BIDDING MANUAL for the hosting of - ICOMicom.museum/uploads/media/ICOM2022_biddingmanual_ENG.pdfBIDDING MANUAL for the hosting of ICOM’s 26th General Conference in 2022 ... Afternoon

BIDDING MANUAL

for the hosting of

ICOM’s 26th General Conference in 2022

1 August, 2017

Paris, France

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CONTENTS

Contents ..................................................................................................................................... 2

Introduction and background .................................................................................................... 4

Presentation of ICOM ............................................................................................................. 4

Presentation of the ICOM General Conference ...................................................................... 4

Date and duration ................................................................................................................... 5

Format .................................................................................................................................... 5

Bidding guidelines ...................................................................................................................... 7

Eligibility ................................................................................................................................ 7

The bid .................................................................................................................................... 7

Letter of intent ........................................................................................................................ 7

Deadline for bids .................................................................................................................... 8

Pre-selection ........................................................................................................................... 8

Site inspection and evaluation................................................................................................ 8

Presentation and final decision .............................................................................................. 8

Contract signing...................................................................................................................... 8

Timeframe .............................................................................................................................. 8

Instructions and checklist of attachments for the bidding questionnaire ............................... 10

Recommendations on how to complete the bidding questionnaire ..................................... 10

Checklist of attachments ...................................................................................................... 10

Undertaking ...................................................................................................................... 10

Letters of support and guarantees ..................................................................................... 11

Programme(s) .................................................................................................................... 11

Map of the city ................................................................................................................... 11

Other maps ......................................................................................................................... 11

Budgets .............................................................................................................................. 11

Other important attachments ............................................................................................ 11

Undertaking .............................................................................................................................. 13

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Chapter 1: Host .......................................................................................................................... 15

Chapter 2: Support ................................................................................................................... 29

Chapter 3: Theme and programme .......................................................................................... 36

Chapter 4: Venue ...................................................................................................................... 44

Chapter 5: Travel, accommodation and on-site reception ....................................................... 75

Chapter 6: Budget and financial aspects ...................................................................................91

Chapter 7: Communication ..................................................................................................... 110

Chapter 8: Collaboration ........................................................................................................ 120

Appendix 1: List of ICOM General Conferences since 1948 ................................................... 131

Appendix 2: Themes of past and upcoming EDITIONS OF International Museum Day ......133

Appendix 3: Technical requirements of plenary sessions and the Executive Board meeting (Cf.

Requirement 4.2) ................................................................................................................... 134

Appendix 4: Technical requirements of offices (Cf. Requirement 4.3) .................................. 135

Appendix 5: Indicative planning on the organisation of sessions of International Committees

(Cf. Requirement 4.8) with SIMULTANEOUS INTERPRETATION ..................................... 137

Appendix 6: Possible layouts for the elections office (Cf. Requirement 4.10) ....................... 138

Appendix 7: Specifications on the travel and accommodation of the ICOM President,

members of the Executive Board, Chair and Vice-Chair of the Advisory Council, the Director

General, invited speakers and ICOM Secretariat staff (Cf. Requirement 5.4)....................... 139

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INTRODUCTION AND BACKGROUND

Presentation of ICOM

Created in 1946, ICOM (International Council of Museums) is an international non-

governmental organisation maintaining formal relations with UNESCO. Within the United

Nations, ICOM has a consultative status with the Economic and Social Council. ICOM is the

only international organisation representing museums and museum professionals on a global

level.

ICOM is:

A diplomatic forum made up of representatives from 141 countries and territories

Standards of excellence for museums including ethics (ICOM Code of Ethics for Museums)

A unique international network of more than 37,000 museum professionals around the

world

A think tank composed of 115 National and 30 International Committees as well as 6

Regional Alliances, which represent museums’ competencies and specialties

Missions of international public service, notably in the fight against illicit traffic in

cultural property, emergency programmes in the event of natural disasters or armed

conflict as well as in professional development and the social role of museums.

Presentation of the ICOM General Conference

Held every three years, the General Conference brings together the international museum

community to discuss a theme chosen by museum professionals. Some 2,000 to 4,000

museum experts and museum professionals gather for a week to discuss, exchange ideas and

reflect on museum-related questions. The last ICOM General Conference was held in Milan,

Italy from 3 to 9 July, 2016, focused on the theme Museums and Cultural Landscapes and

gathering more than 3,400 participants. The next ICOM General Conference will take place

in Kyoto, Japan from 1 to 7 September, 2019.

A prestigious and festive event, the General Conference revolves around scientific and

academic symposiums, organised by ICOM Committees; administrative sessions, including

the General Assembly and the Advisory Council meetings, which define the organisation’s

policies; and forums on relevant issues museums worldwide are facing today.

For ICOM members, the Conference is also an opportunity to visit the local museums, to

discover the host country and to engage in activities that provide a better understanding and

appreciation of its culture. It is therefore important to explain how the host country’s

museums will be involved in the Conference, and the opportunities that ICOM members will

have to appreciate the host culture during the Conference.

Since the General Conference in 2013, the event has been open to non-ICOM members, so

that the international museum and cultural heritage community has the opportunity to learn

about ICOM. Promotional measures in attracting their participation are encouraged.

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Date and duration

Previous General Conferences have generally been held between May and the beginning of

November, depending on local conditions and on the hemisphere. The Conference usually

begins on a Sunday and can last for six days. When suggesting dates for the event, the bidder

must make sure that they do not clash with major public holidays in the host country and

around the world (e.g. Thanksgiving Day or Ramadan), or major meetings and events in the

host city.

Format

The entire programme contains three parts: pre-conference (for administrative meetings),

official sessions and post-conference (for visits).

The following is an indicative format of the General Conference, which is subject to change.

Any changes to this format must be approved by ICOM.

PR

E-C

ON

FE

RE

NC

E

PR

OG

RA

MM

E

Day -2 Morning

&

Afternoon

Executive Board Meeting

Board Meetings of International Committees, Regional

Alliances and Affiliated Organisations

Meetings of Standing Committees

Evening Free

Day -1 Morning

&

Afternoon




Evening Free

CO

NF

ER

EN

CE

PR

OG

RA

MM

E

Day 1 Morning Advisory Council Meeting – Plenary Sessions

Press Conference

Afternoon Separate Meetings of the National and International

Committees

Evening Opening Party

Day 2 Morning Opening Ceremony, Keynote Speeches - Plenary Session

Afternoon Meetings of International Committees, Regional Alliances,

Affiliated Organisations and Standing Committees (on-site)

Museum Trade Fair

Evening Networking events

Day 3 Morning

&

Afternoon

Panel Discussions

Meetings of International Committees, Regional Alliances,


Museum Trade Fair


Day 4 Morning

&

Afternoon


Affiliated Organisations and Standing Committees (on-

site/off-site)

Museum Trade Fair


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Day 5 All day Excursions

Day 6 Morning General Assembly, Closing Ceremony

Afternoon Advisory Council Meeting (to be confirmed)


Press Conference

Evening Closing Party

PO

ST

-CO

NF

ER

EN

CE

PR

OG

RA

MM

E

Day +1 All day Excursions



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BIDDING GUIDELINES

Eligibility

All active ICOM National Committees can apply to host the ICOM General Conference. The

National Committee, with the national museum association of the host country or any other

national organisation, can form an Organising Committee in order to better prepare and

stage the General Conference.

A list of past ICOM General Conference venues, dates and themes is attached as Appendix 1.

Priority will be given to countries that have never before hosted an ICOM General Conference.

Applications which are incomplete or do not respect the instructions as detailed in the

bidding questionnaire will not be considered eligible, nor will any submitted bidding

applications for which no preliminary letter of intent (please see below) was submitted to the

ICOM Secretariat.

The bid

The bidder is invited to carefully read the needs and requirements listed in this Bidding

Manual and submit a bidding application composed of:

1) the clearly and concisely completed bidding questionnaire in English, French or Spanish;

2) all specified appendices;

3) additional audiovisual materials (optional).

All the elements that the bidder wishes to present in the bid must be compiled in a single

PDF document not exceeding 8 MB, to be sent by email to the ICOM Secretariat. Larger files

or audiovisual materials such as films and videos can be posted separately by download,

dropbox, surface mail or courier, but must reach the ICOM Secretariat by the set deadline.

It is important to remember that all representations, statements and other commitments

contained in the bidding application are binding for the organising committee in the event

that the city in question is chosen to host the ICOM General Conference.

The bidding application submitted by the candidate is key to the evaluation of the host,

preceding the site inspection by the Executive Board delegation before the presentation and

report to the Advisory Council for voting.

To select the host country for 2022, ICOM must have a clear vision on how the host

Committee intends to link the General Conference with ICOM’s Strategic Plan (see here).

ICOM will also consider the efforts (logistical, financial and otherwise) that the candidate

country is willing to undertake to encourage and support the broadest and most inclusive

participation possible from the ICOM community. Finally, overall consistency is essential

when presenting the bid.

Letter of intent

A letter of intent must be received by mail (22, rue Palestro, 75002 Paris), email

([email protected]) or fax (+33 1 43 06 78 62) at the ICOM Secretariat by 1

September, 2017, 6:00 p.m. (CET = GMT+1). It must be signed by the Chair of the

National Committee and any other party involved in the bid, expressing interest in bidding

http://icom.museum/fileadmin/user_upload/pdf/Strategic_Plan/ICOM_STRATEGIC_PLAN_2016-2022_ENG.pdf

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for the hosting of ICOM’s 26th General Conference. Any letter of intent received after that

date will not be accepted and no further application can be accepted consequently.

Deadline for bids

The bidding application must be sent to the ICOM Secretariat by mail or courier (22, rue

Palestro, 75002 Paris) or email ([email protected]) by 30 November, 2017, 6:00

p.m. (CET = GMT+1). Additional audiovisual materials sent by surface mail or courier must

reach the ICOM Secretariat by the set deadline.

Pre-selection

By 20 December, 2017, a shortlist of a maximum of three candidates will be drawn up by

the ICOM Executive Board. The shortlisted candidates will be announced later.

Site inspection and evaluation

The delegation of the Executive Board will inspect the potential General Conference site or its

ongoing construction in the shortlisted candidate host cities during spring 2018 and

prepare an evaluation report.

Each application will be evaluated based on its bidding application and the results of the site

inspection. The outcome of the evaluation will be given to the members of the Advisory

Council before the vote of June 2018.

