Congress Engaging interpreters FINANCE Drawing up the budget Contact with sponsoring institutions (public and private) Receiving revenue and paying expenses Bank account (if required) Option of paying registration fees on site with credit cards PRESS RELATIONS Setup of Press Centre Arranging interviews Issuing press releases Facilitating the needs of visiting journalists Setup of business centre of the conference venue to meet the needs of the participants YOUTH FORUM Persons to be selected for its realization 3

JOURNALISTS WORKSHOP Contact person to work with the OWHC partner institution (Laval University) for its realization 4

2. The Customary Technical Requirements OFFICE REQUIREMENTS To be arranged before the arrival of the General Secretariat Staff and to be used for the duration of the Congress. All offices must be in the venue of the World Congress. ONE LARGE ROOM FOR THE OWHC SECRETARIAT AND SPEAKERS People required 1 assistant (spoken language French or English or Spanish) assigned for each of the members of the General Secretariat staff Room Criteria Located in the same building as the one in which the Congress will be held Be equipped with desks and chairs for 6 persons Be clearly identified with a sign outside the room Can be locked up Equipment required 6 mobile telephones 1 Multifunction photocopier (sorting, double sided, etc.) 2 color laser printers if the multifunction photocopier also has a printing function only 1 laser printer is needed 1 scanner (can be included in the printer or photocopier) 5 Computers with the Windows Environment for OWHC Access to Internet (very important) high speed and that the connection may be used by other computers (laptops) + WIFI in the Center Word (English, French and Spanish) Excel (English, French and Spanish) Access (English, French and Spanish) PowerPoint (English, French and Spanish) Office Supplies 10 Boxes of paper letter and legal Paper cutter (for cutting ballots), pencils, pens, rulers, scissors, USB keys, correction liquid, staplers, etc. Other Refreshments coffee, tea, juice, water 5

FINANCE: ONE OFFICE THAT CAN BE LOCKED AND HAS A SAFE People required contact person for the OWHC person responsible for financial matters Room Criteria Provide a room in the congress venue that can be locked for the purpose of handing the money out to the participants The room must be equipped with a safe The room must be located near the General Secretariat Office 2 desks and 4 chairs 4 chairs outside the office Equipment required 1 computer (access to the Internet by cable or Wi-Fi) 1 laser printer (color) and 1 small photocopier (these two functions printing and photocopying could be in one machine) Other Make sure that the bank has a supply of US dollars in small bills A large safe deposit box at the hotel OWHC customarily provides a list of the subsidized participants to the person of the local organizing committee in charge of registration who will ensure that these participants are referred to the OWHC person responsible for financial matters The OWHC person responsible for financial matters as a rule pays the registration fees for all of the persons who are to receive subsidies for the fees. The person of the local organizing committee in charge of registration will give receipts to the OWHC person responsible for financial matters for each of the participants for whom she has paid (individual receipts) SECRETARY GENERAL S OFFICE Room Criteria Office that locks 2 keys A desk with a chair 2 others chairs in front of the desk and/or a sofa Equipment required A computer with internet access Other Coffee, juice, water to be available 6

PRESS CENTER BUSINESS CENTER FOR PARTICIPANTS Tables, chairs, computers, printer and paper, internet connection SIGNAGE IN THE CONGRESS VENUE 2 Electronic signs for OWHC presentations (flat screens) Signs directing participants to meeting rooms, General Secretariat and other offices and outside those offices in the Congress venue Signs listing upcoming events with the date, the time and the place in the lobbies of each of the official hotels in which the participants are staying A large table should be placed in a central location of the Congress venue for the display of brochures and pamphlets. OTHER ARRANGEMENTS MASTER OF CEREMONIES A Master of Ceremonies must be appointed for the duration of the Congress. His/her responsibilities would include conveying practical information during the sessions. The only exceptions are the Opening and Closing Ceremonies which are the responsibility of the Secretary General of the OWHC. VOLUNTEERS AND CONFERENCE ORGANIZER S STAFF Volunteers or conference organizer s staff must be engaged to direct participants into the sessions and events at the beginning of each day and after coffee and lunch breaks and to evening events. Allow for time to take the group picture of the mayors and the mayors' representatives (family photo). AIRPORT OR OTHER POINT OF ARRIVAL IN A HOST CITY Welcome Desk As much as possible, the Welcome Desk at the airport or other point of arrival in the host city can inform participants upon arrival of the place and hours for registration. Registration information should also be available at the official hotels. Transport from and to the airport or other point of arrival in the host city. 7

