Background

The 2004 World Congress of Esperanto took place in Beijing, China.   The next world congress will be held in Vilnius, Lithuania from 23 -30 July 2005.   It will be the 90th in a series which began in 1905 in Boulogne-sur-mer, France.  Although there are during any year many other smaller congresses, conferences and seminars which use Esperanto as their sole language, the World Congress is the largest and attracts members from the widest array of countries.  The following paragraphs describes the Universal Esperanto Association, which organises the World Congress, and outlines the general format followed.  For full details of the 2005 congress in consult the Association's own pages.

Universal Esperanto Association - The main Esperanto organization in the world

The Universal Esperanto Association (UEA) is the international non-governmental Esperanto organization with longstanding special relations with the United Nations and with UNESCO.  The Association is by far the largest of the various international organizations promoting the use of the international language Esperanto.  It has members in 115 countries.  There are 62 national Esperanto associations affiliated to the Universal Association and a further dozen national organizations working closely with it.  There are also more than 50 specialist and professional international organizations, which use Esperanto and have memberships worldwide.  Many of these specialist organizations hold their own conferences, in which Esperanto is the working language.

Representatives in 70 countries all over the world

In order to simplify contacts and to improve the quality of services to its members, the Universal Esperanto Association has a network of delegates, or representatives, in hundreds of cities in some 70 countries.  There are two types of representatives: professional ones for services in various fields of professional or special interest or activity and general ones authorized to give information on the work of the Association and to represent it in their city or town.  They also normally take part in the activities of the Association.  There are also youth delegates and one of the most popular features of their network is in the tourist accommodation field.

Decision making: The Executive Board and the Director General

The main legislative organ of the Association is a committee consisting mainly of national representatives; a less numerous executive board represents professional organizations and individual members.  The committee meets once a year, during the annual world congress.  The Executive Board consisting of 7 to 9 members meets 2 to 3 times a year.  The range of its authority is very large, although the most important policy decisions are made by the committee.  The decisions are carried out through the Association's headquarters in Rotterdam.  Here is also the seat of the Director General, who is authorised (on behalf of the Executive Board) to represent the Association and its interests.  He is the key person in preparing all decisions to be presented and proposed to the Executive Board, which makes the final decision about the venue of world congresses.

The Congress Secretary and Congress Section

The Association has a permanent Congress Secretary, responsible to the Director General and the Executive Board, authorized to represent the interests of the Association in all matters related to world congress.  Once the decision about a congress venue has been made, he is also entirely responsible for the congress organization.  The Association's congress section performs the major part of the administrative work: promotion, registration, financial records, correspondence, editing congress publications, arranging cultural and entertainment programmes, lectures, accommodation, tours and the many other associated matters.

The Permanent Congress Secretary is also responsible for development and research on the congress market, study of the venues, and the follow-up within the convention industry, relations with professional associations, fairs and exhibitions etc.  He also has an advisory role in selection of the new venues.

The Annual Congresses

The Universal Congress of Esperanto is probably the congress with the longest tradition among the international conventions, with an unbroken continuity of almost hundred years.  Congresses have been held since 1905 every year, with the exception of the years of the two World Wars.  This gives the Association a kind of pioneer character within the Congress industry.  The Universal Esperanto Association has thus about 100 years of experience in congress organizing, and is very proud of this tradition.

Universal Congresses take place every year and gather on average about 2000 participants.  Siince the Second World War it has varied from 800 to 6000 depending on the venue.  The average number of countries represented is about 60.  Some specialized organizations also gather a few hundred participants in their annual meetings.  The Universal Congress usually takes place in the last week of July or first week of August, beginning and ending on a Saturday, 8 days in total.

There are also annual congresses of the youth section.  Youth congresses gather 300 to 1000 participants.  Prior to or immediately after the Universal Congress of Esperanto some other Esperanto organisations also hold their meetings and conventions as well, such as: Union of Esperanto Teachers (200 to 400), Ecumenical Esperanto Union (300 to 500), Union of Blind Esperantists (100 to 300), Union of Esperanto Speaking Medical Personal etc.  These organisations have their independent organisational structures but the Universal Esperanto Association can mediate contacts.

