AT THE GENERAL ASSEMBLY OF THE INTERNATIONAL ASSOCIATION OF DENTOMAXILLO-FACIAL RADIOLOGY, HEREIN CALLED IADMFR, CONVENED IN JUNE 1994 IT WAS AGREED TO ESTABLISH A TRUST FUND TO BE GOVERNED BY THE FOLLOWING ARTICLES.
ARTICLE 1: NAME
The name of the fund shall be IADMFR TRUST FUND. The Trust Fund shall operate until it is dissolved according to Article 13 below.
ARTICLE 2: CAPITAL
The capital of the Trust Fund shall be derived from: a) deposits from IADMFR funds. b) profits from IADMFR Congresses. c) accumulation of proceeds. d) donations.
ARTICLE 3: OBJECTIVE
The aim of the Trust Fund shall be to generate revenue for the benefit of the IADMFR. It is to be used to help advance science and education in dentomaxillofacial radiology and to disseminate knowledge of dentomaxillofacial radiology. The Board of the Trust Fund shall endeavor to build the Fund to give at least sufficient revenue to publish a complete volume (one year’s issues) of Dentomaxillofacial Radiology in the first instance. Applications for funding may be received from members of IADMFR and other individuals or organizations. Only those applications that meet the above criteria will be considered by the Board of the Trust Fund. It is not necessary to use the revenues if applications fail to meet requirements and unused revenues must be returned to the Fund. The annual proceeds of the Trust Fund may be used up to 80% of their value, 20% should be added to the Fund.
ARTICLE 4: MANAGEMENT
The management of the Trust Fund shall be carried out by the Board of the Trust Fund, composed of five persons who shall: a) consist of prominent members of IADMFR and be elected by the General Assembly of the IADMFR; on the recommendation of the Nominating Committee. b) become active immediately following the General Assembly at which it is elected. c) elect a Chairman and a Secretary from amongst its members.
ARTICLE 5: TRUSTEES
The Board of Directors of IADMFR shall act as Trustees of the Fund and must approve any expenditure of the capital of the Fund. The Secretary of the Trust Fund shall prepare a report of the Trust Fund for each year in June, which after acceptance by the Board of Directors and the Auditors shall be added to the Annual Financial Report of the Treasurer of the IADMFR and a separate Biennal/Triennial Report shall be included in the Agenda of each General Assembly.
ARTICLE 6: MEMBERSHIP
The membership of the Board of the Trust Fund shall cease at the end of the following General Assembly. The members may be re-elected for a maximum of six years but at the first General Assembly following the formation of the Trust Fund Board at least two, but no more than three members must retire to ensure a balance between continuity and new membership.
ARTICLE 7: VACANCIES
Unexpected vacancy on the Board of the Trust Fund may be filled by the Nominating Committee.
ARTICLE 8: OPERATION
The Board of the Trust Fund is entitled to:
a) open bank accounts as required.
b) buy and sell bonds with appropriate professional advice.
c) deposit money in an investment fund in a currency selected by the Board of the Fund, excluding speculative activities.
d) deposit funds in any other way aimed best to give interest to the Fund, if approved by the Legal System of Country where the Fund operates.
e) recommend the allocation of up to 80% of the proceeds of the Fund within the framework of these Articles.
ARTICLE 9: USE OF PROCEEDS
Applications for the use of proceeds of the Trust Fund must be made to the Chairman of the Trust Fund in writing. Only applications within the limitations of Article 3 can be considered. The Board of the Trust Fund meets or takes decisions by correspondence as often as is deemed necessary. Decisions taken should be submitted to the Executive Committee prior to release of the fund.
ARTICLE 10: DECISIONS
The Chairman and the Secretary of the Board of the Trust Fund are together entitled to carry out the decisions of the Board of the Trust Fund. They shall jointly represent the Trust Fund for operation of the Trust Fund Accounts.
ARTICLE 11: MAJORITY VOTE
Decisions are only valid if all five members have given their vote (verbal or by writing) and are taken by a majority.
ARTICLE 12: LEGAL
The Trust Fund will be administered with the aid of legal advice from the country where the Trust Fund operates. If such advice necessitates changing the Articles of the IADMFR Trust Fund, the Board of the Trust Fund may incorporate such changes provided the aims of the Trust Fund are not involved. The Board of Directors of the IADMFR shall be informed of all changes in the Articles so made.
