51
ETA ANNUAL MEETING 21–23 MAY 2014, BOURGAS BULGARIA
HOSTED BY BOURGAS TUG SERVICE LTD
MAIN VENUE
PRIMORETZ GRAND HOTEL & SPA
2 BATTENBERG STR, 8000 BOURGAS WWW.HOTELPRIMORETZ.BG
CONTENT I. Background II. Goals and objectives of the event III. Target groups IV. Scope of activities IV.1. Preliminary Stage – Preparation – 01.11.2013 / 20.05.2014 IV.2. Execution Stage – Organisation and implementation of activities – 21 / 23.05.2014 • 21st of May • 22nd of May a/ ETA members’ agenda b/ Accompanying persons’ agenda • 23rd of May IV.3. Final Stage – Follow Up & Reporting – 23.05.2014 / 01.06.2014 V. Team and responsibilities VI. Important notes
I.
BACKGROUND
The ETA meets once a year for its Annual Meeting, for a three days programme, which includes a meeting of the Executive Committee, the statutory Annual General Meeting of Members and a meeting with the Associate Members, as well as a Social Day. These meetings are always held in different European places where ETA members are operating. The members based in that country host the meeting.
II.
GOALS AND OBJECTIVES OF THE EVENT
FOR THE ANNUAL MEETING OF 2014 BOURGAS TUG SERVICE LTD IS POINTED A HOST. - Unite the owners and operators of tugs and tenders; - Provide the members the environment to: - Share information of towage industry; - Inform the members on latest developments in their field of business on EU and worldwide level; - Raising the profile of the industry; - Strengthen the image of the hosting city and country.
III.
TARGET GROUPS
INTERNAL - ETA Members; - ETA Associated and AfďŹ liated Members EXTERNAL - Accompanying persons of ETA Members; - Other representatives of the maritime industry; - Hosting City Government Representatives; - Media
SCOPE OF ACTIVITIES
IV.
SCOPE OF ACTIVITIES
IV.1
PRELIMINARY STAGE – PREPARATION
1. CREATING AND DEFINING PROGRAMME (I.E. DRESS CODE) FOR THE 3 DAYS PERIOD OF EVENT, I.E. PREPARATION OF SCENARIOS AND SPEECHES; 2. NEGOTIATING HOTEL, CONFERENCE ROOMS, RESTAURANTS I.E. MENUS OPTIONS, TRANSPORT (IN CASE OF ARRIVALS @ SOFIA AIRPORT, TAXI SERVICES), ENTERTAINMENT; MEETING OPPORTUNITIES I.E. BOURGAS MUNICIPALITY GOVERNANCE; PRELIMINARY BUDGET (TILL DEC 1ST, 2013); 3. REGISTRATION PROCESS OF PARTICIPANTS: - COMMUNICATION OFFICERS ETA FOLLOWING THE SYSTEM ONE POINT OF CONTACT - CREATION AND DESIGN OF REGISTRATION FORM AND NEWSLETTERS TO PARTICIPANTS; - DISTRIBUTION OF NEWSLETTERS ACCORDING TO A SCHEDULE AND UPON APPROVAL; - ON-GOING UPDATE OF REGISTRATION TABLE I.E. FLIGHT AND TRAVEL DETAILS. 4. CREATING AND UPDATE OF DOCUMENTS – CHECK LISTS, PERSONAL ITINERARIES, TRAVEL SCHEDULES (WHEREVER APPLICABLE RE ACCOMPANYING AGENDA), NAME TABLES ETC. 5. DESIGN AND PRODUCTION OF MATERIALS – BANNERS, BROCHURES, MEMORABLES, GIVEAWAYS, PRESENT BAGS, BADGES, INVITATIONS ETC. KEYWORDS FOR DESIGNING: SKILL; WORK; FOCUS; CONTROL; PROGRESS; FOUNDATION; COMMITMENT; CONCENTRATION; LOYALTY; TOTALITY; STABILITY; PROSPERITY; ABUNDANCE; FRIENDLINESS; ESTABLISHMENT; GROWTH; STRENGTH; 6. OVERALL COORDINATION.
