ISES -- Annual Meeting Handbook

Summary of Roles and Responsibilities of Involved Committees/Organizations for a Specific Annual Meeting

1. Chairs

  • There are typically 2-3 chairs who host and manage the annual meeting.
  • It is preferred that there be academia and government represented within the chairs.
  • Members of the GSM Committee cannot also serve as a chair of the meeting.

2. Technical Organizing Committee (TOC)

  • Has primary annual meeting responsibility and reports periodically to the Executive Committee (EC) of ISES and the General Scientific Meetings (GSM) Committee for guidance and approvals of certain elements, as noted below:
  • Develops the master plan and schedule for the technical sessions with the assistance of the meeting planner.
    • Identifies and works within the online submission platform.
    • Reviews abstracts and accepts/rejects them.
  • Obtains sponsors for the annual meeting, with the assistance of records from previous meetings, that can be used to work with recurring sponsors, the GSM Committee, and others in ISES willing to participate in sponsorship-related activities.
  • For joint annual meetings with other scientific societies, ensures that the Memorandum of Understanding with the other scientific society, has text outlining how potential disputes on approval of conference sponsors will be addressed (see Addendum as an example).
  • Provides oversight to/of the Annual Meeting Contractor on both performance and cost elements.
  • Involves the Student Affairs/Student/New Researcher Committee and the Finance Committee in decisions relevant to the activities of those committees related to the annual meeting. Note: These Committees may report to and coordinate with the TOC. In the case of joint annual meetings with partner societies, ensures that the interests of ISES, including responsibility for both the technical and non-technical portions are met (if the ISES Annual Meeting Contractor is not tasked with this responsibility).
  • Makes periodic reports to the GSM Committee, at least on a bi-monthly basis, in the period of one to two years preceding the annual meeting.
  • Participates in or provides the GSM Committee Chair the information to participate in EC monthly telephone calls starting one year prior to the annual meeting.
  • Provides recommendations to the GSM Committee of changes to the Handbook within four months following the annual meeting/joint meeting.

Other notes regarding the composition of the TOC:

  • The size (number of participants) and the composition of the TOC is determined by the TOC Chair(s) based on the complexity of, and number of tasks required to plan and implement the (joint) annual meeting.
  • The TOC will meet on a regular basis (e.g., monthly, or quarterly) to ensure that the planning activities are being accomplished and meet ISES objectives.
  • Large TOCs may develop a sub-committee structure to assist them in the planning and implementation of the (joint) annual meeting activities.

3. Annual Meeting Contractor

  • Performs under the direct oversight of the Chair (or Co-Chairs) of the TOC for a particular meeting.
  • Once the meeting site/city has been selected by the GSM and the EC, the meeting contractor scouts and advises on meeting location and venue within the city, with final decisions being made jointly by the Chair (or Co-Chairs) and the EC.
  • Performs virtually all administrative and organizational tasks (the technical elements will be performed by the TOC).
  • Ensures that all elements of the meeting plan and schedule are accomplished.
  • Maintains records of prior requests for funding, especially government funding, to facilitate the actions of the TOC to obtain funds. For example, EPA has a format different from NIH.

4. General Scientific Meetings Committee

  • Takes the initiative to recommend main elements of future meetings to the EC, prior to decisions on chair (e.g., meeting contractor, venue, site selection/city, chairs).
  • Provides mentorship to and oversight of the TOC via regular conference calls. The main discussion points will be the progress on the annual meeting plan and schedule, along with identification of any problems and potential solutions. This committee is accessible to the TOC for assistance.
  • Provides assistance to the TOC on workshop programs.
  • Makes periodic reports to the ISES Board on meeting progress as requested by the ISES Board.

5. Student Affairs/Student/New Researcher Committee

  • This committee develops special student/new researcher programs for the meeting and coordinates them with the TOC.
  • The committee reports to the TOC for meeting-related activities.

6. Membership Committee

  • This standing committee works with the TOC, on an as-needed basis, to facilitate the recruitment and retention of members at the Annual Meeting through the development of social and professional activities designed to increase membership.

7. ISES Executive Committee (EC)

  • Provides review and approval of major meeting elements (especially for financial elements), as noted elsewhere in this document.