Application to host the
2017 IBSA General Assembly
and Conference

IBSA Member Organization:
Address:
Telephone:
E-mail:
Person Submitting Application:
Position within Organisation:
Meeting Dates:
Meeting Venue:
Accommodation Venue:
Cost of Single Room (€):
Cost of Double Room (€):
Other Relevant Information:

The organizer agrees to meet the requirements as stated in the general IBSA guidelines, which may be requested by the IBSA Executive Committee.

Date: ______Place: ______Signature: ______

Please return this form to the IBSA Secretary General before November 1st 2016.

Information

IBSA holds its General Assembly every four years. The Assembly is the supreme governing body of the Federation. Nine General Assemblies have been held to date:

·  Paris, France: April 1981

·  Hurdal, Norway: 27 - 29 May 1985

·  Formia, Italy: 2 - 4 June 1989

·  San José de Costa Rica, Costa Rica: 24 - 26 June 1993

·  Casablanca, Morocco: 14 - 16 July 1997

·  Santo Domingo, Dominican Republic: 13 - 15 September 2001

·  Beijing, China: 9 - 11 June 2005

·  Antalya, Turkey: 3 - 4 April 2009

·  Copenhagen, Denmark: 31 August - 1 September 2013

The next IBSA General Assembly is scheduled in the period September – November 2017.

A site visit will be part of this application process, costs for travel and accommodation must be met by the bidding organisation.

Proposed Meeting Schedule

The General Assembly lasts one day. It is preceded by a conference for all IBSA members and an Executive Board meeting There will be a maximum of 3 days for meetings.

Day 1: Arrival of the IBSA Executive Board (EB)

Day 2: EB meeting & arrival of the General Assembly (GA) delegates

Day 3: Conference & Reception (evening)

Day 4: GA Meeting & Cultural evening (with dinner)

Day 5: Departures

Elected Executive Board Members

President / Jannie Hammershoi
Vice-President / Joe Walsh
Secretary General / Henk van Aller
Treasurer / Brigitta Kovács
Medical Director / Aspasia Vouza
Sports Director / Torsten Undemar
IBSA Africa Chairman / Martin Osang’iri Okiyo
IBSA America Chairman / Mark Lucas
IBSA Asia Chairman / Radha Krishnan
IBSA Europe Chairman / Sally Wood-Lamont
IBSA Oceania Chairman / David Blyth
Member-at-large / Lidia Abramova
Member-at-large / Sandro Laina
Member-at-large / Mariano Ruiz
Member-at-large / Mr. Lee, Byung Don
Member-at-large / Robert Fenton

Attendees

Please see the above list for the number of attendees at the Executive Board meeting. The number of participants for the General Assembly will become known upon submission of the registration documents to the General Assembly organisers. Delegates from approximately 30-40 nations can be expected.

Transportation

Transportation between airport and hotel on arrival and departure will be offered to all delegates. Also (if necessary) transportation between hotel and meeting venues will be provided.

Accommodation

A minimum of 3 star hotel is required with accessible rooms.

Booking of accommodation for Executive Board members and General Assembly delegates, as specified on the registration forms.

Members of the Executive Board (including their guides when necessary) will be accommodated by the Local Organising Committee (LOC).

Accommodation costs for other delegates must be included in the total package, or can be charged separately by the hotel.

Meeting Room Requirements

Executive Committee

•  Meeting room large enough for approx. 18 persons

•  Boardroom style set up

•  Sockets for participants’ laptops

•  Beamer and screen

•  Wifi internet access

•  Paper and pens for participants

Conference

•  Meeting room large enough for approx. 120 persons

•  Round tables for meeting delegates in an informal setting

•  Desk for presentations

•  Audio-visual equipment (laptop, beamer, screen, 2 wireless microphones, sockets for laptops, audio cable)

•  Wifi internet access

General Assembly

•  Meeting room large enough for approx. 120 persons

•  Top table for approx. 7 persons

•  Rows of tables for meeting delegates facing the top table (2 delegates per nation) with a centre aisle (or aisles depending on shape and size of meeting room)

•  Name plates for EC members and national delegates

•  Paper and pens for meeting participants

•  Audio-visual equipment (laptop, beamer, screen, 2 standard and 2 wireless microphones, sockets for laptops, audio cable)

•  Wifi internet access

Registration

Registration forms to be sent out to the IBSA member organisations and Executive Board at least 5 months in advance by the organising committee.

Entry Fees

Entry fees for the General Assembly and conference, are to be charged to cover the costs of transportation, the meeting rooms, all meals and coffee breaks. They must be approved by the IBSA Executive Board.

Assistance

English-speaking personnel to be provided to assist the IBSA staff during pre-meeting accreditation of delegates.

Access to photocopier, printer and internet to be provided along with basic office supplies for the IBSA staff (paper, pens, scissors, hole-punch, stapler etc.).

Catering

•  Lunch and coffee breaks on meeting days

•  Reception after General Assembly

•  Dinner following the Conference and General Assembly. A reception or cultural evening provided by the host would be appreciated.

•  Breakfast to be included with accommodation.