International Society for the Study of Behavioural Development
(ISSBD)
Guidelines for Submitting a Bid to Host Biennial Meetings
1. THE SOCIETY
Historical overview of ISSBD
The International Society for the Study of Behavioural Development (ISSBD) is a truly
international organization with over 1000 members from over 50 countries and welcomes
researchers from any scientific discipline interested in human development. Founded in
1969, the Society exists to promote and facilitate
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the integration of research on human developmental processes throughout the life
span,
the integration of different methodologies employed in the study of human
development,
the integration of different national research projects concerned with the same or
similar areas of development, and
international communication and exchange of information concerning current and
future research.
A major way in which ISSBD fulfils these objectives is by holding and/or organising
conferences and symposia. In particular, the Society sets great store by (and is justifiably
proud of) its Biennial Meetings. Since the first Meetings in Nijmegen in 1971, the
Netherlands, which was attended by some 200 people, its importance has grown so that
recent Meetings have attracted up to 1,300 participants. The influence of the Meetings is
evident through various factors, such as increased investigator interest in cross-cultural and
cross-national studies of behavioural development and through the numerous international
research efforts originating from them, by the increase in ISSBD membership in countries
organizing Meetings, and by the Society’s enhanced visibility to philanthropic foundations
and research organisations. To date, the Society has held 21 Biennial Meetings on six
continents: eleven in Europe, five in North America, one in South America, two in Asia, one
in Australia and one in Africa.
To date, Biennial Meetings of the International Society for the Study of Behavioural
Development have been scheduled as follows:
1971: Nijmegen, Netherlands
1973: Ann Arbor, Michigan, USA 1975: Guildford, UK
1977: Pavia, Italy
1979: Lund, Sweden
1981: Toronto, Canada
1983: Munich, Germany
1985: Tours, France
1987: Tokyo, Japan
1989: Jyväskylä, Finland
1991: Minneapolis, USA
1993: Recife, Brazil
1994: Amsterdam, Netherlands 1996: Quebec City, Canada
1998: Berne, Switzerland
2000: Beijing, China
2002: Ottawa, Canada
2006 Melbourne, Australia
2008 Würzburg, Germany
2004 Ghent, Belgium
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2010: Lusaka, Zambia
As can be seen, the Society prefers to rotate the location of its Meetings across continents. In
the past this has been primarily between Europe and North America, where the majority of its
membership are placed. Future sites, however, are expected to include Africa and other
regions of the world as the Society is particularly interested in increasing its outreach in this
direction.
For more information on the history of the Society see
Hartup, W. W. (1996). The International Society for the Study of Behavioural
Development after 25 years: Retrospect and prospect. International Journal of
Behavioral Development. Vol 19(2), 243-254
Silbereisen, R. K. (2003). The International Society for the Study of Behavioral
Development. In J. R. Miller, R. M. Lerner, L. B. Schiamberg & P. M. Anderson (eds.),
Human ecology: An encyclopaedia of children, families, communities, and
environments. Santa Barbara, CA: ABC-Clio.
ISSBD organisational structure
The affairs of the Society are conducted by an Executive Committee (EC), which is chaired
by the President and includes the other Officers of the Society as well as nine general
members. Besides the President, the officers are the Past-President or the President-Elect
(whichever is the current office), the Secretary General, the Treasurer and the Membership
Secretary (the latter two posts usually being handled by one person). These officers, together
with the President, form the Steering Committee responsible for the day-to-day running of the
Society.
The Executive Committee is bound by the Society’s constitution to meet at least once every
two years, and to hold a General Assembly of the Society on the occasion of the Biennial
Meetings. By tradition, the EC also meets in non-Meetings years on the occasion of the
Meetings of the Society for Research into Child Development (SRCD) or of other learned
Societies.
Among many other issues, the Executive Committee is also responsible for choosing the
Chair of the Conference Committee that oversees the Biennial Meetings for the Society. For
further information on this and on the organisational structure of the Society see Article V
p15 of the constitution and byelaws and the ISSBD website at www.issbd.org respectively.
