Requirements and Guidelines for IUFoST Congresses 1. Preamble The IUFoST Constitution regarding sponsorship, organisation, and staging of international congresses, in summary: 1. Adhering Bodies desiring to organise and stage an international congress of food science and technology shall issue formal written invitations to the Secretary-General. The Governing Council is authorised to accept one of these invitations and to authorise the host country adhering body to proceed with plans and preparations for the congress. 2. The host country (Adhering Body) shall be responsible for planning and staging an international congress, within the Congress Guidelines, once its invitation has been accepted. It shall seek and consider, however, the advice and counsel of IUFoST Scientific Council, through its Chair, with respect to subject matter for papers, invited speakers, session chairs, etc. and IUFoST Secretary-General regarding the fulfillment of IUFoST s mission through its world food congresses. Congress Objectives To examine topics of international importance in the field of food science and technology To provide a forum for the presentation of new research findings and to foster interaction between academia and government and private sectors To provide an environment for persons with international interests in food science and technology that will: foster a better understanding of issues that are important to various nations of the world, facilitate the development of professional relationships and the exchange of ideas, and stimulate international cooperation in important new endeavours. International Congresses of Food Science and Technology (IUFoST Congresses) have so far been held as follows: YEAR PLACE Approximate number of REGISTRATIONS I 1962 London, UK 1200 40 II 1966 Warsaw, 1000 50 Poland III 1970 Washington, DC 2000 50 COUNTRIES AND TERRITORIES REPRESENT ED
IV 1974 Madrid, Spain 1300 70 V 1978 Kyoto, Japan 1000 50 VI 1983 Dublin, Ireland 950 51 VII 1987 Singapore 1000 55 VIII 1991 Toronto, 1400 74 Canada IX 1995 Budapest, 1200 71 Hungary X 1999 Sydney, 1700 62 Australia XI 2001 Seoul, Korea 1950 63 XII 2003 Chicago, USA 635 51 XIII 2006 Nantes, France 1100 75 XIV 2008 Shanghai, 2200 79 XV 2010 China Cape Town, South Africa 1750 73 XVI Iguassu Falls, Brazil 2300 66 And the next two IUFoST World Congresses will be held: XVII 2014 Montreal, Canada 1496 71 XVIII 2016 Dublin, Ireland The invitation to organise and stage IUFoST Congress XIX shall include an explicit commitment to observe the requirements for congress outlined below and in the congress contract that follows. II. General Requirements The IUFoST Adhering Body in the host country accepts full responsibility for organising the Congress and will be required to enter into a full contractual relationship with IUFoST. The body undertakes to meet the general and additional requirements outlined herein, which are necessary for successful congresses. Additionally they are expected to consult with the IUFoST Governing Council through the Office of the Secretary-General and the Scientific Council through the Scientific Council Chair and Secretary-General and to keep these Committees informed and in agreement regarding planning and preparation for the Congress. IUFoST Congresses are an integral part of the Union's activities. Working group sessions and the General Assembly should form part of the overall framework of the congress. 1. Congress Budget In particular the IUFoST adhering body in the host country must be assured of financial support sufficient to cover all expenses of the Congress, as IUFoST has no congress funds. Moreover, the congress organisers are required to include in the congress budget a contribution to IUFoST funds in the minimum amount of US$10,000 as part of a 50/50 split of audited gross profit. The expectation is that the minimum profit for each organization is US$100,000. The congress contract signed by the host organisation and IUFoST shall constitute the final agreement in this respect. The Adhering Body of the host country acknowledges and agrees that The International Union of Food Science
and Technology Incorporated (IUFoST) shall not be responsible for any costs, taxes, liabilities, charges, expenses, outlays, payments, losses, damages, suits, actions, fines penalties, claims or demands of any nature whatsoever whether foreseen or unforeseen and whether or not within the contemplation of the parties when this agreement is executed arising from, or in any way related to Congress XVIII. The Congress budget shall include provision for assisted participation of students from the host country and other countries (a possible student package) for food scientists from developing countries as well as for the Young Scientists programme. An option for one-day registration is required. The Congress Organising Committee should use Governing Council, Scientific Council and Academy Executive Council members as speakers an for symposia chairs. 