BOD 2012-1 MIN APP 14J - Conference Santioning.pdf

International Life Saving Federation Minutes APP 14J - Page 1
2012-1 – Toronto – Canada Board of Directors
ITEM FOR APPROVAL
Subject
Strategic Goal
(Plan 2012 to
2015)
Performance
Indicator
Recommendation/
Motion
Background/Ration
ale
ILS Conference Sanctioning Guidelines
Goal 2. Position ILS as the world authority of drowning prevention, lifesaving
and lifesaving sport
Goal 3. Reduce the drowning of children globally through partnership and
collaboration
Goal 5. Create a Sustainable Business Model
Conference Committee Performance Indicator – Nil directly relevant
Marketing and Revenue Generation Committee responsibility 6 - To
develop mandatory income levels for ILS to be included in future World
Championships and World Water Safety Conference bid documents
Finance Committee responsibility 11 - Recommend an affordable fee and
services structure for all nations.
The Board resolve the following:
1. That the ILS Conference Sanctioning Guidelines, Version 1 2012 be
adopted.
2. That the Conference Sanctioning Fee be €300 per event.
3. That the Conference Sanctioning Fee be reduced by 50% to low income
countries and low middle income countries.
4. The Board delegate future Fee setting to the Marketing and Revenue
Generation Committee.
ILS has developed into an important and internationally recognised
organisation since its formation in 1993.
The sanctioning by ILS or events such as sport and conference provides an
ILS brand linkage opportunity plus a potential income stream.
ILS Conference Sanctioning Guidelines Version 1, 2012 (attached) as
developed by the ILS Education Committee and approved by the ILS
Lifesaving Committee provides the process and procedure by which ILS can
introduce sanctioning for conferences that are organised by ILS Member
Organisations or other organisations approved by an ILS Member
Organisation.
Options 1. ILS BOD adopts the ILS Conference Sanctioning Guidelines
2. ILS BOD adopts with modifications the ILS Sanctioning Guidelines
3. ILS BOD does not adopt the ILS Conference Sanctioning Guidelines
Potential
Risk/Issues
Adopting too high a fee may reduce the ability of an ILS Member Organisation
from a low and middle income country from seeking sanctioning.
Environmental There is no environmental impact.
Impact
Human/Financial
Resource
Implications
Policy Reference
Attachments/Refer
ences
Approval History:
Committee
Commission
Revenue streams for ILS will enable the recruitment of staff and in the
achievement of strategic outcomes.
There are no other ILS policies impacted by this paper.
Attachment – ILS Conference Sanctioning Guidelines
Reference – ILS Competition Sanctioning Guidelines May 2010
February 2012
February 2012

International Life Saving Federation Minutes APP 14J - Page 2
2012-1 – Toronto – Canada Board of Directors
ILS CONFERENCE SANCTIONING GUIDELINES
1. Preamble
Conferences organised by ILS Member Organisations can be sanctioned by ILS if the
Conferences are advancing the ILS Vision, Mission and Strategic Goals.
Conferences organised by other organisations that are advancing ILS, it’s Vision, Mission and
Strategic Goals can be sanctioned by ILS, however only on the approval of the ILS Full Member
or if none, the ILS Associate Member.
All conference organisers with a conference to be sanctioned or currently sanctioned by ILS
shall comply with the rules given in this document.
2. Definitions
Conference – A conference is defined as prearranged meeting or gathering for consultation or
exchange of information, education or discussion and at which participants present, receive or
discuss their research results in speeches, workshops, posters or by other means. This
definition also refers to seminar, symposium, convention and congress, consistent with the ILS
humanitarian mission.
National Organisation – A National Organisation is defined as the ILS Member Organisation
(Full Member or Associate Member where there is no Full Member) that is a current financial
ILS member.
Host Organisation – Is the organisation who will be hosting the conference and ultimately
responsible for the organising, conducting and managing the conference. This could be an ILS
Member Organisation, an organisation contracted by the ILS Member Organisation or an
organisation approved by the ILS Member Organisation.
Event Organising Committee – Is the Committee of the host organisation that is responsible for
the governance and management of the conference event. This committee will have a
member/representation from the National Organisation, host organisation and other strategic
conference partners. This Committee will provide event organisational reports to host
organisation and the National Organisation.
Conference Organiser – Is the person appointed by the Host Organisation with the overall
responsibility for the operation of the conference. This person may be a member or employee of
the host organisation or a contractor.
3. Introduction
ILS is committed to drowning prevention and reduction through education, information
exchange and research. ILS recognises a key method to achieve this is through conferences.
ILS has introduced a conference sanctioning opportunity to enable conference hosts to be
linked to ILS and its network.
4. Scope and Context
4.1. Scope
ILS will sanction under these guidelines, conference events that may also have a title of
seminar, symposium, convention, congress or similar.
4.2. Context
ILS may sanction community, national, and regional conferences that have themes
and/or objectives similar to those of the ILS, including and not limited to the following.

