IFOMT CONFERENCE HOSTING

TERMS OF REFERENCE FOR HOSTS OF IFOMT WORLD CONFERENCES

Adopted at General Meeting, 24 March 2004

1. General

1.1 It is an IFOMT conference and this should be evident in all communication and advertising.

1.2 The organising committee should have a contact person who reports to the IFOMT Vice President.

1.3 IFOMT will take a 50% share of all profits from the congress and pre and post conference courses. If the congress runs at a loss or breaks even IFOMT does not get any payment.

1.4 The Host organisation must clearly understand that it carries the liability for underwriting the cost of the conference.

1.5 The conference should be opened by the President of IFOMT in conjunction with a representative from the hosting organization and if appropriate a local dignitary.

1.6 The conference should be closed by the newly elected President of IFOMT

1.7 Recommend that to ensure financial viability of IFOMT congresses, that the host country has appropriate forward communication with the MO's in their region as to the timing of the congress. This risk management is to be outlined in their bid.

2. Budget

2.1 The Conference budget should include payment of:

Travelling expenses, economy class, for the IFOMT Executive committee.
Hotel accommodation, at or near the congress venue, for the executive for the duration of the congress.
Executive - fee registration for the conference and social events such as conference banquet, etc.
Facilities for the IFOMT General Meeting, Presidents Open Forum and the informal Member Organisation meeting.
Fee registration and Congress banquet for one representative from WCPT.
Executive Secretary expenses including access to conference, accommodation and congress dinner.

Note: The Executive Committee expenses are before the profit split. Other executive secretary expenses (e.g. airfare) are paid by the IFOMT account.

3. Pre and Post Congress Courses

3.1 The host MO must run pre and post conference courses.

3.2 The organising committee sets the fee for pre and post conference courses.

3.3 The host MO should set the appropriate fee for the course presenters.

3.4 When negotiating the course presenter's fees and benefits, the MO should take into consideration that the host MO is providing both a captive market and administration support for the courses.

4. Conference Programme

The host MO must provide a position in the plenary session for the winner of the David Lamb Memorial if this has been awarded.

5. Meetings at the Conference

5.1 Within the time schedule for the conference there has to be time and provision of facilities for the following meetings:

The General Meeting, which is usually scheduled for the Wednesday afternoon. This meeting will need three hours allocation.
Member Organisations meeting, which may be scheduled for early evening, the first day of the conference. This will need three hours allocation
President's Forum, which may be scheduled for early evening, the second day of the conference. This will need 1.5- 2 hours allocation. Conference bids are to be presented at this forum, and should be 12-15 mins in length each.
Meeting of the outgoing and the incoming executive committees on the Friday afternoon, immediately following the conference.

6. Reporting Duties and Timetabling

The host country will be responsible for sending the following information to the IFOMT Vice President (cc to executive secretary) who will disseminate information to the executive committee.

6.1 Prior to conference bid:

Venue and date of conference confirmed
Conference accommodation booked preliminarily
Risk management as outlined in 1.7
Submission of bid to IFOMT executive 6/12 prior to conference

6.2 Within the 1st year after the last GM

List of members on the organising committee with their respective job description
List of pre and post-congress courses
List of keynote speakers + topics (Note must reflect international community)
List of proposed exhibitors and sponsors
Outline of marketing strategy
Preliminary budget with proposition of congress fees for participants
Copy of mins. of all meetings

6.3 Within the second year

An update on speakers and courses
Revised budget
Copy of mins. of all meetings
Update on sponsors and exhibitors
Progressive report on marketing strategy

6.4 Within the 3rd year (18 months before conference)

Final budget for approval (note: The IFOMT executive has to approve the final budget including proposed conference fees , before it is announced.
Final list of speakers and courses
Copy of all mins. of meetings
Update on sponsors and exhibitors
Update on marketing strategy