HOTELS Welcome Desks at all official hotels offering all pertinent information to the participants. The desks remain at the hotels as info desks throughout the Congress. TRANSPORTATION WHILE IN THE HOST CITY Transportation from and to the official hotels to the Congress venue (if the venue is not within close walking distance to the hotels) and to all evening events will be provided to the participants. A van will be provided every day of the Congress for the General Secretariat Staff and speakers to leave earlier from their hotels so as to arrive in advance of the participants as well as to leave later from the convention centre at the end of the day if necessary (this would be a requirement only if the convention centre is not within close walking distance to the hotels). OTHER After the Congress, provide a USB key with photos of the World Congress to the General Secretariat for posting on the OWHC website as well as any media publications. Journalists will be invited to attend the Opening and Closing Ceremonies, and the announcement of the new Board of Directors and next host city at the end of the General Assembly. REGISTRATION - ACCREDITATION BADGES Elements that must be on the accreditation badge: OWHC logo and World Congress logo. The logo of the Host City can also be added, at the discretion of the host city. Complete name of the participant City (capital letters or big) and country (small or lowercase) Type of participant. Each type has to be identified by a different color (and they must appear on the online registration form on the website***): o Mayor o Elected official o Heritage Manager o Press o Other (on the website: must be followed by a space to write the title of the participant) 8

*** These types of participant options must be integrated in the accreditation badge as they are on the online registration form of the Congress website. Prior to the printing of the accreditation badges, this information must be corroborated by the employees of the Host City upon registration of the participant. Options not to be added on the registration form and which must be treated separately***: OWHC (for OWHC employees) Regional Coordinator (as well as the name of the Regional Secretariat that he/she represents) Employee (for all employees who work at the Congress center and other venues used during the World Congress) Organizing Committee ***These options are to be discussed with the host city when the time comes. On the accreditation cards for OWHC Staff (General Secretariat and Regional Coordinators) and representatives of partner institutions should be printed the name and the institution they represent, not the city where they are located. The accreditation badges must be printed in the participant s language (which must be one of the three working languages of the OWHC). Accreditation badges are mandatory for entrance to all sessions and events. The host city is responsible for providing persons to exercise access control, allowing entrance only to those who have accreditation badges or an official invitation from the host city. The accreditation badges should include emergency contact details of police, hospital and fire department. OWHC MODULE FOR: THE REGISTRATION OF CONGRESS PARTICIPANTS FOR THE MAYORS WORKSHOP, AND NOTIFICATION OF CANDIDATES FOR THE BOARD OF DIRECTORS, HOST CITY AND THOSE RECEIVING SUBSIDIES People required 2 persons to assist the General Secretariat staff member between which the three languages of the Congress are spoken (meaning they do not both have to speak all of the languages) Equipment required A post (desk) for the registration for the OWHC activities will be provided in the same room as the registration for the Congress. 9

Other A list of the mayors and/or representatives will be provided to the person of the local organizing committee in charge of registration for the Congress so that local personnel can refer these persons to the registration post (desk) for the OWHC activities. POSTER EXHIBITION Should a poster exhibition of cities projects be organized, as has been done at many World Congresses, the host city will print the posters from PDF files sent by the cities and provide the exhibition grids (stands) for their display. OPENING CEREMONY People required Technical staff Interpreters in the three working languages (French, English and Spanish) Equipment and other requirements Lectern (Podium) Microphone Chairs on stage for the speakers Headsets for translation on stage for speakers Headsets for translation for all participants and booths for interpreters Appropriate flags on the stage usually the flags of the host country and city as well as that of the OWHC Seats reserved for Board members and Regional Coordinators and General Secretariat Staff Designate time and meeting point for speakers SCIENTIFIC, CANDIDACY, AWARDS AND OWHC ACTIVITIES SESSIONS People required Technical staff in charge of the conference room Interpreters in the three working languages (French, English and Spanish) Equipment required Table for the panel with microphones Speaker s lectern (podium) with microphone or microphone clip Two laptop computers; 1 for the lectern and 1 at the panel table Projector for PowerPoint Large screen 10

