European Society of Endodontology - the European Society of ...

European Society of Endodontology
GUIDELINES
for
BIENNIAL CONGRESSES

TABLE OF CONTENTS
1. INTRODUCTION…………………………………………………….…………………. 3
1.1. Background…………………………………………………….………………….… 3
1.2. Constitution and Bylaws……………………………………………………….…… 3
1.3. The Biennial Congress of the ESE…………………………………………….…… 3
2. ROLES AND RESPONSIBILITIES…………………………………………………… 5
2.1. Roles and responsibilities of the ESE…………………………………..….…..…… 5
2.2. Roles and responsibilities of the Host Society……………………………………... 7
2.3. Roles and responsibilities of the Local Organising Committee………….……….. 8
3. STRUCTURE OF THE BIENNIAL CONGRESS……………………………………. 10
4. ARRANGEMENTS IN CONNECTION WITH THE INVITED SPEAKERS AND
OTHER PRESENTERS ………………………………………………………………… 14
4.1. Invited speakers……………………………………………………………………... 14
4.2. Other Presenters…………………………………………………………………….. 14
4.3. The ESE Wladimir Adlivankine Research Prize………………………………….. 14
4.4. Social programme…………………………………………………………………… 15
4.5. Trade exhibition……………………………………………………………..………. 16
5. SPONSORSHIP…………………………………………………………………….……. 17
6. CONGRESS WEBSITE……………………………….……………………….……….. 17
7. CONFERENCE VENUE AND MEETING ROOMS……………………………….… 18
8. PROFESSIONAL CONGRESS ORGANISERS…………………………….………… 18
APPENDIX 1:‘Memorandum of Agreement’ between the ESE and the dental /
endodontic national society hosting the Biennial Congress of the ESE…. 19
APPENDIX 2: Timeline for bidding process associated with an ESE Biennial Congress. 24
APPENDIX 3: Bid for holding a Biennial Congress of the ESE………………………….. 25
APPENDIX 4: Guidelines for National Societies when presenting bids at the General
Assembly…………………………………………………………………..… 28
APPENDIX 5: Sponsorship packages for ESE Biennial Congresses………………….….. 29
APPENDIX 6: Guidelines for Pre-Congress Courses……………………………………… 31
APPENDIX 7: Template for the Final Congress Report……………………………….….. 32
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1. INTRODUCTION
1.1 Background
.1 This document sets out guidelines for the Biennial Congresses of the ESE and the
arrangements that must be entered into between the ESE and those national
dental/endodontic societies selected as hosts (host society) in order to ensure that
communication, management and financial arrangements are sound and that they facilitate
audit and reduce risks for both parties.
.2 The guidelines have been formulated in order to set out clearly the format and nature of ESE
biennial congresses and to provide a template for the host society that must be followed to
ensure its successful delivery.
.3 Proposed changes to the format and/or structure of ESE congresses that are contrary to these
guidelines must be submitted to the Secretary of the ESE and approved by the Executive
Board prior to their implementation. Prior informal discussions with the Executive Board are
recommended and expected.
.4 The guidelines are complemented by several appendices (attached) that set-out:
Appendix 1 -
Appendix 2 –
Appendix 3 -
Appendix 4 -
Appendix 5 -
Appendix 6 –
Appendix 7 -
1.2 Constitution and Bylaws of the ESE
a typical „Memorandum of Agreement‟ between the ESE and Host
Society, signed by appropriate officers, that confirms all parties
will follow the guidelines;
the timeline to be followed by the ESE when calling for bids;
a proforma for national societies to use when submitting a bid for
an ESE Congress;
guidelines for national societies on how to present a bid at the
General Assembly;
guidelines on sponsorship packages and arrangements;
guidelines for Pre-Congress courses;
guidelines for the final congress report to be submitted by the Host
Society to the Executive Board and General Assembly.
.1 The relevant sections of the ESE Constitution and Bylaws that govern the Biennial Congress
are available on http://www.e-s-e.eu.
1.3 The Biennial Congress of the ESE
.1 Vision of the biennial congress
To celebrate and promote Endodontics and Endodontology.
.2 Mission of the biennial congress
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To enhance and promote Endodontics and Endodontology for the benefit of patients and the
development of the dental profession.
.3 Aim of the biennial congress
To stimulate learning and clinical excellence in the field of Endodontology through the
dissemination of research findings and the reporting of advances in patient care.
.4 Objectives of the biennial congress
.1 to facilitate discussion and debate in a supportive and stimulating environment;
.2 to enhance research in the field of Endodontology and related topics;
.3 to improve education and training in Endodontology and Endodontics;
.4 to facilitate improvements in patient care;
.5 to enhance links with companies having dental and medical involvement;
.6 to provide opportunities for students and those in training;
.7 to encourage links with national and international dental societies and organisations;
.8 to advance relationships within Europe and beyond.
.5 Language
The official language of ESE congresses is English. Simultaneous translation to other
languages may be provided if required by the host society and the costs included in the
congress budget.
.6 Participants
Delegates eligible to attend the Biennial Congresses will be drawn from general dentists,
endodontists, scientists, undergraduate and postgraduate students, representatives from the
dental/medical industry as well as accompanying persons.
.7 Environment and facilities
Biennial Congresses should take place in world-class facilities, in a safe environment and
with easy access by all forms of public transport. Audio-visual facilities should be fit for
purpose. Facilities should be compatible with international standards on Equality and
Diversity, and be suitable for those with disabilities.
.8 Promotion
The Executive Board and Country Representatives of the ESE will be expected to help with
the promotion of the Biennial Congresses in partnership with the Host Society and Local
Organising Committee.
.9 Intellectual property
The intellectual property of speakers will be protected by preventing delegates recording
sound and/or images from lectures and other modes of presentation.
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2. ROLES AND RESPONSIBILITIES
2.1 Roles and responsibilities of the ESE
.1 The ESE will delegate the responsibility for organising a biennial congress in its name to a
Host Society that is a full member of the ESE; when two societies submit an application
from one country the ESE would normally request joint collaboration and a single bid.
Overall ownership and control of the congress remain with the ESE. Details of the process to
select a Host Society are included in the ESE constitution and bylaws (http://www.e-s-e.eu)
and in Appendices 2 to 4 (see attached).
.2 The ESE will ensure appropriate mechanisms are in place to select the Host Society from the
applicants and that congresses are managed effectively according to its Constitution and
Bylaws. Compliance with these guidelines will be expected and monitored.
