2019 ARVO-Asia Meeting Meeting Host Call for Proposals

Transcription

1 2019 ARVO-Asia Meeting Meeting Host Call for Proposals Submission Deadline: March 15, 2016 Introduction The Association for Research in Vision and Ophthalmology (ARVO), in partnership with a local research institution or organization, holds a biennial meeting in locations throughout Asia-Pacific to highlight important basic, clinical and translational aspects of vision and ophthalmic research. ARVO-Asia attracts an average of 1,000 or more eye and vision researchers and clinicians from around the region. ARVO is now welcoming proposals from eye and vision research institutions and/or organizations in Asia-Pacific interested in partnering as the host and organizer for the 2019 ARVO-Asia Meeting. Goals of the ARVO-Asia Meeting ARVO leadership and staff are committed to working in partnership with the selected host to organize a meeting that meets strategic goals, including: Presents high quality, cutting-edge science Advances eye and vision research in the Asia-Pacific region Promotes stronger ties among the region s researchers and clinicians Build partnerships with similar organizations Is financially viable (i.e., costs associated with the meeting are covered by revenue from registration, exhibits and sponsorship) Key dates/timeframes March 15, 2016 Proposal due to ARVO May 2016 Optional informational meeting in Seattle with ARVO leaders July 1, 2016 ARVO-Asia host selection Fall 2016 ARVO/host institution Memorandum of Understanding executed January ARVO-Asia host announced February ARVO-Asia Meeting, Brisbane, Australia 14 months prior to Meeting Deliverables: Proposed budget and registration fees set Fundraising and sponsorship plan Marketing plan Abstract publication plan Basic program schedule 6-8 months prior to Meeting Abstract submissions Two weeks prior to Meeting Pre-registration deadline

2 Other dates to note: May 2018 ARVO 2018 Annual Meeting Honolulu, Hawaii October 2018 American Academy of Ophthalmology Meeting Chicago, Illinois May 2019 ARVO 2019 Annual Meeting Vancouver, BC, Canada Scientific Program The successful format for ARVO-Asia is 3 4 days offering a variety of session types such as symposia, minisymposia, paper sessions, poster sessions, special interest groups and other invited sessions. ARVO encourages the host to suggest other ideas for session types during the meeting or as an added preconference program. Such ideas may be provided in the proposal or during the program planning phase by the selected host. The meeting is conducted in English, without translation. Past ARVO-Asia meetings Year Host Location Dates 2007 Singapore Eye Research Singapore March 2-7, 2007 Institute 2009 Indian Eye Research Group Hyderabad, India January 15-18, Singapore Eye Research Institute Singapore January 20-23, Dr. Rajendra Prashad Center for Ophthalmic Sciences, All- India Institute for Medical Sciences (AIIMS) New Delhi, India October 28-31, Keio University Yokohama, Japan February 15-19, Queensland Eye Institute Brisbane, Australia February 5-8, 2017 Overview of ARVO s responsibilities and role ARVO leaders and staff work closely with the ARVO-Asia host institution/organization on all aspects of this meeting. Our aim is to provide support, expertise, guidance and services to ensure a successful event that is a credit to the host institution/organization and sustains ARVO s global standing. At minimum, ARVO will work together with the host institution on identifying/setting meeting dates, location, budget, registration fees, a marketing plan with promotional materials and a fundraising plan. All applicant institutions/organizations will have an opportunity to meet with ARVO leadership and staff during the ARVO 2016 Annual Meeting in Seattle, Washington to discuss their proposal in detail. 2

3 ARVO will provide: Staff resources to accomplish areas highlighted above Start-up funds if needed (up to US $20,000, reimbursable by the host to ARVO from registration fees) Online abstract/program management (use of ARVO s abstract management software and abstracts management staff at a cost included in the Meeting budget). The same ARVO staff that manages the ARVO annual meeting will partner with the host to manage the ARVO-Asia programming process utilizing the same technology and processes. Abstract management systems are flexible to accommodate the programming structure and plans determined by the host. Online registration services. ARVO does not provide on-site registration staffing, but will provide other support needed for on-site registration management. Marketing and communications support to supplement the host s activities, including a dedicated micro website, preparation of images to visually brand the meeting, an campaign, design and print-ready production services for all print and digital marketing materials, press releases, advertising in ARVO publications, complimentary use of our member mailing list, and exhibit space and signage at the 2018 ARVO Annual Meeting. Scientific co-chair for the program committee Organization and financial support for one symposium for presentation at the ARVO-Asia Meeting, i.e., speaker travel, lodging, and per diem Overview of host organization role Institution/Organization The host institution/organization will name a key organizer(s) who has a track record for conducting a quality meeting with high standards for scientific excellence. The host organization will need to provide full support to the organizer(s) including technical and hosting resources and building a network for promoting and attracting international speakers and attendees. The selected host institution s appointed organizer will attend the 2017 ARVO-Asia Meeting in Brisbane, Australia, arriving three days in advance to meet with current meeting s hosts to become familiar with operations, set-up, staffing, etc. We will provide meeting space in Brisbane for the 2019 Meeting host to conduct program planning and other meetings. ARVO will also provide one complimentary meeting registration for the organizer; his/her travel costs (air and ground transportation, accommodation, per diem) will be covered by the ARVO-Asia 2019 host institution. Typically, the host will hire a local company to handle most of their logistical requirements. This is at the option of the host and cost must be included in the budget. Meeting dates and general requirements for the host Host will propose dates for the ARVO-Asia Meeting, ideally in January or February 2019, although ARVO may consider dates in September, October or November Meeting dates should not conflict with other major eye and vision related meetings or major holidays in and outside of the U.S. 3

