WPA Scientific Meetings Policy

Transcription

1 WPA Scientific Meetings Policy Items to be included as appropriate in the WPA Statutes and Bylaws and Manual of Procedures 1. General This document describes the purposes of the WPA Scientific Meetings and the manner in which WPA wishes to organize them. It outlines the various types of Meetings and the requirements and decision-making processes for each type of Meeting. 2. WPA goals by holding Scientific Meetings a. Increase the exchange of information between psychiatrists from different parts of the world, including networking, training and mentoring of early career psychiatrists. b. Contribute to the education of different categories of mental health workers by providing up-to-date scientific information. c. Increase exchange and collaboration between psychiatrists and their community, professional, government and development partners in all parts of the world. d. Boost collaborative research by bringing together psychiatrists and others interested in research from various parts of the world. e. Strengthen links between WPA Member Societies and between WPA and international and regional organizations in the field of psychiatry. f. Make psychiatry more visible on the national and the international scenes. g. Contribute to the acquisition of funds for WPA activities 3. WPA has Scientific Meetings of two main types in order to achieve its objectives including its branding and global coverage goals: WPA Congresses and WPA Co-sponsored Meetings a. WPA Congresses. Under this category fall: - World Congress The World Congress of Psychiatry (WCP) will take place annually. The location of the WCP will be selected from one of the following three (3) parts of the world: Asia/Oceania; The Americas; Europe/Middle East/Africa. Security, safety, resources, accessibility, facilities, and finances will be among the criteria used to select the host city and country. Ideally, each of these three parts of the world will not hold the WCP more than once in a three (3) year period. WCP will be the main faceto-face activity of WPA during each year. WPA will jointly organize the Congress with the hosting national association according to the mechanism described below and through a letter of agreement between the WPA and host WPA Member Society - Regional Congress Each of the two parts of the world that does not host a World Congress during that year, may host a regional Congress. This 1

2 implies that each part of the world can have either a regional or a WCP activity during each year. No more than two (2) Regional Congresses will take place annually and WPA will jointly organize a Regional Congress according to the mechanism described below. The organizers should follow WPA s set of requirements. - Thematic Congress These congresses will be focused on one or more topics of interest. The Congress purpose is to address special issues that WPA wishes to pursue (e.g. special topic, coverage of a specific region). They can take place in parts of the world with a timing and format that does not compete with any of the other organized WCP activities. Thematic Congresses may be organized one or more times a year worldwide. b. WPA Co-Sponsored Congresses - In addition, WPA will be involved in Congresses in conjunction with national member societies, WPA components or other reputable organizations including educational institutions. The participation of WPA will be subject to the approval of the content of the activity. They could be held one or more times a year in any part of the world. They are organized by the national Member Society in collaboration with a local PCO. Organizing and Scientific Committees will be appointed by the MS; preferably including some members from the WPA. There is no regulation for the timing and duration of these congresses but they should not be competing with other WPA activities. A WPA Co-sponsored Congress is like a WPA Co-sponsored Meeting but with some special regulations agreed upon between WPA and the organizing MS (e.g., holding an EC meeting and/or focusing on a special scientific theme etc.). WPA will offer professional and scientific advice, as requested and appropriate. WPA will not bear any financial or organizational responsibility for such Congresses. c. WPA Co-Sponsored Meetings Furthermore, WPA will be involved in Meetings in conjunction with national member societies, WPA components or other reputable organizations including educational institutions. The participation of WPA will be subject to the approval of the content of the activity. WPA will offer professional and scientific advice, as requested and appropriate. WPA will not bear any financial or organizational responsibility for such meetings. 4. Frequency, timing and organizing of WPA Congresses i. General WPA Congresses will be organized to ensure presence in all parts of the world on a regular basis as well as prevent internal competition between WPA Congresses by separating the Congresses through region, date and topics. ii. World Congress Annual. Geographic rotation is desirable Asia/Oceania; The Americas; Europe/Middle East/Africa. Time of the year third quarter 2

3 iii. Regional Congress One or two Congresses may be held each year in the parts of the world that are not hosting the World Congress. Geographic rotation Asia/Oceania; The Americas; Europe/Middle East/Africa. Time of the year February/March and November/December. iv. Thematic Congress One or more Congresses may be held each year. 5. WPA Congresses: Decision making processes a. Eligibility to be elected to host/organize a WPA Congress i. The WPA Congresses are hosted and organized in collaboration with the governing body of a national member society. The Thematic Meetings are hosted and organized by the governing body of a national member society as primary host or as co-host to an educational or other approved organization. ii. The eligibility will be based on the rotation of WPA Congresses as indicated in this policy paper. National member societies are requested not to bid for Congresses that are taking place in another region. b. Criteria i. Public security and safety of the country and city involved. ii. Strength of the host WPA Member Society in terms of members, activities and institutional resources, as well as its record of participation in WPA activities. iii. Adequate accommodations and transportation resources. iv. Adequacy of the convention site. v. Cost of the main expenses items e.g., rent of space, accommodations. vi. Accessibility of the city and the venue within the city. vii. Clarity of the proposed budget and its meeting WPA Congress expectations (applies only to any Regional or Thematic Congress not organized by WPA s Core PCO). viii. Quality of the proposed plan for Congress preparation, including its timetable (applies only to any Regional or Thematic Congress not organized by WPA s Core PCO). c. General decision-making process i. In order to host a WPA Congress, the WPA Member Society or host organization should send a letter of intent or application to the WPA Secretariat for final approval by the WPA Executive Committee. ii. WPA should receive the letters at least 24 months in advance of a planned WCP and at least a year in advance of a planned Regional or Thematic Congress. d. Information Requested WPA Secretariat will send the applicant an information sheet to be filled and duly returned. No additional information will be needed other than the form at that stage. 3

