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NAASC ANNUAL CONGRESS GUIDELINES
April 20, 2009 – Updated by Thom Vincent
NORTH AMERICA ALLIANCE OF SKAL CLUBS (NAASC)
CONGRESS GUIDELINES
TABLE OF CONTENT
Section I
Introduction
This manual outlines the proposed guidelines set forth by the NORTH AMERICA ALLIANCE OF SKAL CLUBS (NAASC)
NAASC is composed of the following National Committees:
SIUSA: - Skål International United States of America
SICAN: - Skål International Canada
SIMEX: - Skål International Mexico
All National Committees and Host Clubs must use the NAASC Guidelines when bidding for the
NAASC Annual Congress.
Other National Committees guidelines are not acceptable as they might differ with those of NAASC.
The Guidelines are available on all National Committee Websites.
The previous Congress Director, Dick Copeman (Skal International Quebec) may be available for consultation on a paid basis and may at his discretion, with the approval of the NAASC Committee, enforce the guidelines that have been set forth in the event of a misunderstanding. NAASC has made available the Guidelines via the National Committee Websites, to any Club that is interested in hosting the NAASC Annual
Congress, which takes place yearly, rotating every third year within the NAASC National Committees. 1995 was the first year of rotation, which was held in Curaçao.
Aims and Objectives
1) To create goodwill amongst fellow Skålleagues.
2) To promote tourism within the NAASC Areas and worldwide.
3) To increase participation in NAASC Congresses.
4) To assemble as a group every year in one of our designated areas, rotating every three years.
5) National and Affiliated Committees may hold their own assembly within the congress.
6) Assist Host Committees. (Congress Director).
7) To improve communication between all areas.
8) To promote the Florimond Volckaert Fund.
9) Congress Director, if hired by the host city, to assist in negotiations with suppliers.
10) To encourage all Congress Participants to register via the the host booking system.
11) To offer a Business-to-Business session during the Congress.
12) To promote networking with NAASC members and Skål International.
13) To promote the use of the National Committee Websites.
14) To Promote Trade Seminars &Guests Speaker during The Congress
15) To Promote Educational Seminars
Section II
Bidding Procedures
A written proposal from the Host Country and the Host Club must be sent to the NAASC Chairperson with copies to the Presidents of the two other National Committees by February 16, two years prior to the NAASC Congress they are bidding for. The bid will be considered at the following NAASC Congress.
The Congress is to be held after Easter and prior to June 15 of said year.
The following documents must be submitted by the Host Club:
1) Outline of proposed program
2) Hotel room costs, including taxes
3) Pre and post-congress room rates
4) Registration costs, as outlined in the program which normally include:
• Accommodations (three (3) nights)
• Cost for additional nights pre and post (7 days)
• Transfers from to Airport /Railway Station (Wednesday, Thursday and Sunday only)
• Meals as outlined in guidelines
• Entertainment, sightseeing tours
• Meeting rooms
• Website utilization for bookings
• Business to Business Session (B2B)(Cost to Participant)
• Internet Cafe
5) Airline/Rail Transportation Details: Letter of intent from airlines and other transportation companies, outlining discounts for all participants
6) Letter from Host National Committees indicating that they have endorsed the Host City Club
7) Letter from Host Club stating they will abide by guidelines, along with a copy of the minutes of the
meeting whereby they agreed to host the NAASC Congress
8) Congress details and registration forms will be available via a Host City Secured Registration system
six (6) months prior for circulation to all NAASC members
9) Pre and Post-Congress Tours will be made available to all NAASC members via the Host City Website
10) Theme of the Congress
11) Letter of support from the State/Province/Country or National Government Tourist Office outlining their
official support
12) Hotel accommodation in either Deluxe or Superior Class. Should two hotels be offered they must be of
equal quality
Section III
Planning Review
1) Dates and rotation of Congress
a) Dates:
After Easter and prior to June 15 of said year.
b) Rotation: **
Congress shall rotate amongst the National Committees every fourth (3rd) year, rotation
commenced in Curaçao in 1995
1995 (34th) Curaçao, NA SIAFF 2003 (42nd) San Salvador, El Salvador SIAFF
1996 (35th) Nashville, Ky. SIUSA 2004 (43rd) Louisville, KY. SIUSA
1997 (36th) St. John’s, Nfld SICAN 2005 (44th) Calgary, Alberta SICAN
1998 (37th) Cancun, Mexico SIMEX 2006 (45th) MS Oosterdam NAASC
1999 (38th) St.Maarten, NA SIAFF 2007(46th )Los Cabos SIMEX
2000 (39th) Reno, NV SIUSA 2008(47th) Montego Bay Jamaica **SIAFF
2001 (40th) Quebec City, Qc SICAN 2009 (48th)
2002 (41st) Ixtapa, Mexico SIMEX 2010 (49th)
2003 (42nd) San Salvador
2004 (43rd) Louisville
2005 (44th) Calgary
2006 (45th) SKAL CRUISE
2007 (46th)Cancun, Mexico, SIAFF
2008 (47th)Montego Bay, Jamiaca SIAFF,
2009 (48th)Anchorage, Alaska, SIUSA
2010 (49th)Quebec City, Quebec
2011 (50th)
** Should any committee be unable to host the Congress, all other NAASC NATIONAL COMMITTEES will be asked to bid for the Congress. Committee to advise three (3) years prior.
Kindly bear in mind that the following major Tourist Trade Shows are of utmost importance and we should not plan a congress around these dates:
POW WOW – See Website
2008 Las Vegas, Nevada May 31-June 4
2009 Miami, Florida May 16-20
2010 Orlando, Florida May 15-19
2011 San Francisco, Calif May 21-25
RENDEZVOUS CANADA – See Website
2) Transportation;
a) Airlines:
A letter of intent should be forwarded with the bid stating that they will endeavor to obtain
favorable discounts with airlines for all participants from all four National Committees
(SIUSA/SICAN/SIMEX/ SIAFF). Discount(s) should clearly state applicable dates, pre
and post-congress dates, class of fare, all restrictions (stopovers, upgrades, etc.) Should
the Club know at the time of bidding no airlines discounts will be available, this should be
indicated in the bid.
b) Land / Sea transportation:
Same guidelines apply as air transportation for rail or other means of transportation
(motor coach, ship, etc.)