ARTICLE 13: DISSOLUTION
The IADMFR Trust Fund can only be dissolved on a proposal of the Board of the Trust Fund or the Executive Committee and a decision of the General Assembly of the IADMFR. Any remaining funds shall be returned to the Association unless the General Assembly vote for these monies to be used in another appropriate way.
STANDARD OPERATING PROCEDURES
ARTICLE 1: INTRODUCTION
I. International Congresses are the major events of the International Association of Dentomaxillofacial Radiology (further called the Association). These Congresses should offer a scientific program of the highest international standards, and should encourage personal contact between members of the Association. II. It must be emphasized that it is the International Association that holds its Congresses in a particular country, and it is not the National Association or Society of Dentomaxillofacial Radiology in that country which hosts the Congress. III. As a consequence of previous International Congresses already held, traditions have developed which should be maintained. The Executive Committee is responsible for the conduct of the International Congresses, and has laid down policies governing these Congresses. These policies may be altered from time to time as a result of experience gained from previous Congresses.
ARTICLE 2: INITIAL ARRANGEMENTS
I. Year and hosting country of Congress The year and hosting country of the Congress shall be determined by the General Assembly at least four or preferably six years in advance. II Bidding for the International Congresses:
– The chairperson of the nominating committee will invite proposals for hosting of future congresses at least 4 years in advance.
– Submissions of the bid to host a congress need to be made to the chair of the nominating committee
– The bid should demonstrate significant local support, (letters from local government, institutions, the profession locally, the convention bureau etc.) and a suitable infrastructure and meeting plan. Information should be supplied concerning the proposed venue, accommodation for delegates and transportation etc.
– Six copies of the bid should be forwarded to the chair of the nominating committee before the closing date which is usually the 31st March four years before the congress.
– The chair of the nominating committee will receive the bid to host the congress together with all the supporting documentation.
– The chair of the nominating committee will forward the bid documents to all the members of the nominating committee together with the criteria used for scoring.
– The nominating committee will interview the applicants bidding to host the congress during the congress at least 4 years in advance.
– The bid will be scored based on the following criteria
Proposed congress: Dates, reasons, location Pre-congress course Main Congress and congress venue Chairperson => 25 points
Local organizing committee
Continent: Traditionally, it has been to rotate the congress among the various continents. =>25 points
Supporters: Government National Organizations employers =>20 points
Logistics: Congress venue facilities Hotel accommodation Registration fees Special and inclusive Budget Social events =>20 points
Others: Accompanying persons Restrictions Access =>10 points
=>Total 100 points
– The nominating committee will short list the candidates for hosting the congress and make a recommendation to the Board of Directors.
– The Board of Directors may request a 10 minute presentation by the shortlisted candidates recommended by the nominating committee.
– The Board of Directors will make a recommendation to the General Assembly who will make the final decision.
II. Date and period of Congress
The date and period of the Congress shall be proposed by the Organizing Committee and approved by the Board of Directors and General Assembly. The scientific sessions shall normally be held on three to five consecutive days.
III. Local Organizing Committee
a) The Congress shall be administered by a Local Organizing Committee in accordance with these policies. The Committee shall maintain close liaison with, and seek the approval of the Secretary General with regard to all arrangements it proposes to make.
b) The Organizing Committee shall consist of a Chairman, generally the President of the Association and at least three other members who shall be appointed by the Chairman. The Junior Vice-President shall normally be appointed Vice-Chairman. One of these members shall act as Treasurer. They shall be members of the IADMFR.
c) A legal construction or business company may be founded for “The ‘n’th International Congress of Dentomaxillofacial Radiology” to exclude personal liabilities of the members of the Organizing Committee. Appropriate measures should be taken to minimize tax liabilities consistent with a nonprofit making scientific foundation.
d) The Organizing Committee has the power to co-opt additional manpower. The Organizing Committee shall set up a Scientific Committee, and an Exhibition Committee. The Chairmen of both Committees will serve ex-officio on the Organizing Committee.
