PROCEDURE FOR SUBMITTING BIDS TO HOST IPVS CONGRESSES

Bid procedure

Bid documents must include the following:

  • Letters of support from national veterinary and agricultural organizations.
  • Evidence that the bid carries the support of the local pig veterinary association or society (where ever possible or relevant).
  • Proposed date
  • A detailed description of the proposed venue, including conference centre facilities, access by air, road and rail, and availability of hotel accommodation within reasonable proximity to the congress venue and at a range of prices. There must be reasonable safety and security for delegates whilst at their accommodation and moving to and from the conference centre.
  • An outline of the scientific programme.
  • An outline of the social programme.
  • The names and qualifications of those involved in the preparation of the bid and in the organization of the proposed congress. IPVS congresses are primarily veterinary congresses and the majority of the LOC must be veterinarians.
  • A preliminary budget

Distribution

Bid documents must be received electronically by all members of the Board including the General Secretary, by the 31st January of the year in which candidates wish to present their bids i.e. approximately 4.5 years in advance of the congress for which the bid is being made.

The Board may reject bids outright or refer them back for further preparation.

Presentation at the IPVS Board Meeting

All candidate LOCs must be prepared to present their bid at the IPVS Board Meeting four years prior to the congress for which they are bidding. A maximum of three representatives may present the bid at this meeting and they must conclude their presentation within 15 minutes. The suitability of this bid, and the ability of the proposed organizers to organize the congress will be considered. If the bid is acceptable, the candidates will be invited to make a presentation to the following IPVS General Assembly.

Presentation at the exhibition and General Assembly

All candidates, who are accepted by the Board, are invited to exhibit at the following IPVS congress. Exhibition space will be provided – all other costs must be borne by the candidates.

Candidates will have the opportunity to make a fifteen-minute presentation [strictly 15 minutes – to be enforced by Electoral Officer] at the General Assembly after which delegates present will vote for the bid of their choice. The LOC must ensure that only registered delegates are enabled to vote. Votes must be counted under the supervision of an electoral committee consisting of the Electoral Officer [appointed by the President], a LOC member and one representative from each bid committee. Any bid getting 51% in the first round will be declared the winner failing which the two bids with the most votes will compete in a second round of voting.

Venue and organizational requirements

  1. Local organizing committee (LOC)
    Whilst the LOC may employ professional congress organizers the LOC itself must consist mainly of veterinarians.
  2. Congress facility
    1. The main auditorium must have the capacity to house 3 000 delegates for plenary sessions.
      1. There must be five auditoriums for parallel sessions available

Bids accepted to date (July 2016)

  • 2018 Chongqing, China
  • 2020 Florianopolis, Brazil