GA-2013 Call for Hosts

PPI Conference Call for Hosts

This is the list of requirements for an offer to host the next PPI General Assembly

The Pirate Parties International calls for offers of hosting the annual conference.

• The deadline for sending in the offers is December 25th, 2012.
• The conference should take place in Spring 2013.

Completed offers as well as additional questions can be sent to the PPI board <board@pp-international.net> and will be published on this page.

Timeline:

• 04.12.2012 - publishing the call for offers
• 25.12.2012- deadline for applications (+3 weeks)
• 03.01.2013 - mumble conference with all offers./public offer opening.
• 08.01:2013 - announce winners. (+1 week)

Requirements

This is required from the offers. You can always add more information to your offer!

Date

Info:

• Conference will take place on a week-end.
• It will last for 2 days (Saturday/Sunday).
• The first day (or most of it) will be reserved for an open space conference.
• Social events planned on Friday or Saturday evening (to be paid by participants or sponsored)
• Preferable to have access to the Venue on Friday for setup of the conference

Mandatory requirements:

• Dates
• Offering Party
• Information on the venue
• Infromation on Social events planned

• List of dates the conference can take place

Offering Pirate Party

Info:

• Your party does not need to be a member of the PPI.
• Countries from every continent can deposit an offer.
• Regional or local parties can deposit an offer.

Mandatory requirements:

• Name of the Pirate Party planning the conference
• The offering party is required to sign a contract. (If your Party is not a legal personality who can sign contracts, you need to find someone who can sign on your behalf)

Place

Info:

• Accessibility:
  • Easily accessible via public transportation
  • International airport and train station nearby (International guests have to be able to reach the location of the conference without too much trouble. We don't necessarily require an international airport right next to the venue, but the nearest airport should at least be connected to an international hub, so that international guests don't have to change planes too often.)
  • Address must be found by GPS/Navi
  • Parking nearby

• Venue:
  • Size: place for 150-200 people
  • Chairs for all people
  • Tables for the majority of the people
  • Access possible for disabled persons
  • Sound system: at least 3-5 Microphones, Speakers, Mixer, Sound-Operator. Microphones must be able to be used by the audience.
  • Video: beamer/screen necessary, must be big enough to read from the last rows of the venue
  • Facilities
  • Separate rooms for conference production (at least 10 sqm), press center (at least 15 sqm), rooms for open space conference workshops (4 to 9, or possibility to divide the main room into small groups)
  • Electricity: must handle beamer, light, and use of laptops of the majority of the guests. Plugs available for a majority of the seats.
  • Internet access for all guests. Must be reliable and fast enough for streaming. (Better a dedicated uplink for streaming with at least 2Mbps)
  • Streaming: audio streaming of the entire "official" part of the conference is a must, video streaming highly suggested.
  • Catering is not a must. However information on local restaurants/malls is a minimum.

Mandatory requirements:

• Accessibility:
  • Address of the venue
  • Distance (km) and time of the closes train station and airport

• Venue:
  • Size of the venue (people, m^2)
  • Number of chairs and tables
  • Access for disabled persons?
  • Details on the sound equipment
  • Details on the video equipment
  • Facilities?
  • Details on the electricity setup
  • Details on the Internet setup
  • Details on the streaming setup

Bonus:

• Accessibility:
  • Possibility to put up signs on public places with directions around the venue
• side rooms for open space conference workshops

• Venue:
  • Pictures of the venue
  • Stage in venue
  • Wardrobe
  • 1-2 extra rooms (e.g. for press, organization team)
  • Possibility to decorate (e.g. flags, posters)
  • A lot of plugs
  • Video streaming possible (big bonus), including beamer content
  • Catering
  • Many journalists present

Team

Info:

• One local project leader, easily reachable by phone/e-mail/jabber/SIP.
• Team of at least 10 people dedicated to plan the conference
• Team of at least 20-25 people over the week-end at the location

Mandatory requirements:

• Contact data of the project leader
• Size of the planning team
• Size of the team at the location

Bonus:

• The more people the better.

