Each LOC preparing a bid to host will be requested to participate in a 30-minute conference call with representatives of the three Societies to present the operational and strategic details of the bid as outlined below:
BRIEF DESCRIPTION OF THE PROPOSED HOST CITY
The description should include: the size of the city and population, access for international delegates, distance from the airport to the city, and sample flight costs from major capitals.
PROPOSED DATES
Typically, the meeting has been held between May and October (excluding July/August) and usually extends 5 days, including a half-day of pre-symposium sessions.
VENUE
Specifications concerning the following items are recommended to be included in the bid:
- Meeting Rooms
- Floor plans and room capacities
- Photographs of the proposed space
- Food and Beverage
Facility availability and estimated costs for food and beverage including continental breakfast, coffee breaks, lunch and social events
- Equipment
- Audio-visual packages for the proposed venue
- Internet/Wi-Fi costing
- Nearby Conveniences
- Restaurants and/or other venues for social receptions
- Access and recommendations of public transportation
- References
Recommendations of social venues for Welcome Reception and Conference Dinner(s) should be described with approximate costs and guest capacities.
HOTEL ACCOMMODATIONS
Include a list of a range of accommodations from three to five star categories. The hotel name and price range should be included in the bid document. Distances from hotels to the venue should be provided.
DESIGNATION AND DESCRIPTION OF THE LOCAL ORGANIZING COMMITTEE
A general description of the local organization or institution, containing their previous Congress organizing experience, along with local or national transplant society partner(s) that can promote and support the Congress should be comprised in the bid. The Chairman and key contact person, along with other members of the national transplant community should be listed.
PRELIMINARY BUDGET FOR THE CONGRESS
All items listed in the attached budget template must be completed in order to be considered. Other items such as communications, promotion and local contract costs may be estimated but will not be factored into the final analysis. The TTS office can provide a sample of past Congress budgets upon request to support the development of a draft budget for the proposal.
CONGRESS PROMOTION
The host organization will begin the promotion of this meeting on its website with the signing of the Congress MOU. Invitations for abstracts will be sent to all members and posted on the Congress and Societies websites. Registration and abstract submission tools, linked to the Congress website should be developed and organized by a Professional Conference Organizer (PCO), which may include services provided by the TTS office in collaboration with a local PCO. Ongoing website maintenance and promotional material updates should be completed by the Congress PCO.
CONGRESS CONTENT
IPITA requires the following specific sessions to be included in the Congress Scientific Program and its preliminary drafts:
- IPITA business meeting/travel Awards presentation (60 minutes)
- IPITA Presidential Lecture (30 minutes)
- The Richard Lillehei Lecture (45 minutes)
- Derek Gray Fellowship Award and Presentation (30 minutes)
- The Paul Lacy Memorial Lecture (45 minutes)
IXA requires the following specific sessions to be included in the Congress Scientific Program and its preliminary drafts:
- IXA Business meeting/Travel Awards presentation (60 minutes)
- IXA Presidential Lecture (45 minutes)
- The Keith Reemtsma Lecture (45 minutes)
- IXA Honorary Member Lecture (30 minutes)
CTRMS requires the following specific sessions be included in the program of the meeting and any preliminary program should include these sessions for consideration of timing and placement in the program by the Council of the CTRMS:
- CTRMS business meeting/travel awards presentation (60 minutes)
- CTRMS Presidential lecture (30 minutes)
OTHER REQUIREMENTS
IPITA, IXA and CTRMS are Sections of The Transplantation Society, as such the office of the TTS provides management and congress organization services to the three Societies. Any LOC preparing a bid to host the Joint Congress should be willing to work with the TTS International Headquarters to successfully plan and execute the Joint Congress of the IPITA/IXA/CTRMS. The role and cost for services provided by TTS will be defined further during the bid presentations of selected destinations.
PLEASE NOTE: Bids will not be accepted from Conference bureaus or Professional Conference Organizers unless they are working directly with an institution, transplant society or local organizing committee.