4 Meeting and hotel space must be sufficient to accommodate at least 1,200 attendees for the full meeting dates, including set-up and tear-down; and must be within 20 miles of a major international airport. The convention center must have meeting space sufficient to accommodate all sessions (approximately 4 6 concurrent sessions), posters (approximately 120 per day), exhibits, registration, receptions, ancillary events, etc. Low-cost transportation options should be available for travel between airport, meeting site and lodging. Hotels should be sufficiently close to the convention facility and have a range of rates. Multiple restaurants should be within walking distance or 5-10 minute taxi ride of meeting site. All meeting and lodging facilities should: o o o Have adequate catering options for banquet facilities Adequate security that allows for easy access to the meeting site Be handicapped accessible Logistical arrangements for the ARVO-Asia Meeting are provided by the host institution/organization. This includes, but is not limited to, contracting for the meeting location, securing all necessary meeting space for scientific sessions, including poster sessions, ancillary meetings, audio visual operations, speaker ready room for audio visual support, registration area, exhibit space, etc. The host institution/organization is responsible for producing attendee name badges and managing the registration process on-site. Registrations will be made via ARVO s online registration system; registration data and funds will be transferred from ARVO to the host institution. The host institution/organization will establish and fund a travel grant program to support at least 50 young scientists. The host institution/organization should offer local area pre-/post-meeting tours/excursions. All arrangements will be made or contracted by the host institution. Expenses associated with the ARVO-Asia Meeting are borne by the host institution/organization as the main organizer of the meeting. Expenses are covered by revenues from registrations, sponsorships, donations, exhibits and advertising. The selected host institution/organization will enter into contracts and agreements in the institution/organization s name. ARVO does not provide permission or release rights for any institution/organization or host to enter into contracts or agreements of any kind, written or verbal, with any individual or organization/institution, vendor, etc., on behalf of ARVO. However, ARVO is happy to answer any questions or provide guidance as requested by the host. The host institution/organization is responsible for obtaining funds to support the ARVO-Asia Meeting through sponsorships, donations, grants, etc. to cover expenses. ARVO staff will help the 4

5 final selected party as needed in understanding when revenues related to registration can be expected based on previous experiences. The host institution/organization will be responsible for providing comprehensive general liability insurance coverage for the ARVO-Asia Meeting, with ARVO included as an additional insured. The host institution/organization provides ARVO with 20-25% of the gross revenues from registration fees from the ARVO-Asia Meeting. This percentage covers ARVO s services in handling pre-registration for the meeting, abstract management and providing marketing and communications support, including a dedicated micro-website as well as design and branding services for all materials. Marketing/publications The host institution/organization will promote the ARVO-Asia Meeting at international meetings (including ARVO 2018) and in journals and publications. A marketing plan, identifying target audiences and deadline dates, should be submitted to ARVO at least 14 months in advance of the Meeting. All costs associated with the promotional activities will be paid by the host institution for the ARVO-Asia Meeting. Producing the Abstract/Program Book or mobile app, including printing and distribution, is the responsibility of the host institution. The expenses of printing the Abstract/Program Book will be paid by the host institution/organization using ARVO-Asia Meeting funds. ARVO will provide design and production services and will work with the host institution/organization to produce programing content for these materials. Scientific program The host institution/organization is responsible for producing a scientific meeting similar in format to past ARVO-Asia meetings and including content areas that reflect ARVO s commitment to basic research. The host institution/organization is responsible for convening a scientific organizing committee and an international advisory committee with ARVO members representing different countries. ARVO encourages organizers to recruit a program committee similar in composition to ARVO s Annual Meeting Program Committee. The host institution/organization is responsible for working with ARVO s program staff to administer the abstract submission, review and scheduling process, using ARVO s online abstract management system. Abstracts may be published in an ophthalmology journal with approval by ARVO. The host institution must propose an abstract publication plan at least 12 months prior to the start of the ARVO-Asia Meeting. The host institution is responsible for making all publishing arrangements and as well as related contracts and costs. 5

6 Proposal submission format 1) Proposals should explicitly address each of the eligibility criteria listed above and address the key dates and timeframes. 2) Proposals should indicate proposed meeting facility and dates for the Meeting. 3) Please include: a. Primary contact(s): name, title, affiliation, address, phone, ; b. Letter of support from an official with the authority to commit the institution/organization to hosting the Meeting; c. Floor plan for meeting facilities with maximum capacities; d. Names of other individuals assisting with the proposal and willing to serve on a local host committee; e. Description of host institution s financial stability and accounting capabilities and processes; f. Estimated budget including proposed registration fees in US dollars g. Estimated destination costs for participants (lodging, dining, local transportation); h. Tentative program schedule for the core conference program along with potential preconference and/or other innovative programming activities; i. Any other information or materials you would like to include. 4) Multiple institutions may partner to support the proposal, but only one organization can be the primary responsible host institution. The proposal should specify how each institution will be involved. Submit your proposals as a PDF attachment to meetings@arvo.org by March 15, ARVO will send applicants confirmation that we have received your proposal within two business days of receipt. Notification Process After the proposal submission period closes on March 15, 2016, ARVO staff and the Executive Committee of the Board of Trustees will review proposals based on the eligibility criteria outlined above. ARVO reserves the right to reject any proposal. Late entries will not be accepted in order to provide a fair and consistent process to all potential hosts. The Executive Committee will make a final recommendation for approval to the full ARVO Board of Trustees. A final selection will be made on or before July 1, ARVO will send every applicant (successful and unsuccessful) a final decision letter between Mid-July and Mid-August. The selected primary host institution/organization will quickly begin working with ARVO on the draft Memorandum of Understanding (MOU) to outline roles and responsibilities between ARVO and the host i. The MOU should be final and signed no later than December 31, For more information, contact Lancey Cowan, Senior Director, Meetings at lcowan@arvo.org,