THE WORLD ORCHID CONFERENCE

Guidelines for

Prospective Hosts and Organizers of

World Orchid Conferences

The World Orchid Conference Trust

Revised January, 2017

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Table of Contents Table of Contents ............................................................................................................................... 2

1. The WOC Trust.............................................................................................................................. 3

1.1 History of the WOC .................................................................................................................. 3

1.2 Role of WOC Trustees ............................................................................................................. 4

2. World Orchid Conference Details ............................................................................................... 5

2.1 Schedule of Events .................................................................................................................. 5

2.2 The Lecture Program ............................................................................................................... 6

2.3 Scientific Posters ..................................................................................................................... 8

2.4 The World Conference Orchid Show .................................................................................... 8

2.5 Judging ...................................................................................................................................... 9

2.6 The Social Program ............................................................................................................... 11

2.7 The Closing Ceremony ......................................................................................................... 12

3. Organization and Finance ...........................................................................................................13

3.1 Working Committee Organization....................................................................................... 13

3.2 Finance and Budget............................................................................................................... 13

3.3 Planning and Publicizing the Conference ......................................................................... 14

3.4 Hospitality and Assistance to Registrants ........................................................................ 16

3.5 Hotels ....................................................................................................................................... 16

4. Site Selection Procedures ...........................................................................................................18

4.1 Site Selection Committee: .................................................................................................... 18

4.2 Bid Presentations................................................................................................................... 19

4.3 Sponsors ................................................................................................................................. 19

4.4 Supervision by WOC Trust and Progress Reports .......................................................... 19

4.5 Financial Responsibilities .................................................................................................... 20

5. Application Form .........................................................................................................................21

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1. The WOC Trust

The World Orchid Conference Trust (WOC Trust) was established to ensure the maintenance of the highest standards through successive World Orchid Conferences. The Trust was established in 1988 with its headquarters in Bermuda. The Trustees include two representatives of the American Orchid Society (AOS) and two of the Royal Horticultural Society (RHS) plus the Appleby Trust (Bermuda) Limited, Bermuda. The Trust meets at least annually and the Trustees stay in contact electronically.

Website: www.woctrust.org

The Trustees are:

Mr. Johan Hermans (Royal Horticultural Society) orchids1@btinternet.com Mrs. Liz Johnson (Royal Horticultural Society) liz@woctrust.org Dr. Alec Pridgeon apridg1@gmail.com Ms. Sandra Tillisch Svoboda (American Orchid Society) stillisch@cox.net Appleby Trust (Bermuda) Limited We are accepting bids for the 24th WOC to be held in 2023. The deadline is September 15, 2017. All inquiries should be addressed to the President of the Trust:

Ms. Sandra Tillisch Svoboda 231 Middle Rd. Santa Barbara, CA 93108-2449, USA E-mail: stillisch@cox.net Fax: 001.805.456.3040 Phone: 001.805.637.1100

1.1 History of the WOC The purpose of the WOC Trust is the encouragement and improvement of the science, art, and practice of orchid growing throughout the world, and the increase of study and knowledge of orchids. The Conference takes place once every three years. The first Conference was held in St. Louis, Missouri, USA, in 1954. The 20th Conference was held Singapore in 2011 as was the 4th in 1963. The other Conferences have been held in Honolulu Hawaii, USA; London, U.K.; Singapore; Long Beach, CA, USA; Sydney, Australia; Medellin, Colombia; Frankfurt, Germany; Bangkok, Thailand; Durban, South Africa; Tokyo, Japan; Auckland, New Zealand; Glasgow, Scotland; Rio de Janeiro, Brazil; Vancouver, British Columbia; Shah Alam, Malaysia; Dijon, France; and twice in Miami, FL, USA. The 21st was held Sandton - Johannesburg, South Africa, in September of 2014. The 22nd has been awarded to Guayaquil, Ecuador. The 23rd has been provisionally awarded to Taipei, Taiwan.

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Inquiries about hosting the 24th WOC in 2023 are now welcome and should be addressed to the President of the Trust, Ms. Sandra Tillisch Svoboda with contact information found on page three.

1.2 Role of WOC Trustees

The primary role of the WOC Trustees is to ensure continuity of this long-running series of international events. The Trustees are responsible for securing the continuity and the transfer of experience from each WOC event to the next. The Trustees, with the assistance of the Site Selection Committee, assess, select, appoint, and confirm suitable candidate countries and organisations to hold World Orchid Conferences. Each Trustee is committed to the task, at no little personal expense, and may be involved as registrants, lecturers, judges, or exhibitors.

To ensure continuity, the Trustees work closely with the Conference Organizing Committee from the time the site is provisionally selected. They review, with the Committee, the appropriateness of the site venue, and monitor various aspects and events that occur during the Conference. Organizing Committees are requested to be sure that WOC Trustees are kept informed of all up-to-date plans and any last-minute changes. Lines of communication with the WOC Trustees and the Organizing Committee members will be communicated to the Committee by the President of the WOC.

