GUIDELINES FOR
LOCAL ORGANIZING COMMITTEE

3. ACCOMMODATION

• This should be close to the venue of the meetings and if possible on the same site, whether hotel or university. Remembering that some countries find it difficult to provide foreign currency, provide a range of accommodation prices along the following lines:
  
  • Good hotel
  • Medium price hotel
  • Inexpensive hotel, family hotel, pension
  • University residence, YMCA, hostel

  Provide the estimated distances of each facility from the meeting venue.

• Ensure wheelchair accessibility to all types of accommodation, outside and inside, private and public rooms. Do not forget that wheelchair people must be able to enter the hotel as well as the lift, the bathroom and toilet and be able to move around the bedroom. A wheelchair user best checks this. Some people using electric wheelchairs need more space. Some university hostels are accessible; check if they cater for breakfast.
  
• It is usually necessary to book a substantial number of rooms before knowing exactly the number of people who will want each type of room.
  
• Note the date by which any deposit must be paid, cancellation charges, group discounts, etc. It may be necessary to pay a cash advance. Ensure adequate rooms but avoid over-commitment. Advice may be obtainable from the ISCoS Secretariat
  
• Try to negotiate a retail price for disabled persons. Some of the hotels will allow a discount. Many disabled persons need an accompanying person to help them. If for financial reasons they cannot afford the hotel price, provision must be made in advance to try and find accessible rooms or even guesthouses and adequate transportation to and from the meeting for them and for their attendant.

4. TRANSPORT

• Provide a map when acknowledging registration, with information on public transport service from airports, train stations, etc, and instructions for disabled people travelling by car or other ways of transport.
  
• Provide information about transport between hotels and Meeting Hall. Wheelchair accessible transport may be needed. Indicate the time needed for all journeys, or for walking to the meetings if desired and feasible.

5. FINANCE

A) BUDGET

• The conference is expected to cover its costs. A draft budget is available from the ISCoS Secretariat. Audited accounts should be kept and submitted to the ISCoS Secretariat not more than six months after the conference.
  
• The financial outcome (what to do with surplus and what has to be done with losses is specified in the contract between the local organizers and ISCoS).

B) REGISTRATION FEES

• These should be sent to the local Organizing Committee and the currencies acceptable should be specified. Indicate a bank account number as well as the name of the payee, bank code and address. Arrange if possible for credit card numbers to be accepted in payment of registration.
  
• A discount will be allowed when registration takes place prior to a set date (usually 3 months before the conference) and a refund schedule should be agreed upon.
  
• To allow most members to be able to participate in the meeting, great attention should be given to keep the registration fee as low as possible. However a realistic figure should be accepted so as to get the budget even. The choice of venue and of the social activities can influence a budget either way.
  
• Registration fee should be waived for current Executive Officers of ISCoS. Past Presidents and past Executive members who have retired from active clinical practice are also entitled to have their registration fee waived.
  
• Registration fee should be waived for invited speakers.

C) FUND-RAISING

Considerable subsidies can often be obtained from commercial companies and charitable trusts to supplement the official budget. Start fund-raising early - at least 2 years ahead.

6. SOCIAL PROGRAMME

It usually consists of:

• Opening Reception
• Society Dinner
• Accompanying Persons' Programme
• Pre- and Post-Meeting Tours
  
  
• The Opening Reception and Dinner are usually included in the Registration Fee for full delegates. Indicate on the Registration Form the cost of each for the accompanying persons.
  
• Design the Registration Form to allow clear recording of accompanying persons' wishes so that numbers are known for each event, especially the Dinner.
  
• It is probably better to have a separate charge for each event than an overall "Accompanying Person's Fee".