| Criteria for Hosting African Youth Governance Conference 2011 | ||||
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Preliminary check Before reading the detailed criteria for hosting an African Youth and Governance (AYG) Conference and starting your bid preparations, please go through the following check-list. This check-list sums up a few of the most fundamental requirements for hosting an AYG Conference. 1. Is there a large professional conference centre in your city? Yes / No 2. Does the conference centre have more than 1500 s-m net exhibition space? Yes / No 3. In addition to exhibition space, is there a large catering/networking area in the conference centre? Yes / No 4. In addition, does the conference centre have at least 4 session/workshop rooms in varying sizes? Yes / No 4. Are there over 80 hotel rooms in your city and within 20 minutes reach of the conference centre? Yes / No 5. is your city easy to reach internationally, i.e. is there an international airport in or near your city? Yes / No 6. Is your city safe in terms of crime rate? Yes / No 7. Are there corporate entities ready to partner and support the conference? Yes / No 8. Are there other youth Groups ready to partner in organizing the conference? Yes/ No 9. Is hostel accommodation for up to 300 persons available? Yes / No If your answer to any of the questions is ‘no’, the AYG- Conference Secretariat will be unable to accept your bid because the annual conference is simply too large to be hosted in your city. If all your answers are ‘yes’, please read the more detailed list of requirements below. 1. Requirements for local organizational support • Written commitment from a leading local institution of higher education • Commitment to assist in the organization of the following aspects of the conference: − Social programme (opening reception, closing reception and a Dinner and Dance) − rent of the conference venue(s) − catering (lunches and coffee breaks) − Hotel accommodation for participants − Local transport arrangements • Written commitment from government agencies in charge of youth issues and security • Written commitment from the local city authorities • Written commitment from National Youth body 2. Date of the conference The conference is held over three (3) days in the first half of August coincides with the International Youth Day (August 12) 3. Requirements for local staff • Conference Host Committee, consisting of people who will be actively involved in the organization of the conference and the Youth Day • Local Conference Coordinator • Main contact person for the Conference Department at the Secretariat in Amsterdam • Recruitment of student assistants 40 (volunteers) to assist the Secretariat for a few days before, during the conference and after the conference. 4. Requirements for a conference venue • Due to the size of the AYG Conference and its extensive requirements for session/workshop rooms, exhibition space and networking areas, the Secretariat can only accept bids featuring a professional conference centre as the main conference venue (a university venue will only be considered if it has modern conference facilities at professional conference centre level). • 1 Auditorium for Opening Ceremony1 2000–2400 persons • 1 Auditorium for Closing Ceremony 1800–2000 persons • 3 Session rooms 400–500 persons • VIP Rooms for guests of honor • 2 separate office rooms (see also technical equipment requirements) • Registration area with space for storage • Desk for AYG Secretariat Information Desk • Space for storage room for 10 pallets, 2.5 s-m each • Exhibition space for the AYG Conference Exhibition Minimum 1500 s-m • Catering facilities at least 300 persons • A large networking space (with plenty of seating) • Space for Business Centre (see also technical equipment requirements) • Venue for Opening Reception (near Opening Plenary) 2000–2400 persons • Venue for Closing Reception (near Closing Plenary) 1800–2000 persons • Venue for the African Youth Excellence Awards Dinner and Dance 1000–1200 persons • Venues for other social events 5. Conference city requirements • What is the security situation of the city • How is the traffic situation • How is the political situation of the country • What is the environmental state of the city • Availability of healthcare facilities • Uninterrupted water and electricity supply • Unflinching government support • Entertainment and social facilities • Availability of catering facilities • Availability of tourist sites in or within travelling distance • Availability active youth groups 6. Technical equipment requirements • Standard audio-visual equipment (AV) in all the session rooms: overhead projector, projection screen, white/blackboard or flipcharts, microphone system (if needed), data projector, computer (or at least connection for laptop) • Availability of other AV: internet connection, video player, slide projector • Telephone and internet connection in the office rooms • Computers (minimum 30) with MS Office and internet connection, fax machine and copy machine for the Business Centre 7. Requirements for accommodation facilities • Total hotel room capacity in the city of more than 100 rooms • Conference hostel with capability to house 300- 400 guest. • Distance between conference venue and hotels no more than 20 minutes by public transport • Availability of inexpensive accommodation (at least 50 rooms) 8. Requirements for transport • An international airport close to the city • Regular and direct connections with all main airports in Africa. • Availability of conference shuttle • Availability of dispatch riders • Availability of airport transport (to and from airport) Costs The Host Country/Organization shall raise funds locally and internationally to cover the cost of hosting. Prudent Auditing and Financial Accounting practice is expected to be implored. Following Cost Considerations are to be noted • Rental costs for the whole conference venue* • catering for participants • the Opening and Closing Reception • local transport for participants • local personnel costs *The rental of the conference venue should include: • A sufficient number of session/workshop/plenary/secretariat rooms • Registration area • Exhibition space • Use of technical equipment • Use of a fully equipped Business Centre • Use of other (networking) areas at the premises • Use of restaurants for coffee breaks and lunches • Sufficient seating facilities to accommodate the participants • Cloakrooms • Personnel costs Submitting a bid The AYG Conference Secretariat would like to receive a bid containing details on all the criteria above. The Secretariat would also like to receive a short documentary on the host city prepared by the Host Bidding Committee. The video should not be more than 20 minutes long and should show the conference venue, the proposed accommodation facilities, traffic situation in the city, nightlife and the city airport amongst other interesting sites. Also the Secretariat would appreciate pictures of the city (not more than 30) When a bid has been submitted, it is much appreciated if a site visit for AYG Conference representatives can be arranged, at the expense of the bidding committee. The bid should be in essay format and should have inclusive, information about the host country and host city, information about the bidding organization and information about the Bidding Committee. Clarity of expression and neat presentations would be noted. The Secretariat challenges all interested Bidding Committees to make convincing arguments on why their city and organization is ready and should be chosen to host AYG Conference 2011. Bids would only be accepted from registered and paid delegates. Deadlines for bids By 0000 hrs (midnight) GMT on Sunday, 21th March, 2010 Please send your bid to: Fiifi Enchill Conference Coordinator AYG Conference Secretariat PO Box C 5543 Cantonments- Accra Email: This e-mail address is being protected from spambots. You need JavaScript enabled to view it Further information For more detailed information about the AYG Conference, please contact the Conference Manager, Fiifi Enchill, at the AYG Conference Secretariat at This e-mail address is being protected from spambots. You need JavaScript enabled to view it or This e-mail address is being protected from spambots. You need JavaScript enabled to view it |
| Last Updated ( Wednesday, 10 February 2010 12:09 ) |