Proposal by Subud Britain
Proposal by
Subud Britain
Presentation for Zone 3
at Jaramuza
May 2014
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Proposal by Subud Britain
A Subud World Congress
“A four year catalyst for
the growth of Subud”
The Challenge –
Organise things
to make the most of
this fantastic opportunity.
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Proposal by Subud Britain
The recent background
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From 2012: Growing enthusiasm by some members of the
idea and potential value of organising the next world
congress.
Early 2013: Extremely positive testing, Decision by Subud
Britain to make proposal to host the world congress in 2018.
March 2014: Detailed (46 page) proposal submitted to WSA
Executive, as requested.
Simplified document to be translated. Starting with the most
commonly used other Subud Languages: Indonesian,
Spanish and French.
This presentation is a summary of the proposal including
our approach, the work we have done, and some key issues
to be considered.
If you don’t already know about the proposal, what is the first
thing you want to know?
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Proposal by Subud Britain
We found Warwick University!
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Our favoured venue as it “ticks all the boxes”
An outstanding campus university on a 290 hectare site.
Extensive modern conference facilities.
Enough bedroom accommodation of different types for over
3,500 of us to be on site!
Warwick Arts Centre the natural social hub of our Congress.
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Proposal by Subud Britain
The Subud Britain Proposal Team
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Marcus Hamilton (Birmingham) – Team leader/Organiser
Leonard Hitchcock (Devon South) Chair of Subud.
Peter Hull (Manchester) – Financials, Business case
David Rose (Barnet) – Subud Britain Treasurer
Raphaella Sapir (Lewes) – Creativity, culture and use of space.
Deb Radburn (Devon North) – Foundation venue search.
Mariani Coombes (Chichester) – Venue search.
Ridwan Treacher (Maidenhead) – Website.
Marcus Bolt (Bristol Group) – logo and graphics.
David Anderson (Lewes) –coordinating the video team which includes Harlan
Cockburn (Hungary), Dahlan Lassalle (Lewes), Auguste Caffrey (London
Central).
Hussein Dickie – Innsbruck Congress Organiser
Laurence Shorter (London Central) – Alternative meeting processes.
Michael Van der Matten (Ascot), Pollard Blakely (Exeter) and Edward Rieu
(Loudwater) – other valuable contributions.
Howard Ray (Perth) and Melinda Heathcote (Chichester) – Kejiwaan Councillors.
200 other people who also responded to the World Congress Survey giving
valuable information, insight and ideas.
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Proposal by Subud Britain
The Proposal activity
What we wanted to do
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Find out what members want, to make an excellent World
Congress.
Provide the ingredients to design & develop a Congress that
will involve and engage the worldwide membership.
Make it large and “inclusive”, attractive to members, family &
friends.
Overcome some barriers that prevent members attending.
Help achieve personal enjoyment, fulfilment and the
Development of Subud.
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Proposal by Subud Britain
What we did
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Appointed coordinators after testing by National Council.
Formed a core team and met to determine the purpose, vision
and possible themes.
Maintained the wholehearted support of National Council.
Checked that our country was involved and supported us.
Used open communication, consultation and involvement.
Assessed commitment within the country & encouraged
supporters to come forward.
Used a very successful online survey - a new way to have
two-way communication with members.
– UK Survey to raise awareness & assess attitudes towards world
Congress
– 215 responses after a few weeks…..
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Proposal by Subud Britain
Survey Question 1.
Which, or all, of the following express the significance or
importance of a World Congress for Subud?
Meeting with members & representatives from different
countries & cultures, to do Latihan, socialise, share and 86%
make plans together.
Bringing our Subud Association closer together and fostering
the development of Subud across the world.
83%
Helping fulfil Bapak's vision of all nationalities and religions
worshipping together.
77%
Decision-making for our World Association for next 4 years roles, responsibilities, recommendations.
70%
Other (please specify):
16%
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Proposal by Subud Britain
Survey Question 3.
How important are the different elements to make a good
World Congress for you?
Very
Important
Very
Not
Important
+
Important
Important
Important
Kejiwaan - Big Latihans, testing,
personal development.
Meeting people – old and new friends
from our Subud family across the world.
Delegate / business programme for the
development of Subud.
Entertainments and performances.
Workshops and activities.
Cultural tourism – getting around &
seeing the sights as well as the people.
Other (please specify):
96%
78%
18%
3%
97%
63%
34%
5%
83%
33%
50%
14%
79%
70%
15%
11%
64%
59%
20%
17%
57%
11%
46%
41%
77%
47%
30%
10%
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Proposal by Subud Britain
Survey Question 3.
What might prevent you going to a World Congress?
The expense
The time away
Other
priorities
Uncertainties /
anxiety / concern
Other (Please specify)
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Proposal by Subud Britain
Survey Question 5.
