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International Symposium on Equine Reproduction (ISER)

Constitution
and Rules

Please find our full constitution and rules 2025...

  1. International Committee: Aims and Functions

    1. To make arrangements for an International Symposium on Equine Reproduction to be held every four (4) years or at such other interval as the International Committee deems appropriate.
    2. To meet the principal objectives of these Symposia: the advancement and dissemination of scientific knowledge on all matters relating to equine reproduction.
    3. To establish rules and guidelines for the organisation and conduct of each Symposium, particularly in respect to such matters as: financial sponsorship; length and style of each Symposium; number of speakers and participants; number, length and style of papers to be presented; and arrangements for editing and publication of the Proceedings.
    4. To work closely with the International Equine Reproduction Trust (IERT) to ensure financial stability and support of the Symposium and, together with other fund-raising activities, ensure continuance of these Symposia.
    5. To determine the venue for each Symposium and to appoint a Local Organising Committee (LOC) Chair.
    6. To determine the general format of the scientific programme and to appoint conveners to select abstracts to be presented at the Symposia, working in close collaboration with the Programme Committee (see Section 4) as required.
    7. To carry out elections for the Symposium’s International Committee and its officers, and elect members and officers of the International Committee.
    8. To work closely with the International Society for Equine Reproduction (“the Society”) for the benefit of the Symposium.

  2. International Committee: Operation and Memberships

    1. The International Committee (IC) will be responsible for the fulfilment of the aims and functions listed in Section 1 of this document.
    2. The IC will meet at least biennially: during each Symposium and approximately mid-way between Symposia. The date and venue of the mid-way meeting will be related to the date and venue of a major international veterinary meeting whenever possible, and the date confirmed at least 6 months in advance. Additional meetings of the full IC or a sub-committee of Symposium officers may be convened at the discretion of the Chair. The reports and agenda for all meetings will normally be distributed to members at least one (1) month in advance or as soon as received by the Secretary.
    3. The IC shall consist of at least 12 elected members including a Chair, Treasurer, and additional elected Members to represent the geographical areas outlined in 2.4. The outgoing Chair and Chair of the Local Organising Committee will be appointed as co-opted members with voting rights. Secretarial support shall be furnished under contract as determined from time to time by the IC.
    4. The elected members of the IC shall represent the following geographic areas and interests: Asia, Oceania and Africa: 2 members; The Americas: 3 members; Europe : 3 members; At large: at least 4 members.
    5. Members shall be elected for a period of eight (8) years and shall be eligible for re-election thereafter for a further 4-year period. Ex-members shall become eligible for re-election after standing down for at least four (4) years.
    6. In the event of resignation or death of a member, the IC Chair in consultation with the IC may appoint a replacement to serve for the remainder of the term of the individual concerned.
    7. Nominations for election to the IC, stating the geographic representation of the candidate (see 2.4) must be duly proposed by a member of the existing committee or by at least 5 attendees of the Symposium, and sent to the Secretary at or prior to the Symposium or as soon as practical.
    8. Co-opted members’: the outgoing Chair of the IC and the Chair of the current LOC will be invited to serve for four years from the Midway Meeting in order to retain and pass on experience. Such members will have full voting rights.
    9. All newly elected members and co-opted members will normally be sent a copy of the Constitution and Rules at least 30 days before their first meeting.
    10. The IC Chair will be elected at the meeting held at each Symposium or as soon as practical thereafter by a majority vote of the members and will hold office for four (4) years from the mid-point of the mid-way meeting. All other officers (Treasurer) will be elected at the mid-way meeting or as soon as practical, by a majority vote of the members present, and will take office at the mid-way meeting and serve for one term, i.e. four (4) years, but be eligible for reelection. There is no time limit on the period served by the Secretary.
    11. The IC will normally determine, by majority vote, the venue for the next Symposium at its meeting held at each Symposium, after consideration of the bids from potential hosts.
    12. The IC will normally approve the appointment of a Local Organising Committee (LOC) Chair for each Symposium at the time of the acceptance of the bid. This individual will normally be a member of the IC but, if not, will be co-opted to membership until the mid-way meeting after the Symposium for which his/her committee is responsible.
    13. The IC will normally establish a Memorandum of Understanding in collaboration with the Chair of the LOC relating to the next Symposium. This will include details of the potential and actual sources of income and costs for which each group is responsible.
    14. The IC will normally select an Honorary Chair and the John Hughes Memorial Lecturer for the next Symposium at the time of the mid-way meeting.
    15. The IC will normally appoint conveners for each of the scientific sections for the next Symposium at the time of the mid-way meeting.
    16. The IC will normally decide on the scientific format of the program (see 1.3) for the next Symposium at the time of the mid-way meeting.

  3. Local Orgnising Committee (LOC)

    1. The LOC will be responsible for all matters related to the organisation of each Symposium with the exception of matters related to the scientific programme as outlined in Sections 1 and 4 of this document.
    2. The Chair of the LOC (who is approved by the IC; see 2.11), will appoint additional members to the LOC.
    3. Guided by a Memorandum of Understanding between the IC and the Symposium LOC, the LOC will establish a budget for the Symposium and endeavour to raise funds to ensure that general expenses directly related to the Symposium are covered, including travel, meals and accommodation expenses for the Honorary Chair and guest, and registration for IC and LOC members and the Secretary. Consideration of reimbursement for travel by IC members will be the responsibility of the IC, in consultation with the IERT.
    4. The LOC can apply to the IERT for grants and / or loans via the IC Chair, IERT Treasurer and Secretary to cover for example, start-up costs, including deposits to reserve a venue(s).
    5. The LOC will issue invitations to, and accept registrations from, all individuals approved to attend by the IC Chair, with whom the LOC will maintain close liaison throughout the planning process.
    6. Any funds remaining after the LOC has settled all its Symposium accounts will be transferred to the International Equine Reproduction Trust for the benefit of future Symposia and their delegates.
    7. The LOC Chair will normally submit a report to the International Committee within 6 months of the close of the Symposium.

  4. Programme Committee (PC)

    1. The Editor who is normally the Chair of the IC, will be Chair of the Programme Committee.
    2. The PC will consist of the IC Chair, the principal conveners of the scientific sessions, and the LOC Chair and/or his/her designate. Up to two Deputy Editors may be appointed from the principal Convenors.
    3. Members of the PC will be appointed at the mid-way meeting by the IC and will hold office for four (4) years, but will be eligible for re-appointment.
    4. The PC will be responsible for the preparation of the call for abstracts for each Symposium and shall ensure that it is adequately publicised.
    5. The PC will be responsible for the selection of abstracts for presentation at each Symposium, working in close collaboration with the International Committee if required (see 1.6).
    6. The PC will assist the IC Chair in discharging their responsibilities as Editor and ensure that accepted abstracts comply with the Code of Ethics.
    7. The PC is responsible for the final scientific programme, in collaboration with the International Committee if required.

  5. Changes to Constitution and Rules

    1. Proposed changes to the Constitution and Rules must be sent in writing to the ISER Chair and Secretary at least one month in advance of any formal meeting of the International Committee.
    2. Discussions around any proposed changes will normally include consideration of their impact on the functions and arrangements for the Symposium including the scientific goals, finances, operations and other related areas and involve consultation with closely related parties such as the IERT.
    3. Amendments may be approved by a majority vote of the voting members of the International Committee. In the event of a draw, the Chair has the casting vote.
    4. The revised Constitution and Rules will normally be sent by the Secretary to all Members and Coopted Members of the International Committee, IERT Chair and updated on the website within one month of agreement.
Background Background

1st -6th August 2027

Dublin, Ireland