Presentation and final decision

The shortlisted candidate host cities are invited to present their bid during the ICOM Annual

Meetings in June 2018 to the Advisory Council by means of brochures, reports, videos or

other audio-visual presentations.

The Advisory Council will vote on a motion of recommendation for the site location of

ICOM’s 26th General Conference 2022 in June 2018. The recommendation will then be

submitted for approval to the Executive Board in the same month.

Contract signing

A contract defining the roles of ICOM and of the local Organising Committee of the General

Conference will be signed by the two parties in 2019.

Timeframe

By 1 August, 2017 Bidding manual published

By 1 September, 2017 Deadline for receiving the letter of intent

By 30 November, 2017 Deadline for receiving bid

By 20 December, 2017 Shortlist of a maximum of three candidates

Spring 2018 Site inspection of the candidate host cities

Annual Meetings 2018 Motion of recommendation voted by the Advisory Council and

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submitted for approval to the Executive Board

2019 Signing of a Framework Agreement

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INSTRUCTIONS AND CHECKLIST OF ATTACHMENTS FOR THE

BIDDING QUESTIONNAIRE

ICOM reserves the right to change, develop or improve the General Conference programme

and all related needs and requirements.

Recommendations on how to complete the bidding questionnaire

The bidding application is to be composed of the enclosed bidding questionnaire completed

clearly and concisely in English, French or Spanish with all specified appendices and any

additional audio-visual materials that the bidder judges necessary to present.

It is important to remember that all representations, statements and other commitments

contained in the bidding application are binding in the event that the city in question is

elected to host the ICOM General Conference.

The pages that follow the checklist contain a blank questionnaire with sample lists and tables.

A title page is necessary and its template is provided in the bidding questionnaire. The bidder

should attach the scanned version of the signed copy of the “Undertaking” (p. 11) stating that

if the candidate city is elected as the host city, representatives of the city and/or of the

National Committee will sign a contract with ICOM.

Questions to be answered in the sample questionnaire are preceded with a “Q”. Information

in square brackets […] indicates the form of answers expected, in several categories:

Explanatory: textual explanation.

List, Chart, Graphics: numbers and statistics with a brief accompanying explanation

Floor plan, Seating Plan, Photos, Map: visual support

Budget: draft budget estimation with breakdown

Schedule: timetable with explanation of tasks and objectives

It is possible to exceed the one page reserved for each question, in which case the number

corresponding to the question must be identified in the header when exceeding the space or

when attaching a document. However, only one question may be answered per page.

All of the elements that the bidder wishes to present for the bid must be compiled in a single

PDF document not exceeding 8 MB, to be sent by email, download or dropbox to the ICOM

Secretariat at [email protected] by 30 November, 2017. Larger files or audio-

visual materials such as films and animations can be posted separately by surface mail or

courier but must reach the ICOM Secretariat by the set deadline.

Checklist of attachments

Among the numerous lists and visuals to be provided when answering the questions, it is

requested to add the following main attachments to the bidding application:

Undertaking

- The scanned version of the signed copy of the Undertaking (p. 13).

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Letters of support and guarantees

- Letters of support from relevant government authorities and bodies (original and - if need

be - translation in English, French or Spanish) (2.1.1).

- A financial guarantee from the competent authorities covering any potential economic

shortfall of the organising committee (original and - if need be - translation in English,

French or Spanish) (2.1.2).

Programme(s)

- A draft programme proposal (3.3.1).

- A proposal for cultural and tourist activities including opening and closing receptions

(3.3.2).

Map of the city

- locate the main venue of the General Conference on a map of the city (4.1.1) with the

available facilities within or near the conference venue (4.1.2).

- locate the other venues for the meetings of the International Committees (4.1.4) and for

networking events (4.9.1).

- locate the international airport on the city map and indicate the distance to the city centre

and to the conference venue (5.1.2).

- locate the recommended hotels on the city map (5.3.3).

- locate the hotel(s) for Executive Board members and ICOM Secretariat staff (5.4.2).

Other maps

- Floor plan of the main venue, the functions planned for each area (4.1.2), the breakout

rooms (4.2.1) and a seating plan of the auditorium (4.2.2). Separate floor plans for the

exhibition area (4.4.1) and the registration area (4.5.1).

- A public transportation map (5.2.3).

Budgets

- A draft (global) budget with detailed breakdown in EUR (6.1.1).

- A separate budget estimate for the travel grants in EUR (6.7.2).

Other important attachments

- A month-by-month schedule for the organisation of the General Conference from June

2018 until the Conference date in 2022 (1.1.4), and in a separate document, a schedule for

the distribution of Preliminary and Final Programmes and Proceedings (7.4.4).

- A theme statement (3.1).

- A plan for the promotion of the Museum Trade Fair (6.5.1).

- A sponsorship plan specifying the events for which you intend to obtain sponsorship and

a draft budget in EUR with a detailed breakdown and a draft sponsorship package if

available (6.6.1).

- The promotional strategy notably indicating the timeframe and targets (7.1.1).

- A draft logo design (7.2.1).

- A training programme and schedule for the contact people from the International

Committees (8.3.3).

- An organisational chart of the Organising Committee (8.4.1).

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NAME OF THE NATIONAL COMMITTEE

Bidding application for the hosting of ICOM’s

26th General Conference

CANDIDATE CITY AND COUNTRY: PROPOSED DATES

THEME OF THE GENERAL CONFERENCE

LOGO OF THE GENERAL CONFERENCE

DATE OF THE BIDDING APPLICATION

CANDIDATE CITY, NATIONAL COMMITTEE Undertaking

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UNDERTAKING

1. The National Committee of ______________________________ (legal name of

ICOM’s National Committee), hereinafter referred to as “The National Committee”,

recognises and declares that it is aware of the contract that shall be executed with the

International Council of Museums (“ICOM”) if the National Committee is elected to host

ICOM’s 26th General Conference (said contract being referred to hereinafter as the

“Framework Agreement” and said General Conference as “General Conference”) and is

prepared to sign the Framework Agreement without reserve or amendment.

2. In consequence thereof, the National Committee declares that, during the bidding

process, it will refrain from becoming a party to or approving or consenting to any act,

contract, commitment or any other action contrary to or which might affect any of the

obligations stipulated in the Framework Agreement.

3. Should the National Committee have already entered into or approved or consented to a

commitment which would be in conflict with, jeopardise, prevent or make impossible the

fulfilment of any provision of the Framework Agreement, it shall bring to the attention of

ICOM all such commitments no later than 30 November, 2017. The National Committee

declares that all such commitments shall be neither enforced nor enforceable against

ICOM and that such commitments shall be deemed, with regard to ICOM and any party

with which ICOM may enter into an agreement with regard to the General Conference, to

be null and void, unless specifically requested and/or approved in writing by ICOM.

Furthermore, the National Committee shall take all steps necessary to terminate or cause

to be terminated all such commitments which would be contrary to the obligations

stipulated in the Framework Agreement.

4. The National Committee undertakes to abide by the ICOM Statutes and the ICOM

Internal Rules.

5. The National Committee has ensured, or shall ensure, that the ICOM logo and trademark

are protected in the name of ICOM and/or that it has obtained, or shall obtain from its

government and/or its competent national authorities, adequate and continuous legal

protection to the satisfaction of ICOM and in the name of ICOM. The National Committee

has brought this provision to the attention of its government and its competent national

authorities and confirms that its government and its competent national authorities have

agreed with its content.

6. The National Committee declares that any dispute arising during the bidding process, in

connection with this Undertaking, shall be first subject to conciliation and mediation

before being referred to and settled by the Tribunal de Grande Instance of Paris, France.

French laws shall be exclusively applicable to this Undertaking.

7. This Undertaking shall remain in full force and effect until 31 December, 2022.

CANDIDATE CITY, NATIONAL COMMITTEE Undertaking

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The National Committee of ______________________________ of ICOM

Per: _____________________

Title: __________________________ Date: _____________________

Per: ______________________

Title: __________________________ Date: _____________________

CANDIDATE CITY, NATIONAL COMMITTEE 1. Host – Requirements & Criteria

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CHAPTER 1: HOST

1.1 The ICOM National Committee, the national association within the host country, or any

other associate member who is responsible for the bid, must be legally eligible to form the

Organising Committee for the General Conference on the basis of a contract with ICOM.

Details of the persons responsible for the bid must be included in the bidding application.

The Organising Committee will be mandated by ICOM for the on-site management of the

General Conference. The Organising Committee will liaise with local venues and suppliers,

and is responsible for local sponsorship and marketing, communication and public

relations campaigns within the city, country and region. The committee will also produce

some of the printed material and will welcome participants, special guests, and ICOM

staff.

The bid will be evaluated on the involvement of the bidding National Committee and

Organising Committee, which in part reflects the candidate’s motivation, and the

professionalism and willingness of these bodies as well as the bid’s legitimacy and feasibility.

Please refer to Q 1.1.1 – Q 1.1.5.

1.2 The host city or its surrounding area must offer a favourable academic and professional

environment for the hosting of ICOM’s General Conference. The host city is also expected

to benefit from the General Conference, through potential membership growth or a long-

term legacy for its National Committee as well as for the museum community in the

country and region. The National Committee must also explain how it expects to link the

General Conference to the implementation of ICOM’s Strategic Plan (see here).

The bid will be evaluated on the candidate city's motivation and enthusiasm for holding the

General Conference and the museum development situation in the city/region/country. The

development of ICOM membership in the candidate country and the country’s involvement

in ICOM in the past will be taken into account; indication of potential involvement in ICOM’s

future will be favoured.


1.3 Regional collaboration is an important element of a successful General Conference. Proof

of the results of this type of collaboration must be demonstrated.

The bid will be evaluated on the National Committee's experience in regional collaboration.

Please refer to Q 1.3.1.

1.4 Any experience in organising national, regional and international conferences or events

will be valued.

The bid will be evaluated on the candidate city's experience in organising events, similar in

size or in the profile of participants.



CANDIDATE CITY, NATIONAL COMMITTEE Chapter – Question #

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Q 1.1.1 [LIST]

Please provide a list of the National Committee’s members that are

responsible for the bid, including their work positions, institutions

and contact details.

List of members of the bid committee

Role within the

bidding committee Name and Surname Work Position Institution

Contact details of the persons responsible for the bid

Person 1

Name

Title

Institution

Address

Email

Telephone

Fax

Person 2

Name

Title

Institution

Address

Email

Telephone

Fax


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Q 1.1.2 [EXPLANATORY]

Please indicate which legal structure you expect your Organising

Committee to take.


