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

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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. 6 Version 2- 10/04/2011
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. 7 Version 2- 10/04/2011
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