Remote control for changing slides on the screen Pointer for screen Two wireless microphones and 2 persons to circulate them during discussion Free Wi-Fi Water and glasses for each speaker Headsets for translation and manner for their distribution School (classroom)style set up Interpreters booths REGIONAL MEETINGS People required Technical staff in charge of the meeting rooms People directing the participants to the right room for their region Equipment required Some Secretariats may not need all of the equipment listed below. The Regional coordinators will inform the host city well in advance of their requirements. 8 meeting rooms with: tables chairs laptop screen projector for PowerPoint Signage to designate rooms for each Secretariat Translation may be required for one or two Regional Meetings MAYORS WORKSHOP People required Technical staff in charge of the meeting room Interpreters in the three working languages (French, English and Spanish) Equipment required The same as that of the Scientific Sessions: however, the format often changes and therefore the room setup differs from one congress to the other. EXPERTS SESSION A session for heritage specialists and site managers from the cities can be organized parallel to the Mayors Workshop since the workshop is only for Mayors or other elected representatives of member cities. 11

Equipment would be similar to that required for the Scientific Sessions including interpretation in the three working languages. GENERAL ASSEMBLY OWHC MODULE FOR REGISTRATION AT THE GENERAL ASSEMBLY, THE VOTING PROCESS OF THE MEMBERS OF THE BOARD OF DIRECTORS AND THE CITY THAT WILL HOST THE SUBSEQUENT CONGRESS POLLING STATION Material required 4 polling booths 1 large sealed ballot box for voting outside the General Assembly room for the Board of Directors and host city 3 smaller sealed ballot boxes for voting for president and any other runoff or tiebreaking votes during the General Assembly (only if the above mentioned ballot box cannot be reused) EQUIPMENT REQUIRED OUTSIDE THE GENERAL ASSEMBLY ROOM 1 table with 3 chairs at the General Assembly room entrance 1 small table upon which the large ballot box will be placed across from the polling booths 1 table for the distribution of headsets for simultaneous translations unless the headsets are already at the seats of the participants REGISTRATION The General Secretariat will need (one hour before the meeting begins): 4 Hostesses outside the GA room to greet the participants at the General Assembly and direct them to the registration table and 3 inside to facilitate the seating inside the General Assembly room. Those outside the room will stay at their places, throughout the meeting to take care of late comers and ensure that only those authorized will enter. Those inside will be responsible to observe if a representative requires assistance such as changing earphones etc. If it is seen that more hostesses are needed inside during the course of the General Assembly we will have the flexibility to move 1 or 2 from the outside to inside. 2 Persons responsible for the distribution of headsets for simultaneous translation either at a table outside the Assembly room or at each representative s place in the Assembly room. As with the Congress registration, all 3 languages will be covered among the hostesses. 12

THE GENERAL ASSEMBLY SPACE Layout of the space The room must have a single access. If there is more than one entrance, the others must be locked 1 person required for entrance control Tables and chairs for approximately 90 persons, set up in a U shape in addition to a second row of chairs for assistants Head table for the members of the Board of Directors, the host mayor, the Secretary General (10 persons). The Deputy Secretary General will be seated in the first chair at the table to the left (as one looks at the head table) followed by half of the Regional Coordinators. The rest of the Regional Coordinators will be seated in the first chairs at the table to the right. The member cities will be seated in alphabetical order beginning from one table and ending at the other. Table and chairs (5) placed behind the Secretary General's place for the General Secretariat Staff Appropriate flags usually the flags of the host country and city as well as that of the OWHC People required Technical staff in charge of the conference room. The technicians will be required not only for the preparation of the meeting room and the installation of the equipment needed but also to ensure the functioning of the equipment during the course of the General Assembly. Interpreters in the three working languages (French, English and Spanish) Equipment needed Interpreters booths Microphones on the tables to facilitate the interpreters' work A computer with the Windows Environment (internet access) Laser pointer An electronic projector for PowerPoint presentations A giant screen Lectern (podium) Water pitchers (bottles) and glasses The OWHC will provide the place cards for the participating member cities. The host city will provide the support apparatus for these cards. CLOSING CEREMONY Equipment needed A freestanding microphone and the OWHC flag on a staff are the only items required for this ceremony. 13

The Ceremony The Secretary General will act as Master of Ceremonies The Mayor of the host city speaks The President of the OWHC will thank the Mayor of the host city The Mayor of the host city will give the OWHC flag to the President of the OWHC who will then give it to the Mayor or representative of the newly elected host city for the subsequent World Congress The Mayor or representative of the subsequent host city will speak If a new person has been elected as President of the OWHC, he/she will speak 14

