REQUIREMENTS FOR HOSTING THE
BIENNIAL CONGRESS OF THE IAP
(Adopted in 1990, Buenos
Aires, amended 2012, Cape Town)
Division shall apply in writing to the Secretary of IAP. The lead-time for
presenting a proposal is 6 (six) years before the proposed event. The
invitation will then be presented to the IAP International Council at the next
THE BID PROCEDURE:
Divisions wishing to host a congress
will present to the International Council. If there is more than one contender,
the order of presentation is determined by drawing lots. Each Division's
presentation should last no longer than 15 minutes.
Presenting Divisions should liaise with
the President of the current Congress or the IAP Coordinator of International
Congresses to confirm the room layout and the availability of a suitable media
The venue for the future Congress is
determined by the International Council by secret ballot after all of the
presentations have been made. If there are more than two applicants, a series
of ballots occur until one of the contenders obtains an absolute majority of
the Council. As laid down in the Constitution, the International Council
consists of the Officers of the Academy, (President, President Elect,
Secretary, Treasurer, and one or more Vice Presidents, not to exceed four from
any continent), the most recently retired President and the International
Councilors. The Editor of International Pathology is an ex officio member of
the International Council without the power to vote (Constitution, Article IV,
A date for a site visit to the
preferred venue will then be decided upon. Two officers of the IAP and the
Coordinator of International Congresses will make a site visit and then prepare
a report on the suitability of the venue. Travel and living expenses for the
site visit will be covered by the hosts. Based on the site visit report, a
final decision will be made.
THE SET UP:
Once the venue has been finally accepted, the first requirement is that a
President of the Congress and a viable Congress Committee, capable of handling
the scientific program, the finances, social events, exhibits, etc. should be
elected as soon as possible.
Executive of the IAP will appoint the International Organizing Committee for
the Congress to consist of: Five IAP Officer (President, President Elect,
Immediate Past President, Secretary and Treasurer), the IAP International Congresses
and up to four appointed local Congress Organizing Committee members; the
President of the upcoming Congress and up
to three local members including the President of the host Division.
Local Congress organizing committee should work hand in hand with a chosen
P.C.O. (Professional Congress Organizer) while maintaining contact with the IAP
International Organizing committee, to plan and implement all aspects of the Congress.
LOCAL CONGRESS ORGANIZING COMMITTEE
- Decide on the
dates of the Congress. IAP Congresses are usually held in September or
October. Check dates for National or religious holidays, or Pathology
meetings which may interfere with Congress participation. Registration
fees: should be based on those of the previous Congresses, plus an
international inflation rate of about 2-3%
- Have the
Congress logo early on so the letterheads and stationary can be printed.
The letterhead is indispensable even 5 years before the actual Congress
- Early contact
with keynote speakers and chairpersons. You may need their names to
promote the Congress (with their permission, of course.)
- Try to get
outside sponsorship, by looking at lists of sponsors for previous
Congresses. This eases the finances that are based solely on registration
fees and commercial exhibits.
- Establish a
timetable (skeleton timetable at this early stage):
Block congress venue and hotels for the exact dates of the Congress
- To allow for planning
of social events and accompanying persons program
- To allow for
invitations for speakers and papers in good time
- To plan some
pre and post congress tours
IAP biennial Congress has a five day scheduled period for scientific sessions,
with other activities (i.e. get together reception before the Congress) so that
if the Congress is scheduled to begin the scientific program on a Monday a.m.,
the program would look like this:
- Sunday evening:
- Monday, Opening
ceremony, followed by sessions.
- Tuesday: a.m.
and p.m. sessions. (Evening free social event)
- Wednesday, a.m.
and p.m. sessions,
- Thursday, a.m.
and p.m. sessions (evening Congress Dinner)
- Friday, a.m. and
p.m. sessions and closing ceremony.
scientific program of the Congress is usually very comprehensive and of high
standard, with an Opening ceremony, daily plenary sessions with well-known
speakers, symposia, free papers and posters, between 16-20 Slide Seminars,
16-20 short courses and 1 0r 2 long courses.(Slide Seminars, short and long
courses by subscription) and a closing ceremony. During session’s breaks,
tea/coffee is served.
or 2 long courses (Slide Seminars, short and long courses by subscription) and
a closing ceremony. During session’s breaks, tea/coffee is served.
official language of the Congress is English. Simultaneous translation is not
Get-together reception for all registrants, including registered accompanying
persons…included in registration fees.
Folklore, or typical national evening for all registrants, including registered
accompanying persons, included in registration fee. Other shows, concerts, etc.
and the Congress Dinner are by subscription. An attractive 3 half-day tour
program for registered accompanying persons should be offered.
exhibition is held in conjunction with the Congress and should have ample booth
space and opportunities for delegates to visit. It is advisable to serve coffee
there during breaks. Exhibits can be a good source of income for the budget.
- Congress center,
convention hotel or University, should include one large lecture hall
seating about 2000 participants and 10 – 12 other break out rooms of
varying sizes for concurrent sessions. In addition the venue should have a
suitable registration area, slide preview room, microscope room with power
outlets for at least 50 microscopes, secretariat office, storage
facilities and a hospitality room. Also a suitable open area for poster
presentations and a large open area for exhibit with sufficient power
- In the past
several different kinds of venues have been used successfully, including
all three mentioned above. As long as they work they are acceptable.
