UEA is an international, non-governmental organisation (NGO) enjoying special relations with the United Nations and with UNESCO. It is by far the largest of the various international organisations promoting the use of the international language Esperanto and has members in 120 countries. There are 68 national Esperanto associations affiliated to UEA, and a further dozen national organisations work closely with us. About fifty specialist and professional organisations, which have a considerable worldwide membership, are linked to UEA. Many have their own conferences, for which Esperanto is the working language.
In order to simplify contacts and to improve the quality of services to its members, UEA has established a network of of representatives (delegates) in hundreds of cities in some 100 countries. There are two types of UEA-representative: a/ professional delegates who provide services in various fields of professional or special interest activity and b/ ordinary delegates who are authorised to give information about the work of UEA and to represent the Association in their city or town. There are also youth delegates and one of the most popular features of this particular network is in the field of lodging and accommodation.
The main legislative organ of UEA is the Committee consisting mainly of
national representatives; a less numerous group represents professional
organisations 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 via the UEA headquarters in Rotterdam which
is also the seat of the Director General. The Director General is the key person
responsible for preparing all decisions to be presented and proposed to the
Executive Board and is authorised, on its behalf, to represent the Association
and its interests. It is this Executive Board which makes the final decision
about the venue of future congresses, having firstly examined all circumstances
and conditions on offer.
The Permanent Congress Secretary (PCS), responsible to the Director General and the Executive Board, is authorised to represent the interests of UEA in congress matters. Once the decision about a congress venue has been made, the PCS is also entirely responsible for the organisation of the congress. Within UEA, the congress section performs the major part of the administrative work usually performed by PCO's: promotion, registration, financial records, correspondence, editing congress publications, arranging cultural and entertainment programmes, lectures, accommodation, tours and the many other associated matters.
The work of the PCS also involves research and development with regard to the current congress market, a study of possible venues, and follow-up within the convention industry. It includes relations with ICCA and other professional associations, fairs and exhibitions, plus an advisory role in the selection of new venues.
The World Congress of Esperanto has probably the longest tradition amongst international conventions with an unbroken continuity of almost a hundred years. World Congresses have been held annually since 1905, with the exception of the two World Wars, which gives UEA a kind of pioneer character within the Congress industry. We thus have about 100 years of experience in organising congresses and are justly proud of this tradition.
A World Congress takes place each year and gathers on average about 2000 participants (since 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 specialist organisations also gather a few hundred participants in their annual meetings. The World 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).
The youth section of UEA, known as TEJO, also holds an annual congress which attracts between 300 and 1000 participants. Prior to, or immediately after, the World Congress of Esperanto other Esperanto organisations also hold their meetings and conventions, such us: the International League of Esperanto Teachers (200 to 400), The Ecumenical Esperanto Union (300 to 500), the International League of Blind Esperantists (100 to 300), the Union of Esperanto Speaking Medical Personnel etc. These organisations have their independent organisational structures but UEA can mediate contacts.
UEA has held its annual congress in all types of venue: convention centres,
concert halls, hotels and universities. But, considering the usual size of a
Congress, we prefer to hold our congresses in a multifunctional and self-sufficient
environment and in premises located preferably in or close to a city-centre.
UEA tries to organise a congress outside Europe every 3 to 4 years, in order to
support the movement in other continents. Venues within Europe are chosen to reflect
all compass points, including the central regions of the old continent.
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 organisations and presentations depicting the progress in Esperanto cultural work during the year. Tourism is of no less importance. One of the seven congress days is devoted to various excursions in the surrounding area and the daily half-day trips are very popular. Usually, UEA organises pre- and post-congress tours and conferences for those who wish to profit as much as possible from their visit to the Congress country.
In 2003 the congress took place in Gotenburg (Sweden), in 2004 in Beijing
(China). After that, World Congresses of Esperanto have been held in
Vilnius (Lithuania, 2005), Florence (Italy, 2006) and Yokohama (Japan, 2007).
In 2008 the congress goes to Rotterdam in the Netherlands and in 2009 to
Bialystok in Poland.
