Stakeholders make local organizing committee effective

Wed, Mar 23rd 2016, 02:33 PM


Public and private sector stakeholders at the Baha Mar Convention Centre participating in a government agency committee (HAC) meeting.

The Bahamas is working to perfect the local organizing committee concept as part of its new approach to gaining a competitive edge as a destination of choice for the hosting of major international meetings, conferences and conventions. This LOC concept engages private sector expertise and leadership that embraces a competent government agency committee (GAC) and works collaboratively with the international organizers to effectively, plan, organize and execute major international events.

The Annual General Meetings of the Boards of Governors of the Inter-American Development Bank (IDB) and the Inter-American Investment Corporation (IIC) provides another opportunity to showcase this tri-partite approach to successfully staging a very demanding and complex international meeting.

The planning and execution of the IDB-IIC meetings is guided by a memorandum of understanding that outlines all of the requirements of the bank and its planning team. It involves infrastructure to facilitate the administrative operations of the bank from The Bahamas. It involves the offices of the president of the IDB, his executives, and the executive directors of the IDB, meeting spaces to facilitate seminars, plenary sessions and an inaugural event.

The communications infrastructure is anchored by a robust information technology platform with the flexibility to integrate various communications services across a dynamic network. It involves broadcast services, coordinating the arrival of delegates, organizing accommodation, ground transportation, marketing and public relations, social functions, entertainment and security.

The LOC and the GAC meet weekly to discuss the progress of the team. Project coordinator and head of the LOC/GAC Janeen McCartney said, " the public/private sector relationship allows for all members of the team to give focused attention to their specific area of concentration, but also for exchange of information and ideas on how to effectively execute individual and collective responsibilities. We are extremely pleased with the level of dedication and commitment from team members and outstanding work they are doing."

The government agencies represented on the committee are the Royal Bahamas Police and Defence Forces, the Departments of Customs and Immigration, the Public Hospitals Authority, the Beaches and Parks Authority, the Ministry of Health, Bahamas Information Services, the Ministry of Works and the Ministry of Foreign Affairs.

The official delegates comprising the president and executives of the bank, government ministers from the 48 IDB-member countries and their contingents and private sector delegates representing major global financial services companies demand a comprehensive security detail that creates a safe and secure environment.

A private security team is receiving great support from the security team at Baha Mar, the Royal Bahamas Police Force (RBPF) and the Royal Bahamas Defence Force (RBDF).


Royal Bahamas Defence Force (RBDF) Commander Shone Pinder speaks during a government agencies committee (GAC) meeting for the upcoming IDB-IIC meetings.

Defence Force Commander Shone Pinder, noting their involvement primarily with marine security said, "We have several components involved in that endeavor. We have a shore-side security element that will assist the Royal Bahamas Police Force (RBPF) to assure the security of the event. This maritime security effort will ensure that the sea-side areas are kept safe for the delegates attending."

RBDF will also be assisting in other logistical aspects of the meetings, including key aspects of ground transportation to assist in bolstering security in that area.

The Bahamas Customs Department has facilitated the efficient importation of the many crucial items necessary to build the required infrastructure for the hosting of the meetings. Assistant Comptroller David Beneby said customs is playing a "vital" role in the process of efficient clearance of goods and will ensure the smooth processing of delegates attending the meetings. "You can be assured that we will work to ensure that there are no delays. We are always ready for large events of this nature. We help in ensuring that our visitors have the best experience," Beneby said.

While the Bahamas Telecommunications Company (BTC) is no longer a government agency, it understands its national responsibility during these types of situations. The senior sales associate at BTC, responsible for government accounts, Sonia Rahming said her company is providing a number of "key" services for the meetings.

"We are providing the high-speed Internet; communications infrastructure between the Melia and the Baha Mar convention center. We are also providing an international circuit between Chicago and New Providence for the conference," Ms. Rahming said.

In the area of healthcare, an on-site medical facility will be available for delegates. Senior Nursing Officer with the Public Hospitals Authority Patricia Newbold said, "We also have medications, supplies and whatever is necessary to set up a medical room, where we can provide basic quality healthcare and emergency services for those persons requiring such services during the meeting. We also provide ambulance services, if there is an emergency that requires one."

Nurse Newbold added that, where possible, they encourage conference organizers and international delegates to provide information about pre-existing medical conditions, allergies and other medical needs that could assist her agency in its preparation to provide the appropriate care.

The recent hemispheric threat of the Zika virus had led the Department of Public Health to implement measures to reduce the risk of exposure of the virus to Bahamians. Nursing officer Ingrid Seymour, of the Surveillance Unit of the Department of Public Health, explained that her unit's role is to scan for viruses and other illnesses, such as Zika and malaria, noting that certain IDB-member countries in South America and the Caribbean have experienced cases of Zika.

"The Surveillance Unit's job is to ensure that we do not import these diseases," Seymour said.

The supplementary role of the GAC is vital to the LOC achieving its objective and making a positive impact on the IDB, the IIC and delegates from the various countries.

"This is what we do," Rahming said. "BTC is always prepared for events of this nature and all of our necessary services for this event are already installed. Whenever there is a big event hosted in The Bahamas, BTC is there."

Commander Pinder said, "We take this role seriously. This is an opportunity to work with our partners, as well as the private sector. In the end, The Bahamas looks good and the visitors coming to our shores are assured of a safe and, hopefully, productive event."

The Annual General Meetings of the Boards of Directors of the IDB and the IIC will be held in Nassau, April 7-10, 2016 at the Baha Mar Convention Centre.


Healthcare professionals take inventory of some of the basic medical supplies to be used in the medical room for the upcoming IDB-IIC meetings. (Photos: BIS/Eric Rose)

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