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1 Proposal by Subud Britain Presentation for Zone 3 at Jaramuza May 2014 Slide 2 2 Proposal by Subud Britain A Subud World Congress A four year catalyst for the growth of Subud The Challenge Organise things to make the most of this fantastic opportunity. Slide 3 3 Proposal by Subud Britain The recent background From 2012: Growing enthusiasm by some members of the idea and potential value of organising the next world congress. Early 2013: Extremely positive testing, Decision by Subud Britain to make proposal to host the world congress in 2018. March 2014: Detailed (46 page) proposal submitted to WSA Executive, as requested. Simplified document to be translated. Starting with the most commonly used other Subud Languages: Indonesian, Spanish and French. This presentation is a summary of the proposal including our approach, the work we have done, and some key issues to be considered. If you dont already know about the proposal, what is the first thing you want to know? Slide 4 4 Proposal by Subud Britain We found Warwick University! Our favoured venue as it ticks all the boxes An outstanding campus university on a 290 hectare site. Extensive modern conference facilities. Enough bedroom accommodation of different types for over 3,500 of us to be on site! Warwick Arts Centre the natural social hub of our Congress. Slide 5 5 Proposal by Subud Britain The Subud Britain Proposal Team Marcus Hamilton (Birmingham) Team leader/Organiser Leonard Hitchcock (Devon South) Chair of Subud. Peter Hull (Manchester) Financials, Business case David Rose (Barnet) Subud Britain Treasurer Raphaella Sapir (Lewes) Creativity, culture and use of space. Deb Radburn (Devon North) Foundation venue search. Mariani Coombes (Chichester) Venue search. Ridwan Treacher (Maidenhead) Website. Marcus Bolt (Bristol Group) logo and graphics. David Anderson (Lewes) coordinating the video team which includes Harlan Cockburn (Hungary), Dahlan Lassalle (Lewes), Auguste Caffrey (London Central). Hussein Dickie Innsbruck Congress Organiser Laurence Shorter (London Central) Alternative meeting processes. Michael Van der Matten (Ascot), Pollard Blakely (Exeter) and Edward Rieu (Loudwater) other valuable contributions. Howard Ray (Perth) and Melinda Heathcote (Chichester) Kejiwaan Councillors. 200 other people who also responded to the World Congress Survey giving valuable information, insight and ideas. Slide 6 6 Proposal by Subud Britain The Proposal activity What we wanted to do Find out what members want, to make an excellent World Congress. Provide the ingredients to design & develop a Congress that will involve and engage the worldwide membership. Make it large and inclusive, attractive to members, family & friends. Overcome some barriers that prevent members attending. Help achieve personal enjoyment, fulfilment and the Development of Subud. Slide 7 7 Proposal by Subud Britain What we did Appointed coordinators after testing by National Council. Formed a core team and met to determine the purpose, vision and possible themes. Maintained the wholehearted support of National Council. Checked that our country was involved and supported us. Used open communication, consultation and involvement. Assessed commitment within the country & encouraged supporters to come forward. Used a very successful online survey - a new way to have two-way communication with members. UK Survey to raise awareness & assess attitudes towards world Congress 215 responses after a few weeks.. Slide 8 8 Proposal by Subud Britain Survey Question 1. Which, or all, of the following express the significance or importance of a World Congress for Subud? Meeting with members & representatives from different countries & cultures, to do Latihan, socialise, share and make plans together. 86% Bringing our Subud Association closer together and fostering the development of Subud across the world. 83% Helping fulfil Bapak's vision of all nationalities and religions worshipping together. 77% Decision-making for our World Association for next 4 years - roles, responsibilities, recommendations. 70% Other (please specify): 16% Slide 9 9 Proposal by Subud Britain Survey Question 3. How important are the different elements to make a good World Congress for you? Very Important + Important Very Important Important Not Important Kejiwaan - Big Latihans, testing, personal development. 96%78%18%3% Meeting people old and new friends from our Subud family across the world. 97%63%34%5% Delegate / business programme for the development of Subud. 83%33%50%14% Entertainments and performances.79%15%64%20% Workshops and activities.70%11%59%17% Cultural tourism getting around & seeing the sights as well as the people. 