1.1 The annual conference is the focal point of IASA’s year. IASA is a volunteer organization and the guidelines provide a sense continuity that is essential in an organization where the Board can change dramatically every three years.

1.2 These guidelines are not rules. They are guidelines that can be adapted to local circumstances to develop a conference that will have wide appeal to IASA’s members and to answer questions about and provide assistance in putting on a IASA conference. The IASA Board is always open to suggestions from the local organizers and from the membership at large.

1.3 The 2007 revision of the guidelines reflects the move of IASA conferences away from a conference structured around sections and committee to a themed conference with sessions on topics that have an appeal to all sections of the membership.

1.4 This document reflects the corporate knowledge about conferences that has developed in IASA in its almost 40 years of existence.

1.5 The guidelines proposed here are designed to assist with planning of IASA conferences. They are there to assist three specific groups:

IASA conference hosts, both the committed and the prospective;
IASA Executive Board (EB);
The general IASA membership and conference participants, be they speakers or delegates.

1.6 The guidelines are broken into nineteen sections and eight appendices:

IASA conference hosts, both the committed and the prospective;
Sections 1 - 4 provide a broad overview on IASA conferences and the guidelines;
Section 5 looks at the responsibilities of the local organizers;
Section 6 examines the conference structure;
Section 7 deals with the conference planning and organization;
Section 8 deals with communication.

Those thinking of hosting a IASA conference need to look at those sections and Appendices A, B C and D carefully.

Sections 9 – 19 and the other appendices give more detail on specific aspects of conference planning particularly for the IASA EB.

1.7 Allowance is made for IASA solo conferences and conferences shared with another international or regional association whose aims are similar to those of IASA. Possible Co-Host Associations lists a number of these associations.

2. Introduction to IASA Conferences

2.1 The selection of the conference host is the responsibility of the EB. Conferences normally rotate among locations between Europe and outside Europe.

2.2 The official language of IASA conferences is English. Conference organizers may arrange for simultaneous translation in any language for some or all of the sessions. IASA welcomes and encourages this arrangement. Language options are to be clearly stated in the program.

2.3 IASA conferences have, in recent years, been developed around a main theme with suggested secondary topics. The theme and sub topics are developed in cooperation between the conference hosts and the IASA Executive Board, in particular the Vice President (VP) in charge of conference programmes. This permits local issues to be addressed in the context of larger themes that would be appealing to the general IASA membership.

2.4 The main sessions are generally preceded by a day for section and committee meetings. These meetings are integral part of the conference and should be promoted as such.

2.5 Closed session meetings of the IASA EB, the Technical Committee and any other special committee and section meetings are generally held the day before the conference officially opens.

2.6 In addition, a two-part General Assembly is held annually for carrying out the business of the Association, including the election of officers to the Board. The IASA Executive Board changes every three years.

3. Conference Dates and Duration

3.1 Conferences are normally held at approximately 12 monthly intervals, usually mid-September, starting on a Saturday with the closed meetings, followed by the Section and Committee meetings on the Sunday, the main sessions from Monday through Thursday, and a follow up EB meeting on the Friday. (See Conference Business Plan)

3.2 Local conditions such as climate, holiday periods, location of conference may dictate other arrangements.

3.3 Joint conferences with other associations may also necessitate a change in the conference schedule. Overlapping should be avoided with other conferences considered attractive for IASA members such as AES conventions or the IBC.

3.4 It is recognized that some dates will almost certainly be difficult for some members (e.g. European and North American holiday seasons), but consultation between local organisers and the IASA EB will help to minimise such difficulties.

3.5 Conferences should not be held too close together. They need adequate preparation time and the membership needs to recover physically and financially between conferences.

3.6 The planning of the conference should start at least 18 months in advance. It is essential to have some information available at the previous conference and for the representatives selected by the EB to meet representatives of the local organising committee on this occasion. It has become customary for a representative of the organising committee of the following conference to make a brief presentation at one of the general assemblies.

