Guideline and Check List for Future Organizers of ICBL
| Date prior to conference | Activity | Responsibility |
|---|---|---|
| -5 to – 4 years | Contact a member of the ICBL Steering Committee and deposit your interest to organize ICBL Write a Letter of Intent to the ICBL President. The ICBL Steering Committee makes a decision on the application. |
Volunteers |
| – 4 years | Present a more detailed planning of ICBL which should include names of local organizers, venue, date, scientific topics; eventually information about travel, accommodation and social activities |
Confirmed organizer |
| – 4 years | First announcement of the future ICBL on the ICBL web. | Organizer, ICBL Secretary and PR Officer |
| – 3 years | The future organizer of ICBL joins the ICBL Steering Committee at the occasion of the conference as a co-opted member. A more detailed program is presented and discussed. The preliminary budget is proposed. Members of the Scientific Committee are appointed. |
Organizer and ICBL Steering Committee |
| – 2 years | The organizer participates in the meeting of the ICBL Steering Committee as a co-opted member. A list of potential keynote speakers is presented and discussed. The organizer presents a rough time schedule for the conference. The budget and the financial plan are discussed. |
Organizer and ICBL Steering Committee |
| – 2 to -1 years | The organizer gets in touch with potential keynote speakers. Keynotes lectures need to be confirmed. A conference web page has to be prepared. Organizers get in touch with potential sponsors. |
Organizer |
| – 1 year | The organizer presents at the meeting of the ICBL Steering Committee a more detailed schedule for the conference. The budget and the financial plan are discussed. Most keynote speakers should be confirmed. |
Organizer, ICBL Secretary and ICBL PR Officer |
| – 1 year | Participants of previous ICBLs are informed by email (address list). |
ICBL Secretary |
| – 1 year | The organizer gets in touch with Publisher for the printing of the Abstract Book. |
Organizer |
| – 9 months | The extended version of the Conference Web is published which includes: Call for papers (abstracts); deadline; definition of young investigators. Registration, deadline; definition of young investigators. Hotel reservation. Social activities for participants and accompanying persons. Preliminary program of the conference indicating beginning and end of the meeting, time slots for keynote lectures, short oral presentations, poster sessions and social activities. |
Organizer, ICBL President, ICBL Secretary and ICBL PR Officer |
| – 9 months | Announcement of the upcoming conference in the ICBL Newsletter. |
ICBL Secretary |
| – 8 months | Selection of members of the Poster Award Jury and the Young Speaker Award Jury. |
Organizer, ICBL President, ICBL Vice President |
| – 5 months | Deadline for the submission of abstracts. Selection of abstracts for short oral presentations. |
Organizer, Scientific Committee |
| – 5 months | Chairpersons for the scientific sessions are invited by the organizer and confirmed. |
Organizer |
| – 4 months | Selected abstracts are sent to the Chairpersons of the Poster Award Jury (ICBL Vice President) and the Young Speaker Award Jury. |
Organizer, ICBL Vice President; Chairperson of Young Speaker Award |
| – 4 months | Participants are informed about acceptance of their contributions as poster or short oral presentation. |
Organizer |
| – 4 months | Publication of the complete version of the program on the Conference Web. |
Organizer |
| – 4 months | Deadline for Early Bird Registration | Organizer |
| – 4 to -3 months |
Abstracts are sent to the Publisher for printing of the Abstract Book. |
Organizer |
| 0 | Congress |
Template for Conference Schedule
| Tuesday | Wednesday | Thursday | Friday | Saturday | |
|---|---|---|---|---|---|
| 09:00-10:30 | Lectures | Lectures | Lectures | Lectures | |
| 10:30-11:00 | Coffee/Tea | Coffee/Tea | Posters and Coffee/Tea |
Coffee/Tea | |
| 11:00-12:30 | Lectures | Lectures | Lectures | Lectures | |
| 12:30-14:00 | Lunch | Lunch | Lunch | Lunch | |
| 14:00-15:00 | Registration | Lectures | Lectures | Free afternoon Excursion if budget permits |
|
| 15:00-16:30 | Posters and Coffee/Tea |
Posters and Coffee/Tea |
|||
| 16:30-18:00 | Lectures | Lectures | |||
| 18:00-20:00 | ICBL Steering Committee |
||||
| ~20:00- | Steering Committee Dinner if budget permits |
Conference Dinner |