Guidelines for LOCs


  1. Hall/auditorium for Plenary sessions:

    A hall capable of accommodating at least 3000 delegates must be available for plenary sessions and an adjacent hall capable of handling overflow and simultaneous audio-visual facilities must be available.

  2. Check the lecture facilities very well.  Do the site inspection while a congress is in progress [i.e. attend a congress on site before selecting the venue].
    • Acoustics
    • Temperatures in lecture halls
    • Lecture aids: pointers
    • Screen size in relation to room size
  3. Signage to indicate location of lecture halls must be clear and easy to follow.
  4. The company regulations of partners and sponsors do not favour five star and vacation venues:  if a vacation venue is chosen, ensure there is also cheaper accommodation available near the venue.
  5. Organizers must endeavor to arrange public transport from the hotels to the venue.  There must in any event be adequate shuttles/buses to and from hotels.


  1. Daily programme must be easy to read [letters not too small] [and colour coded?]
  2. Avoid clashes with Industry Partner’s symposia/events where possible. Clear guidelines to avoid clashes must be provided to the partners.
  3. Stagger keynote lectures to enable better attendance thereof.


  1. Sponsor registration and travel expenses where appropriate for:
    • researchers [who do not get assistance from industry]
    • students
    • individuals who helped review papers
    • Board members [obligatory]
  2. Have names on both sides of the nametags.
  3. Avoid sponsors’ names on the name tags.  Definitely do not have the name of only one sponsor on the nametag.
  4. Drinks and snacks in registration area during registration are welcomed and appreciated by delegates.


  1. Raffle a valuable prize at the conclusion of the General Assembly and advertise the raffle widely well before the congress in order to encourage delegates to book their return air tickets accordingly, i.e. after the General Assembly.