57%11%46%41% Other (please specify):77%47%30%10% Slide 10 10 Proposal by Subud Britain Survey Question 3. What might prevent you going to a World Congress? The expense The time away Other priorities Uncertainties / anxiety / concern Other (Please specify) Slide 11 11 Proposal by Subud Britain Survey Question 5. Are you booked or planning to go to the Mexico World Congress in August 2014? Slide 12 12 Proposal by Subud Britain If we were to hold a World Congress in Britain in 2018 would you be likely to attend? Survey Question 6. If we were to hold a World Congress in Britain in 2018 would you be likely to attend? Very Likely Unsure Unlikely Very Likely Unlikely 72% 19% 5% 3% 1% Slide 13 13 Proposal by Subud Britain Would you like to help us between now and the presentation of our proposal in August? Survey Question 8. Would you like to help us between now and the presentation of our proposal in August? Yes8% Possibly28% No64% If yes, or Possibly, in what way? Slide 14 14 Proposal by Subud Britain Survey Question 9. If we were to win the bid to host the 2018 Congress in Britain, would you be interested in helping in some capacity? Yes21% Possibly58% No21% If yes, or Possibly, in what way? Slide 15 15 Proposal by Subud Britain Which Subud World Congresses did you go to, or are planning to go to? Survey Question 10. Which Subud World Congresses did you go to, or are planning to go to? 1st - 1959 Coombe Springs, England4% 9th - 1993 Amanacer, Colombia15% 2nd - 1963 Briarcliffe College, NY, USA1% 10th - 1997 Spokane, Washington, USA34% 3rd - 1967 Tokyo, Japan2% 11th - 2001 Bali, Indonesia18% 4th - 1971 Cilandak, Indonesia10% 12th - 2005 Innsbruck, Austria38% 5th - 1975 Wolfsburg, Germany20% 13th - 2010 Christchurch, New Zealand22% 6th - 1979 Toronto, Canada7% Not yet been to a Subud World Congress15% 7th - 1983 Anugraha, England58% 14th - 2014 Puebla, Mexico21% 8th - 1989 Sydney, Australia18% 15th 2018 (location to be decided)29% Slide 16 16 Proposal by Subud Britain 10. Which Subud World Congresses did you go to, or are planning to go to? Slide 17 17 Proposal by Subud Britain Choosing a host country Criteria for the decision 1. 1. Fair rotation amongst countries that are able to play host. 2. 2. Accessible to members from as many countries as possible. 3. 3. A comfortable & safe area for Subud members, families, young & old. 4. 4. Commitment and enthusiasm by members of the host country. 5. 5. The necessary range of skills and experience. 6. 6. Ability & enthusiasm to communicate & learn from past experience. 7. 7. The necessary capacity and range of rooms and spaces. 8. 8. A central social hub for natural mixing The Heart of the Congress. 9. 9. Sufficient accommodation of all types close by. 10. 10. Local Subud communities, tourist attractions & areas of interest. 11. 11. Use of the best processes and modern technology for effectiveness, cost saving and higher quality of experience for us all. Slide 18 18 Proposal by Subud Britain An appropriate time for Subud Britain? 57 years ago in 1957, Bapak visited Coombe Springs in England and Subud started in the west. Britain hosted the 1 st World Congress in 1959 and 7 th in 1983. 2018 would be 35 years after the last time in the UK. Active membership today of 1200 in 50 meeting places. Wealth of knowledge and experience gained from big meetings and annual National Congresses Great capability and enthusiasm from our members: 91% of those surveyed said they would attend and 79% said they would like to help in some capacity. An opportunity to generate and spread enthusiasm and energy, helping to revitalise Subud. Slide 19 19 Proposal by Subud Britain Subud Britain annual UK Congresses have similar effective activities Kejiwaan - Big Latihans, testing, personal development. The Delegate Programme the development of Subud. Meeting people old and new friends from our Subud family. Walks, visits, local culture & tourism a social time together. Workshops and activities for our development and interests. Families and Childrens programme including a Crche. Youth programme that enable teenagers and young members to feel welcome and involved. Sports & outdoor activities, particularly for children & families Arts & Crafts, entertainments & performances - also provide opportunities to express ourselves and work together. Using volunteers and helping to make things inclusive. Onsite accommodation, food, caf etc. Slide 20 20 Proposal by Subud Britain Our Venue Search. We looked for a Venue that could Accommodate 2,500 to 3,000 people, or perhaps more, that we envisage would come to Britain in 2018. Have a large auditorium - 1400 for plenary sessions and up to 2,500 for opening and closing ceremonies, Ibu Rahayu's talks, large concerts or entertainment. Have at least 40 different sized break-out spaces, suitable for our many activities within a varied programme. Be able to cater for a minimum of a 1000 people a day, and ideally many more than this. Have a range and variety of suitably priced accommodation from budget self catering accommodation to good quality hotels close at hand, if not on site. Slide 21 21 Proposal by Subud Britain Warwick University a most beautiful campus Slide 22 22 Proposal by Subud Britain Warwick University facilities available for us Auditoria & Large Meeting SpacesCapacity Linked (Tiered) Capacities Arts Centre Butterworth Hall1365) Arts Centre Theatre570)1935 Arts Centre Woods Scawen250)2185 Arts Centre Cinema225)2410 Arts Centre Studio140)2550 Ramphal Lecture Theatre400 9 Ramphal breakout rooms flat floored (30 50 capacities) Sciences LT3326 Sciences LT4116 Sciences LT5116 40 smaller breakout spacesMixed 1 Sports Hall Large grassed area Reception area Exhibition Area 505 m 2 Learning Grid Rootes flat floored. Panorama Suite flat floored 700 m 2 Chancellors Suite flat floored 380 m 2 Slide 23 23 Proposal by Subud Britain The Accommodation and Catering on site Bedroom TypeRoomsPeopleSingleDoubleFamily Single standard (shared bathroom) not for children.930 Single standard bedrooms set in flats. Suitable for families. 