Jan 31, 2014 ... Guidelines for proposals from ESE Affiliated Societies to host the ... Please note
that the typical ECE meeting format is attached as Appendix A.
Guidelines for proposals from ESE Affiliated Societies to host the European Congress of Endocrinology in 2018. Proposals are invited from ESE Affiliated Societies to host the annual European Congress of Endocrinology and requirements are shown below. Nominations may also be received from the ESE Executive Committee. Timings and process for ECE 2018. 1. The call for bids will be sent out by the ESE Office usually five years in advance, for ECE 2018 this will be during October 2013. 2. The call for bids will specify the deadline for the Congress Committee Chair to receive the letter of intent and information sheet. For ECE 2018 the deadline is 1 November 2013. 3. All of the letters of intent and information sheets will be considered by the Congress Committee and a recommendation will be made to the Executive Committee regarding shortlisted candidates. For ECE 2018 the Congress Committee will decide on shortlisted candidates and a recommendation will be made to the Executive Committee by email by mid November 2013. By 31 November 2013, the Congress Committee Chair will aim to inform a shortlist of candidates that they should prepare a full proposal. 4. If shortlisted, full proposals must be received by the Congress Committee by 31 January 2014, and the Congress Committee will decide on their recommendation at their meeting during ECE 2014, to enable them to present a recommendation to the Executive Committee at their meeting, also during ECE 2014. 5. Site visits will take place if necessary following ECE 2014. 6. The results of the site visit will be discussed at the next ESE Executive Committee in the Autumn 2014. 7. The location will be formally announced at the Annual General Meeting held during ECE 2015. 8. The ESE Executive Committee will make the decision on the congress location and their decision is final. NB: Bids which meet the necessary criteria will also be considered for ECE 2019 Division of responsibilities 1. ESE will be responsible for all aspects of the meeting, including appointing the Programme Organising Committee, appointing any local management company, publication of abstracts etc, responsibility for the budget and financial management of the meeting. 2. ESE will appoint the Professional Congress Organiser (PCO) who will act on their behalf. 3. The national society can choose to support the ECE congress in 2 ways: SUPPORT SCENARIO 1: The local national society will: Cancel their annual meeting. Provide a Local Organising Committee (LOC). The LOC will have dedicated responsibilities for the meeting planning and supporting the Programme Organising Committee (POC). A full remit of responsibilities can be found in the responsibilities document. In return, the national society will receive an incremental profit share of the congress (details below). Will be invited to host a national day on the opening Saturday of the congress. SUPPORT SCENARIO 2: The local national society will: Not cancel their annual meeting. However, the national society meeting must not be scheduled to take place during May or June of the year ECE will be hosted. Have no official planning responsibilitiesfor the organisation of the ECE congress. Receive a financial contribution from ESE in recognition of the congress sharing their audience in that particular year as well as the expected promotional support for the congress to their membership. Details of the financial contribution from ESE are below. 4. For full details regarding the allocation of responsibilities between the ESE Executive Committee and PCO and LOC, please contact the ESE Office at
[email protected]. Page 1 of 4
Meeting guidelines 1. The Congress is held in late May/early June, over five days. It is usually held between Saturday and Wednesday. 2. Typically the Congress attracts between 2500-3000 participants. 3. There needs to be 3000 m2 available for the exhibition and catering. Catering must be in the same space as the exhibition; this excludes space for posters. 4. There are typically 1000 posters, which require a minimum of 2000m2. Ideally, these should also be located with the exhibition and catering. Please note that the typical ECE meeting format is attached as Appendix A. Minimum requirements The chosen location should satisfy the following minimum requirements: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13.
Availability at the chosen venue for five days in late May/June of the appropriate year. Two additional days (maximum) are required prior to the meeting for set-up of the registration area, posters and exhibition hall. The venue should be available to hold the congress for the suggested dates and, if required, should be accessible for a site visit in the summer of 2014. An international airport within easy reach of the city. 3000 hotel bedrooms within easy reach of the venue in a range of categories, including budget. A plenary hall with a capacity of 1500 minimum. Four parallel halls with capacities of at least 600, 500, 400 and 300 respectively. At least 10 smaller meeting rooms for committee meetings, press office, prayer room. An organisers office (approx 300-400m2), which is to be situated in close proximity to the main registration area. A speakers’ preview room, which is networked to the conference halls. Registration area of 20m2 plus back office space of 40m2 Storage space prior to the congress for congress bag packing and congress materials storage Exhibition space of 3000m2 including catering space, which must be in the same area as the exhibition. Space for 1000 posters to be displayed in the exhibition area if possible in an area of 2000 m2. Poster boards should be 2m high by 1m wide if possible and will be used double sided.
