Preparation

The planning and preparation required for an EGC is what this entire handbook is about (see the Starting points). However most of the pages deal with planning for the 15 days of the event itself rather than the things to be done before hand.

Time schedule for organizers

4 years before congress

• Start thinking about a group of 4-6 people to organize the congress.
• Look for a nice attractive city for the congress and look around for a nice playing site and check accommodation possibilities.
• Choosing the playing accommodation
  • It has to be a building which is not too expensive, attractive to a sponsor, and big enough for all the playing rooms (also if there is bad weather) and don't forget extra rooms for game analysis, free playing, professional analysis.
• Prepare a first draft plan and prepare a small presentation for the EGF meeting.
• EGF meeting selects location 3 years before the congress.
• Get elected at the EGF meeting to organize the congress.

4-2 years before congress

• Consider setting up a special foundation for organizing the congress (to avoid personal financial risks).
• Contact playing sites and make contracts/ agreements with them.
• Make preliminary reservations for sleeping accommodation (do not book if not necessary, given the large financial consequences).
• Make a more detailed plan including finances and enlarge committee to 6-10 persons.
• Make worst case and best case estimates of number of people visiting your congress.
• Contact local/ national governments for possible subsidies.

2-1 years before congress

• Start looking for and contact potential sponsors. Confirm as much sponsorship as possible and acquire associated publicity material/logos (to include in folders etc.)
• Prepare registration set up.
• Set up bank account(s).
• Make folders to spread at previous Go congress and tournaments including details about sleeping accommodation.
• Contact previous congress organization during their congress.
• Set up web pages

1 year - 6 months before congress

• Start registration and booking of accommodation.
• Start all preparations for tournaments.
• Start getting more people for organization during congress (10-30 persons, not all full time).
• Confirm sponsorship details.
• Contact EGF for details about professionals.
• Contact EGF for details about playing material.

6 months - 2 months before congress.

• Registration and contact with 300-600 players from 30 countries means a lot of work..... and Go players tend to be late with registration...
• Make sure that all tournament preparations are done

2 months - starting point.

• Check and double check sleeping accomodation and make sure that all pre registered persons are put in the sleeping accom. database.
• Start setting up tournament registration of pre-registered players.

.... to be continued and enlarged..

Other considerations

At the 2003 EGF AGM a discussion occured about the dates of each EGC. It was stated that the 15 days should start on a Saturday in July and end on a Saturday in August. Other than that the organisers have free choice. Note that many people arrive on the first Saturday and leave on the Sunday after it finishes, this affects Accommodation.

Give suitable thought and attention to:

• Insurance in the event of accidents and legal liabilities.
• Medical cover:
  • First aid.
  • Local doctors, dentists, hospitals with accident centres.
  • Know how to cope with broken limbs, food poisoning, animal bites (beware rabies), etc.
• Consider possible effects of your locality which may affect visitors to which the local residents have become accustomed.
• Budget.
  • Sponsorship.
• Local council liaison.
  • They will have done congresses before and may well have advice and packages of help available.
• Local tourist authority liaison.
  • They will have assisted publicity etc. for congresses before and may well have advice and packages of help available. At the very least they need to know how many copies of information you'll need well before the event.
• Safety?.
• Travel Routes/Problems and VISA process. Look for contacts in other countries e.g. travel agencies.

See other Starting points.