SCOPE OF ACTIVITIES
IV.2
EXECUTION STAGE – ORGANISATION AND IMPLEMENTATION OF ACTIVITIES
IV.2 DAY 1 21ST OF MAY, WEDNESDAY
REGISTRATION AT HOTEL PRIMORETZ UPON ARRIVAL - Invoices; - Gift packages, preliminary prepared – programme, invitations, badges, bottle of wine, small gift. GIFT PROPOSALS - Bronze sculpture of a tug on a wooden mat; - Copper bell with logo of the event and BG flag; - Clay pottery of small size; - Silk scarf with print of Bourgas Bay - for the dames; - Photo collage of Bourgas views; - Ceramics with logo of the event and BG flag; - Movie for Bourgas or a souvenir gift from the city; - Unique handmade nautical souvenirs - of artistic value. 12:00 - 13:00 - LUNCH AT THE SEA CASINO FOR ETA MEMBERS AND THEIR PARTNERS (different places could be offered for both groups) - Menu options (i.e. vegetarian, vegan, halal) – they will be offered upon agreement on the lunch venues.
IV.2 DAY 1 21ST OF MAY, WEDNESDAY
ETA MEMBERS’ AGENDA 13:00 - 16:30, DRESS CODE: BUSINESS CASUAL - RELAXED EXECUTIVE COMMITTEE MEETING AT THE SEA CASINO
IV.2 DAY 1 21ST OF MAY, WEDNESDAY
ACCOMPANYING PERSONS’ AGENDA 13:00 – 15:00, DRESS CODE: CASUAL OPTION 1 Boat trip to the island of St. Anastasia /island 30 minutes away from Bourgas. There are church, hotel, restaurant, and museum there.
IV.2 DAY 1 21ST OF MAY, WEDNESDAY
OPTION 2 MUSEUMS OF BOURGAS WALKING TOUR There are 4 museums in the city that reveal the history, customs and nature of Bourgas and the region: Historical museum, Archaeological museum, Natural History museum and Ethnographic Museum. The Art gallery and an Orthodox church could also be included. ENTERTAINING ROLLER TOUR OF THE SEA GARDEN AND WINE DEGUSTATION.
IV.2 DAY 1 21ST OF MAY, WEDNESDAY
OPTION 3 - PILGRIMAGE TOUR OF THE TEMPLES OF THE BOURGAS CATHOLIC, ARMENIAN AND ORTHODOX - WINE DEGUSTATION.
IV.2 DAY 1 21ST OF MAY, WEDNESDAY 18:00, DRESS CODE: BUSINESS CASUAL - RELAXED WELCOME DRINK: The options are different in view of the unstable weather in May OPTION 1 After meeting at the Sea Casino, the cocktail can be held on the terrace of the Casino, which consists of three levels, where the cocktail may be held. The view is beautiful, the place is detached and has no contact with the flow of pedestrians. OPTION 2 Cocktail and programme on the City Bridge. The beautiful sight is an advantage, the shortcomings come from the possible windy and bad weather. OPTION 3 Cocktail on a special formed arena on a promenade in Seaside Park, just above the Bridge, which offers a beautiful sea view.
ENTERTAINMENT OPTIONS DURING THE WELCOME DRINK
OPTION 1
FLASH MOB WITH SINGERS
A flash mob is a large group of people who assemble suddenly in a public place, perform an unusual act for a brief time and then quickly disperse. It creates a really good mood, when used on a proper way or just for fun. We suggest that an American musical, or part of it, could be presented as a flash mob. The artists can converge among the pedestrians in the Sea Garden and start singing upon a sign. Music could be chosen from different musicals:
OPTION 2
BRASS BAND CONCERT GORAN BREGOVIC ALIKE
IV.2 DAY 1 21ST OF MAY, WEDNESDAY
20:00 DINNER, DRESS CODE: BUSINESS CASUAL – RELAXED PLACE: WATERMILL RESTAURANT, SEA GARDEN OF BOURGAS The restaurant has a beautiful sea view and traditional Bulgarian cuisine. -Menu options (i.e. vegetarian, vegan, halal) – typical Bulgarian and Bourgas region plates, they will be offered upon agreement on the whole programme; -Entertainment programme – Bulgarian folklore presented in the most impressive manner with bagpipes, drums, dances on fire.