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Q 1.1.3 [EXPLANATORY +

LIST]

If you intend to contract a professional structure for the management

of the General Conference, please provide details of the potential

Professional Congress Organiser (PCO), Destination Management

Company (DMC) or any other professional structure. If you do not

intend to do so, please explain why.

PCO/DMC/other professional structure to be contracted potentially

Name

Address

Website

Office locations

Expertise

Industry membership / accreditation

List of past projects/clients

Project

name Type Date

City,

Country

Organiser /

Co-

Organiser

Venue Industry Scale / Range Number of

participants


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Please list the other services for which you intend to contract

suppliers. If you do not intend to contract any other supplier, please

explain why.

Type of Service Supplier Details of the supplier (Address, Website,

Office locations, etc.)


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Q 1.1.5 [SCHEDULE]

Please attach a document containing a month-by-month timeline for

the organisation of the General Conference from June 2018 until the

Conference date in 2022.

Use a separate sheet if necessary. Mandatory deadlines are marked in orange. The deadlines

can be adapted in accordance with the dates proposed.

J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D

1. Pre-conference

1.1 Visits of ICOM representatives

1.2 Composition of the organising committee

1.3 Signing of the contract with ICOM

2. Programme

2.1 Keynote speeches

2.1.1 Definition of the format

2.1.2 Choice of speakers

2.1.3 Invitation sent to speakers

2.2 International Committees' activities

2.2.1 Appointment of International Committee contact persons

2.2.2 Collection of information from the International Committees

2.2.3 Planning of the International Committees' activities

2.3 Off-site / networking events

2.3.1 Choice of venues and definition of formats

2.4 Cultural programme

2.4.1 Choice of itineraries and activities

2.5 Museum Trade Fair

2.5.1 Promotion of Museum Trade Fair

2.5.2 Signing of contracts with exhibitors

2.6 Other meetings

2.7 Final list of all meetings (place and schedule)

3. Registration

3.1 Registration periods

4. Publications

4.1 Publication and distribution of Preliminary Programme

4.2 Publication and distribution of Final Programme

5. Website

5.1 Launch of the website

5.2 Development of online registration platform

5.3 Beginning of online registration

6. Public relations

6.1 Regional promotional campaign

6.2 Press conferences

6.3 Other promotional activities

7. Budget and fundraising

7.1 Revision and update of budget

7.2 Application for government subsidies

7.3 Fundraising campaign in private sector

7.3.1 Preparation of sponsorship package

8. Personnel

8.1 Selection and deployment of personnel

8.2 Training of personnel

9. Follow-up

9.1 Publication and distribution of conference proceedings

9.2 Final report to ICOM

Year 2018 Year 2019 Year 2020 Year 2021 Year 2022


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Q 1.2.1 [LIST]

Please attach a list of museums in the host city and in the host

country by type.

List of museums in the host city

Name of museum

Type of museum

(e.g. fine arts,

contemporary

art, history,

natural history,

zoo, science

centre, etc.)

location (e.g. city

centre, suburbs,

name of

neighbourhood,

etc.)

ICOM membership

Total number by type

Fine arts Contemporary art History Natural History

… … … …

Zoo Science centre Historic House Archaeology

… … … …

List of museums in the host country

Name of museum

Type of museum (e.g.

fine arts, contemporary

art, natural history, zoo,

science centre, etc.)

City ICOM

membership

Total number by type

Fine arts: Contemporary art: History Natural History:

… … … …

Zoo Science centre Historic House Archaeology

… … … …


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Please state your main reasons for hosting a General Conference in

your city including answers to the following questions: What benefits

do you expect for the host city, the country, and participants to draw

from the ICOM General Conference? What impact do you expect the

General Conference to have locally?


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Please explain how you intend to link the General Conference with

the implementation of ICOM’s Strategic Plan.



24 / 139


CHART]

Please provide the statutory documents of your National Committee

as well as an analysis of membership development since its founding.


25 / 139


CHART]

Please provide an analysis of the affiliation of members of your

National Committee to International Committees.


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Please provide information on how ICOM membership, both

individual and institutional, can develop in the host country by and

after the conference.


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Please provide results of regional collaboration within the ICOM

network or on cultural heritage-related issues: the hosting of

meetings of Regional Alliances; the organisation of seminars,

conferences or training programmes which specifically targeted

museum professionals in the region; inter-governmental bilateral or

multilateral programmes, etc.

Name of the

event /

programme

Type of the event

/ programme

Date of the event

/ programme

Organiser/ Co-

Organiser of the

event /

programme

Scope of the

event /

programme

Other regional

actors involved


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Q 1.4.1 [LIST]

Please list the bidding city’s recent experience in organising national,

regional and international conferences and events. Please give as

much information as possible by including the type of event, the

organiser/co-organiser, the number of participants, the duration and

the venue.

Name of the

event Type of the event

Date and venue

of the event

Organiser / Co-

Organiser of the

event

Scope of the

event /

programme

Number of

participants

CANDIDATE CITY, NATIONAL COMMITTEE 2. Support - Requirements & Criteria

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CHAPTER 2: SUPPORT

2.1 It is important to secure government support, at local, regional and national levels, for

the General Conference. In addition, the organisation of such an event requires a

significant budget provided by the Organising Committee which cannot be entirely

covered by the registration fees. Government subsidies are among the potential sources

of funding for the General Conference. A competent designated guarantor must pledge to

pay the debt and perform the host’s duties in case of the latter’s inability to perform such

duties. (Cf. requirement 6.1).

The bid will be evaluated on the commitment and support of the relevant government

authorities.


2.2 Support from competent authorities is also expected to facilitate attendance at the

General Conference. The Organising Committee is expected to assist participants as

much as possible in this regard.

The bid will be evaluated on whether the country's visa policy is compatible with ICOM's

inclusiveness policies and on the possibility and cost of obtaining a visa.


2.3 Funding from the private sector may also be considered as long as it is in line with

ICOM’s values, ICOM’s Statutes and the ICOM Code of Ethics for Museums.

The bid will be evaluated on the possible private funding of the General Conference.



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LETTER]

Please provide letters of support from relevant government

authorities and bodies (original + translation in English, French or

Spanish).

Use a separate sheet if necessary.


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Q 2.1.2 [LETTER]

Please provide a financial guarantee from the competent authorities

covering any potential economic shortfall on the part of the

organising committee and indicate the name and position of the

guarantor (original + translation in English, French or Spanish).



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Please state the possibility of any grants or bursaries from relevant

authorities to host ICOM’s General Conference.


33 / 139


LIST]

Please attach the list of nationalities for which visas are required to

enter your country. Please also indicate the costs of the visa for the

countries mentioned, and the time required to obtain the visa.

Visa types, validity, fees and time frame

Visa types Validity Fees (in EUR) Time frame to obtain visa

List of countries and nationalities with regard to the host country’s entry

policy (list the countries in alphabetical order)

Country Category (e.g. needs a visa, does not need a visa for up

to 90 days, etc.)


34 / 139


Please explain how you will work with the competent authorities to

assist participants in the General Conference in obtaining their visas

and the service you are willing and able to provide in this respect.


35 / 139


Please describe how you intend to draw on financial sponsorships

and in-kind partnerships with private entities and any fiscal

incentives that may facilitate the financing of the General Conference.

CANDIDATE CITY, NATIONAL COMMITTEE 3. Theme and programme – Requirements & Criteria

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CHAPTER 3: THEME AND PROGRAMME

3.1 The proposed conference theme should be a general one in order to allow ICOM’s

International Committees to include sub-themes for their own meetings. It should be

noted that the same theme will also be used for International Museum Day the year of

the General Conference. The theme should therefore be accessible to museums all

around the world. Preference will be given to themes that are innovative, flexible and in

line with ICOM’s objectives as outlined in its Strategic Plan (see here). Past General

Conference and International Museum Day themes must be taken into account in order

to avoid duplication (see Appendices 1 and 2). ICOM may adjust the proposed theme.

The proposed theme should meet ICOM's needs and requirements. It must be in line with its

Strategic Plan and applicable for all International Committees as well as for International

Museum Day.


3.2 When suggesting the theme, the candidate must also include a list of three to six high-

profile potential speakers, including at least one speaker from the host country, based on

their geographic location, language diversity, gender parity and professional

backgrounds. The keynote speech session will be organised jointly by ICOM and the

Organising Committee and the programme may be reviewed by ICOM in accordance

with its priorities and adapted gradually until final approval by ICOM.

The list of speakers should meet ICOM’s needs and requirements in terms of number (at least

one local speaker), geographic and language diversity, gender parity and professional

background.


3.3 The host is expected to present a programme for the General Conference by respecting

the format indicated on page 5. The programme should include opening and closing

ceremonies, opening and closing receptions, plenary sessions on the conference theme,

meetings and activities of ICOM’s International Committees, Regional Alliances,

Affiliated Organisations and Standing Committees, off-site museum visits and

professional exchanges, a Museum Trade Fair, cultural and natural heritage activities

(for participants and accompanying persons), networking events as well as other

meetings and activities organised by ICOM and its community. The meetings and

activities of International Committees, Regional Alliances and Affiliated Organisations

offer important professional debates and discussions during the General Conference.

They should be programmed for at least two and a half days, one and a half of which

need to be organised on-site. The meetings and activities of the Standing Committees

could be shorter, but should be on-site as well. An off-site programme in local museums

and institutions is encouraged, in order to allow professional exchange and international

networking.

The proposed programme should meet ICOM's needs and requirements by accommodating

all sessions and respecting the necessary balance of intellectual, cultural and administrative

programmes in order to cater for participants from different backgrounds.


CANDIDATE CITY, NATIONAL COMMITTEE 3. Theme and programme – Requirements & Criteria

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3.4 Innovative ideas or unique characteristics of the country or region that could benefit the

programme of the General Conference and the participants’ experience are highly

encouraged.

The creativity and originality of the proposed programme will be taken into account.



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Please attach a theme statement for the General Conference.



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Please attach brief biographies of potential keynote speakers and

explain how they might contribute to achieving ICOM’s goals and

objectives.


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Please attach a draft programme for the General Conference by

respecting the format of the General Conference. Notes and

explanations are necessary if modifications are to be suggested to the

model format.


