Bid Procedure XV th IWRA World Water Congress

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1 Bid Procedure XV th IWRA World Water Congress IWRA is pleased to invite candidatures to organise and host the XV th IWRA World Water Congress which shall be held between June 2014 and December The guidelines set out below aim to provide potential candidates with information and guidance on how to submit a bid. About IWRA IWRA is an international, non-governmental, non-political, non-profit, educational and development oriented association. It has been consistently recognised and respected as a leading advocate in advancing the understanding and management of water resources worldwide since its establishment in The members of IWRA are from all parts of the world and represent every profession and academic discipline involved in the sustainable management of the world s water resources. IWRA aims to build and strengthen partnerships and mechanisms to address water resource problems worldwide. Its unique role is to serve as a bridge in providing information and networking people and organisations across geographical, disciplinary, sectoral and professional boundaries. The Association strongly endorses and promotes water resources education and research based on sound scientific, social and ethical principles, worldwide and for all sectors of society. In brief, it seeks to be international, interdisciplinary, and pertinent. Specifically, the Association aims to: Provide international, regional and national fora for water resources issues; Enhance the quality of knowledge used for decision-making; Promote cutting-edge research that improves understanding of water resource issues and policy options; Improve global access to water-related information; Facilitate exchanges of information and expertise between countries and professions; and Network with complementary organisations. IWRA activities to achieve these aims include: Organisation of the triennial World Water Congress; Publication of Water International, the official journal of the Association (co-published with Taylor & Francis since 2008); Co-sponsorship and participation at major conferences, symposia, seminars, workshops and training courses; and Development of programmes and partnerships with Facilitation of member interaction; Networking. More information about IWRA can be found at: IWRA website: Current Executive Board members ( term): IWRA Constitution and Bylaws: 1 There is a preference for the Congress to be held in 2014, however the priority for the selection of a candidate remains based on the 4 key criteria outlined in the last section of this document : organisation/management, scientific quality and capacity ; logistical quality and capacity ; financial stability and capacity. 22 May 2012 Page 1

2 About the World Water Congress The World Water Congress is an event that is held every three years under the auspices of the International Water Resources Association (IWRA) in different cities around the world. The objective of the World Water Congress is to provide a meeting place to share experiences, promote discussion, and to present new knowledge, research results and new developments in the field of water sciences around the world. For four decades the World Water Congresses have been excellent events for the identification of major global themes concerning the water agenda; and for the bringing together of a large cross-section of stakeholders for the development and implementation of decisions in the field of water. Over the last thirty years, the debates and discussions about global water issues have become increasingly important in scientific, professional and inter-governmental forums. The United Nations has overseen several conventions regarding water problems such as biodiversity, desertification and the Kyoto protocols. The Millennium Development Goals (MDG) have been established in order to plan, evaluate and harmonise development policies around the world. In addition, the global water community is rallying around the issue at the UN Conference on Sustainable Development (Rio+20). Water is also an important part of emerging management concepts such as green growth. These conventions, meetings, engagements and debates arise from the shared knowledge and perspectives of the state, usage, key questions, future challenges and potential solutions in the field of fresh water resources. Despite the importance of this knowledge and a strong awareness of the issues, the world is still confronted with water resources issues that are characterised by: ever more significant water shortages; an incapacity to offer universal access to safe drinking water; a global deterioration in water quality; diminishing financial means for water resources development; a growing vulnerability to climate change and extreme natural events; fragmented water management systems; and international legislation that is not well adapted to the resolution of trans-boundary conflicts. It is established that action must be taken at the local level. However, concerted efforts are also essential parallel to this at the regional and global level in order to achieve a significant and sustainable impact. The World Water Congress is an important event that brings water issues to the forefront of international thinking, policy and management. Previous World Water Congresses 1 st World Water Congress Venue: Chicago, Illinois, U.S.A. Date: September, 1973 Theme: Importance and Problems of Water in the Human Environment in Modern Times. II nd World Water Congress Venue: New Delhi, India Date: December, 1975 Theme: Water for Human Needs. III rd World Water Congress Venue: Mexico City, Mexico. Date: 23 April, 1979 Theme: Water for Human Survival. IV th World Water Congress Venue: Buenos Aires, Argentina Date: 5 9 September, 1982 Theme: Water for Human Consumption: Man and his Environment. V th World Water Congress Venue: Brussels, Belgium Date: 9 15 June, 1985 Theme: Water Resources for Rural Areas and their Communities. VI th World Water Congress Venue: Ottawa, Canada Date: 29 May 3 June, 1988 Theme: Water for World Development. VII th World Water Congress Venue: Rabat, Morocco Date: May, 1991 Theme: Water for Sustainable Development in the 21st Century. VIII th World Water Congress Venue: Cairo, Egypt Date: May, 1994 Theme: Satisfying Future National and Global Water Demands. IX th World Water Congress Venue: Montreal, Canada Date: 1 6 September, 1997 Theme: Water Resources Outlook for the 21 st Century: Conflicts and Opportunities. X th World Water Congress Venue: Melbourne, Australia Date: Mars, 2000 Theme: Sharing and Caring for Water. XI th World Water Congress Venue: Madrid, Spain Date: 5 9 October, 2003 Theme: Water Resources Management in the 21st Century. XII th World Water Congress Venue: New Delhi, India Date: November, 2005 Theme: Water for Sustainable Development, Towards Innovative Solutions XIII th World Water Congress Venue: Montpellier, France Date: 1 4 September, 2008 Theme: Global Changes and Water Resources XIV th World Water Congress Venue: Porto de Galinhas, Brazil Date: September, 2011 Theme: Adaptive Water Management: Looking to the Future 22 May 2012 Page 2