IV.2
2
DAY 2 22ND OF MAY, THURSDAY ETA MEMBERS’ AGENDA
ALL FULL MEMBERS’ REPRESENTATIVES, DRESS CODE: BUSINESS STANDARD 09:00 - 11:00 Annual General Meeting at Primoretz Hotel 11:00 - 11:15 Coffee break FULL, ASSOCIATE AND AFFILIATE MEMBERS’ REPRESENTATIVES 11:15 - 12:30 Conference, morning session 12:30 - 13:30 Lunch at the hotel 13:30 – 16:30 Conference, afternoon session *Detailed programme will be prrovided by ETA
IV.2
2
DAY 2 22ND OF MAY, THURSDAY ACCOMPANYING PERSONS, DRESS CODE: CASUAL 10:00 – 13:00 OPTION 1 - Life for the Bourgas Lakes Touristic tour The tour includes three sites: Atanasovsko Lake, Vaya Lake and the complex Mandra - Poda. Atanasovsko Lake hosts the First salt festival. This is a beautiful journey through the different character and appearance of places around Bourgas - the only European city surrounded by lakes and preserved nature areas. There is a wildlife sanctuary where over the route of migrating birds, Via Pontica passes. OPTION 2 - Salt Roller Journey The Journey on the dikes of the lakes, through mountains of salt is entirely to visualise the salt production. Along the route the pink - red waters of the Atanasovsko Lake, thousands of birds flying over the water and huge white mountains of salt can be seen. Here how the sea water turns into crystalline salt under the hot sun and the blast of the wind can be seen.
Atanasovsko Lake
IV.2
2
DAY 2 22ND OF MAY, THURSDAY OPTION 3 Attraction City Bus Tour, which includes 12 stations: - South Station; - Sea garden - Sea Casino Cultural Center; - Sea garden – Pantheon; - Sea Garden - Park Hotel; - Lake Park - Festival of Sand Sculptures; - Atanasovsko South Lake - Shelter for bird watching; - Sea garden – Lazur; - Sea garden – Flora; - Gurko Str; - Tsar Simeon I Str - Regional Museum; - Al. Bogoridy Str; - South Station.
* Note: This is the official route, but a special tour could be designed focused on the architecture of the city, which is specific and has its own history. - Shopping tour – There are three shopping centres in Bourgas
Burgas City
IV.2 DAY 2 22ND OF MAY, THURSDAY
ALL ATTENDEES AGENDA 18:30 – 24:00 Gala Dinner and dancing, Dress code: Semi-Formal
2
PLACES PROPOSALS
OPTION 1
HOTEL PRIMORETZ RESTAURANT It offers very high standard in the view of menu
and, of course, convenience. One of the restaurants together with the adjacent pool may be established as a common space for the needs of the dinner. OPTION 2
NEPTUN RESTAURANT The restaurant is near Primoretz hotel. It is situated on the beach,
with a wonderful sea view. It’s advantage is in its connection with a piano bar, where the guests can prolong the evening. OPTION 3 There are a few more beautiful options which are considered not that convenient regarding their remoteness from Bourgas. They can be reviewed and considered upon request: - Medovo Complex - www.medovo.com - 40 km away from Bourgas; - Elenite Complex - www.royalcastle-bg.net - 60 km away from Bourgas; - Marina Cape Complex - 30 km away from Bourgas. -Menu options (i.e. vegetarian, vegan, halal)- they will be offered upon agreement on the venue.
Marina Cape
ENTERTAINMENT PROGRAMME PROPOSALS
In each case hostesses will meet the guests with a glass of champagne, music will be selected, as a backdrop to the evening, as well as for the dancing part of it. OPTION 1
CLASSICAL PROGRAMME
String orchestra / Solo opera performances of selected arias and plays, separated in three parts during the evening. The evening could be Blue marine coloured; all the decoration and supporting details will be implemented in this colour. OPTION 2
BACK TO 70’S Inspired by the flammable and artistic spirit of the 70’s of the twentieth century,
our idea is to re-create this colorful atmosphere for guests of the Convention. We'll take the music, clothing, accessories and all typical distinctive elements and those that would bring the guests to a gone by, but loveble and warm for all era.
DECORATION STYLE - Disco balls, shedding light; - A separate circular dance floor; - Decoration of tables, chairs and menu; - Hostesses on scates; - Thematic clothing of personnel - skates, Charleston, typical hairstyles. 70S MUSIC TRIBUTE PROGRAMME PERFORMED BY GOOD ARTISTS: Led Zeppelin Pink Floyd Queen Eagles Who Aerosmith John Lennon AC/DC Deep Purple Elton John Boston Rolling Stones Beatles Fleetwood Mac David Bowie Bee Gees, etc.