2. THE MEETINGS
Goals of the Biennial Meetings
The Biennial Meetings of the International Society for the Study of Behavioural
Development are intended to:
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aid the Society in meeting its general objectives
promote communication and contact among researchers in human development from
across the world and therefore must facilitate the attendance of participants from
financially disadvantaged regions and ensure no exclusion on any grounds such as
ethnicity or religion
create opportunities for participants to inform and be informed about developments,
latest discoveries and advances in the field of human developmental and associated
fields
stimulate collaborative research and the development of cross-national and crosscultural programs and projects
enable young scientists to meet and exchange with experts and senior researchers
encourage networking among all scientists interested in human development
be available to all ‘without let or hindrance’ in accordance with the principles of the
free Movement of Scientists of the International Council of Scientific Unions (ICSU).
Use of an external professional congress organizing firm
The assistance of a professional congress organiser may be helpful to the prospective local
organiser both in submitting a proposal and in the organization of the Meetings. ISSBD is in
favour of this provided the related expenses are not such as to endanger the overall success of
the Meetings. For this reason ample time should be taken to explore all available firms and to
ask for detailed information about services and costs as these can vary considerably. It is also
advisable to get recommendations from colleagues or other congress organisers, if possible.
The extent and cost of such assistance should be outlined clearly in the budget submitted. It
should also be noted that such cooperation is entirely at the risk of the organisers and that any
contract entered into with a professional congress organiser will be between the local
organiser and the company alone. No part of the contract signed between ISSBD and the
local organiser can include any such organisation.
Personal risk
Several past congress organisers have created a foundation through which to handle congress
organisation in order to avoid any personal (primarily financial) risk (personal indemnity) –
this is to be recommended. If the congress organiser is related to a university and is using the
university as a base for the congress, it is possible that the university can help in this
direction. Such assistance may also be forthcoming when using an external congress
organising firm.
Submitting a proposal for the Biennial Meetings
Proposals are welcome from all individuals who are members of ISSBD and who can
demonstrate personal capability, institutional support, and the scientific-network necessary
for organizing such an undertaking.
Process for submitting a proposal:
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A preliminary proposal in the form of a formal letter should be sent to the President
of ISSBD approximately 6 years prior to the year in which the Meetings will be held.
The letter should set out who is interested in organizing the Meetings (add
information on scientific and organizational credentials), why the proposed location
would meet the requirements of the Society, what facilities would be available, and
what institutional support would be forthcoming. General acceptance of ISSBD’s
code of profit/loss sharing (see section 3 on budgetary matters) should also be
included at this stage.
The preliminary proposal is put to the Executive Committee, ISSBD by the President.
Upon receipt of an initial OK from the Society a draft proposal should be submitted
to the President in time to be an agenda item at the Executive Committee meeting at
least 4 years prior to the year in which the Meetings will be held.
The draft proposal should include:
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a description of the proposed venue including congress location, plus
information concerning available facilities, number and size of rooms
available to the Meetings and accommodation facilities (e.g., number and
price range and distance from Meetings location.) It is often recommended
that congress organisers try to work with a university as much as possible
because overheads in term of room hire, technical equipment and facilities,
staff, and the like are much less than when using private organisations.
the rationale for holding the Meetings at this (national and immediate)
location, including information on ease of access for international travellers,
cultural benefits, and so forth.
a draft budget (see appendix 1) including anticipated number of participants,
level and range of registration fees for various groups of participants, other
sources of income (including expected applications to funding bodies) and
expected major expenditures. Acceptance of the Society’s code for
profit/loss sharing should also be included here.
a plan outlining the timetable and stages in preparation of the Meetings (see
appendix 2).
the names of senior scientists from the country or region who will form the
preliminary organising committee.
an outline of how the Meetings will meet the aims of the Society (see page 1
of these Guidelines).
in particular, a detailed statement concerning what will be done to assist the
participation of scholars from countries with low income levels (such as,
reduced registration fees, provision of low-cost accommodation, applications
for specific additional funding).
a specific statement that the host country/organisation will make the
Meetings available to all ‘without let or hindrance’ in accordance with the
principles of the free Movement of Scientists of the International Council of
Scientific Unions and that the organizers will support the intentions of
ISSBD as set out in these Guidelines.