Budget

Info:

• No limit (Offers should include any form of funding that can be provided: support by the authorities, third parties, regional funding etc. At the end we will decide on an offer also based on how realistic it is that we can get the budget, so the more funding possibilities you offer the better the chance are for your offer to be successful.) PPI has secured sponsoring for at least 3000 Euro.

Mandatory requirements:

• Approx. costs of the conference (total and summary detail)
• Funding possibilities (e.g. local/regional/national funding by the authorities or private organizations)

Bonus:

• Additional funding concept (like possible sponsors, public funds that can be used, etc.)

Accommodation

Info:

• Hotels/hostels nearby
• Possibility of staying overnight at the venue

Mandatory requirements:

• Approx. number of hostels/hotels near venue
• Approx. costs for accommodation

Bonus:

• Transport hotel/hostel to venue
• Approx. living costs in the city of the venue

Template

You can use this template to sent in your offer. You can add to or modify the template if you have additional details about your offer.

 DATE
 
 Date of the conference: (can be a list of alternatives)
 
 OFFERING PIRATE PARTY
 
 Your name: (Pirate Party)
 
 PLACE
 
 Address of the venue: 
 Distance and time to the closest train station and airport: 
 
 Size of the venue (people, m^2): 
 Number of chairs and tables available: 
 Access for disabled persons: Yes/No
 Details on the sound equipment: 
 Details on the video equipment: 
 Details on the electricity setup: 
 Details on the Internet setup: 
 Details on the streaming setup: 
 
 Wardrobe: Yes/No
 1-2 extra rooms: Yes/No
 Possibility to decorate (e.g. flags, posters): Yes/No
 Catering: 
 
 TEAM
 
 Contact data of the project leader: (name), (e-mail address), (telephone number), (JabberID), (SIP address), (Skype)
 Size of the planning team:
 Size of the team at the location:
 
 BUDGET
 
 Approx. costs of the conference: (total and summary detail)
 Funding possibilities: 
 
 Additional funding concepts: 
 
 ACCOMMODATION
 
 Approx. number of hostels/hotels near venue: 
 Approx. costs for accommodation for 2-3 days: 
 
 Approx. living costs in the city of the venue for the time of the conference: 

Submited Offers for Hosts

France, Paris

France 2013 PPI GA hosting offer - v2

DATE

Date of the conference :

• April 13th & 14th.

OFFERING PIRATE PARTY

Parti Pirate / Pirate Party of France

PLACE

Address of the venue:

• AGECA, 177 rue de Charonne, 75011 Paris

Distance and time to the closest train station and airport:

• 3 minutes walk (250m) to subway station Alexandre Dumas (Paris, line 2).
• Alexandre Dumas is at 50 minutes from Roissy Charles de Gaulle airport, 1h from Orly airport, 2h from Beauvais airport (Ryanair).
• Alexandre Dumas is inside Paris, at around half an hour from any Paris main train or bus stations (Gare du Nord, etc.)

Details on the venue :

• Size of the venue (people, m^2): capacity 175 persons, 150m2.
• Number of chairs and tables available: 175 seats, table for the scene, folding tables available for the audience if needed.
• Access for disabled persons: Yes
• Details on the sound equipment: They provide their own equipment, with microphones (including at least one wireless)
• Details on the video equipment: They have a video-projector and a screen.
• Details on the electricity setup: 15-20 power outlets, possibility to use multiple power strips.
• Details on the Internet setup: Wi-Fi available for the audience, Ethernet cable for the scene.
• Details on the streaming setup: They are testing this year a new streaming service. It will be free of charge, but with no guarantee on the result. Some tests were previously made, recordings are available here : AGECA's ustream channel
• Wardrobe: No, but we probably can arrange something inside an additional room.
• 1-2 extra rooms: Yes. Several options are available, all priced.
• Possibility to decorate (e.g. flags, posters): Yes, inside the room. Possibility to put arrow signs from the outside.
• Catering: No.

Pictures :

• See the various rooms pictures on AGECA's website.

SOCIAL EVENT

Since the event shall take place in Paris, there are many places a social event can take place at. We already have some ideas and we have a person in the planning team which is in charge of the social event.