4. Joint Conferences and Solo Conferences

4.1 Joint Conferences

4.1.1 The EB believes that a joint conference with like-minded international or regional associations has much to recommend it. It broadens the knowledge of IASA members, particularly in a media convergent community; it increases the potential audience for the conference and broadens its appeal in the professional and general community; the program will retain the members’ interest and reduce the risk of repeat content delivered by the same people.

4.1.2 The EB will set its conference agenda for the years ahead and approach IASA members in certain areas to see if a conference can be mounted and, if to be a joint conference, who could be our partners.

4.1.3 As non-European conferences prove more difficult to arrange and to draw a significant part of the IASA membership, it is suggested that most non-European conferences be joint conferences. This will ease the financing and facilitate fund raising and attendance by locals, particularly in the developing world.

4.1.4 IASA performs an important international role in the AV archiving community. The EB sees that IASA has a responsibility to institutions and individuals in developing countries to assist and inform them about modern archival practices and holding conferences in these countries is one way to achieve this aim. However, in order for such conferences to be successful it will be necessary for IASA to have a presence in the host country and/or a strong joint host presence.

4.1.5 It should be especially noted that joint conferences should enable joint participation of respective memberships and not evolve into two simultaneous conferences. Sessions should serve the needs of both memberships and should explore the common interests. If parallel sessions are scheduled, splits along association lines should be avoided, except for the General Assemblies. This arrangement presents a challenge when working with organizers who have different conference structures and organizational methods. The EB and the conference organizers should work from a clear understanding of how a particular joint conference and its related programme will be organized.

4.2 Solo Conferences

4.2.1 Solo conferences allows for IASA to periodically assess its situation and policies. The EB will balance solo and joint conferences so that all the needs of the association are met.

5. Conference Organizers’ Responsibilities

5.1 Introduction

5.1.1 IASA delegates a large part of the responsibility for a IASA conference to the local organizers. IASA is a relatively modest organization and does not have the resources to take on the organization of conferences that may be far removed from the places where the EB live and work. It is essential to have a strong local group in place.

5.1.2 Some hosts have delegated much of the responsibility for conference planning and organization to professional conference organizers. IASA has no objection to this but that cost must be born by the local organizers and reflected in the conference fee.

5.1.3 This section, along with additional information in the Conference Host Responsibilities, Conference Planning Timeline, Conference Program, and Conference Business Plan outlines the hosts’ responsibilities. The IASA EB is willing to work with those who are new to this process but IASA relies on strong local representation to make the annual conference a success.

5.1.4 Local conditions, professional and social, should be reflected in the conference, particularly in the program content.

5.1.5 Audiovisual institutions should showcase their expertise and open their doors for professional visits.

5.1.6 It is essential that the conference hosts give some guidance to the EB in how to assist in promoting the conference on a regional basis and how to best meet any particular local needs including possible language issues.

5.1.7 It is essential that conference hosts ensure the availability of good sound and projection facilities is all auditoriums and meeting rooms, including experienced technical help for the duration of the conference.

5.1.8 Along with the responsibility and hard work, comes an opportunity for the conference host to show off their institution, to introduce colleagues to another part of the world, and a chance to focus on issues in the sound and audiovisual field that relate to the conference organizer’s particular needs. It is also an occasion to possibly mark a significant event or anniversary and to raise awareness of your institution and its priorities within your own locale.

5.2. Meeting Rooms

5.2.1 An adequate number of rooms must be available for the conference in order to accommodate large open sessions and smaller limited interest or working sessions which, in IASA’s case, are sometimes held concurrently. Although this is by no means fixed, a rough estimate of IASA requirements is:

5.2.2 A lecture room for main conference sessions and open sessions large enough to accommodate up to 100 delegates in the case of a IASA solo conference outside of Europe; 130 for a IASA solo conference within Europe and up to 200 in the case of a joint conference. In the latter case the organising committee should make reference to the two association EBs as to their expectations. Organizers should refer to conference attendance in the previous years for conferences within and outside Europe.

5.2.3 A meeting room for concurrent or working sessions may be required and should be able to accommodate about 20-30 delegates.

5.2.4 Up to 3 or 4 meeting rooms may be required during the day(s) prior to the commencement of the main sessions of the conference for the EB and committee/section/task force meetings. A meeting room will be required for the day following the conference for the EB meeting.

