9. IASA EB Procedure
9.1 The EB is responsible for the selection of conference hosts. The EB should plan at least two conferences in advance. This does not preclude the EB from planning further ahead; particularly if there have been expressions of interest in hosting a future conference in a particular year. The EB encourages an application where a special event has prompted the application, e.g. the Austrian Phonogrammarchiv’s 100th anniversary of sound archiving in 1999. When planning conferences the EB will inform themselves of any local political situations that may affect the conference and keep the membership informed. The EB will work closely with the local hosts to ensure that they are fully informed of any specific requirements to make the conference attractive to local interests.
9.2 With the election of a new board the EB should delegate a VP to be in charge of conference programmes. The conference VP will normally be the person to coordinate conference arrangements with the local hosts. The EB may delegate the coordination to other members taking after considering such factors as language, geographic location, and personal contacts. At the EB meeting taking place at an annual conference, the EB should review the responsibilities of various Board members for coming conferences and take decisions as required. These decisions are communicated to the local organizers. When a new Board assumes office it has the responsibility of reviewing conference arrangements and assigning responsibilities accordingly. Because conference commitments are often made several years in advance, a smooth transition and exchange of information is essential.
9.3 The conference format and theme are discussed with EB.
9.4 Preliminary program details are sketched out by the VP at the mid year meeting preceding the conference.
9.5 The Secretary-General will communicate with the Sections and Committees before the mid-year meeting to ensure that all their requirements are included in the preliminary program. The sketch should also take into account training sessions and other needs.
9.6 Preliminary program and room requirements sent to the local organising committee and Secretary-General(s) 6 months before the conference. This is usually available immediately after the IASA mid-year EB meeting.
9.7 The conference programme VP will complete the preliminary program in sufficient time for the conference hosts to add local information about the conference venue and accommodation. This should be mailed to the IASA (and joint host) membership at least four months before the conference. At the same time this program will be posted on the IASA and/or conference web site. IASA will work with the conference organizers to ensure a mailing IASA’s membership and it is anticipated that a co-host Association would do the same with their membership. An additional mail-out list, made up of non-members, may be compiled by the organizers with reference to the IASA Board, IASA committees/sections and the co-host. Local organizers are responsible for the printing and mailing of conference information but may coordinate it with the mailing of other IASA publications. The Constitution of the Association may dictate this mailing date. For example, if any electoral procedures or constitutional amendments or changes, or increases in membership dues are to be made or discussed at conference, up to six months notice is required by the Constitution.
9.8 Final program details including session chairs, training session information and other details should be sent from the Conference Programme VP at a date agreed to with the conference organizers. These details will be printed in the final program available to delegates at the conference. The conference website will also be updated as soon as the information becomes available.
9.9 Deadlines for registration and payments should be decided by the local organisers in the clear knowledge that a number of participants will register after the deadline. It is quite acceptable for conference organisers to levy a late fee penalty. Local organisers should not to be too rigid about numbers and be prepared to be flexible. But in calculating finances they should err on the pessimistic side, work out the economics on a minimum, not a maximum.