EWU AUDC 2009 Site Visit Report

Transcription

1 EWU AUDC 2009 Site Visit Report I would like to thank EWU AUDC Organization Committee in setting up the meeting and taking us around to see the venues in their exam time. This report provides both information gather in the site visit and my own assessment and suggestions. Venues: Dhaka City Security 1. EWU AUDC has contacted the Home Ministry and the Foreign Affair Ministry for the assistant in providing security. 2. Home Ministry would include Police and Rapid Action Battalion (RAB) which we didn t get to meet due to their schedule couldn t provide us the time but EWU will be providing a letter from the ministry (haven t receive) 3. We did meet with the State Minister of the Foreign Affair Ministry, which assure us on the Government full support to AUDC and on the providing AUDC security in a top priority. 4. LP and myself met with the Thai Ambassador of Bangladesh, the Thai Ambassador inform us on the currently situation. Informing us that he government is doing their best in the investigation and working hand in hand with the military. He also told us that the Pan Pacific is the best hotel in Dhaka. 5. Dhaka seems to be operating at normal pace. There is a large presence of armed security forces in town, a police personnel is accessible at almost every street corner. 6. Azrul, LP and I took the time to walk to the nearby Shopping Mall both in the daytime and nighttime to see the situation. People did stare a lot on the roads and the intersection is very busy with traffic. There were a lot of beggars on the way but they all left after away after a few meters. 7. EWU VC did inform us that if it is necessary, the EWU will provide private guards to AUDC additional from the Home Ministry Police and RAB. Accommodation: Pan Pacific Sonargaon Hotel Security 1. The hotel has a private compound with wall dividing from the main roads; there are guards on each of the entrances all day. Entering the hotel, all guest and luggage would need to pass the metal detector & X Ray and there are CCTV camera thought out the hotel 2. State guest of Bangladesh stays at this hotel such as former UN Sectary General Kofi Anan, former USA President Bill Clinton.

2 Own assessment; I feel that the hotel is well experience in handling high level security, observing both in the morning and night guards are well alert and awake. No one can easily enter the compound. Rooms 1. We met with Mr. Mohd Oliullah, Assistant Director Food and Beverage, which help with the NSU All Asians, he inform us that EWU Organization committee has confirmed booking of 130 rooms, maximum to 145 rooms up to the availability of the hotel near to the tournament. This confirmation hasn t sign the contract with Pan Pacific but they have scheduled the signing on the 24 March The Organization committee plans to have both triple room and quad room sharing, they explain that this would be by a first confirmed and paid would get the triple room sharing. 3. The hotel since All Asians 2008 has been undergone renovations; the hotel has 1 floor renovated already and planning to finish one more floor by May. Still the majority of rooms would still not be renovated. The hotel is planning to give 64 double twin beds and 76 singles king bed which they will put in one more extra bed (1 king bed with one more extra bed) Own Assessment; The new renovated rooms are up to the 5 star standards but the older ones are not, I would say that the rooms are not more than 3 Stars. The hotels has new facilities such as swimming pool, health club, Jacuzzi are now available for the participants to use. Organization Committee did inform us that broadband Internet in the room would be free but still not confirmed. The hotel is clean and the staffs are very friendly, greeting you all day.

3 Conference Center: 1. The Organization committee is planning to use the breaking rounds at the Pan Pacific Hotel; the hotel has 8 small conference rooms on the 2 nd floor and one grand ballroom which can be divided into 3 rooms. 2. The conferences rooms are full equipped with audio systems and enough lighting and with air condition. Pre Post Accommodation: 1. The Or ganization Committee has proposed the following: a. Insi de Diplomatic Zone i. Hotel Washington (70 USD) ii. Hotel Sarina ( USD) iii. Hotel Westin (300++ USD) b. Outsi de Diplomatic Zone i. Hotel Regency ( USD) ii. Hotel Radisson ( USD) iii. Pan Pacific Sonargaon Hotel ( USD) iv. Hotel Sheraton ( USD) Location: 1. The hotel is located near Bashundhara Shopping Mall, this mall is a total of 8 floors. The shopping mall is about 3 5 minute walk, you would need to cross the intersection which is extreme busy with traffic.

