A few days ago FIDE published an article, Interview with FIDE Administrative Manager Polina Tsedenova, with some useful background on the organization of the FIDE Congresses. Here are some excerpts.
Q: How many Congresses have you organized so far?
A: I started officially working for FIDE in 1997 and my first Congress was in Chisinau (Moldova) in September 1997. Of course I very clearly remember that one because we did it with a previous administration jointly. Their experience was very helpful but I`m sure we improved a lot. Since 1997 we had annual Congresses which mean there have been 20 Congresses already.
Q: How difficult is it to organize such an event as FIDE Congress?
A: We have clear guidelines which we share with the organizers. We try to do it well in advance. First of all the organizers get pointed with the guidelines, second, they find a proper Congress manager, third, they find the adequate number of volunteers and fine facilities. I usually travel before any Congress for an inspection to see what they propose to us and they cooperate and collaborate in 95% of the guesses let’s say.
Neither chess players nor organizers really understand what kind of event is the Congress and many people mix FIDE Congress and let’s say a General Assembly or an Executive Board. Congress is the general term for the whole globe of the meetings which are under this umbrella. FIDE Congress today consists of several parts: General Assembly, Executive Board, commissions’ meetings, continental meetings and other meetings.
We have 188 national federations’ members of FIDE, who can delegate one person to represent their federation and vote on behalf of a federation and the meeting of these delegates we call a General Assembly. This meeting is organized every two years and it occupies the last three days of the FIDE Congress.
The Congress starts with the meetings of FIDE commissions. FIDE has more than 20 commissions and we separate the meetings during the duration of 4 days from morning till evening. When I started working we used to have a Central Committee of FIDE which was about 50-60 people and it was very bulky and it was not very convenient to have both the central committee meeting and the General Assembly. In 1999 it was decided to abolish it.
Q: What are the common problems which appear in the process of the preparation and organization of FIDE Congresses?
A: We try to put strict deadlines according to the FIDE Statutes but many federations don’t follow the terms. In several federations the administrative problems exist. People don’t read FIDE Statutes, people don`t follow the information we sent them. We send them all the information on the deadlines on the specific dates when they have to provide something. I don`t know why it`s happening, maybe because some federations are relaxed or have lack of the personnel or staff but then we have to deal with it.
More information on the Congresses can be found in 'Handbook :: A. Administrative Subjects :: 07. FIDE Congress Regulations' (fide.com). Thanks, FIDE!