Abstracts The papers written by speakers noting their proposed lecture for the congress. After the congress these papers are often printed and bound in one volume or made available by Electronic Mail. Back to Top Accompanying Persons Most congresses allow delegates to take their partners with them at a reduced cost. A full sightseeing programme is usually organised during the time that the delegates are attending the working sessions. Back to Top Badging Each delegate should wear a name badge which they collect as part of their Delegate Pack when they arrive at the venue. These are often produced electronically. Back to Top Bid The bid document is prepared by a country if they wish to host their Association's Congress. The bid contains letters of invitation, details of the proposed host country/city, an outline of the plans for the congress and a draft budget. The bid must be presented as per the rules of the Association and a vote is usually taken on where the event will be held based on the bids received. Back to Top Budget A projection of revenue and expenditure for the congress, including delegate fees and sponsorship moneys forming the revenue, and the extensive list of costs involved in staging an event. Back to Top Call for Papers A mailing will be sent out requesting interested parties to submit any documents or reports that they would like to speak on at the congress. Back to Top Catering Morning and afternoon teas and coffees, lunch and dinner for delegates. Occasionally the accompanying persons will join the delegates for lunch if their timetable permits. Back to Top Delegate pack Given to the delegate when he/she registers on-site for the congress. Often containing information on the host city, a programme for the congress and any sponsored literature. Back to Top Final Programme A programme for the entire Congress, listing times of the various lectures and seminars as well as local information and social activities. Back to Top First & Second Announcements The First Announcement is an invitation which is sent to potential delegates giving them the opportunity to respond and express their interest in the congress. The Second Announcement is a follow-up inviting them to register for the congress itself. Back to Top Flowers More important than you might think! To decorate the venue and to present to speakers. Back to Top Gala Banquet A formal dinner usually held on one evening of the Congress in a special location or venue. Back to Top Host country The country in which the Congress will take place. Back to Top Local Organising Committee A group of association members from the country in which the event will be held who are responsible for the organisation of the congress. Back to Top Opening Ceremony The official opening of the congress which usually includes an opportunity for the Host Country to present itself and for the association's dignitaries to make welcome speeches. Back to Top Parallel sessions Workshops, smaller meetings and seminars which take place during the congress. Often several run at the same time, enabling delegates to choose the subjects in which they are most interested. Back to Top PCO Stands for Professional Conference Organiser: a company which specialises in organising congresses and events and can help the local organisers with either all of or parts of the arrangements. A PEO - professional exhibition organiser - may also be required for larger congresses. Back to Top Plenary Sessions Usually held in the main congress hall, often at the beginning and end of the congress. The Plenary Sessions are generally for the whole delegation. Back to Top Pre- and Post- Congress Tours Arranged in conjunction with local travel companies giving delegates the opportunity to see more of the host country as a tourist. The tours will often be for two, three or four days and will include places of interest and occasionally activity holidays. Back to Top Registration Handling applications from people wishing to attend the conference including computerised contact details, hotel requirements and specific requests. Back to Top Scientific Committee A team of association members appointed by the local organising committee to handle the content of the congress including the subject of the plenary sessions and workshops and the appointment of appropriate speakers. Back to Top Simultaneous Interpretation Used when the congress requires the proceedings to be translated into more than one language. Specialised technical equipment and interpreters are required so that delegates can listen to the dialogue in a familiar language. Back to Top Social programme Lunches, dinners and other activities play a major role in networking. Spouse programmes must also be organised for accompanying persons which may include sightseeing tours and visits to places of interest. Back to Top Sponsorship Often an integral part of the budget for a congress. Sponsorship may come from a variety of sources (e.g. pharmaceutical companies for a medical congress) may take the form of money or the provision of certain necessary items for the event. Back to Top Transportation Not only from the airport to the conference venue: adequate provision must also be made to get delegates from their hotels to the venue and also to evening functions, social events and sightseeing tours. Back to Top Venue Often a conference centre, hotel or university. The venue must be booked well in advance to guarantee the space required. Back to Top Website It is becoming increasingly popular for congresses to be promoted on the Internet, often with the facility for delegates to register on-line. Back to Top Welcome Desk An information desk should be set up at appropriate inbound airport or railway stations directing delegates to transport to their hotels and the conference venue.
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