3) Hotels;
a) Properties:
Require maximum of two properties, which are considered Deluxe or Superior class (4 or 5
star), in a central location, preferably close to each other or a property, which can
accommodate all participants in accordance with the guidelines.
b) Contracts:
Host Club and National Committee must supply NAASC Chairperson and Committee Presidents with all hotel(s) contract(s),which are to include the following:
1) Net hotel room rates for Congress (Single To Quad)
2) Buffet Breakfast or Full American during congress
3) Net hotel room rates for Pre/Post arrivals (7 days pre and post)
4) Taxes: City, State, Provincial, etc…
5) Service charges (gratuities for maids, bellhops, etc.)(Outlined in program)
c) Complimentary rooms requirements:
Cost to host club:
1) NAASC Committee President - Suite (arrival Monday)
2) SKÅL International President or designate - Suite (arrival Tuesday)
3) Host Club President - Suite (TBA by host club)
4) Meeting Space Requirements:
Meeting space should be in the Host Hotel and should be offered on a complimentary basis
1) Host Committee Staff Office NAASC (shared by Congress Director if required)
2) General Information Office. Sightseeing/Meal /Functions
3) Congress meeting rooms (as outlined)
5) Room Block(s) and Master Accounts:
1) Room Block usage should be averaged out over the past three congresses
30% of the rooms blocked are singles and 70% are double and 60% are nonsmoking
requests.
Recommendation as follows: 250 rooms = 75 single and 175 double
(TWB/King/Queen) plus suites as previously outlined.
Hotel can offer two tier costings (Superior & Deluxe Rates)
2) Require review and release dates from hotel.
3) Set up with hotel two folios per room
• Incidental account for participants
• Master account Skål Host Club account for room and taxes
5) Master account(s) for SIUSA, SICAN, SIMEX,
It is important to advise the hotel that is responsible for payments (each committee)
verifying two days prior to event that procedures are in place.
6) Baggage Handling:
This is the responsibility of each delegate both at airport and hotel (unless otherwise indicated).
Host Club should inquire if the room rate includes baggage handling. (In some cases, it is
mandatory i.e. Union contracts). Host club should ensure that sufficient porters are available for
check in and check out at hotels, especially for early morning departures
7) Airport - Domestic and International Arrivals:
1) Skål “Welcome Desk”
2) Signage in three (3) official languages (Welcome signs)
3) Emergency telephone number of host club.
4) Dress code of Host Club – the participants know what to look for. (T-shirts,
jackets, etc…)
8) Airport Transfers:
1) Skål “Welcome Desk”
2) Signage and Personnel directing participants to the transportation departure
area.
3) Transfers Schedule between airport /hotel(s)/airport (also posted in lobby of
hotel(s)
4) VIP transfers should be made available for Skål International and NAASC
Presidents plus other dignitaries as advised by the Congress Director.
No other requests are to be processed unless approved. Should a club wish to
offer others VIP treatment it is left to their discretion
5) Cost of transfers to be included in Congress costs. Wednesday, Thursday
arrivals and Sunday departure (to be indicated on the Host website)
9) Registration Desks:
• Hotels
a) Desks to be clearly marked:
1) Delegate Registration by participants name (A-M)(N-Z)
2) Local Sightseeing Tours
3) Pre/Post Congress Tours
4) Gala Dinner Reservations (See Appendix)
5) Transfers
6) Sporting Events (Tennis, Golf)
7) Hospitality Desk (each hotel)
8) Business to Business information desk
9) Dine around Desk (if required)
Recommend that all desks be in one area, well spaced out so the Host Club Committee members
can handle a smooth flow of traffic. Gala Dinner desk should be away from the flow of traffic
b) Participants registration packets should include the following:
1) Name tag(s) with pictograms (optional)
2) Official Program (3 official languages)
3) Literature on City, Restaurants, Nightclubs, Shopping Malls, etc.
4) Church services
5) Emergency telephone numbers
6) Handouts
7) Other material deemed necessary by NAASC (flyers, etc.)
8) Foreign Exchange Bureau (optional)
9) B2B list of participants
10) First timers meeting reminder
11) Invitations (Must be approved by NAASC Chairperson and/or Congress Director)
12) Location of Internet Café
10) Name tags designations and color identification:
Name tags designations with pictograms (optional) and color identification is required for the following:
• Skål International President or designated Officer Gold
• NAASC Chairperson, National Committee Presidents, ISC Councilors Green
• First Time Participants. Blue
• Guests White
• Host Club members RED
11) Official Program:
Official Program to include:
1) Welcome letters with photos, preferably in the three official SKÅL languages,
from Skål International President, NAASC Chairperson, National Committee
Presidents, Congress Director (if applicable), Host Club President and Chair,
Country’s Highest official(s)
2) Official Congress Schedule
3) Dress code(s)
4) Names of Host Club Organizing Committee
5) Theme of Congress
6) Profile of Host City/Country
7) Advertising is permitted
8) Medical emergency telephone numbers
9) Guest and Keynote speakers
12) Congress Costing Guidelines
1) Room and tax:
a) Three (3) nights double, single
b) Additional persons rates
2) Transfers & Sightseeing:
a) Round trip transfers valid for all participants.
(Wednesday/Thursday and Sunday)
b) Sightseeing tours with professional step-on guides.
Spanish and French tour, available on request
3) Meals & Functions:
a) Three (3) Breakfasts -Buffet or Full American
(Friday/Saturday/Sunday)
b) Two (2) Lunches -including wine - beer – soda
c) Opening Reception - Food - Full Bar - Entertainment.
d) Dinner –or Dine Around including wine- beer or soda
e) Gala Reception - Full Bar one (1) hour.
f) Gala dinner including wine.
g) Coffee breaks (after opening ceremonies only)
h) Presidential Suites Bar Set ups
i) Taxes and services charges to be included.
4) Other Expenses:
a) Gifts for dignitaries (NAASC Chairperson & SI President / Host Clubs)
b) Business to Business arrangements
c) Key Note, Guest Speakers, Educational Seminars
d) Printing, postage, banners, pictogram badges, stationary, signage etc.
e) Registration costs for Host Website
f) Local Destination Management Company fees if applicable
g) Bank Charges
h) Credit Card Charges
i) NAASC Internet Café
j) Processing Fees
A detailed financial report must be submitted to the NAASC Chairperson within 60 days of the Congress, Copies to the National Presidents
13) Gala Dinner Reservations:
This is a proven system and it has been in place since 1996 and it has been very successful in the past.
Recommend the following system:
a) All participants are given a Colored Voucher, which clearly indicates
what the voucher is for. This must be included in the Registration Kit.