4 e. Process- The information sheet will be forward to the WPA Secretariat. WPA will collect additional information with the support of its Core PCO. Thereafter, the final bids will be discussed at the Executive Committee which will take a final decision. The decision will be communicated to all bidders one week after the decision is made. The exact time line will be communicated for each respective bid. f. Commitments Bidding societies should not make any commitment to any party (e.g. Congress Center, local PCO) in regard to a World Congress, before the final decision of the WPA EC. g. Space Requirements The specific needs for WPA Congresses are outlined in the respective chapter of the respective Congress. Each applicant should pre check that the proposed facilities could meet with the WPA Congress respective needs. WPA reserves the right to hold a site inspection in the relevant sites. The costs of the site inspection visit of two WPA representatives (e.g., economy airfare, accommodations) will be covered by the congress budget. h. Other Requirements i. National Congress The national society will commit to join its annual Congress with the WPA World/Regional Congress in order to maximize attendance and impact. ii. The national society will sign an agreement with WPA 6. Operating a WPA Congress a. Each WPA Congress should be operated within the guidelines provided for the specific type of Congress in the policy paper appendices. b. WPA s core Professional Congress Organizer (PCO) will be the PCO for all World Congresses of Psychiatry. It will also be the PCO for all Regional and Thematic congresses except by special arrangement with the hosting national member society or other local organizer c. Standards WPA wishes to set particular standards in the operation of its Congresses. The goal of WPA is to create a brand name associated with its Congresses that have high quality scientific content related to psychiatry and its subspecialties, high ethical and aesthetic standards, and a professionally well organized means of knowledge exchange. WPA wishes to ensure that the traditions set forth will be maintained at any Congress branded under the WPA name. WPA expects that the logistics standards will be maintained through its own organization of the Congress. Thus the set of standards outlined below serves to highlight the specific matters WPA wishes to engage. i. Interactivity WPA wishes to engage its members and participants in a proactive format. The minimum standard for a WPA World/Regional Congress should include interactive poster sessions (e-posters), interactive sessions at least 25% of the total number of sessions (through formats and/or voting), opportunities to meet colleagues via an application, an e- program and other features that will be adopted by WPA from time to time. 4

5 ii. Balance/Diversity by gender, continent WPA encourages representation of all continents and requires appropriate representation of speakers from diverse gender, cultural and linguistic groups. WPA encourages equal gender representation on the Scientific Committee. WPA requires initially that at least 30% of all speakers including 30% plenary and keynote ( full coverage ) speakers are women. WPA expects the proportion to move towards equal representation (50%) within a few years and will monitor the changes. The relative weight for geographic home of speakers will change according to the rotation. However, WPA recommends that speakers from the hosting continent will make up 30% of the total number, including 30% plenary and keynote ( full coverage ) speakers. iii. Inclusion of Service Users and Family Carers- WPA requires the inclusion of a range of stakeholders including service users and family carers as participants in the organization and conduct of the Congress. A separate policy will be developed on this matter. iv. Engaging the Industry The industry is a partner to the success of WPA Meetings. As such, WPA wishes to engage the industry within the compliance limitations. A debrief session with the industry will be organized during each World/Regional Congress. Industry club will be established and convene during the World Congress to discuss WPA plans and receive industry feedback. v. Compliance All WPA Meeting activities should be in full compliance with the industry ethical codes and practices, the policies of the hosting member societies, and of the regulatory authorities of the host countries (if relevant). vi. Accreditation All WPA Congresses should be accredited for Continuing Medical Education (CME) points with the major accrediting bodies worldwide. CME credits will be offered to all Congress participants. The Core PCO will organize the required applications and monitor the process. vii. Evaluation WPA will work with the Core PCO on a clear cycle of identifying Congress objectives, designing the Congress, operation, survey and assess the results and bring the findings and insights to the next Congress. d. Distribution of responsibilities In order to clarify the various responsibilities, WPA is using a chart for its Congresses that clearly shares the tasks among the various stake holders (See tables in Appendix A and Appendix B). e. Committees Authorities i. The Organizing Committee 1. World/Regional/Thematic Congresses a. Authorization of all financial spending related to the Congress in accordance to the budget rules introduced by WPA. b. All decisions related to the organization of the Congress in accordance with the WPA standards stated in this document. Such activities will include but not be limited to the venue, availability of space according to the program needs, and social events. ii. Scientific Committee 5

