Congress Guidelines

Guidelines for organising an International Congress on Acoustics, adopted by the Commission June 21, 1997

These guidelines are divided into three sections:

A. General

B. Timeline. The sequence of events in organising the International Congress on Acoustics

C. Action items

SECTION A. GENERAL

A1. PURPOSE

The purpose of the International Commission for Acoustics (ICA), is to promote international development and collaboration in all fields of acoustics including research, development, education and standardisation.

Means for the Commission to fulfill its mission are:

1. to maintain close contacts with national and regional acoustical societies and associations as well as other relevant professional organisations and seek consensus in matters of mutual interest.
   to provide an information service on societies, congresses, symposia, etc., research and education organisations in the field of acoustics.
   to take a pro- active role in co-ordinating the main international meetings within acoustics.
2. to convene the International Congresses on Acoustics in accordance with the Commission's guidelines and to act as the International Advisory Committee for these congresses.
3. to sponsor or co-sponsor other topical and special international conferences normally in close cooperation with national and/or regional organisations and to give financial support (grants or guarantees), as a grant to organising committees for such meetings or as a travel grant to participants.

A2. INVITATION TO ORGANISE THE INTERNATIONAL CONGRESS

The International Commission for Acoustics (ICA) initiates and sponsors International Congresses in countries of its Member Societies. There is a long planning cycle for every International Congress on Acoustics. Based on proposals to hold future congresses, the Commission Board invites a member society to undertake the organisation of a congress.

The final decision by the Board to extend an invitation is made six years in advance.

In these guidelines, C is the year during which a future International Congress is to be held. The preceding year is identified as C-1, etc. These guidelines describe the events and data that have to be prepared and presented to the Commission Board and to others.

A3. RESPONSIBILITIES

All legal and financial responsibilities in connection with the International Congress on Acoustics rest with the Member Society which has accepted the invitation to organise the Congress.

SECTION B. TIMELINE SEQUENCE OF EVENTS IN ORGANISING THE INTERNATIONAL CONGRESS ON ACOUSTICS

B1. ACTIONS REQUIRED DURING YEAR C-6 OR EARLIER

Member Societies are invited to make proposals to the Commission Board to host the International Congress on Acoustics. A Member Society may be selected as a host if the professional acoustical activities in the potential host country are sufficiently well-developed that active participation by 800 or more registrants at the International Congress can reasonably be expected.

Early proposals may have the form of a letter of intent. The final proposal on which the Board's decision in year C-6 will be based, must be complete. A representative for the inviting society is expected to present the proposal to the Board.

Information to be included in the final proposal:

High priority items include: the proposed site (e.g. a hotel, university or conference center), the proposed dates with possible alternatives, the expected number of registrants, the availability of local society members who could support the running of the Congress, the name of the proposed General Chairman, the name of the Technical Programme Chairman and tentative budget information including estimated congress fee, hotel cost information and travelling information for participants.

Lower priority items include: information about tours, tourist attractions and other commercial features near or in the vicinity of the proposed site of the congress.

The following sub-sections give detailed information on the requirements of the International Congress on Acoustics.

B1.1 Dates, Location and Duration of the International Congress on Acoustics

The dates of the International Congress shall be chosen so as not to conflict with or overlap other major international meetings on acoustics. Conflicts with major religious holidays as well as national festivals and bank holidays should also be avoided, if possible.

It is important to choose the dates and the meeting place so that hotel expenses for participants are reasonable. This means that it may be necessary to hold the congress in an off-season for tourist travel, rather than during peak vacation periods. Negotiations with the hotels are important so that the congress can offer/guarantee the lowest prices to the participants.

The duration of the International Congress on Acoustics is limited to five days, normally starting on a Monday.

B1.2 Number of Registered Participants

The anticipated number of registrants - all of whom are supposed to pay the same fee with possible exception for students not presenting papers and/or getting the proceedings - is of utmost importance for the planning of the International Congress on Acoustics, but it is a number that is difficult to estimate in advance of a Congress. The budget as well as the number and sizes of meeting rooms depend on this figure. It is important to make a qualified guess. If the estimate is for N active registrants, excluding exhibitor personnel and accompanying persons, it is wise to have a budget which will break even (no deficit or surplus) with revenues from 0.75N registrants and an arrangement of meeting rooms which is sufficient to accommodate 1.5N registrants.

B2. ACTIONS REQUIRED DURING YEAR C-6

During year C-6, one or more Member Societies present their formal proposals to the Commission Board to host a future International Congress. The printed versions of the proposals are normally mailed to the members of the Board in advance of the Board meeting so that they may familiarise themselves with its contents. The decision on the venue for the International Congress is made at the annual meeting of the Commission Board.