5.2.5 All meeting rooms to be equipped with sound and projection facilities, as well as to the internet and computer attachments. The local organizers need to provide experienced technical help for the duration of the conference.

5.3. Communal Space

In addition to the meeting rooms there should be a communal area in the same building as the conference sessions for people to mingle and hold impromptu conversations. Refreshment facilities must be provided and budgeted for in the conference fee structure. The communal space might also be the location of any trade shows and/or commercial exhibits that might be arranged.

5.4. Accommodation

This can be varied according to local conditions. There are a number of options:

5.4.1 There is a lot to be said for a single venue that is the conference and hotel in one building complex, yet it does not allow for the wide budget range of the IASA membership.

5.4.2 Special conference complexes can offer a community atmosphere and can self-contain all activities.

5.4.3 Delegates may be housed in affordable and attractive University (education or type) accommodation.

5.4.4 If none of the above offers affordable and attractive options the IASA EB prefers that a range of accommodation be offered. Where hotels are offered, it is necessary to have a price range to allow for richer/poorer members or institutions. However, these must be in the immediate vicinity of the conference. Spreading people out over a city is very impersonal and tiring and defeats the main benefits of the conference which is to have the delegates meet and discuss their mutual concerns.

5.5. Conference Site Location

This very much depends on local conditions but it should be in a safe and attractive area: close to places of interest for participants, e.g. sound archives, broadcasting stations etc, and tourist attractions both for participants and non-participating accompanying persons. Sometimes tourist attractions can be a distraction, but it is often the case that the tourist attraction means people extend their stay to take advantage of these before or after the conference.

5.6. Finances

5.6.1 Introduction
Conference finances are managed by the local host organisation without any direct subsidy from IASA funds. A key success factor is a good relationship between the EB and the local host organisation, which normally provides the most of the organizing group. The host should draw up a business plan, including a financial model based on realistic predictions and estimates, in order to formulate a balanced budget as a basis for managing expenditure and receipts against planned targets (see Conference Business Plan). The recommended financial model is a zero profit / zero loss outcomes.

5.6.2 Ownership of financial risk / Retention of Profits
Financial risk, which effectively means the underwriting of any potential loss, is held by the local host organisation. With the assumption of financial risk it is understood that local organizers will retain any profits. Any other financial arrangement must have the prior approval by the EB and be clearly stated when conference hosts agree to organize the conference.

5.6.3 Sources of income may include:

Delegates’ registration fees

Rental of space by commercial exhibitors

Sponsorship from commercial companies

Grants from government agencies

The monetary value of support-in-kind

5.6.4 Budgeted expenditure may include:

venue rental or hire charges

creation and maintenance of conference web site

conference badges, bags, and stationery

food and drink for the opening reception

other reasonable hospitality costs including music

printing and design costs for the conference programme

transportation in connection with professional visits

refreshments for morning and afternoon breaks

hire of AV equipment for speakers’ use

hire of fax, photocopiers, PCs for conference office

conference display panels and signage

bank charges

presentation gifts for principal organisers

professional conference organizers

simultaneous translation services

The closing conference dinner may be budgeted for separately, or included in the main budget.

Pre- and post-conference tours and any spouse’s programme should be outside and separate from the main conference budget

5.6.5 Level of registration fee
One of the major tasks of the organising committee will be to decide the registration fee. Although this will depend to a high degree on the overall financial model, and the forecast number of registrations, the decision should also take into account the high proportion of delegates in the personal membership category who pay their own costs. Additionally, the fee levels over the previous five conferences should be taken into account. Experience in the years 2000-2006 suggests that, if possible the pre-registration fee for IASA members should be less than 200 Euros. Attendance at the conference dinner is normally optional and this should be reflected as a separate cost option in the registration form in order to reduce the price of basic registration. A surcharge for late registration may be made, additional to any differential level of fee for non-members of IASA. Organizers may also decide to make special financial arrangements for local delegates and others who may have financial difficulty in attending a IASA conference. (See also Section 9.8)

5.6.6 Currency and registration payment
The conference currency/currencies should be chosen by the organizers so as to minimise bank and other transaction charges. It is strongly suggested that conference organizers arrange for payment by credit card through a secure web site or through establishment of an on-line account such as PayPal. This minimises transaction and foreign exchange costs and makes delegate registration much simpler.

