07. FIDE Congress Regulations

Amended by the 1994, 1995, 1996 and 1997 General Assemblies

1.

The Congress shall incorporate the sessions of the General Assembly (GA), which is the legislative body of the World Chess Federation.
In addition to the daily sessions of the GA, the following events shall be organised.

1.1

Sessions

• Of the Executive Board,
• Of the permanent FIDE Commissions, and
• Of the temporary FIDE Commissions.

These bodies shall be instrumental in making recommendations to the General Assembly.
Meetings and discussions as required upon proposal by the FIDE President.
Discussions by the Federations

• Among themselves
• By Zones, and
• By Continents

The Congress timetable (page6) regulates the separate meetings.

1.2

Minutes

For the sessions of the General Assembly, the Central Committee and the separate FIDE Commissions minutes shall be taken. Those taking the minutes shall forward them to the Congress Secretariat. The FIDE General Secretary shall arrange for them to be translated into the requisite languages and duplicated.

2.

Time and place for holding the FIDE Congress.

The FIDE Congress shall be held in the autumn of every year. In even-numbered years, the Congress will be held during, and in the same city as the Chess Olympiad.
The Administrator of the Chess Olympiad will also be the Administrator of the FIDE Congress for the same year. Exceptions require approval by the General Assembly.

3.

Appointment of the Administrator

The Appointment of the Administrator for the Congress in odd-numbered years (1997,1999, etc.) will be decided by the General Assembly. Administrators may be proposed by the federations.

3.1

A proposal to undertake the organisation and running of a FIDE Congress may take the form of

1. A direct and concrete offer, or
2. A provisional application (for the granting of an "option") by the President

3.2

A decision on the proposals shall be made by the General Assembly, or (in between Congresses, after expiry of the "option") by the President

3.3

3.3.1

Instead of a direct, firm offer, application may be made for an "option" to organise the FIDE Congress; this means that the Federation applying proposes to state its firm intention within a specific period.

3.3.2

Provisional applications are to be made on form A.06 and submitted to the General Secretary.

3.3.3

An option fee of 325 EUR must at the same time be paid to FIDE.

3.3.4

The General Assembly shall decide on the order in which the federations that made provisional applications will be granted options (first, second, third option etc.) and on the period of validity of these options.

3.3.5

(GA 96) The Federation which is granted first option shall pay to FIDE the deposit fee for the organisation of a Congress (EUR 10,000) before the conclusion of the General Assembly granting the option.

3.3.6

If the deposit is not paid on time. Then

• the option is cancelled
• the provisional application fee is forfeited and
• an option is granted to the next Federation (in the order laid down by the General Assembly

3.3.7

If paragraph 4.6is enforced the FIDE General Secretary shall in form the Federation that has been accorded the next option. The procedure shall then be continued as in paragraph 4.5

3.3.8

Upon fulfilment of the conditions

• Granting of an option and
• Payment of the application fee and deposit,

The Federation receiving the option shall, within the period of validity of that option, submit to the FIDE President a firm offer to organise the Congress.

3.3.9

If the firm offer is not made, the fee and deposit already paid shall be forfeited to FIDE.

3.4

Direct, concrete offers
For the organisation of the FIDE Congress will be decided on directly by the General Assembly

3.4.1

The offers are to be made in writing, on the application form.

3.4.2

(GA `96) Acceptance of an offer by the Federation making the offer.

3.4.3

If the Federation later abandons the undertaking the deposit is forfeited to FIDE.

3.4.4

After the holding of the Congress the deposit will be repaid to the Federation by which the Congress was organised.

4.

Draft submitted to the FIDE President

4.1

Not later than 6 months before the start of the Congress, the Federation entrusted with organising it shall submit to the President a document containing information on the following:

• venue,
• beginning and end of the Congress,
• proposals for the accommodation of delegates and the premises for meetings
• travel facilities, and
• the condition for visas.

