5.2 Summary of conference responsibilities

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.