The year 2010 (and on) is still free and UEA welcomes the bids.
The Board has certain criteria in mind when making a decision as to venue. For example: the importance of a country with regard to the Esperanto-movement (e.g. its need of support and impetus for the development of the national or regional movement); the existence of a strong national movement in the proposed country, one which could support the preparation and realisation of the event; and the material conditions.
The Congress has to be officially invited by an Esperanto body: e.g. national organisation, 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 UEA, especially those referring to the political and ideological neutrality of UEA.
As a non-profit making NGO, UEA is a very budget-conscious organisation and so too is the Congress of the Association. The Universal congress has many special charms, but sober treatment of financial matters is required. Delegates pay most expenses from their own funds and are usually quite price-conscious. Many delegates come from countries with low wages and low standards of living and there are also significant proportions of retired people and students among the participants. This is an ordinary convention for ordinary 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.
A bid should be placed only after preliminary contact between UEA and the national Esperanto-Association has 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 UEA;
- 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 a social programme: excursions, tours, pre- & 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 UEA (PCO's, destination management, tour operators, caterers, equipment suppliers, etc.
A UEA Congress is usually supported by the government and the highest authorities of the hosting country. The Congress has a traditional post of ‘Patron of the Congress’. Recently this post of honour has been accepted by the presidents of Croatia, Lithuania and Italy. UEA expects similar heads of government or states to be invited to accept in the future, and this should be considered in the bidding procedure when inviting the Congress.
In addition, UEA invites the most distinguished personalities of the host country, supporters of the idea of an international language, irrespective of their current positions in public life, their political orientation, religious beliefs etc. to be members the Honorary Committee.
Ideally, we need professional assistance from a local booking agent and tour operator, or rather of one partner that could mediate all the tourist arrangements for UEA and has a good understanding of conferences and conventions, a PCO or similar agency, bearing in mind that, in fact, we do not need most of the usual services of PCO's. We also appreciate good co-operation with air-carriers.
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 UEA Yearbook and in the home pages of UEA, together with other important information on UEA and the Esperanto movement. Attending the Congress is meant to be a pleasure, an integral part of general Esperanto activity for the year. Thus a lot of cultural programmes are included: many concerts, theatre plays (all in Esperanto), and other social events and entertainment. The Congress has a very informal structure and character. Participants usually like to visit the local area during the Congress and go on tours both before and after it.
The sole working language of the Congress is Esperanto and all communication with participants is in this language. This includes not only the speakers and the proceedings of the Congress, but also the guided tours, all stands and daily news bulletins etc. Participants do not appreciate being approached or helped in English or in languages other than the local vernacular and Esperanto.
Day 1 Thursday: Moving in with the materials and equipment. 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 (desk/tables)
Catering premises
Committee meeting (square set-up tables and chairs, 80 pax)
1 meeting room 80 pax theatre
4 offices
Book-shop
'Getting together evening' foyers etc.
Setting up the Grand Hall
Day 4 Sunday: Opening day, Grand Hall, 2000 seats
1 room 400 pax
1 room 300
3 rooms 200
2 rooms 80/100
4 rooms 60
2 rooms 30
4 offices
Book-shop
Catering premises
Day 5 Monday: Same as Day 4, except that the Grand Hall is not needed
Banquet (Galla Dinner, 300 pax)
Dancing (Ball) 1000 pax
Catering premises
Book-shop
Day 6 Tuesday: Same as Day 4, but only the G.H. in the afternoon and evening (Concert)
Day 7 Wednesday: Day off (whole-day excursions)
Day 8 Thursday: Same as Day 4
Day 9 Friday: Same as Day 4
Day 10 Saturday: Closure, Grand Hall 09.00-12.00
Book-shop
Catering premises
4 offices
14h00 Doors close.
We also need some standard materials and equipment, but not an excessive
amount: 2 or 3 video-players, a few overhead projectors, 1 slide-projector,
a piano, 3 or 4 copy machines capable of copying different sizes, some desks or
tables to be used for stands and booths, lots of display panels (50-60) for
posters etc. More details on request.