World Congress 2018

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Transcript World Congress 2018

Proposal by Subud Britain

Proposal by Subud Britain

Presentation for Zone 3 at Jaramuza May 2014 1

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.

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 don’t already know about the proposal, what is the first thing you want to know?

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.

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.

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.

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…..

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.

Bringing our Subud Association closer together and fostering the development of Subud across the world.

86% 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%

Proposal by Subud Britain Survey Question 3. How important are the different elements to make a good World Congress for you?

Kejiwaan Big Latihans, testing, personal development.

Meeting people – old and new friends from our Subud family across the world.

Delegate / business programme for the development of Subud.

Entertainments and performances.

Workshops and activities.

Cultural tourism – getting around & seeing the sights as well as the people.

Other (please specify):

Very Important + Important Very Important Important Not Important 96% 78% 18% 3% 97% 83% 79% 70% 57% 77% 63% 33% 15% 11% 11% 47% 34% 50% 64% 59% 46% 30% 5% 14% 20% 17% 41% 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) 10

Survey Question 5.

Are you booked or planning to go to the Mexico World Congress in August 2014?

Proposal by Subud Britain

Proposal by Subud Britain Survey Question 6. If we were to hold a World Congress in Britain in 2018 would you be likely to attend?

Very Likely Likely Unsure Unlikely 72% 19% 5% 3% Very Unlikely 1%

Survey Question 8. Would you like to help us between now and the presentation of our proposal in August?

Proposal by Subud Britain

Yes

Possibly

28%

64%

If yes, or Possibly, in what way?

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?

Yes

21%

Possibly

58%

21%

If yes, or Possibly, in what way?

Proposal by Subud Britain Survey Question 10. Which Subud World Congresses did you go to, or are planning to go to?

1st - 1959 Coombe Springs, England

2nd - 1963 Briarcliffe College, NY, USA

3rd - 1967 Tokyo, Japan

4th - 1971 Cilandak, Indonesia 5th - 1975 Wolfsburg, Germany 6th - 1979 Toronto, Canada 7th - 1983 Anugraha, England 8th - 1989 Sydney, Australia

10% 20% 7% 58% 18%

9th - 1993 Amanacer, Colombia

15%

10th - 1997 Spokane, Washington, USA

34%

11th - 2001 Bali, Indonesia

18%

12th - 2005 Innsbruck, Austria

38%

13th - 2010 Christchurch, New Zealand

22%

Not yet been to a Subud World Congress

15%

14th - 2014 Puebla, Mexico 15th – 2018 (location to be decided)

21% 29%

Proposal by Subud Britain

Choosing a host country – Criteria for the decision

Fair rotation

amongst countries that are able to play host.

Accessible to members

from as many countries as possible.

A comfortable & safe area

for Subud members, families, young & old.

Commitment and enthusiasm

by members of the host country.

The necessary

range of skills and experience

Ability & enthusiasm

to communicate & learn from past experience.

The necessary

capacity and range of rooms and spaces.

A central social hub

for natural mixing – “ The Heart of the Congress”.

Sufficient accommodation of all types close by

10.

Local Subud communities, tourist attractions & areas of interest

11.

Use of the best processes and modern technology

for effectiveness, cost saving and higher quality of experience for us all.

An appropriate time for Subud Britain?

Proposal by 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 2018 would be 35 years after the last time in the UK.

in 1983.

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.

Subud Britain annual UK Congresses have similar effective activities …

Proposal by Subud Britain

          

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 Children

’s programme including a Crèche.

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, café

etc.

Proposal by Subud Britain

Our Venue Search.

W e 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.

Proposal by Subud Britain

Warwick University a most beautiful campus

Proposal by Subud Britain

Warwick University facilities available for us

Auditoria & Large Meeting Spaces

Arts Centre Butterworth Hall Arts Centre Theatre Arts Centre Woods Scawen Arts Centre Cinema Arts Centre Studio Ramphal Lecture Theatre 9 Ramphal breakout rooms flat floored (30 – 50 capacities) Sciences LT3 Sciences LT4 Sciences LT5 40 smaller breakout spaces 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 Capacity (Tiered) 1365 570 250 225 140 400 326 116 116 Mixed ) ) ) ) ) Linked Capacities 1365 1935 2185 2410 2550 22

Proposal by Subud Britain

The Accommodation and Catering on site

The number and type of bedrooms that have been provisionally allocated for us are:

Bedroom Type

Single standard (shared bathroom) not for children.

Single standard bedrooms set in flats. Suitable for families.

Single en-suite Twin en-suite

Rooms People Single

930 574 870 62 930 574 870 124 930 870

Double Family

574 124 Double room (4 foot bed only) 440 Hotel standard bedroom 200 ---- Total: 3076 880 400 ---- 3778 ---- 1800 880 200 ---- 1204 ---- 574 • • •

Catering

Several restaurants, cafés 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. 23

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.

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. 25

Proposal by Subud Britain

Extensive range of facilities at Warwick

Some tourist sights - close to Warwick

Proposal by Subud Britain

Some other tourist sights in Britain

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 Crèche Youth Congress TV plus Other Workshops 29

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 – Finding out about what it involves time) – 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?

–

Let’s 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 30

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.

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.

Proposal by Subud Britain

Marketing a World Congress involves 4 stages:

Finding out what members value and what they don’t value.

- U

se an extended online survey for all members.

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.

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.

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. 33

Proposal by Subud Britain

Examples of Questions for everyone… to be pursued worldwide using an online survey

How long should World Congress be?

What are your catering preferences?

Shall we keep the Cinema open or not?

Interested in Charter flights to reduce cost?

Should we use Congress surpluses for future Congresses?

Financials including payment methods & Helping Hand funds.

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.

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.

Proposal by Subud Britain

Summary of Expenditure & Income – 2014 prices

EXPENDITURE BUDGET WCOT & WSC Costs Venue - Rooms and Areas Events Other Costs - Venue & Ancillary Sub total $195,200 $807,665 $33,600 $306,505 $1,342,970 Venue - Accommodation Venue - Catering Sub total $1,722,860 $664,569 $2,387,429

$3,730,399 Total Expenditure

INCOME BUDGET Accommodation Registration fees Catering Helping Hand Contributions

Total Income

SURPLUS $1,753,097 $1,267,886 $681,511 $48,000

$3,750,495 $20,096

Proposal by Subud Britain

If this proposal is chosen – what then?

We would as soon as possible:

Liaise with the new WSA officers

to develop relationships and get their inputs.

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.

Start planning early and let people know

how the plans are developing.

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.

Negotiate with Warwick

to improve the value of what is on offer and bring the cost down further for members.

Proposal by Subud Britain

          

How good is our proposal? (Assessing against the Decision Criteria)

Fair rotation

amongst countries that are able to play host.

Accessible to members

from as many countries as possible.

A comfortable & safe area

for Subud members, families, young & old.

Commitment and enthusiasm

by members of the host country.

The necessary

range of skills and experience

Ability & enthusiasm

to communicate & learn from past experience.

The necessary

capacity and range of rooms and spaces.

A central social hub

for natural mixing – “ The Heart of the Congress”.

Sufficient accommodation of all types close by

10.

Local Subud communities, tourist attractions & areas of interest

11.

Use of the best processes and modern technology

for effectiveness, cost saving and higher quality of experience for us all.

Proposal by Subud Britain

Conclusion

   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 [email protected]