The WOC Trustees are experienced participants and judges. They are deeply concerned about the success of each Conference. The Trustees maintain the Trust Fund and make sure the limited resources are wisely used. They are prepared to offer advice and share their knowledge. It cannot be over-emphasized that the Trustees have the responsibility, the know-how, and the desire to help ensure that everything goes smoothly. Please do consult the WOC President and Trustees at any time.

The following are guidelines, not rules nor regulations, and we hope that they will be used in the spirit in which they are offered.

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2. World Orchid Conference Details

2.1 Schedule of Events

The Conference has three parts: the conference (a program of lectures), the show, and the social program. This framework is a constant feature of all Conferences. The Conference lasts approximately five days, but organizers will need to allow for time for the set-up and take-down of the show. A typical schedule follows:

To Be Determined Pre-Conference Tours Begin show set-up Sunday/Monday Registration Monday Complete show set-up Tuesday Judges' breakfast Judging

Evening Opening Reception

Wednesday Lecture program, 0900-1700 Committee Meetings following lectures Show open to public (hours to be determined) Thursday Lecture program, 0900-1700 Show open to public (hours to be determined)

Main social event in the evening Friday Lecture program, 0900-1700

Committee Meetings following lectures Show open to public (hours to be determined) Saturday Lecture program, 0900-1600 WOC Site Selection Committee Meeting AM WOC Trust Meeting – Afternoon

Closing Ceremony, 1600-1645 A Closing Dinner or Banquet

Show open to public (hours to be determined) Sunday Show open to public (hours to be determined) Registrants depart

Post-Conference tours begin

To Be Determined Show Take-down

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There are several international committees which meet during the WOC and will need space in the schedule:

• WOC Trust, • Trust-invited Site Selection Committee, • The International Orchid Committee (IOC), and • Committees of the Orchid Specialist Group (OSG) of the IUCN Species Survival

Commission. • International Alliances of interest in certain genera, e.g., Phalaenopsis, Pleurothallid,

Slipper Orchid Alliance, and others sometimes request space to meet. The size and set up of rooms for these meetings vary and Organizers should consult with representatives of the groups to determine their requirements. For current contact information for the various groups, please contact the Trust President. As memberships on these committees overlap, meetings need to be scheduled at different times, preferably immediately after the lecture program each day except that of the Site Selection Committee which needs to meet the morning of the Closing Ceremony day. The Site Selection Committee is appointed by the WOC Trustees. The organizers and the President of the Trust will need to coordinate so there will not be any conflict with the lecture schedule.

2.2 The Lecture Program

The Lecture program typically runs for 3 1/2 days, Wednesday to Saturday. Details have varied, but usually there are three simultaneous sessions: one scientific, one slanted towards the orchid hobbyist, and one covering specialist interests and groups which are a feature of the international orchid world.

Some organizing groups do not have experience in handling multi-day, simultaneous lecture programs; the Trust is happy to offer assistance. It can be helpful to have advisors, including at least one Trustee, to help in organizing the conference. This panel should be formed 3 years prior to the Conference.

It is very important to carefully follow the scheduled time for each lecture; Lectures must start on time and not be allowed to run over. Registrants plan their days around the published schedule and are unhappy when it is not followed.

Typically, the simultaneous lectures do not begin until the afternoon of the first day of the lecture program. The entire audience attends the opening remarks by the Organizers and two or three keynote addresses by well-known and popular orchid speakers. The WOC Trust would like to sponsor, with the approval of the Organizing Committee, one conference speaker, with an honorarium of $1,000.00, with the following criteria:

1) the WOC Trustees will provide the name with the approval of the organizers a. The Trust will look for a speaker who has not made presentations at any

previous World Orchid Conference, b. A speaker who might not be able to attend without sponsorship

2) The Trust asks that the organizers agree to publicize the speaker as World Orchid Conference Trust sponsored;

3) The Trusts asks that the President of the Trust act as Chair of the session where the sponsored person appears.

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Lecture hall capacities must are adequate to accommodate all registrants interested in attending. The numbers will vary depending on registration. One hall should be able to accommodate all attendees for the opening and closing sessions.

The Lecture Program Chair should communicate with the speakers to communicate what AV equipment is available and determine what the speaker requires. Properly-lit lecterns, good projection and sound equipment, remote control, and back-up facilities are needed.

The choice of speakers requires careful consideration. Speakers should be good speakers with something valuable or important to contribute. The highest standards are required and, a good international range of speakers is important. One Trustees will be appointed to work as a liaison with the lecture program committee. Wide consultation internationally is recommended before any speaker invitations are issued.

The Lecture Program Committee should determine the paper submission format and require that all speakers submit their papers for publication in the Proceedings. The papers should be submitted two months prior to the beginning of the Conference.

Speakers should be invited 24 months before the Conference so speakers can accommodate the Conference in their schedules.