e) The members of the Organizing Committee, Scientific Committee, or any other Committee instituted shall provide their services on a purely voluntary basis for the good of The International Association of Dentomaxillofacial Radiology, receiving no remuneration and being required to pay all fees connected with the Congress as other members. Members of the Committee shall not delegate their responsibilities to others. However, the Organizing Committee may appoint an official Congress Bureau or similar commercial organization to be responsible for the routine administration of the Congress Program.
f) All entertainment of participants at the Congress shall be given in the name of the Congress with officers of the Organizing Committee presiding, and not in the name of individuals associated with the Congress – unless these individuals undertake this hospitality privately and outside the Congress Fund.
g) No person working on behalf of the Congress Committee shall accept disbursement as a result of contracts or introductions to the Congress. All such concessions offered shall be directed towards the general funds of the Congress.
IV. Congress Funds
a) The Organizing Committee shall be responsible for the collection of funds to cover the cost of the Congress. However, this shall not be achieved as a result of guarantees provided by individual members, but through donations from Companies, Congress Fees and the organization of a Trade Exhibition.
b) All monies must be placed in special Congress bank accounts. No money shall be placed in personal bank accounts.
c) Companies shall be asked to sponsor the Congress. A written proposal shall be distributed at least 2 years before the Congress. Patrons and sponsors may be distinguished. It is recommended that the donation shall be paid in three even installments at clearly indicated dates and at approximately one year intervals.
d) This arrangement may cover the financing of preliminary activities of the Congress Committee. Additional privileges for both categories may be offered, as for instance advertising, special publicity, etc.
e) While the Association will loan on request an initial sum to assist in the preliminary arrangements of the Congress, such sums are to be regarded as loans and shall be repaid at the end of the Congress.
f) Any surplus that may have accrued from the Congress when all accounts have been settled, shall go into the appropriate funds of the Association.
a) Budgets of anticipated income and expenditure shall be drawn up and kept constantly under review. Such budgets shall make provision for increases in costs, so that the Association is not required to cover possible deficits.
b) The budget for the Congress shall include normal expenses connected with Congress Bureau costs, rental of Conference Center, general administrative costs and the following: – reception for members and accompanying persons;
– office accommodation, secretarial help and secretarial equipment during the Congress;
– tape recording of General Assembly of the Association; committee room accommodation for Board of Directors. Rooms for other Committee meetings prior to or during Congress as far as appropriate;
– insurance against financial claims due to cancellation because of unforeseen circumstances such as strikes, political unrest, etc. This insurance may be eliminated by forming a legal nonprofit organization excluding personal liabilities in some countries.
– public liability insurance.
VI. Congress Accounts
The Congress Accounts shall be audited and submitted to the Secretary General as soon as possible after the conclusion of the Congress, but no more than one year after that Congress.
VII. Conference Center
a) The Conference Center, where the Scientific Program will take place, should contain lecture rooms for parallel lecture programs.
b) The lecture room, where the Main Session will take place, should have at least 500 seats. Other lecture rooms should have at least 150 seats.
c) A room for film and video presentations.
d) An area suitable for poster presentations.
e) An area suitable for the commercial exhibition.
f) Adequate catering facilities.
g) At least two committee rooms; one for Association Secretariat, one for the Local Organizing Committee.
h) A written contract shall be drawn up between the Congress Organizing Committee and the Conference Center, also between the Organizing Committee and the Congress Bureau.
VIII. Headquarters Hotel
a) A hotel shall be nominated as Headquarters Hotel. This shall be announced as such in the Preliminary Programs and if applicable in the Hotel and Group Travel Brochure.
b) The Headquarters Hotel shall provide, if possible, space for an Association Office and Registration area, if this is to take place at the hotel.
c) In negotiating with the hotel about any free facilities, the Congress may offer to hold the banquet at the Headquarters Hotel. The selected Travel Agent may be involved in these negotiations.
d) A written contract shall be drawn up between the Congress Organizing Committee and the Headquarters Hotel.
e) If needed, conference rooms should be available before the Congress for meetings of the Board of Directors, participants in the Symposia, Education Committee, International Editorial Board and any other Committees, preferably at the Headquarters Hotel or in the Conference Center.