ENTERTAINMENT PROGRAMME PROPOSALS
OPTION 3
AH, THAT SWING!
The swing music and culture are highly memorable period in the 30s of XX century. Associated with fast and rhythmic melodies, and dance culture that inspires, it creates joy of the movements, lifts the mood up and engages in a friendly relaxing atmosphere. It’s associated with elegance and style, and makes references to artistic, wild and beautiful years.
DECORATION – JAZZ AND VINTAGE:
- Hostesses in vintage style; - Bowler hats, papillons and ribbons for the staff; - Decoration of tables and chairs - spots and checks; - Old musical instruments and equipment: radio boxes, saxophones, bass, turntables, old telephones etc.; - Suitable light and music.
MUSIC PROPOSAL For the music part of the event we suggest the notorious ladies' trio Sentimental Swingers - professional singers whose vision and style are fully dedicated to swing music and culture. https://www.facebook.com/SentimentalSwingers They are normally accompanied by Michael Yosifov sextet - professional jazz band.
OPTION 4
CABARET OR NOT?
Cabaret takes us back to the beginning of the XXth century’ aristocratic circles of the city of love Paris, introduces us to the mystical atmosphere of beauty, elegance, sophistication and passion. Re-creating the atmosphere of the cabaret we will surprise the guests and offer them immersion into a deep exciting world.
DECORATION AND STYLISTICS
-Typical lighting and scenery effects; -More frivolous clothing for hostesses and staff; -Bowler hats and canes; -Cigarillos and cigars; -Tables and chairs, decorated in true cabaret style; -Feathers and other fancy toilets.
PERFORMERS
Ballet 11 are the Bulgarian representatives of this style that can enchant the audience with a professional varietal show.
MUSIC PROPOSALS
OPTION 5
Dance performance in the style of NESHKA ROBEVA (http://en.wikipedia.org/wiki/Neshka_Robeva) - stylized, evocative folk other than the authentic, which the guests have seen the night before. OPTION 6
BAGA-TUR SHOW
The show Baga-Tur is choreographically developed and directed, designed to promote the Bulgarian ancient possessions. All scenes and actions are sounded by original music and narration. Parts of it are implemented in co-productions with the performance of Neshka Robeva and other ensemble and spectacle groups. The show is developed in three parts. Each section presents specific martial techniques, characteristic weapons and work with them as well as historical and folkloric themes - elements of the rituals, mythology, dances and games of our ancestors – Proto Bulgarians, and ethnic groups who are also involved in the formation of the current Bulgarian gene – Thracians and Slavs. http://www.baga-tur.com
All of the proposals will be supported by moderators, scenarios, related materials, suitable dance music for after the dinner and programme performances.
IV.2
2
DAY 2 22ND OF MAY, THURSDAY
SOCIAL DAY, DRESS CODE: CASUAL ALL ATTENDEES AGENDA 09:30 - 17:00 OPTION 1 - SOZOPOL 1. Ravadinovo Castle; 2. Tour to Budzhaka bay and the village of Sozopolis by a pirate or medieval galley; 3. Visiting the Town museum, presenting the Vampire and the permanent exhibition, the excavations in the center, the church of St. Cyril and St. Methodius and the Alamana – fishing vessel; 4. Walking tour through the Old town; 5. Visiting the Ethno museum - Remake of Sozopol customs and treat with traditional "damgi" and green figs jam; 6. Lunch at The Windmill restaurant - sea view and traditional cuisine.
Meeting with the Mayor of the town Panayot Reyzi - optional: 1. Meeting of the Executive Committee of ETA at the Mayor's office; 2. All guests attend the town cultural centre after the visit to the museum and the Mayor greets them there, giving gifts; 3. Meeting at the Museum. line salt under the hot sun and the blast of the wind can be seen.
Ravadinovo Castle
Sozopol
IV.3 FINAL STAGE FOLLOW UP & REPORTING
The report will include will include technical and financial part. It will describe in detail the implementation of the activities of the Convention. The final report will contain: • A comprehensive report on the activities and results: the overall performance of the contract, the degree of implementation of the work plan and performance objectives in the proposal; - Financial report, supported by invoices and recites.