6 1. World/Regional/Thematic Congresses a. Full responsibility to the scientific content in compliance with the WPA standards outlined in this document. b. Invitation of speakers as per the budget and in compliance with the WPA standards outlined in this document. iii. Supervisory Board 1. World Congresses a. Overall responsibility for the entire Congress operations, content and financial. b. Authorization of budget items above US$ 25,000. c. Final decision on any unsorted dispute in any other committee. 6

7 7. Content of a WPA Congress a. General WPA encourages the dissemination of knowledge gained at its Congresses to the benefit of the entire psychiatric community. b. The organizers of any WPA Congress are encouraged to publish data out of the Congresses (e.g. webcasts, abstracts, eposters, powerpoint presentations) in English. c. Pre-approval of the publication must be obtained from the WPA Secretary for Publications, in consultation with the WPA EC. d. The organizers must ensure the approval of copyright holders before publication. 8. Financial aspects of a WPA Congress a. Budget i. Registration Fees 1. World Congresses- Fees to be decided by the Organizing Committee and approved by the Supervisory Board. Fees should be in line with WPA similar type of Congresses in order to create a branded value. Special fees for local participants may be introduced pending on the specific needs of the region. 2. Regional/ Thematic Congresses Fees to be decided by the Organizing Committee. Fees should be in line with WPA similar type of Congresses in order to create a branded value. Special fees for local participants may be introduced pending on the specific needs of the region. 3. A detailed budget needs to be prepared in advance for every WPA Congress. The budget will be prepared by WPA through its Core PCO. The PCO will prepare a preliminary budget 18 months before the congress using its budget template. Should the Regional/Thematic Congress be organized by a local PCO, they should prepare a budget using the WPA budget template and submit to WPA EC for approval. Co-sponsored meetings do not need to submit a budget to WPA EC. ii. Marketing All marketing activities needed to promote the Congress, incl., the number of attendance, the visibility and efficiency of the congress. Travel expenses should be limited as indicated in the World Congresses policy appendix. iii. Secretariat This amount is reserved based on the agreement between WPA and its Core PCO. No other expenses should be added to this item. iv. Rent Rent of meeting space should not exceed the amounts indicated for the specific Congress. v. Social Events, Food and Beverage WPA Congresses should hold the following social events: a Get Together Reception, tea/coffee breaks, a speaker s and/or Gala dinner. Amounts should be capped according to the specific Congress requirements. Additional networking events with a limited budget are encouraged (e.g., First Timers Reception). 7

8 vi. Technology/Networking WPA wishes to be innovative in the format of its Congresses. Therefore, several items (e.g., apps, e-posters) will be an integral part of the budget. vii. Speakers Invited speakers are the key to the Congress success. WPA wishes to ensure long-term continuity and diversity. Therefore, WPA sets certain requirements (see page 4) in order to create the appropriate mix of speakers with gender and geographical balance. viii. Meetings of the WPA Executive Committee (at each WPA Congress), Board and Council (at each WCP) and the WPA General Assembly (at every third WCP) to be included in the Congress budgets as detailed in Appendix A and Appendix B. ix. The application for and monitoring of the CME credits process is organized by the Core PCO and included in the Congress budget. x. Other Expenses Other expenses should adhere to the budget template. New items should be pre-approved by both the Congress and WPA treasurers/secretaries for finances. b. Profit share WPA is happy to share the congress profits as recognition of the national member society efforts and as a partial compensation for the cancellation of its annual Congress during the year of the WPA WCP. The profit will be shared at 70% WPA and 30% national Member Society. Profits from Regional and Thematic Congresses will be shared at the rate of 30% to WPA and 70% to the national Member Society or hosting affiliated society. Co-sponsored meetings profits will be collected by the Member Society or other hosting society in full. 9. Timeline of WPA Congresses Timeline of activities of WPA Congresses should be followed. Congresses should avoid competing directly with other WPA Congresses by amending the timeline. 10. WPA Co-Sponsored Meetings / WPA Co-Sponsored Congresses Co-sponsorship is a statement of approval or support. For WPA, co-sponsorship translates into approval of a scientific activity or educational event, by offering the use of its logo on print and electronic materials. The WPA goals by holding Congresses remain. a. Dates Co-sponsored Meetings/Congresses may not compete with nor be organized during WPA Congresses. b. WPA requirements WPA assumes no responsibility for the organizational, planning, operational and financial aspects of the Co-sponsored Meetings/Congresses. If requested, WPA will offer professional and scientific advice, as appropriate. - The Co-sponsored Meeting/Congress or activity content must align with the WPA mission statement. - All WPA Co-sponsored Meetings/Congresses should be in compliance with the respective ethical codes of conduct. 8