TEAM

Project leader :

• Maxime Rouquet
• Mail : maxime.rouquet@partipirate.org
• Phone : +33 6 13 09 37 95
• Jabber : maxime.rouquet@gmail.com

Planning team :

• Maxime Rouquet : Coordinator
• Gabrielle Weisenberger : Venue location
• Mathilde Cameirao : Restaurant reservation
• Nathalie Demarest : Additionnal social events & Voting material
• Romain Rivière : Financial transparency
• Mistral Oz : Coordination with PP-FR leadership level
• Stéphanie Geisler : Accomodation — couch surfing
• Anouk Neeteson : Reception of participants / ecology & waste disposal
• Benoit Sourd-Blévin : Technical control
• Paul Berettoni : Helper

Team at the location :

• 30 people (10 from planning team and around 20 volunteers from Île-de-France region

counting ~300 members).

BUDGET

Approx. costs of the conference (total and summary detail) :

• Venue :
  • Prices :
    • 830€/day for the main room (175 seats)
    • 130€/4h for a medium room (40-70 seats)
    • 52€/4h for a small room (20 seats)
    • Rooms can be booked for morning (9-13h), afternoon (14-18h), or evening (19-23h)
  • Alternate rooms already booked (each one can be canceled at will, others might be available but we cannot promise) :
    • Saturday morning : 1 medium room (130€),
    • Saturday afternoon : 2 small rooms (104€),
    • Sunday morning : 1 small room (52€),
    • Sunday afternoon : 2 small rooms (104€).
  • Total
    • 1660€ for the main room
    • 390€ for the additional rooms)
    • 2050€ total for the venue.
• Decorations, printing, etc. : 70€.
• Card Holder : 30 €
• Voting material : 40 €
• Paperboard, toilet paper & other disposable material : 100€.

Total costs: 2290€.

Optional :

• Personalized T-shirts can be prepared for 15€ each (with benefits for PPI).
• Badges : 70 €.

Funding possibilities:

• The Pirate Party of France is ready to provide an extra participation of 800€ for the conference, especially if it can help pirates from far away to make the trip to Paris.

Additional funding concepts :

• Political parties in France cannot get any help that another political party would not be given too.

EXTRAS

• Pirate Party of France is a well established Pirate Party with a thousand members and the support of 2 to 3% of the voters in areas where we have the money to support a real campaign. Our party conferences have more than a hundred attendees.
• We will have the European Parliament elections and 3 different French elections in 2014, hosting this international pirate conference could be a sign that the pirate movement is rising in Europe and a good opportunity for PP-FR to be heard in the middle of an "empty" political year in France.
• Holding the conference in Paris will allow most Pirate Parties to attend the conference.
• Paris is the most visited city in the world and French girls wines, brandy and food are the finest in the world.
• Pirate Party of France has worked a lot on financial transparency and is telling its members informed of how much is spent and what for. (We do not publish the identity of our members or donors, but we only accept money from individual citizens, and no more than 7.500€ a year.) We will be fully transparent about the money we get and spend, and we dedicate a full post of the planning team to this subject.
• Pirate Party of France agrees to sign financial engagements with the PPI, and will never spend any money without prior control and approval from the PPI board. Any money collected for the GA and not spent that way will be returned to the PPI within a maximum given delay (1 or 2 month for example).
• Pirate Party of France is capable of hosting a PPI General Assembly next spring and did not throw the towel pretending it was not possible.

ACCOMMODATION

Approx. number of hostels/hotels near venue: hundreds

Approx. costs for accommodation for 2-3 days: Prices in Paris are expensive, but a wide range of offers is available.

• Tens of French pirates will offer couch-surfing for free.
• Hostels can be found for less than 5€/person a night, but most of them will be between 10 and 20€.
• Hotels can be found starting around 15€ with very basic quality, prices rise pretty fast.

