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Bids & conditions for
future congresses
EAPC
Congress Framework
How
is the decision-making for future congresses accomplished?
The Board of Directors collects bids and decides about the
future venues of EAPC congresses. The Congresses of EAPC will
preferably be assigned to national associations collective
member of the EAPC, that have the proper infrastructures.
EAPC
requirements
General:
Number of participants: 1500 – 2000
Length : 3 days
Time : preferably spring (within 30 April)
Structure: combination of plenary and smaller sessions and
poster presentations
Official language: English
Venue:
Main hall for 1500 to 2000 participants
At least 8, preferably 10 smaller halls, minimum 100 participants
each.
Meeting rooms
All halls and the main hall must have modern audiovisual equipment.
Translation facilities for at least the main hall to translate
from English to national language.
Accommodation:
The hosting town needs to have sufficient hotel rooms at reasonable
distance from the congress centre for the participants, including
hotel rooms at low costs.
Accessibility:
The congress town should be served by an international airport
with good connections to the major European cities. Public
transport has to be adequate.
Organisation:
The organisation of the congress is a joined responsibility
of the EAPC, the Local Organising Committee (LOC) and the
Professional Congress Organizer (PCO). Tasks and role of the
EAPC and the LOC are described in the annex, tasks and role
of the PCO are put in the contract between EAPC, LOC and PCO.
The budget is integrated part of the contract.
The
EAPC board decides on the place of the congress. See for details
: PROCEDURE. The EAPC board appoints the Chair of the Scientific
Committee, after consultation with the Local Committee and
has to approve the members of the Scientific Committee proposed
by the Chair of the Scientific Committee.
The
Local Organising Committee (LOC) is preferably being proposed
by the EAPC collective member association in the organizing
country. If there are more than one national organisations
being collective member of the EAPC, the other national associations
have to support the bid.
The
Professional Congress Organizer (PCO) will have to be approved
by the EAPC board and commit itself to the requirements of
the EAPC, especially concerning abstract handling, participants
information and finances. The proposed activities of the PCO
should be described in the format the EAPC offers and the
costs have to be specified. The PCO needs to have experience
in organising congress and have a staff that speaks English.
Budget:
The budget of the Congress has to be approved by the EAPC
board. The general guidelines are:
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The congress must be auto-financed and not create expenses
to the EAPC.
- The
EAPC is guaranteed an income of 100.000 Euro in the budget.
-
The profits of the congress shall be shared between the
EAPC and the LOC/national association. The percentage for
the EAPC is at least 50% and can be increased if the risk
for EAPC is higher than normal, to be judged by the EAPC
board.
- Congress
Organiser has to organise and finance the meetings of the
Scientific Committee.
-
A lower participation fee must be available for the members
of the EAPC.
-
A lower participation fee should be available for the non-doctors
and persons with lower income.
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Advantages accorded to invited speakers are: free registration,
accommodation for the congress days. Travel costs in form
of an Apex ticket have been provided in all previous congresses.
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EAPC Board of Directors (actually 13 + 2), Executive Officer,
the Staff for the booth, 3 - 4 persons must have free registration,
travel costs and accommodation covered.
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The name and logo of the EAPC must appear on every printed
matter and publications as well as in the halls of the congress.
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A free booth for EAPC must be available in a strategic position.
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Space free of charge to the collective members associations
must be offered.
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An abstract-book must be produced.
Procedure:
The EAPC opens the bidding procedure by announcing this on
to her members and on the web. The EAPC offers a format for
a short bid. The EAPC board decides upon receipt of the short
bids the quality and invites one or more of the parties to
make a complete bid. The complete bid takes into account all
the above mentioned criteria and describes venue, accommodation
(including nrs, prices and distance to congress centre, accessibility
and other information that can be of interest).
The official bid also shows how the national association(s)
are involved, if there is support from the government and
from other organisations that might be of importance for the
EAPC congress (hosting city for example). The proposed chair
of the LOC should sign the bid.
EAPC
Congress “Distribution of Assignments”
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