Info for [email protected] 2 Dear Judges, thank you for agreeing to participate as a judge in the 2019 ad hoc Negotiation Competition in Dubai! Your contribution

INFORMATION FOR JUDGES

The ADR ODR International Negotiation Boot Camp and

ad hoc Negotiation Competition

Organized with the support of the European Institute for Conflict Resolution

Dubai

5-7 November 2019

[email protected] www.adrodrinternational.com

2

Dear Judges,

thank you for agreeing to participate as a judge in the 2019 ad hoc Negotiation Competition in Dubai! Your contribution is much appreciated, and we are very much

looking forward to these two days.

We would be grateful if you could read through this information, the student rules & guidelines as well as the negotiation problem(s) that you will be judging prior to the

competition. If you have any queries, please contact us on [email protected].

Your ADR ODR International Team


3

Table of Contents

1.0. LAYOUT 4

1.1. AGENDA 4 1.2. COMPETITION ROUNDS 4 1.3. STUDENTS ENTERING THE COMPETITION HALL 5 1.4. LOCATION OF JUDGES DURING COMPETITION 5 5

2.0. COMPETITION STRUCTURE 6

2.1. PREPARATION TIME 6 2.2. NEGOTIATION TIME 6 2.3. EVALUATION TIME 6 2.4. SCORING AND FEEDBACK 6 2.5. FINALS 7

3.0. THE COMPETITION FORMAT 7

3.1. LANGUAGE 7 3.2. DURATION 8 3.3. MATERIALS 8

4.0. SCORING AND AWARDS 8

4.1. SCORING SHEET 8 4.2. REASONS FOR POINT DEDUCTION AND DISQUALIFICATION 9

5.0. AWARDS 10

5.1. AWARD TYPES 10 5.1.1. BEST NEGOTIATION TEAM OVERALL (TOP 10) 10 5.1.2. TOP NEGOTIATION PAIR 11 5.1.3. SPECIAL AWARD FOR BEST PHRASE OR NEGOTIATION STRATEGY USED 12

6.0. FREQUENTLY ASKED QUESTIONS 13


4

1.0. Layout

1.1. Agenda

1.2. Competition Rounds There will be four competition rounds. The first two round will take place on Wednesday the 6th of November 2019. The third and fourth round will take place on Thursday the 7th of November 2019, with the final round taking place during a desert safari. For each round, there will be a new case study.

TUESDAY 5 November 2019

DAY 1 Location: DIFC

WEDNESDAY 6 November 2019

DAY 2 Location: Kempinski Hotel

THURSDAY 7 November 2019

DAY 3 Location: Kempinski Hotel

15:45 Registration

9:30 Judges briefing

9:30 Judges briefing

16:00 Judges Training

10:00 Negotiation Round 1

10:00 Negotiation Round 3

18:00 DIFC Reception

12:45 Lunch

15:00 Departure for Desert Safari

from Kempinski Hotel 14:00

Negotiation Round 2 16:30

Negotiation Round 4 21:00

Mid-Competition Party at Holiday Inn Al Barsha

22:00 Return to Dubai City


5

1.3. Students entering the competition hall Upon entering the competition room, the teams will be allocated into either Team A or Team B. At the reporting zone (A or B) students will receive the background sheets and confidential papers. For each competition round, two students from each team will negotiate. The students may decide amongst themselves, who will negotiate in which round. However, over the three rounds each member of a team must have completed two full negotiations. In round four, all three students will negotiate as a team. The teams will be allocated to table numbers, where they will carry out the negotiation. For the purpose of the competition, the students must remain at their allocated tables.

1.4. Location of Judges during Competition You and one other judge will already be sitting at your allocated table. The following diagram is a representation of the seating arrangements:

TEAM

A/B

TEAM

A/B

Judge 1

Judge 2

Coaches, students

and spectators

Coaches, students

and spectators


6

2.0. Competition Structure

2.1. Preparation Time The students will be given the brief and confidential information one-hour before the start of the competition. During this time, the students must complete a proforma negotiation plan document. All three students and the coach (if present) may take part in the preparation-time. The students will join you at the negotiating table 5 minutes before the start of the negotiation. At this time, you must collect their proforma negotiation plan. You may take these forms into consideration, when completing your scoring sheet.

2.2. Negotiation Time The students have one-hour to negotiate each round (from rounds one to three). The students may start negotiating once the bell has rung. There will be a 5-minute warning at 55 minutes. After one-hour the students must stop negotiating. Please note, students are not required to reach an agreement during the negotiation.

2.3. Evaluation Time Upon completing the negotiation, the negotiators will have 15 minutes to complete a negotiation reflection form. The form may only be completed by the two students at the table. You must then collect this form. You may take this form into consideration when completing your scoring sheet.

