AICE Host Organization Bid Manual

Table of Contents

1. Introduction
a. History of Organization
b. Previous Events
c. Future Events
d. Rotation Policy
e. Date and Duration
f. Timing
g. Format of the Event
2. Bid Requirements
a. The Bid
b. Documents
c. Deadline for Bids
d. Evaluation Process
e. Site Inspections
f. Signing the Agreement
g. Timeline
3. Decision Making Criteria
a. Requisite
4. Host Requirements
a. City
b. Venue
c. Hotels
d. Print Material
e. Food & Beverage
f. Social Program
g. VIP Transfers
h. Translation
i. Attendance at Previous AICE
j. Promotion of Next AICE
5. Financial Arrangements
a. Outline Budget
b. Registration Fee
c. Sponsorship
d. Complimentary Registration
e. Complimentary Accommodation
f. Final Budget
6. Appendix
a. Excel Sheet for Budget
b. Sample Program
c. Draft Agreement

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1. Introduction

A. History of Organization

World Free Zones Organization (World FZO), the not for profit global association for Free Zones
holds its Annual International Conference and Exhibition (AICE) May of every year. The first AICE
was held in Dubai, UAE in 2015, as will be the second edition in 2016. Thereafter, the event will
rotate globally.

Over the course of the three-day event, 40 world-class speakers along with global free zone
practitioners, academics, policy makers, multi-lateral organizations and business representatives
exchanged ideas, experiences and visions for a more integrated world trade environment. The event
consists of a Board of Directors meeting, General Assembly, Free Zone Outlook International
Conference, Workshops, Exhibition and site tours.

The 2015 event attracted 675 delegates, representing 76 countries. Approximately 1,700 people
watched the conference via live stream from over 120 countries.

The current format is half day Board of Directors meeting (Monday morning), 2 days for the
International Conference (Monday and Tuesday), 3 days for the Exhibition (Monday to Wednesday),
half day General Assembly (Wednesday morning), 1 day for workshops (Monday) and site tours
(Sunday and/or Thursday).

The Sunday to Thursday format works as the weekend in the UAE is Friday/Saturday. In other
destinations Monday to Friday might be a more viable option.

World FZO AICE offers the host and destination a unique opportunity to showcase themselves to a
premier audience as well as generate significant publicity on an international scale.

B. Previous Events

Year Month Days Location Attendance

2015 May 11-13* Dubai, United Arab Emirates 675

C. Future Events

Year Month Days Location Attendance

2016 May 9-11* Dubai, United Arab Emirates 1000**

*1 day before and 1 day after included site tours and registration.
**Anticipated attendance

D. Rotation Policy

Bidding is open to all geographic regions, but the same geographic region may not bid in consecutive
years. The geographic regions are the following: North America (USA, Canada and Mexico); South
America, Central America and Caribbean; Asia; Middle East and North Africa (MENA); Africa; and
Europe.

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E. Date and Duration

According to the World FZO Articles of Association: “ The Association must hold an ordinary
annual general meeting once each year.” The preferred dates are in the first two weeks of May.
Currently the International Conference and Exhibition takes place Monday to Wednesday, The
General Assembly on Wednesday and site tours on the Sunday and Thursday.

F. Timing

When suggesting dates for the event, they should not clash with:
• Public Holidays/School Holidays
• Other Major Meetings or Industry Events

G. Format of the Event

Day 1
-Registration
-Site Tours

Day 2
-World FZO Board of Directors Meeting
-International Conference and Exhibition

Day 3
-International Conference and Exhibition

Day 4
-International Conference and Exhibition
-World FZO General Assembly
-World FZO New Board of Directors Meeting

Day 5
-Site Tours

2. Bid Requirements

A. The Bid

As per the bidding guidelines, bids will be accepted from:

• Any Voting Member of the World Free Zones Organization

The bid should demonstrate maximum local and/or national government support.

B. Documents

The following items will be required as part of the bid document:

• Recommended Venue
• Propose three sets of dates for the event (in line with point 1.E. Date and Duration)
• Venue information including:
o Available dates

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 o Proposal for venue rental
o Floor plans and capacities (or links to online information)
o Accessibility requirements
o Contact information for venue
• Hotel Information including:
o General information about number and type of hotels
o General pricing information
• Information about city/national support for meeting
• List of potential local/regional/international sponsors
• Details of the Host Organization Planning Committee
• Letter of confirmation from governing body to execute the Agreement (in the form attached)
should you be selected.
• Outline of a budget for the event.

The following items may be submitted with the bid:

• Letters of Support from relevant Government authorities related to the area
• List of local companies related to the area which are potential sponsors
• Letter of support from the city convention bureau
• Letter of support from appropriate Airline(s) and/or global alliance.

Bids will only be accepted from World FZO Voting Members in good financial standing. Bids
may be rejected if they do not comply with the above requirements.

