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 the congress which the specific LOC organized. The LOC must therefore budget accordingly.
DEBRIEFING WITH INDUSTRY PARTNERS
Debriefing with Industry Partners must be scheduled/arranged for the end of the Congress.
LOCs must provide regular progress reports to the Board; at least six monthly or more frequently if so requested.
REPORTING: POST-CONGRESS: Six months’ deadline
Within six months of the congress which they have organized, the LOC must provide the Board with the following information:
- Preliminary financial reports
- Number of attendees in the following categories:
- accompanying persons
- Number of delegates from each continent and from each country
- Classification of registrations by date:
- early bird
- on site
- Information on speakers
- Payment: air tickets, registration, lodging [how many nights], meals, local transportation, special tours.
- Number in each category
- Invited speakers
- Oral sessions
- Invited speakers
The information in paragraphs 2 - 4 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.
Each LOC must advertise the IPVS website on their congress website and provide links to the IPVS website.
LOCs are responsible for taking out adequate insurance in the event of cancellation of their congress due to whatever cause eg. terrorism, flood, fire, outbreaks of diseases.