WGO International Conferences Call for Bids
WGO seeks collaboration with member societies and regional associations to host future joint meetings in non-World Congress years. For those WGO member societies and regional affiliates interested in exploring the potential to partner with WGO for a future meeting, please contact Marissa Lopez, WGO Executive Director, at email@example.com.
Guidelines for the Request for Proposal (RFP) to Host a WGO Co-Organized Regional/National Meeting in a Non-Congress Year
Role of the World Gastroenterology Organisation (WGO)
The role of WGO in these co-organized meetings will be:
- To provide official endorsement of the meeting.
- To participate actively and maintain an equal role in the development of the scientific program.
- To present WGO educational activities within the framework of the program (e.g., Training Centers, Train the Trainers, Guidelines and Cascades, work of the committees and interest groups, etc.)
- To play a key role in the promotion of the activity via the communication mechanisms available (website, WGO publications, mailings to WGO members, etc.)
- To provide administrative support where needed and as formally agreed between WGO and the host society, including the type of support that will be offered, the cost of this support, and who will bear the financial responsibility of such costs.
- To facilitate involvement of regional associations in a bid from a national society where appropriate and/or feasible.
The level of financial involvement on the part of WGO will be determined in discussion with the respective host. In reciprocation for the endorsement and scientific, promotional and administrative input provided by WGO, financial compensation will need to be negotiated. The typical arrangement is a 50/50 split of the revenues earned by the meeting between WGO and the host society. However, in some cases a customized solution may be sought. The presenting organization is requested to provide a detailed budget for the meeting and to indicate the potential funding formula and model for the collaboration with WGO. The treasury of the meeting is ideally overseen jointly by the treasurers of WGO and the host society.
With regard to faculty reimbursement structure, the meeting budget would typically include a provision to cover:
- Registration fees for faculty
- Accommodations for the total number of nights faculty members are required to be in attendance at the meeting
- Faculty travel expenses covered up to $5,000 USD
Logistics and Organization
Following is a summary of the information that must be included in your proposal:
- Letter from the host national society confirming that they endorse the proposal
- Detailed description of the meeting, including proposed dates, program format and duration
- Key local experts heading this proposal and the scientific program
- Detailed budget and estimated proceeds from the meeting
- Level of industry sponsorship that is expected to be, or has already been, committed to the meeting/congress
- Projected financial and logistical support from the host city and/or government
- Expected attendance and the assumed country/region of origin of participants
- Faculty size and suggested allocation of international to local representation
- Proposed venue and its capacity and facilities
- Proposed hotel facilities, including a range of 3- to 5-star and student accommodation should be available
- Accessibility of the venue and associated transportation logistics, including ground transportation from/to airports and between the hotels and the meeting/congress venue
- Proposed social program and pre- and post-meeting/congress tour arrangements
- Security and political stability of the host country
- Information on insurance coverage and liability
When considering the structure of planning and organizing committees, the typical arrangement is as follows:
Scientific Program Committee:
One co-chair to represent each of WGO and the host society
Membership to be equally representative from each of WGO and the host society
Local Organizing Committee:
Usually comprised of representatives of the host society
WGO will require that the host organization and any other partners represented in the collaboration to co-organize a meeting or congress enter into a formal agreement. Such agreement will detail all legal considerations and the roles and responsibilities of all partners.
WGO is not in a position to be held liable for any aspect of the collaboration to co-organize a meeting/congress. The society is requested to provide information on their insurance coverage and liability that they will cover the proposed meeting.
Application Process and Guidelines
Please note the following additional procedural requirements and guidelines:
- Proposals will only be considered from those member societies that are fully paid up in their annual WGO membership dues.
- Depending on the size and scope of the proposed meeting and the level of cooperation agreed, a joint site inspection including WGO representatives may be required.
- Countries wishing to host a co-organized meeting or congress with WGO must confirm that there are no restrictions on travel and entry for any nationality, culture, religion, etc.
- Letters of support from the host city, government and national institutions, while not mandatory, are welcomed.
These guidelines pertain only to co-organized meetings and congresses for interim years between World Congresses. A separate call for bids and guidelines for making such bids to jointly organize the World Congress are maintained separately for that express purpose and are available here.