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   GUIDELINES FOR PLANNING AND
    HOSTING AN INTERNATIONAL
        ISISA CONFERENCE




These guidelines have been developed to assist local organisers in the planning of an
ISISA International conference. They aim to provide a general framework and advice
on planning issues and timescales involved.


Contents

  Definitions............................................................................................................. 2
  Introduction........................................................................................................... 2
     Historical context to ISISA Meetings................................................................. 2
  Suggested action plan for conference organisers .................................................... 3
  Administrative tasks .............................................................................................. 5
     Responsibilities of the ISISA Executive Committee........................................... 5
     Responsibilities of the Local Organising Committee.......................................... 5
     Conference Support ........................................................................................... 5
  Venue.................................................................................................................... 5
     Accommodation ................................................................................................ 5
     Facilities............................................................................................................ 6
     Equipment ......................................................................................................... 6
  Programme............................................................................................................ 6
     Invited keynote speakers.................................................................................... 6
     Papers and posters ............................................................................................. 6
     Chairs for parallel sessions ................................................................................ 6
  Costs ..................................................................................................................... 7
     Budget............................................................................................................... 7
     Delegate fees ..................................................................................................... 7
Definitions

  i.    Executive Committee refers to the Executive Committee of ISISA.
  ii.   Local Organising Committee: the Committee established to organise an
        individual conference




Introduction

Historical context to ISISA Meetings
A group of scholars, researchers and other interested persons from around the world
concerned with small islands first organised an international conference in Victoria in
1986 to discuss their common interests. The first "Islands of the World" conference
was followed by further meetings in Tasmania (1988) and the Bahamas (1992). At the
"Islands of the World III" Bahamas meetings, it was decided to form a continuing
organisation and that this body would hold its first meeting at the "Islands of the
World IV" Conference in Okinawa from 22 to 26 June 1994. Following meetings
have been held in Mauritius in 1998; Isle of Skye 2000; Prince Edward Island 2002
and Kinmen Island, Taiwan 2004.

Extracts from the ISISA Charter relevant to conferences and meetings:

Article II. Objectives of ISISA
    1. To advance the study of islands;
    2. To encourage free discussion on small island related matters such as
        islandness, smallness, insularity, resource management, the environment and
        the culture and nature of island life;
    3. To promote the active participation in the Association's affairs of members
        from small islands.

Article III. Activities

        ISISA shall aim to link people interested in small island matters through
        international communication, such as newsletters, journals and periodic
        conferences.

        ISISA shall be independent, non-profit and educational

Article VII. Conferences and Meetings

        Conferences shall be held periodically at times and places to be determined by
        the Executive Committee in consultation with the Membership.

        A General Meeting shall be held as part of each ISISA Conference.

An ISISA conference is held approximately once every two years. Each conference is
hosted by a national organisation. The ISISA Executive Committee meets every two
years to receive proposals from prospective hosts and vote to approve the location and
dates of future conferences. The conferences are organised jointly by the Executive
Committee of ISISA, and the local organising committee with the local host
organisation responsible for obtaining funding to cover the cost of the conference.
The local organiser is co-opted onto the ISISA Executive Committee for a two year
period preceding their conference.


Suggested action plan for conference organisers
Key Task                                                            Timescale

2-4 Years prior to proposed conference                              2-4 years pre event
Decide on conference theme
Obtain outline agreement from local sponsors/academic
institution
Agree provisional date and venue(s) locally
Consult with President of ISISA and indicate intention to
submit a bid to host future conference
Prepare outline proposal to present to ISISA Executive
committee
Present bid to ISISA Executive at next conference

If outline bid successful. Commence planning                        2 years pre event

Set up local organising committee to oversee organisation of the
event
Confirm date and book venue(s) for conference. Confirm
accommodation availability for delegates
Agree on overall and key themes for conference and format for
the event with ISISA Executive
Advertise the event:
Prepare website and flyer for call for papers
Agree administrative arrangements re bookings, preparation and
distribution of flyers etc.
Set up and open conference account. Prepare outline budget
Contact keynote/invited speakers
With ISISA Executive agree chair(s) and panel to review and
accept themed papers. All reviewers, Executive members or
otherwise, must be of appropriate academic standing for
carrying out peer reviews.
Advertise call for papers
Identify delegate conference costs (including accommodation
options) and post on website

                                                                    12-24 months pre event
Confirm chairs for all themes sessions
Identify closing date for submission of abstracts and full papers
Agree review dates with panel members.
Develop and advertise provisional programme and booking
arrangements on conference website
Commence organisation of catering and entertainment
arrangements
Set up database for acceptance of abstracts and booking for
delegates
                                                                  6-12 months pre event
Confirm availability of venue, equipment, accommodation
Send abstracts to selected panel members for peer review
Confirm acceptance and order of papers for each theme with
relevant ISISA Executive members
Confirm themes, chairs and papers for all sessions
Confirm acceptance of papers to delegates
Keep ISISA Executive informed of progress/issues arising