IX. Travel Agent
a) A selected Travel Agent may advise and assist the Local Organizing Committee with all arrangements in relation to travel and hotels, and selection of and negotiations with a Conference Headquarters Hotel.
b) This Travel Agent may provide, together with the Preliminary Congress Announcement, a Group Travel Brochure, as well as tours before, during and after the Congress. This sightseeing program shall be made in close collaboration with the Organizing Committee.
c) A written contract shall be drawn up between the Congress Organizing Committee and the Travel Agent.
ARTICLE 3: PROMOTION OF THE CONGRESS
The Congress shall be promoted by a First Announcement and a Preliminary Program.
I. Symbol of the Congress
The symbol of the Association shall be used at all international congresses, with the insertion of a symbol specific for the host country, or district and the year of the particular congress.
II. First Announcement
The First Announcement should be distributed two years before the date of the Congress. It shall contain an invitation from the President to participate in the Congress, location and date of the Congress, name of the Chairman of the Local Organizing Committee and address of the Congress Secretariat.
III. Preliminary Program
The Preliminary Program shall be distributed one year before the date of the Congress. It should include:
a) Methods of payment of congress fees, events and accommodation charges.
b) The names of members of the Local Organizing Committee, address, telephone, facsimile, email, and cable numbers of the Conference Secretariat, a message from the President, general congress information, a day-by-day provisional program, social events, tours and excursions. Pre- and/or Postscientific events, travel information, forms for registration and accommodation. Members shall be invited to present scientific papers, films and scientific exhibitions.
c) If possible, a poster to promote the Congress.
d) An application to present a paper in the Scientific Program. The themes of the program shall be announced. The deadline for submitting such an application shall be at least four months prior to the Congress.
e) Any information from the Travel Bureau/Agent.
IV. Distribution of Programs
a) The First Announcement and Preliminary Program shall be distributed to: • All members of the Association • All other persons who have previously attended a Congress
b) The Preliminary Program and Poster should also be distributed to, for instance:
– Other interested groups
– Dental Schools
– National Dental Organizations
– National and International Journals
c) More extensive circulation need not be undertaken, but the Regional Directors shall be consulted for additional addresses.
V. Final Congress Program
a) The Final Congress Program shall be distributed to the participants upon arrival at the Congress.
b) The program shall be set out in a format to assist delegates with time tabeling.
c) The Final Congress Program may contain advertising.
d) The Final Congress Program shall contain all pertinent information about the Congress activities, including final Scientific Program, local information on hotels, sightseeing, shopping, restaurants, amusements, etc.
VI. Trade Exhibition
a) A Trade Exhibition shall be arranged in connection with the Congress covering instruments and materials, including scientific books related to dentomaxillofacial radiology and dentistry in general.
b) Invitations to prospective exhibitors should be sent out two or more years before the Congress, as many firms plan their participation at least one year in advance. Also, a reminder one year in advance is recommended. Personal contact is the key to success.
VII. Participation in the Congress
a) The Congress shall be open to all members and all health professionals interested in dentomaxillofacial radiology, who by paying the appropriate registration fee are entitled to participate in the Congress.
b) Only members, and accompanying persons for whom the appropriate registration fee has been paid, shall be entitled to participate in the social events and the excursions.
The badges of officials, members and accompanying persons shall be distinguishable. Names should be printed large enough to be clearly seen by others.
IX. Congress Fees
a) A reduced Congress Fee shall be charged those Congress participants whose completed registration forms and fees are received at the Congress Secretariat at a certain date before the Congress decided by the Organizing Committee.
b) Suggested Congress Fees.
Non-members should be sent a covering letter informing them of the way their conference fee is calculated and suggesting that they join the Association to qualify for the lower conference fee. Students and Trainees shall submit written proof of their status at the time of registration to qualify for discounted rates.
c) All participants in the Congress shall pay the registration fee, with the only exception of especially invited guests. X. Suggested Cancellation Penalties Cancellations shall be notified in writing to the Organizing Committee. Registration fee and deposits pre-paid will be refunded; with a suggested deduction of 10% of the pre-paid amount if notice of cancellation is received at least three months before the Congress and 50% if received between three months and two weeks. No refund shall be made for cancellations later than two weeks before and during the Congress unless otherwise decided by the Committee.