Students and young scientists can play an important role in a Conference. They are the future for orchid science and horticulture. The World Orchid Conference Trust strongly encourages organizers to include this group in their plans. Young scientists need an invitation from the Conference Organizing Committee to participate either as a lecturer or to present a ‘Poster’ (see below) to get permission from their institutions to attend a Conference and apply for funding, Organizers may wish to provide a session in the lecture program set aside for people early in their career. These presentations could be short and varied but add an extra dimension to the Conference program. The Trustees can offer advice on developing a link with scientists, and organizers are also urged to liaise with the OSG Early Career Committee: http://orchidearlycareer.myspecies.info/

Invitations to speakers should include audio-visual details (projectors, etc.) available, or speakers may be invited to state their requests.

The aim in the scientific series should be to bring forward people who are doing new work as well as other speakers with lectures of a reviewing nature; a balance is desirable. The aim in the hobbyist series should be to cover as wide a range of the main hobbyist interests as possible. The program should reflect the special orchid interests of the host country or region. Indeed, that is expected by international registrants and will be welcomed by them.

It has been traditional for English to be the language of the Conference. However, in some countries lectures could be given in another language, but then simultaneous translation into English must be provided. The same applies to the publication of the proceedings of the Conference.

Although English is the language best understood by most participants in World Orchid Conferences, it is the policy of the Trust that this should not prevent the Conference from taking place in suitable locations where English is not widely spoken.

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2.3 Scientific Posters

Recent WOCs have included very successful poster displays presenting a variety of research, covering scientific, horticultural, and conservation topics. It is recommended that this is planned as an integral part of the Conference to help accommodate young researchers and groups of workers since not everyone can be invited to speak in the lecture program. It is up to the organizers to decide how posters should be presented and managed, but the Trustees hope that this valuable component of the Conference program will be continued. In Dijon, a panel of senior scientists judged more than 50 posters for their presentation, scientific content, and the innovation of their work. Book prizes were presented by the Trust for the best poster. Singapore had an extensive poster display and the Trust awarded a trophy for the best poster.

2.4 The World Conference Orchid Show

The show should be a large one and needs to be carefully designed. It is best if the show and the lectures can take place in close proximity. If that is not possible, a "Conference Hotel" can provide the location for the lecture program and other meetings. The location will depend on local circumstances, but it is desirable to have the Conference hotel close to the show.

Because of expense, Customs, CITES, and phytosanitary restrictions, and other factors, overseas exhibits will often be limited in number and in size. It depends a great deal on the regional location, but most of the exhibits for the show come from the host country.

It is essential that the organizers have clear, reliable written arrangements with their Customs, plant health, and CITES authorities to facilitate both the importing of plants for exhibition and/or sale and their subsequent export (or re-export) by both exhibitors and registrants. Such arrangements should be publicized internationally a year in advance. Exhibitors from abroad will not commit themselves to importing plants until they know that proper and reliable arrangements have been made. This cannot be left to the last minute.

The practice of charging vendors and exhibitors has varied a good deal. No charge is made for show exhibit space. Exhibitors can be given free or discounted sales space in proportion to the size of their exhibit.

The sales area is an important part of the show and of great interest to registrants and visitors. While plants predominate in the sales area, other orchid-related merchandise such as sundries, pictures, ceramics, books, textiles, etc. can be included. Conference organizers have a wide discretion in what they admit to the sales area. For security reasons, purchased plants should not be allowed into the show. It is a good idea to have a space near to the show where purchases can be left for temporary safekeeping.

The show should be designed to appeal not only to the registrants, but also to the general public. The opening of the show to the public, for a fee, is often an important element in the overall Conference budget. The show is an opportunity to show case the native orchids of the area. Registrants are especially interested in seeing exhibits by local orchid societies and growers that present the plants of the area.

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It has been the practice at most World Conference orchid shows to allow photographers to enter the show one or two hours early each morning to allow them access before the show is open to the public.

2.5 Judging

Judging is an important element of the Conference, and judges often make up a large proportion of registrants. The organization of judging is a major and sensitive task. Large numbers of overseas registrants expect to be involved in the judging, but not all who apply have the appropriate qualifications and experience. It is the responsibility of the organizers to decide who should be accepted, but they need to consider the fact that different countries use different systems for qualifying judges. WOC Trustees can put organizers in touch with those responsible for the various international judging groups. Clear guidance must be given on the qualifications required to judge, and it is wise to check accreditation before accepting a judge’s application. An appeal procedure should be in place.

It must be stressed to all participating judges that any judge with an association to an exhibitor of plants and/or displays, must excuse themselves from judging that plant or display. Impartiality and the appearance of such is extremely important to a successful judging event.

A judge’s application form should be included in the Conference registration packages and submitted at the same time as registration. The form should ask for a prospective judge’s 1) qualifications, 2) the accrediting judging organization; 3) particular area of expertise; 4) conflicts that would preclude the judge from participating in certain classes. The form should clearly state the level of Conference registration needed to participate in judging (judges are expected to pay the full registration fee) and the deadline for registering as a judge.