4 2. To enter in the shopping mall you would need to pass thought a metal detector and x ray. They have their own private guards. 3. The shopping mall has a large food court with different kinds of food (mostly local, Indian, Fast Food, etc) Accommodation Policy: 1. The Accommodation Director will allocated the rooms bases on the following: a. Gender (male/female) b. Team/Institution c. Nationality d. Personal Preferences Own Assessment: It s good that the Accommodation Director presented a policy toward accommodation but I would suggest Personal Preferences be first, let the participants select the roommate which they feel most comfortable to stay with. If participants don t do so, the director may arrange the rooms on such policy. Debate Venue: Bangladesh University of Engineering and Technology (BUET) Security 1. BUET is a small compact campus; they have own guards in the campus. Organization committee has informed us that the Rapid Action Battalion (RAB) that is under the Home Ministry will be securing the surrounding areas on the campus. 2. Pan Pacific Hotel is 20 minutes away from BUET, we would need to pass Dhaka University. 3. The debate venues includes as followed; a. 2 auditorium (1100 seats and 180 seats) b. Operation area for Organization Committee, Runners and Tab c. 26 Debate Rooms at Civil Engineering Department d. 23 Debate Rooms at EME Department e. 20 Debate Rooms at Old Academic Building

5 f. 13 Debate Rooms at the Architecture Building These building are selected in the same compound, are in walking distant of 5 to 8 minutes. The debate venues are aligning with one another. 4. The auditorium has 2 main entrances and 4 exits 5. The debate venues have both stairs and elevators (Civil Engineering Department 3 elevators, EME Department 2 elevators and Architecture Building 1 elevators) 6. The bathrooms are located in each floor (both male and female) 7. The Organization Committee would place an ambulance on all debate days. 8. A verbal agreement from Dr. Maglub Al Nur, the Administrative official in charge of student welfare, that we can use their Venue and that they will assist us. 9. The Organization Committee has inform us that the EWU AUDC is planning to use BUET as the only venue for the tournament expect breaking rounds which would be held at the hotel (Pan Pacific) Debat e Rooms: 1. Debate rooms are large, with enough tables and benches. Each room isn t air condition but they have fans. 2. The auditorium has an audio system, lighting system and a large screen with projector. Own Assessment: I feel that BUET has enough space and rooms to accommodated 120 teams easily; the campus is currently on holiday its fill to dust. It is suggested for the organization committee to clean the rooms and facilities before using. It is also suggested for participants to prepare themselves before coming as well. I didn t see any water tanks in the debate venues, it is suggested that the organization committee prepare enough water. The organization committee reported that the cafeteria which is located next to the auditorium can accommodate 1100 people, from my observation I think even 500 people would

6 be very tight, and there is a separate room next the cafeteria which could be used for vegetarian or special requirements. Social Venues: Opening Ceremony: China Bangladesh friendship conference center 1. We didn t get to see the conference center but we were inform that the Organization Committee is planning to invite the Prime Ministry which would assure full security at the center, the RAB will still be present for the participants security. 2. All Socials would be private parties; participants are requested to bring their name tags. Custo m Party and Break Night: Topkapi and Effes 1. Topkapi has two floors, both floors has bathrooms. 2. Effes has three floors; each floor has their own bathrooms. 3. Topkapi takes about 40 minutes and Effes takes 30 minutes from the Pan Pacific Hotel, the venues has their own private compounds and private security guards. We were informed that the Police and RAB will be present outside the venue for our security. 4. Venues are all confirmed and been deposited. 5. Food provided with be Buffets, all food would be Halal and Vegetarian Championship Dinner and Grand Final: Pan Pacific Hotel Grand Ballroom Note Security report for Accommodation Own Assessment: I think the socials venues are well selected in their location and all venues are in secure compounds. The social director provided us with the menu of the socials,

