Concerning: Call for Proposal, European Congress on ITS, 2010 & 2011 Brussels, 29 March 2007 Dear Sirs, We have the pleasure to inform you of the launch of a Call for Proposal for the organisation of the European Congress on Intelligent Transport Systems & Services (ITS) to be held in 2010 and 2011. You will find the Call for Proposal attached, which includes guidelines and task descriptions for organising this event. In addition, information on ERTICO, the ITS Congress Association and past Congresses is enclosed. The proposal can be submitted for both 2010 and 2011, with the indication of the preferred year, but the selected host country will be chosen for one year only. Please note that all bids must include supporting letters from the Government, the City and leading Industry of the Host Country. Any submission put forward solely by a Congress Centre shall not be deemed valid by the Selection Committee. The closing date for submission is 30 June 2007. Should you have any queries regarding this Call for Proposal, please do not hesitate to contact Ms Valérie Mindlin, Congress Manager, ([email protected], Tel: +32 (0)2 626 11 32). We thank you for your co-operation and look forward to hearing from you soon. Yours faithfully, Arnold van Zyl Olivier Mossé CEO President ERTICO - ITS Europe ITS Congress Association CALL FOR PROPOSAL FOR THE ORGANISATION OF THE 8TH EUROPEAN CONGRESS ON INTELLIGENT TRANSPORT SYSTEMS, 2010 AND THE 9TH EUROPEAN CONGRESS ON INTELLIGENT TRANSPORT SYSTEMS, 2011 ITS CONGRESS ASSOCIATION Avenue Louise 326 B-1050 Brussels, Belgium Call for Proposal – European Congress on ITS 1 Introduction Created in 1997, ITS Congress Association organises the European and World ITS Congresses on behalf of ERTICO. ITS Congress Association (ITS CA) has close links with ERTICO which uses the Congresses to promote and disseminate information on its activities. ERTICO also continues to provide the content for the Congress programme and the European and World Congresses will continue to use ERTICO’s name and logo. Co-operation is the key to any successful venture. ERTICO and ITS Congress Association work very closely together in order to achieve the best quality events possible. The European Congress and Exhibition is held in each year that the World Congress takes place outside Europe and is held in May/June. This event has already been held in the following cities: 1999: Amsterdam, the Netherlands (over 3000 participants; over 135 exhibiting companies) 2001: Bilbao, Spain (over 1000 participants; over 30 exhibiting companies) 2002: Lyon, France (over 750 participants; over 50 exhibiting companies) 2004: Budapest, Hungary (over 1000 participants; over 40 exhibiting companies) 2005: Hannover, Germany (over 1900 participants; over 60 exhibiting companies) The next planned events will be held in June 2007 in Aalborg, Denmark and in June 2008 in Geneva, Switzerland. Call for Proposal – European Congress on ITS 2 Basic Conditions for Applying to the Call for Proposals 1. The choice of the city, as the venue of a Congress on Intelligent Transport Systems (ITS) is conditioned by the signature of an agreement between ITS Congress Association and the Host. A copy of the draft of the agreement can be sent on request. 2. The Host should be constituted of representatives from National Ministries of Transport, Communications or other, in charge of ITS; Regional and Local Public Authorities; the City; ITS related industry, or be represented by an Organisation created for the sole purpose of working on behalf of the latter for the Congress. In this case, ITS Congress Association will receive the status of the Organisation. 3. It is hereby stipulated that the co-operation between the parties is not to be of a permanent nature, but is rather temporary and occasional, and can vary in accordance with the needs of ITS Congress Association and the availability of the Host. 4. For the purpose of greater clarification and efficiency, this document stipulates the general provisions, which are used to regulate the co-operation between ITS Congress Association and the Host. 5. All side events organised or supported by the Host and taking place during the congress need the approval from ITS Congress Association. ITS Congress Association will support the Host in finding ways to offer attractive special arrangements for the participants of such events combined with selected congress activities. 6. ITS Congress Association and ERTICO have licensed Brintex, a UK based Company, as the official “PCO” for the organisation of the ITS Congresses. Brintex may also undertake duties on behalf of the Host under separate contractual arrangements and at the Host’s own costs. 7. Based on the Host’s proposal, ITS Congress Association will be responsible for choosing the venue in co-operation with Brintex, who will contract with and make all payments to the venue provider. The contract between Brintex and the venue provider will specify the Congress and Exhibition facilities and supporting services to be provided by the venue provider. A separate agreement to be signed between Brintex and the venue provider will specify the congress and exhibition facilities and supporting services to be provided by the venue provider. 