The Congress Venue

Universal Congresses of Esperanto have been held in all types of facilities: convention centres, concert halls, hotels and fairs convention premises, universities etc.  But, considering the size of the Congress, the Association prefers to hold its congresses in multifunctional and self-sufficient environments and in premises located rather in the downtowns or in their vicinity than out of the cores of the cities.  The Association tries to organize a congress outside Europe every 3 to 4 years, in order to support the movement in other continents, and inside of Europe to migrate equitably between southern, northern, eastern and western and central regions of the continent.

Meetings and tourism hand in hand

Another characteristic of Esperanto congresses is the very diverse programme of events.  In one brief, concentrated week time is given not only to business meetings but also to lectures provided by our own and other Esperanto organizations and presentations depicting the progress in Esperanto cultural work during the year.  A tourist part is of no less importance.  One of the seven congress days is devoted to various trips in the surrounding area.  Half day tours, starting every day, are also very
popular.

The History and Future Plans

In 1997 the congress took place in Adelaide, (Australia), in 1998 in Montpellier France), in 1999 in Berlin (Germany).  After that, World Congresses of Esperanto have been held in Tel Aviv (Israel) in 2000, Zagreb (Croatia) in 2001, Fortaleza (Brazil) in 2002, Göteburg (Sweden) in 2003 and Beijing (China) in 2004.  The next scheduled congresses will be held in Vilnius (Lithuania, 2005) and Florence (Italy 2006).  The year 2007 (and after) is still open and the Association welcomes bids.

Criteria and terms

The Association has certain criteria in mind when choosing a venue, for example: the importance of a country from the viewpoint of the Esperanto movement (e.g. need of support and impulse for the development of the national or regional movement) existence of a strong national movement in the country of venue (which could support the preparation and realization of the event) and material conditions.

The Congress has to be officially invited by an Esperanto body: e.g. national organization, local Esperanto society or similar. The invitation has to be supported by local government and tourist authorities. The country of venue (specifically, the Ministry of Internal and/or External Affairs) must guarantee that all the participants will be allowed to enter the country, regardless of their own country of origin.  The inviting body must also agree to respect the Congress Regulations and Constitution of the Association, especially those referring to its political and ideological neutrality.

As an non-profit non-government organisation (NGO), the Association is very budget-conscious and so is its Congress.  The congress has many special charms, but sober treatment of the financial matter is required.  The delegates pay most expenses from their own funds and usually are price conscious.  Many of the delegates also come from countries of the third and second worlds, and there are also significant proportions of retired people and students among the participants.  This is a common convention for common people, not a fancy meeting of executives financed by corporate funds.

The Congress itself usually can count on various subsidies from the national tourist or cultural authorities, which can often be an important deciding factor in taking the decision about a venue.

The Bid

The bid should be placed only after some preliminary contacts with the Association and with the national Esperanto-Association have taken place, and after mutual consent about the general interest to start the bidding process has been reached.  The bid should include:

- an official Invitation by a national or local Esperanto organisation, accompanied by a signed copy of the Congress Regulations of the Association;

- an official Invitation by a national tourism authority as well as by the local tourism authorities;

- an official Invitation by the City authorities;

- an official statement of the state authorities about a non-discriminatory visa policy for the congress participants, irrespective of their country of origin: a guarantee that every registered participant will be allowed access to the country;

- an overview of the accommodation facilities in all price categories, including the cheapest ones, accompanied by average prices;

- a proposal for social programs: excursions, tours, pre- and post-congress trips (3 to 7 days); gala dinners, etc.;

- a catering plan (based on assumptions that most of the service will be charged directly to the consumers).

- a budget estimate, including the price of the congress venue;

- a list of bonuses. (The usual bonuses offered are a national folklore evening, one or two receptions by the local authorities, local transportation (free or discounted) and some subsidies for special projects during the congress or a general subsidy or sponsorship.

- a promotion plan.  The promotion of the country and the venue should be covered by the local bodies.  This includes folders, posters, representation at other congresses and similar promotional activities.

- a transportation plan, including an offer regarding to make the national airline the official carrier.

- an organisational scheme, including proposals for possible partners for the Association (permanent congress secretary, destination managment, tour operators, caterers, equipment suppliers, etc.