5.6.7 Transaction processing and documentation
It is recommended practice that this should follow established internal practice of the host organisation, which may require the organizers to set up a separate conference bank account.

5.6.8 Reporting and approval
The organizers should present the EB with a draft budget including realistic planning scenarios at the mid-year EB meeting prior to the conference. A final statement of out-turn against budget should be made available to the Executive Board to assist in future planning. The organizers should present the EB with a draft budget including realistic planning scenarios at the mid-year EB meeting prior to the conference. A final statement of out-turn against budget should be made available to the Executive Board to assist in future planning.

6. Conference Structure

6.1 IASA’s approach:

IASA solo conferences are generally organized around a theme and selected sub topics. The main theme is determined with the local organizers and the EB. The Vice-President in charge of conference programmes should work with local organizers in arranging the conference programme. He or she may be assisted by other members of the EB, often the Secretary-General or President, as deemed appropriate. Normally after the responses to the initial Call for Papers have been received the VP will arrange the papers into logical groupings and discuss this with conference organizers and the EB assistants. The draft programme is normally reviewed by the EB at its mid-year meeting.

IASA conferences normally can be broken down into 4 days, made up of 16 90 minute time blocks:

One time block is devoted to the opening and the key note speech;
Two to the General Assemblies and the meeting with the sections and committee; and
Two for tours to local institutions;
Sessions.

There are ten 90 minute time blocks for sessions:

Each IASA conference has approximately thirty papers. A paper should run about 20 minutes with time for questions and discussions;
At the very least, one time block should be devoted to local papers;
If numbers of submissions permit, parallel sessions maybe held;
There are also training sessions to be organized that normally run parallel to the main session. (For more on program content see Section 10. For more on the conference agenda see Section 11. Conference Programme is an example of a conference programme.)

6.2 Joint conferences

A joint conference cannot be planned as simply as a IASA solo conference. No two associations’ internal structure will be the same. The sessions at joint conferences ideally should also be arranged along thematic lines. It may be that there will be a mixture of joint sessions and IASA oriented sessions to which all conference delegates would be invited. Emphasizing joint thematic sessions enables IASA members to see their concerns addressed in a larger context. Joint conferences require extensive planning and understanding of the other organizations conference arrangements.

7. Conference Planning Committees and Organization

7.1 Introduction

Conference committees and organizational structure may vary according to conference circumstances. IASA conference hosts may choose to operate with whatever structure best suits their needs. This may be one committee, several committees, or no committees using the existing organizational structure of the conference host. Some structure may depend on whether a professional conference organizer is employed. The key is that whatever committee or organizational arrangement is chosen, the basic activities in organizing the conference are assigned and responsibility for those tasks is understood. These responsibilities are outlined in a summary Summary of Conference Responsibilities. A suggested timeline has also been provided Conference Planning Timeline.

7.2 Conference Planning/Local Arrangements:

7.2.1 The conference hosts should decide how they wish to organize their own conference organization. The EB will delegate a representative or representatives to liaise with the conference hosts to provide advice and assistance and keep the EB current on conference plans. The conference hosts are responsible for local arrangements, conference site, conference rooms, finances etc. It is ultimately their choice and responsibility for these arrangements. The EB will advise and assist. The local organizers take on sole responsibility for almost everything except the program, publicity, and travel assistance.

7.2.2 The arrangements are more complex for a joint conference. There should be balanced representation on the planning group but this will not always be possible if the one association membership is low in the host city/region. Both EBs should delegate representatives to work with the local organizers. Generally speaking it is the conference host that should be responsible.

