Bidding for a congress. Destination selection, venue selection, event data and length, event's program for attendees, budget and evnt promotion

1. VeloCity Barcelona 2016
Barcelona Convention Bureau by
Mathilda Börjesson
Laura Moroni
Giorgio Kwiatkowski
Ksenia Viktorova

2. BARCELONA
http://www.youtube.com/v/=qFdoQOTKit4&autoplay=1

3. Accessibility
El Prat Airport – 10 km Bus – train – taxi - metro

4. Accommodation
- Pullman Barcelona Skipper
- Novotel Hotel Barcelona
- Silken Diagonal Barcelona
- Residencia Melon district Barcelona
- Holiday Inn Express
- Sagrada Familia Apartments

5. Facilities & Local Heritage
Cultural City Card
Museu Nacional d’Art de Catalunya]Sagrada Familia
Park GüellCamp Nou Montjuïc
Barceloneta

6. Venue selection
DHUB - Disseny Hub Barcelona
Sustainable & high-tech
Design museum
5 rooms
150 - 1500 seats

7. Event date & length
24th of May – 27th of May 2016 (+ weekend)
Friday
Weather
European Cycling Challenge
VELOCITY

8. The restaurants
- W Hotel Barcelona Lounge Bar
- Barcelona Royal Yacht Club

9. Events program for attendees
TIME DAY 1 DAY 2 DAY 3 DAY 4
8.00-17.30
Registration of guests
(ongoing)
Registration of guests
(ongoing)
Registration of guests
(ongoing)
Registration of guests
(ongoing)
9.30-11.00
Opening Plenary ( held
by President of ECF,
Major of Barcelona,
Minister of
Enviornamental
development,etc)
Second Plenary (
Sustaunable Transport-
Sustainable World)
Forth Plenary ( Making
The World Cycle -No
Fears)
Fifh Plenary ( Young
Generation and Cycling)
11.00-11.30
Coffee Break ( provided
by sustainable catering
company «Arriba el nou
vending»
Coffee Break ( provided
by sustainable catering
company «Arriba el nou
vending»
Coffee Break ( provided
by sustainable catering
company «Arriba el nou
vending»
Coffee Break ( provided
by sustainable catering
company «Arriba el nou
vending»
12.00-13.30 Working Sessions: Working Sessions: Working Sessions: Working Sessions:
Room 1
Presentations (Cycling
computers, GPS devices,
helmet cams and
smartphone apps)
Presentations (
Elaborating a bicycle
system)
Presentations (
Intrastracture and Roads
for Cyclist)
Presentations ( Social
Media and Biking)
Room 2
Round Tables ( New
generation- New Needs)
Round Tables (Recent
changes to cycling’s
status)
Round Tables ( Barcelona
Biking Strategy)
Round Tables (Asia -
Europe Cycling Case
Study)
Room 3
Workshops ( Exploring
new cycling paths-
Gadgets to help)
Workshops (By bike,
towards a healthier city)
Workshops ( Cars and
Bycicles. How to keep it
friendly?)
Workshops (
Implementing Biking
Strategy)
13.30-15.30
Lunch/sightseeing (
Sagrada
Familia)Bus/bycicle
Lunch/sightseeing ( Park
Guel)Bus/bycicle
Lunch/sightseeing( Casa
Batllo)Bus/bycicle
Lunch/sightseeing (Casa
Mila)Bus/bycicle

