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• CITY OF MIAMI, FLORIDA '
INTER -OFFICE MEMORAN" MANAr,F1'S OFFICE
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TO Mr. Howard Gary DATE. January 28, 1983 FILE
City Manager
• SUBJECT. Inter -American Development Bank (BIP
FROM Maurice A. Ferre
Mayor
REFERENCES:
ENCLOSURES 1
Around the middle of January, I sent to Frank Diaz-Pou a copy of Inter -American
Development Bank's facilities required for the annual meeting of their Board of
Governors.
It is my understanding that this annual meeting requires over 2,000 hotel rooms
for one week. It is estimated that the immediate economic impact to the community
where BID holds their meeting is in excess of $20 million.
In addition, bringing the Inter -American Development BEnk to Miami further consolidates
our importance as a financial center for Latin America and the Caribbean.
Time is of the essence and I would like a full report to the City Commission for the
February 10 meeting.
I understand the U.S. is the host country in 1984. Also, that there is some reluct-
ance on the part of this Administration's Secretary of Commerce to host this meeting
in the U.S., so our presentation must not only be good, it must be aggressive.
Frank Diaz-Pou should work directly with Mr. Reagan's representative at BID, Mr.
Jose Manuel Casanova.
MAF.amn
cc: F. Diaz-Pou
t�� o !" i o-h ' 83-IL 46
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Mr. Jose M. Casanova
U.S. Executive D'irector
Interamerican Development Bank
808 - 17th Street, N.W.
Room 1032
Washington, D.C. 20577
Dear Mr. Casanova:
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I understand that 1985 will be the next time a donor country will
be selected as host for the annual meeting of the Board of Governors
of the Interamerican Development Bank.
After a careful examination of the IDB's logistical needs for this
event, I believe that Miami is in a unique position to meet both
the physical and hosting requirements of this meeting.
The new James L. Knight International Conference Center features a
5,000-seat auditorium with simultaneous translation services in
seven languages; a 1,400-seat ballroom, a 600 seat meeting room;
25,000 sq.ft. of exhibit space; and 6,000 additional sq.ft. for
smaller meeting rooms or office space. In regards to hosting requi-
rements, there are 5 first-class hotels, with nearly 3,000 rooms
within walking distance of each other and the Center.
As you are well aware, in only a few years, the City of Miami --
a traditional tourist mecca -- has grown rapidly to become a
leading international center for trade, commerce and finance,
surpassing New York in Edge Act banks and international banking
agencies.
As Mayor, and on behalf of my colleagues on the City Commission,
I would like to offer the City of Miami as the site for the 1985
83-14C
Mr. Jose M. Casanova
Page 2
Board of Governors meeting. We believe that Miami stands out as
a natural location for this reunion not only because of its long -
recognized role as tLe Bridge of the Americas, but because of
its identification with the goals of the Interamerican Development
Bank.
Confident that this e•:e:, wil-1 strengthen our relations with Latin
America, I thank ycu for your support in this endeavor.
iRcerely,
Maurice A. Ferre
Mayor
83-1,16
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83—f 4C.
FACILITIES REQUIRED FOR AN ANNUAL MEETING OF THE
BOARD OF GOVERNORS
The Annual Meetings of the Board of Governors of the Bank, to be held in
early April of each year, pursuant to understandings reached with the
other regional development banks, are assuming increasing importance in
Latin America and other parts of the world. They are attracting the in-
terest of individuals and organizations, both governmental and private
and their participation, in addition to the official delegations in the
meetings, as observers and special guests. The increasing scope and com-
plexity of the arrangements required for an Annual Meeting make it desira-
ble that the Bank Management receive an indication at least two years in
advance from a country interested in offering a site, in order to allow
sufficient time for planning and organization.
In offering a site for a Meeting of the Board of Governors, the country
must be prepared to receive as many as 1,400 to 1,800 persons from abroad
and to provide adequately for their housing, transportation and other
needs. In addition, the growing number of persons attending the Meeting
creates a demand for large meeting rooms and a considerable amount of of-
fice space for the Chairman of the Board of Governors, Executive Directors,
senior staff of the Bank and support staff.
Basically, the minimum physical requirements for an Annual Meeting of the
Board of Governors are two:
1. A conference building or a complex of adjacent buildings in which
the delegates, observers, special {guests, press and general staff
have the necessary space and facilities to meet and work; and
2. Hotels, preferably located near the conference center, that can
supply accommodations that are sufficient in both number and com-
fort for all persons attending the Meeting.
The conference building or buildings and the necessary hotels should be
constructed before a city is offered as the site for the Meeting.
If a city can satisfactorily meet these two requirements, it is probable
that the other facilities needed can also be provided. The city must, of
course, be easily accessible by air to international travelers.
e3- i4G
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The Conference Building
The meeting rooms for working sessions of the Board of Governors and its
committees and working groups should be located in one building, which
should also have sufficient capacity to accommodate offices for the Secre-
tariat staff (approximately 250 persons) who provide the services needed
by the Meeting. As simultaneous interpretation will be required at all
sessions, the meeting rooms should be large enough to permit the temporary
installation of interpreters' booths and electronic equipment, if these
are not permanent installations in the room. The room measurements indi-
cated below include such additional space.