7.3 Program Planning:

The end result of program planning is to have a conference programme built around the theme agreed upon by the conference hosts and the EB. The lead for organizing the programme will be taken by the Vice-President in charge of the conference program. He or she should have a contact person or persons from the local organizers with whom to discuss local programme needs, training sessions, and programme organization. The Conference VP may also call for assistance from other members of the EB, particularly the President and the Secretary-General, as required. This group may adopt a formal committee structure or may exist only a consultation group connected via e-mail. The Conference VP will be responsible for the Call for Papers, the development of the preliminary programme, a second Call for Papers (if required), the final programme, coordinating session chairs, and arrangement of any audiovisual needs for the speakers. See IASA Guidelines for Chairpersons and Speakers (Guidelines for Chairpersons or Speakers).

7.4 Publicity:

The EB, through the Editor, undertakes to promote the conference through the Journal, Bulletin, listserv, and web site. Announcement of the conference, printing and mailings, and other promotional activities should be coordinated with the publication schedule. IASA’s Editor will make the conference hosts aware of these deadlines to maximize the opportunities to promote the conference. Local organizers should be active in promoting the conference to their local constituencies. It is important that the conference hosts advise the EB on the best method of doing this. In doing publicity for the conference, it should be remembered that not all IASA members have access to the internet. Mail-outs to all members are still a valuable and useful form of communication.

8. Communication

8.1 E-mail has proven to be an excellent form of communication for planning of conferences. Mailing lists can be established as required for conference organizing groups, speakers and others involved in conference organization.

8.2 In the case of a joint conference it is important that the IASA EB should speak with one voice during the planning stage. The EB will delegate a person to be responsible for this. The Secretary-General should be kept informed of all important details.

9. IASA EB Procedure

9.1 The EB is responsible for the selection of conference hosts. The EB should plan at least two conferences in advance. This does not preclude the EB from planning further ahead; particularly if there have been expressions of interest in hosting a future conference in a particular year. The EB encourages an application where a special event has prompted the application, e.g. the Austrian Phonogrammarchiv’s 100th anniversary of sound archiving in 1999. When planning conferences the EB will inform themselves of any local political situations that may affect the conference and keep the membership informed. The EB will work closely with the local hosts to ensure that they are fully informed of any specific requirements to make the conference attractive to local interests.

9.2 With the election of a new board the EB should delegate a VP to be in charge of conference programmes. The conference VP will normally be the person to coordinate conference arrangements with the local hosts. The EB may delegate the coordination to other members taking after considering such factors as language, geographic location, and personal contacts. At the EB meeting taking place at an annual conference, the EB should review the responsibilities of various Board members for coming conferences and take decisions as required. These decisions are communicated to the local organizers. When a new Board assumes office it has the responsibility of reviewing conference arrangements and assigning responsibilities accordingly. Because conference commitments are often made several years in advance, a smooth transition and exchange of information is essential.

9.3 The conference format and theme are discussed with EB.

9.4 Preliminary program details are sketched out by the VP at the mid year meeting preceding the conference.

9.5 The Secretary-General will communicate with the Sections and Committees before the mid-year meeting to ensure that all their requirements are included in the preliminary program. The sketch should also take into account training sessions and other needs.

9.6 Preliminary program and room requirements sent to the local organising committee and Secretary-General(s) 6 months before the conference. This is usually available immediately after the IASA mid-year EB meeting.

9.7 The conference programme VP will complete the preliminary program in sufficient time for the conference hosts to add local information about the conference venue and accommodation. This should be mailed to the IASA (and joint host) membership at least four months before the conference. At the same time this program will be posted on the IASA and/or conference web site. IASA will work with the conference organizers to ensure a mailing IASA’s membership and it is anticipated that a co-host Association would do the same with their membership. An additional mail-out list, made up of non-members, may be compiled by the organizers with reference to the IASA Board, IASA committees/sections and the co-host. Local organizers are responsible for the printing and mailing of conference information but may coordinate it with the mailing of other IASA publications. The Constitution of the Association may dictate this mailing date. For example, if any electoral procedures or constitutional amendments or changes, or increases in membership dues are to be made or discussed at conference, up to six months notice is required by the Constitution.

9.8 Final program details including session chairs, training session information and other details should be sent from the Conference Programme VP at a date agreed to with the conference organizers. These details will be printed in the final program available to delegates at the conference. The conference website will also be updated as soon as the information becomes available.