9 - The organizer must adhere to a conflict of interest disclosure policy for all faculty members. Compliance will be the responsibility of the Co-sponsored Meeting/Congress organizers. - The organizers must provide a copy of the program and/or supplementary materials available at the time of the endorsement request. - WPA must be provided the option to review any prior or subsequent publication(s) that may be created related to the scientific content of the meeting. - The organizers must provide a summary of the Co-sponsored Meeting/Congress or activity after it takes place, including available evaluation results. All WPA Co-sponsored Meetings/Congresses should be in compliance with relevant WPA standards and the respective ethical codes of conduct. - Accreditation Accreditation is the responsibility of the Co-sponsored Meeting/Congress organizers. WPA Continuing Medical Education (CME) credits will be provided on request subject to program review and payment of appropriate administration fees to WPA. c. Procedure A one-page proposal must be submitted to the WPA Secretariat at least 90 days before the date(s) of the Co-sponsored Meeting/Congress or launch of the activity. This proposal must summarize the activity and describe the roles and responsibilities of all parties involved. To be considered complete, it should include the following: - Program draft (as an attachment) - Information related to CME or other credits awarded for attendance or participation - List of sponsoring institutions - List of activity sponsors - List of any additional co-sponsors The WPA Secretary for Meetings and the Secretary for Education will review all applications, in consultation with the WPA EC, and decisions will be announced to applicants at earliest convenience. d. Approval of Co-sponsorship If approved, the applicant is permitted the following acknowledgements of WPA cosponsorship: - Permission to use the WPA name and logo on print and electronic materials, (e.g., a WPA Co-sponsored Meeting/Congress ) with approval in writing by WPA before such materials are printed/distributed 9

10 - One blast will be sent to WPA membership by the WPA, with content provided by the requestor and approved by WPA - The activity will be listed on the WPA web meetings calendar - The applicant should note co-sponsored by the World Psychiatric Association on the website and in all related materials e. Terms and Conditions - Co-sponsorship is granted as a one-time use and a new application must be completed for any reoccurring programs, or additional dates from the initial approval - Any changes in the program after agreement to co-sponsor must be communicated immediately to WPA and, if such changes breach the cosponsorship guidelines, this may result in loss of co-sponsored status - WPA assumes no financial responsibility or liability for the program - WPA does not provide financial support for co-sponsored activities - WPA Continuing Medical Education (CME) credits will be provided on request subject to program review and payment of appropriate administration fees to WPA. - WPA will officially declare co-sponsorship after the proposal and program have been approved. - Co-sponsorship may be withdrawn at any time if WPA comes to believe that the Congress or activity will not meet the requirements and conditions outlined above - WPA strongly encourages inclusion of the following elements in the Cosponsored meeting program: Interactive elements, inclusion of service users and family carers, gender balance and presentation of WPA and its educational, training, advocacy, research, publication and other programs. f. Benefits requested by WPA WPA requests organizers of Co-sponsored Meetings/Congresses or events to cooperate in the following ways (many of these require minimum effort and are very likely to attract additional interest in the program): - Feature the name and logo of WPA appropriately on all printed and electronic publications of the meeting (please provide copies of all relevant official publications) - Include WPA information in the on-site delegates bags or registration documents 10

11 - Provide a WPA booth/table at the meeting for announcing WPA s future Congresses and activities - Permit the showing of intermission slides about WPA s forthcoming programs and activities - Provide a final report about the event, including a list and s of attendees (if permitted under local regulations) 11

12 APPENDIX A Organizing a World Congress of Psychiatry (WCP) - Annual 1. WPA goals a. Increase the exchange of information between psychiatrists from different parts of the world, including networking, training and mentoring of early career psychiatrists. b. Contribute to the education of different categories of mental health workers by providing up-to-date scientific information. c. Increase exchange and collaboration between psychiatrists and their community, professional, government and development partners in all parts of the world. d. Boost collaborative research by bringing together psychiatrists and others interested in research from various parts of the world. e. Strengthen links between WPA Member Societies and between WPA and international and regional organizations in the field of psychiatry. f. Make psychiatry more visible on the national and the international scenes. g. Contribute to the acquisition of funds for WPA activities 2. Decision making bodies for example Supervisory Board Organizing Committee Chairperson WPA President Member Society nominee Co- Chairpersons WPA + Member Society nominee Members Organizing committee Chair Scientific Committee Chair Core PCO representative (as consultant) OC and WPA Treasurers Marketing subcommittee head Sponsorship & Exhibition subcommittee head Social sub-committee head Core PCO representative (as consultant) Responsibility Overview of congress agenda, strategy, financial and other key decisions Overall organization and delivery of WCP, including financial management and industry relations Marketing Subcommittee Sponsorship & Exhibition Subcommittee OC nominee 3-5 members Oversee and approve marketing collaterals and activities for WCP OC nominee 3-5 members Identify, engage and connect Core PCO with prospective sponsors and exhibitors for WCP 12

