FÉDÉRATION AÉRONAUTIQUE INTERNATIONALE

BALLOONING COMMISSION CIA
COMMISSION D’AEROSTATION

THE PLENARY MEETING OF THE FAI BALLOONING COMMISSION/CIA
to take place in Thessaloniki, Greece on 3rd and 4th March 2000

AGENDA - Appendices and Attachements

Appendix 5

Event Planning and Advisory Service (EPAS) Report
March - December 1999

The fall and winter are a very busy season for EPAS members as we are now analysing the information from 1999 events, collecting application sanctions and preparing the information for the Plenary meeting in March. Our email is keeping the Internet wires warm.

An article was written in the Autumn 1999 CIA Newsletter which outlined much of the EPAS work being done. As we approach the Plenary, please check the schedule and agenda for EPAS meetings. This year we have expanded the meeting schedule considerably and should be able to complete the regular business as well as be able to discuss a number of issues extensively at the Subcommittee and Working Group levels. We encourage Delegates and event organisers to attend these meetings or send email to provide input into some of the items published in the agenda.

Some items to highlight are:

Over the last 9 months the new EPAS has started to extend it’s efforts past the initial sanction application collection process, to collect extensive event information and to address some of the work needed to improve CIA sanctioned events. Thank you to those who also sent in their email comments as it identified additional work that needs to be done. For the March meetings we will develop proposals (on the agenda items identified) to take forward to the Plenary but continue to seek additional input and ideas.

Therefore the final wording of these proposals will emerge from the EPAS meetings.

Considering all the work that can and should be done to improve the sanctioning process and ballooning events we continue to seek interested and qualified people to work with EPAS. Please join us if you have interest and time.

______________________________________________________________________

Event Planning and Advisory Services (EPAS) Agenda 2000
Meeting at the Mediterranean Palace Hotel,Thessaloniki
Thursday, March 2, 1500 - 1900

The meeting is open and interested parties encouraged to attend.

Members - 1999

EPAS – Stella Roux Devillas (France), Les Purfield (Great Britain), Alex Nagorski (Canada)

1.    Review of sanctioned events and event evaluations for 1999

  1. Report by EDA Working Group
  2. Recommendations for improving 2000 events

2.    Event sanctions recommended for 2000

  1. Report and recommendations by ESE Working Group
  2. Concerns and recommendations for 2000

3.    FAI Organisers Agreement

  1. Review of Implementation in 1999
  2. Recommendations for 2000 agreements
  3. Provide sample agreement to Delegates at Plenary

4.    Review Working Groups suggestions for improving events in 2000

  1. Need to improve public relations efforts before, during and after events
  2. For safety and media purposes encourage adoption of tracking and reporting devices for long distance races (e.g. Gordon Bennett
  3. Other suggestions 

5.    Event Planning and Sanctioning Manual (EPAS Appendix A)

  1. Progress and plans for 2000
  2. Incorporation of other CIA documents
  3. Maintenance responsibilities

6.    Review CIA event categories and names (EPAS Appendix B)

  1. Review concerns identified
  2. Recommend category name changes

    3. We were also talking about names of sanctions and she suggested:

7.    Review of current sanction event sanction fees (EPAS Appendix C)

  1. Report on sanctioning costs
  2. Develop proposal to standardize sanction fees

8    Publishing Sanction information on the CIA Web site.

    It could be useful for pilots, officials and observers to publish the sanction application information on the CIA Web site, provided an FAI Organisers Agreement has been agreed to and signed by the event organisers and FAI. Event Status could be marked as PENDING PLENARY APPROVAL. After the Plenary Meeting the event status would be marked as SANCTIONED or if not sanctioned, would be removed from the Web site.