B3. ACTIONS REQUIRED DURING YEAR C-5 - C-1

B3.1 Presentations to the Commission Board

The General Chairman of the International Congress (or his designated representative) is obligated to attend the annual meetings of the Commission Board in years C-5 - C. At these meetings, the General Chairman shall make presentations concerning the planning for the International Congress.

The General Chairman may seek the Board's advice on any matter related to the Congress.

At the meetings of the Board in year C-5 and C-4, the General Chairman shall give an overview of planning for the congress, including:

1. A draft of the Announcement and Call for Papers.
2. A listing of the members of the Organising Committee and a description of the duties assigned to each person.
3. A preliminary budget for the Congress, including the proposed registration fees and the estimated number of registrants.
4. A review of all significant advance planning items for the Congress.

At the meetings of the Board in year C- 3, C -2 and C -1, the General Chairman shall give an overview of planning for the Congress, including:

1. The schedule for final publicity.
2. The final income and expense budget for the congress.
3. A status report on the technical program.
4. A request for information concerning committee meeting rooms that will be needed before, during and after the Congress.
5. A review of all significant advance planning items for the Congress.

B3.2 Announcements

The Organising committee is requested to set up a home page on World Wide Web 36 months before the Congress and keep it well updated and complete until the Congress is over. This seems to be the most effective way to communicate any information about the upcoming congress.

1st Circular (36 months before the Congress)

1. The dates and place of the Congress.
2. The date when the 2nd circular and Call for Papers will be available.

This Circular shall be sent to:

1. All known acoustics publications in the world.
2. The information service of the International Commission for Acoustics.
3. The Member Societies
4. and be made available at the Congress held that year

2nd Circular (18 months before the congress)

This circular shall include:

1. The dates and place of the Congress.
2. Topics which will be emphasised at the Congress.
3. Possible information about distinguished and plenary papers
4. Preliminary information for early planning purposes about accommodation, including dormitories (or similar inexpensive accommodations), middle-class hotels, and luxury hotels.
5. Travelling information and advice. Official carrier if appointed.
6. A form for requesting the advance programme.

This Circular shall be sent to:

1. The Member Societies
2. The information service of the International Commission for Acoustics.
3. All names on mailing lists available to the Organising Committee of persons and institutions known to be interested in acoustics
4. The circular shall be included in the home page

It may be expedient to ask the Member Societies to distribute the Circular in their own countries. An appropriate number of copies shall then be sent to the Member Societies for this purpose. However, experience shows that such information may never be distributed. Therefore, it is recommended to follow up this distribution by direct contact with each society or to choose other direct ways of distributing the congress information.

3rd circular with Advance Program and General Information 9-10 months before the congress

The 3rd circular is the call for papers and shall include the following information:

1. Advance programme giving information about the Distinguished Lectures, General Papers and Invited special Papers. It is furthermore important to give information about the topics to be covered in special sessions and relevant information about the contributed papers.
2. Information about contributed papers and the deadline for the receipt of abstracts. The statement that the official languages of the Congress is English.
3. Congress registration form including information about the registration fee and instructions concerning the procedure to be followed for transfer of funds to cover the registration fee.
4. Hotel reservation forms.
5. Instructions for obtaining a visa. If necessary.
6. Information about the technical exhibition.
7. General information about the Congress and the city in which the Congress takes place.
8. Social activities and tours of interest to participants and their accompanying persons.

The 3rd circular shall be sent to all persons who have registered or requested the Advance Programme. The mailing list for the 3rd circular shall include the mailing list for the 1st and 2nd circulars as well as other persons and organisations expressing an interest.

B4.1Timetable for the Handling of Papers

The following timetable for the handling of papers is recommended:

1. Deadline for the receipt of abstracts: 6-9 months before the opening of the Congress.
2. Notification of acceptance of abstracts: 5-8 months before the opening of the Congress.
3. Deadline for the receipt of complete manuscripts: To be decided by the Organising committee based on the planning and agreement with the printer.

B5. ACTIONS REQUIRED DURING THE YEAR OF THE CONGRESS (YEAR C)

B5.1 3rd circular. See above

B5.2 Congress program

A program with titles and, if possible, the abstracts should be sent out sufficiently in advance.

B5.3 Presentations to the Commission Board

At the meeting of the Board held at the time of the International Congress, the General Chairman shall give an overview of the planning for the Congress, including:

1. The schedule of events for the Congress with details on what is expected of members of the Board.
2. A report on abstracts received, abstracts accepted, manuscripts received for the proceedings, the number of pre-registrants, and a preliminary count of the total number of registrants.

B6. ACTIONS REQUIRED DURING THE YEAR AFTER THE CONGRESS, YEAR C+1

Final report to the Commission Board including information about the congress statistics, economy, etc. Important experience to be given to future congress organisers. Address lists to be used by coming congress organisers.

SECTION C. ACTION ITEMS

Section C provides detailed instruction for the Organising Committee.