.3 The ESE will act within its Constitution and Bylaws to ensure financial and management
arrangements assure probity and the highest standards of scientific, educational and clinical
content.
.4 The ESE will oversee the process whereby the Host Society appoints and supports a Local
Organising Committee that is capable of delivering a congress of relevance, on budget and in
the context of minimising risks for the ESE and the Host Society.
.5 The ESE will invite the Congress President-Elect, later to become the Congress President, or
his/her nominated representative(s) from the Host Society to meetings of the Executive
Board and General Assembly to ensure effective communication and accountability; his/her
attendance is compulsory.
.6 The ESE will scrutinise provisional plans for congresses, including the selection of venues
and the appointment of professional congress organisers.
.7 The ESE will scrutinise preliminary financial arrangements and draft budgets to ensure
probity, viability and value for money.
.8 The ESE will work with local organisers to finalise the dates of the congress and be involved
in the selection of pre-congress courses, as well as the development of the scientific
programme and social activities.
.9 The ESE will work with local organisers to attract sponsorship and the creation of
sponsorship packages/levels (see Appendix 5). Arrangements with companies must be
compatible with and complement established ESE relationships and contracts. The ESE will
take a lead in negotiations with major international sponsors with the local organisers
focussing on national and local dental companies, as well as potential non-dental partners.
.10 The ESE will maintain appropriate records and archive copies of contracts entered into
during the development of the congress.
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.11 The ESE will assist in the dissemination of congress information via its website and
Newsletters and through its links with the International Endodontic Journal, other relevant
publications, relevant national dental/endodontic organisations and the dental industry.
.12 The ESE will manage the Research Posters and Research Prize(s), for example, announce the
call for submissions, evaluate and select appropriate abstracts/applications etc. The ESE
through its Research Committee will manage the presentations and award of the ESE
Wladimir Adlivankine Research Prize.
.13 The ESE will produce a research abstract booklet and publish those research abstracts
presented at the congress in the International Endodontic Journal. The style, quality and
format of the Research Abstract booklet will be consistent with the other booklets produced
by the local organisers.
.14 The ESE will arrange to publish a congress report in the International Endodontic Journal, on
the ESE website and in appropriate ESE publications, e.g. the Newsletter.
.15 The ESE may provide funding to the Host Society to allow sufficient resources to cover
initial start-up costs associated with a congress, e.g. a holding fee for the congress venue.
Such costs will be reimbursed to the ESE in full as soon as possible and normally no later
than 2 months following the congress. A full business case to support the funding must be
submitted by the Host Society/Local Organising Committee to the Secretary of the ESE.
.16 The ESE will review the final report and financial accounts of the congress, normally at the
spring meeting following the congress. The Host Society and Local Congress Committee
will ensure the accounts are audited by a professional accountant in good time for the
meeting. Appendix 7 outlines the format and minimum requirements for the final report to be
submitted by the Host Society.
.17 The ESE will inform the Local Organising Committee of the rooms it requires at the
conference venue for meetings of the Executive Board and General Assembly; a room for the
Editorial Board meeting of the International Endodontic Journal will be requested via the
Publisher, Wiley Blackwell. The ESE will also advise the Local Organising Committee of
the venues and catering required for other ESE receptions/luncheons that may be necessary,
e.g. CMs lunch, PG Students lunch.
.18 The ESE will enter into a Memorandum of Agreement with the Host Society (Appendix 1)
that will be signed by both parties to confirm that the guidelines will be adhered to.
.19 The ESE, with the agreement of the Host Society, will make arrangements to invite guests
from other national or regional endodontic societies and waive the registration fee; the Host
Society and Local Organising Committee will make arrangements to invite local guests.
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2.2. Roles and responsibilities of the Host Society
.1 The Host Society shall develop its application to host the congress and present its case to the
General Assembly of the ESE (see Appendices 2 to 4).
.2 The Host Society shall enter into a formal partnership agreement with the ESE following its
acceptance by the General Assembly and sign a „Memorandum of Agreement‟ (Appendix 1).
.3 The Host Society shall appoint an organising committee responsible for organising the
biennial congress – hereafter named the Local Organising Committee.
.4 The Host Society shall appoint the Congress President-Elect (later to become the Congress
President) and scrutinise and approve the officers and members selected for the Local
Organising Committee.
.5 The Host Society is expected to have a close and effective working relationship with the
Local Organising Committee and monitor progress by having a standing item on the agenda
of its executive board/council meetings. The Host Society is ultimately responsible for the
congress and the associated risks, thus, its relationship with the Local Organising Committee
and with the ESE is critical.
.6 The Host Society shall scrutinise minutes/notes of meetings of the Local Organising
Committee and send summary reports in English to the ESE when requested.
.7 The Host Society shall accept full responsibility for any financial loss and be responsible for
any legal claims made against the ESE or partners originating from the congress prior to,
during or following the congress.
.8 The Host Society shall keep appropriate records and copies of any contracts entered into
during the course of the congress, especially with professional conference organisers.
.9 The Host Society shall provide financial assistance to the Congress President-Elect (later to
become the Congress President), named alternate and/or colleagues who travel to ESE
meetings, and for other costs that may be incurred as a result of the co-operation between the
ESE and the Host Society in relation to the congress. The Host Society will also cover the
costs incurred by members of the Local Organising Committee when travelling to promote
the congress and/or seek sponsorships, e.g. to trade exhibitions, meetings of national
endodontic societies.
.10 The Host Society will ensure that the congress financial accounts are audited by professional
accountants and then forward the approved accounts, along with the final written congress
report (see Appendix 7), to the ESE, normally by the date of the next spring meeting of the
Executive Board.
.11 The Host Society shall share equally with the ESE any surplus income made from the
congress following ESE approval of the final financial statement.
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.12 A full business case for initial, start-up funding may be submitted to the ESE Secretary by
the Host Society/Local Organising Committee if such resource is essential, e.g. for booking
the congress venue. Start-up funding will be reimbursed to the ESE normally within two
months of the end of the congress.
.13 The Host Society shall consider taking out event insurance to safeguard against unexpected
losses/catastrophes. The Host Society shall also consider other measures to protect members
of its board and the Local Organizing Committee so that they are not personally liable for
financial losses or other claims.
.14 The Host Society along with the Local Organising Committee will agree on the local guests
they wish to invite and discuss the proposals with the ESE, including whether to waive the
registration fees.
2.3. Roles and responsibilities of the Local Organising Committee
.1 The Local Organising Committee shall have a close and effective working arrangement with
the Host Society and with the ESE. They must be familiar with this guidance and with the
Memorandum of Agreement.