Selection procedure
If more than one application to organize ISSBD Biennial Meetings is received, the decision
of the Executive Committee will be influenced by:
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the overall quality and detail of the proposal,
satisfactory facilities for holding the Meetings,
availability of adequate infrastructure, (i.e. transportation, accommodation,
etc),
level of support offered by scientific foundations, philanthropic societies, local
organisations and other bodies,
staffing levels and experience of the organisers,
level of local interest – historical, cultural, etc.
As a rule, a member of the Steering Committee, ISSBD, will make a site visit at this stage.
This will be at the expense of the applicant.
The decision of the Executive Committee will be conveyed to the applicant by the President.
If no amendments are required then the draft proposal becomes the final proposal. In the
event of amendments being required then the revised proposal should be submitted to the EC
via the President within the time stipulated. The revised proposal will then be discussed and
the final decision of the EC conveyed to the local organisers via the President.
The final agreement of the EC to the proposal to organise the Biennial Meetings will be by
letter to the local organiser signed by the President.
Once an agreement has been reached, a contract setting out the commitment of both parties
will be signed by the President on behalf of the ISSBD, and by the Chair of the Local
Organizing Committee on behalf of the future organisers.
General organisation
ISSBD
The Chair of the Local Organizing Committee (LOC) will be the Chair of the Biennial
Meetings.
ISSBD will nominate a liaison officer (or committee if necessary) to liaise with the local
organisers. The Liaison officer will make at least 1 site visit, at least 1 year prior to the
Meetings. The cost of this visit will, if necessary, be met by the local organisers of the
Meetings.
The Local Organizing Committee
Once the agreement to hold the Biennial Meetings has been formalised, an LOC should be
formed. The local organiser shall be the Chair of this committee, and will also be the contract
signatory on behalf of the LOC.
The local organising committee
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shall include the local organiser and representatives of local or regional academic and
other institutions (as appropriate). Note: members should be chosen for their ability
and willingness to be active rather than be invited as titular members.
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should have a clear internal structure with clearly defined individual responsibilities.
has clear responsibility for organising all aspects of the Meetings.
should liaise with ISSBD as necessary and as requested by the EC.
should report to the EC via the President of ISSBD at least every 6 months during the
first 3 years and every 3 months during the two years prior to the Meetings.
should provide the Society with a full financial report after the congress (see section
4 on reporting).
make mailing lists and any other documents concerning the Meetings available to the
Society for use at future Meetings or Workshops.
International Program Committee
As soon as possible after the formal contract has been signed, the International Program
Committee should be established. This committee:
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is the responsibility of the Executive Committee of ISSBD.
has the ultimate say in all decisions related to the scientific program, its content, and
the personnel involved in its delivery.
shall comprise members of ISSBD (including amongst others, the Treasurer and
Membership Secretary, and the Secretary General) and members local to the site of
the Meetings.
shall be co-chaired by ISSBD President and chair of Local Organization Committee.
shall reflect in its membership the diversity of ISSBD membership in terms of
geographical distribution, fields of scholarly interest within developmental
psychology, periods of the life span, and other criteria as deemed appropriate.
have members who are highly visible internationally and who can offer the level of
expertise necessary to support the local organisers in setting up the scientific content
of the Meetings.
Development of the Meetings
As soon as possible after the formal contract has been signed the Local Organising
Committee should
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establish a website on which details of the draft proposal, budget, names and contact
addresses of all involved in organising the Meetings should be posted – this is not to
be in the public domain but accessible only by members of the EC, ISSBD and the
local organising committee – or a temporary public site can be established giving the
site and dates of the Meetings and with a secure area for organisational purposes as
above.
draw up a detailed plan that will set out:
 categories of program items (poster sessions, key note addresses,
symposia etc)
 suggestions for satellite meetings (pre-conference workshop etc)
 cultural events (pre and post-conference tours, theatre visits, etc)
 social programs (opening ceremony, conference dinner etc).