Social events A welcome reception is usually held at the meeting venue. An informal social evening is usually held including dinner and light entertainment. This is not a gala dinner and is typically not a seated 3-course meal. The expected numbers at the informal social evening would be around 400. Financial arrangements All financial arrangements and contracts will be undertaken by ESE. ESE will be responsible for underwriting any losses from the ECE Congress. Under support scenario 1 (Affiliated Society cancels their national meeting): The national society will receive a share of any surplus of the congress as follows: Stage 1 – 5% of the first €100,000 congress surplus Stage 2 – In addition to stage 1, 10% of any surplus between €100,000 - €350,000 Stage 3 – In addition to stage 1 + stage 2, 35% of any surplus amount above €350,000 All payments are made following the congress financial reconciliation. An interim statement due by 31st August 2018 will be accompanied by 90% of the projected surplus share. The final financial statement due by 31st January 2019 will be accompanied by the remaining balance of the surplus share. A minimum of two years in advance, the LOC will receive funding from ESE of €10,000 to cover costs of running the LOC. This will be deducted from the final balance outlined above, if there is a surplus. If the congress makes a loss, the LOC will not be asked to refund this amount. Under support scenario 2 (Affiliated Society hold their national meeting): The national society will receive a contribution from ESE of €25 per national delegate who attends the ECE congress. Payment will be made following the congress financial reconciliation due by 31st January 2019.
Page 2 of 4
Details for bid documents Step 1: LETTER OF INTENT AND INFORMATION SHEET The letter of intent should inform the ESE Secretary that the Affiliated Society wishes to host the European Congress of Endocrinology (ECE) in 2018. The letter should confirm that the national society fully supports hosting the ECE meeting and should also confirm which support scenario the national society would like to follow. The name of the proposed city and venue should also be included, with available dates. The letter of intent should also confirm if the Affiliated Society would also be interested in hosting the congress in 2019 if the 2018 bid is unsuccessful. The letter of intent must also include the completed information sheet. Under support scenario 1, the national society may hold a ‘national’ day during the ECE. Provisional details of this should be provided in the letter of intent. For ECE 2018 the deadline is 1 November 2013 to receive the Letter of intent and the completed Information sheet. Step 2: FULL PROPOSAL The ESE Congress Committee will consider all letters of intent and information sheets and a recommended shortlist will be prepared. The Congress Committee Chair will inform the shortlist of candidates that they should prepare a full proposal. The full proposal should include the information outlined below: 1. AFFILIATED SOCIETY NATIONAL MEETING The letter of intent should include the dates of the Affiliated Society national annual meeting in the proposed year and confirmation of which support scenario is preferred. 2. MEETING DATES The meeting dates available at the suggested venue should be clearly stated. The dates should be provisionally booked by the national society but the contract will be negotiated by the PCO and signed by the ESE Executive Committee. 3. A BRIEF DESCRIPTION OF THE STATUS OF ENDOCRINOLOGY IN THE HOST COUNTRY Information concerning the size and history of the local member national society should be given. 4. LETTERS OF SUPPORT The proposal should contain a letter of support from the local Affiliated Society as well as from other national and local authorities that wish to support the meeting. Details of expected support from the city should be provided, eg, civic hospitality, marketing support etc. 5. A BRIEF DESCRIPTION OF THE PROPOSED HOST CITY The description should include size and population and previous experience with handling conventions, and any other background, that would be of interest. 6. ACCESS AND TRANSPORT Details of access for international travellers (i.e. airlines servicing the city, distance of airport from city, frequency of flights from major destinations) should be described with sample flight costs from major international capitals. Please provide information regarding any free tickets carriers might be prepared to give to assist with the meeting. ESE does not provide shuttle buses for ground transportation or public transport passes as standard. It is essential that information is provided with regard to internal transportation between the hotels and the conference venue. In addition to this, it is requested that details of financial support (from local convention bureau/local authorities) for the supply of public transport travel passes is included. 