.2 The Local Organising Committee will appoint suitable officers and members to appropriate
working groups and allow their scrutiny by the Host Society.
.3 The Local Organising Committee will keep appropriate records and copies of any contracts
entered into prior to and during the course of the congress.
.4 The Local Organising Committee shall forward minutes/notes of their meetings to the Host
Society.
.5 The Local Organising Committee will nominate a representative(s) to attend meetings of the
Executive Board and General Assembly of the ESE to ensure effective communication and
accountability; this will normally be the Congress President (Congress President-Elect in the
first instance). It is essential for the Congress President to attend the General Assembly prior
to the Congress in order to obtain their full support.
.6 The Local Organising Committee will allow scrutiny by the ESE of provisional plans for the
congress including the selection of venues, professional congress organisers, draft budgets
and registration fees for participants and accompanying persons. The organisers should refer
to recent ESE congresses to determine the various categories for registration of delegates and
set the fee at a level that is compatible with the previous meeting. Processes must be
established that assure delegates belong to the category they use to register.
.7 The Local Organising Committee will work with the ESE on the dates of the congress, the
selection of pre-congress courses (see Appendix 6), and the development of the scientific
programme and social activities.
.8 The Local Organising Committee will work with the ESE to attract sponsorship and the
creation of sponsorship packages/levels. Guidelines for sponsorship arrangements are
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attached as Appendix 5. Normally, sponsorship with international dental companies will be
negotiated by the Executive Board of the ESE.
.9 The Local Organising Committee, in partnership with the ESE, will manage all matters
relating to the congress including the pre-congress courses, main programme, social events,
hotel accommodation, invitation to speakers and their well-being.
.10 The Local Organising Committee must be aware of and take account of the costs associated
with invited speakers, guests and accompanying persons when planning receptions and the
gala dinner.
.11 The Local Organising Committee will be responsible for providing appropriate facilities
required by speakers and to announce any limitations on the congress website. The
organisers should have a webpage on the congress website whereby speakers can identify
additional requirements.
.12 The Local Organising Committee will be responsible for producing and distributing
promotional material and the congress booklet, together with booklets containing the clinical
abstracts and abstracts for talks on freely chosen subjects. All publicity material and booklets
will be in a consistent style, quality and impact.
.13 The Local Organising Committee must discuss any proposed innovations and new concepts
with the ESE prior to their adoption. In the first instance, the Local Organising Committee
should contact the ESE Secretary to outline the proposals and request they be considered by
the Executive Board.
.14 The Local Organising Committee will provide a complimentary booth for representatives of
the next congress in order to facilitate the dissemination of publicity material and
information.
.15 The Host Society and the Local Organising Committee must report verbally to the ESE when
requested through attendance at meetings of the Executive Board and General Assembly, and
produce a final written critical overview of the congress. Guidelines for the final congress
report, including the main areas of interest that should feature in the review, are outlined in
Appendix 7.
.16 The Local Organising Committee will invite as their guest and waive the registration fee for
the Congress President and appropriate members of the Organising Committee or the Host
Society.. Members of the ESE Executive Board are also exempted from having to pay the
registration fee. The Local Organising Committee together with the Host Society should also
agree invites and waive the registration fees for local guests, such as the President of
appropriate dental societies and/or local dignitaries.
.17 The Local Organising Committee will work with the ESE to populate a website with state of
the art facilities for registration, booking hotels, submission of abstracts and with links to
other appropriate bodies/agencies, e.g. tourist information. The ESE website will host the
web pages of the congresses and also be used to manage registrations and hotel bookings.
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.18 The Local Organising Committee will ensure that at the ESE Executive Board Spring
Meeting following an ESE Biennial Congress, the Past Congress President (or approved
representative) will give an oral report based on the written Final Congress Report (Template
see Appendix 7). The written report should be forwarded to the ESE Secretary at least two
weeks prior to the meeting in order for it to be made available to the members of the
Executive Board in advance. The written report and related discussions with the key
stakeholders will aim to enhance the quality of future ESE Congresses.
.19 Following the Biennial Congress and before the Spring meeting of the Executive Board The
Local Organising Committee will ensure that the ESE Secretary, (new) Congress President
and (new) Congress President-Elect will be sent a copy of:
The preliminary congress documents (first announcements/preliminary programme);
The final programme and abstract booklets;
.20 The Local Organising Committee will ensure that a written report of the Congress describing
the highlights with representative pictures, including legends, will be sent to the ESE
Secretary within two weeks of the Congress. The report will be published in an ESE
Newsletter and the International Endodontic Journal, and posted on the ESE website.
.21 The Local Organising Committee will ensure that delegates do not record lectures/
presentations either in part or in their entirety.
3. STRUCTURE OF THE BIENNIAL CONGRESS
.1 The biennial congress will normally consist of pre-congress courses, the scientific and
clinical programme, and social activities.
.2 The biennial congress will normally take place from a Thursday to Saturday, with precongress
courses organised for the Wednesday.
.3 The biennial congress will normally be held sometime during the months of September,
October or November and be organised to avoid clashes with other major international and
national dental meetings, particularly those involved with Endodontology.
.4 Rooms will be required for the meetings of the Executive Board and General Assembly of
the ESE (normally held on the Tuesday/Wednesday), as well as for the Editorial Board
meeting of the International Endodontic Journal (normally held on the Saturday). The
ESE/IEJ will inform the local organising committee of the exact requirements in good time
for suitable arrangements to be made. Venues and catering will also be required for other
luncheons/receptions organised by the ESE, e.g. CM luncheon, postgraduate student
luncheon.
.5 Pre-congress courses: Such courses will normally be arranged for the Wednesday prior to
the main programme; they are considered to be an integral component of the congress. They
will be approved by the ESE and Local Organising Committee. Support from appropriate
commercial sponsors may be explored (see Appendix 6). Fees from the pre-congress courses
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will be included in the congress budget to ensure transparency and to allow audit. Fees will
be set that are similar to those of previous pre-congress courses. Companies and individuals
involved with pre-congress courses must be approved by the Local Organising Committee
and ESE. Attendees must be registered for the main congress.
The pre-congress courses could include hands-on courses, workshops on research
methodology and/or critical appraisal of literature, clinical demonstrations or lecture
programmes.
Courses organised in the vicinity of the main congress without authority from the ESE
and/or Local Organising Committee will not be allowed to run. Action will be pursued
against individuals and companies attempting to run unauthorised pre-congress courses.