574 Single en-suite870 Twin en-suite62124 Double room (4 foot bed only)440880 Hotel standard bedroom200400 200 ----- Total:3076377818001204574 The number and type of bedrooms that have been provisionally allocated for us are: Catering Several restaurants, cafs and bars available on site offering a wide variety of foods that we will specify. All 3,500 of us could eat in the available restaurants. We will consult with you so and then design the scheme to make it most suitable for everyone. Slide 24 24 Proposal by Subud Britain Other facilities Comprehensive simultaneous translation facilities Massive AV screens for use inside and out Stream live video around the world, or delayed for time zones Free car parking, although the campus is walkable Free WiFi throughout the entire campus Extensive site includes woodland and several large lakes The Arts Centre Cinema showing films every night. Excellent security and naturally safe. No need for locked doors, pin codes or swipe cards during the day. Sport facilities including tennis, swimming, fully equipped gymnasiums, badminton, table tennis, aerobics, numerous outdoor pitches, trampolines, impressive indoor climbing centre. Abundance of areas and spaces to relax, enjoy peace & quiet, or for thoughtful / exciting conversations with new & old friends. Slide 25 25 Proposal by Subud Britain Warwick University in the heart of England At the hub of the motorway network. Close to International Airports and rails stations: 55 to London, Euston Station. Close to historic castles and Stratford-upon-Avon, the birthplace and home of William Shakespeare. Slide 26 26 Proposal by Subud Britain Extensive range of facilities at Warwick Slide 27 27 Proposal by Subud Britain Some tourist sights - close to Warwick Slide 28 28 Proposal by Subud Britain Some other tourist sights in Britain Slide 29 29 Proposal by Subud Britain The Content of our Congress Kejiwaan to be at the core of the congress. Large daily Latihans Dedicated quiet room for Bapak & Ibu talks. Video DVDs and Audio DVDs for Bapak & Ibu Rayahu talks. Kejiwaan workshop programme Personal testing The delegate programme The Wings Families & Children Crche Youth Congress TV plus Other Workshops Slide 30 30 Proposal by Subud Britain The Quality of the experience Consider the total experience of a member, e.g.: first thoughts about going to a congress (perhaps for 1 st time) Finding out about what it involves Booking, preparing, travelling, arriving, Spending time there (whatever their interests) Departing, returning home to groups, telling the story Connecting with others after the experience Continuing with the development between congresses? Lets plan and work on many ways to improve this experience Use modern technology to enable an improved experience and lower costs. Eg: World Congress App Booking and Registration system A member friendly congress eg for UK congress: Getting rid of cancellation fees, big barrier to booking. Using volunteers Angel thinking Slide 31 31 Proposal by Subud Britain Travel and Visas Striving to make it an inclusive Congress Dedicated team to assist members with Visa Applications Direct contact with embassies concerned if needed. Experience in previous years challenging in some cases, members can gain access to the UK from almost all countries. Access from Africa (e.g. Nigeria), South America (e.g. Colombia), Israel, Bangladesh and Pakistan has been easily managed. Travel within Britain excellent and easy short distances Travel to Britain Deals with the airlines to reduce travel cost Possibility of much larger savings by charter flights on major routes. Slide 32 32 Proposal by Subud Britain Public Relations Plan Goals To be defined. Might be.... To protect the image of Subud and help to develop external perceptions so that Subud is more widely perceived as a peaceful, tolerant, multi-faith organisation that welcomes members from all faiths who wish to follow the worship of god. Strategies Establish agreed policies, goals and objectives Produce an appropriate plan to include the following strategies: Develop prepared material suitable for proactive and reactive communications including a pre-appointed 'Crisis Management Spokesperson'. Communicate the forthcoming Subud World Congress in a suitable way in local and regional media. Have a small team of suitably competent people who will be able to engage with the various media in the way that is planned. Provide an information / visitor centre on site where anyone wanting to know more about Subud and requiring explanations etc., can visit to satisfy their curiosity and interest. Slide 33 33 Proposal by Subud Britain Marketing a World Congress involves 4 stages: 1. 1.Finding out what members value and what they dont value. - Use an extended online survey for all members. 