International Life Saving Federation Minutes APP 14J - Page 3
2012-1 – Toronto – Canada Board of Directors
Drowning prevention science and education.
Aquatic risk management.
Lifesaving; including prevention, surveillance, rescue, resuscitation, first aid and similar
techniques, training, equipment, administration and management.
Medical issues relating to drowning fatal and non-fatal.
Drowning prevention and lifesaving education in all its forms.
Lifesaving organisation effectiveness, collaboration, etc.
Human resource management including volunteering as it relates to lifesaving.
5. Sanctioning Procedure Step by Step
5.1. The host organisation wishing to conduct the conference mails (electronically via email
preferred) the following documents to the National Organisation (minimum 160 days prior
to the event start date) in the country in which the event is to be held.
A completed Conference Sanctioning Form.
All relevant documents requested in the conference sanctioning guidelines.
A payment of conference sanctioning fees as outlined in Clause 7.
5.2. The National Organisation is responsible to verify the Conference Sanctioning Form,
insurances and all related documents.
5.3. When the National Organisation endorses the conference it sends the completed
Conference Sanctioning Form with a direct deposit (see Clause 7) to the ILS
Headquarters and a copy of the endorsement to the host organisation.
5.4. A sanctioning site visit can be organised (if required) by an appointed ILS representative.
The host organisation shall cover all costs associated with such a visit.
5.5. ILS Headquarters includes the conference in the official ILS Calendar under Sanctioned
Conferences. This also serves as an official notification.
5.6. Post-Conference; a copy of a conference summary report must be sent to ILS on request.
Notes:
A Conference Sanctioning Form must be submitted for each conference on an individual
basis.
A conference series that are identical in venue, format and content can be treated as one
application in terms of the Conference Sanctioning Forms. Fees are applicable and
payable for each conference in the Series.
Sanctioned conferences will be promoted as such on the official ILS Calendar.
6. Content and Technical Support
The ILS may provide technical and content support for the conference on prior written request.
7. 7. Sanctioning and Other Fees
The sanctioning fee per conference is €300 for high income countries 1 (payable when
application is made). This fee is reduced by 50% for those from low and low middle income
countries. This fee may be eliminated completely by special request and on written application.
The applicant is responsible for transferring the sanctioning fee of €300 to ILS. The fee should
be transferred to the ILS account:
Bank name: BNP Paribas Fortis Bank
Bank address: Gemeenteplein 20 in 3010 Leuven (Belgium).
IBAN number: BE 91 001242199376.
1 Definitions from World Bank