13 Social Subcommittee Scientific Committee International Advisory Board OC nominee 2-3 members Oversee the organization of official and fringe social events of WCP, and recommend unique venues and cultural performances WPA WPA + Member Society nominee Appointed by Supervisory Board Equal numbers of WPA and hosting Member Society representatives, besides the chairperson Decided by Supervisory Board to include members of the WPA Council, WPA Board, and WPA Scientific Section chairs Develop the scientific program for WCP, review of proposals Provide assistance and advice, where necessary, to the Organizing Committee on key congress matters, review of abstracts for oral / poster presentations 3. Format a. Dates In order to keep a coherent structure, Congresses should take place in September of each year (or adjacent months) according to the WPA rotation across the following three (3) parts of the world: Asia/Oceania; The Americas; Europe/Middle East/Africa. b. Length - WCP should last 4 days. c. Program format The following format is an example. Parallel sessions slots will be determined by the Organizing Committee in consultation with the Scientific Committee. Satellite Symposium slots will hold no more than 3 concurrent sessions per slot. Additional educational activities such as open discussions, oral and poster sessions that are attended by a smaller number of participants will take place in conjunction with the parallel sessions. Sample meeting architecture: Day I Day II Day III Day IV Early Morning Meet the Exp Meet the Exp Meet the Exp Morning Plenary Plenary Plenary Plenary Coffee Break Morning Cont Satellite Sym Satellite Sym Satellite Sym Satellite Sym Lunch Break Poster walk Poster walk Poster walk Poster walk Afternoon Parallel Parallel Parallel Parallel Coffee Break Afternoon Cont Parallel Parallel Parallel Closing Evening Get Together d. Language The Congress will be conducted in English. The Scientific Committee could add dedicated sessions in a different language as a separate track if applicable. 13

14 e. WPA requirements i. WPA Sessions 1. A presentation by the WPA President or his/her representative, usually during the opening session 2. A session or sessions during the Congress at which WPA educational programs are presented, and which are organized in collaboration with the WPA Secretary for Education. 3. A session at which members of the WPA Executive Committee meet with the already attending Presidents of WPA Member Societies, WPA Zonal Representatives, and Chairpersons of WPA Scientific Sections for an exchange of information. Typically, such a session lasts for about 2 hours. The WPA Secretary General, in collaboration with the WPA Secretary for Scientific Congresses, will invite the participants for such a session ii. Coverage of WPA Executive Committee 1. Travel (economy airfare),accommodation and per diem expenses of the 8 WPA Executive Committee members plus two WPA Administrative staff should be included in the budget of the Congress. 2. The WPA Executive Committee requires a Congress room for 12 people for the days of its Congresses plus one or two days before or after the Congress, two coffee-breaks (morning and afternoon) and a light lunch served in the Congress room daily. iii. Coverage of WPA Board and Council for each World Congress 1. Travel (economy airfare) and accommodation expenses for the members 2. A meeting room and refreshments for one day for each of the Board and Council at the Congress iv. Convening of WPA General Assemblies incl., elections every third year at the World Congress 1. Specific rooms and arrangements are required during the World Congress as detailed separately v. Interactivity 1. General - WPA wishes to incorporate both new technology and enhanced networking opportunities into its Congresses including the WCP. In order to ensure continuity, the following enhancements will become an integral part of each Congress a. App WPA will introduce a Congress app that will serve all its Congresses including the WCP. The app will be made available to all Congresses attendees. b. E posters This feature should be used in every Congress. The E posters will be used for poster walk in as well. E Posters could be used in addition to regular poster board or replace them subject to the decision of the Scientific Committee. c. Meet the Expert This format should be used at all Congresses. Such sessions will be offered during the 14

15 morning of each day of the Congress. The format will be available through the WPA Core PCO. d. Early Career Doctors Club and Fellowships WPA wishes to encourage the attendance of the younger scientists in its Congresses. A dedicated lounge will be made available to early career scientists, i.e., within 5 years of qualifying as a psychiatrist. The lounge will contain sufficient seating as well as beverages. The Scientific Committee will arrange for interaction between the young doctors and key opinion leaders during the breaks. WPA also recommends advertising a number of Fellowships for early career scientists, a decision to be taken in consultation with the hosting Member Society and any other hosting organization. e. Interactive Sessions At least 30% of the regular sessions should be interactive. Interactivity means providing the alternative to the audience to pro-actively attend the session (e.g. voting, debate, round tables). vi. Industry 1. General Industry support is a key to the success of WPA Congresses. Industry is WPA s partner. However, WPA and relevant industries each have their own codes of conduct that serve as the guidelines of the entire exchange between WPA and its industry supporters. 2. Industry will be offered support opportunities. The WPA Core PCO will provide such opportunities in order to maintain the same brand and level throughout WPA World Congresses. 3. An Industry meeting will take place towards the end of each WCP. The meeting will be attended, among others, by WPA executives, the executives of the hosting organizer as well as the WPA Core PCO. 4. Any industry sponsored scientific activity to be organized should not compete with the main scientific programme of the Congress, i.e., early morning/breakfast, or noon/lunch or late afternoon hours could be allocated. The scientific content of these activities should be approved by the Scientific Committee and the President of the Congress. The titles and announcements (printed or electronic) of these activities should clearly mention that they are industry sponsored activities. vii. Compliance Compliance standards will be under the responsibility of WPA through its Core PCO. viii. Accreditation Accreditation will be under the responsibility of WPA through its Core PCO. 4. Inclusion of service users and family carers in the preparation and conduct of the Congress is required. (Separate policy to be developed) 5. Speakers a. Eligibility Speakers should be selected based on the relevancy of their expertise, professional stature, presentation skills, and international representativeness. 15