Approx. living costs in the city of the venue for the time of the conference:

• Food
  • Fast food : 5-10€.
  • Restaurants & pubs : 10-20€.
• Transports
  • Subway (Métro), bus & tram tickets :
    • Inside Paris (Any subway station is considered in zone 1, even if outside Paris.)
    • 1.70€ each,
    • 12.70€ for 10,
    • 6.40€ unlimited for 1 day (zone 1-2).
  • Regional train (RER) tickets :
    • Paris <-> Roissy CDG Airport : 9.25€.
  • Bus tickets for airports :
    • Roissy (Charles de Gaulle CDG) :
      • 10€ ticket to Paris Opéra station (60 minutes) by Roissybus.
      • 5.70€ ticket to Paris Charles de Gaulle station (50 to 60 minutes).
    • Orly (ORY) :
      • 7€ ticket to Paris Denfert-Rochereau station (20-30 minutes) by Orlybus.
      • 3.95€ in RER + 2.50€ in Bus (25+10 minutes).
      • 1,90€ ticket to Paris Porte de Choisy (50 minutes).

Russia, Kaliningrad

Offer Kaliningrad

DATE

16-­‐17.03.2013; 24-­‐25.03.2013.

OFFERING PIRATE PARTY

Kaliningrad regional department of the Pirate party of Russia

http://kaliningrad.pirate-‐party.ru/

https://www.facebook.com/groups/119560951521467/

http://wiki.pirate-party.ru/%D0%9A%D0%B0%D0%BB%D0%B8%D0%BD%D0%B8%D0%BD%D0%B3%D1%80%D0%B0%D0%B4%D1%81%D0%BA%D0%B0%D1%8F_%D0%BE%D0%B1%D0%BB%D0%B0%D1%81%D1%82%D1%8C

More than 20 active party members Program: http://program.kaliningrad.pirate-‐party.ru/

Founding date: 07.2012.

PLACE

Address of venue:

Hotel Radisson,

236010,

Russia,

Kaliningrad,

Pl. Victory, 10

Tel. +7 4012 59 33 44

Fax: +7 4012 593345

info.kaliningrad@radissonblu.com

Distance and time to the nearest train stations and the airport:

• to the airport 23 km = 33 min.
• to the railway station 3,6 km = 5 min.
• to bus station 5,1 km = 6 min.

Size of the venue (people, m^2): 150 people/261,51m2

Number of chairs and tables: 20(on 8 people)/150

Access for disabled persons: yes

Details on the sound equipment: 2 Portable speakers, 1 sound amplifier; 1 powered mixer; 2 vocal wireless microphones)

Details on the electricity setup: 1 point 3 phase – 20kilo watts. From this point we will be able to do routing on 150 notebooks.

Details on the Internet setup: Streaming audio and video – 2megabits per second per point. (Total-­broadband for 50 megabits)

Wardrobe: yes

1-­2 extra rooms: yes

Possibility to decorate (e.g. flags, posters): yes

Catering: yes

Possibility to put up signs on public places with directions around the venue: yes

Wireless internet included, no additional cost

Journalists present: all local media + federal media, Kaliningrad is geographically close to European media centres, so we expect their attendance too.

Languages: Russian, English, German

TEAM

Contact data of the project leader:

Miroslav Kardakov antananarivec@gmail.com

+7-­‐952-­‐110-­‐00-­‐44

+7-­‐963-­‐738-­‐83-­‐96

Skype: Miros..love

Facebook: https://www.facebook.com/mkardakov

Size of the planning team: 5 people

Size of the team at the location: 20 people

BUDGET

Approx. costs of the conference (total and summary detail):

1.Conference:

• the main hall of 1150 Euro/2days on 8h
• meeting rooms (2) 260 Euro/2days
• cost of additional equipment 540 Euro (2 wireless microphone, the presenter, technical support)
• transfer of the delegates from the airport/station to the hotel/conference venue 500 Euro
• additional costs 550 Euro

SUBTOTAL: 3000 Euro Funding possibilities: Our party is going to invest 1000 euro in organizing of the event. With the additional 3000 euro offered by PPI we don't have to collect fees from delegates.

ACCOMMODATION

There is an agreement with the hotel to provide discounts at the time of Assembly, see table.