XI. Day Cards
Day Cards for attending the Scientific Program and the Exhibition may be available for dental students and health professionals in the country in which the Congress is being held. The cost of a Day Card shall be decided by the Congress Committee.
Registration should be open 2 days before the Congress at the Headquarters Hotel, and during the Congress at the Conference Center.
The official language of the Congress shall be English. Translation facilities should be provided in, for instance, Japanese and Spanish if deemed feasible with respect to the attendance from related countries.
XIV. Opening Ceremony
The Opening Ceremony should take place immediately before the Scientific Program. The Ceremony shall be short (max. 45 minutes).
XV. Order of Events
Short welcome by the Chairman of the Local Organizing Committee, who will introduce the following speakers:
– IADMFR President (if applicable).
– Outstanding personality from the host country (member of the Royal Family, President, Minister, Governor, Mayor, etc.), who will declare the Congress open. The following should be seated on the dais:
– The speakers • Secretary General
– IADMFR Past Presidents
– Local Organizing Committee Seats should be reserved on the front row for the following:
– IADMFR Honorary and Fellow Members
– Members of the Board of Directors
– Presidents of affiliated Associations • Guests invited by the Organizing Committee
XVI. The President’s Reception
The President’s Reception should be held for the registered participants, registered accompanying persons and official guests.
XVII. Other Receptions
A Reception may be held by a local Association, City Council or Health Department.
The Banquet shall be the most important formal social event of the Congress. It may take place during, and preferably prior to the last evening of the Congress. The Banquet shall be in an international style, but with a national flavor of the host country. The cost of the Banquet is normally included in registration fees.
XIX.Speeches at the Banquet Shall be as follows:
a) toast to the IADMFR by a prominent guest.
b) reply by the President of the IADMFR.
c) toast to the guests by a member of the Organizing Committee.
d) response by a prominent guest. Speeches should be short (4 to 7 minutes), and preferably on the light side.
The menu shall be acceptable as far as deemed practical to delegates of all nations and religions.
XXI. Table Plan
A plan of the head table should be drawn up for guests of honor, members of the Board of Directors, some members of the Local Organizing Committee, and registered accompanying persons, of the aforementioned. Seats should also be reserved at other tables for additional invited guests and Local Organizing Committee members. The formal dinner should, if possible, permit dancing. Evening dress is appreciated. A printed menu with names of speakers may be provided.
The Closing Ceremony shall take place on the last Congress day when the Scientific Program and the General Assembly are over. It shall take place in the large Lecture Hall. The President shall among other things give thanks to the Local Organizing Committee. The Chairman of the Local Organizing Committee shall thank all Committee Members and others who have been working for the Congress. The President shall enable the newly elected President to present the venue of the next Congress. The Executive Committee and Local Organizing Committee shall be seated on the dais, facing the audience.
XXII. Presidential Badge of Office
The Presidential Badge should be handed over at the Closing Ceremony and the out-going President should receive a Past President’s badge.
XXIV.Board of Directors Meetings
The Congress Organizing Committee shall arrange facilities for the Board of Directors to meet on the day prior to the start of the Pre congress course or the main Congress, if there is no Pre congress course. As well as at other times during the Congress as required. The Board of Directors shall have meetings at least two days before the General Assembly in order to guarantee a well prepared General Assembly. The Board of Directors should meet again after the General Assembly to discuss matters deriving from that occasion.
XX. General Assembly
The General Assembly shall be held during the Congress. The General Assembly should be recorded on tape. The Board of Directors, shall be seated on the dais. The Agenda of the General Assembly, with the pertinent papers shall be distributed to all members present at the Congress before the General Assembly. (The Agenda for the General Assembly and the IADMFR Accounts shall be sent to all members with the IADMFR Newsletter before the Congress).
ARTICLE 4: PROGRAM
Expenses incurred by participants in connection with their contributions, such as customs duty on films, etc. shall be defrayed by the participants themselves. The Congress Organizing Committee shall not hold itself liable for the loss or damage to any film, slide, exhibit, text, photograph or any piece of equipment which may be used in connection with a contribution to any section of the program.
II. Scientific Program
The program should consist of:
– scientific papers presented by the members
– invited guest speakers
– computer presentations
– video, tape-slide and cine presentations
– poster presentations
– scientific exhibitions
The papers may be presented in parallel programs.
