Greetings from the WBO,
It is with great pleasure that the WBO opens the process for determining the host and location of the 10th World Bamboo Congress.
Please read here for the Invitation of Expression of Interest, including the requirements for hosting. If your group is interested, please complete Forms I, II, and III below and send to WBO Executive Director Susanne Lucas @ info@worldbamboo.net
Deadline is 1 July 2012.
Introduction
The World Bamboo Organization is a diverse group consisting of individual people, commercial businesses, non-profit associations, institutions, and allied trade corporations that all share a common interest “BAMBOO”. The purpose of the WBO is to improve and promote this common interest, as well as the conditions affecting, and the industry surrounding, this common interest. We are dedicated to promoting the use of bamboo and bamboo products for the sake of the environment and economy.
We are a United States tax-exempt trade association (U.S.501-c6, est. 2005) formed to facilitate the exchange of information from around the world on the environmental, socioeconomic, biological, and cultural aspects of bamboo. By bringing together local and regional bamboo people and creating mechanisms for global communications, the WBO’s goal is to facilitate the development of new partnerships and alliances to advance the causes of bamboo and furthering the efforts of bamboo practitioners worldwide. We play a crucial networking role by connecting people for useful collaborations on all things related to bamboo.
Originally founded as the International Bamboo Association (IBA), the idea for an international coordinating body for bamboo practitioners was born out of discussions at the 1991 International Bamboo Workshop in Chiang Mai, Thailand.
The IBA was consequently established at the 1992 3rd International Bamboo Congress in Japan. Through 1998, the IBA had been the coordinating platform for bamboo people around the world, with its primary responsibility being the International Bamboo Congress & International Bamboo Workshop. A union of these two distinct gatherings is today called the World Bamboo Congress, and lead to the re-birth of the IBA into the World Bamboo Organization.
The founding members of the WBO include Susanne Lucas (USA), I.V. Ramanuja Rao (India), Karina Quintans (USA), David Flanagan (USA), Carmelita Bersalona (Philippines), Amin Samuel Zacca (Ghana), Jorge Campos (Chile), Victor Brias (Belgium).
Dedicated volunteers administer our organization. An Honorary Council was established in 2005 to support WBO with professional consultation and expertise, in the field as well as in the conference room.
Michel Abadie (Paris,France) President 2011-
Kamesh Salam (Assam,India) Past-President 2007-2010
David Sands (Hawaii,USA) Special Projects Director 2012-
Lisa Santos (Massachusetts, USA) Treasurer and Secretary 2005 -
Susanne Lucas is the Chief Executive Officer.
The World Bamboo Congress
Apart from our day-to-day networking activities, every 3 to 4 years WBO organizes a World Bamboo Congress (WBC), which is the culmination of our efforts to physically unite bamboo enthusiasts and professionals. In the name of bamboo, we bring people from around the world together to meet, discuss, network, collaborate, and exchange with the intention of improving understanding and stimulating potential. Ever since its inception inPuerto Rico in 1984, each World Bamboo Congress has convened a vast array of individuals, institutions, businesses, and decision makers, and has created new partnerships that have made a real difference for the environment, people and communities around the world. These events have been uniquely informative, educational, culturally and intellectually challenging. The events highlight the state-of-the-art in bamboo science, technology and industry.
2. The World Bamboo Congress
2.1. General Requirements
2.1.1. Congress Schedule:
The World Bamboo Congress is expected to be held over 4-5 days sometime during the year 2013, 2014 or 2015. Apart from a series of meetings and conferences, the schedule is expected to include field visits to places of interest to the delegates.
A. Typical Schedule for Congress
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The final Congress schedule will be worked out by the Host in active consultation with the International Organizing Committee and WBO.
2.1.2. Meeting Venue
The WBC is traditionally held in a hotel or in large conference facilities close to hotels, or ideally, at a sponsoring University or Institution. By having the meeting in the hotel, local transportation costs for the attendees can be eliminated, also having the participants close to the meeting venue promotes attendance, punctuality, and gives people the opportunity to casually meet in the hotel lobby, etc. without having to make formal appointments. The meeting Hotel/Venue should be conveniently located in a metropolitan area close to other hotels, restaurants, banks, public transit, and shopping areas.