Appropriate hotel accommodations in various categories for about 2000
participants must be available. These hotels should, if possible be within
walking distance of the Congress venue. Alternately, public transport
should be available near the hotels.
transportation: easy access to an International airport is a must.
There should be no restrictions on visas. Registrants from ALL divisions
must be able to attend the Congress.
Congress Organizer (P.C.O)
The IAP has always insisted on a suitable local P.C.O. to handle the
technical and administrative parts of the Congress and who should
preferably be a member of a recognized international association of
- 1st announcements
to be printed and mailed two years before the Congress (immediately
following the previous one) and should also be distributed at Pathology
meetings wherever possible, certainly at the previous Congress and at
announcements: including a well advance scientific program, abstract
forms, registration forms, accommodation forms, to be mailed at the end of
December, after Christmas, 9-10 months prior to the Congress.
- Deadline for
receipt of abstracts: May, 4-5 months before the Congress
- Date for receipt
of slide seminar blocks and case histories, February, 9 months before.
Date for receiving the slide sets: May, June 4-5 months before the
deadlines (to be settled with printer according to the above dates and
depending on local conditions.
-2nd Announcement (with all necessary forms)
-Final Program (for Congress)…Case Histories for Seminar
-Long Courses, Seminars, and other handouts, Lists of Participants
-Presidential Message for Final Program
- Mailing of 1st
and 2nd Announcements: A mailing list of division members is now available
from the Secretary of IAP. However, bulk mailing to the Division
Secretaries for mailing in each country is desirable. This saves a lot of
money on mailing and is especially useful for mailing large divisions.
Desks at the Congress Venue:
Desks should be open from the day prior to the start of the Congress
and daily for the duration thereof.
The secret of successful promotion is to reach the prospective
participants with the message that the Congress is both topic-important as
well as site attractive. Good speakers bring more participants and so may
the following pointers:
-At least some of the topics should be new or newsworthy
-The Congress must allow presentation of free papers, which for some
participants is a must in order for them to attend.
-Promotion at previous regional and International Congresses
-Publishing announcements in professional journals
-Getting your local Tourist Ministry to obtain promotional material,
-The Internet - Website for the Congress
the financial aspects of the Congress is one of the most difficult tasks and
here the advice of the P.C.O. will be of great importance.
The first budget is prepared so long in advance of the Congress
date, that it is in fact a “theoretical” budget.
The second budget is prepared when you already know how much the registration
fees will be, the price of the meeting rooms rental, the price per square meter
for the exhibits, how much to charge for slide seminars, the price of the
social events and tours and the A.V. .You still do not know, in terms of income
at this stage, the number of participants, or the number of exhibitors.
third budget, updating the second one, is probably the closest to the final
one, around 2 months before the Congress takes place. You should have most of the
registrations in (although unfortunately people register later and later). You
will know the number of exhibitors, posters, the exact number of meeting rooms
and the types, numbers and expenses for the social events. Sometimes, however,
there is a big difference between expectation and reality and the most
dangerous items are those that cannot be changed at this final stage. Therefore
always prepare 2 budgets, one with the lowest projected number of registrants
and one that has better potential.
main income of every Congress comes from three main sources:
- Slide Seminars
there are sponsors and also advertisements in the Congress program
Estimated Expenses (Fixed)
- Printing (all
Congress printed material)
- Congress venue
(meeting rooms and exhibit and poster space)
(including cutting, packing and mailing slide sets)
- A.V. equipment,
P.C.O. (including manpower for the Congress
- Travel expenses
for IAP President and Secretary plus hotel accommodation for same, and for
the President elect, Immediate past President, Treasurer and Director of
- Other travel
expenses, Promotion and advertising, signs, site visit reimbursement,
i.e. security, banners, flowers, unforeseen expense
- A capitation fee
of 5.5% per active registrant to be included in the International Congress
budget as a separate item under Congress expenditure.
- Coffee during
- Social events
(Opening Ceremony, Get-together reception, Folklore evening)
- Tours for
- Congress kits
- Name badges,
notepad and pens
- Certificates of
attendance for registered participants for IAP. Fee of $20.
fees – Participants, Residents, Trainees, Accompanying persons, Exhibits,
Advertisements, Slide Seminars
- Sponsors (if
- Pre and post
Congress tours should not be part of the budget. The P.C.O. should arrange
these with the aid of a local travel agent or tour agency and of course
with the approval of the Local Congress Organizing Committee.
There are no assurances for
total success of a Congress, however the host Division must make sure not to
have a budgetary deficit, and at least break even. We have never ended a
Congress with a deficit.
Most of the time the
Congresses are profitable over and above the built in 5.5% of registration fee
capitation for the IAP.
A 50/50 split of profits between the host IAP Division and the IAP Central
must be part of the final financial report by the Local Congress Organizing
Committee. The Local Congress Organizing Committee must submit the final
financial report to the IAP International Organizing Committee and the IAP
Executive Committee for approval before any distribution of profits by the
Local Congress Organizing Committee.
We trust that
Divisions bidding to host one of the International Congresses of IAP will
find these guidelines useful.