| -
4 -6 YEARS |
| O |
Ask
for nomination for venue. |
| L |
Propose nomination
for venue. |
| O |
Confirm venue
by AGM (election) |
| O |
Obtain information
from the potential organizers regarding time of year, climate,
location, transport (high/low season). |
| O |
Publish announcement
in Newsletter and Spinal Cord. |
| L |
Publish announcement
in other journals, both local and international. |
| O |
Put on website. |
| O |
Contract
between ISCoS and local organizers signed. |
| O |
Select main
subjects (Scientific Committee proposal). |
| O |
Division
of responsibilities between local organizers as described in contract.
This is communicated to each (Secretariat, Scientific Committee,
Council) by electronic mail immediately. |
| L |
Check for
clashes or links with other relevant conferences. |
| L |
Give information
of all your important activities to secretariat.
|
| -
2 – 3 YEARS |
| O |
Confirm venue
and dates. |
| O+L |
Select Expert
Speakers (Scientific Committee Proposal). |
| O+L |
Publish announcement
including main topics for the meeting in Newsletter, Spinal Cord
(in each issue until the congress has been held) and in other
journals, both local and international, put on website. |
| L |
Write to
companies re-Commercial Exhibition - Appoint travel agents and
airlines. |
| L |
Obtain
CME (Continuing Medical Education) points for the meeting
and make this public.
|
| -
1 YEAR |
| O+L |
Re-confirm
above. |
| L |
Set Registration
Fee and develop final budget. |
| L |
Call for
abstracts at Annual Scientific Meeting and announce closing date
for receipt. |
| O+L |
Announce
titles of Expert Lectures, after confirmation of acceptance. |
| O+L |
Define subjects
for seminars or instructional courses before or after the meeting. |
| O+L |
Publish announcement
in Newsletter, Spinal Cord and in other journals, both
local and international, put on website. |
| L |
Distribute
publicity material:
- to those
who can disseminate it at the Annual Scientific Meeting
- in the
country where the conference is to be held
- via journals
- on the
web
|
| -
11 MONTHS |
| L |
Call for
abstracts and workshops/symposia on the website of the Society,
preferably as a link to the homepage of the host organising
committee. This must include registration and accommodation
booking forms.
|
| -
7 MONTHS |
| |
Closing date
for receipt of abstracts + registration of presenting author.
This must be strictly adhered to.
If the registration fee is not paid the abstract will not appear
in the Abstract Book. If the abstract is not accepted a full refund
should be possible. |
| |
Select Scientific
Programme (ISCoS Scientific Committee together with Host Scientific
Committee). |
| O+L |
Put the
scientific programme on the web as soon as possible.
|
| -
5 MONTHS |
| L |
Deadline
for informing authors of acceptance or rejection, distributing
instructions for presentation and instructions for publication
in Spinal Cord. Those who wish to publish elsewhere must
be informed that they must insert
"Read before the Annual Scientific Meeting of ISCoS on..." |
| L |
Provisional
Programme must be available on the homepage for the meeting. This
is essential, so the speakers know when they are speaking and
delegates who cannot attend the whole conference can select sessions
of particular interest to them. |
| L |
Invited speakers,
workshop presenters, etc., deadline for abstract submission for
these to be published in the Abstract Book, and deadline for receipt
of the Guttmann Lecture manuscript at Spinal Cord. |
| L |
Poster presenters
informed on what (maximum) size posters should be and
when they are to be erected and taken down. |
| |
Use
e-mail, airmail or air speeded post or local package delivery
to corresponding secretaries.
|
| -
3 MONTHS |
| |
Deadline
for reduced registration fees.
|
| -
2 MONTHS |
| L |
Notify session
Chairs. At this time it should be known who has registered for
the meeting.
|
| Scientific
sessions usually last for three days; in addition there are usually
the following: |
| Day
-2, -1 or day 0: |
(depending
on pre- or post- workshops) |
| Executive
Committee Meeting |
(21/2
hours) |
| Nominations
Committee |
(11/2
hours) |
| Scientific
Committee |
(2 hours)
|
| Education
Committee |
(11/2
hours) |
| Prevention
Committee |
(1 hour) |
| Editorial
Board |
(11/2
hours)
|
| For
all committee meetings computer projection to be available. |
| Council
Lunch |
(on budget
of congress) |
| |
Afternoon |
| Council
Meeting |
(3 hours) |
| Followed
by Council Dinner |
(on
budget of congress)
|
| Pre-
and post- congress meetings: |
workshops
day before or after (day 0 or day 4) of the Annual Scientific
Meeting proper
|
| Opening
Reception: |
Evening
of Day 0 or Day 1
|
| Day
2: |
ANNUAL
GENERAL MEETING (usually
1 hour before lunch) |
| Society Dinner:
|
usually
evening of day 2 - Official guests selected by Organizing Committee
in consultation with President.
|
The
meeting must be opened and closed by the President
or the one he appoints as his representative! |