The venue must permit the installation of cables and wireless access points in hallways, meeting rooms, and open areas. The WBO staff and Board workrooms must be available on a 24 / 7 basis. The rooms being used for the congress must not be used for evening events during the congress, as this will incur additional costs for the local hosts as the equipment being used for the meetings in these rooms will need to be dismantled, stored, and reassembled.
The venue should have at least one restaurant open from7:00 to midnight, which is able to serve rapid meals and refreshments. It is also important that facilities for providing lunch to the delegates be available in the venue.
2.1.3. Congress announcement: Congress announcements will be required to be made in local and international media (internet, electronic and print media), in consultation with the WBO.
2.1.4. Travel Requirements
Accessibility to international airports and convenience of travel to and from the meeting venue will be considered by WBO when selecting a location for the meeting. Information regarding number and frequency of international flights to the meeting location must be provided, along with specific schedules when available.
Restrictions to travel on any individuals travelling from specific countries must be clearly indicated in the proposal. It is important that any participant who is financially able to attend the congress be able to obtain the required documentation from the host country. Where problems exist, the local Host must indicate how these difficulties will be addressed to ensure the widest participation possible. Local Hosts must indicate the assistance that will be provided to those who do not have access to the host country’s consulates. It is recommended that consulates worldwide be informed of the meeting to expedite the processing of any necessary documentation. A list of the countries requiring visas for entry into the host country, as well as locations offering visa services on behalf of the host country, should be provided.
Local Hosts must be prepared to assist meeting participants with local customs issues. Assistance must be provided to participants to minimize costs and delays with customs.
When feasible, local transportation from the airport to the meeting should be arranged.
Travel costs for WBO designated VIPs (maximum 5) from their home locations will have to be met by the local Host.
2.1.5. Support Services
Representatives from the local Host and its contractors must be able to be reached on a 24-hour basis. A dedicated representative from each department (Host, hotel, IT, AV, administration, etc.) must be able to respond immediately to help resolve issues that may arise. It is essential to the success of the congress that all systems are functional, reliable, and have backup equipment and service.
2.1.6. Accommodations
Accommodations should be available to a majority of participants (200+). Hotels should be available in a variety of price ranges to accommodate those travelling on a limited budget. These hotels should be located close to the meeting venue. The attendees must be able to make their reservations directly with the hotels. However wherever required the local Host should be in a position to assist the delegates in making hotel reservations. The local Host will need to negotiate special non-commissionable rates for all attendees and have the hotel guarantee the lowest possible price.
2.1.7. Emergency Contact
The local Host will need to arrange for an onsite staff person to be available 24/7 to assist in the event of an emergency. The Host must also provide the delegates with local emergency information; telephone numbers for police, ambulance and fire; and full contact details for the nearest hospital to the meeting venue. This information may be included on the back of the badges provided to all registrants.
2.1.8. Badges
Local Hosts will provide badges for all attendees. Color-coding will be used to distinguish between the regular meeting delegates and “all-access” attendees such as WBO, executive members, Host staff, and support staff.
2.1.9. Registration
The local Host will engage staff to handle registration duties and guide participants at the venue. The registration desk at the meeting venue will be staffed by a minimum of 5 people to prepare badges and distribute registration packets and meeting information to the participants. The registration desk will be staffed from 07:00-18:00 from Day 1 of the meeting. Local Host is responsible for designing, production and other costs associated with the Registration Package for each delegate.
WBO Board Meetings
The local Host shall provide meeting space at the Congress venue for a minimum of two meetings for WBO Board of Directors. Any food service or catering for these meetings shall be billed to and paid for by the WBO.
2.1.10. Congress proceedings:
The assemblage and production of electronic Proceedings of the WBC will be a joint-collaboration of the Host, the IOC and WBO. The Host will designate a Co-Editor to work on behalf of the WBC and coordinate with the WBC Editor, designated by the WBO.
2.1.11. Congress participant certificates
The congress participants will be provided with participation certificates signed by the president of the WBO. The host will be required to print the certificates and arrange for the certificates to be issued during the WBC.