16 b. Diversity by gender, continent WPA encourages representation of all continents and requires appropriate representation of speakers from diverse gender, cultural and linguistic groups. WPA encourages equal gender representation on the Scientific Committee. WPA requires that ideally at least 30% of all speakers including 30% plenary and keynote ( full coverage ) speakers are women. The relative weight for continental speakers will change according to the rotation. However, WPA recommends that speakers from the hosting continent will make up 30% of the total number, including 30% plenary and keynote ( full coverage ) speakers. c. Coverage i. Invited speakers should be further divided into 3 categories for support purposes; 1. Full coverage flight, accommodations, registration 2. Partial coverage accommodations (full or for specific number of days), registration 3. Waiver only registration ii. Accommodations will be provided by WPA for a maximum of 3 nights per speaker (4 nights for those travelling on a flight of more than 9 (TBC) hours duration to reach the Congress directly). The hotel will be directly booked and confirmed by WPA. Extras will be the responsibility of the individual speaker. iii. Flight remuneration will be provided based on an economy airfare basis. WPA will assess the respective cost to the Congress venue from each continent and offer a fixed amount per travel out of each continent. Speakers who may find the support insufficient to purchase a regular economy airfare ticket will approach the Organizing/Scientific committee, which will have the authority to approve exceptions within the budget frame. d. Additional assignments Speakers may be requested to contribute in addition to their presentation. This contribution could be in the form of an additional presentation, chairmanship of sessions, and interactive session in a smaller forum etc. Such activities will be solely based on speakers volunteering to perform the additional assignment. 6. Budget a. Registration Fees Fees to be decided by the Organizing Committee and approved by the Executive Committee. Fees should be in line with WPA similar type of Congresses in order to create a branded value. Special fees for local participants may be introduced pending on the specific needs of the region. b. Control mechanism The budget will be created by WPA through its Core PCO, taking into consideration WPA requirements and the views of the hosting organizer. The Core PCO will prepare a preliminary budget 18 months prior to the congress using its budget template. The approval of the budget and its updates will be done by the hosting organizer and WPA Secretary of Finance on a periodical basis. c. WPA EC needs to approve the budget via its Secretary for Finances and reserves the right to approve changes to the budget. 16

17 Budget bench marks The budget should not exceed the following bench marks unless specifically approved by the Executive Committee. Item % of Total Revenues Remarks Marketing 3 Travel of Organizing Committee should not exceed $15k Rent 15 Other Logistics Arrangements 12 Including AV Social Events 10 Speakers 10 Coverage per speaker should be based on WPA procedure. d. Profit share Profit is defined as the balance remaining after collecting all the revenues less expenses approved and defined in the respective congress budget. The profit will be divided 70% to WPA and 30% to the hosting society. 7. Publication of content WPA has an interest to publish the content of its Congresses. Nevertheless, in view of the legal requirements, such release will be pre-approved by the Secretary of Publications and will be executed by WPA via its Core PCO. 8. Timeline of Preparations More than 2 Years in Advance Task Core PCO Respective Committee Develop WCP design concept To review and approve design concept Launch a landing page for WCP website Produce WCP marketing materials for use at WCP 2017 Promote WCP and engage prospective sponsors at WCP 2017 To review and approve marketing materials Prepare preliminary budget for WCP To review and approve preliminary budget Finalize dates of congress and contract with venue Develop exhibition floorplan To confirm final dates and venue Identify sufficient hotels in various categories Congress Marketing Research: Create mailing list To provide databases from past congresses Create and execute marketing and promotion plan To provide input and data where necessary 17

18 More than 1 Year in Advance Task Core PCO Respective Committee Open bank account Launch and maintain full website To provide preliminary information Create promotion materials To review and approve promotion materials Send Save the Date mailshot To provide Core PCO with VIP database Prepare an estimated budget To provide past congress information for reference purpose Create a Prospectus for Sponsorship and Exhibition To advise, review and approve prospectus Identify and engage potential sponsors To provide Within 1 Year to WCP Task Core PCO Respective Committee Develop preliminary scientific program Determine speakers and committee s entitlements Invite and follow up with speakers To provide list of invited speakers 2nd Announcement: Call for Abstracts To review and approve announcement copy Snail mail - call for abstract Send announcements to relevant journals To help identify relevant journals Open online registration & accommodation To confirm registration fees Abstract submission management: Receive and process abstracts To prepare for review within two weeks Abstract review To assist Scientific program scheduling To review the program before notification letters are sent Task Core PCO Respective Committee Audio Visual and technical arrangements Finalize Social Event venues To recommend and approve venues 18

19 Finalize Social Events arrangements and program To advise and approve program Scientific Program: Invite chairpersons To appoint chairpersons Apply for CME Credits Prepare exhibition manual and sending to the exhibitors Sponsored symposia: Send manual for symposia organizers Abstract CD: Prepare abstracts for print Finalize on-site signage, set-up and decorations Printings, bags, badges, etc. 19

20 WCP and Post Congress Task Core PCO Respective Committee WCP Thank you letters to speakers, hotels, sponsors, etc. Speakers reimbursement Survey, conclusions Final reports To review and approve final reports 20

