5.2 Summary of conference responsibilities

5.2.1. Local host responsibilities

• Submit conference proposal to the IASA EB.
• Draw up a budget outlining costs, revenues, and financial constraints. IASA conferences are expected to break even.
• Liaise with IASA EB on a regular basis. IASA EB will name specific EB members to communicate with conference hosts.
• Arrange for conference venues, halls, and meeting rooms that include space for commercial and local displays.
• Arrange for sound, AV, computer and other services for the conference facilities.
• Suggest hotels and other accommodation and reserve blocks of rooms, usually until a set date. (This does not necessarily mean having a centralized booking service. Delegates can book their own hotels.)
• Arrange opening reception, closing banquet (separate fee), coffee and refreshment breaks, and any local evening entertainment or events deemed to be appropriate.
• Organize a registration desk and preparation of delegate bags and a conference office or central point.
• Wi-Fi access in the conference site that is sufficient for all guests and presenters.
• Provide translation services as required. The language of IASA conferences is English but local requirements may demand translation services.
• Arrange tours to local AV institutions.
• Provide local promotion.
• Invite local dignitaries and officials.
• Find local sponsorship for particular events in coordination with the IASA EB.
• Supply and coordinate content for conference web site with IASA webmaster.
• Submit a report following the conference on the experience providing conference details and suggestions.
   

5.2.2 Joint or shared responsibilities

• Determine conference main theme and sub topics.
• Organize conference programme.
• Integrate local contributions to the programme including session papers, poster sessions, and other types.
• Distribute conference preliminary programme, usually electronically.
• Print final programme and arrange for it to be included in conference bags.
• Solicit funds from commercial vendors with the host providing information about regional possibilities.
• Promote the conference inside and outside of IASA.
• Arrange financial and travel assistance to speakers and conference delegates.
• Finances:
  • Finalize budget.
  • Deal with currency issues.
  • Determine registration and other fees.
  • Estimate income and expenses.
  • Analyze the legal and financial risk of each conference.
  • Transfer of funds and payment arrangements.

5.2.3 IASA Executive Board responsibilities

• Delegate conference responsibilities to specific EB members such as VP Conferences, Webmanager, or Treasurer.
• Establish a reporting structure for each conference.
• Select and approve conference hosts and ⁄ or partners for joint conferences.
• Create, populate, and update the conference web site.
• Communicate consistently with conference hosts.
• Issue “Call for Papers” to IASA and other appropriate organizations. Evaluate response and follow up as required.
• Confirm participation of speakers including coordination of registration, abstracts, biographical material, and submission of completed papers for inclusion in the Journal.
• Promote conference through other associations and related web sites.
• Publishing and 'marketing’ of the conference in the Journal, listserv, and web site.
• Apply for funds from UNESCO (Paris).
• Establish sponsorship levels.
• Manage funds received from registration through conference website.
• Run the conference web site and integrate content supplied by local organizer.