(See forms)
b) Participants are to be advised of the procedures in the program.
c) Participants must present this voucher in exchange for seating
assignment
d) No voucher, no table number.
e) Under no circumstances do one-block seats for friends.
f) They want 8 seats -they need 8 vouchers, if they want 4 seats, they
need 4 vouchers
g) Host Club is to set up a diagram of the Hall where participants have
viewing access
h) Host Club to set up a check list for tables of 8 or 10 seats, list names
and vouchers numbers when delegate is assigned a seat at a specific
table.
i) The table number is indicated along with a seat, (i.e. Table 11,seat 7 - 11/7)
j) Number tables starting at 11, then no misunderstanding
k) In all cases, the delegate must present the dinner voucher in exchange
for a seat at a table.
l) If they have in their possession 8 tickets, they are given 8 seats
Planning Review (cont’d)
2) The Gala Dinner Reservations area should be divided up as follows: -
a) Reservations: Reservations only
b) Inquiries: All changes Problems, etc…
3) Host committee to arrange tables accordingly.
4) Congress Chair should reserve three or four (3/4) tables for NAASC Chairperson
(VIP’s and guests (max.).
6) GALA DINNER TO BE NON SMOKING EVENT
(if hosted outdoors Host Club to decide)
14) Medical Assistance:
List of medical emergency assistance telephone numbers must be available at all times
and information should be included in each registration kit.
15) Congress date/changes:
. For any date change after original proposal has been accepted, the Host Club must
Seek approval from NAASC Chairperson
Section IV
Congress Master Schedule
Monday and Tuesday: Partial arrivals NAASC Chairperson, Pre Tours
Skål Board Members: - SIUSA-SICAN/SIMEX/
Skål International President
Opening of the NAASC Internet Café
Wednesday: Registration Desk Opens
ARRIVAL BOARD MEMBERS -SICAN/SIMEX/
Registration Desk Opens
SIUSA Board Meeting
Early delegate arrivals
ADD Educational Seminars
D/Day - Thursday Golf Tournament
NAASC Board meeting
SICAN Board meeting
NAASC First Timers meeting
NAASC Welcome Reception.
Friday: NAASC Opening Ceremony
NAASC General Assembly
NAASC Business-To-Business Session
SIUSA General Meeting
SIUSA Regional Meetings
NAASC Afternoon Sightseeing
NAASC Dinner either in Hotel or Dine Around
Saturday General Assemblies
SIUSA/SICAN/SIMEX
Afternoon Sightseeing tour or free afternoon
NAASC Evening – Reception and Gala Dinner
Sunday Farewell Breakfast
Transfers to airport
Departures for Post Tours
NAASC Congress Debriefing Meeting.
Detailed Congress Schedule
Saturday or Sunday
Arrivals: Meet & Greet plus review all facilities for Congress
a) Review airport facilities
b) Transfer(s) to Hotel
c) Site Inspection of Property
d) Review program with Host Chair and Key Committee Members
Monday
Arrival Meet & Greet
NAASC Chairperson
a) Review all details with full Host Committee
b) Protocol Meeting with NAASC Chairperson,
Host Chair and Local President and Protocol Officer
Tuesday
07h00 Installations of Welcome Desks
Signage at Airport(s)
Domestic and International Arrival areas
10h00 - 11h30 NAASC Protocol meeting (unless held on Monday)
09h00 - 18h00 Arrivals Meet & Greet
• NAASC and Skål International President (Complimentary transfers)
• National Committee Boards (SIUSA/SICAN/SIMEX)
• Transfers optional unless cost included in program
• Upwards to 100 people arrive
• Double check arrival times on Registration forms.
• VIPs should be offered a special transfer
Evening Free: Host Committee should make suggestions for Dining
Wednesday
08h00 - 18h00 Arrivals Meet & Greet
Meet and greet all arrivals
Transfers to Hotel(s) all participants 70 to 100 arrivals
Double check arrival times on Registration forms.
VIPs should be offered a special transfer
07h30 - 17h00 SIUSA Board Meeting
Add Educational Seminars
12h00 - 18h00 Registration desks open.
Evening free Recommendations for Restaurants
Thursday
07h00- 14h00 Sporting Events - Golf, tennis, etc. (Cost Participants)
SICAN Board Members must return to hotel no later than 12h30 pm
Prizes to be given out at a luncheon with permission of sponsor
Payable in advance with registration fees via Host Secure WebSite.
08h00 - 18h00 Arrivals Meet & Greet
Meet and Greet at airport. Transfer to hotels.
All participants arriving must be transferred
08h00 - 18h00 Registration/Gala Dinner desks open
(Location to be posted in each Hotel Lobby)
08h00 - 18h00 NAASC Information desk(s) in lobby of each hotel
07h30 - 12h00 NAASC Committee Meeting
07h30 Continental Breakfast served in meeting room 12-15 people
(Board members eat prior to meeting if breakfast is included in room rate)
13h00 - 18h00 SICAN BOARD MEETING
18h00-18h45 NAASC First Timers meeting
(Refreshments are recommended (beer-wine-soda)
19h00 - 23h00 NAASC Welcome Party at Host Hotel Icebreaker with entertainment)
Friday
07h00 - 08h15 Breakfast in each hotel
08h00 - 18h00 Open Registration/Gala Dinner desks
08h15 Transfers to opening ceremonies (if required)
08h30 Assemble Head Table
09h00 – 10h30 NAASC Opening Ceremonies (Site to be posted in each hotel)
NAASC Chairperson will send Agenda to Host Club, Local entertainment should be provided
a) Translation services optional (note this is costly. SIMEX /SICAN should
be contacted)
b) Next years Host Country will make a10 minute presentation (max)
c) SI International Congress Host Club may want to do a
presentation
d) Guest speakers must be advised what SKÅL and NAASC is all
about
e) Guest speakers must be advised how long they have to speak
f) Local entertainment after speeches (MAX 10- 15 min.)
Refreshments may be served at the back of the Hall
NAASC Presentation of Flags Coordinate with Protocol Officer
• All flags to be presented even if country is not represented.
• Flags from each NAASC country to be announced by the
protocol officer in the three official languages.
• Flag bearers: Must be briefed / dress uniform)
Flag Entrance (Consult official listing)
a) Provincial or State Flag
b) NAASC Flags (Alphabetic Order)
c) Host City Flag
d) Skål International President’s Flag
e) Skål International Flag
f) Host Country Flag
All countries must be identified equally (timing between announcements is important)
09h00 – 10h30 NAASC Opening Ceremonies (Site to be posted in each hotel)
NAASC Chairperson will send Agenda to Host Club Local entertainment should be provided
g) Translation services optional (note this is costly. SIMEX /SICAN should
be contacted)
h) Next years Host Country will make a10 minute presentation (max)
i) SI International Congress Host Club may want to do a
presentation
j) Guest speakers must be advised what SKÅL and NAASC is all
about
k) Guest speakers must be advised how long they have to speak
l) Local entertainment after speeches (MAX 10- 15 min.)
m) Refreshments may be served at the back of the Hall
NAASC Presentation of Flags Coordinate with Protocol Officer
• All flags to be presented even if country is not represented.
