5.2.1. Local 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, and 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.
- Wi-Fi access in the conference site that is sufficient for all guests and presenters.
- 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.
5.2.2 Joint or shared responsibilities
- Determine conference main theme and sub topics.
- Organize conference programme.
- Integrate local contributions to the programme including session papers, poster sessions, and other types.
- 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.
5.2.3 IASA Executive Board responsibilities
- Delegate conference responsibilities to specific EB members such as VP Conferences, Webmanager, or Treasurer.
- Establish a reporting structure for each conference.
- Select and approve conference hosts and ⁄ or partners for joint conferences.
- Create, populate, and update the conference web site.
- 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 website.
- Run the conference web site and integrate content supplied by local organizer.