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World InterHash event - Top 7 hot spots

World InterHash in Brussels Supporting slides v2.2 (add-on) prepared by Pierre-Marc Lefebvre higgins@mindless.com 0486 / 50.65.66 21 st August 2006. World InterHash event - Top 7 hot spots. Organising this type of event requires focusing on the following subjects : BIDDING PROCESS

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World InterHash event - Top 7 hot spots

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  1. World InterHash in BrusselsSupporting slides v2.2 (add-on)prepared by Pierre-Marc Lefebvrehiggins@mindless.com0486/50.65.6621st August 2006

  2. World InterHash event - Top 7 hot spots Organising this type of event requires focusing on the following subjects : BIDDING PROCESS Promoting “Brussels 2014” through the Hash world Gaining strong regional support from European clubs EVENT ORGANISATION Main Site Catering Transport Trails Accommodation Target : 5,000 participants @ EUR 150 (2006 cost-of-living index) World InterHash in Brussels - Supporting slides v2.2 (add-on)

  3. World InterHash event - Bidding hot spots Promoting “Brussels 2014” through the Hash world Start bid awareness campaign as soon as possible (October 2006) Collect funds for bid expenses  50 debentures @ EUR 50 + 300 pledges @ EUR 25 = EUR 10,000 Gather information and produce promotional material  Double-sided A4 flyer folded in 2 or 3  Lanyard with full-colour printed ID tag and bottle opener for « ambassadors » Gaining strong regional support from European clubs Obtain support from European « players » and « organisers » Build up interest for organising pre-lude and post-lude events Start identifying volunteers for haring trails World InterHash in Brussels - Supporting slides v2.2 (add-on)

  4. World InterHash event - Organisation hot spots Main Site Centrally located, easily accessible by public transport Big enough for 5,000 people yet human-sized, with some cachet Free from catering and beverage licences Indoor and outdoor space, easy to set up a quiet corner Decoration possible for personalisation (synergies with Couleur Café?) No problem to run a sound system until 2am for 3 consecutive w/e nights Catering Able to feed 5,000 people within 2 hours in buffet configuration Good quality national food with plenty of carbohydrates Reasonably priced incl. mobile kitchen and serving personnel World InterHash in Brussels - Supporting slides v2.2 (add-on)

  5. World InterHash event - Organisation hot spots Transport to/from run sites Parking site big enough for 100 buses plus loading space All buses parked and signage in place one hour before official boarding time Bus drivers briefed with destination + driving directions (FR/NL) Plan travel time at bus speed, not car speed; include contingency Drinks (plastic bottles + cans only) contractually allowed on board All buses must stay at run site while people are on trail Trails Run sites selected for interest (trail and sights) must also be fit for 250 pax Recce conducted by local hare, then again twice with all volunteer hares Detailed map incl. possible shortcuts and beer stop location with each hare World InterHash in Brussels - Supporting slides v2.2 (add-on)

  6. World InterHash event - Organisation hot spots Accommodation Within walking distance from town centre (museums, nightlife) Grouped in clusters for easy shuttle bus pick-up/drop-off Event rates guaranteed from Wednesday to Wednesday, incl. breakfast Offering range from 2* to 5*; room configuration in twin, double and single Transport to event Try to arrange a deal with national and international airlines  SN Brussels Airlines for Europe and Northern America  Malaysian Airlines for South-East Asia and Oceania Promote TGV network (European network completed by 2012 ?) Try to arrange a deal with STIB for commuting to/from main site and bus parking site to hotels as well as within Bruxelles Capitale area in general World InterHash in Brussels - Supporting slides v2.2 (add-on)

  7. World InterHash event - Organisation hot spots Lessons learned from past WIH Promotion - starting early helps a lot (Tasmania 2000) Regional support - an important differentiator (Cardiff 2002/2004) Main site - check noise restrictions with police before signing contract Main site - arrange cold storage for beer dispensing (Rotorua 1994) Catering - start serving food as soon as venue opens on Friday evening (all) Catering - quotation incl. personnel + mobile kitchen costs (Cardiff 2004) Transport - draw plan for parking allocation, allowing space to move around (Cardiff 2004) Priorities - logistics rules e.g. beer van, parking cleaning (Cardiff 2004); cans instead of bottles (EuroHash ’97) Priorities - outsourcing easy-to-handle tasks to a volunteer organisation (e.g. Lions) is a must e.g. on-site registration (Cyprus 1996, Tasmania 2000); beer vans (EuroHash ’97) World InterHash in Brussels - Supporting slides v2.2 (add-on)

  8. World InterHash event - Organisation options Candidates for outsourcing to professionals Accommodation for participants Secretarial tasks (registrations follow-up, mailing to participants, enquiries) Contractors selection (catering, bar, sound & light, security, transport) Logistics (main site set-up/strip-down + management over 5 days) Main site cleaning during event and after closing time Transport coordination (parking site management, signage) Parking site cleaning after buses departure on Saturday and Sunday Candidates for outsourcing to a volunteer organisation (e.g. Lions) On-site registration Beer vans driving, loading and cleaning on Saturday and Sunday Run sites management on Saturday and Sunday World InterHash in Brussels - Supporting slides v2.2 (add-on)

  9. World InterHash event - Organisation options Confirmed for handling within the Hash community Design of promotional material Web site hosting and management (updates, …) Collection of bid funds (c/o debentures, pledges) Promotion of event within the Hash community Generating interest and securing support from European Hash clubs Bid presentation at World InterHash 2012 On-line registration and payment software (incl. database management) Funds management + Accounting Selection of run sites incl. producing maps, driving directions and GPS coord. Haring 25 trails on Saturday and Sunday + Red Dress Run on Thursday Entertainment (program, selection of bands and shows, DJ, MC’s) World InterHash in Brussels - Supporting slides v2.2 (add-on)

  10. World InterHash event - Major expenditures • Operations  Main site (F)  Decoration (F)  Event Coordinator (F)  Catering (v)  Beverages (v)  Goodie bag (v) • Administration  Administration staff (F)  Debentures/pledges refund (F) • Trails  Beer vans (F)  Transport coordinator (F)  Coaches (v)  Beer (v)  Water (v)  Food (v) • Publications & Marketing  - (F) identifies a fixed cost (v) identifies a variable cost Budget breakeven : 4,000 participants @ EUR 125 (2006 cost-of-living index) World InterHash in Brussels - Supporting slides v2.2 (add-on)

  11. World InterHash event - competing world events Organising the World InterHash in Brussels at the same time than one of the following sport events - if taking place in neighbouring Europe - could significantly inflate flights price and possibly decrease participation : Olympic Games 2012 London (27/07 -> 12/08) FIFA Euro Cup 2012 Italy, Hungary or Poland ? Rugby World Cup Sevens 2013 ?? Commonwealth Games 2014 Scotland, Canada or Nigeria ? FIFA World Cup 2014 South America or Australia ? World InterHash in Brussels - Supporting slides v2.2 (add-on)

  12. World InterHash event - competing local events Organising the World InterHash in Brussels at the same time than one of the following Belgian events would jeopardize feasibility : JULY Couleur Café first w/e 70,000 Tour & Taxis Belgian National Day 21st 500,000 downtown AUGUST Van Damme Memorial last w/e 50,000 Heysel stadium ING Marathon last w/e 3,000 downtown + World InterHash in Brussels - Supporting slides v2.2 (add-on)

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