2.1.12. Website management in native language
If deemed necessary by the WBO, the Host will be required to make arrangements for developing, hosting and managing a congress website in the native language of the host country.
2.1.13. Translation services
If deemed necessary, the Host may be required to provide translation services from English to the native language of the host country and vice versa.
2.1.14. Congress field trips and optional tours
The Host will be required to make arrangements for local field trips for the international delegates and also provide facilities for optional tours. Expenses for the field trips will have to be covered within the registration fees while delegates will be required to pay for optional tours. This aspect of the WBC is one of the most vital to the success of the event as a whole. International travelers need a great reason to travel such a distance to take part in the WBC.
2.1.15. Trade fair
A Trade Fair for bamboo products and allied wares (machinery, tools, etc) produced in the host country as well as other countries can be organized. The Host will designate the Trade Fair Coordinator to be a part of the International Organizing Committee.
Complimentary Exhibit Booths
The Host will provide complimentary exhibit booths to the WBO and any other “not-for-profit, non-profit, or non-government” organization that the International Organizing Committee deems to be qualified, as well as to any organizations specified by the WBO (i.e. UNIDO, national bamboo societies, etc)
2.1.16. Entertainment
For evening and/or daily entertainment, the Host will coordinate an entertainment schedule, featuring local culture, food and/or music.
2.1.17. Local public relations
The Host will be responsible for local public relations, liaison with local government and press as well as local businesses and other interest groups.
2.1.18. Insurance
WBO will require the local Host to obtain insurance for the items in which they are responsible. Specific requirements can be discussed with WBO staff as these vary from location to location.
2.1.19. Invitation of delegates
WBO shall provide to the International Organizing Committee a comprehensive mailing list, in acceptable electronic form, consisting of email addresses, other address information, and any other pertinent information, for all potential and final authors, reviewers, and attendees obtained in the normal course of WBC activities. The Host will arrange to send invitations to this mailing list and any other list that the attendee may have.
2.1.20. Attendee Security
A reasonable amount of security MUST be provided during the meeting hours (08:00 – 18:00 daily). This security should be a non-intrusive measure to ensure the safety of the participants. Any security information about the local area in relation to attendee safety MUST be provided with the proposal. This should cover a general overview of the area surrounding the venue, taxi safety, city safety, etc.
2.2. National Organizing Committee (NOC)
The local Host will assign three persons to form the National Organizing Committee (NOC) to coordinate and be in active communication with WBO in the planning of the event. The NOC Chair will be the conduit as part of the International Organizing Committee (IOC), set up by WBO.
2.2.1. Purpose and responsibilities of the NOC
It will be the NOC’s responsibility to carry out the whole execution of the WBC project, and to be in charge of all documentation, planning and logistics related to it. The NOC shall submit all documentation, planning and logistic documents to the IOC, along with monthly financial statements to the WBC Treasurer, and all planning shall be done in compliance with the terms set out in the Operating Agreement. The NOC Chairperson will participate in all strategic planning of the WBC. Specifically, the NOC Chairperson will responsible for :
- Managing communications between NOC and IOC
- Lead the local planning and implementation of the WBC and oversee the work of the members of the NOC and Secretariat.
- The NOC Chairperson must be from the host country of the WBC and must speak and write English
- The NOC Secretariat will be responsible for delegating and recording all administrative activities of the WBC.
2.3. International Organizing Committee (IOC)
The International Organizing Committee (IOC) of the World Bamboo Congress will be comprised of the Chair, Co-chair, Secretary, and Treasurer of WBO, and the Chair of the National Organizing Committee. The IOC can be expanded to include three other international members, to be mutually agreed upon by its members.