7. NAME AND DESCRIPTION OF THE SPECIFIC CONVENTION SITE PROPOSED Details should be given as to the number and size of meeting rooms available, the facilities for lunch, midmorning and mid-afternoon breaks, the welcome reception and other receptions, the space for exhibition and posters, and details of the audio-visual services and equipment available. Pictures of the various rooms would be welcome. The experience of the designated site in running major international meetings should be outlined. Details should be provided of the location of the centre in relation to the city, and details of the age of the building and any refurbishment plans. Page 3 of 4
The layout of the venue, including proposed floorplans with contact details and costings must be provided. 8. DESCRIPTION OF THE HOTEL ACCOMMODATION IN OR ADJOINING THE CONVENTION SITE Indicative pricing should be provided for each hotel, including breakfast and taxes. The numbers of rooms available at each hotel should be provided and the category (star rating). A range of accommodation should be available from 3 – 4 star and availability of budget accommodation should also be described. The names, price ranges and contact details of suggested hotels should be included in the bid document. Distances from the hotels to the venue should be provided with a map showing the locations. 9. DESIGNATION AND DESCRIPTION OF THE LOCAL ORGANISING COMMITTEE (LOC) If support scenario 1 is chosen, information should be given outlining the interest of the future LOC members in endocrinology and their experience in conducting similar meetings in the past. At the time of application the full list of LOC members is usually incomplete and would be completed after gaining the nomination, information and signature will be requested only for the Chairperson and one or two persons who will be committed to assist with the local arrangements. If support scenario 2 is chosen, the national society will make no contribution to the organisation of the congress and therefore no LOC will be required. 10. SOCIAL PROGRAMME Social venues available for the welcome reception and informal evening congress dinner should be described, as well as their approximate cost and the number of guests that can be accommodated. 11. LOCAL COSTS The budget will be set-up and maintained by the PCO on behalf of the ESE Executive Committee. However, the initial proposal should contain as much information as possible with regard to local costs; eg, hire charges at the venue for the conference rooms, audio-visual equipment and personnel, and catering. In addition, details of costs should be included with regards to the social venues (hire, transport, catering). Any given ECE venue must not exceed 25% of the total expenditure of the congress. The nominated PCO will provide support to the shortlisted cities in the development of a full meeting budget with as many accurate prices for the venue, accommodation and local services as possible, which must be submitted alongside the full proposal. This will enable the Congress and ESE Executive Committee to ascertain if the venue and location are viable in the first instance. A site visit will not be carried out without this information in advance. It is accepted that these cost estimates will usually apply to the year that the bid is made, rather than the year that the congress will be held. Information should be included with regard to local funding, eg, from the hosting local government body. 12. PROGRAMME ORGANISING COMMITTEE (POC) There should be a note made in the proposal that the national society accepts that the Programme Organising Committee will be separate from the Local Organising Committee (under scenario 1), and will be formed by the ESE to be wide ranging both in interests and geography. Under scenario 1, a member of the LOC will be invited to join the POC. It is recommended that Affiliated Societies request the assistance of the local Convention Bureau to fulfil the requirements of a bid document. However, if a local agent is used for these tasks, ESE is not committed to use the services of the local agent for the congress. ESE is not able to pay any costs associated with preparing a bid. Should you require any assistance in preparing the bid document please contact the ESE Office at
[email protected] or on +44 1454 642247. The deadline for letters of intent and information sheets is 1 November 2013. Short-listed candidates should send their full proposal by 31 January 2014. All documents should be sent in PDF format for the attention of the ESE Congress Committee Chair to
[email protected].