Are you booked or planning to go to the Mexico
World Congress in August 2014?
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Proposal by Subud Britain
Survey Question 6.
If we were to hold a World Congress in Britain in 2018 would
you be likely to attend?
Very Likely
Likely
72%
19%
Unsure
Unlikely
Very
Unlikely
5%
3%
1%
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Proposal by Subud Britain
Survey Question 8.
Would you like to help us between now and the
presentation of our proposal in August?
Yes
8%
Possibly
28%
No
64%
If yes, or Possibly,
in what way?
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Proposal by Subud Britain
Survey Question 9.
If we were to win the bid to host the 2018 Congress in Britain,
would you be interested in helping in some capacity?
Yes
21%
Possibly
58%
No
21%
If yes, or Possibly,
in what way?
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Proposal by Subud Britain
Survey Question 10.
Which Subud World Congresses did you go to, or are
planning to go to?
1st - 1959 Coombe Springs, England
4%
9th - 1993 Amanacer, Colombia
15%
2nd - 1963 Briarcliffe College, NY, USA
1%
10th - 1997 Spokane, Washington, USA
34%
3rd - 1967 Tokyo, Japan
2%
11th - 2001 Bali, Indonesia
18%
4th - 1971 Cilandak, Indonesia
10%
12th - 2005 Innsbruck, Austria
38%
5th - 1975 Wolfsburg, Germany
20%
13th - 2010 Christchurch, New Zealand
22%
6th - 1979 Toronto, Canada
7%
Not yet been to a Subud World Congress 15%
7th - 1983 Anugraha, England
58%
14th - 2014 Puebla, Mexico
21%
8th - 1989 Sydney, Australia
18%
15th – 2018 (location to be decided)
29%
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Proposal by Subud Britain
Choosing a host country –
Criteria for the decision
1. Fair rotation amongst countries that are able to play host.
2. Accessible to members from as many countries as possible.
3. A comfortable & safe area for Subud members, families, young & old.
4. Commitment and enthusiasm by members of the host country.
5. The necessary range of skills and experience.
6. Ability & enthusiasm to communicate & learn from past experience.
7. The necessary capacity and range of rooms and spaces.
8. A central social hub for natural mixing – “ The Heart of the Congress”.
9. Sufficient accommodation of all types close by.
10. Local Subud communities, tourist attractions & areas of interest.
11. Use of the best processes and modern technology for
effectiveness, cost saving and higher quality of experience for us all.
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Proposal by Subud Britain
An appropriate time for Subud Britain?
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57 years ago in 1957, Bapak visited Coombe Springs in
England and Subud started in the west.
Britain hosted the 1st World Congress in 1959 and 7th in 1983.
2018 would be 35 years after the last time in the UK.
Active membership today of 1200 in 50 meeting places.
Wealth of knowledge and experience gained from big meetings
and annual National Congresses
Great capability and enthusiasm from our members:
– 91% of those surveyed said they would attend and
– 79% said they would like to help in some capacity.
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An opportunity to generate and spread enthusiasm and energy,
helping to revitalise Subud.
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Proposal by Subud Britain
Subud Britain annual UK Congresses
have similar effective activities …
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Kejiwaan - Big Latihans, testing, personal development.
The Delegate Programme – the development of Subud.
Meeting people – old and new friends from our Subud family.
Walks, visits, local culture & tourism – a social time together.
Workshops and activities for our development and interests.
Families and Children’s programme including a Crèche.
Youth programme that enable teenagers and young members
to feel welcome and involved.
Sports & outdoor activities, particularly for children & families
Arts & Crafts, entertainments & performances - also provide
opportunities to express ourselves and work together.
Using volunteers and helping to make things inclusive.
Onsite accommodation, food, café etc.
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Proposal by Subud Britain
Our Venue Search.
We looked for a Venue that could…
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Accommodate 2,500 to 3,000 people, or perhaps more, that we
envisage would come to Britain in 2018.
Have a large auditorium - 1400 for plenary sessions and up to
2,500 for opening and closing ceremonies, Ibu Rahayu's talks,
large concerts or entertainment.
Have at least 40 different sized break-out spaces, suitable for
our many activities within a varied programme.
Be able to cater for a minimum of a 1000 people a day, and
ideally many more than this.
Have a range and variety of suitably priced accommodation
from budget self catering accommodation to good quality hotels
close at hand, if not on site.
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Proposal by Subud Britain
Warwick University a most beautiful campus
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Proposal by Subud Britain
Warwick University facilities available for us
Auditoria & Large Meeting Spaces
Arts Centre Butterworth Hall
Arts Centre Theatre
Arts Centre Woods Scawen
Arts Centre Cinema
Arts Centre Studio
Ramphal Lecture Theatre
9 Ramphal breakout rooms flat floored
(30 – 50 capacities)
Sciences LT3
Sciences LT4
Sciences LT5
40 smaller breakout spaces
1 Sports Hall
Large grassed area
Reception area
Exhibition Area 505 m2
Learning Grid Rootes flat floored.