2. 2.Discovering the way to provide more elements that create value and less that provide negative value. - Use knowledge and experience, creative thinking and known techniques. 3. 3.Communicating the new value package to members so that more will be likely to come and enjoy our Congress! - Use done traditional communication channels and also new ones - emails, forums, blogs, YouTube and social media. 4. 4.Delivering the value that has been promised so that everybody is satisfied, and hopefully delighted! - Manage, organise and run the Congress with maximum involvement and participation of members all over the world. Slide 34 34 Proposal by Subud Britain Examples of Questions for everyone to be pursued worldwide using an online survey 1. 1.How long should World Congress be? 2. 2.What are your catering preferences? 3. 3.Shall we keep the Cinema open or not? 4. 4.Interested in Charter flights to reduce cost? 5. 5.Should we use Congress surpluses for future Congresses? 6. 6.Financials including payment methods & Helping Hand funds. 7. 7.How many would like to stay on after the congress to visit Subud communities, and see some of the sights? Subud members in Britain want to offer this. Slide 35 35 Proposal by Subud Britain The business Plan We are aiming to make it as low cost as possible to enable many more to come. Great opportunity as the venue is really big enough to manage over 4,000. Proposal to use surplus from previous congresses to support following congresses. Seems fair and sensible. We should check if most members what this. Have established the low cost self catering accommodation. Scope for more cost saving in formal negotiations. Draft budget drawn up based on 12 days. Attendance in the budget is conservative with 3100 unique visitors and average number per day of 2700. Expenditure & income around $4m, much greater than normal because we would control the booking of accommodation as well as the food. Needs to be tightly managed with huge savings possible with good management, negotiation, creative thinking and use of new technology. Slide 36 36 Proposal by Subud Britain Summary of Expenditure & Income 2014 prices EXPENDITURE BUDGET WCOT & WSC Costs$195,200 Venue - Rooms and Areas$807,665 Events$33,600 Other Costs - Venue & Ancillary$306,505 Sub total$1,342,970 Venue - Accommodation$1,722,860 Venue - Catering$664,569 Sub total$2,387,429 Total Expenditure$3,730,399 INCOME BUDGET Accommodation$1,753,097 Registration fees$1,267,886 Catering$681,511 Helping Hand Contributions$48,000 Total Income$3,750,495 SURPLUS$20,096 Slide 37 37 Proposal by Subud Britain If this proposal is chosen what then? We would as soon as possible: 1. Liaise with the new WSA officers to develop relationships and get their inputs. 2. Conduct an online survey to find out what all members in the world would like. Direct approach to quickly reach thousands of members to get their views concerning their needs, wishes and opinions information to guide the congress design. 3. Start planning early and let people know how the plans are developing. 4. Set up communication channels and keep them open to help grow the awareness of the 2018 congress and encourage related activity over the 4 years before the Congress, not just in the last 2 years. 5. Negotiate with Warwick to improve the value of what is on offer and bring the cost down further for members. Slide 38 38 Proposal by Subud Britain How good is our proposal? (Assessing against the Decision Criteria) 1. 1. Fair rotation amongst countries that are able to play host. 2. 2. Accessible to members from as many countries as possible. 3. 3. A comfortable & safe area for Subud members, families, young & old. 4. 4. Commitment and enthusiasm by members of the host country. 5. 5. The necessary range of skills and experience. 6. 6. Ability & enthusiasm to communicate & learn from past experience. 7. 7. The necessary capacity and range of rooms and spaces. 8. 8. A central social hub for natural mixing The Heart of the Congress. 9. 9. Sufficient accommodation of all types close by. 10. 10. Local Subud communities, tourist attractions & areas of interest. 11. 11. Use of the best processes and modern technology for effectiveness, cost saving and higher quality of experience for us all. Slide 39 39 Proposal by Subud BritainConclusion Every World Congress presents a Every World Congress presents a tremendous opportunity We believe this is a proposal for 2018, that: Meets all the important criteria for an excellent World Congress Has the full support of members in Subud Britain. Is fitting for the current situation in Subud Encourages all members to express their views and engage Provides a way to help unite and develop Subud in the World Would produce an excellent World Congress, with a direct impact on as many as 4,000 attending, and further benefit to members Worldwide. If this proposal is chosen: Members in Subud Britain, would enjoy taking on the challenge, working together, preparing for the Congress and welcoming you for your extended time in Britain. Marcus Hamilton and the World Congress Bid Team For Subud Britain Marcus@Hamilton.eu.com