4.2

At the same time as this draft is submitted. the President must be invited

• to inspect the venue, and
• to conduct a preliminary discussion at the administrator`s expense

4.3

Confirmation

Immediately afterwards, the arrangements as drafted will receive the President`s confirmation, with (if appropriate) a note of any modifications which he considers desirable on the basis of his inspection of the venue and the preliminary discussion. If necessary, further inspections are to be arranged.

5.

Invitations to the federations

5.1

On receiving the President`s confirmation (7.2), the organising Federation shall send an official invitation to all federations affiliated to FIDE. An information sheet outlining the proposed course of the Congress as well as any special announcements should be enclosed. A copy should be sent to the FIDE General Secretary. In addition the following information must be included in the invitation:

1. travel flights, airlines, local transportation, discounts, etc.
2. hotels choices, quality, costs, food, etc.
3. visas cost and how to obtain one if required.
4. Vaccinations, if any.
5. Foreign exchange transactions, including use of credit cards.
6. Medical facilities and availability of doctors (GA `97).

5.2

After this official invitation, the FIDE federations and Congress Administrator will communicate with each other directly.

5.3

In addition account must be taken of the FIDE Statutes covering proposals to the General Assembly and the forwarding of Congress material between the federations and the FIDE General Secretariat.

6.

Notice of participation

6.1

Not later than 4 months before the beginning of the Congress every Federation that wishes to participate must send written notice of this to the organising Federation of the administrator who represents it.

6.2

At the same time, copies of the notice of participation are to be sent to the FIDE General Secretary and the President of the Zone to which the Federation belongs.

7.

Organisation of the FIDE Congress by the administrator.

7.1

The Federation entrusted with holding the Congress shall appoint a representative as Congress manager.

The Congress manager shall appoint personnel to the departments for

• finance
• organisation,
• accommodation and meeting rooms
• amenities for delegates, and
• press facilities and passes

He shall also set up a Congress office.

8.

Requirements

8.1

For the duration of the Congress, the administrator shall provide FIDE with the following at his own expense:

• the rooms required for the sessions of the General Assembly and other meetings
• office premises with modern facilities, for the FIDE President and the General Secretariat;
• an installation for simultaneous translations (at least four languages English, Spanish, French and German).
• the necessary qualified personnel to translate the proceedings of the Central Committee and General Assembly, and the minutes of the FIDE Commissions.

8.2

Details are to be decided by agreement with the President or General Secretary of FIDE

9.3

During the Congress, the FIDE flag and the national flags of the federations taking part should be displayed.

9.

Further duties of the administrator

9.1

(GA `96) The administrator shall pay the full travelling costs and living expenses of the FIDE President, fide Hon. President, the FIDE Deputy President, the FIDE Vice Presidents, the FIDE General Secretary, the FIDE Treasurer, the FIDE Executive Director and a maximum of one secretarial assistant. (GA `95)

9.2

If the hotel and Congress hall are situated far from each other, the organisers shall provide transport for the participants. A car shall be provided for the use of the President.

9.3

The administrator shall supply all participants in the Congress with folders or printed information.

10.

Expenses to be met by the federations

10.1

The federations shall pay the travelling and living expenses of their delegates to the Congress.

10.2

Offers for accommodation in several good hotels at favourable prices shall be secured and conveyed to the federations by the administrator.

10.3

The offers should stipulate prices for

• room and breakfast, and (where appropriate)
• partial or full board.

10.4

The administrator is expected to secure package prices at a lower rate than the hotel`s normal charges.

10.5

The federations shall ensure that their delegates to the Congress are equipped with the FIDE Handbook as a working document.

11.

Opening and closing ceremonies

These, and any receptions or special gatherings shall be organised by agreement between the FIDE President and the administrator.

12.

Note: 1981 General Assembly recommended that the intervals between Congresses be at least 10 months and at most 14 months. 1981 General Assembly recommended that organisers take as much as possible these intervals as a guideline when establishing the dates.

13.

FIDE Congress Timetable

13.1.

Free day during the Olympiad Congress.

Congresses that are held during the Olympiad shall devote one day after the close of the Central Committee meeting as a free day before the commencement of the General Assembly (GA `97).