.6 On request, and provided that accommodation is available and the Local Organising
Committee/Host Society agree, ESE Full Member Societies may hold closed/private pre- or
post-congress courses or society meetings, e.g. an AGM. The costs and organization
associated with such events must be agreed well in advance by all parties. Participants
attending such closed events must be registered at the main congress.
.7 Main congress programme: The main congress would normally consist of the following
elements; an official opening ceremony should be organised on the first morning to welcome
delegates and celebrate the host region/country:
Lectures/Symposia
Research posters
Dynamic and expert speakers from within and without the ESE are
invited. Two or more lecture theatres could run in parallel. The
lectures could be grouped into subject areas and/or be in the form
of symposia or formal debates; they are normally held on each
session of the congress.
Sponsored sessions may be held, but their inclusion must be
considered carefully and the sponsorship noted clearly on the
programme. The reputation of the ESE and host society must not
be compromised by sponsorship arrangements. Presenters who are
affiliated with and/or have contracts with sponsors should be
asked to declare their interests and the information published in
the congress booklet.
The Local Organising Committee will not allow sponsors to
dictate the speakers invited or the subject areas covered.
The Local Organising Committee should appoint session
chairpersons to communicate with speakers prior to the congress
in order for them to co-ordinate the presentations and avoid
overlap of content. Guidelines for chairpersons should be
provided.
Research abstracts are submitted by authors on-line via the ESE
website following the guidelines issued by the ESE Research
Committee; the deadline is approximately 9 months prior to the
congress. Further details are available on the ESE website
(http://www.e-s-e.eu). The Chair of the Research Committee
should contact authors confirming their abstracts have/have not
been accepted as soon as possible following the review process.
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Oral presentations on
freely chosen subjects
The Chair of the Research Committee should also communicate
the names of presenting authors to the Local Conference
Organisers to allow them to check their registration and for them
to allow sufficient time for presenting authors to apply for the
early-bird category.
Those abstracts approved by the Research Committee are edited
and printed in a Research Abstract booklet in readiness for the
congress. The Editor of the IEJ is responsible for the final editing
of abstracts and their publication in the IEJ; the ESE is responsible
for production of the booklet. The ESE determines the topic areas
and groups the poster presentations accordingly. The numbers of
posters to be displayed at one time, the names of authors and the
topic areas will be made known to local organisers as soon as
possible. Only those posters presented during the congress will be
published in the International Endodontic Journal.
The ESE, ideally with reference to the chair of the Research
Committee and with knowledge of the topic areas, must select
moderators to lead the discussions on research posters. The choice
of moderator must take into account the overall congress
programme to ensure they are able to undertake this commitment.
A suitable room/hall must be provided by the Local Organising
Committee to allow the posters to be displayed and for the authors
to provide a verbal overview of the work undertaken. Thus, the
room must be large enough to accommodate the posters and the
flow of congress participants, yet be quiet enough for discussion
and questions. The room must be close to the main lecture
theatres. Normally, the presentation/discussion of each poster will
be no more than 10 minutes.
The dimensions of the posters (that is height and width) must be
defined by the Local Organising Committee via the website in
good time for authors to produce posters of the correct size. The
method of attaching the posters to the boards must be described on
the websites and appropriate materials should be available on-site
for authors.
Posters should normally be on display for one day and the
discussion session arranged outside the normal programme, e.g.
early morning, lunchtime or in the late afternoon; ideally the
poster discussions should not clash with the main programme. The
presenting author must be present, as a minimum, for the
discussion session in order to answer questions from delegates and
present the content.
The Local Organising Committee should ensure the presenting
authors register for the congress.
Traditionally, several sessions are devoted to oral presentations on
freely chosen topics; however, the decision to hold these sessions
is at the discretion of the Local Organising Committee. They
provide an opportunity for an individual to speak on a topic of
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Clinical posters
his/her choice and to present work in an informal, supportive
atmosphere.
The Local Organising Committee is responsible for the call for
presentations, receipt, critical reviewing and editing of abstracts,
their inclusion in conference booklets and the timetabling of the
session(s). The Local Organising Committee must have
mechanisms in place on the conference website to allow the
submission of abstracts. A disclaimer should be added in the
conference booklet confirming the Host Society and the ESE do
not endorse any clinical techniques or materials described. The
Local Organising Committee must let presenters(s) know as soon
as possible whether their submission has been accepted or
rejected.
At least one lecture theatre with projection facilities must be
provided for the sessions and moderators appointed.
The Local Organising Committee must ensure the presenter
registers for the congress.
Posters on clinical topics including case reports, clinical
techniques or related work may be accepted. The Local Organising
Committee is responsible for the call for abstracts, their receipt,
critical reviewing and editing, as well as their inclusion in
conference booklets and timetabling. The Local Organising
Committee must have mechanisms in place on the website to
allow the submission of abstracts. A disclaimer should be added in
the conference booklet confirming the host Society and the ESE
do not endorse any clinical techniques or materials described. The
Local Organising Committee must let author(s) know as soon as
possible whether their submission has been accepted or rejected.
A suitable room/hall must be provided by the Local Organising
Committee to allow the posters to be displayed and for the authors
to provide a verbal overview of the work undertaken. Thus, the
room must be large enough to accommodate the posters and the
flow of congress participants, yet be quiet enough for discussion
and questions. The room must be close to the main lecture
theatres. Normally, the presentation/discussion of each poster will
be no more than 10 minutes.
The dimensions of the posters (that is height and width) must be
defined by the Local Organising Committee via the website in
good time for authors to produce posters of the correct size. The
method of attaching the posters to the boards must be described on
the websites and appropriate materials must be available on-site.
Posters should normally be on display for one day and the
discussion session arranged outside the normal programme, e.g.
early morning, lunchtime or in the late afternoon; ideally the
poster discussions should not clash with the main programme. The
presenting author must be present, as a minimum, for the
discussion session in order to answer questions from delegates and
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Table clinics
(optional)
present the content.
The Local Organising Committee must ensure the presenting
author registers for the congress.
Table clinics allow presenters the opportunity to demonstrate
clinical techniques or similar work. Presenters can be invited or
apply for permission to present. Plans that outline the aim of the
table clinic and what will be demonstrated/discussed together with
an abstract must be submitted via the conference website.
The Local Organising Committee is responsible for the call for
presentations, receipt, critical reviewing and editing of abstracts,
their inclusion in conference booklets and the timetabling of the
session(s). The Local Organising Committee must have
mechanisms in place on the website to allow the submission of
abstracts. A disclaimer should be added in the conference booklet
confirming the host Society and the ESE do not endorse any
clinical techniques or materials described. The Local Organising
Committee must let presenter(s) know as soon as possible whether
their submission has been accepted or rejected.