Page 4 of 4
Guidelines for division of responsibilities for the ECE Congress These guidelines are intended to provide a clear definition of the respective responsibilities of the parties responsible for running the European Society of Endocrinology’s annual Congress, the European Congress of Endocrinology. The responsible parties are as follows: ESE Executive Committee (ESE ExCo) Corporate Liaison Committee (CLC) Congress Committee (CC) Programme Organising Committee (POC) Local Organising Committee (LOC) Professional Congress Organiser (PCO) Responsibilities ESE Executive Committee – ESE ExCo The ESE ExCo will have final responsibility for the standard and success of the meeting. The ESE ExCo will be responsible for the following: 1. Final decision on the location of the meeting. 2. Approval of the dates for the meeting, taking into account climate, religious holidays, holiday periods etc. 3. Approval of the POC members, as provided by the POC Chair 4. Specifying reporting requirements to the ESE ExCo from the other responsible parties, including attendance of at ExCo meetings, expectations regarding presentations and/or written reports. 5. Approval of the overall meeting programme, supplied by the POC. 6. Approval of the scientific programme, supplied by the POC. 7. Approval of proposed slots for satellite sessions, supplied by the POC. This approval should take into consideration the budget for the meeting and the overall sponsorship plan. 8. Approval of the local Destination Management Company if required, proposed by the PCO following an interview process. 9. Approval of the social programme, proposed by the PCO. 10. Language of the Congress. 11. Approval of the budget for the meeting. 12. Approval of pre-financing arrangements for the meeting. 13. Approval of the registration fees for the meeting. 14. Approval of key deadlines, as proposed by the POC, including abstract deadline, early bird deadlines. 15. Approval of speaker/chair entitlements, proposed by the CC. Under the national society support scenario 1, the Chair of the LOC may be asked to attend the ESE ExCo meeting at the Congress one year prior to their congress. A representative from the PCO may also be in attendance at the ESE ExCo meetings. Corporate Liaison Committee - CLC 1. Responsibility for financial planning for the Congress, with regards to industry income. 2. Maintenance and development of relationships with Corporate Members. 3. Recruitment of new Corporate members and retaining existing ones. 4. Advice to the ESE ExCo on maximising income from industry. 5. Working with the PCO to maximise the income for the meeting. Attendance at face-to-face meetings and teleconferences, as appropriate. 6. Approval of sponsorship packages developed by PCO. 7. Approval of contracts for the pharmaceutical industry. 8. Advising of changes to pharmaceutical regulations, or other factors, which could affect the income to the Congress. Page 1 of 3
Congress Committee - CC 1. To provide input to the ESE ExCo for the initial critical evaluation of proposals from candidate cities and the selection of 2-3 final challengers for each annual congress. 2. To advise the ESE ExCo on all decisions regarding ECE Congresses, including but not limited to the following: Guidelines for bids Selection of local Destination Management Company Strategic advice regarding timing of meeting, length of meeting etc Policy decisions regarding registration fee structure Policy decisions regarding speaker entitlements Financial arrangements related to the meeting, eg, split of surplus with local Society Liaison with external organisations regarding logistical and financial arrangements for ECE, eg, ISE 3. To obtain and review updates and final reports of congresses and to report on these to the ESE ExCo. Programme Organising Committee - POC 1. Proposal by the POC Chair to the ESE ExCo of the members of the POC. Responsibility for the planning of the dates, agenda and papers for the POC meetings, and the necessary logistical arrangements, in liaison with the PCO. 2. Responsibility for the planning of the scientific programme for approval by the ESE ExCo. Programme suggestions will be obtained from the ESE members and the other POC members, plus the editorial boards of the ESE official journals. 3. Responsibility for setting slots for satellite sessions within the programme, for approval by the ESE ExCo. 4. Responsibility for reviewing satellite session programmes to ensure that the scientific standard of the meeting is maintained and overlap with the scientific programme and speakers is avoided. 5. Responsibility for invitation of all invited speakers and chairs, in liaison with the PCO. Members of the POC will accept responsibility for sessions within the programme and send formal invitations to the speakers in the first instance. All correspondence to the speakers will to be drafted by the PCO. 6. Responsibility for planning the following sessions into the programme; the Geoffrey Harris lecture; EJE Prize lecture; President’s address; New Members Reception; President’s meeting; AGM (preferably avoiding the late afternoon prior to the main social event). 7. Setting of abstract deadlines, registration deadlines for proposal to ESE ExCo, following liaison with the PCO. 8. Planning of free communication sessions. Taking responsibility for the evaluation of the submitted abstracts in liaison with the PCO. 9. POC Chair and LOC Chair to have responsibility for approval of all written materials related to the meeting, including marketing flyers, website, preliminary programme and final programme.. 