Following the initial set up of the structure for organizing the Biennial Meetings, the Local
Organising Committee needs to continue to plan the Meetings with the following in mind:
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Announcing the Meetings via the Society website, Journal, Newsletter and other like
outlets and issuing a Call for Papers.
Setting up and developing a website of a sufficiently high standard to allow (amongst
other things) information concerning all aspects of the Meetings to be easily
accessible and clearly understood, enable participants to register for the Meetings (and
to chose appropriate level of registration fee), to book accommodation, check
progress of their application to present a paper/poster/symposium, book items from
the social program, have questions answered promptly and efficiently.
Creating a database of participants, keynote speakers, etc.
Setting up a process for dealing with the submission of papers/posters/symposia etc –
selection of papers etc. Reviewers are members of the Scientific Committee plus ad
hoc reviewers chosen by the committee.
Establishing a program for the Meetings.
Forums and Workshops.
Keynote and invited speakers.
Scholarships.
Ongoing development of budgetary matters, including Registration fee structure (see
example in Appendix 1) - handling the budget and all things financial.
Sponsorship and Exhibitions.
Social Program.
Accommodation.
Travel.
Contact - structure for liaison between various organisational groups.
Requirements of ISSBD – President’s reception, provisions of rooms for meetings of
the EC and the ISSBD general assembly (at no cost to the Society), arrangements for
the pre conference workshop, opening ceremony, award-giving etc.
In Appendix 2 a guide to the timing of events is given but, as noted there, this should only be
taken as an example and guide and not as a comprehensive list of tasks to be undertaken or a
hard and fast rule with regard to the timing of events.
Membership recruitment in connection with the Biennial Meetings
The Biennial Meetings are a key opportunity to recruit new members for ISSBD. In order to
capitalise on this opportunity, the following agreements to recruit more members are made:
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Persons who pay the non-member registration fee for the conference and, at
registration at the conference, indicate that they want to become a member should be
eligible for a special membership offer.
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This special offer means that part of their conference fee will be used for a one-year
membership of ISSBD. The money will be used for a one-year membership starting
with the issue following the Biennial Meeting, or should the member prefer, the
current volume.
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The conference organiser pays to the Society one-half of the member/non-member
differential in the conference registration fee, which is equal to one-half of one year's
dues; the other one-half of the fee differential is used to support the conference. The
conference registration fee differential for student members and student non-members
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should equal the one-year student membership, and is handled the same way. No twoyear membership offers are available within this procedure.
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Conference organisers are expected to place a membership form in the conference
programme. These forms should be collected in a box at the registration desk.
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At the registration desk, assistants are expected to have a proactive approach, that is,
ask the delegates whether they are members and if not, offer them the opportunity to
join at the desk.
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After the conference, the organizers are expected to send an e-mail to all nonmembers after the conference highlighting the membership benefits and offering them
the opportunity to join the Society. Note that this does not comprise the special offer
of combining conference registration and membership fee.
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After the conference, the membership applications are collected by the conference
organisers and forwarded to the Society (at the moment to the publisher who handles
membership), so that proper membership files can be established, and these
individuals can be made eligible for the journal and newsletter.
Exhibition Booth for the Publisher
For the term of the agreement with SAGE, the Society agrees to provide the Publisher with
an exhibition booth or table space in a prime location, at no extra charge to the Publisher, for
each conference organized by the Society. It is understood that the purpose of providing
exhibition space is to promote the Journal, any other related publications of the Society, The
Publisher and any other related publications of the Publisher. The Society agrees to waive the
registration and exhibitor’s registration fees for up to two representatives of the Publisher at
each conference/meeting.
