C.2. Bid awarding
C.2.1 Bids are opened by the ECU Secretary General or his representative at the ECU office after the deadline has elapsed. The date will be announced by the ECU Secretary General to interested parties. Interested parties may be present and receive copies of the bids. The ECU Board members and the federations involved get information on the payment of the bid fee and copies of the bids. The bids shall be published on ECU website within one week after their opening.
C.2.2 Until decision on the award the bids may not be changed.
C.2.3 After the opening of the bids the ECU Board shall decide on the inspector of the bids (or two inspectors if there are more than three bids). The inspector should be an experienced organiser or arbiter. He shall visit the venue, check the details of the
bid according to the ECU Standards for Chess Tournaments and be able to advice the organisers of necessary requirements and additional improvements. The cost for travelling to the venue inspection and a daily fee will be covered by ECU; the cost for accommodation has to be covered by the bidders. Later, however, the inspector(s) – unless he is the Tournament Director – shall neither be involved whatsoever in the organisation of the respective tournament nor be a part of its team of arbiters/officials. Only in exceptional cases the ECU Board may decide to make no inspections.
C.2.4 In the meeting of the ECU Board the inspector(s) shall give his (their) report and the evaluation for categories 1, 2, 4, 5 and 6 of annex 1. The ECU Board decides on the evaluation for the categories 3 and 7 after discussion. Neither the inspector nor a member of one of the bidding federations shall take part in this discussion. The evaluation reports shall be published on the ECU website within one week after the meeting.
C.2.5 The bidder with the highest evaluation is awarded the event in case the difference between this bid and the second highest bid is more than 15%. In all other cases where all bids are within a 15% range from the highest bid, all bids involved will be sent to the ECU General Assembly which shall take a vote between these bids. In the first ballot all bids will be involved. If one bid receives more than 50% of the votes, the competition is granted to this bid. If no bid receives more than 50%, a second ballot is organised between the two bids which received the highest number of votes in the first ballot.
C.2.6 After the decision the bidder is allowed to improve the bid. In such a case the new conditions of the bid will be valid after being published on the ECU website. The award of the event is only valid if the bidder transfers the deposit fee within two months after notification of the decision. If the bidder does not transfer the deposit fee within this time the ECU President shall award the event to the next bidder.
C.2.7 Failing a bid for one of the ECU competitions or if all the bids are considered to be not qualified, then the ECU President has to extend the deadline for one month. In case there is no valid bid after the extended deadline the ECU President or any
other person authorised by the ECU Board has the right to negotiate directly with organisers, but only if that is allowed by the national laws of the involved country. The ECU President will inform the respective national federation about negotiations.