Panorama Suite flat floored 700 m2
Chancellors Suite flat floored 380 m2
Capacity
(Tiered)
1365
570
250
225
140
400
)
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Linked
Capacities
1365
1935
2185
2410
2550
326
116
116
Mixed
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Proposal by Subud Britain
The Accommodation and Catering on site
The number and type of bedrooms that have been provisionally
allocated for us are:
Bedroom Type
Single
standard
(shared
bathroom) not for children.
Single standard bedrooms set
in flats. Suitable for families.
Single en-suite
Twin en-suite
Rooms People Single
930
930
574
574
870
62
870
124
Double room (4 foot bed only) 440
Hotel standard bedroom
200
----Total: 3076
880
400
----3778
Double
Family
930
574
870
124
----1800
880
200
----1204
----574
Catering
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Several restaurants, cafés and bars available on site offering a wide
variety of foods that we will specify.
All 3,500 of us could eat in the available restaurants.
We will consult with you so and then design the scheme to make it
most suitable for everyone.
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Proposal by Subud Britain
Other facilities
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Comprehensive simultaneous translation facilities
Massive AV screens for use inside and out
Stream live video around the world, or delayed for time zones
Free car parking, although the campus is walkable
Free WiFi throughout the entire campus
Extensive site includes woodland and several large lakes
The Arts Centre Cinema showing films every night.
Excellent security and naturally safe. No need for locked
doors, pin codes or swipe cards during the day.
Sport facilities including tennis, swimming, fully equipped
gymnasiums, badminton, table tennis, aerobics, numerous
outdoor pitches, trampolines, impressive indoor climbing centre.
Abundance of areas and spaces to relax, enjoy peace & quiet,
or for thoughtful / exciting conversations with new & old friends.
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Proposal by Subud Britain
Warwick University – in the heart of England
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At the hub of the
motorway network.
Close to International
Airports and rails stations:
55’ to London, Euston
Station.
Close to historic castles
and Stratford-upon-Avon,
the birthplace and home
of William Shakespeare.
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Proposal by Subud Britain
Extensive range of facilities at Warwick
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Proposal by Subud Britain
Some tourist sights - close to Warwick
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Proposal by Subud Britain
Some other tourist sights in Britain
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Proposal by Subud Britain
The Content of our Congress
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Kejiwaan to be at the core of the congress.
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Large daily Latihans
Dedicated quiet room for Bapak & Ibu talks.
Video DVDs and Audio DVDs for Bapak & Ibu Rayahu talks.
Kejiwaan workshop programme
Personal testing
The delegate programme
The Wings
Families & Children
Crèche
Youth
Congress TV plus
Other Workshops
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Proposal by Subud Britain
The Quality of the experience
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Consider the total experience of a member, e.g.:
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first thoughts about going to a congress (perhaps for 1st time)
Finding out about what it involves
Booking, preparing, travelling, arriving,
Spending time there (whatever their interests)
Departing, returning home to groups, telling the story
Connecting with others after the experience
Continuing with the development between congresses?
Let’s plan and work on many ways to improve this experience
Use modern technology to enable an improved
experience and lower costs. Eg:
– World Congress App
– Booking and Registration system
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A member – friendly congress eg for UK congress:
– Getting rid of cancellation fees, big barrier to booking.
– Using volunteers
– Angel thinking
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Proposal by Subud Britain
Travel and Visas
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Striving to make it an inclusive Congress
Dedicated team to assist members with Visa Applications
Direct contact with embassies concerned if needed.
Experience in previous years
– challenging in some cases,
– members can gain access to the UK from almost all countries.
Access from Africa (e.g. Nigeria), South America (e.g.
Colombia), Israel, Bangladesh and Pakistan has been easily
managed.
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Travel within Britain – excellent and easy – short distances
Travel to Britain
– Deals with the airlines to reduce travel cost
– Possibility of much larger savings by charter flights on major
routes.
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Proposal by Subud Britain
Public Relations Plan
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Goals
– To be defined. Might be.... “To protect the image of Subud and help to
develop external perceptions so that Subud is more widely perceived as a
peaceful, tolerant, multi-faith organisation that welcomes members from all
faiths who wish to follow the worship of god”.
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Strategies
– Establish agreed policies, goals and objectives
– Produce an appropriate plan to include the following strategies:
– Develop prepared material suitable for proactive and reactive
communications including a pre-appointed 'Crisis Management
Spokesperson'.
– Communicate the forthcoming Subud World Congress in a suitable way in
local and regional media.
– Have a small team of suitably competent people who will be able to engage
with the various media in the way that is planned.