The Scientific Committee shall evaluate the expected attendance at the various sessions in the Scientific Program, so that the most “popular” papers will be presented in the largest lecture room if simultaneous sessions are held.
Since the Congress is international in kind, an attempt must be made to obtain papers from a wide geographical area.
Each paper shall last a maximum of 10 or possibly 15 minutes, and there should be time for discussion. Invited lectures and papers may last longer.
Papers within the same subject should be grouped together under one of the themes. Individual papers and groups in the parallel programs shall begin and end at the same time, to allow delegates to change lecture rooms.
If, for any reason, a scheduled paper is not presented; the following paper should still be given at the scheduled time. The ensuing gap in the program will be an intermission; or, at the discretion of the Congress Organizing Committee, an additional paper can be presented if a suitable alternate has been offered.
No financial assistance will normally be given to those contributing to the program.
Adequate time for reviewing poster presentations should be scheduled.
III. Speakers Invitations
The Scientific Committee may invite speakers to the Scientific Program. Such invitations may be necessary to enable persons from various countries to obtain travel permits or financial support to attend the Congress. Not all such invited speakers will be allowed to present their papers at the Congress. It may be necessary to read some papers “by title” only, or offer a poster presentation.
IV. Invited Guest
Speakers Invited guest speakers need not necessarily be members of the Association.
In principle, all applications to present a paper will be accepted. The papers will be divided into three categories: a) papers to be read at the Congress. b) papers to be kept in reserve, to be read in the case of a cancellation. c) papers only “read by title”, that is the name and title will be printed in the Final Program.
VI. Section on Education
A section of the Scientific Program may be devoted to a discussion on “Education in Dentomaxillofacial Radiology throughout the World”. This discussion should be conducted by the IADMFR Education Committee. Requirements to become recognized specialists in dentomaxillofacial radiology in various countries may also be included in this section. The section may run parallel with other sections in the Scientific Program.
VII. Abstracts and Proceedings
Abstracts of the papers from the Scientific Program shall be available to the participants and the cost included in the Conference Fee. A record of the scientific section of every International Congress of the Association should be published under the title of Proceedings. Each Organizing Committee may decide whether the Proceedings should contain abstracts or full length papers. In any case, the publication should be issued as a Supplement to Dentomaxillofacial Radiology. The cost may be in addition to the subscription for the Journal for non member subscribers of the Journal and members not attending the Congress. Participants in the Scientific Program shall be notified that the Journal of the IADMFR has the right to publish the abstracts of all papers presented at the Congress. Papers read at the Congress or “read by title” may be accepted for publication if they fulfill the following requirements:
a) that the paper is an original contribution, and not a review or a case report;
b) that the manuscript is submitted at the latest during the Congress;
c) that the paper does not exceed about 2,750 words, including tables, figures and references;
d) that the paper is written in acceptable English and fulfills the “Instructions to Contributors” of Dentomaxillofacial Radiology. The Supplement shall be published not later than twelve months after the Congress.
VIII. Coffee and Tea Breaks
There should be coffee or tea breaks each morning and afternoon, the cost of which should be included in the Congress fee. IX. Film, Slide, Computer and Video Program 16 mm films, Tape/Slide, Computer and Videotape programs may be shown in this program. Each item may be shown on several occasions as found expedient by the Organizing Committee. The type of electricity, video format and other factors inherent to the Congress country may affect presentations recorded in the country of the presenter. Details should be clearly stated in the First Announcement and the Preliminary Programme of the Congress.
X. Scientific and Trade Exhibitions
The Exhibition Committee shall make available all relevant information to scientific and trade exhibitors, such as a plan of the exhibition rooms, costs and conditions. The Exhibition Committee shall draw up a written contract with trade exhibitors but may hand over the practical arrangements of the exhibition to a commercial agency. However, this must not prevent the Congress from making a profit from the exhibition. The Trade Exhibition Hall should be reserved at least for a half day, preferably for a full day, prior to the Congress to allow exhibitors sufficient time to set up their displays. The Congress Committee should show every courtesy to the exhibitors. The exhibition should be declared open by the President, and the exhibitors should be invited to attend suitable social events during the Congress. A free stand should be provided at the exhibition area for membership inquiries, also for the Journal of Dentomaxillofacial Radiology and any other IADMFR items to be displayed. Exhibitors should be able to advertise in the Final Congress Program.