PR

E-C

ON

FE

RE

NC

E

PR

OG

RA

MM

E

Day -2 Morning

&

Afternoon




Meetings of Standing Committees

Evening Free

Day -1 Morning

&

Afternoon




Evening Free

CO

NF

ER

EN

CE

PR

OG

RA

MM

E

Day 1 Morning Advisory Council Meeting – Plenary Sessions

Press Conference

Afternoon Separate Meetings of the National and International

Committees

Evening Opening Party

Day 2 Morning Opening Ceremony, Keynote Speeches - Plenary Session

Afternoon Meetings of International Committees, Regional Alliances,


Museum Trade Fair


Day 3 Morning

&

Afternoon

Panel Discussions



Museum Trade Fair


Day 4 Morning

&

Afternoon


Affiliated Organisations and Standing Committees (on-

site/off-site)

Museum Trade Fair


Day 5 All day Excursions

Day 6 Morning General Assembly, Closing Ceremony

Afternoon Advisory Council Meeting (to be confirmed)


Press Conference

Evening Closing Party

PO

S

T-

CO

N

FE

R

EN

C

E

PR

O

GR

A

MM E Day +1 All day Excursions


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42 / 139


LIST + PHOTOS]

Please attach the proposal for cultural and natural heritage activities

(including the post-conference tour, excursion day, programme for

accompanying persons and evening cultural programmes) and the

programme for opening and closing receptions.


List of trips and tours

Destinations / Itinerary

Category (Day trip,

overnight / package tours)

Public (All delegates, accompanying

persons)

Timetable (Half-day, full-day, X days Y

nights)

Frequency (During the conference,

post-conference)

Prices (Offered price per trip/tour)


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Please include any elements that will highlight the creativity and

originality of your proposal.

CANDIDATE CITY, NATIONAL COMMITTEE 4. Venue - Requirements & Criteria

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CHAPTER 4: VENUE

4.1 Basic requirements must be met when hosting a General Conference. Past experience

shows that a single, central location for all meetings is preferable to several locations

dispersed around the city. A central location will reduce the necessary logistic support

and prevent financial difficulties. The host is responsible for providing adequate meeting

rooms for the General Assembly, Advisory Council, Executive Board, Standing

Committees and Working Groups, the meetings of International Committees, Regional

Alliances and Affiliated Organisations, office spaces for the ICOM Secretariat and ICOM

officers as well as sufficient space for the Museum Trade Fairs and other General

Conference facilities. All conference facilities must be operational at least two days

before the first meeting of the General Conference.

The bid will be evaluated on the floor distribution of the main conference venue, its

accessibility and its connection to sub-venues.


4.2 The layout of the meeting rooms may vary according to the session and number of

participants, but there are basic requirements. Some committees’ meetings or side events

may require additional simultaneous interpretation and space. Therefore, simultaneous

interpretation booths need to be available. The specified room requirements for the

plenary sessions of the General Conference and the Executive Board meeting are

indicated in Appendix 3.

The bid will be evaluated on the capacity and facilities of the meeting room of the main

venue.


4.3 Office space within the General Conference venue should include: separate offices for the

Organising Committee, the ICOM Secretariat (up to 15 persons from the Secretariat and

5 assistants to be assigned by the Organising Committee), ICOM’s Membership Service,

an elections office (spacious and easy circulation), separate offices for ICOM’s President

and Director General as well as a shared office for the Chair and Vice-Chair of the

Advisory Council. There must also be meeting rooms adjacent to the office space at the

disposal of ICOM for staff meetings and informal meetings of the Executive Board

members and a dedicated room for other last-minute meetings. Specifications related to

each office are indicated in Appendix 4.

The bid will be evaluated on the capacities and facilities of the office space of the main venue.


4.4 The exhibition floor for the Museum Trade Fair must cover an area of at least 3,000 m².

The bid will be evaluated on the capacities and facilities of the exhibition space of the main

venue.



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4.5 Other facilities include the registration area (a registration desk, an information desk, a

documentation desk and a bill board or electronic bulletin board), a business centre or

equivalent solutions, a press room, sufficient restrooms and recreation area for

participants providing seating possibilities and coffee tables on each floor. Postal services,

ATM machines, banks, first-aid facilities on-site and/or clinics/hospitals and drug stores

should be available near the General Conference venue, if not located within the main

venue (to be indicated on the conference venue’s floor plan, cf. requirement 4.1). All

General Conference facilities should be accessible for persons with disabilities. Wireless

internet connection must be accessible throughout the General Conference venue. All

provided computers should be configured in English and Microsoft Office as well as

other basic software should be pre-installed.

The bid will be evaluated on the availability and accessibility of other facilities within the

main venue.


4.6 Coffee breaks should be organised between the sessions outside the meeting rooms and

available to all participants. There should be sufficient lunch and snack options within or

near the General Conference venue every day during the event and the on-site meetings.

Affordable and varied options should be provided, taking into account different dietary

or cultural requirements. Drinking water should be available free of charge for all

conference participants.

The bid will be evaluated on whether the food and beverage solutions meet ICOM's needs and

requirements.


4.7 Other materials to be provided by the Organising Committee at the venue include

nameplates for committees and speakers according to the needs of each meeting; signage

(to indicate the schedule of meetings outside each meeting room and throughout the

conference venue); conference bags with a participant’s welcome pack including the

participant’s name badge and a Final Programme booklet in the participant’s preferred

language (English, French, Spanish or language of host country).

The bid will be evaluated on the availability of all conference material.


4.8 Languages are one of ICOM’s tools to bring together museum professionals to exchange

experiences and discuss the major issues concerning their profession. Simultaneous

interpretation is for many members the only means by which they can understand each

other. Therefore, simultaneous translation into English, French and Spanish is required

for the following sessions: keynote speeches on the conference theme, opening and

closing ceremonies, General Assembly, meetings of the Advisory Council and, if need be,

the Executive Board, Separate Meetings of the National and International Committees as

well as meetings of the International Committees. (An indicative planning is attached in

Appendix 5). Plenary sessions must be video recorded. If interpretation assistance can be

provided for the meetings of International Committees, the solutions, and the costs, in

particular, should be specified in advance. Some National Committees who wish to pay


46 / 139

for additional channels for simultaneous interpretation may also seek the assistance of

the Organising Committee.

The bid will be evaluated on solutions for simultaneous interpretation and other

interpretation assistance proposed by the candidate.


4.9 Networking events can be organised during the General Conference, by ICOM, the

Organising Committee or other committees. Assistance may be requested of the

Organising Committee in providing venues and other services.

The bid will be evaluated on the candidate city’s creativity in proposing networking events

and the feasibility of such events depending on their formats and venues.


4.10 Electronic voting will be organised for the election of the Executive Board in a

separate elections office (see the indicative illustration attached in Appendix 6 for two

possible layouts and budget the item in the template budget on p. 94). The election of the

Chair and Vice-Chair of the Advisory Council will take place during the plenary session.

Items submitted for voting at the Advisory Council or the General Assembly may be

voted either electronically or by a show of hands.

The bid will be evaluated on the electronic voting proposal in accordance with ICOM's

requirements for the plenary sessions and other days during the conference.


4.11 The International Committees, Regional Alliances and Affiliated Organisations are

invited to organise off-site conferences in one of the local or regional museums to further

exchange with local museum professionals, for one day only.

The bid will be evaluated on the venues of off-site meetings of the ICOM community and the

accessibility of these venues to all General Conference participants.



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Q 4.1.1 [MAP + LIST]

Please indicate the main venue on a city map and attach a list of past

events of similar size and profile held in the venue.


List of past events held on the venue

Event name Type Date Organiser /

Co-organiser Industry Scale / Range

Number of

participants


48 / 139


LIST + FLOOR PLAN

+ PHOTOS]

Please provide a floor plan of the venue and specify the functions

planned for each area in relation to the General Conference

programme, as well as all the available facilities within or near the

conference venue.


List of facilities (to be marked on the floor plan)

Facility location (eg. within / outside of the conference venue)

An ATM

A Business Centre

A Bank

First Aid Facilities / Infirmary (on site)

Clinics / Hospitals

Drug Store

Access for persons with disabilities

Postal Services

A Press Room

Recreation Areas

Restrooms

Restaurants


49 / 139


Please indicate if the General Conference will be the only event at the

venue, or if it will share the conference venue with other clients at the

same time.


50 / 139


LIST + MAP]

Please indicate the other venues where meetings will be held, in case

that it is not possible to have one central location for the meetings of

International Committees, Regional Alliances and Affiliated

Organisations. Please add a list and also indicate their distance and

suggested transfer methods from the General Conference venue (Cf.

Q 4.11.1).


Name of Venue

Suggested committee

activity: name of committee

/ type of activity

Distance from

conference venue

Suggested transfer

methods


51 / 139


Please explain the role of the Organising Committee in case of an

emergency that must be dealt with on-site and attach a security and

emergency plan.


52 / 139

Q 4.2.1 [FLOOR PLAN +

PHOTOS + LIST]

Please provide detailed information on the number of breakout

rooms, broken down by size and possible layouts (i.e. U-shape,

classroom, theatre, roundtable, etc.).


List of breakout rooms

Number of breakout rooms Capacity Possible layout(s)


53 / 139


SEATING PLAN]

Please indicate and explain solutions for overflow if you do not have

an auditorium with a capacity of at least 3,000 people for the

opening and closing ceremonies and the keynote speech sessions,

with enough space to accommodate a podium/platform. Please attach

a seating plan of the auditorium and/or maps for overflow solutions.



54 / 139


Please indicate whether you can equip all the meeting rooms with

basic devices (a desktop computer with audio and video output for

presentation purposes, connected to the Internet, a video projector

and/or screen; conference microphones and/or wireless handheld

microphones with the corresponding amplifier system at the disposal

of the committees organising the sessions) or provide such

equipment on demand.

List of equipment available or on demand in the meeting rooms

Equipment Availability (eg. pre-equipped,

on the demand, etc.) Comments

A desktop computer

With audio output

Internet connection

Video projector

Conference microphones

Wireless handheld microphones

with amplifier system


55 / 139


Please indicate any complementary service that you would like to

offer in addition to the needs and requirements indicated in

Appendix 3.


56 / 139


LIST]

Please provide detailed information on the number of offices, broken

down by size. Please suggest alternatives if you cannot satisfy all the

needs and requirements indicated in Appendix 4.

Capacity Equipment as in Appendix 4

Main office of the ICOM

Secretariat

Membership office

Elections office

Office for ICOM President

Office for Director General

Shared office for the Chair and

Vice-Chair of the Advisory

Council


57 / 139


MAP]

Please indicate the maximum exhibition space available for the

Museum Trade Fair and its segmentation. Please attach a separate

floor plan for the exhibition space.



