The site selection committee seeks host institutions for the annual meeting of the International Association for Society and Natural Resources (IASNR) for 2018 and beyond. The annual meeting is called International Symposium on Society and Resource Management (ISSRM) and should be promoted as such.
The ISSRM conference cycle is typically held within North America for two consecutive years and at a non-North American location in the third year. This cycle is beginning again in 2018 (2015 in Charleston, SC, USA, 2016 in Houghton, MI, USA, 2017 in Umea, Sweden); however, the site selection committee will consider deviating from the cycle for particularly strong applications in non-North American locations.
The meeting should be held during the month of June. Although specific meeting dates are open, the conference should extend across three to four days to accommodate a full program of paper sessions, poster sessions, plenary speakers, business sessions, and social events. Typical schedules are Monday – Thursday or Tuesday – Friday, with the student forum (1 day event) occurring the day preceding the opening session. Pre- or post-meeting workshops or organized tours may also be included as means of encouraging attendance.
We require a conference facility with an auditorium for plenary sessions that will seat at least 400-500 persons, 12-14 break-out rooms, several small conference rooms or classrooms, and space for at least 50 posters/exhibits. The host institution is responsible for facilitating accommodations for 400-600 people. The accommodations should include at least one inexpensive option (particularly for students) such as on campus student housing. Cafeteria food service is acceptable; on-site beer and wine service is desirable.
The registration fee will be set by the host institution in consultation with the site selection committee representatives and the IASNR Executive Director’s office. Registration fees must be commensurate with other professional societies’ registration costs. Between 300 and 600 persons are expected to attend the symposium. The tradition of low student registration fees must be adhered to so that student participation in the conference will remain affordable. Active pursuit of grants and sponsorships to raise funds in support of the annual meeting is important.
The IASNR Business Office will be responsible for collecting all registration fees, student scholarship funds, and other donations. The host institution will be responsible for maintaining appropriate accounts for grants and contracts obtained at their institution in support of the annual meeting. The IASNR and host institution will share the costs and profits for a given annual meeting. The IASNR will, if necessary, underwrite financial losses of a conference, but organizers are expected to exercise due diligence with respect to budget planning to avoid this outcome. In addition, the host institution must clear any significant changes to original approved budget with the IASNR Business Office. Fifty percent of net profit will be returned to IASNR Business Office. All costs for the meeting should be budgeted and accommodated within the registration fees, grants, contracts, scholarships, and in-kind donations.
The host institution may seek funds to support on-site hospitality and excursions. Due to currency exchange issues, the capability of charging registration fees, accommodations, and other fees to Visa and MasterCard is a requirement.
The costs of the opening reception and at least one group meal (e.g., a picnic, barbeque, or banquet), as well as daily refreshments during morning and afternoon breaks, are normally included in the registration fee. Other social activities, meals, and excursions may be billed separately as appropriate.
Each potential symposium host will prepare a proposal to be submitted to the IASNR site selection committee. The proposal should contain the following:
- Title, authors and their affiliations
- Description of the host organization site
- Subtitles might include such items as “Environmental novelties of the region”, “Sustainable tourism projects”, “Local arts, products and foods”
- Discussion of the proposed symposium theme
- Description of housing options and costs
- Travel arrangements available for participants and estimated costs from airport to contracted accommodations
- Outline of the meeting space available
- Description of host institutional support (financial, in-kind, and staff support allocations, for example)
- Plan for recruitment of volunteers’ plan for the conference, if applicable
- Proposed schedule, including possible field trips
- Student events
- Room rates for students
- Student forum pre-session, quiz bowl competition, and student mixer are typical student events.
- Proposed committee members
- Executive committee
- Planning committee
- Proposed budget
- Justification for fee structure
The proposal should include a Proposed Budget outlining both anticipated revenue and expenses. Suggested budget categories include:
- Registration fees (by type and projected numbers of registrants)
- Contributions from institutions and agencies and private funding sources
- Conference services (food, beverages, and registration)
- Program costs (swag, AV costs, poster boards, etc.)
- Personnel (coordinator, secretarial, student hourly, etc.)
- Supplies, telephone, postage, web site
- Speaker honoraria and travel expenses
- IASNR fee (see accounting section)
Mailings and Publications:
The host institution will assume responsibility for the following:
- Preparation, printing, and distribution of the call for program ideas and call for papers and posters.
- Preparation, printing, and distribution of the preliminary program and registration materials (to be available online in advance to potential registrants). Previous meeting mailing lists will be provided to host institutions for their use.
- Preparation and printing of the final program (distributed on site). Note: listing of participants in the final program is normally contingent upon the completion of registration; all symposium participants are expected to be registered for the meeting.
- Preparation and printing of the list of attendees (distributed on site).
- Publication of paper and poster abstracts (distributed on site).
- The host institution, IASNR leadership and Council, and the program committee will be jointly responsible for raising funds for student scholarships and making decisions about allocation of registration fee waivers.
- A spousal registration rate will be provided.
- A one-day registration rate will be provided.
- A named site chairperson as well as a proposed local steering committee must accompany the proposal.
Who to Contact:
If you have questions about the Symposium, the preparation of the proposal, or wish to express interest in preparing a proposal, please contact any member of the ISSRM Site Selection Committee:
Please submit your completed proposal as an email attachment to Gene Theodori (email@example.com) by January 15th, 2016.