10. Ensuring that CME is gained for the scientific programme, and the scientific programme is evaluated according to the requirements of CME, in liaison with the PCO. 11. Ensuring proper declarations of conflict of interest from the speakers, as required by current guidelines, in liaison with the PCO. Local Organising Committee - LOC NB: This is under national society support scenario 1 only. There will be no LOC under scenario 2 1. Proposal of an active LOC committee to the ESE ExCo. 2. Liaison with the PCO to design the meeting logo. 3. Chairing of regular LOC meetings, with participation of the PCO by teleconference if possible. The LOC chair should maintain minutes from the meetings, and these should be supplied to the ESE ExCo and the PCO. NB: a budget of €10000 will be provided to the LOC Chair at least two years in advance of the meeting to cover LOC costs. The LOC will be responsible for accounting for these monies and in the event of a surplus this amount will be deducted from the monies returned to the LOC through the split of surplus and registration fees. If there is a loss to the meeting the LOC will not be required to return these funds. 4. Attendance at site visits with the PCO and members of the Congress Committee, POC and ESE ExCo. Assistance with planning of these site visits. 5. Assistance in selection of a local Destination Management Company if required, to work with the central PCO on the following arrangements: venue planning, social event planning; provision of local staff; transport passes; hotel accommodation. Attendance at presentations during selection process. Attendance at meetings with DMC once selected, as required. 6. Carrying out site visits and local planning, when requested by the PCO. Page 2 of 3
7. Planning of the scientific venue, in liaison with the PCO. 8. Responsibility for obtaining local sponsorship. Communication should be maintained with the PCO to ensure effective organisation. 9. Responsibility for the development of the programme, sponsorship and identification of the Thyroid Ultrasound Pre-Congress Course in liaison with the PCO and POC. 10. Responsibility for identifying one national chair persons for each symposium in the main programme. 11. Responsibility for the management of the dedicated poster tours as directed by the POC. Suggestion of social venues and entertainment to the POC for the Welcome Reception, President’s dinner, informal social event. Planning of these events in liaison with the PCO. 12. Contacting the civic authorities to request hospitality from the city. 13. Support to the PCO to obtain local ruling on taxation issues. 14. Planning of the opening and closing ceremonies at ECE, in liaison with the PCO. 15. LOC Chair and POC Chair to have responsibility for approval of all written materials related to the meeting, including marketing flyers, website, preliminary programme, final programme, abstract book. 16. The LOC may be asked for assistance in the organisation of a press conference for local media representatives and journalists. 17. The Chair of the LOC may be asked to attend the ESE ExCo meeting at the Congress one year prior to their congress. 18. Other responsibilities may be delegated to the LOC by either the ESE ExCo or the PCO as required. Professional Congress Organiser – PCO NB: THE PCO IS SELECTED BY THE ESE EXECUTIVE COMMITTEE 1. Attendance at site visits during the selection process. Preparation of an evaluation for the Congress Committee, so that a recommendation can be suggested to ESE ExCo. The PCO will usually provide support in the preparation of the national society’s full proposal relating to ensure that the bid is comprehensive and includes a full budget for the congress, which meets the requirements of ESE. 2. Managing the venue and all associated contractors, including negotiating and signing the contract, taking out insurance, liaising with the venue to ensure all facilities are provided, arranging audiovisual, catering, exhibition and all other venue-related issues. 3. Delegate management, including web-based registration and credit card payment, providing delegate materials etc. 4. Accommodation management, either directly or via its trusted partner. 5. Speaker and chairperson management, including support to the POC , issuing speaker invitations, reporting back to the POC as needed, managing speaker accommodation, issuing speaker briefings and paying speaker expenses. 6. Managing the administration of all prizes and grants under the direction of the ESE’s Secretary. 7. Setting up and managing the Congress web site. 8. Managing web-based abstract submission, marking, and online publication 9. Provision of all additional congress materials including the congress web based application and e-posters. 10. Managing all publicity for the event. 11. Managing social events, including identifying and booking suitable venues, catering etc. 12. Creating and managing the working budget and cash flow statement providing regular updates to the ESE Treasurer and POC, alerting the ESE Treasurer if any items go substantially over budget, and reconciling the figures after the event. 13. Ensuring the Congress complies with health and safety and other legislation. 14. Reporting to the ESE ExCo up to three times per year on request. 15. Providing and managing all staffing for the congress. 16. Managing all travel and other expenses as authorised by the ESE ExCo. 17. Contact with the national airline, to become the ‘official carrier’ of the Congress. 18. Preparation of a final meeting report, in liaison with the LOC and POC for submission to the ESE ExCo. 19. Management of any taxation requirements required for the Congress. 20. Provision of the necessary financial statements for the Congress, and payment of the surplus to ESE if applicable in accordance with the contractual arrangements. ESE will remit the balance to the PCO after the final statement, according to the contractual arrangements, if the Congress has a deficit. 21. Maintaining a spreadsheet containing details of all previous ECE meetings, including abstract numbers, registration numbers in each category, final budgets, details of exhibition space etc.
Page 3 of 3
Appendix A - Typical meeting format Guidelines for proposals from ESE Affiliated Societies to host the European Congress of Endocrinology in 2018
ECE PRELIMINARY SCIENTIFIC PROGRAMME TEMPLATE Saturday 12:00 20:00
Registration
ANYTIME UNTIL 17:00
Satellite Symposia / Pre-Congress Courses ECE Opening Ceremony Chair: ESE President
Welcome to CITY & ECE 20XX POC Chair & LOC Chair Welcome from dignataries TBC
17:30 19:30
Any honorary membership presentations?