2.3.1. General Responsibilities of the IOC
- Direct communication and interaction with NOC of WBC
- Promotion of the WBC to the international community (WBC website, etc)
2.3.2. Responsibilities of IOC in collaboration with NOC/ Host Secretariat
- Congress program format and scheduling
- Assist in the procurement of funding for the WBC from international and governmental funding agencies in conjunction with NOC
- Coordination with NOC and WBO Board of Directors on all matters related to the development and planning of the WBC
- Appointment of the Master of Ceremonies
2.3.3. IOC Chairman’s Responsibilities
The Chairman will be responsible for leading the planning and organization of the World Bamboo Congress. Specifically, the Chairman will be responsible for:
- Overseeing the coordinated efforts of the WBO, NOC and Secretariat
- If necessary, available for advising or consulting on any unresolved matters in which the NOC or Secretariat seek help with.
- If necessary, communicates with all donor, funding, and governmental agencies.
- Seek funding for the WBC as necessary.
A Co-Chair will be appointed to support the WBC Chairman in the strategic planning of the WBC, especially in coordination of efforts throughout the Host-country region.
2.4. International Advisory Committee
The IOC andNOCChairs will appoint the WBC International Advisory Committee. This IAC will make recommendations as to program content and topics, primarily interested in the scientific and technical aspects of the WBC.
2.5. Budget and finance
The Hosts will draw up a budget for the congress and raise the necessary funds to meet their responsibilities as indicated in 2.1 above and any other local expenses that may be required for the event.
2.5.1. Sources of funds
Participant fees: The WBO guarantees 100 international delegates from whom a delegate fee of $….. will be collected on behalf of WBO. In addition to this, the Host may collect a suitable delegate fee from the national participants as revenue to the Host. The delegate fee will include on-site meals, coffee breaks, registration package, field trip costs, copy of congress proceedings.
Sponsorship: The Hosts will solicit local and international sponsors to meet their financial responsibilities. They must, however, submit the names of their sponsors to WBO to ensure that the mission and activities of sponsors does not conflict with WBO policies. Sponsorship opportunities and benefits will be posted on the WBC website. Benefits will be provided to all sponsors according to level of sponsorship as defined on the WBC website. Since this meeting is not a trade show, an organization that is not a sponsor will not be permitted to distribute commercial materials in the meeting area.
WBO will assist the Host in soliciting sponsorships if required by the Host however there will be no commitment from WBO in this regard.
2.6. WBC Treasurer
The selected Host, who will be responsible for all the necessary expenses for the execution of the WBC, will appoint a Treasurer who will be in charge of the performance of the budget, of the periodical balance surveys, and lastly, of all activities relevant to the financial administration of WBC. The Treasurer will also be responsible for the opening of a bank account on behalf of the WBC, and for being in charge of necessary value transactions, upon written notice to the NOC and IOC Chairs.
2.7. Cancellation
The WBC will not be cancelled unless under extreme conditions. In case the congress is cancelled due to reasons of shortcomings on the part of the Host, the Host will be required to pay a penalty as indicated in the operating agreement. Should the circumstances arise where the WBO Board cancels the WBC, WBO will be responsible only for cancellation costs that are detailed in the proposal submitted by the Host.
- 3. INVITATION FOR EXPRESSION OF INTEREST
The World Bamboo Organization invites Expressions of Interest (EOI) for hosting the 10th World Bamboo Congress from institutions, bamboo societies, NGOs and universities based in any of the following locations:
- Europe and theUK
- North America
- Central America
- South America
- Africa
- Australia
- Asia
The 8th WBC took place in Bangkok in 2009. The 9th WBC took place in Belgium 2012.
The 10th WBC should take place outside ofEurope, preferably Central orSouth America, Asia, Africa, or Australia.
3.1. Minimum Eligibility Criteria
3.1.1. The Host-bidder should be an organization of repute involved in the field of Bamboo/ Forestry /Science/ Environment / Livelihood Improvement or any other relevant fields involving Bamboo.
3.1.2. The Host-bidder should have experience in organizing and hosting events of similar scale, or feel competent in the abilities and commitment of its NOC.
3.1.3. The bidder should have a physical presence in the proposed location of the event.
3.2. Bid Format
3.2.1. The bids should be submitted in electronically.
3.2.2. Bid Language: Bidders are requested to submit the bids written in English. In case any of the documents attached with the bid are in languages other then English, a translation of the same should be provided in English.