• Flags from each NAASC country to be announced by the
protocol officer in the three official languages.
• Flag bearers: Must be briefed / dress uniform)
Flag Entrance (Consult official listing)
a) Provincial or State Flag
b) NAASC Flags (Alphabetic Order)
c) Host City Flag
d) Skål International President’s Flag
e) Skål International Flag
f) Host Country Flag
• All countries must be identified equally (timing between
announcements is important)
10h45 - 13h00 NAASC Business To Business Meetings
Hall must be located close to Opening Ceremonies
13h00 - 14h15 Lunch
• Lunch to be served in the same area as
Opening Ceremonies / Business Session
Hot lunch, sit down or buffet. Wine, beer, sodas included.
• Skål toast 3 official languages (optional)
14h00 - 15h00 SIUSA General Meeting
(Use same room as Opening Ceremonies)
Detailed Congress Schedule (cont’d)
14h30 – 17h30 Sightseeing Tours (3 hours maximum)
Recommend a two-hour tour.
Participants or spouse must pick-up tickets
(Ask if delegate is attending a meeting).
A local Skål person should be on each bus.
Qualified professional step-on guides must be used.
Departures from luncheon area / Drop off at individual
hotels.
Must be back at least 1 ½ hour prior to next event.
Tours to be offered in English. Should sufficient numbers warrant it
tours in Spanish and/or French must be offered
15h00 – 18h00 SIUSA Six ( 6 Regional Meetings
Six meeting rooms close to one another
19h00 - 24h00 Dinner at Hotel(s) or Dine a round
Venue to be chosen by Host Club
Should include the following:
Dinner with wine, beer or soda
Reserved table(s) for NAASC Chairperson and his guests
Transportation to/from each hotel
After hours cash bar at host hotel
DINE AROUND
Should include the following:
Soup or Salad and dishes on the menu
Dessert
Wine and/or beer-soda
Services Charges and Tips
The local Host Club or NAASC will not be held
responsible for additional items ordered at the Hotel
dining room nor at a restaurants if it is a dine around
A reservation systems must be set up if a dine
around is offered (i.e. Gala system)
Printed menus will be required from Restaurants and
displayed near reservation desk
Departure times posted in lobby.
Transportation to/from each hotel if more than five (5)
minute walk
After hours cash bar or hosted bar in host hotel
Saturday
07h00 - 08h30 Breakfast at each Hotel
07h30 - 09h00 Information desk open
08h30 - 11h30 SIUSA General Assembly
09h00 - 11h30 SICAN/SIMEX/SIAFF General Assemblies
11H00 – 1230 Web Presentation
12h45 - 13h45 Lunch for all
14h00 - 16h30 Local Tours - Sports Events or free afternoon (Offered to those who
could not partake in a tour on Friday)
ADD Educational Seminars
19h00 - 20h00 NAASC Chairperson Gala Reception
20h00 - 24h00 President Gala Dinner “Black Tie or upscale theme event (advise
participants of dress code)
Sunday
06h00 - 14h00 Information and transportation desks open. (At all hotels)
Departures for airport
“Farewell Team” at hotel (s).
Special attention to NAASC & SI Presidents
06h00 - 07h30 Coffee/tea available in lobby for early departures
07h30 - 10h00 Gala Farewell Breakfast
It is important that the hotel(s) have sufficient staff to handle checkouts
and baggage handling.
08h30 - 11h00 NAASC Congress Debriefing Meeting (Host Hotel (10-15 people)
Congress Director or Host organizing Head to send out notice of meeting
(This meeting could be held earlier depending on flight departures)
Section V
NAASC COMMITTEE REQUIREMENTS
09h30 - 12h30 NAASC Committee Meeting
Meeting room for 15 people
Conference style—Hollow Square
10 additional chairs for guests and observers.
07h30 Continental Breakfast served in meeting room 12-15 people
(unless breakfast is included in room rate)
10h00 Coffee Break
18h00-18h45 NAASC First Timers meeting
Raised Platform with two tables and four chairs
Two microphones cordless if possible
100 Chairs Theatre style
19h00 - 23h00 NAASC Welcome party at Host Hotel
Require Podium with microphone for short speeches
Signage in Hotel lobby.
Require seating for 70% of participants
Friday
NAASC Requirements: Opening Ceremonies
08H00 – 09H00 Hall for VIP’S and Head table
Coffee and Juice (Cost Host Club)
08h50 Entrance of VIPS to reserved seats
09h00 Entrance of Head table
Entrance order
Master of Ceremony
Host Club President
NAASC Chairperson
Highest Local Dignitary (1)
SKÅL International President or delegate
Local Dignitary (1)
Host Congress Chairperson
Head table (raised) to seat seven (7) people
Two (2) podiums with microphones each end of head
table
Name plates (bold letters) two sided for each person
at head table
• Room should be set up theater style. Width style as it will
allow for more participants (10%).
• Audio-visual requirements must be ordered in writing to the
Host Club
• Host Club will require audio visual equipment
• Next years Congress will advise what equipment they require
National Committee Requirements (cont’d)
Reserved Seating
Two/Three (3) front rows reserved for VIP’S and
spouses
Front row reserved for Head table and Spouses
(viewing of presentations/shows)
Other rows for National Committee National
Presidents (4)
ISC Councilors SICAN/SIUSA/SIMEX and
SI officers
Invited guests and sponsors
Luncheon:
One podium near reserved tables. With one (1) with
microphone.
Saturday
NAASC Gala Dinner Requirements
Reception:
Open Bar - one hour
Hors d’oeuvres
30/40% chairs and tables spread around room
Separate room from Dining area
Soft music or live entertainment (soft)
Gala Dinner:
Reserved tables. NAASC Chairperson will advise how
many (4 max.)
Name plates on each reserved table for VIPs
Master of Ceremonies
Printed menu. (3 official languages)
Tables of 8 with flags.
Entertainment with dance band.
Podium with microphone. (Near head table)
Area to store gifts (close to podium)
Change of NAASC Chairpersons
Hotel staff to direct participants to table(s)
Help desk staffed by host club at entrance for
problems
Sunday
Debriefing Meeting
1) Room for 15 people Hollow Square conference style
2) Coffee, Tea, Juice and Danish
3) Costs sponsored by Hotel.