3 Who is eligible to bid? IWRA currently has members spanning a wide range of professions and academic disciplines involved in the sustainable management of the world s water resources. They represent a diversity of sectors from public agencies, research institutions, private sector, non-government organisations to government authorities. IWRA uses the same inclusive approach towards bid candidates. All disciplines, sectors or geographic areas with an interest in quality scientific knowledge in the field water are encouraged to submit candidatures. Candidates must simply be legally registered entities that are able to prove their capacity through the bid process to host a high quality scientific event; and to assure the financial and logistical responsibilities related to the organisation of the congress. How to apply? It s a 3 step process Step 1. Submit your candidature. All candidatures must include the following information: 1. Letter from the President (or equivalent) of the organisation proposing to host the Congress; and produced on the organisation's letterhead. 2. The bid document with complete responses to each of the selection criteria as detailed in the section entitled Selection Criteria below (pages 4 to 7). 3. A response to the Roles and Responsibilities question in the document entitled General Information about the IWRA World Water Congress (pages 5-8). 4. References of previous congresses organised by the leader and/or partner institutions (if applicable). The full bid must be sent to the IWRA Executive Office in physical form (3 copies) by post and in electronic form by . An electronic or paper copy of the full bid must be received before the end of 15 July 2012 (Central European Summer Time) at the following address: IWRA Executive Office Domaine de Lavalette 859 rue Jean-François Breton Montpellier Cedex 5 France Step 2. Evaluation and notification. The received bids shall be evaluated by the IWRA Congress Working Group with possible follow up and clarification. All bidders will be notified by late July/early August Step 3. Memorandum of Agreement. Final negotiations and signature of a Memorandum of Agreement between IWRA and the selected candidate for the organisation of the World Water Congress should occur before October May 2012 Page 3

4 Summary of Key Dates 22 May 2012 Launch call 15 July 2012 Deadline for submission of candidatures End July/Beginning August 2012 Responses to candidates October 2012 Signature of the Memorandum of Agreement between IWRA and the selected candidate should have occurred Selection criteria The IWRA Congress taskforce will evaluate the candidates taking into account four main criteria: - Organisation and Management - Scientific quality and capacity - Logistical quality and capacity - Financial stability and capacity Candidates are kindly requested to clearly respond to each section below. Organisation and Management Questions Lead Organisation Key Contact Partner Organisations (if applicable) Organisational Structure Description of the host organisations Rationale Please provide at least the following information Name of lead organisation Address and contact details of lead organisation Proof of legal status of lead organisation ( eg copy of official registration etc) Name, Position, Organisation and Contact details Name(s) of partner organisations Address and contact details of partner organisation(s) Legal registration number (or equivalent) of partner organisation(s) Chart to describe the organisational structure. List of the members of the National Organising Committee and its Chair. List of the members of the International Scientific Committee proposed by the lead organisation. The Chair is named by IWRA in consultation with the lead organisation. Half of the ISC members are named by IWRA in consultation with the lead organisation. Provide a description of the lead organisation. Provide a description of the partner organisations. Outline relevant experience of the organisations in the field of water and/or event management. Describe why the lead and partner organisations are the best placed to host the IWRA World Water Congress Description Management Coordination of and Please describe the procedures to manage and coordinate the various responsibilities involved in organising the Congress. 22 May 2012 Page 4

5 Key Dates and Milestones Mobilisation of Press Promotion, publicity, publications and website Additional information Please outline the key dates and milestones. These should include at least: Finalisation of objective and theme of the Congress First announcement Launch web site Second announcement Deadline for submission of abstracts Acceptance of presentations and posters Third announcement and preliminary programme Deadline for submission of the final version of the articles and presentations Final programme Registration deadlines Congress week dates (taking into consideration climate, religious holidays, university terms, and avoidance of conflict with other major conferences). Technical visits and tours Final report Please describe the plans and activities to mobilise the press/media. Please describe the activities and plans for communications, publicity, publications and the website. As appropriate. Scientific and thematic organisation Questions Themes Special Sessions and Side Events Technical Expositions Technical visits Events for the general public Additional information Please provide at least the following information Provide the main theme and if applicable the sub-themes of the Congress. Outline the rationale behind the proposed theme. Outline the objective of the event. Special sessions and side events are organised by external organisations within the framework of the World Water Congress. Please describe the capacity to host and mobilise special sessions and side events (if applicable). Please describe the capacity to host and mobilise technical exhibitors (if applicable). Please describe technical visits for the congressists (if applicable). Please describe events for the general public (if applicable). As appropriate. 22 May 2012 Page 5