8. The proposal can be submitted for both 2010 and 2011, with the indication of the preferred year, but the selected host country will be chosen for one year only anyway. Call for Proposal – European Congress on ITS 3 A. RESPONSIBILITIES AND OBLIGATIONS OF THE HOST COUNTRY The European Congress on Intelligent Transport Systems (ITS) will take place in the selected country, in the years 2010 and 2011, on the condition that the Host carries out the following activities: A.1. Creation and Organisation of Committees A.1.1 National Organising Committee (Steering Group) This Committee, which includes high-level representatives from Industry, Finance and the Public Authorities on all levels (national, regional and municipal) in the Host Country, is created for the purpose of facilitating the promotion of the aforesaid Congress and, to this end, shall establish contact by mail with personalities holding equivalent positions in Europe. The Host will nominate appropriate members of the National Organising Committee for approval by ITS Congress Association to be their representatives in the European Programme Committee. Sub-Committees The National Organising Committee may establish sub-committees and other task groups to carry out certain of its tasks and to look after specific aspects within the Host’s responsibilities. A.1.2 National Logistics Committee This Committee shall include the persons participating in logistics activities (Professional Congress Organiser (PCO), Conference Centre, Conference Bureau, the City and other entities). Among other responsibilities, the Committee must advise ITS Congress Association on the logistical aspects and verify whether the Host receives information on the progress of the work for organising the Congress. A.1.2.1 Conference and Exhibition Centre The National Logistics Committee must provide advice to ITS Congress Association, whenever requested to do so, with regard to the logistical questions relating to the Conference and Exhibition Centre, and must arrange with Brintex the cost estimate and contract terms. In a separate contract, the management entity of the Congress Centre must ensure that the deadlines, terms and cost estimate, as accepted, will remain in force until the end of the year of the event, adjusted in accordance with the annual rates of inflation. Call for Proposal – European Congress on ITS 4 The ways in which the cost of the Congress venue can be financed is very important for the decision process on the organisation of the event. Please stipulate clearly how the Host can participate in covering these costs. Requirements for the Congress and Exhibition Centre: - 1 auditorium for +/- 1,000 pax for the Opening Ceremony - 2 session rooms of 200-250 pax for Executive and Special sessions - 5 session rooms of 80-150 pax for Technical sessions - exhibition space of 5.000 m² gross A.1.2.2 Social Events The National Logistics Committee shall supervise the organisation of the social events, which are the full responsibility of the Host (see point A.2). A.1.3 National Sponsorship Committee Please note that the sponsorship will be part of a separate agreement with ITS Congress Association. In the bid of the Host, the items to be sponsored should be stated clearly indicating their cost in EUR (€) in order to compare best offers. This Committee must develop and implement a sponsorship strategy for the Congress aimed at the public authorities and industry. It will need to sponsor a range of aspects, including: The social events (as described in point A.2) The Opening Ceremony (see point 1.4.3) The bags, pens and notepads for the Congress delegates Coffee breaks Buses in order to provide a continuous link between the hotels and the Congress Centre, and to Social Events The reception and assistance points in airports and hotels City street maps and other tourist information, tickets for museums… Free Public Transport passes for the duration of the Congress Organisation of showcase and demonstrations VIP Cars Simultaneous translation. If requested, will be at the Host’s expense. Call for Proposal – European Congress on ITS 5 A.1.4 Programme Committees A.1.4.1 National Programme Committee A National Programme Committee is to be created in order to verify whether the general programme for the Congress includes all of the aspects of Intelligent Transport Systems (ITS) relevant for the Host Country. A.1.4.2 Proposal for Selecting the Logo and Theme for the Congress The National Programme Committee is responsible for proposing the Logo and Theme for the Congress; the final choice shall be made, jointly, by the Host, ERTICO and ITS Congress Association. A.1.4.3 Organisation of the Opening Ceremony The Host will be responsible for delivering and financing (including through sponsorship) the Opening Ceremony.