9.    Sanctioning two different category events at the same time?

10.    Event Advisors

  1. Review Job Descriptions
  2. Review candidates

11.    Event Reporting Procedures

  1. Is information received sufficient?
  2. Suggestions for improvement

12.    Other Matters as arising from Working Group meeting

13.    EPAS and Working Groups Plans for 2000

  1. Review of EPAS organisation effectiveness in 1999
  2. Recommendations for EPAS organisation for 2000
  3. Membership of EPAS and Working Groups for 2000
  4. Budget for 2000

_____________________________________________________________________________

Event Development and Assistance Working Group (EDA)

Wednesday - March 1, 10:30 – 12:30

1999 Members

EDA – Stella Roux Devillas (France), Martine Besnainou (France), Rouger Coucke (Netherlands)
Resignation during the year : Koos Grobbelaar (South Africa)

1.    Detail review of sanction applications and recommendations to the Plenary

a.    Review each sanctioning application for completeness, Organisers Agreement and problems

b,    Prepare sanction application information for Plenary approval

c.    Prepare 2000 and future events schedule

2.    Review and make recommendations on the FAI Organisers Agreements and process

3.     Working Group plans for 2000

_____________________________________________________________________________

Event Standards and Evaluation Working Group (ESE)

Wednesday - March 1, 14:00 – 16:00

1999 Members

ESE – Les Purfield (Great Britain), Freddy Meuleman(Belgium), Resignation during the year : Garry Lockyer (Canada)

1.    Review of sanctioned events and event evaluations for 1999

  1. Review and discuss data collected in 1999 at Worlds, Gordon Bennett and Mobilux Cup

    2. (Event debriefings, surveys and CIA Question and Answer Sessions)

  2. Recommendations for improving 2000 events

2.    Review technical integrity of 1999 events from available information (Jury, Safety Officer and Event Director reports)

3.    Prepare a presentation for the Plenary on data collected and recommendations

4.    Review FAI Organisers Agreement and Process and make recommendations

5.    Event Advisors

6. Working Group plans for 2000

______________________________________________________________

EPAS Appendices

Appendix A – New Event Planning and Sanctioning Manual

Over the years a number of CIA Subcommittees and Working Groups have done considerable work in writing material to assist event organisers in conducting quality events. With some of the current manuals the content needs updating and consolidation. Therefore it is proposed that EPAS undertake a project to produce a comprehensive event manual over the next year.

For the March Plenary meeting it is proposed that an extensive outline as well as a draft of EPAS guidelines be published for CIA Delegates and Subcommittee members to review to ensure that a new manual will meet CIA needs.

Appendix B – CIA Event Categories and Names

It has been suggested that CIA sanctioned events categories should be reviewed and may need to be renamed to provide more descriptive names. Since this could be useful to organisers and pilots EPAS has agreed to review the current event categories and names.

EPAS invites suggestions for more meaningful titles and will discuss them in the EPAS meeting. Interested individuals and especially event organisers are invited to make presentations and suggestions either before through electronic mail or at the meeting. Some consideration are:

At this time we have several suggestions:

1) Use the event title

2) Use current or new classifications but add additional information such as:

If a more useful naming convention emerges from the EPAS meeting, it will be forwarded to the Plenary meeting for approval.

Appendix C – Event Sanction Fees

Over the years event organisers have worked with EPAS to agree on a sanction fee for their event, but generally the fee has been what organisers are willing to offer. EPAS is reviewing the current costs to CIA of event sanctions (medals, badges, flags, etc) along with the sanction fees over the last 5 years to come up with an equitable fee structure. Some work on gathering the information has been done already but the final figures and a final proposal are not available at the deadline for publishing the CIA Agenda.

Although preliminary, several suggestions for standard sanction fees are:

a) Mixed formula (US dollars)

b) Per balloon formula (US dollars)

When available a proposal and cost analysis will be circulated to Delegates using the

CIA-COM-L@fai.org mailing list. EPAS will look for comments through email and at the EPAS meeting.

If a reasonable sanction fee schedule emerges from this consultation process it will be presented to the Plenary meeting in 2000 for approval, otherwise it might need further study.

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