C. Deadline for Bids

An electronic copy (in PDF. Format) of the bid for the 2017 or 2018 World FZO AICE should reach

World FZO Headquarters

1090, 1st Floor, 7W-B
Dubai Airport Free Zone
PO Box 37113, Dubai
United Arab Emirates
Attn: Dr. Samir Hamrouni
Email: events@worldfzo.org
Tel: +9714 204 5471 or 5481

on or before 9th March 2016. All requests for clarification must be made to Dr. Samir Hamrouni.

D. Evaluation Process
After receiving the full bid the World FZO’s executive team will screen applications and submit
those approved to the official World FZO PCO for evaluation and production of a “Site Selection
Report” on the bidding venues.

The full bids and site selection reports are submitted to the Board of Directors for evaluation and
selection of those to progress to the final stage. World FZO will have the right to refuse suggested
venues based on the Site Selection Report results or any other reason.

Those selected will be informed and asked to make a final presentation to the World Free Zone
Organization’s Board of Directors’, who will select the next host organization.

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E. Site Inspections
A team of 1-2 World Free Zones Organization representatives may require a visit to the short-listed
applicants, prior to the final presentation, in order to check if the city, hotels and congress venues
meet World FZO AICE requirements.

F. Signing the Agreement

The final agreement should be signed between World FZO and Host Organization immediately upon
being selected. Included in the Appendix B.

G. Timeline
Item Timeline
Receive acceptance of Expression of Interest
Deadline to submit full bid 8 weeks
Bids screening by World FZO executive team 1 week
Site selection reports are submitted to Board of Directors 1 weeks
Board of Directors to evaluate options and select finalists 3 weeks
Selected bidders are informed and invited to make final presentation 3 weeks
Bidders present to the Board of Directors 0 weeks
Choice of winning bid 0 weeks

3. Decision Making Criteria

A. Requisite

1. Presence of an International Airport

2. Number of cities served with direct flights
3. Transport city/airport
4. Conference venue age (<15 years / >15 years)
5. Plenary sessions room capacity
6. Other rooms and offices (presence and capacity)
7. Number of available hotel rooms
8. Existence of low budget rooms next to regular hotels
9. Inclusion of social/cultural activities in the program
10. Committed financial support from local institutions and/or sponsors of the conference
11. Age of the local free zone hosting/organizing the conference
12. Prominence of Free Zone Industry on a Country and City level
13. Size of the local free zone (in terms of tenants/users located in the zone)
14. Committed relevant keynote speaker/s
15. (Degree of) Acceptance of the terms of the “Agreement” to be signed between the conference
organizer/host and World FZO

4. Host Requirements

World FZO is responsible for handling the following PCO functions:

• Scientific Program
• International Marketing
• Delegate Registration and Payments
• Hotel Contracts
• Delegate Hotel Bookings

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 • Liaison with Speakers
• Liaison with Venue and Hotel personnel
• Liaison with International Sponsors
• Photographer and videographer
• Signage

The Host is responsible for the following:

• Local Marketing
• Planning and operation of transportation during event
• Printing Materials
• Liaison with Local Sponsors
• Selling and Promotion of Exhibition to local Exhibitors
• Visa requirements.
• Adequate Staff to support World FZO during event

A. City
• City shall be served by an international airport
• Public transport and/or shuttle service available from airport to the city and from hotels to
Congress venue
• City or nearby surrounding area should be home to a number of established Free Zones

B. Venue
• Registration Area
• Plenary Hall for 800-1000 participants
• Minimum of 3 rooms with 100-150 seats for parallel sessions and workshops
• 4 rooms for offices for 8 pax minimum
• Room capable of sit down buffet lunch for 1000 pax.
• Space suitable for coffee breaks for 1000 pax
• Room with computers, printer and high speed Internet for Press throughout the event.
• 1,500 m² - 3,000 m² gross for exhibition and catering
• Meeting room with 25 seats for Board of Directors meeting

C. Hotels
• The bid should include rooms in a large 5 star hotel close to the chosen venue (or act as the
event venue itself), which will act as the HQ hotel for the event. As high a majority of
delegates as possible should have the opportunity to be accommodated in this hotel. If not
possible to have majority of delegates in one hotel then delegates should be housed in as few
hotels as possible, ideally within walking distance to event venue or to public transportation.

• The city shall have at least 1,000 hotel rooms of various categories (3-5 stars) easily
accessible by public transportation to the event venue.

• The host organization will be responsible for negotiating special rates available for invited
speakers and participants of the AICE. The bid should include firm rates for the year of the
event as well as information on the size of room-blocks available. Rates should be valid
during the event and up to a maximum 3 nights pre and post the event and include breakfast
and free wifi for delegates.

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 • Contracts will be between the host organization and hotels directly.

• Complimentary Rooms – The HQ hotel should offer a minimum one complimentary room
(including breakfast and taxes) for every 25 paid room nights booked by delegates. World
FZO will allocate these rooms to guests of their choosing.

