CONFERENCE BIDDING DOCUMENT ILF CONFERENCE 2019
ABOUT THE BIDDING PROCEDURE Conference Bid The ILF welcomes all bids to co-host the 2019 ILF conference. However, bids from National Lymphoedema Frameworks (NLF) already established or in the process of being established will be given priority. If you would like information about how to establish a national Lymphoedema Framework in your Country please visit http://www.lympho.org/becoming-a-national-framework/ or contact the ILF secretariat. Key Dates Key dates in the bidding process are indicated below: 1 st August2017 Conference bid submission due 15 August 2017 The board of directors will announce a shortlist of 1-3 bids for further evaluation. The board will communicate this to all the organizations who have submitted bids. 15 August 15 Sept, 2017 During this time representatives of the ILF board of directors, the ILF secretariat and the preferred bidding organization will evaluate the indicated conference venues in the countries of shortlisted bidding organisations 15 Sept, 2017 The final decision and notification will be made about the selected co-hosting organisation and conference venue.. April-June 2019 The ILF 2019 conference will take place sometime between April and June. ILF Professional Congress Organiser (PCO) ILF has contracted the association management company CAP Partner, who acts as the secretariat of the ILF. CAP Partner is also the ILF core PCO. In terms of organising the ILF conference, the organization who wins the bid is obliged to work with CAP Partner on all logistic and economic parts of the conference. Please see Appendix 1 for all details and overview of services provided by the core PCO. Facts about the ILF conference Dates preferred Month Participants Thursday, Friday, Saturday April-June June preferred 300-700 participants Conference Bid Document: International Lymphoedema Framework Conference Page 2
Content of Bid In the submitted bid as a minimum reflect on the following expectations, aspects and characteristics of the bidding organization and country: Will indicate and build on a collaboration amongst the lymphoedema stakeholders and associations in the bidding country. Has board members with a broad knowledge and scientific level in areas relevant to the objectives of the ILF which are sufficiently high and broad enough to enable the organisation to contribute to the Scientific committee in reviewing submitted abstracts and designing the conference programme (please provide short CV for suggested committee members). Has a number of local lymphedema opinion experts that could lead and contribute to the speaker roster. Has a regional base of potential conference delegates. Has a network of lymphedema patients and patient advocates that would be invited and involved in the event. Has access to potential pool of conference sponsorship funds outside of traditional industry sources. Has experience in the planning of similar events locally. Can show that the proposed conference venue is reasonably accessible from European and International destinations and that a reasonable number of suitable hotel rooms is available in close proximity of the conference venue. Proposals of specific cities and venues for the conference are welcome. However, please note that the ILF core PCO will carry out an evaluation of the proposed sites and alternatives before a final decision is made. Furthermore, the core PCO will make the final negotiations with the suggested conference venue and hotels. Benefits of co-hosting the ILF conference for the bidding organisation Opportunity to demonstrate its achievements in an international context. Persons interested in the care of lymphoedema in the hosting country will be able to attend an international conference in their own country and thereby reduce the cost of attending an international conference. Entitlement to 25 % of conference net profit made available to the local co-hosting organisation. ABOUT THE INTERNATIONAL LYMPHOEDEMA FRAMEWORK (ILF) We believe: Patients should always be at the heart of the Framework Projects. Only a collaborative and multidisciplinary partnership between all stakeholders, recognized as experts, can lead to an improvement in the management of lymphedema. Improving the management of lymphedema is a dynamic process requiring ongoing research and implementation into practice. International collaboration is essential. Conference Bid Document: International Lymphoedema Framework Conference Page 3
Mission Organisation The ILF recommends to have two committees involved in the organising of the ILF conference: Local Organising Committee (LOC): - The LOC consists of 2-3 members of the NLF, 2-3 representatives of the ILF Board of Directors and 1 person from the Core PCO, who acts on behalf of the ILF. - LOC has full insight in all aspects of the organisation of the conference. - The LOC will work closely with the Core PCO with regards to the practical organisation of the conference with a special focus on marketing. Scientific Committee (SC): - The SC consists of 2-3 members of the NLF and 3 representatives of the ILF. - SC is headed by one member of the ILF. - The SC will plan the scientific programme including review of abstracts. - The SC will be supported by the PCO for the administrative part of the work. Further information Please visit the www.lympho.org website. Specific questions may be addressed to: ILF Secretariat, Nordre Fasanvej 113,2., DK-2000 Frederiksberg, Denmark. Attn: - Conference manager Lene Winther Hagelskjær, tel. +45 70 20 03 05, contact@lympho.org - Senior Project Manager Jan Kristensen, tel. + 45 70 20 03 05, jnk@lympho.org Conference Bid Document: International Lymphoedema Framework Conference Page 4
APPENDIX 1 ILF CORE PCO SERVICES As core PCO for ILF CAP Partner will act as a partner to ILF in all matters and ensure that the conference organisation is in accordance with the overall interest and spirit of ILF. Consultancy Overall coordination and planning of the conference Budgeting and follow-up, as well as accounting and reconciliation Consultancy on the conference as a whole; marketing, social events, etc. Participation in meetings of Local Organising Committee together with ILF Conference managers for onsite coordination of the conference. Conference identity, materials and marketing Marketing plan and execution Coordination of logo design in collaboration with LOC Handling of advertisement, layout and print of programme- and abstract book. Newsletters All print material related to conference: badges, satchels etc. Programme secretariat / handling of invited speakers Secretariat for Scientific Committee and LOC. Setting up programme General communication with the speakers Planning travel arrangement and hotels for invited speakers Evaluation of conference. Suppliers Negotiation and coordination with all relevant suppliers: Venue, IT, AV, social venues, hostesses / students, transportation. Sponsor and exhibitor management CAP Partner has established good relationships to leading companies working within the specialist field of ILF - companies that are all potential partners, exhibitors and sponsors at the ILF conferences. The NLF will assist with identifying national contacts. Research and identification of potential sponsors and exhibitors Communication and negotiation with sponsors and exhibitors Invoicing Planning and coordination of the exhibition area at the conference (also onsite). Conference Bid Document: International Lymphoedema Framework Conference Page 5
Participant registration Creation of online registration database Receipt of registrations and matching payments with participant registrations Emailing confirmation of registration to participants when payment is received Communication with participants Preparation of participant lists, participant statistics, production of name badges Follow up on outstanding receivables Registration of conference participants onsite Application for CME (Continuing Medical Education) accreditation for the conference and handling of certificates for participants. Other local certification might be outsourced to local PCO. Abstract handling Production and communication of abstract guidelines (in collaboration with organisers of the conference) Receipt of abstracts via online system Abstract overview and statistics (for abstract reviewing) Notification to abstract submitters after review of abstracts (oral/poster presentation) General correspondence with abstract submitters Layout of abstract book. IT & Communication Website establishment and maintenance Promoting the conference via e-mail and social media. Hotel administration Administration of participant reservations Correspondence in relation to changes regarding booking, specific needs, booking of nights outside the conference dates etc. Send rooming lists to the hotels Keep an overview of number of reserved rooms in relation to cancellation dates. Conference Bid Document: International Lymphoedema Framework Conference Page 6