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 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 8 Version 2- 10/04/2011
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. 9 Version 2- 10/04/2011
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Page 3 and 4: 1. INTRODUCTION 1.1 Background .1 T
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Page 17 and 18: 5. SPONSORSHIP The Host Society/Loc
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