21 APPENDIX B Organizing a Regional or Thematic Congresses 1. WPA goals by holding Congresses a. Increase the exchange of information between psychiatrists from different parts of the world, including networking, training and mentoring of early career psychiatrists. b. Contribute to the education of different categories of mental health workers by providing up-to-date scientific information. c. Increase exchange and collaboration between psychiatrists and their community, professional, government and development partners in all parts of the world. d. Boost collaborative research by bringing together psychiatrists and others interested in research from various parts of the world. e. Strengthen links between WPA Member Societies and between WPA and international and regional organizations in the field of psychiatry. f. Make psychiatry more visible on the national and the international scenes. g. Contribute to the acquisition of funds for WPA activities 2. Decision making bodies for example Organizing Committee Chairperson Member Society nominee Co- Chairpersons WPA + Member Society nominee Members OC and WPA Treasurers Marketing subcommittee head Sponsorship & Exhibition subcommittee head Social sub-committee head Core PCO representative (as consultant) Responsibility Overall organization and delivery of WCP, including financial management and industry relations Marketing Subcommittee Sponsorship & Exhibition Subcommittee Scientific Committee OC nominee 2-3 members Oversee and approve marketing collaterals and activities for the Congress OC nominee 2-3 members Identify, engage and connect Core PCO with prospective sponsors and exhibitors for the Congress WPA WPA + Member Society nominee Equal numbers of WPA and Member Society representatives, besides the chairperson Develop the scientific program for the Congress 3. Format 21

22 a. Dates In order to keep a coherent structure, all Congresses should take place according to the WPA rotation across the following three (3) parts of the world: Asia/Oceania; The Americas; Europe/Middle East/Africa. b. Length - Congresses should last up to 4 days. Program format The program should be informed by the following format. Parallel sessions slots will be determined by the Organizing Committee in consultation with the Scientific Committee Industry sponsored scientific activity slots will not hold more than 3 concurrent sessions per slot. Additional educational activities such as open discussions, oral and poster sessions that are attended by a smaller number of participants will take place in conjunction with the parallel sessions. Sample program format: Thematic Congresses may be expected to hold fewer concurrent sessions per slot Day I Day II Day III Day IV Early Morning Meet the Exp Meet the Exp Meet the Exp Morning Plenary Plenary Plenary Plenary Coffee Break Morning Cont Satellite Sym Satellite Sym Satellite Sym Satellite Sym Lunch Break Poster walk Poster walk Poster walk Poster walk Afternoon Parallel Parallel Parallel Parallel Coffee Break Afternoon Cont Parallel Parallel Parallel Closing Evening Get Together c. Language The Congress will be conducted in English. The Scientific Committee could add dedicated sessions in a different language as a separate track if applicable. d. WPA requirements i. WPA Sessions 1. A presentation by the WPA President or his/her representative, usually during the opening session. 2. A session or sessions during the Congress at which WPA educational programs are presented, and which are organized in collaboration with the WPA Secretary for Education. ii. Coverage of WPA Executive Committee 1. Travel (economy airfare), accommodation and per diem expenses of the 8 WPA Executive Committee members plus one WPA Administrative staff should be included in the budget of the Congress. 2. The WPA Executive Committee requires a Congress room for 12 people for two or three days before, during or after the Congress, two coffee breaks (morning and afternoon), and a light lunch served in the Congress room daily. iii. Interactivity 22

23 1. General - WPA wishes to incorporate both new technology and enhanced networking opportunities into its Congresses. In order to ensure continuity, the following enhancements will become an integral part of each Congress 2. App WPA will introduce a Congress app that will serve all its World Congresses. The app will be made available to all Congresses attendees. 3. E posters This feature should be used in every World Congress. The E posters will be used for poster walk in as well. E Posters could be used in addition to regular poster board or replace them subject to the decision of the Scientific Committee. 4. Early Career Doctors Club and Fellowships WPA wishes to encourage the attendance of the younger scientists in its Congresses. A dedicated lounge will be made available to early career scientists within 5 years of qualifying as a psychiatrist. The lounge will contain sufficient seating as well as beverages. The Scientific Committee will arrange for interaction between the young doctors and key opinion leaders during the breaks. WPA also recommends advertising a number of Fellowships for early career scientists, a decision to be taken in consultation with the hosting Member Society and any other hosting organization.. 5. Interactive Sessions At least 30% of the regular sessions should be interactive. Interactivity means providing the alternative to the audience to pro-actively attend the session (e.g. voting, debate, round tables). iv. Industry 1. General Industry support is a key to the success of WPA Congresses. Industry is WPA partner. However, WPA as well as the industry own code of conduct serve as the guidelines of the entire exchange between WPA and its industry supporters. 2. Industry will be offered support opportunities. Such opportunities will be provided by LOC. In order to maintain the same brand and level throughout WPA Congresses, WPA will plan guidelines for sponsorship opportunities in the future. 3. Any industry sponsored scientific activity to be organized should not compete with the main scientific programme of the Congress, i.e., early morning/breakfast, or noon/lunch or late afternoon hours could be allocated. The scientific content of these activities should be approved by the Scientific Committee and the President of the Congress. The titles and announcements (printed or electronic) of these activities should clearly mention that they are industry sponsored activities. v. Compliance Compliance standards will be under the responsibility of the LOC. All WPA Congresses should be in compliance with the respective ethical codes of conduct. 23