Political support

World Congresses are usually supported by the governments and the highest authorities of the hosting countries.  The Congress has a traditional post of Patron of the Congress, which is usually performed by the head of the state.  Recently this post of honour has been accepted by the presidents of Germany, Israel and Croatia.  The Association expects a similar treatment also in the future, and that should be considered in the bidding procedure when inviting the Congress.

The Association also has a Committee of Honour, to which the most distinguished personalities of the host country are invited, supporters of the idea of an international language, irrespective of their current positions in public life, their political orientation, religious beliefs etc.

Meetings and tourism hand in hand

Another characteristic of Esperanto congresses is the very diverse programme of events.  In one brief, concentrated week time is given not only to business meetings but also to lectures provided by Esperanto organizations and presentations depicting the progress in Esperanto cultural work during the year.  The tourist part is of no less importance.  One of the seven congress days is devoted to various trips in the surrounding area.  Half day tours, starting every day, are also very popular. Usually, the Association organizes pre- and post-congress tours and conferences for those who wish to profit as much as possible from their visit to the Congress country.

Local Partners

Locally the Association needs professional assistance from a booking agent and a tour operator, or rather of one partner that could mediate all the tourist arrangements and has a good understanding of conferences and conventions, a permanent congress office or similar agency, bearing in mind that, in fact, we do not need most of the usual services of such an office. We also appreciate good cooperation with air-carriers.

Differences from other conventions

Esperanto Congresses are very specific, differing from usual international meetings quite significantly.  First of all: there is no need for interpreters.  For the participants it is one of the main opportunities to use Esperanto internationally, particularly within their own special field of interest.

Contacts are made very easily by means of the representative network.  The entire list of these is printed in the Association's Yearbook; on the Internet pages appears other important information on the Association and the Esperanto movement. Attending the Congress is meant to be a pleasure, as an integral part of the general activity for Esperanto during the year, and as a personal pursuit.  That is why a lot of cultural programs are also included: concerts, theatre plays (in Esperanto), and other social events and entertainment.  The Congress has a very informal structure and character.  The delegates usually tour a lot during, before and after the Congress.

Linguistic characteristics

The sole working language of the Congress is Esperanto and all communication with the participants is in this language.  This includes not only the speakers and the proceedings of the Congress, but also guidance on the tours, attendances at stands, issues of daily news etc.  Our delegates usually do not appreciate being approached or helped in English or other languages than the local language and Esperanto.

General scheme of meeting rooms and other premises:

Day 1 Thursday - Moving in with materials, 3 offices needed
 

Day 2 Friday -  Fixing up the premises, 4 offices needed
Setting up the book-shop (ca. 200 sq m)
 

Day 3 Saturday - Registrations (counters)
Catering premises
Committee meeting (square setup tables and chairs, 80 appx)
1 meeting room 80 appx theatre.
4 offices
Book-shop (200 sq m)
Getting together evening foyers etc.
Set up the Grand Hall

Day 4 Sunday - Opening day, Grand Hall, 2000 seats.
1 room 400 appx
1 room 300
3 rooms 200
2 rooms 80/100
4 rooms 60
2 rooms 30
4 offices
Bookshop (200 sq m)
Catering premises

Day 5 Monday - Same as above, except that the Grand Hall is not needed.
Banquet (Gala Dinner, 300 appx).
Dancing (Ball) 1000 appx
Catering premises
Bookshop (200 sq m)

Day 6 Tuesday -  Same, only the Grand Hall in the afternoon and evening (Concert)

Day 7 Wednesday - Day off (whole-day excursions)

Day 8 Thursday -  Same as 06.08.

Day 9 Friday - Same as 06.08.

Day 10 Saturday - Closure, Grand Hall 09.00-12.00
Bookshop (200 sq m)
Catering
4 offices
at 14.00 closing the doors

Also need some standard material and equipment, but not too much of it: 2 or 3 videos, some overheads, 1 slide-projector, piano, 3 or 4 copy machines (different sizes) etc.; some desks for counters, lots of panels (5060), for posters etc.  More details on request.
 

 

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Universal Esperanto Association
Nieuwe Binnenweg 176, 3015 BJ Rotterdam, Netherlands
telephone: +31 10 436 1044     fax: +31 10 436 1751
uea@inter.nl.net