Organization of judging involves a considerable amount of administration and it is important to appoint a committed team of administrators to input data, produce lists, answer questions, and keep track of paperwork. A dedicated Judging Secretariat/Registrar is essential.

Organizers determine the design of the judging schedule, rules, and methods. The Organizers will consider which of the classes should be used. There is now a great deal of experience in WOC judging. The Organizers are encouraged to seek the assistance of experienced people to help formulate the judging system and show schedule and to seek their advice and counsel throughout the planning and execution of the WOC. It is important that the method of judging be formalized and publicized well before the Conference. A comprehensive show schedule is available from the Trust as well as assistance.

Details vary, but there is judging of individual plants and exhibits to award medals, ribbons, and trophies. World Orchid Conference prizes shall be limited to awards of medals, ribbons, and trophies only. A World Orchid Conference award, medal or trophy should be the highest distinction given at the show. Award judging by the host organization in addition to World Orchid Conference judging (dual systems) is not recommended.

The prizes are a major expense and very suitable items for sponsorship. Outside financial assistance can help ensure the high quality of the awards. Many individuals travel great distances

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so trophies should not be fragile or heavy. If organizers want to have elaborate trophies, they should provide the means to safely ship them to recipients.

All plants in the show may be eligible for judging or the exhibitors can register plants and cut inflorescences for judging. Exhibitors should be cautioned not to enter every plant they display. Most exhibitors are experienced and know which plants/flowers are worthy of medal consideration. If the Organizers choose to have the exhibitors to register for judging, the judges may still be given the option to enter other plants/flowers at their discretion.

Individual plant and flower entries may be segregated from exhibits for judging. Many commercial exhibitors like to have their best plants in their exhibit so if entries are segregated, this fragmentation could affect the aesthetic impact of the show. If entries are segregated, exhibitors should be instructed that the plants/flowers must remain at the show until close. Actual judging may take longer if the plants and flowers are in the exhibit. Judges must show no regard to the plant location.

Plant/flower registrations should be computerized, sorted by exhibit and judging team assignment, and given to the judging team so they can easily locate entries. This does not relieve the judging teams of the responsibility to review all plants in the show, but it does ensure that these entries are not overlooked.

Lists of judging teams and their assignments should be posted at several key, conspicuous locations as soon as possible and no later than one day before judging. There should be two lists, one sorted by judging teams and one alphabetically by name. The lists should indicate team leaders and clerks/stewards.

Hosts normally provide breakfast and/or lunch for the judges and clerks. It is convenient to have the judges’ briefing during the breakfast period. Any last-minute details and deadlines can be announced, important issues reviewed, questions answered, and teams can formally meet. At this stage, judging teams can be given their assignment sheets containing detailed information on plant groups to be judged, genera included, restrictions, etc.

Lists of winning entries should be prepared and posted around the show site and on the WOC website while the WOC is still in session. A computerized entry program for plant registration makes this easier. Several programs have been used successfully at major shows around the world. Please contact the WOC Trustees for information about these programs.

Ribbons for medals, class, and trophy winners can be left by the winning plant or exhibit. It is customary to issue metal medals for the winners as a permanent memento of their achievement. Trophies are often sponsored by individuals, companies or Orchid Societies Please consider that trophies may be transported long distances and should not be excessively heavy or fragile.

It is important to consider judging educational, art or craft exhibits, scientific posters, and any off-site displays; a recent Conference held a Website competition.

Best in show trophies for species, hybrid, exhibit, etc. are very prestigious and it is important that the awarding process is seen to be fair. Most judges want to participate in the selection of the best exhibit and best plant. Organizers should adapt their judging procedures to allow all judges to do so. Some major shows have judges select winning plants from amongst

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groups and then have all the judges fill out a ballot to select the champion. The best exhibit can also be judged in a similar way.

The Organizers should consider allowing judging teams the option to reclassify entries if the team feels it necessary to modify a class when quality and quantity dictate. It is up to organizers to stipulate if this is allowable; if allowed, extra ribbons should be available.

A selected panel of judges to review the awards can be helpful. Using a Review Team provides the opportunity to rectify possible oversights, to even-out results, and/or reward exhibits that were overlooked. It is important to carefully select the team. It is essential to clearly publicize the use of the Review Team to all judges and make it clear that the Review Team will NOT reduce awards. The Review Team can add to the awards recommended by judging teams.

A judging and entry manual should be provided for each judge and exhibitor. The Judging Handbooks should be made available as an electronic file that can be downloaded and printed by both judges and exhibitors well before the judging takes place. The manual should cover as many details about exhibition and judging as possible: 1) how many classes a plant, flower, or exhibit may be entered in or if an entry must be placed in the first applicable class; 2) a clear definition of such terms as miniature, novelty, and standard; 3) whether plants and cut flowers may be combined in an exhibit; and 4) if there is any limit as to the number of entries an individual exhibitor may have in a class. If helpful, there are rules and regulations from different groups around the world which are available from the WOC Trust.