Geoffrey Harris Prize Lecture (Ipsen) Introduction by ESE Secretary
European Journal of Endocrinology Prize Lecture Introduction by: Editor- in chief of EJE, The Netherlands
19:00 21:00
Welcome Reception - Exhibition
Page 1 of 5
Sunday 07:00 20:00
REGISTRATION
07:00 08:30
SATELLITE SYMPOSIUM
SATELLITE SYMPOSIUM
SATELLITE SYMPOSIUM
SYMPOSIUM 1
SYMPOSIUM 2
SYMPOSIUM 3
SYMPOSIUM 4
TITLE
TITLE
TITLE
TITLE
PLENARY LECTURE 1
08:30 09:15
Chair:
09:15 09:30
ESE PRESIDENT'S ADDRESS
B/C/T
B/C/T
CATEGORY
POC LEAD
09:35 11:05
CATEGORY
POC LEAD
CATEGOR Y
B/C/T POC LEAD
B/C/T
CATEGORY
POC LEAD
CHAIRS:
CHAIRS:
CHAIRS:
CHAIRS:
Talk 1
Talk 1
Talk 1
Talk 1
Speaker 1
Speaker 1
Speaker 1
Speaker 1
Talk 2
Talk 2
Talk 2
Talk 2
Speaker 2
Speaker 2
Speaker 2
Speaker 2
Talk 3
Talk 3
Talk 3
Talk 3
Speaker 3
Speaker 3
Speaker 3
Speaker 3
11:05 11:30
COFFEE BREAK,POSTERS & EXHIBITION
DEBATE 1
11:30 12:30
MTE 1 - 11:30 -12:15
MTE 2
MTE 3
MTE 4
MTE 5
MTE 6 - 12:25 - 13:10
MTE 7
MTE 8
MTE 9
MTE 10
SYMPOSIUM 5
SYMPOSIUM 6
SYMPOSIUM 7
SYMPOSIUM 8
TITLE
TITLE
TITLE
TITLE
Chair: TITLE PRO CON
12:30 13:15
ESE PRESIDENT MEETS ESE AFFILIATED SOCIETY PRESIDENTS (invitation only)
LUNCH, POSTERS & EXHIBITION
B/C/T
CATEGORY
POC LEAD
13:15 14:45
17:45 19:30 18:30 20:00
20:30
B/C/T
CATEGOR
POC LEAD
B/C/T
CATEGORY
POC LEAD
CHAIRS:
CHAIRS:
CHAIRS:
CHAIRS:
Talk 1
Talk 1
Talk 1
Talk 1
Speaker 1
Speaker 1
Speaker 1
Speaker 1
Talk 2
Talk 2
Talk 2
Talk 2
Speaker 2
Speaker 2
Speaker 2
Speaker 2
Talk 3
Talk 3
Talk 3
Talk 3
Speaker 3
Speaker 3
Speaker 3
Speaker 3
COFFEE BREAK, POSTERS & EXHIBITION
B/C/T
17:00 17:45
CATEGORY
POC LEAD
14:45 15:15
15:15 16:45
B/C/T
SYMPOSIUM 9
SYMPOSIUM 10
SYMPOSIUM 11
SYMPOSIUM 12
TITLE
TITLE
TITLE
TITLE
CATEGORY
POC LEAD
B/C/T
CATEGORY
POC LEAD
B/C/T
CATEGOR
POC LEAD
B/C/T
CATEGORY
POC LEAD
CHAIRS:
CHAIRS:
CHAIRS:
CHAIRS:
Talk 1 Speaker 1
Talk 1 Speaker 1
Talk 1 Speaker 1
Talk 1 Speaker 1
Talk 2
Talk 2
Talk 2
Talk 2
Speaker 2
Speaker 2
Speaker 2
Speaker 2
Talk 3
Talk 3
Talk 3
Talk 3
Speaker 3
Speaker 3
Speaker 3
Speaker 3
PLENARY LECTURE 2 Chair:
ATTENDED POSTER PRESENTATION: P1 - P300
SATELLITE SYMPOSIUM
SATELLITE SYMPOSIUM
SATELLITE SYMPOSIUM
ECE CONGRESS DINNER
Page 2 of 5
Monday 07:00 20:00
REGISTRATION
07:00 08:30
SATELLITE SYMPOSIUM
SATELLITE SYMPOSIUM
SATELLITE SYMPOSIUM
ORAL COMMUNICATION 2
ORAL COMMUNICATION 3
PLENARY LECTURE 3
08:30 09:15
09:30 11:00
Chair:
ORAL COMMUNICATION 1
11:00 11:30
ORAL COMMUNICATION 4
COFFEE BREAK, POSTERS & EXHIBITION
DEBATE 2
11:30 12:30
MTE 1 - 11:30 -12:15 REPEATED
MTE 2 - REPEATED
MTE 3 - REPEATED
MTE 4 - REPEATED
MTE 5 - REPEATED
MTE 6 - 12:25 - 13:10 REPEATED
MTE 7 - REPEATED
MTE 8 - REPEATED
MTE 9 - REPEATED
MTE 10 - REPEATED
