CALL FOR INTEREST TO HOST THE 28 th WORLD CONGRESS and EXHIBITION ON INTELLIGENT TRANSPORT SYSTEMS, 2021 Call for Interest-World Congress on ITS 1
Introduction As it rotates between the 3 regions (Europe, Asia Pacific and the Americas), the World Congress and Exhibition is held in Europe every 3 years, usually during autumn (September/October). This event has already been held in the following cities: 1994: Paris, France 1997: Berlin, Germany 2000: Turin, Italy 2003: Madrid, Spain 2006: London, United Kingdom 2009: Stockholm, Sweden 2012: Vienna, Austria 2015: Bordeaux, France The next planned event will be held in September 2018 in Copenhagen, Denmark. Basic Conditions for Applying to the Call for Interest 1. The choice of the city, as the venue for a Congress on Intelligent Transport Systems (ITS) is conditioned by the signature of an agreement between ERTICO - ITS Europe and the City hosting the Congress. 2. The local Host committee should consist of representatives from the City, the National Ministry of Transport or Communications or whichever Ministry is in charge of ITS; Regional and Local Public Authorities; ITS related industry and the relevant ITS National Associations 3. The World Congress on Intelligent Transport Systems (ITS) will take place in the selected country on the condition that the Host carries out certain activities such as: - delivering and financing Events through public grants and sponsorship Including but not limited to: Mayor Summit/Ministerial Roundtable, Opening and closing Ceremony, Gala Dinner, VIP Dinner, Welcome reception, Technical Visits, Demonstrations, etc - providing and financing items such as bags, pens, notepads, free public transport passes for the duration of the Congress and local transport for events, VIP cars, etc - participating in meetings relating to the Programme, Policy Advisory Board and other logistical matters. - organising Mayor Summit/MRT, Demonstrations and Technical Visits. - support the promotion of the event in the Host region and participating and exhibiting at previous European and World Congresses and at other events the years before the respective World Congress in 2021. 4. Based on the Host s proposal, ERTICO ITS Europe will be responsible for choosing the Venue. Call for Interest-World Congress on ITS 2
Note: The ITS World Congress and Exhibition should be held in September/October. Some figures about the last ITS Congress in Bordeaux: More than 12.000 participants More than 100 countries More than 1.700 participants during the opening More than 3.000 delegates 25.000 sqm of exhibition 34 demonstrations 10 technical visits Requirements for the Congress and Exhibition Centre Conference & Exhibition Facilities * Exhibition hall for 25.000-35.000 sqm gross (for 5 days + set up and dismantling) * Outside demonstration facilities nearby (Parking) of min 20.000 sqm. * 1 auditorium for +/- 2,000 pax for the Opening Ceremony which will take place the first day of the Congress in the afternoon * 1 auditorium for +/- 500 pax for the Closing Ceremony which will take place on the afternoon of the last day of the Congress * 6 session rooms of min 150-200 pax (for 3.5 days) * 10 session rooms of 80-150 pax (for 3.5 days) * At least 5 Small meeting rooms (10-30 pax) that can be used as offices Press room, exhibitors room, speaker ready room; for 5-7 days * Other additional rooms for associated events Call for Interest-World Congress on ITS 3
Audio visual The Venue provider /service provider shall ensure that all conference facilities (e.g. Plenary Session and Meeting Rooms) are equipped with audio, visual and/or computer equipment as specified below for the duration of the conference: * One (1) large projection screen * One (1) projection system of min 6000 lumen with support or similar * One (1) computer to centralize all presentations * Three (3) microphones (portable, headset or tie) and loud speakers * Amplifier for speakers * Provide a minimum of one (1) qualified audio visual and/or computer equipment technician to service conference audio/visual/telecommunications equipment throughout the conference, in each room. Audio visual technician shall manage and maintain all equipment located in conference facilities. On-site personnel The Venue or Service provider shall provide multi-lingual hostesses (ENG minimum) in uniform to assist in all conference rooms (min 1 per room) and in all conference areas (e.g. registration desks, information desk ). Catering Coffee breaks: Coffee and tea breaks are foreseen in the morning and afternoon at the times specified. The provider will ensure that coffee and tea breaks are arranged and as a minimum shall include fresh coffee, a wide range of tea, mineral water and small snacks Lunches: At the times specified the provider will ensure that hot lunch is arranged for conference participants, speakers, exhibitors and staff. Call for Interest-World Congress on ITS 4
Congress Programme Overview: (For information, could be changed) DAY 0 Exhibition set up Day 1 09.00-19.00: Registration opens 12.00-15.00: Ministerial Roundtable/Mayor s Summit (TBC) 16.00-18.00: Opening Ceremony 18:00-19.30: Ribbon Cutting Ceremony of Exhibition and Welcome Reception, in exhibition hall 19.00-22.00: VIP Dinner Day 2 08.00-18.00: Registration opens 09.00-18.00: Exhibition Hall opens 09.00 17.30: Demonstrations activities and technical visits 09.00-11.00: Plenary Session 09.00 18.00: Exhibition Hall opens 09.00-17.30: Congress Sessions 18.00 19.30: Exhibitors Receptions Call for Interest-World Congress on ITS 5
Day 3 08.00-18.00: Registration opens 09.00-17.30: Congress Sessions 09.00-18.00: Exhibition Hall opens 09.00 17.30: Demonstrations activities and technical visits 18.00 19.30: Exhibitors Receptions 19:30-22.30: Local flavor evening Dinner Day 4 08.00-18.00: Registration opens 09.00-17.30: Congress Sessions 09.00 17.30: Demonstrations activities and technical visits 09.00-18.00: Exhibition Hall opens 18.00 19.30: Exhibitors Receptions Day 5 08.00-14.00: Registration opens 09.00-11.00: Congress Sessions 09.00 11.00: Demonstrations activities and technical visits 11.00-12.30: Plenary and Closing Ceremony 09.00-14.00: Exhibition Hall opens to general public Call for Interest-World Congress on ITS 6