Organizers should determine how and when they want to present the major judging awards. There are three times to do so: 1) the Opening Reception that usually is in the evening of judging day, 2) the closing ceremony, and 3) the Banquet. It is important that the recipients be present. It might be necessary to invite winners to a function where they have not registered or to present the awards at the opening ceremony if the recipients are not going to be present for the planned event.

2.6 The Social Program

The social program is important. For many registrants, the Conference is a holiday, and they bring their partners. It is an occasion for seeing old friends and meeting new ones, an international get-together with orchids as the focus and excuse. There is an established pattern of events for the Conference and scope for associated tourism before and after the Conference.

Typically, there are three main social events for Registrants during the Conference 1) an Opening Reception (at the show) on the evening after judging, 2) a "local" cultural night featuring the country's traditions and food, and 3) a Closing Dinner or Banquet. The cost for the Opening Reception should be included in the registration fee for both registrants and companion registrants. Local public authorities or others may be approached to sponsor the event.

Registrants and their accompanying partners may not want to spend all their time at the show or lectures. It is important that social arrangements be varied and interesting. Organizers need to provide information about local attractions, restaurants, and events. Tours should be arranged, both whole day and half-day tours during the week. Nursery visits and visits to local attractions are popular. These should be "Conference Tours" only for Conference attendees.

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Registrants should be offered pre- and/or post-Conference tours. Post Conference tours are the most popular. Tours from two-days to two-weeks can be organized as appropriate. Most tours should include orchid related itineraries when possible.

2.7 The Closing Ceremony

The Closing Ceremony is important and should be scheduled to follow the last session of the lecture program. It allows the organizers to “wrap up” the Conference portion of the WOC as well as offering the opportunity to present any principal prizes and outstanding awards. The Resolutions Committee (appointed by the WOC Trust) and the International Orchid Committee will give reports. The name of the provisionally selected WOC venue will be announced. At this time, the organizers of the upcoming WOC will present a short piece on the site and invite everyone to attend.

2.8 Proceedings of the Conference

The Proceedings must be published as soon as possible following the Conference. This should be a substantial, high-quality publication, well-illustrated, and covering the full content of the lecture program, together with a record of other Conference proceedings, the show, and the social events. Organizers should insist that Speakers provide the text of their lecture no later than at the time of the Conference for inclusion in the Proceedings.

The report of the Resolutions Committee and International Orchid Committee must be included in the Proceedings. Additionally, the Trust would like to have a page in the book for promotion of future Conferences as well as offering historical information.

The Proceedings are sold at a charge to cover the costs. Registrants are usually offered a reduced price if they subscribe before the end of the Conference. This needs to be well advertised at the Conference. There can be a considerable demand and the income should cover the cost of publication.

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3. Organization and Finance

3.1 Working Committee Organization

Local circumstances differ so it is difficult to give specific advice about the structure of the Conference organization. It is this committee that has the responsibility for making the bid to host the Conference. The structure and the composition of this committee will include persons with orchid interests and financial expertise. The Organizing Committee is responsible to the WOC Trust for the success of the Conference. It is not unusual for the organization to change quite considerably over the six-seven years that elapse between the initial decision to submit an application and the opening of the Conference.

One of the first tasks of any Organizing Committee is to identify the key positions, define their functions, and define the responsibilities of those positions.

It is a long haul to bring a World Orchid Conference to a successful conclusion. Experience shows that the sustained commitment of a small number of individuals is the one most central requirement for a successful WOC.

3.2 Finance and Budget

The financial responsibility for the Conference rests entirely with the host organizers. There is no one pattern since local costs, and local resources vary widely. Past Conferences have been underwritten by corporations, local and federal government, local orchid societies, and vendor income.

There must be a budget and a finance committee to develop the budget.

The Trust has very limited funds, but small loans may be provided to help local hosts with startup expenses. These are usually given on an interest-free basis, but Conference organizers are expected to repay the loan to the Trust within four months of the closing of the Conference.

The following are some general guidelines about items of expenditure and income that can help the Committee construct a Conference budget.

Income is generated by the Conference Registration Fee. It is customary to have one fee for early registrants and then to increase it as the date nears. The registration fee should be reasonable and affordable to attract the maximum number of full registrants. The registrant fee should be all inclusive allowing 1) entry to the show during opening hours, 2) entry to lectures 3) the opportunity to participate in judging if qualified, and 4) admission to the opening reception. A reduced fee for accompanying persons or companions should be set. It should be set a level that encourages these persons to register. Recent Conferences have introduced a "day registration” for locals to attend where there has been space. A reduced “student” fee could be offered to encourage students to attend the Conference. Several Conferences have offered free registration to invited speakers as a type of financial assistance.