58 / 139


GRAPHIC]

Please specify the layout of a basic booth and the rental rates (items

included or charged services) for the Museum Trade Fair.


59 / 139


Please suggest the supplementary facilities you can provide within

the exhibition area (i.e. catering, business centre, meeting rooms,

etc.).


60 / 139

Q 4.5.1 [FLOOR PLAN +

EXPLANATORY]

Please locate the registration area on the floor plan of the conference

venue and detail the function of each sub-area.



61 / 139


Please indicate if the entire conference venue is covered by free,

secure and unrestricted Wireless internet connection for the

participants, accessible without identification


62 / 139


Please explain your sustainable solutions for the business centre

including the number of computers and the availability of printing

services.


63 / 139


LIST]

Please list the suppliers for any additional service that you can

provide at the conference venue.


64 / 139


Please provide information on electric power and universal electrical

adapters (if relevant) for the ICOM Secretariat.


65 / 139


Please specify your sustainable food and beverage solution and

indicate an average price to be charged to the participants for lunch

(per person per meal).


66 / 139

Q 4.7.1 [EXPLANATORY,

LIST]

Please provide information on the equipment and indicate the

availability. Explain any modification of the requirements.

List of equipment

Equipment Availability

Nameplates

Signage

Conference bags

Name badge


67 / 139


Please identify any possible difficulty that you imagine you might

encounter in providing simultaneous interpretation in the three

official languages of ICOM for the above-mentioned sessions. Suggest

solutions to these difficulties.


68 / 139


Please indicate in which languages other than the three official

languages of ICOM you can provide simultaneous interpretation for

these sessions. Are you planning to provide simultaneous translation

in the language of your country?


69 / 139


Please suggest any other interpretation assistance you propose for the

meetings of International Committees.


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Please indicate if you can provide ten meeting rooms holding up to 50

participants and five meeting rooms holding up to 100 participants,

equipped with simultaneous interpretation material for the meetings

of the International Committees for one and a half day, as suggested

in Appendix 5.


71 / 139


LIST]

Please suggest the format and a venue for networking events that you

propose. Locate additional venues if not indicated on the map of

Q 4.1.4.

Format and venue for networking events

Venue name

Venue Type

(e.g. museum,

university,

etc.)

Event format Capacity (seating

or reception)

Price (offered and open

to all, upon invitation,

ticketed event)


72 / 139


LIST]

Please suggest solutions for electronic voting and attach a list of

possible suppliers for the electronic voting systems as well as their

references.

Possible suppliers for the electronic voting services

Supplier Details of the supplier (Address, Website,

Office locations, etc.)

Past projects (Name, Number of

participants, Vote type)


73 / 139

Q 4.11.1 [LIST]

Please list available museums and institutions as venues for the

meetings and activities for International Committees, Regional

Alliances and Affiliated Organisations (Cf. Q 4.1.4).

Available venues for ICOM meetings and activities

Venue name

Venue Type (e.g.

museum, university,

etc.)

Suggested activity Capacity (seating or

reception)


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Please specify whether all these venues will be accessible free of

charge for conference participants and whether you plan any special

events in one or more of these venues during ICOM’s General

Conference.

CANDIDATE CITY, NATIONAL COMMITTEE 5. Travel, accommodation and on site reception –

Requirements & Criteria

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CHAPTER 5: TRAVEL, ACCOMMODATION AND ON-SITE

RECEPTION

5.1 The host city is expected to be easily accessible by international air travel and a transport

hub for inland visits before and after the General Conference. Ideally the host can offer

airfare discounts to participants for certain airlines or airline alliances.

The bid will be evaluated on the accessibility of the candidate city.


5.2 Upon arrival, local transport facilities are an important issue for participants. Airport

transfer, easy access to the city centre from hotels, shuttle service from the hotels to the

conference venue, etc. are expected crucial services.

The bid will be evaluated on the local transport system, and on the level of mobility of

participants to move between locations.


5.3 A broad range of accommodation options is necessary, as most General conference

participants stay at facilities recommended and negotiated by the host. Hotels of budget

or medium price range and within walking distance of the conference venue are

preferable. Student accommodation and hostels can be considered as well if not too far

from the conference site. A sufficient number of rooms in mid-range, 3* hotels will need

to be secured by the host.

The bid will be evaluated on the accommodation possibilities for the participants, their price

range and location.


5.4 The host should cover the charges (air flight ticket in economy class, hotel with breakfast

included, daily allowance and registration fees waived except for optional events) for the

ICOM Secretariat staff members (up to 15 persons; arrival at least 3 days prior to the

event); ICOM’s President, members of the Executive Board, Chair and Vice-Chair of the

Advisory Council, Director General (17 persons; arrival at least 3 days prior to the event);

and invited speakers (3 - 6 speakers). Specifications on the travel and accommodation

for the above-mentioned categories of persons are indicated in Appendix 7. While on-site,

the lunch expenses of the aforementioned persons should be covered by the Organising

Committee.

The bid will be evaluated on whether the candidate city can offer all-inclusive invitations as

requested by ICOM.


5.5 The host is expected to follow the necessary diplomatic protocol when receiving

important guests.

CANDIDATE CITY, NATIONAL COMMITTEE 5. Travel, accommodation and on site reception –

Requirements & Criteria

76 / 139

The bid will be evaluated on how the diplomatic protocol will be followed.



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Please indicate whether and how you plan to negotiate airfare

discounts with airlines or airline alliances for ICOM’s General

Conference.


78 / 139


MAP]

Please indicate if an international airport is located near the city.

Please mark its location and indicate the distance to the city centre

and conference venue.


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Q 5.1.3 [LIST]

Please list the international airlines that serve the aforementioned

airport and the international destinations that have direct flights to

the airport.

List of international airlines (in alphabetical order)

Name of international airline International destinations with direct flights

Total International Airlines: Total international destinations with direct flights to the candidate city:


80 / 139

Q 5.1.4 [LIST]

Please list the country’s cities or main tourist sites that are easily

accessible from the host city.

Accessible cities and main tourist sites from the host city

Tourist site / City of interest Distance from the host city Transportation – Fee – Time


81 / 139


Please indicate the possible means of transport, the average cost and

the transit time from the airport to the conference venue and the city

centre. If you intend to provide a shuttle service from the airport to

the hotels, please indicate if this will be a free or paid service for

participants.

List of transfer methods from the airport to the conference venue

Means of transport Price Transit time

Bus

Train / Underground

Shuttle

Taxi

Other

List of transfer methods from the airport to the city centre

Means of transport Price Transit time

Bus

Train / Underground

Shuttle

Taxi

Other


82 / 139

Q 5.2.2

[EXPLANATORY] Please indicate whether local transport passes are available in the

host city and their costs and if you intend to provide such passes to

participants.


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Q 5.2.3

[MAP +

EXPLANATORY]

Please provide a public transport map and provide details of

transport means around the conference venue and the hotels.



84 / 139

Q 5.2.4

[EXPLANATORY] Please indicate whether you will provide free shuttle buses to

participants staying at the designated hotels to and from the

conference venue Please also indicate the average length of such a

journey.


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Q 5.3.1 [LIST]

Please indicate the total number of hotel rooms and other

accommodation within walking distance (<3 km) and the total

number of rooms/accommodations in the conference area that can be

reserved for the duration of the General Conference. Please indicate

by type, rating, room rates and breakfast (if not included).

List of accommodation possibilities within a walking distance of 3 km

Ref. no. (as on

the map, Q 5.3.3)

Name

Type of accommodation

(hotel, hostel, self-catering, bed

and breakfast, campus, etc.)

Rating

Minimum number of rooms already

reserved or to be reserved by the host / Maximum number of available rooms

Rates (if booked with the Organising Committee) incl. breakfast: single room / double room

(per person per night)


86 / 139


LIST]

Please indicate the distance and transport solution proposed if you

plan to negotiate rooms/accommodations outside of this area.

List of accommodation possibilities beyond walking distance

Ref. no. (as on

the map, Q 5.3.3)

Name

Type of accommodation

(hotel, hostel, self-catering,

bed and breakfast,

campus, etc.)

Rating

Maximum number of available

rooms/accommodations

Rates (if booked with the Organising

Committee) incl. breakfast: single

room / double room (per person per

night)

Distance to conference venue

Transfer methods and time from the conference venue (e.g. shuttle bus, public transport,

etc.)


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Q 5.3.3 [MAP]

Please attach a map with the recommended hotels/accommodations

for participants of ICOM’s General Conference.



88 / 139


Please indicate whether you can provide all-inclusive invitations to

the aforementioned persons (cf. 5.4) for the duration of ICOM’s

General Conference and three to five additional days.


89 / 139


MAP]

Please indicate the hotel(s) proposed for the aforementioned persons.

Please indicate its (their) location on the map and its (their) distance

from the conference venue.


90 / 139


Please explain the role and organisation of the protocol service within

the Organising Committee.

CANDIDATE CITY, NATIONAL COMMITTEE6. Budget and financial aspects - Requirements & Criteria

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CHAPTER 6: BUDGET AND FINANCIAL ASPECTS

6.1 The candidates need to be aware of the financial commitments required for ICOM’s

General Conference. Past experience has shown that ICOM National Committees

sometimes underestimate the financial implications of hosting ICOM’s General

Conference. The registration fees collected from participating members will not be

sufficient to cover all the expenses of ICOM’s General Conference. Candidates must

make sure that they can secure substantial funding, from national and/or local

governmental and/or international agencies other than ICOM. A budget template of the

General Conference is enclosed on p. 93 as a reference. In case of a negative balance for

ICOM’s General Conference, ICOM must not be held liable. A financial guarantee must

therefore be attached to the bidding application (cf. Requirement 2.1).

The bid will be evaluated on the robustness of the budget, the feasibility of the revenue

generation proposal and the risks related to the country's economic and political stability.


6.2 The bidding application must clearly set out all Value Added Tax (VAT) or other local

taxes that need to be taken into consideration. It should recommend the most tax-

efficient manner to manage the event and if a tax exemption can be applied for.

The bid will be evaluated on whether the candidate is well prepared for dealing with tax

issues.


6.3 The Organising Committee will subscribe to an insurance contract covering its civil

liability for any material damage or injury which may be caused by the Organising

Committee and/or anyone working under its direction. The Organising Committee shall

provide upon request a copy of the insurance policy and/or the relevant certificates of

insurance to ICOM. ICOM shall not be held liable for claims on any damage, loss, theft of

objects and/or equipment used by the Organising Committee or anyone for its sake,

without limitation, which might occur during ICOM’s General Conference.