3. BUDGET
As noted throughout these Guidelines, the aim of the Meetings is not primarily a profitmaking exercise, but like all learned Societies, ISSBD has to raise funds with which to
continue to exist; the Meetings are one means by which it can do this. The Meetings are
therefore expected to be organised in such a way as to maximise the likelihood of a decent
profit being made for the purposes of ISSBD’s mission. However, although rarely
experienced, a loss cannot be ruled out. For this reason ISSBD has a formula for profit and
loss sharing with the local organisers that has to be officially committed to before formal
permission to organise any Meetings can be given. The formula is as follows:
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ISSBD will give the local organisers a start-up loan (typically of around $50K) and
the Society’s liability for any loss made by the Meetings will be limited to the size of
this loan.
Any profit will be split equally (50:50) between the organizers and ISSBD.
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It is also usually agreed that 50% of any profits going to ISSBD will be spent over the
following years on ISSBD-related activities in the country or region where the
Meetings are held.
Such an arrangement is made to ensure the organizers have an advantage, but that the Society
will also receive a share of any financial gains made through the Meetings as well as taking a
share of the risks in covering losses up to a capped amount.
As a further level of security against loss for both the organizers and the Society, the LOC is
requested to submit regular financial reports to the EC and to revise their budget over time as
necessary, and in consultation with the EC.
With regard to pricing structure for conference fees there should be clear differentiation for
ISSBD members and non-members (see sample of a draft budget in Appendix 1) and with
regard to time of registration (early-bird, on-time, and late or on-site registrations) and
various groups of participants. In addition, an offer should be established, in conjunction with
the Society’s Membership Secretary and Treasurer, whereby non ISSBD members can
receive ISSBD membership for 1 year as part of their conference fees (again, see Appendix
1).
It should be noted that the LOC is also required to raise funds for aspects of the Meetings in
addition to the start-up loan given by ISSBD. Such funds are required primarily to assist the
attendance of young scholars from areas with currency restrictions and severe economic
challenges at both pre-conference workshops and the Meetings. Funds are required to support
travel, accommodation and to offer a per diem. In addition, funds may be required to enhance
the quality and visibility of the Meetings via high-profiled contributors. Applications for
funding should be prepared by the LOC in conjunction with the President of ISSBD, who will
then submit the applications on behalf of the organizers and ISSBD.
4. REPORTING
Following the end of the Meetings the Chair of the Local Organizing Committee shall present
a report and final budget to the President of ISSBD who will then put this before the EC at
the next meeting. The Chair of LOC should also prepare reports to all other funding agencies
(such as the Kellogg or Jacob’s Foundations that supported us in the past) and forward these
to the President no later than one month after the congress. Such reports will then be
forwarded to the respective Foundations by the Society.
5. GENERAL
Working language
The working language of the Meetings is to be English and all proposals, abstracts, posters,
papers and symposia, etc, are to be presented as such in both written and oral form.
Documentation and data
At the end of the Meetings the LOC should ensure that mailing lists and any other relevant
documentation and/or electronic files are handed over to the Secretary General ISSBD or
other Officers of ISSBD as appropriate.
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6. Further information
In the case of needing further information or help please contact the Society’s Secretary