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Registration fees will not cover all the Conference and show costs. Other sources of income include show entrance fees for the public, rental charges in the sales area, commercial sponsorship, donations, and public subsidies.

Registrants pay their own way including transportation, accommodation, and registration costs. Organizers may be able to help defray costs to some extent by negotiating favorable rates with airlines and hotels.

There are two categories of Conference expenses: 1) the direct Conference administrative costs, e.g., venue rental, publicity, and printing among others and 2) the expenses associated with the optional extras such as social events and tours. It has been customary to cost these optional events so they are self-supporting. These events can also be priced so that they make a contribution to the overall Conference budget. A Capitation Fee, based on full registrant numbers, and an appropriate percentage of "Companion” and “Day Registrant” registration fees must be paid directly to the Trust within four months of the completion of the Conference. Fees are to be paid directly to the Trust in accordance with a payment schedule provided by the Trust. The capitation fee for full registrants for the 23rd Conference in 2020 in Ecuador will be thirty-five US dollars ($35.00). The Trust determines the amount of the capitation fee.

3.3 Planning and Publicizing the Conference

Once a WOC site has been provisionally selected, it will take a sustained effort by the Organizing Committee to be ready for their publicity debut at the following World Orchid Conference. Plans for a major publicity drive should be developed.

The Organizing Committee should have a staffed information and publicity booth at the preceding WOC and be prepared to make a presentation at the closing ceremony of this WOC. Conference posters should be prepared and made available in the information booth and for mailing to interested people.

The most important tool for publicity and communication is a unique website, linked to the WOC Trust website and other orchid websites. A leaflet in pdf form would facilitate worldwide distribution of basic information and contacts. The printed word is also of vital importance for many people.

Publicity for an upcoming WOC should be publicized through the Conference website and individual mailings to interested parties. Orchid Journals should be approached with offers of articles and advertisements. Orchid organizations around the world should be asked to publicize the event. Information booths should be staged at important orchid events internationally, manned where possible by people from the host country. This is an area in which the Trustees of the WOC Trust can provide assistance. Local publicity is important because paid public attendance at the show plays a vital part in the success of every Conference.

People that have attended a recent WOC are excellent candidates for future ones. Therefore, it is important that each host keeps an accurate database of registrants with their e-mails and/or

physical addresses. Data Protection regulations vary country to country, and organizers

should conform to the data protection legislation of their own country when compiling a

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database. The final version should be sent to the President of the WOC Trust to be forwarded to

the next Organizing Committee who can use it to invite past registrants to attend the next Conference.

The preparation of a Conference brochure (on-line) and the decisions needed to complete it are the important first stage in the work of organizing the Conference. From this time onwards, the plans for the Conference are set, and the remaining work will be to complete the implementation of what the brochure promises.

The final Conference brochure should be available for worldwide distribution during the first year after affirmation and not less than 24 months before the date of the Conference. Contents should include pricing and information on the following: 1) registration 2) application for judging 3) accommodations, 4) social program, and 5) tours. The brochure does not need to contain the details of the lecture program, nor the judging schedule, but general information and the timetable should be listed. The Trust requests that a page of the brochure be reserved for their use. The organizers should notify the President of the Trust with details for submission of the ad copy, Organizers are encouraged to consult brochures from previous Conferences.

The brochure should also contain full payment instructions and 1) the registration form for full registrants, companion registrants, and student registrants, if offered; 2) the exhibitor reservation form, and 3) the vendor reservation form, and 4) the judging registration. When the brochure is completed, on-line registration should be made available on the Conference web site.

Once the brochure is complete and posted on the website, the work of publicizing the Conference should accelerate. The lecture program should be well advanced at this point, and its completion is of major importance. It cannot be left to the last minute. Invitations to speakers should be issued 18 months in advance of the Conference date.

It is important to continually update the website. The lecture program schedule and the list of participants and the judging manual need to be online six months before the Conference takes place.

Some organizers have engaged Conference/convention planning companies to assist in brochure preparation, publicity, and registration with limited success. It should be emphasized that organizers should extensively review the credentials and record of such firms before taking such a decision. If a company is hired, it is usually the only contact overseas visitors will have with the Conference planners. If the company does not have a clear understanding of the operation and purpose of the Conference and sufficient, competent staff to handle all advance inquiries promptly and accurately, an additional burden of confusion and frustration will be thrust upon the volunteer committee. Some staff members should be fluent in English, and adequate fax and e-mail facilities should be available to expedite communication. The company may also man the information and registration booths during the Conference, and if so, service-oriented, English-speaking personnel, should be available.

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3.4 Hospitality and Assistance to Registrants

For many registrants, attending the Conference will be their first visit to the host country and something of an adventure. Much of the success and subsequent reputation of the Conference depends on how welcome they are made to feel and on how easy and stress-free they find the arrangements during their stay in the country. This should be a prime concern of the organizers.