3. The time frame to be followed for the timely completion of tasks for the realization of the World Congress The following is the suggested schedule for the preparation of the World Congress. WITHIN THE FIRST 3 MONTHS OF THE ELECTION OF A HOST CITY Members of the General Secretariat staff will visit the host city. The topics on the agenda for this first preparatory meeting are customarily: 1. Signing of the Protocol of Agreement 2. Organizing Committee Chairman (if possible to be appointed before the arrival of the OWHC delegation, enabling him/her to become familiar with the mandate and to attend all of the meetings during the OWHC delegation s stay in the host city) Contact person for day to day communication Decision whether to engage conference organizer for logistics 3. Dates of Congress 4. Draft Program 5. Local Journalists Workshop 6. Youth Participation 7. Venues (site visits) Scientific Sessions Mayors Workshop General Assembly Local Journalists Workshop Youth Forum Offices for the General Secretariat and Scientific Committee Regional Meetings 8. Hotels (site visits) 9. Social-Cultural Events and Venues (site visits) 10. Accompanying Persons Program 11. Pre and Post Congress tours 15

12. Financial support/ Sponsors 13. Setting of Registration fees - as a rule the fees include: Admittance to all sessions Congress documentation and Congress proceedings Certificate of attendance Coffee, refreshments and lunches during official Congress breaks Opening and Closing Ceremonies, dinners, receptions and cultural events Accompanying persons Program (for those who have registered as Accompanying Persons and have paid the corresponding fee) Transportation from and to the airport or train station and to all events 14. Presence at Board Meetings to present Progress Report 15. Pamphlet as a 1 st Announcement of the Congress 16. Visa requirements for the host country 17. Travel Official Carrier 18. Website 19. Compose a time frame for the realization of the Congress FIRST BOARD OF DIRECTORS MEETING FOLLOWING THE WORLD CONGRESS This meeting is usually held 4 to 5 months after the World Congress at which time the representative of the host city will be asked to present a progress report based on the conclusions of the first preparatory visit and any subsequent developments. The Report should be in a PowerPoint presentation with pictures where appropriate. A printout of the PowerPoint should be distributed to the 8 Board members as well as 1 to the Secretary General and 1 to the Deputy Secretary General. 16

WITHIN 6 MONTHS AFTER THE ELECTIONS OF A HOST CITY A 1 st pamphlet must be produced announcing the World Congress. This pamphlet should include messages from the Mayor of the host city, the President and Secretary General of the OWHC, the dates of the world congress, the theme of the congress, information about the OWHC, information about the city and perhaps the conference venue. This brochure will be distributed at various conferences and meetings. APPROXIMATELY 1 YEAR AFTER THE ELECTION OF THE HOST CITY AND THEREFORE, APPROXIMATELY 1 YEAR BEFORE THE WORLD CONGRESS Develop a Concept of Operations, perhaps in cooperation with a professional conference organizer, for the realization and promotion of the Congress. Begin construction of the OWHC World Congress website and the web registration management system in cooperation with the General Secretariat. The second Progress Report to be made to the Board of Directors for approval of the ongoing preparations. DECEMBER BEFORE THE CONGRESS YEAR An Invitation Letter to cities will be written by the host city in consultation with the General Secretariat. The letter will be sent by the General Secretariat by post under the same cover as the membership fee letter. THE CONGRESS YEAR JANUARY Launching of the website Create the 2 nd pamphlet announcing the Congress, adding information about the program, speakers, hotels and room rates, how to register and registration fees, accompanying persons program, pre and post congress tours and any other appropriate information. EARLY IN THE CONGRESS YEAR The second preparatory visit by the General Secretariat will take place to finalize as much as possible the decisions taken throughout the previous year. 17

APRIL 2 nd announcement completed and uploaded on the Congress website and sent by post by the host city to the member cities with an invitation letter from the host city Web registration begins MARCH MAY Presentation of the final progress report to the Board of Directors Begin recruiting volunteers Engage interpreters Arrange meetings with local organizations to coordinate actions. SEPTEMBER Finalize all arrangements for the congress Training of volunteers and staff Create the General Program TWO WEEKS BEFORE THE CONGRESS Print the final version of the General Program of the Congress 18