9.9 Deadlines for registration and payments should be decided by the local organisers in the clear knowledge that a number of participants will register after the deadline. It is quite acceptable for conference organisers to levy a late fee penalty. Local organisers should not to be too rigid about numbers and be prepared to be flexible. But in calculating finances they should err on the pessimistic side, work out the economics on a minimum, not a maximum.

10. Program Content

10.1 The EB believe the following matters of broad interest to the membership should be addressed by a IASA conference:

Acquisition and exchange;
Documentation and metadata;
Resource discovery and access;
Copyright and ethics;
Preservation and conservation;
Research, dissemination, and publication;
Digitization of media content;
The work of sections and committees;
The direction of the Association and the profession;
Local scene, showcasing a range of AV archiving institutions, giving archiving a cultural context;
Training.

10.2 The IASA EB should solicit from the membership through the sections and committees and the open forums the various issues the membership feels should be addressed in future conferences. These can then be forwarded to future conference hosts and be developed as themes. As these themes and sub topics are agreed to the Conference Programme VP will use it as a basis for the Call for Papers. Possible keynote or other speakers may be suggested and approached. The Programme VP along with the local advisor and others delegated to work on the program, will be the ultimate arbiter of the final speakers/topic list.

10.3 The EB encourages diversity in the manner the content is delivered. A panel discussion is an excellent way to involve the audience and to get a range of experts debating, often, controversial issues. If a panel discussion is mounted it is recommended that there be no more than four panellists, plus a moderator, and that at least half an hour is set aside for audience questions and comments if the panel occupies a full session. A panel can take the place of a 30 minute paper but it must be strictly moderated.

10.4 Whilst the delivery of a paper by a third party is not encouraged there are times when this cannot be avoided. In such circumstances, the paper should be represented by someone with a stake in, or opinion on, the matter. In a sense it should be turned into a joint paper and the presenter should be able to enter into a discussion or answer questions from the floor rather than being a passive translator. The EB will also encourage innovative delivery methods. Developing technologies make it possible for a paper to deliver from another country for no more than it would cost to fly them there.

10.5 Parallel sessions:

Parallel sessions are often necessary in order to fit all the content. The program committee should consider very carefully the impact of creating parallel sessions and the placing of parallel sessions in the program. They need to analyze whose interests are being served by each session and how any clashes of interest can be minimized.

10.6 Poster sessions:

10.6.1 A “Poster Session” is a way of giving the opportunity for members who have issues or achievements of limited interest and that are not suitable for the formalities of a conference to communicate their message in an informal manner. The hard facts of their presentation are “published” on posters adjacent to where they will deliver their message or on hand-outs.

10.6.2 Poster sessions can run in parallel with the plenary sessions and possibly during break times. They will take place in a different venue to the plenary sessions and a number of posters may be delivered in the same room or space. (For more detail on Poster Sessions see What is a Poster Session?).

11. Conference Agenda

It is usual to have a standard agenda (Conference Program provides a sample agenda and Conference Business Plan provides a suggested timeline for conference organization)

11.1 The EB will meet one day prior to the beginning of the conference. Agenda will be organized by the Secretary-General and need not concern the organizers except that the EB may request an update from the conference planners.

11.2 The Technical Committee usually meets in a closed session one day prior to the beginning of the conference. Other committees and sections may also schedule special meetings on this day. It is the responsibility of section and committee chairs to communicate any requirements they have for rooms and equipment to the Board before the conference starts.

11.3 The opening day of the conference opening is devoted to section/committee meetings. These are open to all conference delegates and are considered to be an important part of the conference. The agenda for these meetings are set by the section / committee chairs who will inform the organizers of their requirements. Normally these meetings are held one right after the other. It is best if two suitable rooms can be found for this purpose.

11.4 The registration table should be open on the afternoon prior to the conference opening to enable early registration and orientation.

11.5 A IASA conference is usually 4 or 5 days in duration.

11.6 The first morning of the main sessions may include the official opening and the keynote address. The keynote address can vary in duration but will usually be longer than a normal conference paper. It will address an issue(s) of importance to the association(s) as a whole. It may state a position on a controversial matter or address the future of the association(s) or the profession.. It may be given by a member of the association(s) but need not be - it could even be by someone outside the profession. It should touch on the theme of the conference but need not be confined to that theme alone.