Here are several suggestions that could help registrants feel comfortable in your country: 1) a Welcome Desk at the local airport during appropriate arrival times, 2) an Assistance/Inquiry Desk available throughout the Conference (If the lectures and the show are in separate locations, information points should be in each location.), manned during business hours. This desk can provide information on Conference details and tours, as well as local restaurants, local tourist information, and handle registrant problems that arise.

Registrants expect to be provided with a case or bag containing all necessary (and some additional) documentation. It should be appropriately designed since many registrants will take them home as a souvenir. If possible, some leisure seating areas for registrants should be provided at both the lecture site and at the show. Registrants appreciate simple refreshments (e.g., water, coffee, cookies) even for a small charge. It is important that restaurant facilities, of various grades, are accessible to the show and lecture sites.

Transport arrangements for registrants are extremely important. If the show and the lecture program are held in separate locations, frequent regular transportation between the sites should be provided. Private Conference transportation from the main hotels to Conference sites and for the main social events is a necessity. The transportation arrangements should be well-publicized in advance, easy and convenient to use.

Whether any charge is made for such Conference transportation is a matter for the organizers but should be clearly stated in advance. It is customary for the cost of transportation for the main social events to be covered by the fee levied. Availability of other Conference transportation is more important to registrants than paying a small charge.

3.5 Hotels

It is the policy of the Trust to encourage worldwide participation in the Conference. The accommodations for registrants should offer a range from five-star hotels to lower-cost accommodation such as bed and breakfast rooms, student hostels, and a range of options in between.

3.6 Health and Safety

Organizers shall establish procedures for the observance of local health and safety regulations to ensure the safety of workers and visitors. It is recommended that a Health and Safety assessment be undertaken and that a Health and Safety Guide produced, published and made available to all exhibitors and registrants.

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3.7 Insurance

The WOC Trust bears no responsibility for any kind of insurance or refunds under any circumstances whatsoever. Therefore, it is very important to make clear where responsibility for insurance lies. This should be carefully included in all printed matter sent out to registrants, exhibitors, and vendors. Arrangements for insurance for the registrants and exhibitors and for any losses by the organizers due to cancellation must be carefully considered.

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4. Site Selection Procedures

Final responsibility for the series of World Orchid Conferences and for the choice of venue rests with the WOC Trust. Prospective hosts should observe the following Trust procedures and requirements.

4.1 Site Selection Committee:

Decisions on the location of future Conferences are considered by the Trust after receiving detailed proposals from prospective hosts. If more than five applications are received, the Trust reserves the right to shortlist the strongest candidates for submission to the Site Selection Committee.

The Trust will invite experienced representatives from orchid organizations throughout the world to form a Site Selection Committee to consider proposals and make recommendations to the Trustees. The next Site Selection Committee will meet in Guayaquil, Ecuador in 2017, to consider invitations to host the 24th WOC. The Trustees want to ensure that bids do not become commercialized or prohibitively expensive, and there should be no gifts to Trustees or Site Selection Committee members.

Bidders can expect to be questioned on any of the details given in their bid application in addition to the following:

1. Do you intend to have another large show before 2023? It could be a trial-run. Give details.

2. What are your plans for a website for the WOC? 3. How you will handle publicity, in your country and overseas? It is very important

and expensive. 4. What are your plans for social events/tours/day trips before, during, and after the

Conference? 5. Plant Health and CITES regulations, certification and inspections must be

arranged. Do you have any experience with these? 6. Security arrangements; health and safety regulations; insurance.

In deciding among the applications, the Trust will be guided by several considerations:

1. The quality of the financial and administrative backing 2. The involvement of local orchid organizations, 3. The facilities available, 4. Experience of the Organizing Committee in producing large orchid shows and

organizing Conferences, 5. The location (although it is not an over-riding priority, the Trust would like to have

the Conference move to different areas of the world).

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4.2 Bid Presentations

Prospective hosts are required to make a formal presentation to the Trust and the Site Selection Committee. The presentation should provide detailed information about all aspects of the Conference─in particular:

1. The organization and backing for the Conference 2. Financial arrangements 3. Conference, hotel, and exhibition facilities 4. Customs, CITES, and plant health arrangements 5. Travel facilities 6. Social and cultural events including tours 7. Lecture series 8. Show arrangements

All team members involved with the formal presentation must be full registrants of the 22nd WOC where the bid is presented and the registration must be completed at least 30 days prior to the beginning of the Conference.

Organizations considering issuing an invitation should contact and consult with the President of the Trust as early as possible. Prospective applicants are strongly advised to invite the President of the Trust and other Trustees to visit the proposed location to review facilities and meet the applicants. Ideally this visit should coincide with a show or other major event organized by the applicant. Following this visit the President / Trustees will give feed-back to the applicant and report to the Trustees.