3.2.3. The bids should be submitted in the formats attached within this document. All relevant documents concerning proof of experience etc as indicated in the bidding formats should be attached with the document.
3.2.4. All pages of the bid documents should be signed by the authorized representative of the bidder.
3.2.5. The Bid should be addressed to the World Bamboo Organization and sent electronically.
3.3. Submission Receipt and Opening of Bids
3.3.1. Address for Submission of Bids:
Ms. Susanne Lucas
Executive Director, World Bamboo Organisation,
9 Bloody Pond Road, Plymouth, Massachusetts
02360 USA
info@worldbamboo.net
3.3.2. Bid Submission Due Date: 1 July 2012
3.4. The Selection Process
3.4.1. Evaluation of the bids will be done by a committee to be constituted for the purpose by the President, World Bamboo Organization.
3.4.2. The evaluation of bids will be a two stage process.
3.4.3. In the first stage, the bids will be evaluated against the minimum eligibility criteria set out above and a shortlist will be drawn up.
3.4.4. In the second stage the bids / proposals will be evaluated competitively on the following criteria and a host organization will be selected.
- Proposers’ experience with organizing international conferences.
- Prior involvement of bidder in WBO activities and attendance at WBO conferences.
- Ability of the bidder to raise funds for the World Bamboo Congress.
- Support expected from the government of the host country.
- Ease of access to conference location for an international audience.
- Quality of proposed venue and facilities.
- Safety and Security situation in the proposed location
3.4.5. During the second stage of the bid evaluation, the committee may at its sole discretion require the shortlisted bidders to make a detailed presentation on the proposal and ability of the bidder to successfully organize the world bamboo congress.
3.4.6. Decision of the bid evaluation committee with regard to selection of a host organization will be sent to the office of WBO CEO Susanne Lucas for final determination.
3.4.7. After the completion of the evaluation process, a letter of intent (LOI) will be issued to the selected bidder.
3.4.8. The selected bidder will be required to submit a letter of acceptance within 7 days of the issue of the LOI and enter into an “Operating Agreement” in the format provided with this invitation for EOI.
3.4.9. Only after the signing of the Operating Agreement will the selected bidder be designated as the Host organization.
3.5. General Conditions
3.5.1. Intellectual Property:
3.5.1.1. Ownership of the name “World Bamboo Congress” will vest solely with the World Bamboo Organization. However during the duration of the event and time preceding the event as set out in the Operating Agreement, the Host will have a license to use the names “World Bamboo Congress and WBC”.
3.5.1.2. The official World Bamboo Congress LOGO, provided by the WBO, must be used in all distributed materials. A local logo approved by WBO can be used in conjunction.
3.5.1.3. The WBC Proceedings shall be copyrighted and become the property of WBO in accordance with WBO Policies.
Form 1
Host World Bamboo Congress
Expression of Interest (EOI)
We ………………………………………….(Name of Organization) hereby express interest in hosting the World Bamboo Congress. Details of our proposal are attached herewith.
We accept that the acceptance of our bid is not binding on us. Final acceptance comes only after signing of the Operating Agreement.
Name of the contact person………………………………………………………………………………
Organization Website …………………………………………………………………………………………
Physical Address: ………………………………………………………………………………………………
Email:……………………………………………………………..Phone:………………………………………
Fax:………………………………………….
Authorized Signatory ……………………………………. Date ……………………….
Form II
Details of the Proposed Venue
1. Venue ………………………………………………………………………….
2. Address…………………………………………………………………………
3. Number of Meeting Halls available at the venue……………………………
4. Specifications of the Facility
- Capacity (Theatre Style Seating / Banquet Sitting)
- Facilities Available
5. Whether accommodation is available at the Venue (yes/ no)
6. If yes, details of accommodations available
7. If no, proposals for accommodation
8. Bidder’s experience with organizing similar activities
(Please provide a detailed write up within 1000 words)
9. Distance of the venue from nearest international airport
10. Prior involvement of bidder in WBO activities
11. Proposal for raising funds
(Please provide a detailed write up within 1000 words)
Form III
Detailed Proposal
(Please provide a detailed write up on how you propose to organize the World Bamboo Congress)