SICAN Requirements (CANADA)
Thursday
13H00- 18H00 Meeting room for 25 people conference style with 10 additional chairs
for guests and observers.
SICAN will order all Food & Beverage requirements directly with Hotel
Saturday
09h30 Coffee/tea for number of participants registered
Table set up outside or at back of Hall
09h00 - 11h00 Meeting room for 70/100 people chairs theater style facing Head Table
Head table for 8
Podium with microphone at Head Table. (If requested)
Water set up at Head Table.
SICAN Executive Secretary to advise Host Committee of requirements.
Copies to Host Committee Director
Cost to SICAN for Food & Beverage to the attention SICAN Ex. Sec.
Board meetings or Executive meetings requirements to be forwarded
To the Host Committee by February of said year.
SIUSA Requirements
Wednesday
SIUSA Board Meeting Requirements
07h00 - 17h00 Meeting room for 20 people, conference style double-spaced
With 15 additional chairs for guests and observers.
07h30 Continental breakfast for 20 people.
10h00 Coffee break - 30 people
12h30 Lunch – 20/25 people
Board meetings or Executive meetings requirements to be forwarded
to the Host Committee by February of said year. SIUSA will advise Congress Director/Host
Committee of any changes
Friday
14H00 – 15H00 SIUSA GENERAL MEETING
(Use same room as Opening Ceremonies)
Microphone at Head Table
Microphone on stands (2)
15h00 – 18h00 SIUSA Six(6) Regional Meetings
Sixmeeting rooms close to one another
Set up all rooms for 20 people square hollow +chairs for observers (10)
Saturday
08h30 - 11h00 Head table for 18-20 people with nameplates
Chairs to be set up theater style, reserve room for 300 people
(number registered)
3 table microphones at Head table
2 standing microphones placed in between aisles front and rear.
SIUSA Ex Secretary Treasurer to forward requirements to the Host Committee
SIMEX Requirements
Saturday
SIMEX President should advise Host Committee of requirements.
SIMEX Ex Secretary Treasured to forward requirements to the Host Committee.
CONGRESS OFFICE
Computers, telephones, Internet,
printer/photocopiers, stationary,
tables, chairs, office supplies, etc.
Internet Café
Minimum three (3) computers
No Charge to participants
Business To Business Requirements
One large hall for 50 table top displays
Table top or company stands
(Host committee may charge recommend 100$US)
Section VI
NAASC GENERAL INFORMATION
1) Signage:
All Signs Signage during the Congress in three (3) official languages at all times
With the proper Skål designation. (NAASC, SIUSA, SICAN, SIMEX,
Skål). Common signs could be handed over to the following year’s Host
Committee.
Airport
Large welcome banner, trilingual (English, French & Spanish)
Transportation/Sightseeing:
All buses to have an 8 ½ by 11’’ sign clearly indicating what the event is for
Hotels
All function rooms - events to be clearly identified
Hotel notice boards to be verified daily for proper posting
Transportation notice boards posted at each hotel, Congress Center and at the
transfer desk (s)
2) Payment Policy:
Via the Host City Secure registration form found on their website
Payment policy should include any incentives for early registration and any premium charged for
late registration. (Within 30 days depending on Hotel release date)
Type of payment accepted
The registration form must clearly indicate what type of payment is accepted.
Credit cards: Visa Master Card
Discovery AMEX Other
IMPORTANT: Should a third party be used to process credit card payments,
participants must be advised the Company’s name that will appear on their
Credit Card Statement.
All information should be indicated on NAASC Registration form.
NAASC is not responsible for collections and/ or payments of any kind.
3) Cancellation Policy: -
Cancellation policies must be clearly indicated on the Host Secure Website
Registration form for both the Congress and Pre or Post Tours.
(If not indicated participants will assume no charges apply.)
A handling fee of 50$ will be charged for cancellations
It is recommended that all participants purchase Cancellation Insurance.
All refund requests must be submitted in writing no later
than one (1) month after the termination of the congress to
the Host Club
4) Master account billing
Master account billing arrangements should be reviewed with the Organizing
Committee, Hotel Management, Host Club,Congress Chair prior to the arrival of
participants.
Master Accounts:
The National Committees should open the following Master Accounts.
SIUSA, SICAN, SIMEX, and the Host Club
Hotel(s) to be charge all food & beverage plus all other charges that are
incurred to the Master Account of the person designated by the National
Committees to their room account
Folios:
Host Committee must ensure that two (2) folios be drawn up at the hotel for
participants.
1. MASTER Account: - Room, taxes, events and meals included in program.
2. Participants Account: - Incidental expenses incurred by participants
Hotel(s) are responsible for all monies due by participants at check out
Hotel(s) to take an imprint of a credit card or request a cash deposit at check in.
Neither NAASC nor the Host Club is responsible for incidental expenses
incurred by participants.
Review of accounts:
Host Committee must review the accounts within one week of Congress.
Hotel should prepare billings accordingly, unless they have made separate
arrangements with the Host Club.
Host Club is only responsible for the charges they incurred and agreed upon
with suppliers.
Recommend that the Host Club ensure all documents are duly signed.
5) Registration Host Club Secure Website
1) Preliminary registration forms must be available for distribution at the
preceding Congress and must be clearly indicated “All contents subject
to change without notice”.
2) Registration forms will be available on the Secure Website by
November of previous year.
3) Should a member not have access to the Website she/he is to contact
their local administrator who will make arrangements to process the
booking.
4) All pre and post hotel accommodation should be booked and paid for
via the Secure Website.
6) Distribution of Information
SIUSA Distribution Contact(s)
1. SIUSA Director of Publicity
2. SIUSA Ex. Sec. Treasurer, siusa@ siusa.org
(They do a general mailing to all SIUSA Clubs)
SICAN Distribution Contact SICAN Ex Secretary Treasurer sican@sicanada.org
Send to all clubs to the attention of Clubs Secretaries
Should you want to have your message translated into
French contact the EST of the Montreal or Quebec City Skal Clubs.
SIMEX Distribution Contact SIMEX Ex Sec
Send to all clubs to the attention of Clubs secretaries, E-Mail to each club with a covering
letter in Spanish. (Send to SIMEX for translation)
7) Confirmation & Information to Participants:
1) Confirmation of registration should be sent via the Secure Website
only. Those members who do not have access to e-mail should make
arrangements with their Club Administrator to use her/his e-mail address.
2) Should they elect to use other methods of booking (fax or mail) a 50$US charge will
be added to the registration fee.
