Early Congress Planning Group Mandate

The IPA's Rules require the Board to make proper plans for future Congresses. The Board does this by establishing an Early Congress Planning Group, and a previous Board has already agreed the following outline timetable:

• Congress: 2019 (EUR), Start choosing venue: 2nd half 2015. Make decision: January 2016
• Congress: 2021 (NA), Start choosing venue: 1st half of 2016. Make decision: July 2016
• Congress: 2023 (LA), Start choosing venue: 2nd half 2019. Make decision: January 2020
• Congress: 2025 (EUR), Start choosing venue: 1st half of 2020. Make decision: July 2020

Membership

It is proposed that the Planning Group shall consist of:

• the President-elect (ex-officio);

• the Vice President-elect (ex-officio)

• the Treasurer (ex-officio)

• the Executive Director, as Secretary (ex officio)

The following will be ex officio consultants:

• the President;

• the Vice President.

The Planning Group may appoint a range of other consultants at its own discretion including (but not limited to):

• Members of previous Congress Scientific Programme Committees

• Where one of the regions is not represented on the Planning Group, further members from those regions

• a representative from IPSO

• any other Members who seem to the Planning Group to have relevant specific experience relating to congresses or scientific meetings

In line with normal IPA rules, the expenses of consultants to attend meetings or site visits will not be reimbursed.

Mandate

The Planning Group will:

• if it wishes to do so, at any time make recommendations to the Board on the scale, scope and format of IPA Congresses;

• invite component societies in the relevant regions to propose possible venues for the IPA Congresses in 2019 and 2021;

• compile a shortlist, using such criteria as the Planning Group may develop, from both the proposals made by component societies and any other venues the Planning Group considers appropriate;

• undertake a Site Visit of the shortlisted venues, and make such preliminary bookings as they may consider appropriate in order to secure venues until a Board decision can be made;

• make recommendations to the Board as to which venues should be chosen for 2019 and 2021.

Budget

The costs for 2015 will relate to the selection of a European venue for 2019 (the costs for the 2021 Congress will be in the 2016 financial year, and will be subject to a budget proposal as part of the normal budget process).

With the Planning Group membership set out above, Site Visits to Europe will involve 2x Latin American, 1x North American and 1x European. Assuming three cities are assessed (each city in a different country), this would require the following expenditure for 2015:

• Air travel to Europe: US$7,000

• Air travel within Europe (assume 3 cities): US$4,000

• Ground travel: US$1,600

• Hotel & per diem @ 450: US$10,800

• Total budget US$23,400

Revised mandate Board approved July 2015

Name change Board approved August 2021