7 from my observation a lot of them needs to be reconsidered due to the less number of vegetarian dishes, some menu there are only 2 items for veg. We had dinner in two of the venues (Effes and Topkapi), the food was standard and clean, with different dishes Indian, Chinese, Thai and Western. Tournament: Runners 1. The Organization Committee inform us that runner had some training, the training session only focus on getting to the documents to the tab as soon as possible but they weren t train to understand the calculation and information on the ballet. 2. The Organization Committee would be retraining them again and every weekend they would be practicing at BUET till the tournament. 3. EWU has hosted a Pre World Schools Debating tournament in November 2008 and EWU will host a National tournament in the 3 rd week of April 2009 to practice on the Tab, currently Stalin is the only person which has enough experience in the system. 4. EWU has promised a Liaison Officer for every team and a total tournament staff of 275 students. These Liaison Officers would also take the role of runners in the tournament. 5. The organization committee has informed us that they would invite the DCAs to the EWU National tournament and Latif to train the tab team 1 week before the tournament. Own Assessment: The runners weren t train well enough, they didn t understand the logic of the ballet which would cause so many problems to the tab system in correct information, I would suggest that the DCAs would need to take a closer role in assuring that the training is being provided and the runners are ready. Schedule 1. The first draft on the schedule was very unrealistic giving the time of transportation and debate rounds. Debating 4 rounds a day, and having socials till 11.00PM. 2. Some events were missing from the schedule council on the first day. 3. After discussion and suggestions, the Organization Committee has presented a second draft schedule. a. The schedule is more realistic, giving more time between rounds. b. Cutting out the Free Day to allocate debate rounds on other days. c. Debating now is separated in 3 days (Day 1 2 Rounds, Day 2 3 Rounds and Day 3 3 Rounds) d. Cutting out Public Speaking competition, to allocate more time to the unity meeting. e. Time on transportation is still allocated very tight. Organization Committee

8 1. The organization committee is divided into three parts as followed: a. Advisory Committee The body oversees the function of the AUDC Management Committee and Organizing Committee. Both EWU President, VC and representatives from both Ministry of Foreign affairs and Home Affairs. b. Management Committee comprises of faculty members who work closely and guides the Origination Committee members in their works. c. Organizing Committee includes 275 staff members, comprises of students in different faculties and years which includes the Convener and the respective Directors. 2. The organization committee does have experiences in hosting local tournaments sizing from 30 teams to 80 teams. 3. The organization committee gave us the updated master plan, which included more details from the first verbal plan which was given before. (attached in Azrul Izzam report) 4. I was inform by Phone Call that Stanlin will not take the position of Chief Adjudicator with the support of the VC of EWU and put Stanlin on the Organization side of the tournament in position of Convenor. 5. EWU AUDC would then ask the AUDC council to select an alternative CA for the EWU AUDC. 6. On the last day we met with Mr. Kamrul Hassan Member Secretary, Management Committee AUDC Informing us on miss communication between the Organization Committee, Management Committee and site visitors. We have informed him on the issues with Organization Committee and needs to be address as soon as possible with the director and follow up of the Management Committee. 7. Mr. Kamrul Hassan sent us an e mail, attached in Azrul Izzam report which has not been confirmed yet from the management committee. 8. We have ask Mr. Kamrul for a direct communication director from the Management Committee to the AUDC Council directly to avoid any miss communication (hasn t been appointed) 9. The Organization Committee would be assigning a communication director, security director and deputies on the following departments. Own Assessment The Organization Committee may be experience in local tournament but not in international tournament with international standard, some of the organization committee may have been to AUDC or other tournaments but the majority hasn t. From assessing from their first plan which was presented to us verbally they just have the general idea of what they are doing with our confirming the details, not only but the plans were unrealistic, this would cause a clear problem on having a delayed tournament.

9 The new plan is in a better direction from our suggestion which they have taking in consideration (Master Plan) they would need a clear time schedule from now till the tournament and the Management Committee would need to assure implementation on the each of the departments. The DCAs would need to take a further responsibility on the Organization site of the tournament, meaning also getting progress reports, flying in to Dhaka very 2 weeks if possible to confirm that plans are on. The AUDC Council may need to assign a Organization Advisor to the committee to be the hand in hand support and eyes of the AUDC Excom. Overall Assessment: Dhaka is as the same of other big cities in South Asia, it is still developing and the huge number of poverty but I still feel that it is safe enough to travel too. Meeting with the State Minster and the VC of EWU, I can see their commitment in doing everything as possible to assure the maximum safety of the participants. Participants would still need to prepare themselves to travel to Dhaka, there are a lot of dusts, people will stare and beggars may touch and follow you awhile to get your attention. The Organization is in a better position with the new plan they have, but I can t assure implantation of the plan. As I suggested a clear follow up sessions by the Management Committee, having a director communication director, help from the selected DCAs and an appointed Organization Advisor. These follow up need to be in a weekly base, hand in hand assistant need to be in. We did ask for the finance reports to assist them in cutting expenses but they inform us that they can t provide us such information, so I could assist them in that factor. The tournament can be run, it may not be a luxury tournament but it would be safe, the hotel is clean and the debate venues are close, variety of food is available (Indian, Chinese, Thai, fast food (KFC, Pizza Hut) but with only close follow up and implementation.