24 vi. Accreditation Accreditation will be under the responsibility of the Organizing Committee of the Congress. All WPA Congresses should earn CME credits. 9. Inclusion of service users and family carers in the program is strongly advised and encouraged. (Separate policy to be developed) 10. Speakers a. Eligibility Speakers should be selected based on the relevancy of their expertise, prospective speaker s professional stature, presentation skills, and international representativeness. b. Diversity by gender, continent WPA encourages representation of all continents and requires appropriate representation of speakers from diverse gender, cultural and linguistic groups. WPA encourages equal gender representation on the Scientific Committee. WPA requires that at least 30% of all speakers including 30% plenary and keynote ( full coverage ) speakers are women. The relative weight for continental speakers will change according to the rotation. However, WPA recommends that speakers from the hosting continent will make up 30% of the total number, including 30% plenary and keynote ( full coverage ) speakers. c. Coverage i. Invited speakers should be further divided into 3 categories for support purposes; 1. Full coverage flight, accommodations, registration 2. Partial coverage accommodations, (full or for specific number of days), registration 3. Waiver only registration ii. Accommodations will be provided by the Organizing Committee for a maximum of 3 nights per speaker. The hotel will be directly booked and confirmed by the Organizing Committee. Extras will be the responsibility of the individual speaker. iii. Flight remuneration will be provided based on an economy airfare basis. Organizing Committee will assess the respective cost to the Congress venue from each continent and offer a fixed amount per travel out of each continent. Speakers who may find the support insufficient to purchase a regular economy airfare ticket will approach the Organizing/Scientific Committee which will have the authority to approve exceptions within the budget frame. d. Additional assignments Speakers may be requested to contribute in addition to their presentation. This contribution could be in the form of an additional presentation, chairmanship of sessions, and interactive session in a smaller forum etc. Such activities will be solely based on speakers volunteering to perform the additional assignment. 11. Budget a. Registration Fees Fees to be decided by the Organizing Committee and approved by the Executive Committee. Fees should be in line with WPA similar type of Congresses in order to create a branded value. Special fees for local participants may be introduced pending on the specific needs of the region. b. Control mechanism The budget will be created by WPA through its Core PCO, taking into consideration WPA requirements and the views of the hosting organizers. The Core PCO will prepare a preliminary budget 18 months prior to the 24

25 c. congress using its budget template. The approval of the budget and its updates will be done by the hosting organizer and WPA Secretary of Finance on a periodical basis. Should the Congress be organized by a local PCO, the budget needs to be submitted for approval to WPA, using the Core PCO budget template. Budget bench marks The budget should not exceed the following bench marks unless specifically approved by the Executive Committee. Item % of Total Revenues Remarks Marketing 3 Travel of Organizing Committee should not exceed $15k Rent 15 Other Logistics Arrangements 12 Including AV Social Events 10 Speakers 10 Coverage per speaker should be based on WPA procedure. d. Profit share Profit is defined as the balance remaining after collecting all the revenues less expenses approved and defined in the respective congress budget. The profit will be shared 30% to WPA and 70% to the hosting Member Society and any or othother hosting organization. 12. Publication of content WPA has an interest to publish the content of its Congresses. Nevertheless, in view of the legal requirements, such release will be pre-approved by the Secretary of Publications and will be executed by WPA. 13. Timeline of Preparations More than 2 Years in Advance Task Core PCO Respective Committee Develop Congress design concept To review and approve design concept Launch a landing page for Congress website Produce Congress marketing materials for use at WCP 2017 To review and approve marketing materials Promote Congress and engage prospective sponsors at WCP 2017 Prepare preliminary budget for Congress To review and approve preliminary budget Finalize dates of congress and contract with venue Develop exhibition floorplan To confirm final dates and venue 25

26 Identify sufficient hotels in various categories Congress Marketing Research: Create mailing list To provide databases from past congresses Create and execute marketing and promotion plan To provide input and data where necessary More than 1 Year in Advance Task Core PCO Respective Committee Open bank account Launch and maintain full website To provide preliminary information Create promotion materials To review and approve promotion materials Send Save the Date mailshot To provide Core PCO with VIP database Prepare an estimated budget To provide past congress information for reference purpose Create a Prospectus for Sponsorship and Exhibition To advise, review and approve prospectus Identify and engage potential sponsors To provide Within 1 Year to the Congress Task Core PCO Respective Committee Develop preliminary scientific program Determine speakers and committee s entitlements Invite and follow up with speakers To provide list of invited speakers 2nd Announcement: Call for Abstracts To review and approve announcement copy Snail mail - call for abstract Send announcements to relevant journals To help identify relevant journals Open online registration & accommodation To confirm registration fees Abstract submission management: Receive and process abstracts To prepare for review within two weeks Abstract review To assist 26