6 Logistical organisation and venue Questions Proposed Venue Facilities Please provide at least the following information City, Country Name of venue Address Please describe the proposed congress centre facilities and capacities. Language/Translation Catering Gala dinner and Social programme Accommodation Transport Visa requirements Registration Management The official language of the Congress is English. Does the candidate propose other languages. Describe any proposed translation services. What are the proposed catering arrangements for lunch and coffee/tea breaks? What are the dining options for participants? Please describe the proposed social programme and gala dinner. Please describe the capacity and range of accommodation. Please describe the transport capacity to arrive and depart from the host city; to move to and from the Congress venue; and also to move around within the host city. What are the visa requirements to enter the host country? What kind of assistance (if any) will be offered for foreign participants to obtain the necessary travel documents? Describe the proposed process for management of participant registrations. 22 May 2012 Page 6

7 Budget Questions Preliminary budget Please provide at least the following information A table detailing the projected expenses. Note that this table should include all Congress expenses including the payments to IWRA. Description of how the budget shall be raised Proposition regarding guaranteed contribution to IWRA A table detailing the projected revenue and a description of how this income shall be raised. Based on long experience, IWRA expects the Congress to generate financial benefits for the association. Along with the above criteria, this is an important factor in evaluating the candidatures. Please detail the guaranteed financial contribution to IWRA and any other potential contribution. Notes: IWRA shall not be responsible for any financial loss or deficit of the World Water Congress. Any financial loss or deficit will be absorbed exclusively by the Local Organisers. The fees for participants to become IWRA members shall be factored into the proposed registration fees of the Congress. (refer to for current membership tariffs) As a guide, below is an example of the financial arrangements of the previous congress. Candidates for the 15 th Congress are encouraged to meet or exceed the below guidelines. The Local Organisers will assume responsibility for raising funds from potential corporate and institutional sponsors. The Local Organisers will assume responsibility for the financial management of the IWRA World Water Congress. An official budget for the Congress will be prepared by The Local Organisers and submitted for approval by the Executive Board of IWRA by dd mmmm yyyy. The Local Organisers will be responsible for managing the budget. The Local Organisers shall cover the complete travel and accommodation expenses and registration fees, either through the official Congress budget or through other means, of at least 30 delegates from developing countries (excluding the host country). These delegates with be selected jointly with the IWRA Congress Committee. The Local Organisers shall cover the complete travel and accommodation expenses and registration fees, either through the official Congress budget or through other means, of at least 3 and up to 5 selected keynote speakers. The number and selection of these speakers will be selected in consultation and agreement with IWRA. The Local Organisers shall cover the complete travel and accommodation expenses and registration fees, either through the official Congress budget or through other means, of four officers of IWRA including the IWRA President, immediate Past President, Executive Director and Chair of the International Scientific Committee to participate in the Congress. The Local Organisers shall cover the complete travel and accommodation expenses and registration fees, either through the official Congress budget or through other means, the IWRA Executive Director and the Chair of the International Scientific International Committee to visit the Congress Venue and meet with the Organising Committee one year prior to the XIV th Congress start date and six months prior to the XIV th Congress start date. 22 May 2012 Page 7

8 The registration fees of all IWRA past Presidents will be waived by the organisers. In addition, IWRA may nominate up to l0 special invited participants whose registration fees will also be waived. The budget of the XIV th Congress will specify the registration fees (national and international), exhibitor fees and also include a statement of anticipated expenses and contributions from corporate and institutional sponsors. 50% of the registration fees received from all registered paying participants in the IWRA XIV th World Water Congress are assigned to IWRA. The Local Organisers shall pay this sum to IWRA within 60 days of the final day of the XIV th Congress. 50% of the fees received from registered paying international exhibitors are assigned to IWRA. The Local Organisers shall pay this sum to IWRA within 60 days of the final day of the XIV th Congress. Sharing of additional funding raised by IWRA for the Congress shall be agreed upon with the Local Organisers depending on the specific nature of the funds. More Background Information More information about IWRA Congresses can be found at: The internet site of the XIV th World Water Congress held in Porto de Galinhas, Brazil in 2011: The internet site of the XIII th World Water Congress in Montpellier, France in 2008: Scientific report of the XIII th World Water Congress: Questions? The IWRA Executive Office is happy to field any questions on the Call for Bids for the XV th IWRA World Water Congress. Please contact: IWRA Executive Office Domaine de Lavalette 859 rue Jean-François Breton Montpellier Cedex 5 France Telephone: +33 (0) Facsimile: +33 (0) May 2012 Page 8

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