11.7 Following the keynote speech /opening session time should be set aside for the first General Assembly of the association(s) in which the EB members give their reports. In an election year this session is also used to count the votes and announce the election results. Local organisers should have recording equipment in place in the hall for the General Assemblies and for the pre and post conference EB meetings. Other sessions may be recorded, but all the speakers must agree.

11.8 Early in the conference, often on the day where the committee and section meetings are taking place a short introductory ‘newcomers’ session designed for first time delegates will be led by the Secretary-General. This could be a joint session if a joint conference.

11.9 The host institution would normally put on a reception either in the evening of day 1 (following the day of meetings of the Sections and Committees), or the evening of the second day after the official opening sessions. The Board of IASA and delegates would prefer this to be a social occasion with “welcoming noises” only, e.g. local organising committee, President, representative of main sponsor (if there is one) or hosts. These should not be speeches, but simply to welcome delegates and wish the conference well.

11.10 Two of the next 3 days (one in the case of a four day conference) should have 4 sessions each day. Normally a session would be of one & a half hours duration and would normally comprise 3 x 20 minute papers with 10 minutes for questions after each paper. The chair must insist that his/her presenters run to time. Avoid saving questions till the end of the session unless the papers deal with an extremely common theme or issue.

11.11 The other day should include half day visits to AV archiving institutions as well as two normal conference sessions.

11.12 The final day will end with two sessions in the morning or, in the case of a four day conference, could end at afternoon refreshment break. This is an ideal opportunity to explore big issues such as the future for the association or profession, or to draw some conclusions from the conference. The last session should include an element of farewell. This should be particularly included if it is a joint conference. If not, this farewell could occur in the 2nd General Assembly.

11.13 IASA will hold its 2nd General Assembly on the afternoon of the final day and may be of up to 2 hours duration. This is an opportunity for the chairmen of sections/committees to report on the work they have achieved at the conference and during the past year; it is an opportunity for IASA affiliates and Branches to report to discuss topics of importance to the Association or the membership and, if necessary, to vote on; for the organizer of the next year's conference to give a presentation; and finally at the open forum for anybody interested in addressing the membership on notice.

11.14 The 2nd General Assembly is immediately followed by a short EB meeting with section/committee chairs. In election years this session should be attended by members of both the outgoing and incoming Boards to allow some time for handover and familiarisation. The outgoing President will preside at this session.

11.15 In 2003 the EB initiated an “Exchange Forum” session. Moderated by the President, assisted by the Secretary-General, the Exchange Forum is intended as a wide-ranging, free-wheeling, discussion of topics of interest to the membership. There is no formal agenda and the meeting is open to all. This may be scheduled following the 2nd General Assembly or as a session in the conference programme.

12. Structure of a Session

A session would usually comprise 3 speakers delivering a paper of 20 minutes length. In a one & a half hour session this would allow for 10 minutes of questions following each paper. The chair should meet with the speakers before the session starts and review the order of presentations, the audiovisual requirements, time limitations and politely remind speakers that English is not the first language for many IASA delegates or speakers. Speakers should be encouraged to speak slowly particularly if simultaneous translation is being provided. The chair should introduce each speaker with a brief biography. It is the chair’s responsibility to ensure that all speakers have their allotted time and that the session does not overrun. The chair should encourage discussion during the question session. The chair should also ensure that the speakers sign any release forms required. Sessions may comprise between two and four speakers.

13. Speakers’ Responsibility

13.1 The conference planners will set a number of deadlines that speakers will need to adhere to.

13.2 CVs supplied prior to conference – actual date to be determined by the Conference Programme VP.

13.3 Paper abstracts prior to conference – actual date to be determined by the Conference Programme VP.

13.4 Technical requirements for the presentation– actual date to be determined by the Conference Programme VP.

13.5 Authorizations if the presentation is to be recorded or broadcast – actual date to be determined by the Conference Programme VP.

13.6 Pictures and short biographies if required by the conference organizers – actual date to be determined by the Conference Programme VP.

