OBLIGATIONS OF LOCAL ORGANIZING COMMITTEES [LOCs]

LOCs  must  take note of the following obligations:

HONORARIUMS FOR OFFICE BEARERS

The Organizing Committee of the congress shall be responsible for providing transportation including economy class air tickets to and from the congress and complimentary registration and lodging during the congress for all members of the Board of the  IPVS.

The Organizing Committee of the congress shall provide complimentary congress registrations to all Honorary Life Members and past Presidents who are no longer Members of the Board.

BUDGET [FUNDING OF SECRETARIAT]

Each  LOC  is required to fund the IPVS Secretariat for a two year period after their congress.

DEBRIEFING WITH INDUSTRY PARTNERS

Debriefing with Industry Partners must be scheduled/arranged for the end of the Congress.

REPORTING: PRE-CONGRESS

LOCs must provide regular progress reports to the Board;  at least six monthly or more frequently is so requested.

REPORTING: POST-CONGRESS: Twelve months’ deadline

Within twelve months of the congress which they have organized, the  LOC must provide the Board with:

  1. Detailed financial reports
  2. Registration information [numerical]
    1. individual
      • delegates
      • students
      • accompanying persons
      • exhibitors
      • others
    2. numbers by
      • continents
      • countries
    3. classification by date
      • early bird
      • regular
      • on site
  3. Information on speakers
    1. Payment:  air tickets, registration, lodging [how many nights], meals, local transportation, special tours.
    2. Number in each category
      1. Invited speakers
        • Keynote
        • Lead
      2. Oral sessions
      3. Posters

The information in paragraph 2 must be provided by the LOC at the debriefing with the major industry partners held the day after the end of the congress which they have organized.

Audited Financial Reports : Twenty four months’ deadline

Audited Financial Reports must be provided to the Board and to all Partners and Sponsors  within twenty four  months of the Congress which they organized.

IPVS WEBSITE

Each  LOC  must advertise the  IPVS website on their congress website and provide links to the  IPVS website.

INSURANCE

LOCs are responsible for taking out adequate insurance in the event of cancellation of their congress due to whatever cause eg.  terrorism, flood, fire.