Conference Host Responsibility

Conference Organising Responsibilities

[updated October 2014]

IASA is committed to making conference hosting practical and feasible for most IASA members. To achieve this goal, IASA has made conference planning and management a shared responsibility between the host and IASA. With this arrangement conference hosts can concentrate on aspects of conference organization that can best be done by those with local knowledge, i.e. local arrangements.

Some responsibilities, depending upon the capacity and capabilities of the local host, are arranged jointly and as agreed between the host and the IASA Executive Board (EB).

Some tasks are handled solely by the EB with responsibility mainly delegated to the conference Vice-President.

IASA assumes the intellectual ownership of the conference including the main responsibility for the program and sponsorship opportunities. IASA takes on most of the financial administration. The conference host concentrates on logistical matters.

The following is a general introduction to conference responsibilities:

Conference Host Responsibilities

  • Submit conference proposal to the IASA EB
  • Draw up a budget outlining costs, revenues, and financial constraints. IASA conferences are expected to break even
  • Liaise with IASA EB on a regular basis. IASA EB will name specific EB members to communicate with conference hosts
  • Arrange for conference venues, halls, meeting rooms that include space for commercial and local displays
  • Arrange for sound, AV, computer and other services for the conference facilities
  • Suggest hotels and other accommodation and reserve blocks of rooms, usually until a set date. (This does not necessarily mean having a centralized booking service. Delegates can book their own hotels.)
  • Arrange opening reception, closing banquet (separate fee), coffee and refreshment breaks and any local evening entertainment or events deemed to be appropriate
  • Organize a registration desk and preparation of delegate bags and a conference office or central point so as to provide access to phones, fax, computers, photocopiers, etc.
  • Wi-Fi access in the conference site
  • Provide translation services as required. The language of IASA conferences is English but local requirements may demand translation services
  • Arrange tours to local AV institutions
  • Provide local promotion
  • Invite local dignitaries and officials
  • Find local sponsorship for particular events in coordination with the IASA EB
  • Supply and coordinate content for conference web site with IASA webmaster
  • Submit a report following the conference on the experience providing conference details and suggestions.

Joint or Shared Responsibilities

  • Determine conference main theme and sub topics
  • Organize conference programme
  • Create, populate and update conference web site
  • Integrate local contributions to the programme including session papers, poster sessions et al.
  • Distribute conference preliminary programme, usually electronically
  • Print final programme and arrange for it to be included in conference bags
  • Solicit funds from commercial vendors with the host providing information about regional possibilities
  • Promote the conference inside and outside of IASA
  • Arrange financial and travel assistance to speakers and conference delegates
  • Finances:
    • finalize budget
    • deal with currency issues
    • determine registration and other fees
    • estimate income and expenses
    • analyze the legal and financial risk of each conference
    • transfer of funds and payment arrangements

IASA Executive Board Responsibilities

  • Delegate conference responsibilities to specific EB members such as VP Conferences, Webmanager, Treasurer
  • Establish reporting structure for each conference
  • Select and approve conference hosts and ⁄ or partners for joint conferences
  • Communicate consistently with conference hosts
  • Issue “Call for Papers” to IASA and other appropriate organizations. Evaluate response and follow up as required
  • Confirm participation of speakers including coordination of registration, abstracts, biographical material, and submission of completed papers for inclusion in the Journal
  • Promote conference through other associations and related web sites
  • Publishing and 'marketing’ of the conference in the Journal, listserv and web site
  • Apply for funds from UNESCO (Paris)
  • Establish sponsorship levels
  • Manage funds received from registration through conference web site
  • Run the conference web site and integrate content supplied by local organizer