2.4. Scoring and Feedback Once the students have completed their evaluation sheet and you have collected these documents, you must complete your scoring-sheet. In order to complete


7

your scoring sheet in privacy, you must ask the teams and their coaches to leave the table. You then have 15-minutes to complete the scoring sheet. Once you and the other judge at your table have completed your scoring sheets, you may call the students to join you at the negotiating tables. You will then be given a maximum of 5-minutes each (each judge) to give feedback to the students. However, please do not share your scores with the students. Feedback should be given in line with the training you received on the 5th of November 2019.

2.5. Finals

We organised a finale adventure. All teams will move to the desert after the third round of negotiations. In the desert all teams will negotiate the final round (round four). The desert safari includes:

- transfer to and from the hotel; - dune drive through the desert; - sunset photo stop in the dunes; - tea, snacks and an evening meal under the stars at a Bedouin-style camp; - negotiation finale; - DJ set-up; and - live performances.

If you are unable to go to the desert, due to medical or personal reasons, please do let us know in advance.

3.0. The Competition Format

3.1. Language

The competition will be in English. All oral or written communications in your presence must be in English.


8

All oral or written communications taking place before the students and their coach must be in English. If English is not your first language, you should have a score of 7 in ILETS.

3.2. Duration

Each round will last 160 minutes. The 160 minutes consist of:

- 60 minutes preparation time (to sit at negotiation table after 60 minutes, ready to start);

- 60 minutes negotiation time; - 15 minutes student evaluation time; - 15 minutes for you to complete your scoring sheets; and - 10 minutes feedback (5 minutes per judge).

3.3. Materials

The negotiating students may take any notes to the negotiation. This includes notes taken throughout the preparation time and notes taken throughout the boot camp. However, students should take care, that notes do not become a distraction or disruption to the negotiation.

4.0. Scoring and Awards

4.1. Scoring Sheet You will be given one scoring sheet for each round and you will have 15 minutes to complete it. You may finalise your form, once you have received the evaluation sheets from the students, please see duration in point 3.2. In each round, you will be observing two teams (Team A and B). Team A will represent one side of the problem and Team B will represent the other side of the problem. The teams will negotiate before you and one other judge.


9

You will then judge the round of the competition. You will score each team separately. Please complete the scoring sheet as accurately and as thoroughly as possible. When scoring, you may take into consideration the students proforma negotiation plan, negotiation time and their evaluation sheet when completing your scoring sheet. Teams do not need to reach agreement. You will be asked to complete a table with numbers. Please complete the table by inserting a number between 0 – 5. 5 being the highest possible score (please note further instructions can be found on your scoring sheets). At the bottom of the table, you will be asked to add the results in order to obtain a total sum. Should you use the notes section provided on the score sheet, please give as many details as possible. Particularly, if you wish to deduct points or disqualify a team for a round. However, please consult the organising Secretariat if a significant deduction or disqualification is a possibility. The scoring and recommendations for any award must not be revealed by any judge to any competition participants or coach. You will hand-in the score sheets to the Competition Secretariat after every round. Someone from ADR ODR International will be present to collect your sheets.

4.2. Reasons for Point Deduction and Disqualification

If the teams do not comply with the time-limits there may be a reduction in points. It is at your discretion, to deduct a maximum of 5 points if one/both teams failed to comply with timekeeping. Further, only the two students allocated to the negotiation round may take part in the negotiation. Neither the third student nor the coach may assist. This includes communication such as hand signals, passing documents or talking to one another.


10

Any attempt of communication, verbal or non-verbal, can be made subject to an immediate reduction of 20 scoring points as determined by you. If it occurs more than once, you may disqualify the team from the round.

Moreover, if one of the teams feel that the actions of their opposing team leads to a grave reduction in their performance, the team should notify the Competition Secretariat of this. The team will be asked to write down the details of what they feel took place. Further, you will be asked by the Competition Secretariat for clarification. We would like you to tell us what happened, and we will ask for your opinion on the matter.

If you wish to deduct points and/or recommend disqualification you must do so in writing (on your scoring sheet).

If you do deduct points, you must share this with the team’s coach upon completion of the round.

If you do, deduct points and/or disqualify your decision will be final and it will not be subject to appeal.

5.0. Awards You and the other judges will complete a scoring sheet on which the awards will be based. You are the sole decision-makers. You must be independent, impartial and neutral of the teams and/or coaches involved in the competition. Teams, coaches and/or judges must declare any conflicts of interest to the organising committee.

5.1. Award Types

5.1.1. Best Negotiation Team Overall (Top 10) This award will be based solely on the points scored by each team. Each round will be scored out of 100 points. The total points of all three rounds will rank the teams. The students will have the opportunity to be in the top ten negotiating teams.