D. Print Material

Host organization is responsible for the production only of several printed material related to the
event. Design and content will be provided by World FZO.

• Announcements – Estimated copies: 5000. World FZO will cover cost of mailing.
• Provisional Program – Estimated copies: 3000. World FZO will cover cost of mailing.
• Final Program – Estimated copies: 800-1000. Exact number is dependent on event
registrations.

E. Food & Beverage

Day 1
Lunch for World FZO staff and PCO
Coffee Breaks throughout the day for World FZO staff and PCO
Dinner for Board of Directors

Day 2
Coffee Breaks throughout the day for all Participants
Buffet Lunch for all Participants
Welcome Reception

Day 3
Coffee Breaks throughout the day for all Participants
Buffet Lunch for all Participants
Reception – Hosted by next hosting organization
Gala Dinner

Day 4
Coffee Breaks throughout the day for all Participants
Buffet Lunch for all Participants

Day 5
Morning Coffee Breaks for World FZO staff and PCO
Lunch for World FZO staff and PCO

Lunch and Dinners should include a diverse menu to account for any special dietary requirements of
the participants.

F. Social Program
• Venue selection for Welcome Reception
• Venue selection for cultural dinner (promoting host country + free zones)
• Cultural activities – Optional City Tour
• Pre and Post tours

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 • Tour of local free zones – The program should include visits to the city’s most prominent
Free Zone(s) on day before and/or day after the official program starts.

G. VIP Transfers

World FZO Board of Directors, World FZO CEO and Deputy CEO, Speakers and other VIPs will
require individual transfers to/from the airport. World FZO staff and PCO will require regular
transfers to/from the airport.

Two to three chauffeured cars should be available to the World FZO for the duration of the event.

H. Translation
The main language of the event is English. If the host organization requests translation all related
costs would be borne by the host organization.

I. Attendance at Previous AICE

The budget should include the cost (registration, flight, accommodation and extras) for sending 1 or
2 staff to the AICE taking place the year before. These staff members should be the main working
contacts who will be in communication with World FZO HQ and PCO on a continuous basis.

J. Promotion of Next AICE

Host Organization hosts a reception for all participants during the event of the previous year. This
reception should include drinks, light snacks and some form of entertainment. Alternative creative
proposals will be accepted as long as they enhance the previous year’s event and promote the next
event happening in their city.

5. Financial Arrangements

A. Outline Budget

The outline budget is needed primarily to evaluate the economic and financial viability of each
submission. There is a sample event budget template for your reference (Appendix A).

It will be helpful to include information and indicative prices for local services and registration fee
structure that is normal to the host country. Additional information about support and funding that is
available will also be helpful.

B. Registration Fee

World FZO will make the final decision on the registration fees with consideration of the
recommendation of the Host Organization.
World FZO will be responsible for collection of the registration fees and will pay $50 per delegate
registered to the Host Organization.

Local tax/VAT must be considered when proposing registration fees.

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C. Sponsorship

The World FZO AICE relies heavily on local and international sponsorship in order to offer low
registration fees to delegates and still be financially viable.

Handling the World FZO AICE Sponsorships is a task to be shared by the host organization and
World FZO. We will work in close and organized collaboration on the soliciting of commercial
sponsorship but World FZO must approve all sponsors.

The funds raised through sponsorship will be used exclusively to cover costs of organizing the event.
Where there is a surplus at the end of the event, the remaining amount will be split 75/25. 75% goes
to World FZO and 25% to the Host Organization.

D. Complimentary Registration

The budget must include complimentary registration to the event for the following:
• All Keynote/Plenary speakers (8-12 persons)
• All Workshop speakers (Max 40 persons)
• World FZO Board of Directors (14-15 persons)
• World FZO Board Advisors (2-3 persons)
• World FZO Immediate past Board of Directors (Max 8 persons)
• World FZO Staff (5-7 persons)
• Host Organization Committee (Max 10 persons)

E. Complimentary Accommodation

The budget must provide complimentary accommodation in the HQ hotel for the following:

3 nights
• All Keynote/Plenary speakers (8-12 persons)
• All Workshop speakers (Max 40 persons)
4 nights
• World FZO Board of Directors (14-15 persons)
• World FZO Board Advisors (2-3 persons)
• World FZO Staff (3-5 persons)
10 nights
• World FZO Staff (1-2 persons)

Some of these room nights can be covered under the Hotel complimentary room policy.

F. Final Budget – Jointly between World FZO and Host

The AICE will be organized by World FZO in collaboration with the Host Organization. The final
budget will be prepared jointly. Financially it is the aim to organize and execute the AICE and return
a surplus that will positively contribute to the financial well being of the World FZO and also the
Host Organization.

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APPENDIX

A. Excel Sheet for Budget

B. Sample Program

C. Draft Agreement

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