2, Free Circulation of Scientists IUFoST is a member of International Council for Science (ICSU). The ICSU policy on the free circulation of scientists thus applies to the IUFoST Congresses, indicating that there will be no restrictions on entry to their country of bona-fide participants in the congress. Invitations to the Congress must contain mechanisms and timeframes for obtaining an entry visa. This information must be stated clearly on the invitation, and must be transmitted so that each invitee receives this information at least six months prior to the Congress. A publication of ICSU Standing Committee on Freedom in the Conduct of Science "Universality of Science" offers advice to the Congress Organising Committee. The document "Advice to Organisers of International Scientific Meetings" is available upon request from the IUFoST Secretariat. III. Other General Requirements 1. Within 30 days of the announcement regarding the 2018 congress host, the host Adhering Body shall identify the Chair of the Congress and Scientific Programme Chair. Organising committee members shall be selected according to their international experience and knowledge of IUFoST as well as their broad representation of the national food science and technology community. One designated representative agreed between the Adhering Body and IUFoST shall attend all IUFoST Governing Council meetings between the time of the bid acceptance and the 2018 congress. 2. The IUFoST Secretary-General shall be an ex-officio member of the Congress Organising Committee, and the chair of Scientific Council shall be an ex officio member of the Congress Scientific Programme Committee. These nominations justify the following requirements: a) The IUFoST Secretariat shall be provided with copies of minutes of all organising committee meetings, including budgets and time schedules, and technical programme committee's meetings on a timely basis. b) The IUFoST Scientific Council Chair and the Secretary-General shall be provided with copies of minutes of all Scientific Programme Committee meetings on a timely basis. 3. All announcements, programmes and other publications pertaining to the Congress shall display, in a prominent position and in a size equal to that used by the host organisation, a statement and appropriate logos such as: "Under the auspices of IUFoST" with reference also to the IUFoST regional groups, as appropriate. The main advertising campaign should be launched at the conclusion of the previous congress.
4. Payment of the remaining funds due to IUFoST shall be made within 180 days of the closing of the congress. 5. The Secretary-General shall be provided with two copies of all published materials at no charge (one for the secretariat and one for the archives). 6. The Audited Financial Statements from the congress shall be submitted to the IUFoST Secretariat within 12 months of the close of the Congress. IV. Specific Requirements 1. The Congress should occur approximately two years after the immediately preceding IUFoST congress, preferable time periods are: i) September ii) late August iii) early October in that order of priority. 2. Duration: 5 days (consulting with IUFoST regarding additional pre and post congress workshops etc) 3. Official language of IUFoST Congress: English 4. Structure of the Congress a) Scientific Programme: i) The Congress Organising Committee is encouraged to set, at an early stage of preparation, the congress theme that reflects the major goals of the scientific programme. ii) The scientific programme will be comprised of: Plenary sessions including Keynote address and IUFoST Distinguished Lecturer* Address Fellows Awards ceremonies Industry and other awards ceremonies Young Scientist sessions Symposium sessions Scientific paper sessions Poster presentation Workshops, and others Summary presentations Short courses, pre-congress programmes as mutually agreed *The IUFoST Academy will select three nominees, in order of preference, to give the IUFoST Distinguished Lecturer address. The final decision is made by the Board. The Secretary-General will then issue invitations and inform the Congress Organising Committee of the selection. b) Associated activities: Special events during the Congress may include: Opening reception Dinner/banquet Scientific and technical visits to relevant academic, government, and Industry establishments Social activities including programme for accompanying persons Other ceremonial events c) Scientific and commercial exhibits. A commercial exhibition must form part of
the overall congress activities d) Pre- and post-congress tours 5. Conference facilities a) Large auditorium for approximately 1800-2000 persons, equipped with: Public address system including microphones for audience Comprehensive projection facilities Facilities for simultaneous translation, where necessary for effective local participation Air conditioning if the location and season necessitate b) Lecture rooms, at least six for one hundred to three hundred persons each, for the session meetings, equipped as for the large auditorium c) Large area for poster presentations d) Exhibition area e) Rooms for hospitality, briefing, interpreters, press conferences, and for the services listed below An IUFoST office/meeting room (with internet facilities) and administrative support available throughout congress week for the Secretary-General. A lounge with internet facilities, beverages provided for IUFoST members WiFi in all common areas A room suitable to hold a luncheon/dinner for approximately 90+ persons of the International Academy of Food Science and Technology (IAFoST), which will take place at lunch or in the evening during Congress week. A meeting room for the Governing Council (25 persons) is required for up to two days prior to the Congress. Comprehensive projection facilities, U-shaped table arrangement, provision for refreshments and lunches is needed. The Governing Council will meet for up to 1/2 day following the Congress and require an arrangement as above at that time as well. The IUFoST General Assembly shall meet during or at the conclusion of the Congress, half-day maximum. This room should accommodate 100 persons in a comfortable auditorium-type setting, and have a head table and dais suitable for 10 people, be air- conditioned and be equipped with comprehensive projection facilities, tape recording facilities and a public address system, including microphones for audience participation. Provision for refreshments is needed. 