Approximate number of hostels/hotels within the area of: 7-­12

Approximate living expenses within 2-3 days: 40-­60Euro

Band lunch/dinner next to location: 5/12Euro

How to arrive:

1. Khrabrovo airport, Kaliningrad(KGD)

2. Gdansk airport(GDN), bus Gdansk (Poland)-Kaliningrad (Russia)

3. Train Gdansk (Poland)-Kaliningrad (Russia)

4. Personal vehicles

Our party is not a juridical person, but we have the possibility to send visa invitations. The contract can be signed with Pirate Ltd.

Germany, Potsdam

GA2013

DATE

Date of the conference: 30./31.03.2013, 06./07.04.2013, 13./14.04.2013

OFFERING PIRATE PARTY

Pirate Party Brandenburg, Am Bürohochhaus 2-4, D-14778 Potsdam

PLACE

Address of the venue: Treffpunkt Freizeit, Am Neuen Garten 64, D-14469 Potsdam (pretty near to Berlin)

Distance and time to the closest train station and airport:

4,3 Km / Public Transport available / approx. 10 mins.

To/from Airport TXL – 28 km 40 mins. by car/taxi, approx. 1 hrs by train

To/from Airport SXF – 62 km 40 mins. by car/taxi, approx. 40 mins. by train

Size of the venue (people, m^2): 250 people variable Tribune

4 extra rooms for separate meetings up to 40 people

Number of chairs and tables available: as you like up to 250 people

Access for disabled persons: Yes

Details on the sound equipment: professional equipment for events

Details on the video equipment: professional equipment for events

Details on the electricity setup: professional equipment for events

Details on the Internet setup: basic Internet, intranet for the conference, extra capacity available

Details on the streaming setup: piraten-streaming

Wardrobe: Yes

Possibility to decorate (e.g. flags, posters): Yes

Catering: Yes, inhouse - reasonable prices

TEAM

Contact data of the project leader: Sebastian Krone

Size of the planning team: 10

Size of the team at the location: 20

BUDGET

Approx. costs of the conference: (total and summary detail) 3.000,00 EUR. Should be paid by participants 35,00 EUR p.p.

Funding possibilities: Looking for

Additional funding concepts: Looking for

ACCOMMODATION

Approx. number of hostels/hotels near venue: > 40

Approx. costs for accommodation for 2-3 days: from 15 EUR (Youth Hostel) up to ****Hotels, reservation-system will provided by HRS.

Camping & swimming available incl. barbeque Friday & Saturday

Approx. living costs in the city of the venue for the time of the conference: not available, minimum about 20 EUR.

Russia, Kazan

PP-RU Kazan Offer

DATE

Any weekend of April 2013:

• 06-07.04.2013,
• 13-14.04.2013,
• 20-21.04.2013,
• 27-28.04.2013

OFFERING PIRATE PARTY

Pirate Party of Russia, Kazan devision

PLACE

Address of the venue: Russia, Tatarstan Republic, Kazan, Peterburgskaya str, 52

Distance and time to the closest train station and airport: 2,5km from the nearest tram station. International Airport of Kazan operating flights from Moscow, Frankfurt, Prague, Istanbul, Tel-Aviv, etc.

THE VENUE

Itpark Kazan

Size of the venue (people, m^2): The IT-park network includes a 5-floor Business center building with open-space offices and two neighboring 2-floor buildings of Business hotel. The total square of premises is 30 000 sq. m (including two 2-floor buildings of Business hotel).

There are a few options for rooms we can book for the event. Considering the distance and visa requirements, we expect around 60 delegates to be present in the GA in person. The room for 60 people (124 m2; chairs + tables) can be transformed into a room for 100 people (just chairs). There is also the possibility to book a bigger room for up to 250 people (669m2; no tables). Up to 3 extra rooms for organizers and press can be booked (47, 35 and 31 m2).