Participants should be asked for details of equipment or
facilities they require in order to ensure their table clinic is
possible.
The Local Organising Committee must ensure the presenter(s)
registers for the congress.
4. ARRANGEMENTS IN CONNECTION WITH THE INVITED SPEAKERS AND
OTHER PRESENTERS
4.1 Invited speakers
Following approval by the ESE, Invited Speakers may be offered free registration,
accommodation, standard fare travel costs and an honorarium. These arrangements will be
applied to all invited speakers regardless of their country of residence.
4.2 Other presenters
The authors/presenters of Research Posters, Oral Presentations on freely chosen subjects,
Clinical Posters and Table Clinics will NOT be offered free registration, accommodation,
travel costs nor an honorarium. The presenters nominated for the ESE Wladimir Adlivankine
Research Prize have free registration.
Presenters who are affiliated with and/or have contracts with sponsors should be asked to
declare their interests and the information published in the congress booklet.
4.3 The ESE Wladimir Adlivankine Research Prize
This prize is awarded by the Research Committee of the ESE on the basis of a submission of
an original scientific research paper and its oral presentation at the congress. Further details
are available on the ESE website (http://www.e-s-e.eu).
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The Research Committee ensures the call for applicants is published in good time for
submissions to be considered and approved for inclusion in the session dedicated to the
award. The Chair of the Research Committee selects examiners to attend in order to assess
the verbal presentations and determine the winner. The prize is normally awarded by the
Chair of the Research Committee during one of the evening receptions. The Local
Organising Committee must ensure a suitable lecture theatre with projection facilities is
available for the verbal presentations (normally one session) and for the social programme to
include an opportunity for the prize to be awarded.
4.4 Social programme
This normally includes:
Welcome reception
Official congress
reception
Official Group
receptions
Free evening
The reception takes place normally on the Wednesday evening and
should be provided in the trade exhibition area. Entrance is subject
to registration and display of the congress badge. Transport should
be provided if the reception is remote from the congress venue.
The reception is normally free for participants and accompanying
persons. Guests of the ESE/Host Society may be invited.
The reception is normally a formal state or city reception arranged
on the Thursday evening. It provides an opportunity to present the
ESE research grant, the Hans Genet award, the ESE Wladimir
Adlivankine research prize and other honours agreed between the
ESE and local organisers; venues should allow sufficient space to
accommodate the attendees in one room/area. An appropriate stage
and sound system must be provided - welcome speeches should be
kept to a minimum.
Transport should be provided if the reception is remote from the
congress venue. Entrance is subject to registration and display of
the congress badge. The reception is normally free for participants
and accompanying persons. Guests of the ESE/Host Society may
be invited.
Subject to ESE and Local Organising Committee approval
receptions may be organised for a) ESE Certified/Specialist
Members; b) Postgraduate students on taught programmes; c)
Alumni of graduate endodontic programmes within Europe. The
Thursday and Friday lunchtime may be suitable for such events;
the reception(s) would normally be held at the Congress venue.
Entrance is subject to invitation, registration and display of the
congress badge. The costs of these official group functions must
be clarified by the Local Organising Committee with the
sponsoring organisation.
Friday has traditionally been a free evening when the local
organisers can arrange a smaller function for speakers and guests
of the ESE/Host Society if required. However, it may be more
appropriate for the Gala Dinner (or equivalent) to be held on the
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Gala dinner (or
equivalent)
Accompanying
persons programme
Friday.
A gala dinner is normally held on the Saturday evening, but could
be organised on Friday. It is a formal event with an opportunity for
the Congress President and ESE President to speak. The Congress
President-Elect should be offered an opportunity to promote the
next congress.
Transport should be provided if the reception is remote from the
congress venue and tickets should be issued. The costs are borne
by participants and accompanying persons. Guests of the ESE/
Host Society may be invited subject to sufficient resource.
A range of inducements to encourage accompanying persons to
attend can be offered. These would normally include free
attendance at the welcome and official receptions and an
opportunity (on payment) to attend the gala dinner. The
programme could also include tourist activities within the local
area.
4.5 Trade exhibition
This is an opportunity to collaborate with the Trade whilst allowing them to demonstrate/sell
their products; it is a source of substantial income when managed correctly. Sufficient space
in an appropriate venue must be available and congress participants must be encouraged to
attend by offering coffee/lunches close-by; the Welcome Reception should be arranged in the
Trade Exhibition area. Arrangements with the Trade require careful planning and ongoing
dialogue with potential companies. The ESE and the Local Organising Committee must
agree the space allocation model and the fee per area of each stand; the ability to select the
position of the stand may be included in sponsorship packages (see Appendix 5) at the
discretion of the Local Organising Committee and with the agreement of the ESE. A
dedicated team of local organisers should be appointed to oversee this critical element of the
congress.
Exhibitors may be allowed/invited to attend lectures if there is sufficient capacity. The
local organisers must establish clear arrangements with the Trade for coffees/teas and lunch.
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5. SPONSORSHIP
The Host Society/Local Organising Committee must follow the ESE guidelines for
sponsorship (see Appendix 5) in connection with the biennial congress and the ESE must
approve the contracts for all levels of sponsorship. Sponsorship arrangements with
international dental companies will normally be negotiated by the ESE‟ the local organisers
will normally focus on national and local dental companies and potential non-dental partners.
Sponsorship arrangements should be transparent and equitable, yet allow sufficient
flexibility. Ranking in sponsorship levels must reflect distinct differences in „services‟ (see
Appendix 5). Companies providing sponsorships must not be allowed to dictate speakers or
their subjects; however, opportunities for sponsored sessions are available. Similarly,
sponsors cannot be allowed to influence local organisers in terms of restricting other
sponsors in an attempt to avoid competition.
6. CONGRESS WEBSITE
.1 A secure and functional website is an essential component of the biennial congress. The
website must be part of the ESE site – http://www.e-s-e.eu, but with distinct pages dedicated
to the congress. The site must have links to other organisations such as the conference hotels,
and with websites that provide information about the city and country where the congress is
being held. Normally the website would be developed in conjunction with the ESE and
should indicate clearly that the congress is an ESE event..
.2 The website must outline the draft programme from an early stage and then be populated
with additional information as it is developed.
.3 Secure on-line registration and hotel booking is essential..