whose name and contact details can be found on the ISSBD web site at
http://www.issbd.org/default.asp
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Appendix 1
Sample Draft Budget1
EXPENDITURE
1. VENUE HIRE
1.1 Conference Rooms (nil if 500+ delegates.)
2. CATERING AND ENTERTAINMENT
2.1 Welcome Reception
2.2 Conference Dinner
2.3 Coffee Breaks / Lunches
2.4 Farewell Reception
2.5 Conference dinner - entertainment
2.6 Accompanying Persons
Per Item
Cost
No. of
Items
650
Delegates
0
0
0
0
5500
0
0
0
0
0
5500
0
17600
1500
990
20000
17600
1500
990
20000
17600
1500
990
20000
4. EQUIPMENT / STAGING
4.1 Audio Visual Equipment
4.2 Technical Support
4.4 Poster Boards / Furniture
77000
5500
5500
77000
5500
5500
77000
5500
5500
7. PROMOTIONS / MARKETING
7.1 Web Page
7.2 Promotion at other Conferences
7.3 Mail costs
12500
5000
6600
12500
5000
6600
12500
5000
6600
0
0
0
0
0
0
0
0
0
0
0
0
1000
5000
5000
3300
14000
17000
1100
5000
1000
5000
5000
3300
14000
19000
1100
5000
1000
5000
5000
3300
14000
19000
1100
5000
5500
3300
3300
5500
3300
5500
3300
3300
5500
3300
5500
3300
3300
5500
3300
8. DELEGATES
8.1 Pen / Pad
8.2 Satchel
8.3 Packing / Warehousing
8.4 Name Tags
9. PRINTING/DESIGN
9.1 Logo Design
9.2 1st Announcement DL Flyer
9.3 3rd Ann./Call for Papers
9.5 Stationery
9.6 Registration Brochure
9.7 Final Program / Abstracts / Del list
9.8 Tickets for functions
9.9 Directional Signage - Venue
10. ADMIN / SECRETARIAT
10.1 Telephone / Fax / Email
10.2 Courier / Freight
10.3 Stationery
10.4 Photocopying
10.5 Postage
1
80%
1
4
60%
80.00
3%
8800.00
150.00
110.00
2
10
9
800
Delegates
0
0
0
0
5500
0
3. SPEAKERS / PROGRAM
3.1 Keynote airfares (overseas)
3.2 Accommodation (complimentary)
3.4 Conference Dinner (complimentary)
3.5 Developing Nations Support / Discounts
30.00
110.00
30.00
12.00
750
Delegates
3.00
12.00
1.65
5.50
1
1
1
1
Based on a recent actual draft budget
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11. External MANAGEMENT FEE
11.1 Planners Fee
- Base Fee
- Per Delegate Fee
12. HIRE / EXHIBITION
12.1 Schell Schemes
13. MISCELLANEOUS
13.1 Photography
13.2 Insurance/professional indemnity
13.3 Credit Card / Banking Fees
13.4 Legal / Accounting / Audit Fees
55.00
390.00
Membership package - to ISSBD
Membership package - early
Membership package - Standard fee
Membership package - late
Membership package student- early
Membership package student - standard
Membership package student - late
30
60.00
60.00
60.00
30.00
30.00
30.00
1.00%
TOTAL EXPENDITURE
REVENUE
Cost
15. Registrations
Non Member - Early Fee
Non Member Standard Fee
Non-member - Late fee
Member - Early Fee
Member Standard Fee
Member - Late fee
18000
41250
18000
44000
11700
11700
11700
2200
11000
0
2200
11000
0
2200
11000
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
310640
3106
13374
316140
3161
13407
318890
3189
13424
327120
332708
335502
4%
4%
1%
2%
1%
1%
SUBTOTAL
plus contingency increase
14. tax on revenue
20000
35750
Items
Delegates
Delegates
Delegates
690.00
740.00
790.00
570.00
620.00
670.00
21%
12%
3%
19%
8%
2%
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Student Member - Early Fee
Student Member Standard Fee
Student Member - Late fee
Student Non Member - Early Fee
Student Non Member - Standard Fee
Student Non-member - Late fee
Note: Reduced fees are included in student fees)
270.00
320.00
370.00
338.00
388.00
438.00
5%
2%
2%
16%
7%
3%
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Day registration (average of all day rates)
250.00
2%
0
0
0
80.00
3%
880.00
110.00
30
1
0
0
55000
25000
20000
26400
0
0
0
55000
25000
20000
26400
0
0
0
55000
25000
20000
26400
0
20709
21076
21259
147109
147476
147659
20000
20000
20000
-200011
-205232
-207843
Accompanying person
Subtotal
16. Universities / Commercial Sponsorship
17. Govt Sponsorship
- other local grant
18. Exhibition/Book Fair
19. Conference Dinner
Input Credits on expenditure
TOTAL REVENUE
contingency
SURPLUS
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Appendix 2
Recommended Time Line
Potential organisers should be aware of the need for a long period of preparation if a Biennial
Meeting is going to be a success. The example given below, however, is only meant as a
guide – local arrangements and circumstances will mean that the timing of some aspects of
planning may vary. The byword has to be ‘sooner’ rather than ‘later’!
