European Society of Endodontology - the European Society of ...
European Society of Endodontology - the European Society of ...
European Society of Endodontology - the European Society of ...
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.12 A full business case for initial, start-up funding may be submitted to <strong>the</strong> ESE Secretary by<br />
<strong>the</strong> Host <strong>Society</strong>/Local Organising Committee if such resource is essential, e.g. for booking<br />
<strong>the</strong> congress venue. Start-up funding will be reimbursed to <strong>the</strong> ESE normally within two<br />
months <strong>of</strong> <strong>the</strong> end <strong>of</strong> <strong>the</strong> congress.<br />
.13 The Host <strong>Society</strong> shall consider taking out event insurance to safeguard against unexpected<br />
losses/catastrophes. The Host <strong>Society</strong> shall also consider o<strong>the</strong>r measures to protect members<br />
<strong>of</strong> its board and <strong>the</strong> Local Organizing Committee so that <strong>the</strong>y are not personally liable for<br />
financial losses or o<strong>the</strong>r claims.<br />
.14 The Host <strong>Society</strong> along with <strong>the</strong> Local Organising Committee will agree on <strong>the</strong> local guests<br />
<strong>the</strong>y wish to invite and discuss <strong>the</strong> proposals with <strong>the</strong> ESE, including whe<strong>the</strong>r to waive <strong>the</strong><br />
registration fees.<br />
2.3. Roles and responsibilities <strong>of</strong> <strong>the</strong> Local Organising Committee<br />
.1 The Local Organising Committee shall have a close and effective working arrangement with<br />
<strong>the</strong> Host <strong>Society</strong> and with <strong>the</strong> ESE. They must be familiar with this guidance and with <strong>the</strong><br />
Memorandum <strong>of</strong> Agreement.<br />
.2 The Local Organising Committee will appoint suitable <strong>of</strong>ficers and members to appropriate<br />
working groups and allow <strong>the</strong>ir scrutiny by <strong>the</strong> Host <strong>Society</strong>.<br />
.3 The Local Organising Committee will keep appropriate records and copies <strong>of</strong> any contracts<br />
entered into prior to and during <strong>the</strong> course <strong>of</strong> <strong>the</strong> congress.<br />
.4 The Local Organising Committee shall forward minutes/notes <strong>of</strong> <strong>the</strong>ir meetings to <strong>the</strong> Host<br />
<strong>Society</strong>.<br />
.5 The Local Organising Committee will nominate a representative(s) to attend meetings <strong>of</strong> <strong>the</strong><br />
Executive Board and General Assembly <strong>of</strong> <strong>the</strong> ESE to ensure effective communication and<br />
accountability; this will normally be <strong>the</strong> Congress President (Congress President-Elect in <strong>the</strong><br />
first instance). It is essential for <strong>the</strong> Congress President to attend <strong>the</strong> General Assembly prior<br />
to <strong>the</strong> Congress in order to obtain <strong>the</strong>ir full support.<br />
.6 The Local Organising Committee will allow scrutiny by <strong>the</strong> ESE <strong>of</strong> provisional plans for <strong>the</strong><br />
congress including <strong>the</strong> selection <strong>of</strong> venues, pr<strong>of</strong>essional congress organisers, draft budgets<br />
and registration fees for participants and accompanying persons. The organisers should refer<br />
to recent ESE congresses to determine <strong>the</strong> various categories for registration <strong>of</strong> delegates and<br />
set <strong>the</strong> fee at a level that is compatible with <strong>the</strong> previous meeting. Processes must be<br />
established that assure delegates belong to <strong>the</strong> category <strong>the</strong>y use to register.<br />
.7 The Local Organising Committee will work with <strong>the</strong> ESE on <strong>the</strong> dates <strong>of</strong> <strong>the</strong> congress, <strong>the</strong><br />
selection <strong>of</strong> pre-congress courses (see Appendix 6), and <strong>the</strong> development <strong>of</strong> <strong>the</strong> scientific<br />
programme and social activities.<br />
.8 The Local Organising Committee will work with <strong>the</strong> ESE to attract sponsorship and <strong>the</strong><br />
creation <strong>of</strong> sponsorship packages/levels. Guidelines for sponsorship arrangements are<br />
8<br />
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