Information to be included:
a) Updates on Pre and Post Congress Tours
b) Reminder of dress requirements in an event-by-event summary
c) Additional information also to be included at this time should be:
d) Typical climate (with temperature range) anticipated
e) Purchase cancellation insurance
f) Immigration (visa) and customs information.
g) Names, addresses and phone numbers of the appropriate
Embassies or Consulates
h) Any special health or security procedures
8) Site Inspection(s)
Procedures:
1) Site inspection is done by the NAASC Chairperson or their designate,six (6) months
prior the Congress.
3) Arrangements to be made by the local Congress Chair and the Host
Committee.
4) Host Committee should convene meeting with all committee members.
5) Host Committee to send agendas for Site Inspection
6) Costs to be borne by Host Committee
NAASC General Information (cont’d)
9) Mandatory Attendance
SIUSA SIUSA Clubs must send their SIUSA Representative(s) to the SIUSA General
Assembly and Regional Meeting.
SICAN Mandatory for all Clubs to send their SICAN representative(s) to the SICAN
Board Meeting .The SICAN Executive is mandated to attend the congress.
SIMEX No policy at time of printing
10) Key Contacts
Host Club to draw up a list of all Committee Members
To include telephone and fax numbers along with e-mail addresses
11) Special Events (Hosted Suites)
All hosted events out of schedule must be approved by the NAASC Chairperson
(National Committee Presidents Hospitality suites need not be approved in advance)
12) Sports Events
Golf / Tennis Tournaments
1. All sporting events must be scheduled so that they do not interfere with any
scheduled meetings.
2. Costs for such events are the responsibility of each individual member and
should not be built into the program.
3. They should be included on the Secure Website Registration form and
paid for in advance.
4. Advise costs of green fees and carts. (Tennis court time + rental).
5. Should the Host Club obtain sponsorship, advertising is permitted.
6. Golf starting times (7:30 -8:00 am at the latest). Consideration must be
extended to those who have to attend afternoon meetings (SIUSA
Regional/SICAN Board Meeting)
7. Tennis can be arranged at the same time as golf tournament.
13) Pre & Post Congress Tours
1. The Host Club must offer two or three varied pre and post-congress tours.
2. Printed material should be available at the prior year’s congress entitled
“preliminary” and final registration forms be included with on the Secure
Website. All to be paid at the same time.
3. Professional guides are to be used at all times and they should have knowledge
of the two (2) or three (3) official languages.
4. Pre and Post tours advise if transfers are included to/from the airport
5. All pre and post tours participants should be advised of the Cancellation policies
via the Secure Website.
14) Minutes of Meetings
The Host Club Organizing Committee must keep minutes of all meetings held and send
copies to the NAASC Chairperson, who will if deemed necessary, forward the
highlights to the NAASC Committee
Section VII
CONGRESS SURVEY
The purpose of this survey is to assist clubs in the planning of future NAASC Congresses. It should be
completed by all participants attending the Congress The form must be placed in the delegate’s room the nightprior to departure, stating they can be left at the front desk upon check out or mailed to the Host Committee Chairperson. Survey could be done electronically with ‘Surveymonkey.com’ This is very important for future Congresses
CONGRESS SURVEY FORM
SKÅL INTERNATIONAL: _______________________________________
NAASC CONGRESS HELD IN: _______________________________________
PARTICIPANTS NAME (S): _______________________________________
POSITION IN CLUB: _______________________________________
Excellent Good Fair Poor
Overall Congress - Performance
Value
Air Line arrangements (discounts available , etc.)
Hotel – Accommodations
Hotel – Staff
Meeting room arrangements
Cocktail and Meal Functions
Welcome Reception
Opening Ceremonies
President’s Gala Banquet
First Timers Meeting
Webmasters Presentation
Pre and Post Tours
Sightseeing Tours
Transfers to and from Airport
Registration via the Secure Website
Business to Business Session
Dine Around/Keynote Speaker
General Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Please leave this form at the front desk or at the hospitality desk upon check out.
Section VIII
NAASC Congress Protocol Manual
Preface
Protocol is most important to the smooth operation of all Skål functions that take place and to the people
who participate in them. It must be remembered that visitors to our functions, whether high ranking members of ourmovement, government officials, celebrities or normal attendees, expect a certain amount of dignity and decorum.
They have the right to expect our procedures to reflect the claim that we are “Professionals in Tourism”. Theprotocol procedures are intended as an aid and guide towards a successful congress. It is not a “set in stone”document, but hopefully, it is a reference to assist the organizers of a function or congress in covering details thatcan be overlooked in the rush of the planning process.
Kindly bear in mind that Skål protocol might not always be acceptable to the Host City or Country, in which case,
understanding, common sense and courtesy must be exercised to reach a logical solution, in cooperation with the
Host Club protocol officer.
Should the Host Club have any difficulties, they should immediately contact the NAASC Chairperson or Skål Toast: TheSkål toast should be offered in the three (3) official languages
Responsibilities
NAASC Chairperson should offer the toast or designate someone. It is recommended that the NAASC Chairperson in cooperation with the Host Committee’s Protocol Officer, pre-select the Skål person and
advise them accordingly. The NAASC Chairperson should offer the opening toast, in his/her language, if the NAASC Chairperson feels comfortable he/she should offer the toast in the three (3) official languages.
If not, it is recommended the Protocol Committee approach the following:
SICAN French / English
SIMEX Spanish / English
SIUSA English / Spanish
For the good of Skål, it is imperative that the Skål toasts be done in the three (3) official languages.
Spanish English French
A Colegas de Skål en
Todo El Mondo.
To fellow Skålleagues everywhere. A tous les Skålleagues du
monde entier.
Felicidad! Happiness! Bonheur!
Salud! Good Health! Santé!
Amistad! Friendship! Amitié!
Laga vida! Long life! Longue vie!
SKÅL SKÅL SKÅL
Note: This is the official version. All others versions are not acceptable
Protocol & Invitations to Congress and Responsibilities
International President Invitation
Invitations to Skål International President (or other Skål International Officers). The NAASC Chairperson should send a formal letter of invitation to the newly elected Skål International President as soon after the Skål International Congress as possible, so that they can arrange his/her schedule accordingly. The original should be sent to the Skål International headquarters and a copy to the Secretary General of the Skål International.
1) Accommodation:
A suite is usually reserved.
2) Alternate:
Should the Skål International President be unable to attend, he/she may designate
another Skål International Executive Officer to represent on his/her behalf. Same
courtesies to be extended.
3) Costs:
Responsibility of Host Club
(Excluding airfare, unless Host Club has access to complimentary air.).