– Provide an information / visitor centre on site where anyone wanting to
know more about Subud and requiring explanations etc., can visit to satisfy
their curiosity and interest.
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Proposal by Subud Britain
Marketing a World Congress involves 4 stages:
1. Finding out what members value and what they don’t
value.
- Use an extended online survey for all members.
2. Discovering the way to provide more elements that create
value and less that provide negative value.
- Use knowledge and experience, creative thinking and known
techniques.
3. Communicating the new value package to members so
that more will be likely to come and enjoy our Congress!
- Use done traditional communication channels and also new
ones - emails, forums, blogs, YouTube and social media.
4. Delivering the value that has been promised so that
everybody is satisfied, and hopefully delighted!
- Manage, organise and run the Congress with maximum
involvement and participation of members all over the world.
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Proposal by Subud Britain
Examples of Questions for everyone…
to be pursued worldwide using an online survey
1. How long should World Congress be?
2. What are your catering preferences?
3. Shall we keep the Cinema open or not?
4. Interested in Charter flights to reduce cost?
5. Should we use Congress surpluses for future Congresses?
6. Financials including payment methods & Helping Hand funds.
7. How many would like to stay on after the congress to visit
Subud communities, and see some of the sights? Subud
members in Britain want to offer this.
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Proposal by Subud Britain
The business Plan
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We are aiming to make it as low cost as possible to enable
many more to come. Great opportunity as the venue is really
big enough to manage over 4,000.
Proposal to use surplus from previous congresses to support
following congresses. – Seems fair and sensible. We should
check if most members what this.
Have established the low cost self catering accommodation.
Scope for more cost saving in “formal” negotiations.
Draft budget drawn up based on 12 days.
Attendance in the budget is conservative with 3100 unique
visitors and average number per day of 2700.
Expenditure & income around $4m, much greater than normal
because we would control the booking of accommodation as
well as the food.
Needs to be tightly managed with huge savings possible with
good management, negotiation, creative thinking and use of
new technology.
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Proposal by Subud Britain
Summary of Expenditure & Income – 2014 prices
EXPENDITURE BUDGET
WCOT & WSC Costs
Venue - Rooms and Areas
Events
Other Costs - Venue & Ancillary
Sub total
$195,200
$807,665
$33,600
$306,505
$1,342,970
Sub total
$1,722,860
$664,569
$2,387,429
Venue - Accommodation
Venue - Catering
Total Expenditure
$3,730,399
INCOME BUDGET
Accommodation
Registration fees
Catering
Helping Hand Contributions
$1,753,097
$1,267,886
$681,511
$48,000
Total Income
$3,750,495
SURPLUS
$20,096
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Proposal by Subud Britain
If this proposal is chosen – what then?
We would as soon as possible:
1.
2.
3.
4.
5.
Liaise with the new WSA officers to develop relationships
and get their inputs.
Conduct an online survey to find out what all members in
the world would like. Direct approach to quickly reach
thousands of members to get their views concerning their
needs, wishes and opinions – information to guide the
congress design.
Start planning early and let people know how the plans
are developing.
Set up communication channels and keep them open to
help grow the awareness of the 2018 congress and
encourage related activity over the 4 years before the
Congress, not just in the last 2 years.
Negotiate with Warwick to improve the value of what is on
offer and bring the cost down further for members.
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Proposal by Subud Britain
How good is our proposal?
(Assessing against the Decision Criteria)
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1. Fair rotation amongst countries that are able to play host.
2. Accessible to members from as many countries as possible.
3. A comfortable & safe area for Subud members, families, young & old.
4. Commitment and enthusiasm by members of the host country.
5. The necessary range of skills and experience.
6. Ability & enthusiasm to communicate & learn from past experience.
7. The necessary capacity and range of rooms and spaces.
8. A central social hub for natural mixing – “ The Heart of the Congress”.
9. Sufficient accommodation of all types close by.
10. Local Subud communities, tourist attractions & areas of interest.
11. Use of the best processes and modern technology for
effectiveness, cost saving and higher quality of experience for us all.
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Proposal by Subud Britain
Conclusion
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Every World Congress presents a tremendous opportunity
We believe this is a proposal for 2018, that:
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Meets all the important criteria for an excellent World Congress
Has the full support of members in Subud Britain.
Is fitting for the current situation in Subud
Encourages all members to express their views and engage
Provides a way to help unite and develop Subud in the World
Would produce an excellent World Congress,
with a direct impact on as many as 4,000 attending,
and further benefit to members Worldwide.
If this proposal is chosen:
– Members in Subud Britain, would enjoy taking on the challenge,
working together, preparing for the Congress and welcoming you for
your extended time in Britain.
Marcus Hamilton and the World Congress Bid Team
For Subud Britain
Marcus@Hamilton.eu.com
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