Venue (off. Press Centre) (60-100 people): 18500rub/day (455eur)

Venue Option 2 (off. Conference hall) (up to 250 people): 27500rub/day (677eur)

Meeting room (7-40 people): 500rub/hour (12.5eur)

Audio/video: 3000rub/day (74eur)

Parking for cars and buses available

Number of chairs and tables available: up to 60 people with tables, up to 250 just chairs

Access for disabled persons: Yes

Details on the sound equipment: equipped for conference

Details on the video equipment: equipped for conference

Details on the electricity setup: equipped for conference

Details on the Internet setup: Wireless internet available, no additional cost

Details on the streaming setup: PP-RU has experience organizing streaming for their events

Wardrobe: Yes

1-2 extra rooms: Yes

Possibility to decorate (e.g. flags, posters): Yes

Catering: Yes

TEAM

Contact data of the project leader:

Sergey Kolotovchenko

e-mail kolotovchenkov.sergei(at)gmail.com)

Tel.: (+7(917)898-52-97),

Skype: sdefin

Size of the planning team: 5

Size of the team at the location: 12-15

BUDGET

Approx. costs of the conference:

• conf. room: 455eur x2 +
• meeting rooms (12,5 eux9h)x2roomsx2d +
• a/v equipment 74x2 +
• streaming 50eu +
• printing materials 250eur +
• unexpected costs 250eur =
  • 910+450+148+50+250+250 =
  • 2058euro

We are able to organize the conference in the aforementionned conditions for 2058euro. However if the Ppi board decides on further services (T-Shirts, souvenirs, venue catering etc.), we are able to provide them for the additional costs. All costs exceeding the 2058euros will have to be decided be the PPI board and will affect the budget.

Funding possibilities: for 60 paying attendees, a participation fee of 35euros is needed to cover the minimum costs of the conference. We suggest a participation fee of 35euros for early registered delegates and a fee of 50euros for late registrations (less than a month before the conference). Additional funding concepts: We hope for and encourage financial support from Pirates and Pirate Parties.

ACCOMMODATION

Approx. number of hostels/hotels near venue: Booking.com offers 34 hotels and 7 hostels in Kazan Approx. costs for accommodation for 2-3 days: room rates start from around 30euro per DBL room per night

Approx. living costs in the city of the venue for the time of the conference: lunch or dinner in a restaurant for 12.5-25euro

Rum 3.5euro/50ml

Vodka 0.98eur/50ml

Update

Transport to KAZAN :

1) Direct flights from ISTAMBUL (every day) and from PRAGUE, MÜNCHEN, FRANKFURT (several days a week).

2) Transfer flights via MOSCOW or ISTAMBUL.

3) FROM MOSCOW :

a) 1,5-2 hours flight

b) 14 hours train trip (beautiful landskapes!) : night trains leave from 6pm to 0,30am, so you sleep in the train and wake up already in

KAZAN'; prices :

• 15 EUR sitting car
• 26 EUR economy class sleeping car
• 57 - 85 EUR sleeping 4-berth compartments
• 106 EUR «luxury» sleeping 2-berth compartments

The most exciting way for those who love travel is to come to Moscow, visit the Lenin's Mausoleum and take the train to KAZAN'. The rule is : the cheaper is the ticket — the more exciting is the trip.

We are happy to meet peolpe in Moscow and show them around.

Distances in KAZAN' to the Pirates Spot :

1) From the railway station: 3,1 klm - by car or 2,5 klm - on feet (we shall meet our guests, don't worry to be attacked by a bear in the middle of the street!)

2) From the airport : 24 klm by car or 30 minutes by train express till the railway station.

KAZAN' — is the capital of TATARSTAN, national (ethnically different) republic of the Russian Federation.

53% of the population are TATARS. So this creates a fantsatic mix of Eastern and Western cultures, Orthodox christians and Muslims have been living hereturies, mention also ethnic traditions of TATARS.

We count on getting financial help from the administration of the Republic of Tatarstan and are working on inviting local sponsors. We also have peolpe who will help us organise cultural events and fun. Video

In summer KAZAN' holds international UNIVERSITY GAMES, all the city gets prepared to them. More on KAZAN' in English: http://kazan2013.ru/en/about_kazan

MINIMAL BUDGET :

2058 euros (60 persons at the tables or 100 persons at cold table / buffet lunch (шведский стол)

2502 euros (250 persons at cold table / buffet lunch)

35 euros participation is optional (and not mandatory), but for this money we would hire buses and room for a party etc.

We can also organise sending out of official invitations for obtaining Russian visas. Rum 3.5euro/50ml