4) Protocol
a) Local Invitations
Should the local club wish to invite special dignitaries who are deemed important to the
Host Club and to the Skål movement, they may do so. The Host Club’s President
should send out the invitations,
b) Invitations by Governments or local authorities
Advise those who want to invite the NAASC Committee that the following should receive
invitations in this order.
1) NAASC Chairperson and spouse
2) Skål International President and spouse or alternate
3) Host Club Congress Chairperson and spouse
4) Host Club President and spouse
5) Protocol Officer and Spouse
6) National Committee Presidents and spouses (SIUSA/SICAN/SIMEX)
7) ISC Councilors and spouses (SIUSA/SICAN/SIMEX)
8) Special Invitees of the NAASC Chairperson
9) Major Sponsors
Note: If space is limited, numbers 1 to 4 must be invited first. The NAASC Chairperson
draws up the list of invitees. Written invitations must be forwarded by e-mail for all
special functions outside the program.
c) Mailing invitations:
1) Skål International President Skål International Head Office, C.C SI General Sec
2) NAASC Chairperson: Business Address
3) Others: Business Addresses
Any other invitations / presentations must be approved by the NAASC Chairperson
The protocol officer must be advised of all invites.
d) Gifts
Gifts to Special Guests must be presented to recipients in this order
1) NAASC Chairperson
2) Skål International President
3) Host Club.
The NAASC Chairperson must approve any other presentations or gifts.
All requests to be sent to the NAASC Chairperson in advance, for his/her approval.
e) Master of Ceremonies Duties
1) Host Club to choose a Master of Ceremonies who preferably can speak the 3 official
languages.
2) He/she to act as Master of Ceremony during the Opening Ceremonies, Gala Dinner
and wherever the Host Club deems necessary
3) Will do the housekeeping announcements during the congress
4) Work closely with the Protocol Officer
f) Protocol Meeting
A meeting with the NAASC Chairperson and the National Presidents, and the Host Club, Host Protocol Director & Host Congress Chairman will be held either on Monday or Tuesday. The purpose of this meeting is to review of the activities and the details of the congress. It is important that it be handled in a day-to-day, function-to function and item-by-item sequence.
g) Agenda for meeting
1) Review all invitations
2) Head table seating for the Opening Ceremony
3) Special seating for VIP’S for the Opening Ceremony
4) Head table seating for the NAASC Gala Dinner as well as any other function
(Example - function that includes government officials who would be seated with the
senior officers of NAASC)
5) Procedures for seating head tables, announcements, order of introductions,
speeches, presentations, etc.
6) Coordination with the National Committees and the Congress Organizing
Committee.
h) NAASC Protocol Officer
The Host Committee must appoint a Protocol Officer who would work with the NAASC
Chairperson. First and foremost it must be remembered that THIS IS A NAASC CONGRESS THEREFORE ALL PARTIES HAVE A VOICE IN PROCEDURES!
The NAASC Congress enables all National Committees to join for its Annual Meeting
and it must receive the prominence it deserves. Thus, all events must be handled with
dignity and special care. The Host Country must appoint a Protocol Director/Officer for
the Congress who, in turn, will offer his/her assistance to the following NAASC members:
1) NAASC Chairperson
2) NAASC National Committee Presidents
3) ISC Councilors
4) SI President or designate
The final say on any protocol, bearing in mind local traditions and customs, must come
from the NAASC Chairperson, in cooperation with the Host club.
i) Duties of the Protocol Officer
This is a very important committee and the person accepting this appointment must be one that
will commit them to fulfill this position to the closing of the congress.
5) NAASC Annual Congress Opening Ceremony
a) Head Table Arrangements
• Seating arrangements for all VIP’S
• Recognition of Special Guests
• Formal introductions
• Advise NAASC Chairperson background on VIPs
• Ensure all Head Table guests wear regalia.
• Placement of Flags (extremely important)
• Flag bearers’ instructions
• Speeches (advise each how much time allotted)
• Assemble VIP’S prior to the Opening Ceremonies and Gala Dinner
• Ensure that the Press have access to our invited guests the NAASC Chairperson & SI President
• Co-ordinate the entrance of the VIP’S prior to head table at opening ceremonies
• Co ordinate with Master of Ceremonies
b) The following persons and spouses are the be invited to the VIP room prior to the opening
Ceremonies
Introductions are to be made in order of protocol and should include the following:
1) NAASC Chairperson
2) NAASC Past Chair
3) Skål International President or designate.
4) President of SIUSA/SICAN/SIMEX
5) Other ranking Skål delegate (former presidents)
6) Government officials
7) VIP’s (sponsors, etc.)
8) Congress Director
9) ISC Councilors
10) Others
When the Ceremonies are ready to start the Protocol officer with escort all (except head table) to
the front rows.
6) NAASC Gala Evening
NAASC Gala Evening to be billed as the formal Event of the Congress
a) Dress code
Gentlemen: Black Tie and/or theme attire
Ladies: Formal gowns, cocktail dress long or short.
b) Reserved tables for NAASC Chairperson:
The NAASC Chairperson will advise the Congress Director and the Host club who she/he
has invited to sit at the reserved tables and at his/her table. Working in cooperation with
the Congress Director and the Protocol Officer
Three of 8 /10 is to be reserved near the dance floor.
Invitations should be sent out prior to arrival or upon arrival (first day) by the NAASC
President.
His /her table is usually composed of the SI International President, Incoming NAASC
Chairperson, Host Club President and one other VIP couple.
c) Protocol
The protocol office will identify the flag bearers prior to the Gala Dinner and ensure they
will carry their countries flag.
They will enter after the head table is announced and place the flags in the designated
area.
Introductions are to be made in order of protocol and should include the following:
The Master of Ceremonies will introduce only the Head table Guest upon entry
1) NAASC Chairperson
2) NAASC Out going Past Chair
3) Skål International President or designate
4) Special Invited Guest
NAASC Chairperson Head Table is to enter once everyone is seated with appropriate
music.
Recommend flag bearers lead in with flags from Skål, Host Country and NAASC
President’s Country.
SKÅL International President should choose who he/she wants to carry his/her flag.
Local Skallegues from various countries should carry flags
d) NAASC Chairperson Presentations / acknowledgments
Short speech
f) Recognition of Host club
NAASC Chairperson should recognize the Host Club and acknowledge their efforts.
An appropriate gift should be presented to the Chairperson or Host Club President Skål toast in three (3) official languages should precede dinner and be
presented by either, THE NAASC Chairperson or those chosen by him/her to do so.
g) Entertainment:
Entertainment for the evening is the responsibility of the Organizing Committee but
normally would include dancing until midnight.