10. Events program for attendees
15.30-17.00
First Plenary: Cycling:
The future of our
Mobility
Third Plenary: Global
Cycling Policy
PANEL DISCUSSION (
Helmets and Legal
Consiquences)
Working Sessions:
Presentations ( University
of Barcelona. Cyclig among
students) Round Tables (
Safe cycling for kids)
Workshops ( Bycicle
Designs)
17.00-17.30
Coffee Break ( provided
by sustainable catering
company «Arriba el nou
vending»
Coffee Break ( provided
by sustainable catering
company «Arriba el nou
vending»
Coffee Break ( provided
by sustainable catering
company «Arriba el nou
vending»
Coffee Break ( provided
by sustainable catering
company «Arriba el nou
vending»
17.30-19.00 Working Sessions: Working Sessions: Working Sessions:
Closing Plenary Closing
Ceremony at The BCN
Yacht Club
Room 1
Presentations (Cycling is
our technology)
Presentationsn
(Sustainable innovations)
Presentations (Bicycles &
Bicycle Safety) ( David Bisbal performance)
Room 2
Round Tables (
Introducing London
Experience to Europe)
Round Tables ( Cycling
and Walking for
sustainability)
Round Tables (
Motivating the Market )
Room 3
Workshops ( Carbon
Fibre Framesets)
Workshops (Up-Cycling /
Recycling Workshops)
Workshops ( Innovative
Safety Tips for Ciclysts)
19.00 Opening Ceremony
Official Cocktail at the W
Eclipse Lounge
History of Cycling
PhotoGallery and
Aperetiv

11. Event program of attendees
TIME Events 24-27 May EVENTS (May 28) Saturday EVENTS (May 29) Sunday
8.00-17.30
Catch the Sunrise (
duration 1,5 hours) Starts
at 5.30
Barcelona by Bike ( duration-
3 hours+ drink)
Bike Tour to the
incredible Monserrat
mountain- sll day
9.30-11.00 Circular Tour- all day
11.00-11.30
360 BCN Bike Tour (
duration-4 hours)
Bike and Sail.- 3-4
haours.
12.00-13.30
Photoscenic Walking
tour 4 hours
13.30-15.30
Sightseeing bike tour (
duration -3 hours)
Cycling to Montjuic
(duration- 3 hours)
15.30-17.00
17.00-17.30
17.30-19.00
19.00
Night Bike Tour ( duration -
3 hours)
Night Bike Tour ( duration - 3
hours)
Night Bike Tour (
duration - 3 hours)

12. Events Budget
- Budget will include a basic detail of revenues from attendees participation
fees
-With a total estimated sponsorships of 300.000 € the overall budget will
cover all budgeted costs and give a margin for unexpected hindrances
Total Estimated
Costs
€ 1.046.393,00
Estimated Revenue
805.000,00€
Estimated Sponsorship
300.000,00€
Basic Details # of people price
Total # of Participants 1000
Non-Paying Participants
(experts/professionals) 300
Paying Participants 700
Registration Price per day 100 € 550,00
Bundle registration 600 € 1.250,00
Total € 805.000,00

13. •Meals and coffee breaks budgeting will include lunches, coffee breaks and
the final gala dinner at the Barcelona Royal Yacht Club
•Accomodations and transportations will take into account: VIP attendees
accomodation and transportation, plus extra ECF Director expenses for
meeting with the organization board during the whole planning period
Meals # of meals Cost Per Person # of People Budgeted Cost
Lunches 4 € 30,00 300 € 36.000,00
Coffee breaks 8 € 5,00 1000 € 40.000,00
Dinner 1 € 100,00 500 € 50.000,00
Total € 126.000,00
Accomodation &
Transportation # of people Costs
Average accomodation price 10 € 150,00
Subtotal € 4.500,00
Travel Costs
plane 10 € 1.000,00
ECF Director Extra TKts Carnet € 8.400,00
bus 300 € 10,00
bycicle 900 € 25,00
Total 48.400,00€

14. Venues & Tech # of days Costs
Venue rent 4 € 800.000,00
Gala Venue Rent € 5.000,00
AV rental 4 € 10.000,00
Total 815.000,00€
• Expenses related to rent of the event venues, facilities and tech – devices
will strongly contribute to overall costs budgeting
• Personnel expenses will take into consideration a relevant amount of extra
personnel for the event to managed as effective as possible
On - sight congress
management
# of
members Costs
Personnel 100 € 50,00
Technicians 6 € 75,00
Interpreters 6 € 150,00
Sub - Total 25.400,00€
Taxes 20%
Total 30.480,00€

15. Event promotion
Promotion campaign: starts 2014
European Cycling Challenge
Week of the Bike
La Vuelta
Mhealth Grand Tour Barcelona to Vienna
Car Free Day