SYMPOSIUM 13
SYMPOSIUM 14
SYMPOSIUM 15
TITLE
TITLE
TITLE
Chair:
PRO CON
12:30 13:15
ESE PRESIDENT MEETS ESE NEW MEMBERS (invitation only)
LUNCH, POSTERS & EXHIBITION
B/C/T
CATEGORY
POC LEAD
13:15 14:45
CATEGORY
POC LEAD
B/C/T
CATEGOR
POC LEAD
CHAIRS:
CHAIRS:
CHAIRS:
Talk 1
Talk 1
Talk 1
Speaker 1
Speaker 1
Speaker 1
Talk 2
Talk 2
Talk 2
Speaker 2
Speaker 2
Speaker 2
Talk 3
Talk 3
Talk 3
Speaker 3
Speaker 3
Speaker 3
NURSE SESSION 1
14:45 15:15
COFFEE BREAK & EXHIBITION
B/C/T
SYMPOSIUM 16
SYMPOSIUM 17
SYMPOSIUM 18
SYMPOSIUM 19
TITLE
TITLE
TITLE
TITLE
CATEGORY
POC LEAD
15:15 16:45
16:55 17:10
B/C/T
B/C/T
CATEGORY
POC LEAD CHAIRS:
B/C/T
CATEGOR
POC LEAD CHAIRS:
B/C/T
CATEGORY
POC LEAD CHAIRS:
CHAIRS:
Talk 1
Talk 1
Talk 1
Talk 1
Speaker 1
Speaker 1
Speaker 1
Speaker 1
Talk 2
Talk 2
Talk 2
Talk 2
Speaker 2
Speaker 2
Speaker 2
Speaker 2
Talk 3
Talk 3
Talk 3
Talk 3
Speaker 3
Speaker 3
Speaker 3
Speaker 3
JOE/JME Presentation Prize
PLENARY LECTURE 4
17:10 17:55
Chair:
17:55 19:30 18:30 20:00
20:30
POSTER RECEPTION: P301 - P600
SATELLITE SYMPOSIUM
SATELLITE SYMPOSIUM
SATELLITE SYMPOSIUM
FREE EVENING - SPONSOR COMPANIES CAN PLAN SOCIAL EVENTS
Page 3 of 5
Tuesday 07:00 20:00
REGISTRATION
07:00 08:30
SATELLITE SYMPOSIUM
SATELLITE SYMPOSIUM
SATELLITE SYMPOSIUM
ORAL COMMUNICATION 6
ORAL COMMUNICATION 7
PLENARY LECTURE 5
08:30 09:15
09:30 11:00
Chair:
ORAL COMMUNICATION 5
11:00 11:30
ORAL COMMUNICATION 8
COFFEE BREAK, POSTERS & EXHIBITION DEBATE 3
11:30 12:30
Chairs:
MTE 11 - 11:30 -12:15
MTE 12
MTE13
MTE 14
MTE 15
MTE 16 - 12:25 - 13:10
MTE 17
MTE 18
MTE 19
MTE 20
SYMPOSIUM 20
SYMPOSIUM 21
SYMPOSIUM 22
TITLE
TITLE
TITLE
PRO CON
12:30 13:15
LUNCH, POSTERS & EXHIBITION
B/C/T
ESE AGM
CATEGORY
POC LEAD
13:15 14:45
14:45 15:15
B/C/T
CATEGORY
POC LEAD
CHAIRS:
B/C/T
CATEGOR
POC LEAD
CHAIRS:
CHAIRS:
Talk 1
Talk 1
Talk 1
Speaker 1
Speaker 1
Speaker 1
Talk 2
Talk 2
Talk 2
Speaker 2
Speaker 2
Speaker 2
Talk 3
Talk 3
Talk 3
Speaker 3
Speaker 3
Speaker 3
NURSE SESSION 2
COFFEE BREAK, POSTERS & EXHIBITION
Page 4 of 5
B/C/T
SYMPOSIUM 23
SYMPOSIUM 24
SYMPOSIUM 25
TITLE
TITLE
TITLE
CATEGORY
B/C/T
POC LEAD
15:15 16:45
17:00 17:15
CATEGORY
POC LEAD
B/C/T
CATEGOR
POC LEAD
CHAIRS:
CHAIRS:
CHAIRS:
Talk 1
Talk 1
Talk 1
Speaker 1
Speaker 1
Speaker 1
Talk 2
Talk 2
Talk 2
Speaker 2
Speaker 2
Speaker 2
Talk 3
Talk 3
Talk 3
Speaker 3
Speaker 3
Speaker 3
YAR SYMPOSIUM
ESE Young Investigators Awards & Poster Prizes
PLENARY LECTURE 6
17:15 18:00
Chair:
18:00 19:45
POSTER RECEPTION: P601 - P900
18:30 20:00
SATELLITE SYMPOSIUM
20:30
ESE PRESIDENT'S DINNER (invitation only)
SATELLITE SYMPOSIUM
SATELLITE SYMPOSIUM
Endocrine Nurses' Network Meeting
DELEGATES FREE EVENING
Wednesday 07:00 20:00