.4 The website must allow abstracts to be submitted for the clinical posters, table clinics and
oral presentations on freely chosen subjects along with the Research Abstracts and the ESE
Wladimir Adlivankine Research Prize competition.
.5 The website must provide contact details of the local organisers and officers of the ESE to
allow potential sponsors to contact them.
.6 Details of the dimensions of poster boards for the Research Posters and Clinical Posters as
well details of the facilities for speakers must also be made available.
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7. CONFERENCE VENUE AND MEETING ROOMS
.1 The venue must be of world-class standard and capable of accommodating a large number
(potentially approximately >1500) of participants, as well as members of the Trade and their
materials and equipment (> 1000 m 2 ). The venue must also have sufficient lecture theatre
and meeting room accommodation to support the event as well as provide facilities/room for
refreshments.
.2 Venues must be approved by the ESE along with provisional cost, and meet current
requirements for Health and Safety as well as Equality and Diversity legislation.
8. PROFESSIONAL CONGRESS ORGANISERS
.1 The Local Organising Committee and/or Host Society may wish to enter into a formal
contract with a professional congress organiser. Such arrangements must be accompanied
with a business case and provisional costs, preferably from several potential congress
organisers; contracts must be approved by the ESE prior to their formal agreement.
.2 Local organisers should explore with the professional conference organiser the potential to
arrange a bank guarantee to insure against financial problems that may occur with the
conference organiser.
.3 The professional congress organiser must work with the Local Organising Committee and
Host Society to ensure a successful outcome that is within budget. The Local Organising
Committee would need to be confident of the final costs charged by the professional
congress organiser and be alert to hidden charges that such organisers make as a
consequence of additional work or facilities provided outwith the original contract. Thus,
contracts must be entered into with caution and in full control of the Host Society/Local
Organising Committee and ESE.
.4 The congress organiser will be expected to produce a detailed financial report along with
receipts that is suitable for auditing.
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APPENDIX 1
‘Memorandum of Agreement’ between the ESE and the dental/endodontic national society
hosting the Biennial Congress of the ESE
1. Principles
.1 The „Memorandum of Agreement’ between the ESE and the Host Society is a binding
agreement that sets out the financial and management arrangements between the partners and
their obligations.
.2 The „Memorandum of Agreement’ must be signed by representatives of the Host Society
and be available in time for the spring meeting of the Executive Board meeting following the
approval of the host by the General Assembly in the autumn of the preceding year.
.3 The Host Society/Local Organising Committee will arrange to pay any outstanding expenses
and/or national local taxes and shall scrutinise and approve the final financial statement
provided by the professional congress organiser as soon as possible following the congress,
normally within 3 months. The Host Society/Local Organising Committee will arrange to
have the accounts audited and approved by a professional accountant.
.4 The Host Society/Local Organising Committee will forward their approved accounts, along
with the final congress report, to the ESE Executive Board for reviewing, normally four
weeks prior to the spring Executive Board meeting.
.5 Following approval of the final financial accounts by the ESE, the Host Society shall transfer
one half of the surplus income to the ESE. Part-payment of the surplus can be made prior to
the final approval of the accounts by negotiation between the Host Society and the ESE
Executive Board.
.6 The Host Society is responsible for all financial losses incurred as a consequence of the
congress.
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DATED: – (enter date)
National Dental/Endodontic Society (enter name)
hosting the ESE Biennial Congress in (enter year)
and the
European Society of Endodontology
MEMORANDUM OF AGREEMENT
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This Agreement is made on the date set out on the first page between the National Dental/Endodontic
Society (enter name), hosting the ESE Biennial Congress in (enter year) and the European Society of
Endodontology (ESE).
1. Background
1.1 The National Dental/Endodontic Society (enter name) and ESE wish to establish a
collaborative relationship to ensure the ESE Biennial Congress in (enter year) is successful in
terms of its scientific, educational and social aims and objectives, as well as meet its financial
targets and remain within budget.
1.2 The National Dental/Endodontic Society (enter name) has agreed to collaborate in the
planning and delivery of the congress and to ensure the ESE, via its Executive Board and
General Assembly, is kept informed of progress and the ultimate outcome.
1.3 As the Host Society, the National Dental/Endodontic Society (enter name), is responsible to
the ESE for the congress. The purpose of this Agreement is:
(a) to define the basis on which the Dental/National Endodontic Society (enter name) and
ESE will collaborate in the planning and delivery of the congress; and
(b) in accordance with ESE, and local and European regulatory requirements, to ensure that the
National Dental/Endodontic Society (enter name) fulfils its responsibility to safeguard the
quality and standards of the congress.
2. Interpretation
In this Agreement the following words and expressions have the following meanings, unless the
context otherwise requires:
“Force
Majeure”
“Congress”
any event outside the reasonable control of either party affecting its ability to
perform any of its obligations (other than payment) under this Agreement;
the ESE Biennial Congress delivered under this Agreement;
3. Structure of the Congress
3.1 The general structure of the congress will comply with the guidance issued by the ESE – see
“Guidelines for ESE Biennial Congresses”.
3.2 The National Dental/Endodontic Society (Host Society; HS)/Local Organising Committee
(LOC) must at all times seek approval from the ESE if changes to the general structure and
format are being considered.
3.3 All lectures and other forms of presentation will be delivered in English; the LOC can arrange
for translation to other languages - subject to appropriate costings being approved and included
in the budget.
4. Congress management
4.1 The ESE and the HS shall retain overall responsibility for the congress.
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4.2 The LOC on behalf of the HS shall comply with ESE Guidance and other policies, procedures
and regulations relevant to this Agreement.
4.3 The LOC on behalf of the HS will keep such records relating to the Congress and this
Agreement as notified by the ESE from time to time, or as required by any relevant regulatory
body, and will allow access by the ESE or those auditing ESE processes to such records.
4.4 In accordance with the ESE‟s procedures, the congress shall be managed formally under the
aegis of the Executive Board and General Assembly of the ESE.
4.5 The HS will monitor and review the work of the LOC and report to the ESE.
4.6 Individuals or companies engaged by the LOC to support the congress must be suitably
qualified and possess the skills and experience appropriate to their task. The LOC shall obtain
the prior approval of the ESE and the HS before entering into any contract.
5. Resources and infrastructural support
5.1 The HS and the LOC shall have joint responsibility for providing the necessary resources and
infrastructural support for the congress.