The bid will be evaluated on the candidate’s ability to deal with the insurance issues.


Additional information on the budget (template to be filled out on p. 93)

Throughout the planning of the event, it is expected that a regular budget update with an

explanation of variances will be provided.

Due to the international exposure of the event, the final financial statements are expected to

be prepared in accordance with International Financial Reporting Standards (IFRS) and

audited in accordance with International Auditing Standards.


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A. Revenues

A.1. Registration fees

Different categories of registration fees must be proposed depending on the registration

period, and the participant’s professional situation and affiliation to ICOM. Events can but

preferably should not be ticketed. The conference should be open to non-members at a higher

rate in order not to discourage the participation of regular members. The price difference

between the fees for members and non-members should exceed the ICOM annual

membership fee so as to encourage non-members to become a member of the organisation. A

day pass is an attractive proposal for first-timers who wish to discover the event and

discounts could be applied to participants from neighbouring countries to facilitate regional

or student involvement.

The bid will be evaluated on the cost and pricing structure of registration.


A.2. Rental of exhibition booths

A Museum Trade Fair should be held on-site during ICOM’s General Conference, showcasing

the latest innovations and progress within the international museum field and profession. It

shall be promoted in the host country as well as abroad to attract as many exhibitors as

possible. ICOM should be provided with at least three booths for ICOM’s Secretariat and

financial sponsors or in-kind partners.

The bid will be evaluated on the revenue likely to be generated from the Museum Trade Fair.


A.4. Sponsorship

In the event that the income generated by subsidies, booth rental fees and registration fees

are not sufficient for the funding of the entire General Conference, the Organising Committee

should develop financial sponsorships or in-kind partnerships, in line with ICOM’s values

and its Strategic Plan

The bid will be evaluated on the feasibility of the revenue expected from financial

sponsorships and in-kind partnerships.


A.5.a Ticketed events

The Organising Committee is encouraged to plan activities such as workshops, cultural and

tourist activities, events and other programmes. These might generate additional revenue

flow.

B. Expenditure

B.1.a Rental of properties

It is expected that the Organising Committee will be in the position to leverage on existing

properties, to negotiate competitive rental rates and if possible, properties offered in-kind.

B.1.e Translation services, including simultaneous interpretation


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All conference-related documents should be produced in at least the three official languages

of ICOM (English, French and Spanish) and simultaneous interpretation in these languages

should be provided as per Requirement 4.8.

B.2. Personnel

Please provide estimates of the number of staff to be employed before, during and after the

event. It is crucial to include one contact person in charge of each International Committee.

The Organising Committee will ensure that local regulations are complied with, including the

payment of appropriate social benefits. It shall also include any costs related to training,

allowance and accommodation when applicable.

B.3.a Advertising and promotional material; B.3.b Media relationships

Costs will include advertising and promotion through international and domestic media,

publication of brochures and reports (including the Preliminary and Final Programme

booklets) and decoration.

B.5.f Travel grants

It is necessary to provide at least 80 full travel grants (airline ticket, hotel with breakfast

included and registration fees waived except for optional events) for selected Board Members

of ICOM International and National Committees, selected members of ICOM Standing

Committees and ICOM Young Members from category 4, 3 and 2 countries to attend ICOM’s

General Conference. These grantees will be selected by the ICOM Strategic Allocation Review

Committee (SAREC). The grants and the selection process shall guarantee a broad

representation of the ICOM community. The host country will be responsible for the travel

arrangements of the selected grantees. Registration fees should also be waived for holders of

other possible travel grants (e.g. Grace Morley, The Getty Foundation), as well as for

scholarships from International Committees, and ICOM Partners (based on individual cases).

The bid will be evaluated on the candidate’s commitment to funding travel grants.


B.5.g Catering

This item refers to catering costs related to food requirements for officials and employees (cf.

Requirement 5.4) as well as coffee breaks and beverages for all participants (cf. Requirement

4.6).

B.6.g ICOM license fees

Since ICOM’s General Conference is a major event that will benefit the host city, it is expected

that ICOM will receive license fees based on the registration rate. ICOM will deduct 55 EUR

per registration, with the exception of the ‘day pass’ or equivalent, from which ICOM will

deduct 15% of the registration fee. Related banking fees are to be covered by the Organising

Committee.


94 / 139

Q 6.1.1 [BUDGET]

Please fill out the following template for the estimated budget with a

detailed breakdown in EUR. Please specify in the quote whether taxes

are included or not.

A REVENUES EURO € B EXPENDITURE EURO €

A.1. Registration fees B.1. Direct operations costs

B.1.a Rental of properties / maintenance & running costs

A.2. Rental of exhibition booths B.1.b Online registration & badges

B.1.c Electronic voting

A.3. Subsidies B.1.d Other IT expenses

A.3.a National government B.1.e Translation services, including simultaneous interpreting

A.3.b Regional governement B.1.f Security

A.3.c Local government

A.3.d Other agencies B.2. Personnel expenses

A.4. Sponsorship B.3. Public relations, promotion & communications

B.3.a Advertising & promotional material

A.5. Other revenues B.3.b Media relationships

A.5.a Ticketed events B.3.c Events, ceremonies & receptions

A.5.b Advertising B.3.d Museum Fair

B.4. Programmes

B.4.a Official programme

B.4.b Ticketed events

B.4.c Cultural programme

B.4.d Publishing of conference proceedings

B.5. Transportation & Accommodation

B.5.a Organisation of pre-conference meetings and seminars

B.5.b Operation of the organising committee

B.5.c Visits of ICOM representatives

B.5.d Executive Council & Secretariat

B.5.e Invitations (VIP and keynote speakers)

B.5.f Travel grants

B.5.g Catering

B.6. Administration

B.6.a Office furniture and equipment

B.6.b Telephone, fax, postage and courrier costs

B.6.c Working Documents

B.6.d Legal & audit fees

B.6.e Insurance

B.6.f Commission for the organising firm

B.6.g ICOM licence fees

B.7. Others / Miscellaneous

Sub-total Sub-total

EURO€ / Local currency exchange rate used in preparing budget

Date of finalisation of budget

SURPLUS / (DEFICIT)


95 / 139


Please provide any available information regarding Value Added Tax

(VAT) and other local taxes.


96 / 139


Please indicate what tax status you expect the Organising Committee

to be subject to.


97 / 139


Please indicate whether you will seek advice from experts to ensure

that optimal insurance coverage has been set up.


98 / 139


Please indicate the registration rates in EUR depending on the

registration dates (please specify), the participant’s professional

situation and affiliation to ICOM, and the conditions that apply for

discounts. Please also estimate the target number of participants.

Proposed registration rates

Early bird

(from [date] to [date])

Advanced (from [date] to

[date])

On-site (from [date] to

[date]) Conditions

Regular ICOM members

Non-ICOM members

Students

Retired members

Accompanying person

Day pass

…

EUR/local currency exchange rate that applies: Date of the exchange rate in reference:


99 / 139


Please indicate whether discounts will be offered to participants from

the host country and neighbouring countries in order to promote the

event in the region.


100 / 139


LIST]

Ideally ceremonies, excursions etc. will be included in the registration

fee. If they are not, please specify. If ticketed events apply, please

indicate the rate (see also requirements 3.3 and 4.9).

List of items included in the registration fee and ticketed events

Please Specify Items NOT included in the

registration fee

Prices to be charged (additional to registration fee)

ICOM members

Non-ICOM members

Accompanying person

Day pass (specify

the dates) …

Access to conference sessions

- Opening ceremony

- Opening reception

- Closing ceremony

- Closing reception

- Museum Trade Fair

- Excursion day

- Meetings and activities of

International Committees

…

Access to conference facilities and services

- Coffee breaks

- Simultaneous interpretation

…

Ticketed events (suggest price for each

category of participants and the

number of seats available)

- Social evening

- Networking events

- Workshop

…


101 / 139


Please specify available payment methods for participants who do not

have credit cards.


102 / 139


Please indicate your target number of exhibitors and provide a

strategy for the promotion of the Museum Trade Fair.



103 / 139


Please indicate the number and size of booths to be provided to

ICOM as well as financial sponsors or in-kind partners.


104 / 139


Please describe your sponsorship strategy and specify those items for

which you will seek sponsors and what your financial targets are.

Please attach a draft sponsorship package if available.



105 / 139


Please specify how sponsors will be acknowledged and if ICOM

partners will be equally acknowledged or how they will be granted

extra visibility.


106 / 139


Please indicate whether you can provide extra travel grants in

addition to the required 80 full grants. If so, please specify how

many.


107 / 139

Q 6.7.2 [BUDGET]

Please attach a draft budget with a detailed breakdown taking into

account different world regions (to be listed separately from the

global budget estimate of the conference).


Budget breakdown for travel grants

Region N.

pers.

Travel expense

per person

Registration Fee

per person

Accommodation per person

Per Diem per person

Sub-total per region Unit

price

Number of

nights

Sub-total

Unit price

Number of days

Sub-total

Central and Eastern Europe

Near and Middle East

Latin America and the

Caribbean

Africa

Asia and Pacific

Western Europe and North America

Sub-total

Total


108 / 139


LIST]

Please explain how you expect to fund the travel grants and if there

will be any restricted conditions depending on the sponsors. Please

indicate possible funding agencies and programmes.

Possible funding agencies and programmes for travel grants

Funding Agency Programme Target Region / Field of interest


109 / 139


Please suggest the quota for additional registration fee exemption

besides the aforementioned categories and specify for whom it will

apply and why.

CANDIDATE CITY, NATIONAL COMMITTEE 7. Communication – Requirements & Criteria

110 / 139

CHAPTER 7: COMMUNICATION

7.1 As the most prominent ICOM event, ICOM’s General Conference must communicate a

positive image of the organisation. For this reason, all communication on the event must

be validated by ICOM. ICOM must also ensure that the disseminated information

reaches the widest possible audience. The host is expected to develop a promotional

strategy for the conference. Both ICOM and the Organising Committee will promote and

disseminate information about ICOM’s General Conference to ICOM members (via

ICOM’s communication channels) and the world museum community. The Organising

Committee should in particular organise preliminary meetings and events to promote

ICOM’s General Conference in the host country and region. ICOM will assist the

Organising Committee with a promotional campaign targeting museums and museum

professionals from this region.

