[Coral-List] Call for expressions of interest: 11th Internat. Coral Reef Symposium

Jim Hendee Jim.Hendee at noaa.gov
Fri Dec 5 06:34:28 EST 2003

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Subject: Call for expressions of interest: 11th Internat. Coral Reef 
From: Michel PICHON <pichon at univ-perp.fr>
Date: Tue, 2 Dec 2003 15:23:02 +0100
To: coral-list at coral.aoml.noaa.gov



The International Society for Reef Studies (ISRS) invites expressions of 
interest for the hosting of the 11th International Coral Reef Symposium 
('Symposium'). ISRS will coordinate the selection process by way of an 
international selection committee from among its membership and other 
respected individuals previously involved with selection and/or running 
of an International Coral Reef Symposium.


1 March 2004 :
Closing date for receipt of expressions of interest (see item 6 below)

1 March-30 April 2004 :

Selection committee will review applications and draw up a short list of 
three who will be invited to present their bid in Okinawa, during the 
10th ICRS.

29 June 2004 :
The short-listed applicants will make a presentation to the selection 
committee assembled at the 10th ICRS in Okinawa. It is envisaged that 
each of these presentations will last 1 hour including a short formal 
presentation and discussion.

2 July 2004 :
Announcement of successful bid at the closing ceremony of the 10th ICRS.

Expressions of interest must be sent to arrive before 1 March 2004 to:

11ICRS International Selection Committee
c/o Prof. M Pichon
E.P.H.E. Laboratoire de Biologie Marine
Université de Perpignan
66860 Perpignan cedex

Tel : +33 4 68 66 20 55
Fax : +33 4 68 50 36 86
Email : pichon at univ-perp.fr

Dr Nick Polunin
President ISRS


1. The International Society for Reef Studies (ISRS)
The International Society for Reef Studies (ISRS) is an international, 
voluntary, organisation with ~900 members from ~50 countries and council 
of 17 individuals who work for the Society in their own time. The 
Society uses annual subscriptions to produce two publications and 
accepts donations to allow it to award student prizes. It does not earn 
a profit, and its income and expenditures each year are closely matched. 
The Society does not have the capability for a major role in the 
organization, program development and running of International Coral 
Reef Symposia (ICRSs), and it requires the host country and local 
organizing committee to take that role.

2. Coordination and selection committee ISRS will coordinate the 
selection process by way of an International Selection Committee from 
among its membership and other respected individuals previously involved 
with selection and/or running of an ICRS.

3. Responsibilities of the host country and local organizing committee
The host country will be required to:
(1) Provide a safe venue (1 main plenary room, 10-12 additional working 
session rooms, offices for secretariat, exhibition area for paying 
exhibitors, boards for contributed posters) and logistical support 
(including where possible transport, adjacent banking, postal, 
telephone, medical and photocopying services to be used on a commercial 
basis) and ensure adequate accommodation (see 4 below) are available.
(2) Meet all costs including those of the venue, printing of brochures, 
printing and distribution of proceedings, logistics (see 1 above), 
professional organizer, work delegated to other individuals or 
organizations including ISRS if applicable.
(3) Take leadership in raising of additional funds to meet financial 
targets (see below), and take responsibility for underwriting the Symposium.
(4) Form a local organizing committee (LOC) with the following 
(a) Development of a budget and business plan agreed with the Selection 
(b) Overall control and coordination of the event
(c) Provision of a range of accommodations, from budget to luxury, and 
airport-hotel-venue transfers to be included within the Symposium fee.
(d) Development of the Symposium program of ceremonies and presentations
(e) Provision of a program of scientific field trips to living and, if 
available, fossil coral reefs.
(f) Provision of an accompanying persons program
(g) Initiate fundraising to ensure the widest possible attendance
(h) Development and maintenance of a Symposium Web site
(i) Printing and distribution of announcements, programs and abstracts
(j) Editing, production and distribution of Proceedings of the 
Symposium, with editorial assistance from organizers of mini-symposia 
and others.

5. Financial targets of the LOC
The host country should take primary responsibility to:
(1) Cover any costs incurred in presenting the Symposium, including 
costs incurred in preparation of the scientific program and creation and 
maintenance of the Web site if applicable
(2) Raise funds to support plenary speakers
(3) Raise funds to support key people in various mini-symposia.
(4) Raise funds to support attendance of students and others from 
developing countries
(5) Raise funds for printing and distribution of Symposium Proceedings
(6) Generate a surplus to pass on to the organizers of the 12th ICRS.

6. Expressions of interest
The bidding group should make an initial expression of interest, in 
which key people and institutions which will make up the organizing 
committee are identified, including government department(s) or other 
organisation(s) who will underwrite the venture. An agreement in 
principle will be made to conform to the requirements above. Included in 
this expression of interest should be, in this order:
(1) Suggested location and dates (taking into account worldwide 
university schedules and local weather phenomena which might interrupt 
field excursions)
(2) Details of the Symposium venue and its facilities
(3) The availability of a range of hotels and alternative accommodation.
(4) A concept budget itemizing major expenditure and income, including 
possible sources of sponsorship such as Government and private 
enterprise, a policy for underwriting the expense of the Symposium and 
allowance for a Student Travel Awards Programme (STAP).
(5) Suggested registration fees covering ISRS members, non members, 
students and accompanying members.
(6) Nomination of a Professional Conference Organiser, with a list of 
events they have organised over the last 3 years, or alternatively, some 
form of guarantee of professional organisation of the symposium if a 
professional organiser is not available.
(7) Nomination of LOC members such as (i) Chairman, (ii) Treasurer, 
(iii) Scientific program organizer, (iv) Publications editor, and (v) 
Scientific field trips organizer
(8) Social events and accompanying members program organizer
(9) A timetable of organisational goals, including a schedule, 
procedures and targeted media for publication of the proceedings.
(10) A range of pre and post symposium of scientific field trips 
directed at a variety of disciplines (e.g. biology, ecology, geography, 
management and conservation) to locations within the region of the host 
country or adjacent to it.
(11) An accompanying persons program.
(12) Any special features such as civic receptions.

Professeur Michel PICHON
Laboratoire de Biologie Marine et Malacologie
Ecole Pratique des Hautes Etudes
Université de Perpignan 66860 PERPIGNAN Cedex. FRANCE
Ph: 33 4 68 66 20 55 Fax: 33 4 68 50 36 86
Email : pichon at univ-perp.fr

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