WMDA Working Group Meetings & International Donor Registry Conference

Transcription

1 WMDA Working Group Meetings & International Donor Registry Conference Bid Manual 12 th IDRC 2018

2 Preliminary comments regarding the WMDA International Donor Registry Conference (IDRC) Venue Bid Manual 2018 This document reflects the reality of the WMDA as it stands now in November 2014 and does not reflect any possible or eventual changes of the association we are not aware of currently. The WMDA Board reserves the right to change the organisation or the conditions/requirements to hold a WMDA IDRC conference. CONTENTS 2 General overview 2 Financial information 2 Application time frame 3 Eligibility & Evaluation Criteria 4 Overview of requirements 5 Contents outline of the bid 5 Organisation 7 Delegates in previous conferences 8 Contact details

3 GENERAL OVERVIEW The International Donor Registries Conference (IDRC) is the official conference of the World Marrow Donor Association (WMDA). The IDRC s are hosted by WMDA registry members worldwide. The following venues have been selected: 1998 London (United Kingdom) 2006 Cape Town (S. Africa) 1999 Paris (France) 2008 Bern (Switzerland) 2000 Ulm (Germany) 2010 Dublin (Ireland) 2002 Oslo (Norway) 2012 Sydney (Australia) 2004 Tokyo (Japan) 2014 London (United Kingdom) The 12th IDRC will be held in spring If your registry is interested to host the conference, you need to prepare a bid. The bid includes two days of WMDA working group meetings plus two days of IDRC conference. The Shirley Nolan Lecture is part of the programme of the IDRC. FINANCIAL INFORMATION In endorsing bid applications, the WMDA warrants that it will not endorse any alternative host for this meeting and will permit the use of the WMDA official logo in promotion of the conference. The WMDA bears no financial responsibility for the conference. The local organizers will cover any deficit. Any profits (net) from the WMDA IDRC will be equally shared between the WMDA and the local organizers. APPLICATION TIME FRAME Timing for WMDA bid process June 2015: Announcement of Invitation to Bid on the WMDA website February 1, 2016: deadline for submitting applications February/March 2016: WMDA Executive Committee evaluates bids May 30, 2016: Final decision by WMDA Board (possibly you will be invited to give an oral presentation during the WMDA Board Meeting) May 31, 2016: Announcement during WMDA General Membership Meeting 2

4 ELIGIBILITY & EVALUATION CRITERIA If you are interested to host the WMDA International Donor Registry Conference, you can submit an application to the WMDA Office and produce a bid document describing the venue, date, topic, programme committee and the budget (covering proposed registration fees, speaker costs and anticipated sponsorship income) before February 1 st, To produce a fair and transparent process for selection of venues for the IDRC 2018, the following factors will be taken into consideration: Eligibility criteria Suitability of congress venue for a WMDA meeting (sufficient number of rooms and m 2 exhibition space) Sufficient number of hotel rooms at 4* and 3* hotels, budget hotels or apartments in close proximity to the conference site Bid made up by a WMDA registry member Bid document fully complete and received by February 1, Evaluation criteria Costs for organizing registry (congress venue, exhibition space, technical costs, registration fee, marketing costs etc.) Costs for WMDA (the costs for the WMDA Working Groups meetings need to be covered by the registration fees) Costs for registration: three fees (early bird and regular) 1. WMDA working group meetings + IDRC 2. IDRC 3. WMDA working group meetings Experience of congress venue Varied geographical coverage (to avoid repetition of cities and countries). A European country would be preferable for the IDRC 2018 in the light of previous meeting locations. Accessibility (directness of flights/geographical location) Attractiveness of venue (tourist type resorts are not eligible as a venue due to the increasingly strict Pharmaceutical Industry codes of conduct on participation in meeting at national and international level) Hotel offer (costs and proximity to congress venue) Tax implications of holding a meeting in a particular country Local organizing committee Security factors Special efforts made by the city council or registry to make the venue more attractive (free local transport, hosting of welcome reception, etc.). No overlap with other international meetings (e.g. EBMT and EFI 2018). 3

5 OVERVIEW OF REQUIREMENTS FOR WMDA Frequency Biennial, even years Meeting month April June and not in conjunction with other international meeting like EFI, EBMT and CB symposium Venue City and conference location suitable to host the conference Expected # of participants Number of congress days 4 days total; 2 WMDA WG meetings + 2 days IDRC Recommended days of the week include either a Saturday (last day) or Sunday (first day) to reduce flight costs Number of rooms IDRC: 1 room with capacity for a minimum of 350 seats (theatre style). WMDA WG meetings: 3 rooms to hold up to three parallel sessions of which 1 room of 200 seats (theatre style) and 2 rooms of 35 seats (U shape). In addition one small adhoc room for ad hoc meetings of 10 seats (no AV equipment necessary). AV equipment WMDA WG meetings: in every room a laptop, video projector & projection screen. In room for 200 seats a chairman s table for two persons and 2 microphones. IDRC conference: computer, video projector & projection screen. Lecture with microphone. Two microphones for questions. Registration area Opening hours for the whole length of the WMDA WG and IDRC conference Additional rooms/space Coffee break and lunch area all days Poster exhibition 50 Poster boards Exhibition days For the length of the IDRC conference only Internet Free WIFI preferred If you have questions, you can contact Lydia Foeken and Dorien de Kruijf (foeken@wmda.info and kruijf@wmda.info) to ensure a full understanding of the requirements and to discuss the proposed concept. The final bid document should include the following information and must be submitted by the deadline: February 1,

