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World Gastroenterology Organisation
World Gastroenterology Organisation
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WGO International Meetings Call for Bids

WGO seeks collaboration with its 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  

Guidelines for the Request for Proposal (RFP) to Host a WGO Co-Organized Meeting in a Non-Congress Year  

Role of the World Gastroenterology Organisation (WGO)

The role of WGO in these co-organized meetings will be:

Financial Considerations

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:

  1. Registration fees for faculty
  2. Accommodations for the total number of nights faculty members are required to be in attendance at the meeting
  3. Faculty travel expenses covered up to a maximum of $5,000 USD

Logistics and Organization

Following is a summary of the information that must be included in your proposal:

  1. Letter from the host national society confirming that they endorse the proposal
  2. Detailed description of the meeting, including proposed dates, program format and duration
  3. Key local experts heading this proposal and the scientific program
  4. Detailed budget and estimated proceeds from the meeting
  5. Level of industry sponsorship that is expected to be, or has already been, committed to the meeting/congress
  6. Projected financial and logistical support from the host city and/or government
  7. Expected attendance and the assumed country/region of origin of participants
  8. Faculty size and suggested allocation of international to local representation
  9. Proposed venue and its capacity and facilities
  10. Proposed hotel facilities, including a range of 3- to 5-star and student accommodation should be available
  11. Accessibility of the venue and associated transportation logistics, including ground transportation from/to airports and between the hotels and the meeting/congress venue
  12. Proposed social program and pre- and post-meeting/congress tour arrangements
  13. Security and political stability of the host country
  14. 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

Legal Considerations

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:

Please Note

These guidelines pertain only to co-organized meetings and congresses for interim years between World Congresses.

For a World Congress, a separate call for bids and the guidelines for making such bids to jointly organize the World Congress are maintained separately for that express purpose.