|These guidelines are meant for a local chair whom is planning an entire meeting, rather than one who is working with a meeting that is planned already (i.e. ENAR, JSM). An example of a local chair who would utilize these guidelines is one planning a mini-meeting, probability workshop or IMS solo Annual Meeting.|
The IMS allows Local Chairs a lot of autonomy in planning meetings to provide you the opportunity to fashion the meeting as you wish. These are guidelines to assist you. The IMS Executive Director (Elyse Gustafson, firstname.lastname@example.org) is always happy to help with anything. Just ask.
The budget should be set to be break-even. Registration fees should then be set based on this budget. In this case, we expected 200 attendees to the meeting, so registration was set at: $140 for members (100 expected), $50 students (20 expected) and $160 for non-members (80 expected). Although there is no set amount that each group should pay, students should receive a significant discount and non-members should pay slightly more than members.
Registrations for stand-alone IMS Annual Meeting and the World Congress should include the option of joining IMS (for stand-alone) or IMS/BS (for World Congress) at a reduced rate. Reach out to the IMS Executive Director to coordinate this in advance of setting up the registration form.
The local chair should coordinate the collection of registrations either with his/her institution or the IMS. Registration forms should allow for several methods of payment, most importantly credit cards because they allow members for all parts of the world to pay easily.
If there is a special event, such as a banquet, the local chair should select the menu within budget.
microphone (lav or wireless)
It is easiest to notify the speakers of this setup and then have them request special items outside this list. The local chair should ensure the budget for audio-visual covers all basic AV expenses and should include extra to accommodate special requests. The IMS works to try and provide speakers with all the items they need for their presentation. Some organizations charge the speakers for items outside the “standard” list, this is something the IMS would like to avoid.
MEETING BAGS and BADGES