                                                                  6 months pre-event
Distribute provisional programme on website and hardcopy as
appropriate
Check number of delegates confirmed and number of papers
expected
Book catering and arrange menu(s) for conference
Confirm evening events/ conference tours
Confirm availability of rooms, equipment and liaise with
technical support re provision of services during conference
presentations
Liaise with ISISA Executive re themes, papers submitted and
expected delegate numbers

                                                                  3 months pre event
Commence preparation of conference packs for delegates
Confirm keynote speakers
Confirm format of events with ISISA Executive
Print book of abstracts/papers
Confirm accommodation and catering arrangements
Prepare delegate badges/packs/tickets etc
Ensure website is updated and provide e-mail contact for
speakers and delegate queries/booking arrangements
Inform local press/organisations etc.
Arrange for assistance from local students/volunteers etc.
Print final programme

                                                                  2-3 weeks pre event
Confirm arrangements for staffing of registration desk
Confirm arrangements for collection of delegates from airport
Confirm arrangements for all external visits/events
Confirm availability of equipment, technical support, speakers,
chairs etc.
Confirm catering arrangements
Administrative tasks

Responsibilities of the ISISA Executive Committee
The Executive committee are responsible for:
      • Decision on future venue(s) for ISISA International conferences
      • Identification of key themes for the conference (in association with local
          organising committee)
      • Management of themes.
      • Nominated Executive member(s) will take responsibility for specific
          theme(s). In consultation with the local organising committee they will:
          o Peer review abstracts submitted under that theme
          o Decide on number of sessions required and order of accepted papers
              within sessions
          o Chair sessions
          o Provide feedback/summary from sessions


Responsibilities of the Local Organising Committee
The local organising committee will be established for the specific purpose of
planning the agreed event. The local committee are responsible for organising:
       • Venue, date, external events, local transport and accommodation
       • Budget and sponsorship
       • Registration and advertising
       • Call for papers and confirmation to delegates
       • Invitation of keynote speakers
       • Design, maintenance and monitoring of conference website


Conference Support
The general format of the conference will be agreed jointly between the Executive
Committee of ISISA and the local organising committee. In addition, the local
organising committee will be responsible for arrangement of the social programme
including receptions, visits and any cultural events. They will also be responsible for
organising any optional visits arranged following the main ISISA conference.



Venue

Accommodation
ISISA is a non profit making organisation, thus conference organisers in selecting a
venue for the conference must keep in mind that registration and accommodation
costs must be kept as low as possible to allow the maximum number of interested
delegates the opportunity to participate and attend. Accommodation ideally should
offer a choice of locations based on cost e.g. student/local accommodation, local
B&B, local hotels, etc. Where possible, the members of ISISA Executive should be
accommodated together to facilitate ad-hoc meetings, discussions and conference
arrangements.



Facilities
Facilities required for hosting an ISISA conference are similar to those normally
available on a university campus. They include:
        • Large conference hall for opening and closing sessions and plenary talks.
        • Several breakout rooms to accommodate parallel sessions
        • Exhibition area (close to tea and coffee facilities)
        • Catering facilities
        • Access to web, e-mail and telephone facilities for delegates and speakers
        • Conference office



Equipment
Technical equipment required will include:
          • PowerPoint for presentations
          • PC’s with internet connection
          • Overhead projectors
          • Photocopier
          • Public address system with microphones for question and answer sessions
Many delegates will expect to use their own laptops and technical support will be required to
facilitate this.




Programme

Invited keynote speakers
It is the responsibility of the local organising committee to organise keynote speakers. The
Executive Committee of ISISA may also recommend additional/alternative experts.


Papers and posters
The selection of papers for themed sessions will be the responsibility of the Executive
members of ISISA in conjunction with the local organising committee. Arrangements can be
made for all submitted abstracts to be sent to nominated Executive members in time for
decisions to be made re acceptance for individual themes. The local organising committee
will contact individual speakers to confirm acceptance of their papers and to provide details
of closing dates, etc.



Chairs for parallel sessions
All parallel sessions will be ‘chaired’ by member(s) of the ISISA Executive Committee
allocated to that theme. Co-chairs may also be nominated by the local organising committee.
Costs

Budget
Costs to consider when estimating budget required include:

        Venue:
           • Cost to hire rooms (if applicable)
           • Cost to hire display boards
           • Technical equipment
           • Exhibition space
           • Catering/hospitality

        Publicity
           • Website
           • Flyers/poster/leaflets
           • Stationery
           • Postage
           • Invitations

        Registration/programme
           • Printing
           • Registration forms
           • Travel expenses
           • Name badges
           • Invited Speakers expenses
           • Delegate fees

        Entertainment
           • Hospitality
           • Travel
           • Social events/Performers



Delegate fees
Delegate fees are kept to as reasonable a level as possible to allow as many of the delegates as
possible to be able to attend. Traditionally the registration fee includes conference
registration, all meals during the actual conference, welcome and leaving reception and local
travel. Accommodation is usually identified separately to allow delegates to choose
accommodation according to their available budget. Post conference trips are usually optional
however, costs and dates for such trips should be indicated clearly on the conference website
to allow delegates to book travel arrangements in good time.