Event Planning and Advisory Services (EPAS) Agenda 2001
Meeting at the Hotel Allegro Kursaal, Bern
Thursday, March 1, 1400 - 1800

2000 members– Stella Roux Devillas (France), Les Purfield (Great Britain), Alex Nagorski (Canada)

1. Event Advisors Workshop by Neil Robertson - 1.5 - 2 hours (EPAS Appendix 1)
2. Review of sanctioned events and event evaluations for 2000

1. Event sanction applications for 2001

Review applications and recommendations by EDA Working Group

2. FAI Organisers Agreement

Review of issues and concerns from 2000

3. Event Planning and Sanctioning Manuals (EPAS Appendix 2)

• First Category Event Sanction Procedures
• Sporting Events (Cat 2)
• Fiesta Events

2. Proposed Sporting Code changes
3. Maintenance responsibilities

6. Event Advisors - Assignments and candidates
7. Event Sanction Fees – Review current rates and develop a standard fee structure
8. Event Reporting Procedures

Review procedures and suggestions for improvement

9. Other Matters as arising from Working Group meeting
10. EPAS and Working Groups Plans for 2000

Event Development and Assistance Working Group (EDA)
Wednesday - February 28, 14:00 - 16:00

2000 Members – Stella Roux Devillas (France), Martine Besnainou (France), addition during the year (Dianne Ireland - Australia)

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

Review each sanctioning application for completeness, and issues while preparing the information for Plenary approval.

2. Shipping of medals, diplomas, badges - review procedures and problems
3. Review and make recommendations on the FAI Organisers Agreements and process
4. Working Group plans for 2000

Membership, Budget, Plans for soliciting new events for sanctioning in 2000

Event Standards and Evaluation Working Group (ESE)
Wednesday - February 28, 10:30 - 12:30

2000 Members – Les Purfield (Great Britain), Rouger Coucke (Netherlands), Alan Poulet (France), Ismail Keremoglu (Turkey)

1. Review of sanctioned events and event evaluations for 2000

1. Review and discuss data collected from event debriefings, surveys and CIA Q & A Sessions).
2. Review technical integrity of events from Jury, Safety Officer and Event Director reports
3. Recommendations for improving 2001 events

2. Tracking tests, evaluations and recommendations

Review reports and talk to those involved on how tracking affects event organizers, budgets, officials and other aspects of events. Establish further direction and plans to work with organisers.

3. If information is available prepare a presentation for the Plenary on event data collected and recommendations.
4. Event Advisors

5. Working Group plans for 2001

EPAS Appendices

Appendix 2 - Proposed Revisions - FAI First Category Event Sanction Procedures

In order to clarify the First Category sanctioning procedures and documents they been condensed into one Procedures document. The changes are listed below with the full document available on the CIA Web site for downloading at: www.fai.org/ballooning under EPAS.

The main changes are listed below but a few spelling errors and addresses have also been corrected. The changes DO NOT affect the overall purpose of the original documents.

1. Table of contents identifying the major sections

• Introduction
• Sanction Application Procedure
• Event Planting Guide

2. Overall update of individuals names, document names, etc.
   
3. Incorporating the FAI/CIA Organisers Agreement as an integral part of the package.
   
4. List the new Event Development and Assistance WG on where to send sanction applications:

Section B - item 5

5. Add wording to Jury selection procedure - last sentence of Section B - item 7.2 now reads:

"The Jury Board will then select the Jury from the nominations or from the Jury List Section ".
NOTE: This has occurred in the past.

6. Add reference to EPAS/EDA WG for sending list of senior officials.

Section B - item 7.3

7. Include OFFICIALS in the insurance requirements -

Section C - item 9 Insurance Requirements

8. Identified Weather HQ and Press and PR needs -

Section C - item 16 (e) and 16 (g) Headquarters Facilities

9. Emphasis Press and Public Relations needs especially in the planning of the event. This identifies the need for more public relations and media efforts, especially in relation to using the Web to distribute the information.

Section C - item 24 Organising Committee
Section C - item 38 Press and PR

10. Clarify procedures for obtaining Medals, certificates, anthem, trophies, etc. - Section C - item 36
    
    
11. Removal of various sample letters and forms from the document as most are used after the sanction has been granted. They will be made available to download separately from the Web site.

A special thank you to Neil Robertson for doing the vast majority of the work to update, join and simplify the documents.

Alex Nagorski, EPAS Chair