V TEAM
This is the team we formed to meet the challenges that organising of the entire 51st ETA Convention in Bulgaria will bring to us. Your trust motivates us and is highly appreciated! Furthermore, we together organised the XXXIII Convention of the Federation of European Carnival Cities in Yambol, Bulgaria, between 8 and 16th of June 2013. Enclosed to this presentation are some of the materials we produced, and a short description of the scope of our activities.
V TEAM
ANTOANETA DIMCHEVA She is dealing with PR and creating and implementation of events for more than 12 years. She’s inspired by her work and inspires her work! Tony has interests in psychology and keeps her busy with eco farming for pleasure.
ELENA BRAYKOVA
The Manager of Asset Community Ltd. She has more than 15 years of experience in creating and implementing of product and corporate campaigns for clients of all business spheres. Among them she proudly counts Procter & Gamble, UNICEF, Lavazza, Etam, Dimitar Berbatov Foundation, Regus, Heineken. Her biggest interest is towards public diplomacy and public affairs. Elena has been working with numerous organisations like Ministry of Interior of Bulgaria, European Commission Representation to Bulgaria, Embassies of Spain, Japan and The Netherlands, European networks for cooperation like Eurolynx, BondPR, Energy EfďŹ ciency for Music and many others.
V TEAM
IRINA LYUTSKANOVA
Irina has more than 13 years of experience in Public relations and Event management. She has worked for clients such as the Bulgarian Ministry of Agriculture and Forestry, Logitech, Goodyear, Unimasters Logistics Group, City Center Sofia, European Parliament, Olineza, Tez Tour, National Geographic, Mall of Sofia, The Mall, Bilka, Golden Rose, Central Hali Sofia, Pernod Ricard, KFC, etc. Irina has a degree from the London School of Public Relations, МА from Sofia University. Apart from her rich professional background Irina is very open and sunny lady
ELENA MITOVA
She is the financial genius who is supporting Asset Community in its way to be efficient and to overcome the bureaucracy issues ! She is extremely supportive and gives us the freedom to be concentrated on our core work! Curious by nature, with numerous interests. Likes travelling, long open air walks with friends, listening to music according to her mood and reading.
V TEAM
IVAN POPOV
Ivan is the one whose energy inspires everyone close to him. He is the mastermind behind all the cool designs and visuals, produced for our clients. We have experienced millions of funny, sad, exhausting, great situations and we all admire his talent and creativity.
GABRIELA RUMENOVA
Gabriela is the nice girl who is studying philosophy and keeps us calm. She helps us to better understand the clients and the life, and ďŹ nds their hidden needs. But she only looks fragile. Many ideas and their realization in view of organisation, help and keeping things on track are her secret Music and dancing are her passion, music and music events actually gathered us all!
VI
IMPORTANT NOTES
1. Nesebar is not described at this stage as an option for the Social day due to its narrow possibilities for spending a whole day there. Besides Sozopol’ Mayor is eager to meet the ETA Convention participants in more hospitable and appropriate way. English speaking touristic guides will be provided for all outdoor activities of the guests; 2. During the whole organisational process all risks that might affect the proper implementation of all activities will be monitored and reported to the Organising Committee of the Convention. The proper measures to overcome and solve them will be proposed on a timely manner; 3. The whole communication will follow the system One Point of Contact: For Asset Community it will be Elena Braykova and for ETA - Dimitar Pendjurov, Bourgas Tug Service Ltd; 4. The event will be supported by some media activities – information to local and national media, press conference if the visit at the Mayor’s office will proceed; 5. After the agreement on the programme and activities detailed to-do and check lists will be developed, with assigned responsibilities and deadlines, so that the workflow is traceable and consequent. 6. Last but not least: All the reservations and appointments should be implemented as soon as possible due to the promotion balls of the students in Bulgaria in May. The period 19 – 26th is the busiest from this point of view.
VI
CONTACT
CONTACT DETAILS: ELENA BRAYKOVA OFFICE@ASSET-COMMUNITY.COM M: + 359 887 211 380 A: 82 LOUIS EYER STR. 1404 SOFIA, BULGARIA
THANK YOU FOR THE INTEREST AND PATIENCE! CONTACT DETAILS: ELENA BRAYKOVA OFFICE@ASSET-COMMUNITY.COM M: + 359 887 211 380 A: 82 LOUIS EYER STR. 1404 SOFIA, BULGARIA