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Congress Bid

WORLD ASSOCIATION FOR BUIATRICS

2010

Guidelines for the preparation of a bid to hold the biennial congress

 

modified in Santiago on November 17, 2010

           

 

The following points form the basis of a written bid for future World Association for Buiatrics (WAB) Congresses. The electronic version of the bid must be submitted before April 1st in any congress year to be eligible for assessment for all future WAB congresses. Successful bids will be approved at a WAB congress at least 4 years in advance of the WAB congress the bid organisation is to host.

 

  1. BID ORGANISATION

 

            The candidate’s association must be affiliated with the WAB. The association should also demonstrate its ability to organise both national and regional Buiatrics congresses. As part of the bid, the candidate should present letters of support from the national veterinary organisation of their country and any other relevant government or semi-government authorities that they feel enhance their bid.

 

  1. CONGRESS VENUE

 

            A layout of the proposed congress venue should be included in the bid proposal. The layout should specify at least 4 auditoriums as well as meeting rooms for the WAB committee. Simultaneous translation into the 4 congress languages should be available in at least 3 of the auditoriums. The venue should provide an area for sponsors to be able to present their products and for all registrants to have easy access to this area. The venue should provide areas for morning and afternoon refreshments and lunch - these may be within the sponsor’s area.

 

  1. SCIENTIFIC PROGRAM

 

            The scientific programme should run for at least 4 days. The ability to present the scientific program around a format of key-note lectures and based on all aspects of bovine medicine and surgery, including production, is essential. The committee will look favorably on a program that includes streams on all aspects of small ruminant medicine and exotic/wild ruminant species.

 

  • All the keynote lectures must be published in English on CD and also preferably in the proceedings or in a local veterinary journal.
  • The oral and poster presentations must be published in abstract form in English on CD and also preferably in the proceedings or in a local veterinary journal.

 

 

 

 

  1. CONGRESS BUDGET

 

            The congress budget should be presented as part of the bid process. The following areas of the budget should be addressed and discussed in the bid proposal. The sponsorship contracts with the supporting companies will be the responsibility of the local organising committee.

 

  • It is recommended that the basic registration fee is less than 500 EUR (including VAT. This should include morning tea, lunch and afternoon tea in the congress area. It should also include the complete proceedings of the congress.
  • A discount of 25% for Latin American, Middle and East European countries is recommended.
  • A discount of 50% is recommended for poor countries classified by FAO.
  • A discounted fee (50%) is recommended for students (undergraduate students, residents, interns, M.Sc, PhD) and retired delegates.
  • Free public transport during the congress period is highly recommended.
  • A note book and pen, and congress proceedings including CD should be included in the congress satchel.

 

  1. CONGRESS PAYMENTS TO WAB

 

            The Secretariat of the WAB is supported by the biennial congress. The following has been decided upon by the committee.

 

  • A contribution of 10EUR or 10USD (depending on the higher exchange rate), or part thereof, will be made to the WAB Secretariat for each full and discounted fee paying registrant at the congress.
  • 2,5EUR or 2,5USD or part thereof, will be made to the WAB Secretariat for each daily ticket.
  • The contribution will be made within three months of the conclusion of the congress.

 

  1. WAB BOARD

 

            An electronic copy of the bid from each candidate will be sent by the WAB Secretariat to each of the board members before May 1st in a congress year. The members of the board will vote at the congress of that year to select the winner of the bid process. It has been the tradition of the congress that the president and secretary general of the WAB are included as invited participants and have all expenses paid. It has also been a tradition that the committee members and honorary committee members do not pay registration fees.

 

  • The decision of the board is final and there is no right of appeal.

 

 

Summary of recommendations for the preparation of a bid

 

 

 

Items

Status

 

The candidate association must be affiliated to the WAB

Required

The candidate association must be able to demonstrate its ability to organize national and regional buiatrics congresses

Required

Scientific content must cover all aspects of bovine medicine including production

Required

  • Scientific content covering all aspects of small ruminants medicine

Recommended

  • Scientific content covering all aspects of wild ruminant medicine

Recommended

  • Executive Committee has to approve the scientific program of the WBC before finalizing the program by the local organizing committee

Required

Lectures at least in 4 auditoriums

Required

 

Simultaneous translation (English, German, French and Spanish) in at least 3 auditoriums

 

Required

  • However when the delegate number from the different language speaking countries are less than below simultaneous translation suggested in:
  • > 200 delegates:    3 auditoriums
  • < 100 delegates:     2 auditoriums
  • < 50 delegates:     1 auditorium

 

Optional

  • Alternative languages like Italian or Portuguese for simultaneous translation can also be used depending on the local organising committee

 

Optional

At least a 4-day scientific programme

Required

 

Registration fees;

 

  • Full registration to be no more than 500 EUR including VAT

Highly Recommended

  • Registration fee for Latin American, Middle and East-European to be discounted (25%)

Recommended

  • Registration fee for poor countries determined by FAO to be discounted (50 %)

Recommended

  • Registration fee for students (undergraduate students, residents, interns, M.Sc, PhD) and retired delegates to be discounted (50%)

Recommended

Accommodation: lower star hotels and student hostels (about 40 % of the totals)

Recommended

2 refreshment breaks and lunch provided during the scientific program on a daily basis

Required

Free public transportation for delegates during the congress

Highly recommended

Key-note lectures published in local veterinary journals or proceedings

Highly recommended

 

 

Abstracts (oral and poster) published in local veterinary journals or proceedings

Optional

Key-note lectures and abstracts on CD

Required

 

Congress bag with note-book and pen as well as proceedings (key-note lectures, CD)

Required

Contributions:

 

  • Contribution to the secretariat of the WAB of 10 EUR or 10 USD per full and discounted delegate depending on the higher exchange rate

Required

  • Contribution to the secretariat of the WAB of 2,5 EUR /or 2,5 USD day per day delegate on the higher exchange rate

Required

  • Students and retired delegates: no contribution

Optional

  • Exhibitors: no contribution

Optional

 

  • Invited participant status (including all expenses) for the president and the secretary general

Required

  • Free registration fee for the committee members of the WAB

 

Required

  • Free registration fee for the honorary committee members of the WAB

 

Highly recommended

Candidacy files must be sent to the secretariat before April 1st, four (4) years prior to the proposed hosting year.

Required

Sponsorship contracts

Task of the local organising committee, but a draft can be provided upon request

 

 

 

 

 

Dr. Walter Baumgartner                                         Dr. Ottó Szenci

president                                                              secretary general