The ICAS Congress is held every two years, in the even year. The procedure for offering to host the Congress and the process by which the venue is decided are outlined below.
The venue for any particular Congress is decided two Congresses ahead, ie at the Congress four years before the event. Member Societies (only candidacies from ICAS Member Societies are acceptable) send an invitation to the ICAS Secretariat in the Spring before the relevant Congress : for example, before the ICAS 2008 Congress if they wish to host the ICAS 2012 Congress.
The documents listed below should be supplied to the Secretariat five months before the Congress at which the decision is to be made. This enables them to be considered by the Executive Committee at its meeting in the Spring, so that any points requiring clarification can be referred back to candidate host Societies ahead of a decision at the Congress. The Executive Committee reviews the offers again at its meeting during the Congress and makes a recommendation to the General Assembly, the final decision is taken by the General Assembly. During the meetings of Executive Committee and General Assembly, representative(s) of candidate host Societies must be available to present their candidacies and answer questions, if so required. They are informed immediately of the decision.
The documents to be sent to the ICAS Secretariat are :
- a letter of candidacy
- a description of the facilities which the candidate Society proposes for the Congress, which should include :
- one lecture theatre or all of 800-1000 seats
- at least seven conference rooms of approximately 100 - 200 seats
- if an exhibition is considered, an exhibition hall close to the conference rooms
- local accommodation, including low cost accommodation suitable for students
- information on possible travel arrangements
- a draft budget. The host Society is fully responsible for the financial aspects of the Congress but the level of fees and levies must be agreed with the ICAS Executive Committee
- an outline of possible technical visits and social programmes.
No video will be accepted in the pack of documents.
No representations from an advertising agency will be accepted : the candidacy must be presented by the representative of the Member Society.
For ICAS 2014, candidacies must be addressed to the ICAS Secretariat before April 15, 2010.
If delay is foreseen, please contact the ICAS Secretariat |