REQUIREMENTS FOR HOSTING THE BIENNIAL CONGRESS OF THE IAP
(Adopted in 1990, Buenos Aires, amended 2012, Cape Town)
THE BID:
The 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 biennial Congress.
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 presentation system.
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, 2).
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:
Committees: 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.
The 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 Coordinator 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.
The 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 ACTIONS:
The 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:
The 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.
1 or 2 long courses (Slide Seminars, short and long courses by subscription) and a closing ceremony. During session’s breaks, tea/coffee is served.
Language
The official language of the Congress is English. Simultaneous translation is not provided.
Social Events
1) Get-together reception for all registrants, including registered accompanying persons…included in registration fees.
2) 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
An 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.
The Venue
Printing Schedules
THE BUDGET:
Managing 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.
First Budget
The first budget is prepared so long in advance of the Congress date, that it is in fact a “theoretical” budget.
Second 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
The 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
The main income of every Congress comes from three main sources:
Sometimes there are sponsors and also advertisements in the Congress program
Estimated Expenses (Fixed)
Variable Expenses
Estimated Income
FINAL COMMENTS:
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.