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Amended: 15 June 2005, Göteborg, Sweden A. This main scientific event of the IFSSH will be celebrated every three years in a member society country that is in good standing with the IFSSH including payment of their annual dues. B. The society hosting the event will be selected from applications six years before at the congress council meeting. If no country fulfills the requirements this will be postpones to the next council meeting. If, after this, there is no decision the Executive Committee will decide. C. The societies, which are applicants, must submit a formal petition to the Secretary General at least three months ahead of the Council Meeting. The same documentation should be sent to each member country delegate and IFSHT representative for evaluation at least three months before the Council Meeting. GENERAL GUIDELINES 1. Objectives This should include what you aim to achieve by hosting the event, choice of location, dates and proposed alternatives. The candidates must send written confirmation of full knowledge of the IFSSH by-laws, the general and specific guidelines concerning the running of the Congress and agree to abide by these. 2. Finances Will submit a preliminary budget in US dollars, which provides a breakdown of: a) fixed costs 3. Fund Raising and Financial Support Describe how you intend to raise funds to cover the expenses of the event. List potential sponsors from industry, private sector and/or others. Will you appeal to national, government and official authorities? 4. Organizational Structure of the Congress Describe the format you foresee for the Congress including committees for venue, social events, publications, satellite meeting, public relations, scientific program, transport, accommodations at different levels according to the purchasing power of our membership and guests. 5. Congress Centre Facilities How many delegates would you expect to attend? Provide details for meeting facilities, variety of room’s available, conference and lecture halls, exhibition halls, office space, office space of the Executive Committee of the IFSSH to meet and complete routine business affairs of the event. 6. Congress Services Operation Describe the range of services you will offer to the participants: Airport welcome and information desk. 7. Administrative Services Explain how the following services will be provided: Congress registration. 8. Logistics of the Congress Provide information on the availability of the following: Accommodations: Hotels with a wide variety of reasonable prices including less expensive student lodgings, etc. President and Secretary-General of the IFSSH and their wives. 9. Social/Leisure Activities Provide information on the following: How to keep the registrants, guests and allied health professionals happy. 10. Professional Assistance List the organizations you will contact to assist in setting up the congress. 11. Supporting Contracts List the names and details of the national agencies, societies, associations, universities and government officials you will be contacting to assist you in the organization of the congress. List the health professionals, public figures, celebrities and lay persons involved in Hand Surgery you will invite to participate in the sessions, write publications and assist with the organization of the sessions. 12. Experience List the events that your society has previously organized including dates, attendance and budget involved. 13. Contract between the IFSSH and the Organizing Hand Society The IFSSH will provide, if requested and interest free loan between $50,00 and $100,000 US to get a Congress started. This will be sent by certified mail thirty days after all contracts are formalized and signed. *THIS FULL AMOUNT MUST BE RETURNED TO THE IFSSH TREASURER TWO WEEKS BEFORE THE BEGINNING OF THE CONGRESS.
14. Co-operation with the IFSHT Since hand therapy is an integral part of hand surgery, a detailed account should be given on how the IFSHT will be accommodated and integrated during the Congress. The IFSHT will rely heavily on an active local Hand Therapy Society, which has been affiliated to the IFSHT. The executive of the IFSHT should submit a letter of support that their local national society will be able and willing to host an IFSHT Congress. HOSTING SOCIETY The local Hand Society must be able to sign a contract accepting the financial responsibility in case of a loss. The local Hand Society will share with if IFSSH 50% of the profits. The Chairman of the Organizing Committee will send to the President or Secretary-General of the IFSSH, not later than six months after the completion of the Congress a full summary of the event in English and 50% of the profits. This will be presented at the next Council Meeting. SPECIFIC GUIDELINES 1. This site of the event will be selected six years before at the Congress Council Meeting. If none of the countries fulfill the requirements, this will be postponed for the next Council Meeting. After this second attempt the Executive Committee will decide the place of the next Congress. 2. The countries that are applying must submit a formal written petition to the Secretary-General and to each of the Delegates of the Member Societies, including the Representative of IFSHT at least three months ahead of the Council Meeting. This will include a scientific program, social program, report of physical structure, hotels, conference rooms, financial structure, government and/or private financial support and being able to sign a contract accepting the financial responsibility in case of a loss. 3. The organization of the Congress will be the responsibility of the local hand society that requests the congress. 4. The local hand society will elect the Organizing Committee including Chairman, Secretary and members, as well as representative(s) of the IFSHT. 5. The organizing team must work together and in close contact with the President and Secretary-General of the IFSSH on the general outline of the Congress. 6. Once the country accepts to be host of the Congress the Chairman must send a written report to the Secretary-General every six months. The report will be circulated among the Executive Committee. 7. Within twelve months of the Congress at least the President and/or the Secretary-General will have an on-site inspection and detailed briefing of the Congress. The housing and local expenses will be paid by the local society. 8. The President, Secretary-General of the IFSSH and their wives are special guests of the Congress and their registration is waived. As a courtesy gesture, the registration fees of the other Executive members are waived (Past-President, President-Elect, Secretary General-Elect, and Historian). 9. The President, Secretary-General and Administrator of the IFSSH will have courtesy accommodations at the Congress hotel and will be provided with rooms for their Administration and Committee Meetings, and for the Executive and Council Meetings. The meal expenses for the Executive and Council Meetings will be paid by the IFSSH. 10. Active members will pay a lower registration fee than non-members and special registration fees for residents and paramedical professionals will be provided. 11. Members making scientific presentations must have paid the membership and registration dues. Special courtesy invitations can be given to honorary members or surgeons with critical financial burden. 12. The soliciting Society must understand and accept in full the general and specific modifications to Guidelines approved by the IFSSH Council on 15 June 2005, Göteborg, Sweden. |