Guidelines for Host Country
Choice of Country:
Representatives from at least three countries may vie for the opportunity to
host the SIGNIS Asia Assembly. From the three offers the officers of Signis
Asia Board will make the final decision on who will host the SIGNIS Asia
Assembly.
Flights and Local
Transportation in Host Country:
Countries wishing to host the SIGNIS Asia Assembly (SAA) must have regular
International flights and easy access to airports and city.
Entry Visa for Delegates and
Participants:
Visas to enter the country should be easily available An invitation letter by
email and postal mail should be sent to the delegates/participants needing
entry visa to enter the territory of the host country 3 months before the scheduled
SAA Assembly. For formality sake, the invitation letter should state that the
host country will pay all the expenses of the delegate/participant during
his/her stay in the host country. There might be cases where the invitation
letter is not substantial. In such case and additional legal documents like
company registration or income tax may be required for visa application. These
should be readily available as supporting documents for the
delegate/participant upon request. In extreme cases when a supporting documents
is needed to meet the deadline of visa application, the host country must send
the document by a courier company e.g DHL, Such expenses will be born by the
delegate/participant requesting the documents.
Coordinator:
A local SAA coordinator/chairperson must be appointed by the host country, to
liaise with officers of the SIGNIS Asia Board. This person must have a fair
knowledge of management with an understanding of SIGNIS orientation. To provide
support staff/volunteers to help the various team during the Assembly. (The
teams include; Host SAA Website, Welcoming, Entertainment/Culture, Study Days,
Business Day, Secretariat, Fundraising, Meals, Hotel, Documentation,
Transportation, Mass, Ticketing, City/Country Tour, Local Guest Invitees, Local
Media/Press Liaison, SAA publications and Marketing, Exhibition and Shows) To
brief the local Bishop in charge of Social Communication and local Church
authorities about the Assembly. The coordinator is be conscious of NGO’s and
other religious and secular Institutions involved in Social Communication in
the Country. They should be invited to participate in the Assembly as
presenters, observers and guests.
Facilities:
To maintain a full-fledged secretariat during the entire SAA with adequate
facilities such as phone, fax, projectors, photocopy, machine, SLR/video
cameras, computers/printers with internet connections. The seminar center must
be located in a fairly quit location, equipped for conferences with
air-condition facilities. Hotel/Lodging to accommodate at least 60 participants
(single and double occupancy rooms) A minimum of two LCD projectors with
laptop/DVD players must be provided with an acceptable sound system for
presentation and screening. A minimum of 4-5 common computers with internet access
for delegates/guests to check their emails during break time. Where possible
the meeting room maybe equipped with Wi-Fi for easy internet access for
delegates/participants having laptops. Costs:
Must be able to provide decent board and lodging for US$30 –US$40 per day per
delegates/participants. May charge a registration fee of not more than USD $50,
as a subsidy for seminar kit, local transportation, visits to exposure sites
and incidental expenses. Costs related to the study days (travel and honoraria
for resource person/s) subject to availability of grants from SIGNIS Asia
Board.
SA Assembly Duration:
The Signis Asia Assembly is usually held for 7days inclusive of arrival and
departure dates. (Exceptions apply to those arriving and departing from countries
with no daily/direct flight. They might arrive/depart one day early/late.)
One Day – Arrival
Two Days – Study Days
One Day – Break/CityTour
Two Days – Business Days
One Day – Departure
Screening Committee (SC):
OPTIONAL
The SC is composed of two elected officers plus the SA Secretary. In addition,
the Secretary General or President of SIGNIS World joins the SC. The team
composed of FOUR officers usually arrive three days before the Assembly to
screen project proposals for Asia Region. The Host country should prepare the
accommodation of the team and a quiet room to work undisturbed during those
three days. All expenses of the SC during the three days is paid by SIGNIS Asia
Secretariat. The accommodation of the SIGNIS World representative is paid by
Brussels.
All project requests documents (Hard Copy) submitted to the two SC members,
except the original documents submitted to the SIGNIS Asia Secretary MUST be
burnt or surrendered after the screening process is complete in the presence of
one SC member and one SIGNIS Asia Board member.
Gratis for two SIGNIS world
representatives:
As a sign of hospitality, the Host Country is requested to waive the
registration fee, board and lodging expenses of two (2) official
representatives from SIGNIS World; namely the President and the Secretary
General. The President and the Secretary General however, pay their own
air-travel expenses to join the assembly as a sign of support and solidarity to
SIGNIS Asia.
Documentation:
(Video/Photographs/Transcribe):
The Host country must document by video and still photographs the highlights of
the proceedings of the SA Assembly. It is encourage to document from the start
of the Study Days to the end of the Business Days. (5days)
The host country is to document/transcribe the proceedings/lectures of the
Study Days. If a native language is used as the medium the host country is to
translate to English.
The host country is expected to compile and edit the video images, participants data, study days documents, country reports, power-point presentations and any other relevant information in to one DVD and distribute to the participants after the closing of the SAA.
Publicity: (Media/Press
Liaison)
In order to raise the profile of SIGNIS in the secular media. The Host Country
must arrange a press conference at the opening/daily/closing of the SA
Assembly. The officers of SIGNIS World/Asia must be notified at least one day
in advance.
A SIGNIS Asia Assembly online registration blog/website must be created by the
host and linked to the Signis Asia website. All important information about the
country, airport, maps, tour, assembly program and other announcements should
be posted in this separate website and updated promptly.
Eucharistic Celebrations:
A daily Eucharist celebration (morning) must be arranged whenever possible.
Where possible a quite place (room) for meditation need to be set up for
delegates/participants/guests.
Formalizing of Host Country:
Host Country must submit the following to the SIGNIS Asia Board/Secretary
BEFORE hosting the Assembly:
Formal letter to the SAB accepting to host in their country with the guideline
set by the SAB Host chairperson to write a formal letter notifying the local
Social Communications Bishop and Local Bishop with a cc to SAB Duly filled up
Hosting form 2 (Only if Study Days are conducted) Please see attached
Documentation Achieve:
Host Country must submit the following to the SIGNIS Asia Board/Secretary
AFTER hosting the Assembly:
Applies only if Study Days was conducted in host country: An Audited expense
sheet with original receipts and payments-to be submitted within 90 days after
the Assembly. Video edited Master copy of the event of not more than 50 minutes
in duration. (one NTSC and one PAL mini-DV tape and one DVD)
Still photographs of the entire Assembly, including group photograph to be
saved in a CD A complete list of mailing address, email and telephone of
delegates/participants/guest/observers Special Note:
SIGNIS Asia Assembly can be managed and concluded within three/four days of
Business Meeting& Members sharing without Study Days.
The host country is encouraged to find sponsors, benefactors through creative ways to add to the fixed registration & board and lodging fees collected from the delegates/participants