13.7 Copies of papers (preferably in electronic form) to the Editor immediately following the conference for possible publication in the IASA Journal.

13.8 Sign and return any release forms required.

14. Financial Assistance for Speakers

The program organizers must approve all speakers but cannot approve IASA funding for a speaker without reference to the EB who will be offering financial support. The IASA EB or, in the case of a co-hosted conference, both EBs must approve and agree funding. If one association is unwilling or unable to fund them the other association may choose to pay the full cost. Refer to the IASA Guidelines on Invited Speakers (Guidelines for Invited Speakers).

15. Conference Fees

15.1 The following should pay conference fees:

All delegates;
All EB and conference committee members;
All speakers who are members of either association;
Invited speakers who choose to stay for the full conference;
The commercial industry who may have delivered a paper but who are not official paying vendors.

15.2 Who need not pay fees:

Invited speakers who are not members of either association and who stay only for the day on which they deliver their paper;
Vendors who have paid a fee to display their product;
The chief executive officer of the host institution;
The official who opens the conference;
The Keynote speaker if not a member of either association.

15.3 The conference organisers shall identify and agree in advance waive these fees. They are not paid by IASA and its conference partner. Further, it is up to the EB and conference organizers whether to waive the conference fees for delegates from developing countries or not. In some cases non-paying delegates, such as the official representatives from CCAAA, may be asked to pay the fee and then be reimbursed by IASA.

16. Social events

Normally a reception is put on at the beginning of the conference to welcome delegates. This may be supplemented by a function thrown by a sponsor or host institution. Often the welcome reception is put on by the host institution. In addition, tours to museums and other relevant or appropriate institutions may be arranged, separate to the professional visits. Where food is offered at these events it should be noted in the program in some way, e.g. reception with refreshments or dinner/ reception depending on the circumstances. Likewise where transport is provided or the entrance fee is included this, too, should be noted.

17. Farewell dinner or party

17.1 It is the current EB's opinion that the cost of the farewell function should be kept separate from the conference fee. This gives delegates the opportunity to attend an affordable conference without having to pay for the dinner if they cannot afford to attend it. Because of the cost, delegates sometimes pay out of their own pocket or are unable to attend. Delegates from developing countries, for instance, rarely have means to attend, unless they are invited by the organising committee or subsidised by the Association.

17.2 The IASA Board urges that the cost of the farewell dinner not be expensive and suggests that this could be achieved in several ways:

The function be less lavish;
Seek to use the host institution as the venue;
Seek sponsorship.

18. Stationery & Administration

18.1 All conference stationery, programs, etc., should carry the names of the associations involved clearly and with equal prominence. This is to avoid arguments about status, to ensure that possible delegates from both associations have an equal chance on applying for attendance funding and to reflect the equality of the work put into the conference by the associations’ secretariats and the local organizing committee.

18.2 Delegates’ Bags / Folders: These should include the final program; tickets and invitations for special events; a pad of notepaper and a pen descriptive information about the venue and tourist information; label to show ownership.

18.3 Badges: To include name (without titles, i.e. Mr., Mrs., Ms., Dr. etc.); places of work; city or country; and designed to be legible, in large clear print, so as to be readable from peaking distance.

18.4 Conference notice board in a central place to indicate changes of program sessions, venue of sessions in advance; message for ... etc.

18.5 The conference office should provide fax, telephone, photocopying facilities, email and a word processor for conference use. Capability to do large photocopying jobs at short notice should be investigated. It may not always prove to be possible, but if so this should be made clear before the conference so that the Secretaries-General can notify their delegates and warn them to bring fully prepared material with them.

18.6 Conference Web Site: This is now essential for promoting the conference, notifying changes and providing the most efficient means of registration. This is the responsibility of the local organizers but may be done in cooperation with the IASA Editor.

19. Wrap-up

After the conference, the chair of the Organising Committee shall present the EB with a summary statement about the conference, which covers highlights and problems as well as a final budget.

Conf_Plan-guidelines.DOC
December 2000
1st review April 2002
Author: John Spence
2nd review March 2007
Author: Richard Green

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