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ANNUAL CONGRESS Nivelles (Belgium) 6-7-8 November 2015
6 November 2015
Welcome to the participants by the Congress organizer. Arrival at the « Nivelles Sud » hotel and check-in. All the activities and meals will take be served at the hotel.
Meeting of the EAP Executive Committee
Opening dinner of the 25th EAP Congress (Anniversary)
21:45 – 22:30 Administrative issues. Membership Payment of the members for 2015 (to Christian Halloy) and payment of the expenses in relation with the Congress ( to CABW Nivelles treasurer)
Saturday 7 November 2015 08:00
Morning session (break at around 11:00) a. Welcome speech by the Congress Organizer (4’) b. Opening Speech by Noël Levêque, EAP president (7’) c. Counting of the present, absent, excused and represented members. (6’) Counting of the number of voters in case of possible votes. Minutes of the meeting will be taken by CABW Nivelles. The language of the Congress is French ; a translation into English will be provided by CABW Nivelles. Spanish, Italian and German will be alternatively provided by the members. d. Exclusion of the members. e. Validation of the minutes of the 24th EAP Congress 2014. (10’) f.
Introduction of the meetings’ candidacies to join the EAP circuit in 2016 i. Amsterdam indoor ii. Aarhus Nordic Challenge (outdoor) Denmark
g. Questions and Answers on the proposed candidatures (25’) Deliberation of the Congress members (8’) 11:00
Coffee-Break (15’) Resumption 11:15 h. Analysis of the new organisations (new members 2015) and reminder of the rights and duties. The new members (2015) will make a quick self-assessment on a suitable form. 1. Dour (BE) 2. Valence (FR) 3. Leiria (Port) i.
Discussion about the organizers who have met difficulties (organization, budget, calendar, respect of EAP, etc.). 1. Valence (FRA) 2. Amsterdam (NED) …
Discussion and position of the congress concerning the « EAP label » requirements (EAP Charter, see enclosed proposal). Which is the image given by the meetings that fail to honour their commitments to the rest of the group ? (20’)
Lunch and group photo
Afternoon session (part 1) (break at around 16:00) k. Special announcements by some organizers in 2015 l.
Calendar EAP 2016 + other competitions of common interest (12’) i. Updating of the temporary calendar for the meetings of the circuit
m. Communication and promotion of the EAP (20’) i. Report by de Pablo Cassina about the EAP website, Facebook, Twitter, Flickr, VincoSport-EAP-TV, photograph Daniel Mitchell (Mitchellmedia) Explanation of the costs related to this activity. Attribution of the mandate and fixing of the budget for 2016. Definition of the communication aims for 2016 n. Workshops 2015 : Progress review of the group work done in 2015, following the Biella congress : Each group spokesperson makes a short summary. o. Workshops 2016 (30’) 3 groups of min 5 and max 8 members 3 groups with specific aims according to the propositions of the members sent to Pablo Cassina before 25th October 2015 or following those of the 2015 congress. p. Presentation of the workshops’ conclusions to the other members. i. Group 1 (8’) 1. Questions-answers (4’) 2. Vote, decision (3’) ii. Group 2 (8’) 1. Questions-answers (4’) 2. Vote, decision (3’) iii. Group 3 (8’) 1. Questions-answers (4’) 2. Vote, decision (3’)
16:00 Coffee-break (25’) During the break possibility of exchanging presents + Preparation of the grid for each meeting’s events (a spreadsheet will be available for a personal update)
Afternoon session (part 2) Resumption at 16:25 q. Accounting report by the EAP treasurer (Christian Halloy). i. Control of the 2015 membership payments. Inventory of the 2016 membership payments (4’) ii. Payment of the 2016 annual membership (200€) and of the entry fee of the new members (150€) iii. Discussion about the membership fee for 2017 1. Proposal of the treasurer, debate and vote (8’) iv. (possible) conclusion of the membership payments and payment of the expenses in relation with the Congress to the organizer. r.
Rules and regulations of the EAP circuit. Further discussion on the proposal of Donnas concerning an update of the regulations and the reimbursement grid (km expenses, internal limits required, budget, future categories, Together et running, etc.) i. Discussion (20’) ii. Decisions (15’)
s. Circuit 2015: i. Observers Report by the EAP delegates about the assessed meetings, following the observation grids (max 3’ for each member -> max 60’) ii. Observers for the 2016 circuit (and reminder of the requirements and conditions to be an observer) t.
Miscellaneous and unexpected details (15’)
u. Proposal and confirmation of the next 3-4 locations of the annual EAP Congresses. 2016 AMSTERDAM (NED) 2017 BUDAPEST (HUN) 2018 VALENCE (FRA) 2019 … Organization of the annual conference. Discussion and proposals (5’) v. Drawing up of the list of 2016 Executive Committee members w. 2015 meetings Ranking i. Presentation by Josep Massa (15’) ii. Proposition of another evaluation system (12’) iii. « Philosophical, organizational and physical objectives to be reached and respected in order to be an EAP labelled meeting» by Pablo x. Contact with the managers, groups of athletes, federations (5’)
Meeting with some CABW-Nivelles athletes and with the local public and athletic authorities. The media will be there.
OFFICIAL DINNER OF THE 2015 EAP CONGRESS AND OF THE EAP’S 25th ANNIVERSARY
9 November 2015
Last working session of the 2015 congress a. Finalization of the congress, depending on the open points of the Saturday session.
In the morning :
DEPARTURE OF THE DELEGATIONS
END OF THE 25TH EAP CONGRESS 2015
Looking forward to seeing you again next year for the 26th EAP congress