5.2 The LOC‟s obligations under this agreement shall be:
(a)
(b)
(c)
(d)
(e)
To ensure that sufficient numbers of suitably qualified personnel or committees are
available to deliver, manage and support the congress;
To provide delegates and speakers with the necessary access to information
technology and resources relevant to their participation;
To provide the ESE and HS with information when requested;
To develop the registration process, including fees, and the programme in
collaboration with the ESE and HS;
In collaboration with the ESE and HS to develop sponsorships packages with
appropriate sponsors.
6. Information about the Congress
6.1 The LOC and the HS shall be responsible for providing information about the congress to
potential delegates.
6.2 The LOC and the HS shall be responsible for promoting and marketing the congress, in
collaboration with the ESE. It is essential that the ESE is aware of the nature and style of the
campaign.
6.3 All publicity, marketing and other informational materials relating to the congress must be
agreed by the ESE and the LOC/HS prior to publication.
6.4 Neither party will do anything which, in the reasonable opinion of the other, would damage the
other‟s reputation and/or business.
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7. Force Majeure
7.1 If either party is affected by Force Majeure it shall immediately provide the other party with
details in writing and shall keep the other party fully informed of the continuance of the Force
Majeure and of any change in circumstances.
7.2 If the Force Majeure continues for longer than three months either party may at any time, whilst
such Force Majeure continues, terminate this Agreement by notice in writing.
7.3 Save as provided for in this clause Force Majeure shall not entitle either party to terminate this
Agreement and neither party shall be in breach of this Agreement, nor otherwise liable to the
other, by reason of any delay in performance, or non-performance of any of its obligations due
to Force Majeure.
8. Disputes
8.1 The parties shall attempt to resolve in good faith any dispute arising between them out of the
operation of this Agreement. If the dispute cannot be resolved informally, it shall be referred to
the General Assembly of the ESE.
8.2 The parties agree to co-operate in dealing with or defending any claim by a third party arising
out of the operation of this Agreement.
9. Insurance
9.1 The LOC and the HS may consider taking out insurance on the congress to provide assurance
against catastrophic loss of revenue and/or natural disasters.
Signed for and on behalf of
The Host National Dental/Endodontic
Society (enter name) by
Signature
Date
Signed for and on behalf of
The European Society of
Endodontology by (enter name)
Signature
Date
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APPENDIX 2
Timeline for bidding process associated with an ESE Biennial Congress
Bylaw 7 of the ESE Constitution & Bylaws provides basic information on ESE Biennial
Congresses. It also outlines the process by which the host societies are selected.
The chronological order for potential applicants to bid for a congress is designed to allow
sufficient time for them plan their bid and, if successful, to organise and deliver a successful
congress.
Potential applicants for hosting the ESE Biennial Congress shall:
1. send a declaration of intent to the ESE Secretary no later than February of the year in which a
biennial congress is going to be held, and four years prior to the congress in question;
2. be invited by the ESE Executive Board to submit a written bid using the proforma (Appendix
3) by 31 st June of the same year;
3. be given the opportunity to present their bid (see Appendix 4) to the General Assembly in the
autumn of that year, normally at an ESE Biennial Congress;
4. be informed about the decision of the General Assembly immediately after the voting.
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APPENDIX 3
Bid for holding a Biennial Congress of the ESE
Preliminary information required prior to the General Assembly
Name of full member society(ies) applying
Representative(s) presenting at the General Assembly
Title First name Last name (family name)
Expected Congress President
Title First name Last name (family name)
Expected Congress Coordinator/Secretary
Title First name Last name (family name)
Proposed location (city):
Proposed venue:
(name of hotel/congress centre)
We agree to comply with the Guidelines for Biennial Congresses (www.e-s-e.eu).
Date/Signature
Representative(s) of ESE Full Member Society(ies)
NOTE:
Please send additional information with this form describing how any congress surplus will be handled by the tax
authorities in your country.
Would the surplus from the scientific part of the congress and surplus from the exhibition be handled
differently?
What is the normal tax rate in your country at the present time?
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Please give all costs for September 2011 as this will allow bids to be compared.
Venue facilities
We need a facility:
which can hold a minimum of 1500 participants with at least 3 large lecture halls
with space for a trade exhibition of at least 1000 sq m.
the main hall must be able to accommodate up to 800. Another hall must hold up to 600
with small conference rooms to be available throughout the conference.
with a room for presentation of the Wladimir Adlivankine prize
with space for presentation of research and clinical posters
Can your conference venue provide these requirements
YES / NO
Details of facilities:
Lecture Hall 1 Lecture Hall 2 Lecture Hall 3 Lecture Hall 4
Max. seats Max. seats Max. seats Max. seats
Number of Small
conference
rooms available
Research Poster
Presentations
Room / area
Clinical Poster
presentation
Room / area
Exhibition
Max. space in sq m Max. space in sq m Max. space in sq m
Estimated Fixed costs
Professional congress organisers (if used) – please provide further information on a
separate sheet:
Venue including halls, exhibition space and technical equipment and support
Printed materials – programmes etc.
Promotion and advertising costs
Costs for simultaneous translation (English into the native language if deemed necessary):
Cost of opening ceremony
Expenditures total:
Estimated Fixed costs
Cost of catering for Wednesday welcome reception (attendance of 1000)
Cost of venue and catering for Thursday social event (attendance of 1000)
Cost of venue and catering for Friday Gala dinner (attendance of 500)
Expenditures total:
€
€
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Estimated costs for Speakers
How many speakers do you intend to invite
Travel
Hotel
Honoraria
Expenditures total:
Per Person Estimated costs
Cost of lunches
Cost of coffee/tea
Total per person:
€
€
Accommodation Available
Cost of Conference hotel per night (standard room for one person)
Cost range of available hotels (Max. cost per night)
Cost range of available hotels (Min. cost per night)
Other expected cost (please state)
Expenditures total:
Flight connections and cost from
Rome
Paris
London
Frankfurt
Amsterdam
Istanbul
Direct flight YES/NO €
YES/NO
YES/NO
YES/NO
YES/NO
YES/NO
YES/NO
APPENDIX 4
Guidelines for National Societies when presenting bids at the General Assembly
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1. Aim
The aim of the application and bidding procedure is to ensure that CRs participating at the
General Assembly are fully informed of the facts relating to each bid so as to be able to make
an informed choice and select the best option. Information will be provided to the General
Assembly via the bid proforma complemented by a short PowerPoint/video presentation by the
Host Society. Each applicant will have a maximum of 10 minutes to present their case with the
ESE Secretary ensuring that the timings are adhered to strictly.
