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

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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 10 Version 2- 10/04/2011
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. 11 Version 2- 10/04/2011
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