International Life Saving Federation Minutes APP 14J - Page 4
2012-1 – Toronto – Canada Board of Directors
Bank swift code: GEBABEBB.
If fees are not paid within 30 days prior to the first day of the conference, the sanctioning is void.
In addition, ILS is to receive from the host organisation, two free Conference registrations for
each sanctioned event.
NOTE: If it is deemed appropriate and ILS officials are to be used in a technical capacity this will
attract a fee for service. These will be negotiated on a conference by conference basis.
8. Use of ILS Imagery
On receipt of formal ILS sanctioning, all Conference Registration Forms, official correspondence
and other promotional material must carry the ILS Logo and the words Sanctioned by ILS.
9. Change to the Conference
Should the grounds upon which sanctioning was granted changes at any time prior to the
conference, notification must be given to ILS, whereby the sanctioning will be immediately
reviewed. Should the review result in the conference not meeting sanctioning standards, ILS
reserves the right to advertise withdrawal of sanctioning.
10. Permits and Approvals
Hosting organisations must ensure that all relevant laws and regulations are complied with, in
particular those where outdoor activities such as swimming pool or beach demonstrations or
excursions are held. This includes prior written approval of any government agency or the
owner of private property and other facility.
11. Insurance / Risk Management
All conferences must have public liability insurance.
A copy of the insurance “Certificate of Currency” must be available to ILS on request.
A conference risk management plan, inclusive of safety and security provisions must be
prepared and available to ILS on request.
12. Equipment
All equipment to be used for a conference must comply with relevant international and ILS
standards/specifications, where they exist.
13. Facilities Standard
All facilities used for the conference (e.g. hall, theatre, rooms, pool, beach, ocean, lake etc.)
should meet and comply with local regulations as well as relevant international and ILS
standards/specifications, in particular drinking water should comply with local and international
water quality standards.
14. First Aid and Medical Support
Qualified medical/first aid services personnel should be on site during the conference.
15. Duty of Disclosure
Before the host organisation enters into a sanction with ILS all matters requested pertaining to
the conference will be disclosed to ILS through this sanctioning process. If a host organisation
fails to comply with its duty of disclosure, ILS may withdraw its sanction without prior notice.

International Life Saving Federation Minutes APP 14J - Page 5
2012-1 – Toronto – Canada Board of Directors
16. Date
If the date of mailing does not appear on the Conference Sanctioning Form the National
Organisation and ILS will use the email date as the application date.
17. Conference Sanctioning Agreement
17.1. By signing the Conference Sanctioning Form and its declaration, the host organisation
representative declares that he/she has read and understood these ILS Conference
Sanctioning Guidelines and recognises that it is his/her responsibility to conduct a safe
and inclusive conference.
17.2. He/she further understands that the guidelines are minimal and special conditions may
require further cautions and actions.
17.3. He/she agrees also that ILS has the authority to request the cancellation of the
conference if appropriate safety requirements (e.g. recognised ISO or ILS standards, if
any) are not in place and that ILS may announce publicly before the commencement of
the conference the withdrawal of ILS sanctioning.
17.4. He/she understands that the information supplied on the Conference Sanctioning Form
will be relied upon by ILS in sanctioning this event, and any changes made must be
notified in writing to ILS as soon as practicable. It is further agreed that the ILS will be
included in any waiver or release from liability.
17.5. In consideration of ILS considering any conference sanctioning application, the host
organisation and ILS (through its National Organisation) agree as follows:
1. Sanctioning is neither automatic nor irrevocable. ILS at its absolute discretion may
conditionally or unconditionally sanction, refuse to sanction, or withdraw its sanction
of the conference. For example, ILS might withhold or withdraw a sanction if it
considers the conference to pose a risk to ILS, to conference participants or the
public, to be unprofessionally organised, to be financially under-resourced, to breach
ILS’s rules or policies, or to be detrimental to the promotional or regulatory interests
of ILS. The host organisation has no claim against ILS in respect of any
determination made by it.
2. 2. ILS reserves the right to change or amend these conference sanctioning
guidelines from time to time.
3. 3. If sanctioned, the host organisation and the conference organiser must comply
with these guidelines and any reasonable directions made by ILS in respect of the
conduct of this conference and all conditions of any sanction conferred by ILS.
Failure to comply with any of these rules, directions or conditions entitles ILS to
(amongst other things) withdraw any sanction at anytime.
4. 4. If ILS declines to sanction the conference or, having sanctioned the conference,
elects to withdraw its sanction for any reason, the conference organiser irrevocably
authorises ILS to publish the fact, nature and reasons for its decision to decline or
withdraw sanction to any person ILS thinks fit, including (but not limited to)
prospective participants, sponsors and the general public.
5. 5. It is the conference organiser’s responsibility to conduct a safe and successful
conference. Any standards and conditions imposed by ILS for this conference and
conferences generally are minimal standards only. The conference organiser
acknowledges that:
a) A conference is not necessarily safe or viable because it is sanctioned by ILS.