The bid will be evaluated on the promotional strategy proposed to attract participants inside

and outside of the ICOM community.


7.2 The candidate should create a logo for ICOM’s General Conference in line with ICOM’s

branding, adding a national, regional or local flavour. The Organising Committee is

encouraged to establish guidelines specifying the use of the conference logo and its

variations.

The bid will be evaluated on the suggested logo design.


7.3 The Organising Committee will also create and host the official conference website as

well as an application dedicated to the communication of ICOM’s General Conference.

Until the end of the General Conference it shall regularly edit, upload and update their

contents in at least the three official languages of ICOM. The Organising Committee

must provide a budget for the development of the website and the online registration

system, which will allow online registration and payment of all fees. It shall also make

available online reservation and payment of accommodation as well as reservation and

payment of other activities or provided services.

The bid will be evaluated on the feasibility of the conference website, the online registration

and payment system and other provided services.


7.4 The Organising Committee will cover in financial terms the editing, production and

distribution of the Preliminary Programme booklet (with the registration form), Final

Programme booklet and Proceedings in the three official languages of ICOM; and the

production and distribution of the Working Documents for the General Assembly and

the Advisory Council in English, French and Spanish (PDF files, about 80-100 pages

each, to be provided by ICOM, with deadline set by ICOM to be respected). The Museum

Trade Fair booklet and the meeting brochure of the International Committees may be

printed separately. At least three copies of the Preliminary Programme booklet and

CANDIDATE CITY, NATIONAL COMMITTEE 7. Communication – Requirements & Criteria

111 / 139

Proceedings must be sent to all ICOM committees and twenty copies in each language to

the ICOM Secretariat; the Final Programme booklet should be produced in sufficient

numbers in accordance with the number of participants. The print run of the

aforementioned Working Documents will be specified by ICOM in due course. The cost

of producing the Working Documents needs to be included in the template budget on p.

94.

If necessary, the Organising Committee will assist ICOM in printing documents on short

notice (such as the Recommendations of the National and International Committees and

the Resolutions to be adopted by the General Assembly) as well as in their dissemination

to all participants.

The bid will be evaluated on the candidate’s publications proposal, in particular the

conference programmes and proceedings.



112 / 139


SCHEDULE]

Please attach the promotional strategy by identifying, in particular,

the timeframe and the objectives. If possible, please specify actions to

be implemented.



113 / 139

Q 7.2.1 [GRAPHICS +

EXPLANATORY]

Please attach a first draft design of the conference logo and explain

your design.



114 / 139


Please indicate if and in which additional language(s) the conference

website and application will be published besides the three official

languages of ICOM.


115 / 139


Please explain your solutions for the online registration systems

(conference registration, accommodation and other activities

reservation and online payment).


116 / 139


Please indicate if and in which additional languages you intend to

publish the Preliminary Programme booklet, Final Programme

booklet and Proceedings besides the three official languages of ICOM.

Additional languages of conference documents

Type of publication Additional language(s)

Preliminary Programme

Final Programme

Proceedings


117 / 139


LIST]

Please indicate whether you intend to publish any other publications

in addition to the aforementioned ones and please list by type,

content, languages and targets.

List of complementary publications

Name of publication

Type of publication

Languages Summary of contents in max. 50

words Target


118 / 139


Please indicate how you intend to disseminate the Preliminary

Programme booklet and the Proceedings to all conference

participants and/or a larger public.


119 / 139

Q 7.4.4 [SCHEDULE]

Please attach a schedule for the dissemination of the Preliminary

Programme booklet with registration form, the Final Programme

booklet and the Proceedings.


J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D

The Organising Committee should submit a draft table of

contents and a draft layout to ICOM

ICOM will validate the draft table of contents and the draft

layout

The Organising Committee should inform ICOM of the texts

to be written by the latter

The Organising Committee should submit the texts in

English, French and Spanish and in any other language in

which the Organising Committee decides to publish for the

Preliminary Programme

ICOM will validate the texts for the Preliminary Programme

The Organising Committee will lay out the texts and images

ICOM will proof read the layout and forward corrections to the

Organising Committee

The Organising Committee will incorporate the corrections

The Organising Committee will submit the soft proofs of the

Preliminary Programme to be validated by ICOM

The Organising Committee should publish the contents of the

Preliminary Programme in different columns of the website

The Organising Committee will print the Preliminary

Programme booklet and send at least 5 copies, in the

language(s) of the committee, should be sent to all ICOM

National Organising Committees, International Organising

Committees, Regional Alliances and A




layout

The Organising Committee should inform ICOM of the texts

to be written by the latter


English, French and Spanish and in the language in which

the Organising Committee wishes to publish for the Final

Programme to ICOM

ICOM will validate the texts for the Final Programme







The Organising Committee will publish the contents of the

Final Programme in different columns of the website

The Organising Committee will print the Final Programme

booklet and include a copy in the Conference bag

If any update or announcement is to be made after the

publication of the Final Programme booklet, it must be

announced on the General Conference website and at the

General Conference venue.




layout


English, French and Spanish and in the language in which

the Organising Committee wishes to publish for the

Proceedings to ICOM

ICOM will validate the texts for the Final Programme







The Organising Committee should put the Proceedings on

the General Conference website.

The Organising Committee must send at least 5 copies of

the General Conference Proceedings, in the language(s) of

the committee, at its own expense to ICOM National

Organising Committees, International Organising

Committees, Regional Alliances and Affili

Year 2019 Year 2023Year 2020 Year 2021 Year 2022

CANDIDATE CITY, NATIONAL COMMITTEE 8. Collaboration - Requirements & Criteria

120 / 139

CHAPTER 8: COLLABORATION

8.1 Official representatives of the Organising Committee shall be present at and report to all

meetings of the Executive Board and the Advisory Council in Paris, France, leading up to

the General Conference. They must produce a final report (in English, French and

Spanish including the financial report to be certified by an international firm of auditors)

and present it to the Executive Board and the Advisory Council in June 2023 in Paris.

The bid will be evaluated on whether the candidate is willing to fund several missions of

Organising Committee representatives to Paris, France.


8.2 Representatives of ICOM will meet regularly, as deemed necessary by ICOM, with the

Organising Committee. The candidate will bear the costs of at least two visits to the host

city for up to five representatives per visit prior to ICOM’s General Conference: the first

visit one year prior to the conference and the second visit at the latest three months prior

to the conference.

The bid will be evaluated on whether the candidate is willing to finance the visits of ICOM

representatives to the candidate city.


8.3One bilingual museum professional (who speaks English and the language of the country)

shall be designated as coordinator for each of ICOM’s 30 International Committees in

the preparation and holding of their meetings during the General Conference. If the

coordinators are not based in the host city, they shall be informed in due time of all

practical issues in relation to the host city and the museums in the surrounding

provinces. The coordinators shall be involved in the activities of the corresponding

International Committees and assist their annual meetings at least once prior to the

holding of ICOM’s General Conference. It is also the coordinators’ responsibility to seek

funding solutions for the annual meetings of their International Committee. One key

contact person shall be designated within the Organising Committee to follow the work

of the coordinators and submit progress reports to ICOM.

The bid will be evaluated on the proposed collaboration with ICOM’s International

Committees.


8.4 Competent bilingual staff members and/or volunteers who speak English (and/or French

and/or Spanish) and the language of the country and who are familiar with ICOM, will

be available to execute different tasks. The ICOM Secretariat and its different

departments will be assisted by at least five bilingual staff members from the Organising

Committee for the duration of the General Conference. The tasks will be explained upon

the arrival of ICOM Secretariat staff members during an initial coordination meeting to

be held between the Organising Committee staff members and the ICOM Secretariat staff

members.

CANDIDATE CITY, NATIONAL COMMITTEE 8. Collaboration - Requirements & Criteria

121 / 139

The bid will be evaluated on the efforts in terms of human resources and whether such

resources meet ICOM's needs and requirements.


8.4 At least one photographer and one cameraperson will cover ICOM’s General Conference,

working in connection with the ICOM Secretariat for both communication and archive

purposes. Photos and videos shall be forwarded to ICOM continually during the

conference. The Organising Committee shall finance and technically support the making

of an institutional video about ICOM’s General Conference.

The bid will be evaluated on the provided solutions for the audio-visual documentation of the

conference. .



122 / 139


Please indicate how you will fund several work missions of

Organising Committee representatives to Paris, France.


123 / 139


Please specify how many visits to the host city for up to five ICOM

representatives you can finance and suggest a timeframe.


124 / 139


Please list at least 30 potential contact persons for the coordination

of the International Committees’ meetings and activities. Specify

their museums/institutions and cities

List of International Committees’ contact persons

International Committee

Name of contact person

Museum/Institution, City

AVICOM

CAMOC

CECA

CIDOC

CIMCIM

CIMUSET

CIPEG

COMCOL

COSTUME

DEMHIST

GLASS

ICAMT

ICDAD

ICEE

ICFA

ICLM

ICMAH

ICME

ICMEMO

ICMS

ICOFOM

ICOMAM

ICOM-CC

ICOMON

ICR

ICTOP

INTERCOM


125 / 139

MPR

NATHIST

UMAC


126 / 139


Please indicate who will financially support their participation in the

International Committees’ meetings prior to the General Conference

and how many of these meetings you expect them to attend, and if

not, how you will ensure effective cooperation with the respective ICs.


127 / 139


Please attach a training programme and schedule for the contact

persons of the 30 ICOM International Committees.



128 / 139


LIST]

Please attach an organisational chart of the Organising Committee,

providing as much detail as possible regarding the type and number

of personnel you intend to employ for the General Conference -

before, during and after - and specifying their functions. The

Organising Committee should include one project manager, one

person in charge of travel arrangements for the speakers and guests,

one person in charge of the travel arrangements for the ICOM officers

and ICOM Secretariat staff members and one person in charge of the

travel arrangements for the travel grantees.



129 / 139


Please indicate if it will be possible to provide one photographer and

one cameraperson to work with the Secretariat. Both must be fluent

in English and/or French.


130 / 139


Please outline how you will finance and support the making of an

institutional video about ICOM’s General Conference.