REGISTRATION PLENARY LECTURE 7 Chair:
08:00 08:45
B/C/T
SYMPOSIUM 26
SYMPOSIUM 27
SYMPOSIUM 28
TITLE
TITLE
TITLE
CATEGORY
B/C/T
POC LEAD
09:00 10:30
CATEGORY
POC LEAD
B/C/T
CATEGOR
POC LEAD
CHAIRS:
CHAIRS:
CHAIRS:
Talk 1
Talk 1
Talk 1
Speaker 1
Speaker 1
Speaker 1
Talk 2
Talk 2
Talk 2
Speaker 2
Speaker 2
Speaker 2
Talk 3
Talk 3
Talk 3
Speaker 3
Speaker 3
Speaker 3
10:30 11:00 1
COFFEE BREAK, POSTERS & EXHIBITION DEBATE
11:00 12:00
Chair: MTE 11 repeated 11:00 - 11:45
MTE 12 repeated
MTE 13 repeated
MTE 14 repeated
MTE 17 repeated
MTE 18 repeated
MTE 19 repeated
MTE 20 repeated
MTE 15 Repeated
PRO CON
11:55 12:35
MTE 16 repeated
PLENARY LECTURE 8
12:35 13:30
Chair:
13:30 13:35
Farewell & Invitation to NEXT YEAR CITY
13:35 Onwards
Post Congress Courses / Satellite Symposia
Page 5 of 5
Future sites for ECE Congresses - Information Sheet Bid from: _____________________ to hold the ECE in ____________ (year/s) Please confirm which scenario this bid is being submitted under: Scenario 1 or Scenario 2 1. Name of Congress centre: Halls MAIN ROOM Size (sqm) Capacity (theatre style) Cost per day
€
PARALLEL ROOM 1 PARALLEL ROOM 2 PARALLEL ROOM 3 PARALLEL ROOM 4
€
€
€
€
EXHIBITION/POSTER/CATERING SPACE
Size (sqm) Can all elements be combined in one space
Yes/No If no, please provide details of how these elements (Exhibition/Poster/Catering) will be split
Cost per day
€
Special rates for build days:____________________ 2. Accommodation and travel Hotels within reasonable distance of the Congress Centre CATEGORY
NUMBER OF HOTELS
NUMBER OF ROOMS
4 star 3 star 2 star
AVERAGE COST
€ € €
Name of hotel Category Average cost per room Free rooms policy for event days Free rooms policy for site visits Distance from Congress Centre Public transportation from hotel to congress centre
National carrier(s) free airline ticket policy Discount on flight tickets to participants
Yes
TAXES INCLUDED
INCLUDED
Recommended Headquarters hotel
Airport International Airport
BREAKFAST
No
Yes Yes Yes
No No No
Yes Yes Yes
No No No
Distance from Congress Centre Distance from city centre Means of transportation Average cost airport to Congress Centre in € Names of major airlines
3. Support from the hosting city Please provide details of potential support from the hosting city. For example welcome reception, public transportation tickets, entrance to museums: ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 4. Available dates in late May/ early June YEAR
DATE
COMMENTS
5. References Name three large scientific/medical events that have taken place in the city within the last three years: (Please include a contact person for each event) NAME OF EVENT
DATE
CONTACT NAME
CONTACT WEBSITE