The choice of venue made by the CRs must be based upon:
The written submission of the applying societies, particularly the completed proforma
(Appendix 3);
The PowerPoint/video presentation of the applying society at the General Assembly that
describes the potential congress venue and its facilities, the host city along with other
relevant factors that would impact upon the decision, e.g. access;
Questioning the representative(s) of the applying societies on matters of fact in order to
clarify uncertainty.
2. Decision
The decision made by individual CRs at the General Assembly should be based upon the facts
presented, and whether the bid would result in a congress that was successful in terms of
scientific, social and financial criteria.
Under the supervision of the ESE Secretary, those individual CRs with voting rights will cast
their votes on their preference at the General Assembly and the bid receiving a simple majority
of votes will be declared the winner and be invited to host the ESE Congress. CRs and
accompanying colleagues from countries involved in the bidding process will not be allowed
to remain in the GA during the presentations nor be allowed to cast a vote.
3. Presentations by bidding national dental/endodontic societies
The PowerPoint/video presentations should simply illustrate the case being made and
complement the written information in a factual way without exaggeration or dramatisation.
Presenting societies must not get in contact with the CRs or other relevant stakeholders prior to
the presentations. Furthermore, no attempt should be made to influence the CRs by providing
gifts prior to or during the presentation, or through other marketing activities.
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APPENDIX 5
Sponsorship packages for ESE Biennial Congresses
PLATINUM sponsorship: This is the highest category and could include:
first choice for location of exhibition space;
company logo and links on websites;
full page adverts in first announcement, preliminary and final programme;
logo on name badges, congress bags and signage;
promotional material including insertion into congress bags;
insertion of promotional gifts such as pens, writing pads, delegate gifts;
advertising opportunity on slides projected during intervals in the programme
free registration to (up to 6) staff and complementary tickets to events and gala dinner;
publicity during social events;
free lunch and tea/coffee for up to 6 staff;
option of organising a pre-congress course (see Appendix 6);
the option of a sponsored scientific session (and announced as such in the programme)
could be explored.
GOLD sponsorship could include:
second choice for location of exhibition space;
company logo and links on websites;
full page adverts in final programme;
signage at coffee stations and on plasma screens;
sponsorship and publicity at Welcome Reception;
free registration to (up to 4) staff and complimentary tickets to events and gala dinner;
free lunch and tea/coffee for up to 4 staff.
option of organising a pre-congress course (see Appendix 6);
SILVER sponsorship could include:
third choice for location of exhibition space;
company logo and links on websites;
free registration to (up to 2) staff and complimentary tickets to events and gala dinner;
free lunch and tea/coffee for up to 2 staff.
acknowledgement on all printed material and congress booklets.
BRONZE sponsorship could include:
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fourth choice for location of exhibition space;
company logo and links on websites;
acknowledgement on all printed material and congress booklets.
free registration to (up to 1) staff and complimentary ticket to events and gala dinner.
Individual Trade Stands
Provision of suitable table, electricity supply to be decided on an individual basis;
Coffee/tea provided for up to two staff;
Company logo and links on websites.
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APPENDIX 6
Guidelines for Pre-Congress Courses
1. The general principles guiding pre-congress courses are set-out in section 3.5 of the Guidelines
for Biennial Congresses.
2. Pre-congress courses can be initiated by the Local Organising Committee, the ESE or by
approved third parties, e.g. ESE full member societies (see 3.5), commercial companies,
publishers etc.
3. Platinum and Gold sponsors will have priority should accommodation be limited.
4. The Local Organising Committee will be responsible for providing the rooms required for precongress
courses. However, all other facilities, including electrical supply, will remain the
responsibility of the course organisers. Thus, provision of tables, chairs, data projectors,
equipment etc and food/refreshments will be the sole responsibility of the course organisers
(approved third parties).
5. The Local Organising Committee shall appoint an individual to act as a link between the
course organisers and the conference venue. Where possible contact details of the manager of
the conference venue and/or technicians will be supplied to course organisers (third parties).
6. The costs associated with all necessary equipment shall be borne by the course organisers
(approved third parties).
7. The fees generated by the pre-congress courses will be managed by the Local Organising
Committee and be included in the congress budget and final financial statement.
8. A written contract must be agreed should course organisers wish to receive all or part of the
course fee in order to off-set costs. The contract with the third party must be approved and
signed by the Local Organising Committee and the ESE well in advance.
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APPENDIX 7
Template for the Final Congress Report
1. Committee structure
1.1 Members of the ESE Executive Board and Host Society;
1.2 Members of the Local Organizing Committee (LOC), including names of Congress
President and relevant officers, e.g. Chair of Scientific Committee.
2. Introductory remarks by the Congress President
3. Pre-congress courses
Title(s)
Type (lecture/hands-on);
Speaker/course instructor;
Duration (hours);
Initiated by ….. (ESE, LOC, company, other);
Participation fee;
Number of attendees;
Financial details and feedback from LOC, participants and course organisers.
4. Congress Participants
4.1 Number, differentiated according to categories stated in the registration form (invited
speakers and guests included);
4.2 Number of registered participants differentiated according to countries (invited speakers
and guests included);
4.3 Number of persons exempted from having to pay participation fee and/or part of the trade
exhibition.
5. Sponsorship
5.1 Main sponsors differentiated according to category (name and address of company with
name/contact details of key contact, amount of sponsorship, arrangements covered by
LOC);
5.2 Additional sponsors (name and address of company with name/contact details of key
contact, amount of sponsorship);
5.3 Critical appraisal of sponsors/of the LOC.
6. Self-evaluation of the main programme
6.1 Quality of the individual presentations;
6.1 Suitability of main lectures/symposia;
6.2 ESE Research Prize Competition;
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6.3 Research Posters;
6.4 Oral Presentations on Freely Chosen Subjects;
6.5 Clinical Posters;
6.6 Social Programme.
7. Invited Speakers
7.1 Number/country statistics;
7.2 Feedback from speakers, e.g. satisfied with assistance and honorarium;
7.3 Suggestions for changes at future ESE Congresses.
8. Invited Guests
8.1 Names and function/role.
9. Exhibition
9.1 Total space available;
9.2 Number of booths according to m 2;
9.3 Cost per m 2;
9.4 Total income;
9.5 Feedback from Exhibitors regarding satisfaction with the congress, location of the
exhibition, acceptance by attendees etc.
10. Marketing
10.1 Full details of marketing strategy;
10.2 Costs.
11. Congress website
12. Compilation of the costs (in form of a diagram)
13. Final assessment of the LOC
13.1 Critical review of Congress, including co-operation with the ESE, suggestions for
change.
14. Audited budget of income and expenses (in form of a separate document)
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