International Life Saving Federation Minutes APP 14J - Page 6
2012-1 – Toronto – Canada Board of Directors
b) Public liability insurance cover required by ILS as a condition of sanction is the
full responsibility of the host organisation. The host organisation must satisfy
ILS and itself that it is adequately insured.
6. 6. The conference organiser must not advertise the conference as sanctioned unless
and until ILS has sanctioned it and all conditions of sanction have been complied
with. If ILS withdraws any sanction, the conference organiser must:
a) Prior to the conference, advise all participants and prospective participants of
withdrawal of the sanction.
b) Remove any references to ILS’s sanction from advertising or promotional
material for the conference.
Norm Framer
Committee Chair

International Life Saving Federation Minutes APP 14J - Page 7
2012-1 – Toronto – Canada Board of Directors
CONFERENCE SANCTIONING FORM
Form to be completed by the host organisation and emailed to the national organisation for verification
and approval. Once approved, the national organisation emails it to the ILS Headquarters with a copy
to the host organisation.
ILS MEMBER ORGANISATION
Organisation Name
Name of Representative
Position held by Representative
Address - Street
Address – Zip and City
Address – Country
Telephone
Telefax
E-mail
ILS HOST ORGANISATION (IF NOT MEMBER ORGANISATION)
Organisation Name
Name of Representative
Position held by Representative
Address - Street
Address – Zip and City
Address – Country
Telephone
Telefax
E-mail
CONFERENCE ORGANISER
Name
Organisation
Address - Street
Address – Zip and City
Address – Country
Telephone
Telefax
E-mail
CONFERENCE DETAILS
Conference Title
Conference Dates
Conference Objectives
Conference Target Audience(s)
Conference web site address
CONFERENCE VENUE DETAILS
Conference Venue Name
Conference Venue Manager and
Contact details
Conference Venue Address
Conference Venue Web site

International Life Saving Federation Minutes APP 14J - Page 8
2012-1 – Toronto – Canada Board of Directors
CONFERENCE SPONSORS
Name of Conference Sponsors
CONFERENCE PARTICIPATION DETAILS
Expected number of Participants
Maximum number of Participants
Has this conference been sanctioned before? If
yes, what year?
Are there any variations to the previous
sanctioning details?
YES:
YES:
NO:
NO:
SANCTIONING REQUEST BY HOST ORGANISATION REPRESENTATIVE
We have read the ILS Conference Sanctioning Guidelines and agree to comply to and abide by all
conditions stated in the Conference Sanctioning Guidelines.
Printed Name: ............................................................................ Telephone: .............................................
Date: .......................................................................................... E-mail: ....................................................
SANCTIONING APPROVAL BY NATIONAL ORGANISATION
We have analysed the Conference Sanctioning Application and all related and necessary
documents and confirm that they comply with the ILS Conference Sanctioning Guidelines.
Name of National Organisation: .................................................................................................................
Printed Name : ........................................................................... Telephone: .............................................
Date: .......................................................................................... E-mail: ....................................................
The fee of €400 Euro per request should be transferred to the ILS account: Bank name: BNP
Parisbas Fortis Bank, Bank address: Gemeenteplein 20 in 3010 Leuven (Belgium), IBAN number:
BE 91 001242199376, Bank swift code: GEBABEBB.
CONFERENCE SANCTIONING APPROVED AND NOTED BY ILS
ILS Conference Committee Chair/ ILS Executive Director or ILS Secretary General
Name ……………………………………………………………………………………
Date…………………………………..
CONDITIONS APPLIED - IF ANY (e.g. Need for site visit, the actual events to be covered by
the sanction detailed in the section – CONFERENCE DETAILS)
…………………………………………………………………………………………………………………….
…………………………………………………………………………………………………………………….
…………………………………………………………………………………………………………………….
…………………………………………………………………………………………………………………….

International Life Saving Federation Minutes APP 14J - Page 9
2012-1 – Toronto – Canada Board of Directors