6. Desirable Services a) General technical service continuously available for all the equipment and facilities listed above. b) Interpretation services available for those having special difficulties. A whisper translation service is suggested. c) Internet, Photocopying, telephone, facsimile. d) Medical assistance. e) Friend-finding service. f) Closed-circuit television throughout the congress area this needs only be done if overflow crowds are expected for some presentations or if the venue is extremely spread out. g) Catering services: cafeterias, restaurants, bars, etc., with special provision within the congress area for quick service of large numbers of meals and
refreshments. h) Accommodation: hotels, hostels, etc., at a range of price levels in the neighborhood of the congress venue, adequate to accommodate the expected registration. Inexpensive housing should be provided for students and young scientists. i) Transportation between hotels and major congress sites. j) Postal services at congress venue. k) Travel services at congress venue. l) Bank and exchange services at congress venue. 7. Adherence to Timelines a) Location Announcement 4 years ahead b) Website open 2 years ahead c) Call for Abstracts 9 months ahead d) Close of Abstracts - 7 months ahead e) Final Programme two months ahead unless otherwise agreed between IUFoST and host country ANNEX IUFoST COMMITTEES Governing Council: The Governing Council is authorised to select time and place of international congresses and such other meetings as are sponsored by the Union, and to assist host countries with plans and preparation for these meetings. In executing the entrusted power to select the host country, the Governing Council applies the following policy: 1) Preference as the host is afforded to those countries or territories located in the regions different and apart from where the immediately preceding congress was held or is planned and parts of the world where the congress has not been held. This is to meet the wish of the General Assembly to move the Congress around the world. This Governing Council shall meet for a maximum of 2 days prior to the congress and up to one day after the Congress. There shall be meeting space provided by the Congress organiser for twenty-five (25) persons for these meetings as well as morning and afternoon refreshments, lunches and dinners provided at suitable locations. There should also be programmes for accompanying persons. The organisers should also have student assistance available for typing, copying, errands, etc. as assistance to the Secretary-General in order to provide for a smooth running meeting. Scientific Council The IUFoST Scientific Council through its Chair will serve in a consulting capacity to the programme committee (Congress Scientific Committee) of the country sponsoring an international congress. It shall assist congress organisers in achieving highest possible quality of the programme in line with the policies and strategies of the Union. The Host Country (Adhering Body) shall seek and consider the advice and counsel of the Scientific Council with respect to subject matter for papers, invited speakers, session chairs, etc. Congress Organising Committee: The Congress Organising Committee shall be the committee responsible for organising and running the congress. The Secretary-General on behalf of the Governing Council will serve in a consulting capacity to the Congrress Organising Committee. The Chair of the Congress Organising Committee, Adhering Body representative and Scientific
Committee Chair (as agreed with IUFoST) are invited to attend meetings of the IUFoST Governing Council. The Organising Committee Chair shall be identified within 30 days of the congress being awarded and IUFoST shall be notified in writing to this effect. The host country shall not hold a major food science meeting in the year before the Congress or incorporate annual meeting activities into the world congress unless expressly agreed by IUFoST. IUFoST Board members are invited to meetings of the Congress Organising Committee, if they are in the Congress locale at the time of such meetings. CLAUSE 5 OF ICSU STATUTES In pursuing its objective in respect of the right and responsibilities of scientists, ICSU, as an international non-governmental body, shall observe and actively uphold the principle of the universality of science. This principle entails freedom of association, expression, information, communication and movement in connection with international scientific activities, without any discrimination on the basis of such factors as citizenship, religion, creed, political stance, ethnic origin, race, colour, language, age or sex. ICSU shall recognize and respect the independence of the internal science policies of its National Scientific Members. ICSU shall not permit any of the activities to be disturbed by statement or actions of a political nature. March 2016