XI. Pre or Post Congress Course
Speakers in a Pre or Post Congress Course shall be renowned within the fields supported by the Association. The course shall last one or two days and no other scientific session shall take place during that time. Participants shall pay a Course Fee in addition to the main Congress Fee. The Organizational Committee should make arrangements for the speakers to correspond personally before the scientific sessions to plan their presentations.
XII. Accompanying Persons’ Program
Accompanying Persons shall take part in all social events such as the Opening Ceremony, special events, Closing Ceremony and Reception; also the Banquet on purchase of any necessary tickets. In addition, a special program shall be available when scientific sessions are time-tabled. A Committee should be formed to assist the Congress Committee with the planning of the Accompanying Persons’ Program, and to act as hostesses. The program for Accompanying Persons may include visits to places of cultural interest, tours of the City and surroundings and to shopping centers. A lecture program might also be of interest. Visits to private homes are always very popular.
XIII. Congress Photographer
An official Congress Photographer should be appointed. The photographer should cover the major events of the Congress and should be given exclusive rights to display and sell photographs taken on the Congress premises. In return the photographer should provide a free set of photographs for the IADMFR archives.
XIV. Press Committee
The purpose of a press service at an international conference is mainly to inform the public of the host country. Only very few things can be of international press interest. However, it is important that the local public is extensively informed about the Congress, since the specialty of Dentomaxillofacial Radiology needs all the publicity possible. A Press Committee may be formed to work in close liaison with the Scientific Committee. The Press Committee may prepare abstracts of all or some of the papers to be given at the Congress. These should be revised and “translated” into ordinary everyday language. Topics of special interest to the public should be selected and speakers chosen for special interviews. These speakers should be asked if they are willing to attend for an interview or press conference, and if possible be prepared. Press conferences with such speakers should be arranged at a fixed time.
XV. Press Conference
If a Press Conference is deemed appropriate, two weeks before the Congress opens a written invitation may be sent to newspapers, press agencies, illustrated magazines, etc., to attend the press conference just before the beginning of the Congress. Members of the Press Committee and the Congress Committee should be present. Information about the IADMFR, the purpose and content of the Congress and practical information about the press service should be given. All journalists present should receive a copy of the program and the phone number of the Press Committee members and the Congress Bureau. The journalists should be invited to the Opening and Closing Ceremonies.
XVI. Radio and Television
Special letters with detailed information about the Congress may be sent to radio and television networks, and personal contacts with their news services established, as appropriate. Material for TV should be carefully screened and checked, so that non-professional people are able to understand a short interview. Should clinical demonstrations be required, a dental surgery, radiographic room or operating theatre must be obtained so that the demonstration is in the correct surroundings. Members of the Press Committee should spend as much time as possible in the Congress building, on the lookout for items of special interest and in contact with as many delegates as possible for material of interest to the public.
XVII.Report of the Congress
The Local Organizing Committee shall submit a “Report of the Congress” after the Congress to the IADMFR Secretary General, to be distributed to the Board of Directors. In addition, five sets of all printed matter relating to the Congress shall be sent to the Secretary General to be available for future congress organizers. The Report shall contain a list of Local Committees with names, an account of countries and categories represented at the Congress, an account of the program and statistics on participation. Matters pertaining to finance, and the final accounts should be included, together with any comments which could prove helpful to further IADMFR Organizing Committees. The report shall also contain experience gained and suggestions for improvement in relation to the following.
– Announcement of Congress
– Registration of delegates to the Congress
– Opening Ceremony
– Accompanying Persons’ Program
– Press Committee
– Accompanying Person’s Program
– Press Committee
– Invited Speakers to Scientific Program
– Geographical distribution of speakers
– Attendance at Scientific Program
– Film Program
The report shall be submitted to the Secretary General of IADMFR before the end of the congress year, so that the final accounts may be included in the IADMFR Annual Accounts
IADMFR Brussels Office
Grensstraat 7, 1831 Diegem
Tel: +32 272 282 34
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