Preferably, the offices for Executive Directors and senior staff of the
Bank should be in the same building as the meeting rooms and secretariat
offices. If this is not possible, they must be located in an adjacent
building with easy access to the main conference building.
Specifically, the space requirements are as follows:
A. REETING ROOMS
- A hall for the inaugural session with capacity to accommodate
1,400 to 1,800 persons. This need not be in the conference
building.
If the Meeting is to be of limited attendance, without special
guests, a hall accommodating 800 to 1,000 persons would be
sufficient.
- A room for plenary sessions with A capacity of 800 to 1,000
persons. This room should preferably have a level floor to
permit seating the governors at a U-shaped table with their
delegations behind them. (A room with a sloping, theater -style
floor is not suitable.) The floor area should be about 800 to
1,000 sq. meters (8,800 to 11,000 sq. ft.).
For a meeting of limited attendance, a room accommodating 500
persons would be sufficient.
- A room for meetings of the Committee of the Board of Governors
with a capacity for 200 to 250 persons (200 to 250 sq. meters/
2,200 to 2,800 sq. ft.).
- Two or more small rooms for meetings of working groups, each
holding 75 to 100 persons (75 to 100 sq. meters/800 to 1,100
sq. ft.).
83-1.4C.
- 3 -
B. SPECIAL AREAS
Sufficient space is needed near the plenary sessions room for instal-
lation of the following Meeting support services and offices. The
total area required is approximately 900 to 1,000 sq. meters (9,900
to 11,000 sq. ft.)
Square
Square
Meters
Feet
1.
Registration of participants
30 -
40
330 -
340
2.
Document distribution
50 -
80
550 -
880
3.
Document storage room (adjacent
to distribution)
25 -
35
275 -
385
4.
Receptionists and other services
25 -
35
275 -
385
5.
Exhibit of photographs, graphs and
other materials illustrating
Bank activities
80 -
100
880 -
1,100
6.
Press room
130 -
150
1,430 -
1,650
7.
Telex press services
50 -
80
550 -
880
8.
Press, radio and television relations
180 -
190
1,980 -
2,000
9.
Public services: long-distance tele-
phone booths, cables, mail service,
bank branch, travel and airline
agencies
150 -
180
1,650 -
1,980
10.
Delegates lounge
80 -
90
880 -
990
OTHER AREAS
11.
Document reproduction (Graphics)
60 -
80
660 -
880
12.
Storage (shipments and packing)
60 -
80
660 -
880
C. OFFICES
About 110 to 120 rooms to be used as offices for the Chairman of the
Board of Governors, Executive Directors, principal officers of the
Bank and the Meeting secretariat should be installed, preferably, in
the conference center itself or an annex. At least 25 of the offices
should be large enough to be suitable for use by an executive and have
an outer office or anteroom for a secretary or receptionist.
83-14C
- 4 -
D. HOTELS
The hotels to accommodate Meeting participants should be first class;
ideally they should be located near the conference building.
For an Annual Meeting with full attendance, approximately 1,300 to
1,500 lodging units, all with private bathrooms, are required.
Forty of these units should be suites, consisting of one bedroom,
living -room and bathroom.
If the Meeting is held in a city other than the capital of the host
country, approximately 250 additional rooms would be needed for the
host country delegation, special guests, press and local personnel.
For a Meeting of limited attendance, the requirement is estimated
at 650 rooms, of which 25 should be suites.
Even though the cost of lodging in the hotels is paid by the guests,
the IDB makes the necessary reservations to guarantee the availabi-
lity of the rooms, for which reason, cooperation of the government
of the host country is expected.
Other requirements
While the requirements listed above are basic, they are not the only ones.
The host country and the Bank assume other obligations which include those
summarized below.
The host country is expected to place a number of automobiles and buses
with drivers at the disposal of the Bank to meet the transportation needs
of the Governors and other participants in the Meeting, between the air-
port and the hotels and between the latter and locations of Meeting acti-
vities. The furnishings and any special installations required, as well
as equipment and supplies that may be needed in meeting rooms, offices
and work areas listed above, emergency medical service, security, instal-
lations for mail, telex, cables and long-distance telephone calls, travel
agencies, etc., are also to be provided by the host country. The Bank
will provide the electronic equipment for simultaneous interpretation, if
none is installed in the building or buildings utilized, and technicians
to operate it.
The Bank selects and pays local personnel to supplement the secretariat
of the Meeting, requesting assistance from the host country only in pro-
viding information on sources of personnel. The host country hires and
pays all personnel needed in connection with the facilities and services
it provides: drivers for automobiles and buses, guards, cleaning staff,
elevator operators, etc.
53-1
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Privileges and Immunities
In accordance with the provisions of the Agreement Establishing the Inter -
American Development Bank, the host country is expected to grant to the
Bank and its staff the corresponding privileges and immunities which are
also extended to participants.
The host country should also make arrangements so that visas be provided
promptly to all participants and establish simplified procedures related
to immigration and customs formalities for entering and leaving the coun-
try. Documents, equipment and other articles introduced into the country
by the Bank for use in connection with the Meeting should be allowed duty-
free entry and exit.
S3-146