7) SIUSA/SICAN/SIMEX Board Meetings
Each National Committee has on file the procedures for their Board Meetings and
General Assemblies. All costs to be borne by each National Committee. Payable prior to
departure. (Hotel will charge room account) National Committees must advise Host Club
who has authority to sign.
Section IX
NAASC Congress Opening Ceremony
Recommended Standard Agenda
The Master of Ceremony should be fluent in English, Spanish and French but if not, others should be available for
translation purposes. He/She will call the meeting to order:
Procedures are as follows
1) Invite all to sit down
2) Welcome: VIP’S and Spouses (no names)
3) Welcome: Head Table
4) Presentation of the Flags
5) Introduce Head Table
6) NAASC Chairperson
Introduction of other Skål dignitaries who are seated in the front rows
Welcome address (No more than 5 minutes).
Introduction of the Incoming NAASC President (no remarks).
Introduction of the current Skål International President or designate.
7) Skål International President
Brief remarks (no more than 5 minutes)
8) NAASC Chairperson: Introduction of Guest of Honor & keynote address
9) Keynote address (No more than 5 minutes)
10) NAASC Chairperson: Introduction of President of Host Club.
Brief remarks (No more than 3 minutes)
11) NAASC Chairperson: Introduction of Congress Chair.
Brief remarks (No more than 3 minutes)
12) NAASC Chairperson Introduction of Congress Director
Brief remarks (No more than 2 minutes)
13) Reconfirmation of next year’s NAASC Congress
14) Master of Ceremony to advise that all Questions should be asked at the Business To Business
Session
15) Introduce representative of the Skål Club hosting next year’s Congress
16) Audio visual presentation should be made at this time
(No more than 10 minutes)
17) Master of Ceremony:
Skål International may want to make a presentation
(No more than 10 minutes)
18) Master of Ceremony:
Introduction of entertainment (No more than 20-25 minutes)
19) Master of Ceremony:
Review of the balance of the program and any ‘housekeeping’ items that may be pertinent.
20) Master of Ceremony:
Explain the NAASC Business To Business Sessions
Section X
NAASC GALA DINNER RESERVATION FORMS
NON SMOKING EVENT
• PLACE: Ballroom of Hotel
• Date:
• Time: 6:30 p.m. (18h30)
•
• 18h30 Cocktails 18h30
• 19h30 Dinner
•
Table #__________________ Seat #___________________
Confirmed by: ________________________________________________
This is a confirmation for one person only. In exchange for this voucher, you shall receive an
assigned table number and a seat control number. The seat number is a control numbers only,
not a specific seat number.
Not valid unless duly stamped by NAASC GALA RESERVATION DESK PRIOR TO GALA DINNER
i.e. Gala Dinner Reservation Voucher – May 10th, 2003.
Please present this Voucher at the Gala Dinner Reservation Desk located at:
i.e. Hotel
Registration hours: May 4th 09h00 – 18h00
May 5th 08h00 – 12h00
May 6th 09h00 – 18h00
Note: If you are reserving seats for other participants, make sure you have one reservation voucher per delegate.
Otherwise we will be unable to reserve or hold tables. Your understanding is greatly appreciated.
Section XI
Congress Debriefing
This session should take place on the Sunday morning as early as possible and should consist of the
following members:
a) Congress Director (Chair of Meeting)
b) Host Club chairperson(s)
c) Host Club Chair-President- Financial Officer- Protocol Officer
d) NAASC Chairperson
e) Future Host Committee Member
f) Other interested parties
It is important for all those who are attending the meeting to make appropriate flight reservations.
The meeting usually last two to three hours
Agenda: To be sent out by the Congress Director prior to meeting.
click here for MS Word Version
NAASC Official Formation Guidelines – December 9, 2009.
From: Thomas Vincent, ISC Councillor Canada
Action Steps: Please post this information on your National Websites under NAASC I
nformation and add a link to the NAASC Congress Manual.
1. Official Name; NAASC – North American Alliance of Skal Clubs.
2. Area Representatives; SIUSA, SICAN, SIMEX. The Affiliated Clubs are welcome
as members of NAASC, but need to make an official commitment of their involvement,
and willingness to host a NAASC Congress in rotation with SIUSA, SICAN and SIMEX.
3. Leadership Committee of NAASC; The Committee will consist of the President of
each National Committee and their respective ISC Representative. In the case of the
Affiliated Clubs, in addition to the President, they can appoint a second person to have
two representatives on the Committee. Each member of the Committee will have one
vote. All travel and Congress costs in regard to attendance for any Committee members,
to any NAASC Congress, will be the responsibility of their own National Committee.
4. Chairperson of the Leadership Committee; The Chairperson will be the President of the
National Committee, appointed by the Committee from the Country or Area where the
NAASC Congress is being held. The President of the National Committee may appoint
a Chairperson. The Term of Chairperson will be for the calendar year when the Congress
hosted in their country. The Chairperson will appoint their ISC as the Secretary for
recording and distribution of the minutes of the NAASC meeting.
5. Annual General Meetings: Each National Committee will schedule their AGM during the
NAASC Congress to build attendance at the Congress for each Host Country.
6. NAASC Responsibilities;
a. Promote amicable and ‘doing business with friends’ throughout the NAASC
National organizations.
b. Discuss issues relevant to the NAASC National organization in regards to
directions from Skal International.
c. Examine common best practices to help increase membership in Skal and
all NAASC National organizations.
d. Discuss how we can increase Skal influence in local Skal club communities.
e. Govern the selection and approval process regarding the rotation of NAASC
Congresses and monitor the level of engagement from the selected Congress
clubs/cities. Encourage the rotation of Skal congresses throughout all National
organizations.
f. Promote B2B at every opportunity through the NAASC Congresses with the
assistance of the local host Club.
g. Promote Peace through Tourism at every opportunity.
h. Promote the development of Young Skal throughout the National organizations.
i. Promote Sustainable/Responsible Tourism as a mission of Skal International.
Examine how to encourage our NAASC members to practice
Sustainable/Responsible Tourism through our National Websites and make
presentations at future NAASC Congresses on Sustainable/National Tourism Tips etc.
NAASC Congress:
1. The NAASC Congress Manual is posted on each National website and includes
information on the Bidding Process for future NAASC Congresses. Potential Club
bidders will present bids to the NAASC Committee for review and selected city
bidders will give a presentation to the NAASC Assembly at the Congress.
2. Each National organization will be asked in advance, prior to the NAASC meeting,
if they wish to have club bids for the Congress during their natural rotation.
3. Each Skal Club Bidder will review a copy of the NAASC Congress Manual to
understand their responsibilities to operate a successful Congress.
click here for MS Word Version
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