131 / 139

APPENDIX 1: LIST OF ICOM GENERAL CONFERENCES SINCE 1948

28 June -3 July 1948 Paris, France 17-22 July 1950 London, England Theme: Exchange of collections and conservation personnel; inventory of scientific instruments; museums and education; problems of professional training. 6-12 July 1953 Genoa, Milan and Bergamo, Italy Theme: Problems of museums located outside; problems of museums in undeveloped areas; the architecture of museums and museums in modern town-planning. 2-9 July 1956 Basle, Zurich, Geneva, Switzerland Theme: The museum in our time; the natural history museum in the modern world; the problem of history museums in our times; the planning and Organisations of the modern technical museum; Babel's Tower. 1-8 July 1959 Stockholm, Sweden Theme: Museums as mirrors: their potentialities and limitations. 4-11 July 1962 The Hague, Netherlands Theme: Precautions against theft of art works; conservation of cultural property; the role of history and folklore museums in a changing world; observations on the museum profession; the objectives of the museum: research centres or exhibition hall?; the educational role of museums. 22 September-3 October 1965 New York, U.S.A Theme: Training of museum personnel. 27 July-9 August 1968 Cologne, Munich, Federal Republic of Germany Theme: Museum and research 29 August-10 September 1971 Paris, Grenoble, France Theme: The museum in the service of man, today and tomorrow: the museum's educational and cultural role. 3-14 June 1974 Copenhagen, Denmark Theme: The museum and the modern world.

23-29 May 1977 Moscow, USSR Theme: Museums and cultural exchanges. 25 October-4 November 1980 Mexico City, Mexico Theme: The world's heritage - the museum's responsibilities. 24 July-2 August 1983 London, England Theme: Museums for a developing world. 26 October-4 November 1986 Buenos Aires, Argentina Theme: Museums and the future of our heritage: emergency call. 27 August-6 September 1989 The Hague, Netherlands Theme: Museums: generators of culture. 19 September-26 September 1992 Québec, Canada Theme: Museums: re-thinking the boundaries? 2-7 July 1995 Stavanger, Norway Theme: Museum and communities. 9-16 October 1998 Melbourne, Australia Theme: Museums and cultural diversity: ancient cultures, new worlds. 1-6 July 2001 Barcelona, Spain Theme: Managing Change: museums facing economic and social challenges. 2-8 October 2004 Seoul, Korea Theme: Museums and Intangible Heritage 19-24 August 2007 Vienna, Austria Theme: Museums and Universal Heritage 7-12 November 2010 Shanghai, China Theme: Museums for Social Harmony

132 / 139

1-8 June 2013 Rio de Janeiro, Brazil Theme: Museums (memory + creativity) = social change 3-9 July 2016 Milan, Italy Theme: Museums and Cultural Landscapes

1-7 September 2019 Kyoto, Japan Theme: Museums as Cultural Hubs: The Future of Tradition

133 / 139

APPENDIX 2: THEMES OF PAST AND UPCOMING EDITIONS OF

INTERNATIONAL MUSEUM DAY

2019 “Museums as Cultural Hubs: The Future of Tradition”

2018 “Hyper-connected museums: New approaches, new publics”

2017 “Museums and contested histories: Saying the unspeakable in museums”

2016 “Museums and Cultural Landscapes”

2015 “Museums for a sustainable society”

2014 “Museum collections make connections”

2013 “{Museums (memory + creativity = social change)}”

2012 “Museums in a changing world. New challenges, new inspirations.”

2011 “Museum and Memory”

2010 “Museums for Social Harmony”

2009 “Museums and Tourism”

2008 “Museums as Agents of Social Change and Development”

2007 “Museums and Universal Heritage”

2006 “Museums and Young People”

2005 “Museums Bridging Cultures”

2004 “Museums and Intangible Heritage”

2003 “Museums and Friends”

2002 “Museums and Globalisation”

2001 “Museums: Building Community”

2000 “Museums for Peace and Harmony in Society”

1999 “Pleasures of Discovery”

1998-1997 “The Fight against illicit Traffic of Cultural Property”

1996 “Collecting Today for Tomorrow”

1995 “Response and Responsibility”

1994 “Behind the Scenes in Museums”

1993 “Museums and Indigenous Peoples”

1992 “Museums and Environment”

134 / 139

APPENDIX 3: TECHNICAL REQUIREMENTS OF PLENARY SESSIONS AND THE EXECUTIVE BOARD

MEETING (CF. REQUIREMENT 4.2)

SESSION

OPENING AND CLOSING

CEREMONIES AND PLENARY SESSION

WITH KEYNOTE SPEAKERS

GENERAL ASSEMBLY ADVISORY COUNCIL EXECUTIVE BOARD

AVAILABLE DATES around 1h30 for each session one half-day session one full-day session and one half-day

session Two full-day sessions

SEATING max. 4,000 seats

500 seats with foldable tables or long

tables for voting members of the General

Assembly; additional 100 seats with or

without tables for non-voting members

and observers.

250 seats with foldable tables or long

tables for voting members of the

Advisory Council, additional 100 seats

with or without tables for observers.

Roundtable for 20 persons.

PLATFORM/PODIUM Yes Yes Yes No

ROOM LAYOUT theatre style theatre style classroom or theatre style O-shape

ADDITIONAL AV

EQUIPMENT Depending on the format of the sessions

Video projection behind or at the side of

the platform for the presentations

Video projection behind or at the side of

the platform for the presentations No

SIMULTANEOUS

INTERPRETATION

At least in English, French and Spanish with

max. 4,000 headsets for all participants.

At least in English, French and Spanish

with 500 headsets.

At least in English, French and Spanish

with 250 headsets.

If need be, in English,

French and Spanish with 20

headsets

ELECTRONIC

VOTING No

Possible electronic voting and voting by

a show of hands Possible electronic voting No

OTHER

REQUIREMENTS Depending on the format of the sessions

Solution for microphones: either each

seat for voting members is equipped

with a conference microphone, or one

wireless microphone per row of 20 seats.

In the latter case, one ‘microphone

runner’ per device.

Large tables at the entrance for the

distribution of documents.

Solution for microphones: either each

seat for voting members is equipped

with a conference microphone, or one

wireless microphone per row of 20 seats.

In the latter case, one ‘microphone

runner’ per device.

Large tables at the entrance for the

distribution of documents.

No

135 / 139

APPENDIX 4: TECHNICAL REQUIREMENTS OF OFFICES (CF. REQUIREMENT 4.3)

OFFICE FURNITURE

COMPUTER HARDWARE AND PERIPHERALS

OTHER REQUIREMENTS COMPUTERS

BUSINESS

MACHINES OFFICE SUPPLY TELECOMMUNICATIONS

MAIN OFFICE OF

THE ICOM

SECRETARIAT

15 desks with 15 chairs.

One safe and several

storage cabinets with

Organising Committees.

15 computers with

unrestricted

internet access.

At least one

computer equipped

with additional

software including

Adobe Photoshop,

2 laptops.

2 small colour

printers

A multifunctional

print/photocopy/scan

machine with

automatic staple

Sufficient stock and

supplies of office

stationery.

At least 2 telephone lines

with 4 handsets or 4 mobile

phones connected with all

the offices, with at least 1

international connection on

one of the phones.

An adjacent meeting room

for 30 persons

MEMBERSHIP

OFFICE

5 desks with 5 chairs. One

safe and several storage

cabinets with Organising

Committees.

5 computers with

unrestricted

internet access

A colour printer/scan

machine.


supplies of office

stationery.

1 telephone line or 1 mobile

phone connected with all

the other offices and with

international connection.

In a separate area, several

chairs and tables for

waiting members.

ELECTIONS

OFFICE (see also

the illustration on

page 138)

3 desks and 3 chairs.

Several storage cabinets

with locks.

At least 5 voting

compartments and 2 ballot

boxes.

2 computers with

unrestricted

internet access

A colour printer/scan

machine.


supplies of office

stationery.





Situated next to the

membership office and, if

possible, with a connecting

door between the two

offices, covering a

minimum area of 80 m².

OFFICE FOR ICOM

PRESIDENT

1 desk and 1 chair.

A storage cabinet with

lock, several chairs and

tables for receiving guests.

1 computer with

unrestricted

internet access

A small colour

printer.


supplies of office

stationery.





No

OFFICE FOR

DIRECTOR

GENERAL

1 desk and 1chair.


lock, several chairs and

tables for receiving guests.

1 computer with

unrestricted

internet access

A small colour

printer.


supplies of office

stationery.





No

OFFICE FOR THE

CHAIR AND VICE-

CHAIR OF THE

ADVISORY

2 desks and 2 chairs.


lock.

2 computers with

unrestricted

internet access

A small colour

printer.


supplies of office

stationery.



the other offices

No

136 / 139

COUNCIL

137 / 139

APPENDIX 5: INDICATIVE PLANNING ON THE ORGANISATION OF

SESSIONS OF INTERNATIONAL COMMITTEES (CF. REQUIREMENT

4.8) WITH SIMULTANEOUS INTERPRETATION

9.00-10.30 10.45-12.15 13.30-15.00 15.15-16.45 17.00-18.30

Room 1

Room 2

Room 3

Room 4

Room 5

Room 6

Room 7

…

138 / 139

APPENDIX 6: POSSIBLE LAYOUTS FOR THE ELECTIONS OFFICE

(CF. REQUIREMENT 4.10)

Eligibility checking/Materials

Issue

Ballot

Boxes

OUT IN

139 / 139

APPENDIX 7: SPECIFICATIONS ON THE TRAVEL AND

ACCOMMODATION OF THE ICOM PRESIDENT, MEMBERS OF THE

EXECUTIVE BOARD, CHAIR AND VICE-CHAIR OF THE ADVISORY

COUNCIL, THE DIRECTOR GENERAL, INVITED SPEAKERS AND

ICOM SECRETARIAT STAFF (CF. REQUIREMENT 5.4)

Items to be

covered

ICOM President, EC

members, Chair and Vice-

Chair of AC and Director

General

Invited speakers ICOM Secretariat staff

Registration fees Waived except for optional

events

Waived except for optional

events

Waived except for optional

events

Flight Economy-class return airline

ticket

Business-class return airline

ticket

Economy-class return airline

ticket

Hotel with

breakfast

4-star hotel for the duration of

the General Conference

4-star hotel for the duration of

the General Conference

The same hotel as the other two

categories, or adjacent / near-

by hotel within three minutes’

walking distance, for their

entire stay for the General

Conference

Daily Allowance Yes No Yes

Transport between

hotels and meeting

and event venues

Two chauffeured cars or taxis

for the President and the

Director General, a mini-bus

for the other members

Chauffeured car(s) or taxis A mini-bus or similar

transportation possibilities

Other Meeting facilities within the

hotel No

The staff will arrive at least

three days prior to the event.

The hotel and daily allowance

should cover the entire period

of their stay.