11

5.1.2. Top Negotiation Pair You may make a recommendation for this special award. This award will be based on the pair’s ability to work as a team. It is to emphasise the importance of teamwork. We recommend, you look for some of the following factors:

- Communication o No interruption; o body language; o active listening; and o clear flow of information.

- Assistance and support o Assist one another where there may be difficulties; and o supporting each other’s positions.

- Cooperation o Working together in sharing their point of view with the other team;

and o do not take away from one another’s spot light.

- Alignment amongst the pair o Being on the same page; o one student does not proceed when the other wasn’t finished with

the point they were trying to convey; o demonstrating that they are on the same side; and o demonstrating the ability to change their strategy if necessary (but

together). Please note, the above points are suggestions of what you may look out for. You are more than welcome to judge this based on your understanding of excellent team work. The award is entirely at your discretion. The more details you write down, the merrier!


12

5.1.3. Special Award for best phrase or negotiation strategy used You may make a recommendation for this special award. You may take note of phrases and strategies used throughout the rounds. Where judges find that they were exceptionally well said or done, he/she may include this on their scoring sheet. If you wish to recommend a team for this award, you must write down the phrase or strategy used on your scoring sheet.


13

6.0. Frequently Asked Questions

1. Where will the training be held? The training will be in the Dubai International Financial Centre (DIFC). Registration will open at 15:45 and the training will begin at 16:00.

2. Where will the competition be held? Round 1 and 2 (6 November 2019) will be held at the Kempinski Hotel. Round 3 (7 November 2019) will also be held at the Kempinski Hotel. Round 4 (7 November 2019) will be held in the desert.

3. When should I arrive in Dubai?

You may wish to arrive on the 5th of November 2019, this is entirely at your discretion. However, please make sure that you are available to attend the judges training on the 5th starting at 16:00.

4. Do I need anything other than the score sheet whilst the teams are negotiating?

No, you do not need to take any materials to the table. However, we strongly encourage you to take a notepad with you. In order for you to take notes throughout the negotiation (these may be very helpful, when completing your scoring sheet and perhaps nominating teams for awards). Please do not use laptops or tablets.

5. Should judging be done independently or as a group?

While judges can discuss issues of interest among themselves or seek clarification from other judges on the panel, judging is to be done independently. We are interested in your independent judgment. Therefore, judges should not discuss their specific assessments with each other until the assessment forms have been completed and collected.


14

6. Is it okay if my marks given to the teams add up to the same number?

Ties are not permitted.

7. Can I speak during the negotiation/ask questions?

Unlike in moots, you are simply observing the negotiation. You should not ask questions or make comments to the teams while they are negotiating. However, during each team’s evaluation time, you may ask questions for purposes of seeking clarification, but remember that the reflection is not a time for comments, feedback, or critique from the judges. Once the score sheets have been handed into the Secretariat you may offer feedback to the teams.

8. Will the teams see the score sheets?

No, the teams will not be given access to your score sheets. Please do not share your scores with the teams or coaches.

9. What do I do if I cannot hear the teams?

Please feel free to ask the teams to speak up.

10. Do the teams have time to prepare for the negotiation before the “preparation time”?

No, this is an ad hoc negotiation competition. The teams will receive the background and confidential information one hour before the negotiation.

11. What if the third student or coach speak during the negotiation?

Please, look at point 4.2. above. There should be no verbal or non-verbal communication between the negotiators and the third student and/or coach.

12. What if I don’t understand the criteria on the scoring sheet or how to nominate for an award?

You will go have a judges training on the 5th of November. Further, you will have brief meetings every morning, where you will be able to clarify. However, if you


15

have further queries, please contact the Competition Secretariat. Someone from ADR ODR International will be in the hall at all times and available to assist you with any questions you may have or problems you may encounter.

13. What should I do if I have a problem or a question?

Please contact the Competition Secretariat. Someone from ADR ODR International will be in the hall at all times and available to assist you with any questions you may have or problems you may encounter. If you are unable to find us, you can always email us at [email protected]. We will always try to answer your questions and concerns as quickly as possible.

14. Can we post pictures on social media? Please do! ADR ODR International is on Facebook, Instagram, Linked In and Twitter. We are very happy if you share your pictures with us! Please use the hashtags: #dubaitiation and #iamnegotiation.

Should you have any further questions, please do not hesitate to contact us under [email protected].

For more information and updates please visit www.adrodrinternational.com.

Documents

Info for [email protected] 2 Dear Judges, thank you for agreeing to participate as a judge in the 2019 ad hoc Negotiation Competition in Dubai! Your contribution