6 CONTENTS OUTLINE OF THE BID Introduction Present a 1 page summary overview of the destination and congress venue, highlighting its suitability for hosting a WMDA congress, including dates available and topic for the IDRC. Presentation of Congress Venue overview Provide an overview of the venue and the concept proposed for WMDA, including the following: Location within city Travel from airport to congress venue and travel within the city Layout Capacity Exhibition space Facilities/services available Breakdown of costs Registration fee (including early bird and 3 levels: WMDA + IDRC, WMDA only and IDRC only) and any additional costs (e.g. congress diner) Produce a separate overview of the estimated costs involved, specifically including the following: Costs of congress venue for the full duration of the meeting Costs of renting technical equipment at the congress venue Catering costs Costs of any other services provided by the congress Hotel costs Hotel capacity within the city Local support for meeting Social programme: welcome reception, delegate s dinner (inclusive costs). ORGANISATION The programme of the WMDA working group meetings (first two days) will be scheduled by the WMDA Office. A local organizing committee headed by a WMDA member is responsible for organizing the IDRC conference on behalf of the WMDA Board. In order to profit from local know how and to guarantee the best possible input and service the local registry is responsible for organizing the social programme. The programme committee headed by a local WMDA member is responsible for the scientific programme of the conference. The programme committee includes the president, WMDA working group chairs, a representative of the WMDA Office and other appropriate individuals, appointed by the president. 5

7 Scientific programme Clinical and research aspects of hematopoietic stem cell transplantation and hematopoietic stem cell donation which are important for stem cell donor registries and cord blood banks. Selected Abstracts (4 abstracts each 15 minutes) Local experience Shirley Nolan Lecture Shirley Nolan Lecture During the IDRC the recipient of the Shirley Nolan Lecture will be invited by the charity Anthony Nolan to give the Shirley Nolan Lecture (lasting no more than one hour). The award will be given by the charity after careful consideration of nominations. The lectureship is awarded to an individual who has made unique improvements in the field of donor registries, cord blood banking and donor provision. The nominations for the Shirley Nolan Lecture will be evaluated during the WMDA Board Meeting of Spring The following persons have received the lecture in the past. 2004: Prof. Dr. J. Goldman 2006: Prof. Dr. J. van Rood 2008: Prof. Dr. M. Horowitz 2010: Prof. Dr. E. Gluckman 2012: Prof. Dr. P. Rubinstein 2014: Dr. D. Confer The hotel and travel costs of the recipient will be covered by Anthony Nolan and they will manage all negotiations on sponsorship of the award. Please contact Richard Davidson, Director of Communications and Marketing at Anthony Nolan, for details on telephone: or e mail: richard.davidson@anthonynolan.org. Abstract Selection Process The call for abstracts is announced in September/October The abstract submission deadline is set three months before the conference and review is complete two months before the conference to make it possible for poster presenters to register for the reduced registration fee. The review will be done by the programme committee members. Authors will be notified one month before the conference. All abstracts will be accepted, except: Abstracts that are inappropriate as judged by the programme committee Abstracts from commercial companies. Industrial Exhibition The registry is allowed to set up an industrial exhibition/sponsorship. Sponsorship opportunities are: congress bags, pens, congress bag inserts, internet corner, public transplantation tickets, travel grants, coffee breaks, lunch bags, social activities, printing of final programme, adverts in congress materials and publication of abstract book or CD ROM of abstracts. 6

8 Exhibit opportunities are: physical space for exhibit during the IDRC conference like booth, roll up banners etc. WMDA would like to avoid asking companies multiple times to sponsor the WMDA. A strong collaboration needs to be developed between the WMDA Office and the organizing registry when corporate members of the WMDA are asked for sponsoring the IDRC. Please contact the WMDA office for fine tuning. Hotel requirements The congress offers a selection of hotel accommodations to meet the various needs. Delegates are free to organize their own accommodation. Social Programme Welcome Reception (free admission) Tours: the local agency offers tours for delegates/partners Delegate s dinner: price approximately Euro 75 per person. Communications Congress website with following tools: online meeting and hotel registration, overview of scientific and social programme First announcement: distributed during the spring meeting 2015 and e mailed to 420 WMDA contacts Second announcement: e mailed to WMDA members, delegates of previous meeting and in response to request forms completed following the First Announcement Final programme: posted on congress website one month before conference Abstract book: distributed to all delegates on registration at the meeting. DELEGATES IN PREVIOUS CONFERENCES Norway 133 Japan 199 South Africa 130 Switzerland 230 Ireland 248 Sydney 314 (of which approx. 134 from Australia) London 306 7

9 CONTACT DETAILS WMDA OFFICE Lydia Foeken/ Dorien de Kruijf WMDA Office Plesmanlaan 1 B 2333 BZ Leiden The Netherlands foeken@wmda.info or kruijf@wmda.info Phone: or IDRC Cape Town, South Africa 2006 IDRC Bern, Switzerland 2008 IDRC Dublin, Ireland 2010 IDRC Sydney, Australia 2012 IDRC London, UK