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RECOMMENDED TIMING FOR ORGANIZING THE BIENNIAL
MEETINGS OF THE INTERNATIONAL SOCIETY FOR THE STUDY
OF BEHAVIOURAL DEVELOPMENT (ISSBD)
LOC= Local Organizing Committee
LO= Local Organiser
IPC= International Program Committee
PI= Personal Indemnity - creation of an institution to avoid personal (financial) risks
Year X minus 6 years:
 first contact with the President of the ISSBD
 draft outline of proposal
 discussion of draft proposal by Executive Committee (EC)
 request to prepare full formal proposal and to present proposal at next Biennial
Meetings (i.e. Meetings of Year X minus 4 years)
 establish LOC
Year X minus 4 years:





formal proposal to President ISSBD.
formal proposal put before EC at Biennial Meetings of this year
decision from ISSBD Executive and Steering Committee.
establish congress-foundation (PI)
contract between ISSBD and LO signed
Year X minus 3 years:
 creation
 LOC-meeting (without external advisors)
 Liaise with ISSBD re Society’s requirements (Presidents reception, pre conference
workshop etc) and build into budget if not already done so
 revise/update budget and send to President
 submit revised budget to EC
 Prepare to advertise at next Biennial Meetings prior to that being planned i.e. for Year
X minus 2; e.g.
- book stall at upcoming Meetings
- prepare advertising posters
- prepare preliminary announcement and general advertising materials
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- prepare informative power point presentation
Year X minus 2 years
 official installation of the congress-foundation (PI)
 LOC-meeting (with external advisors and Travel Club)
 final preparations for upcoming Biennial Meetings (i.e. that prior to the one being
planned)
- prepare and send documents to IPC members ready for IPC meeting
- prepare report for EC
 report on progress and final budget put before EC at this year’s Biennial Meetings
 ISSBD Loan
 prepare applications to funding agencies in liaison with ISSBD
 IPC-meeting at this year’s Biennial Meeting (usually followed by ‘welcome’ dinner)
 presentation to General Business Meeting at this year’s Biennial Meeting
 creation pre-announcement and first announcement for ISSBD Newsletter
 mailing pre-announcement to Newsletter
 pre-announcement published in Newsletter (fall issue)
 creation of website
Year X minus 1
 full report on progress at EC meeting
 website goes live – basic details especially timeline for submissions and contact
information
 mailing first announcement to Newsletter
 publication of first announcement in ISSBD Newsletter (spring issue)
 creation second announcement for newsletter (incl. registration forms)
 mailing second announcement. to Newsletter
 social program details formalised including. Pre- and Post-tours
 deadline abstracts for symposium submissions
 send symposium abstracts to Review Panels
 deadline abstracts for poster submissions
 review poster proposals and (professional) translation corrections
 decision from panels on symposia
 resolving “problem symposia” (advice from IPC)
 if necessary, LOC-meeting (preparation of IPC meeting in Fall)
 if necessary, IPC - meeting (resolving problem symposia, if possible with e-mail
facilities)
 publication of second announcement in Newsletter (Fall issue)
 send decision re poster proposals to participants
 send decision re symposium proposals to participants
 notify successful applicants of scholarship awards
Year X (Biennial Meetings year)





group individual poster presentations; nominate and inform convener-discussants
continue/finalise pre-conference arrangements
finalise ISSBD requirements re President’s reception, meeting rooms etc
deadline early registration (e.g. early Spring)
middle registration period (e.g. March to July)
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 preliminary program book (with room-location of sessions) and put abstracts on
website
 CD-Rom creation of abstract book
 publication final announcement in Newsletter (Spring issue)
 on site: Late Registration start day before Meetings commence
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