4.3 Sponsors

The Trust expects Conference invitations to come from orchid interests in the country concerned and requires evidence that an invitation has the enthusiastic and effective backing of orchid organizations—scientific, amateur and commercial. A minimum of two orchid interest individuals must be part of the formal presenting team. One of them must be the Chair of the Organizing Committee for the 24th WOC. The Chair must have the time to be intimately involved with the planning process throughout the six year lead time until the WOC.

In the past, there has been a tendency for applications to be originated and promoted by Tourist Boards, Conference Centers and similar bodies. While the support of such bodies is to be welcomed and may be invaluable, it is the orchid community who must be the originating body.

4.4 Supervision by WOC Trust and Progress Reports

The Trust usually announces the selection of the prospective host at the closing ceremony of the 22nd World Orchid Conference. This selection is only a provisional selection and will not become final until the 23rd World Orchid Conference. Final confirmation will reflect the quality of the reports submitted in the intervening period. The prospective host must make a formal

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presentation to the Trust at the 23rd WOC. In extraordinary circumstances confirmation may be granted earlier if sufficient progress can be demonstrated to the Trustees.

Successful applicants are required to keep in regular touch with the President of the Trust or another appointed Trustee and must submit written reports on the progress of the Conference planning as requested by the Trust, beginning with every six months after provisional selection an then quarterly after affirmation of the site for the WOC. The reports should show, in increasing detail as time advances, the plans and achievements for every aspect of the Conference including: 1) financial and administrative arrangements, 2) the Conference program, 3) the show, 4) social events and tours, and 5) CITES and customs arrangements. Applicants are strongly advised to invite the President of the Trust to visit them again in the six-month period before this final formal presentation.

4.5 Financial Responsibilities Financial responsibility for the Conference rests with the local hosts. The Trust has very limited funds, but the Trust may offer small loans for start-up expenses. These are usually given on an interest-free basis, but must be repaid to the Trust within four months of the closing of the Conference. Conference organizers are also required to provide in their financial planning for a capitation fee based on full-time registrant numbers, and an appropriate percentage of "Companion and Day registrant" numbers. Capitation Fees are to be paid directly to the Trust in accordance with a payment schedule provided by the Trust. The fee for each full registrant at the 22rd Conference in 2020 is thirty-five US dollars ($35.00).

The Trustees stand ready to provide assistance and advice on all aspects of a Conference. Their experience has proved a valuable resource for local Conference organizers in the past, especially in the more technical aspects of the Conference such as the lecture program and the judging schedule. The Trustees are also well placed to help with the job of publicizing the Conference among the relevant international public. The local organizers are asked to cover expenses for visits made by invited WOC Trustees to proposed or selected sites.

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5. Application Form

WORLD ORCHID CONFERENCE BID APPLICATION

Please carefully review the “Guidelines for Prospective Hosts and Organizers” (available on the website www.woctrust.org) before completing the following application. Please return the completed form and any relevant documentation to the President, WOC Trust, Ms. Sandra Tillisch Svoboda, by e-mail at stillisch@cox.net. A copy may be sent by mail to 231 Middle Road, Santa Barbara, CA 93104-2449, USA no later than September 15, 2017. This application is for the 24th World Orchid Conference to be held in 2023.

HOST COUNTRY INFORMATION

Host Country: Host City:

Name of Host Organization: Address:

E-mail: Telephone Number:

FAX number: Proposed date of Conference:

NAMES OF SUPPORTING ORGANIZATIONS

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ORGANIZING COMMITTEE

Committee Chair Name: (Main Contact) Chair Contact Address (City, State ZIP Code):

E-mail: Telephone:

FAX: Mobile:

Other Organizing Committee Members, Positions, Contact Information

Position Name Contact Information

Deputy Chair

Treasurer

Lecture Chair

Show Chair

Publicity Manager

Other Committee Member

Other Committee Member

Other Committee Member

Other Committee Member

Other Committee Member

Venue

Name of Conference/Exhibition Center: Conference/Exhibition Center Address: Will Lectures and Show be in same location? Yes: No: If NO, where will lectures be held?

HOTELS

Will there be a designated Conference Hotel Yes: No: If YES, name of hotel and address:

Other Hotels: Names Number rooms Star rating Price

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FINANCE

Amount of reserves available for preliminary expenses: Possible sources of financial sponsorships/underwriting Source Amount of proposed funding

PROPOSED BUDGET (ATTACH SEPARATE SHEET IF NECESSARY)

Item Amount Conference Operation Exhibition Social Events Publicity and Promotion

PROPOSED REGISTRATION FEES

Item Amount Full Registration Companion Registration Student Registration Day Registration

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EXPERIENCE IN ORGANIZING LARGE ORCHID SHOWS/CONFERENCES – GIVE DETAILS OF RECENT (LAST THREE YEARS) EXPERIENCE OF YOUR ORGANIZATION AND PROPOSED COMMITTEE MEMBERS. (ATTACH SEPARATE SHEET IF NECESSARY)