Bids for Future Symposia

The IERSC solicits bids from parties interested in hosting future Symposia. Presentations on behalf of proposed venues are received at meetings of the Committee held in conjunction with each Symposium. The choice of the next venue is made by vote in committee and announced at the end of the Symposium.

ISER XII will be held in Cambridge, UK from 22nd to 28th July 2018. Previous Symposia have been held in the following countries:

  • ISER XI – Hamilton, New Zealand 2014
  • ISER X - Lexington, Kentucky USA
  • ISER IX - Kerkrade, The Netherlands 2006
  • ISER VIII - Fort Collins, USA 2002
  • ISER VII - Onderstepoort, South Africa 1998
  • ISER VI - Caxambu, Brazil 1994
  • ISER V - Deauville, France 1990
  • ISER IV - Calgary, Canada 1986
  • ISER III - Sydney, Australia 1982
  • ISER II - Davis, USA 1978
  • ISER I - Cambridge, UK 1974


Guidelines for preparation of proposal to host ISER XII

All proposals should be typed and submitted to the IERSC Secretariat by December 2017. Each proposal should consist of the following:

1. DETAILS OF VENUE
The proposed venue should be specified with a full description of the facilities available for conference activities and accommodation. If possible, printed information/photographs relating to the venue should be included. The exact location of the venue should be specified with an indication of distance from major cities if appropriate. Information regarding nearest airport and local transport network should also be provided.

2. BUDGET
A full budget of all anticipated income and expenditure should be included together with details of source. For example, if sponsorship is anticipated, the names of proposed sponsors should be included. The International Committee is responsible for making available travel bursaries for selected delegates and the invited (plenary) speaker. The Local Organising Committee (LOC) is responsible for all other costs relating to the Symposium.

The following information may be useful during preparation of the bid:

  1. The meeting will be limited to 275 delegates including 150 presenting delegates. Allocation of remaining places will be at the discretion of the International Committee. The LOC will be invited to submit a list of up to 50 proposed non-presenting delegates to accommodate the honorary chair, plenary speaker, VIPs, sponsors etc.
  2. The meeting will last 6 days (Sunday-Friday) and include a half-day non-scientific programme/excursion (usually Wednesday) and evening workshops on two other days (Tuesday and Thursday). A welcome reception, conference dinner and official conference photograph are expected.
  3. Facilities must include an auditorium with state-of-the-art audiovisual support able to seat 275, and two smaller rooms (approx. 100 seats) for the evening workshops. Additional requirements include an area to display posters, a meeting room for the IERSC meeting on the Sunday preceding the conference and a room with internet connection for the IERSC Secretariat (for the duration of the conference).
  4. Costs for presenting delegates must be low to ensure accessibility to all scientists active in equine reproductive research. Costs for non-presenters are normally higher. Registration should be 'all-inclusive' (i.e. include accommodation, most meals and social functions) and increase by no more than inflation from the preceding ISER ($660 and $900 for presenting and non-presenting delegates, respectively). Non-presenting members of the IERSC will be allowed to register at the presenting delegate rate.
  5. The LOC is responsible for the travel and registration costs of the Honorary Chair and spouse, and accommodation of the IERSC Secretariat.
  6. The LOC is responsible for all printing (flyers, programme book, proceedings etc.) and secretarial costs.
  7. Bids should include an accompanying persons' programme.
  8. Pre- and post-conference tour bids are appreciated but not compulsory.
  9. Where possible, IERSC members will help in fund-raising/attracting sponsorship. For example, a pre-symposium practitioners' meeting using ISER delegates as speakers is a useful way of attracting sponsors, raising money and encouraging participation of the local equine veterinary community.
  10. Sponsors stands should not be present for more than half of the congress to encourage delegates to visit posters, and to prevent disappointment of sponsors if attendance at the stands is low.
  11. Unless previously agreed, the final dates and registration fees for ISER XIII will be decided at the International Committee meeting in 2020.
  12. As an additional guide, click here to view a copy of the final budget for ISER IX.

3. OFFICIAL SUPPORT
Details should be provided of any official involvement, financial or otherwise, from allied organisations or government bodies within the host country. This should be supported by correspondence from the appropriate body.

4. COMMITTEE
The proposal should outline the composition of the anticipated Local Organising Committee together with an indication of their relevant experience. It should also provide details of administrative support which can be made available to the committee.

5. SOCIAL PROGRAMME
Some information regarding the availability of facilities for a social programme (including the half-day break from the scientific programme) should be included. The nature of this will depend upon the area in which the meeting is to be held.

The proposals will be considered by the IERSC during the ISER XII in July 2018. Selection will be based upon the quality and reliability of the proposal and an assessment of the importance of the proposed host country to equine research.

 

© 2009 International Symposium on Equine Reproduction (ISER)

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