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CRF Guidelines

Importance of filling-up CRF Form

  • Since it is a basic document which helps in planning and to finalize decisions before the seminar is organized.
  • OARS undertakes the financial aspect for the conference with immediate effect.
  • The CRF is user-friendly document which is referred by all committed members during the conference and allied process

Full Title of Funded Conference

Frequently used full names are given short name for conference/symposium/workshop and it is mentioned near full name at the time of listing. This should be cross-verified w.r.t. trademarked names if any used for past programs

Dates of the Conference

Finalizing dates for events is an important aspect hence please ensure it does not overlap with other event which have similar topic, by checking event calendar

Length of Conference

Clearly mention the exact duration of event with pre and post seminar event

Conference Facility/Hotel Site Selection

In order to decide suitable venue for the event, study list of probable hotels with their facility. If required, bargain with the other sources available in websites and finally enter into a written agreement with signatures of both parties i.e. associate leader and Relationship Manager of OARS

Location of Conference

While deciding venue, please ensure that it is conveniently located andwell-equipped with transportation, quality of food, conveyance, climate, amusement and other essential facilities.

Meeting Type

As per OARS guidelines, event is divided into 3 categories depending upon the no. of participants.

Event

Number of Participants

Conference

More than 500 participants

Symposium

300 to 500 participants 

WorkShop

Less than 300 participants

Frequency

Clarify the rate of recurrence of such event. If it is very frequent, verify with OARS policies/guidelines

Conference Type

This form helps in pursuing OARS financially supporting for the seminar and to bear surplus or shortfall. This should be discussed in details with top officials of OARS and co-sponsors of such event should be intended for not earning profit and they should arrange evidence of liability insurance coverage.

Listing of Sponsors and Co-Sponsors

The list of sponsors and co-sponsors should indicate the exact proportion of their responsibility in %age, the total of which should be 100 and none should be shown with zero. Surplus, if any, should be distributed according to the ratio of responsibility %age allotted to everyone. Please evaluate minutely while utilizing goodwill, trademark, copyright, time and energy of staff and volunteers of OARS. Sponsors should assure what way gains earned will be paid back to them.

The seminars which are co-sponsored must be entered into Joint Sponsorship Agreement between OARS and the co-sponsor without which consent should not be given.

Listing of Cooperating Organizations

Listingof all OARS and other cooperating organizations and sub-units are to be done. If a OARS Sub-unit is seeking help (i.e. for using the name) from another organization, adopt normal procedures for doing so. The Conference Chair-person is required to obtain formal written consent before using the name of any organization in conference promotions

Outline of Topics

Selected topics will be helpful for authority to take suitable decision whether the event is fruitful and it will also help in appropriate designing of publicity for the seminar to attract technical people

Anticipated Audience

Highlight participants’ job function and locations which will help in listing job type and areas of interest of seminar

Solicitation of Papers

All the details regarding program contents should be announced which may include subject, panels, lecturer’s name, workshop schedule etc. you may include some interesting and attractive items to avoid monotony in the program. Before finalizing the program, the committee should decide whether the presentations will be in-depth or survey, research or application oriented, or tutorial or advanced treatment. If you are handling technical papers, you will need to advise the audience about the scope of the subject matter and the paper length restrictions.

Selection of Papers

All papers should be innovative and compulsorily be reviewed by two reviewers prior to acceptance and should be matching with acceptable norms.

Tutorials

Decide whether lectures will be given during seminar. If yes, clarify the duration, additional amount to be paid towards fees etc. Calculate the minimum no. of participants required to meet relevant additional income vs. additional expenses

Take help from OARS staff to decide nature of membership, planning pre-publication, assembly, printing and distribution steps to savemoney. OARS takes extra care of arranging distribution of the books to the conference in time for the meeting and will arrange placing the books in the OARS Publication catalog for post-conference sale.

Number of Proceedings Pages

  • Indicate approximate number of pages
  • Maximum Number of Papers
  • Indicate the limit of maximum papers for acceptance. Calculate the time, space and the production costrequired for technical program
  • Maximum Number of Pages per Paper

Fix the limit of maximum pages allowed for each paper. Calculate making and distributing costs. The maximum number of papers multiplied by the maximum number of papers should not exceed the total number of proceedings pages projected above.

Published by OARS

All publications released by OARS Press have a uniform identification all OARS publications. OARS Copyright and OARS Press as published go parallel. In some justifying circumstances, however, the Publication Board will entertain proposals for other publishing houses to become involved. This will require the conference chairperson to submit a proposal to the Publication Board chairperson well in advance for action to be taken by the Board as a whole.

Sold by OARS after the conference

Surplus earned from the conference is distributed to sponsors. Members are ready to pay extra for the better services rendered. Take decision about the total no. of copies printed after consulting OARS staff

Sold by Other Organizations

In case of external co-sponsors, give priority to them in buying copies of proceeding for post conference.

Will OARS Hold Copyright

As the event outcome is anindispensible and valuable resource of the organization and hence OARS cannot approve a conference for sponsorship or co-sponsorship if the conference proceedings are to be copyrighted by another organization or published by another press organization.We have agreements with some allied groups for jointly sponsored conferences that call for the proceedings copyright to substitute in a prescribed manner. OARS requires copyright transfers for all papers appearing in proceedings. Special permission must be obtained from the Publications Board before any commitment is made to surrender the proceedings copyright.

Proceedings as a Newsletter

Budgeting the issuance of the proceedings as a Newsletter will mean that the Chair person's approval is already taken. If the proceeding has been distributed as a newsletter for the previous conference, it will set an exampleand should be carefully considered. The membership will be assumed this as a member service.

Whether there is a proceeding’s CD-ROM,specify if the proceedings or other conference outcomes will be issued as a CD-ROM.

Sold by OARS after the conference

The income from CD Rom should be given to sponsors. Members pay extra price for CD Rom. Fully sponsored event should include the counts of single copy sale. Take help form OARS to find out the number of copies to include.

Sold by Other Organization

In case of co-sponsors with other group, give priority to them in buying copies of proceeding for post conference.

Recording of Technical Sessions/Video and Audio

Without consent of speaker and OARS, recording in any form of the program should be strictly banned for commercial purpose. The written approval must reflect the purpose for recording.

Other Conference Products

List any other items which might be distributed such as tutorial notes, conference tokens, etc.

Will there be a conference evaluation

Assessment of entire event should be made in details which will be helpful in assuming results of future events by giving rating to each portion of event.

Submitted by

Please give your name with contact details which includes position,address,phone/fax/email so that concerned people can contact the right person

When is the best time for your OARS to contact you?

If you intend to complete the 3-Part CRF independently, assume time required and convey OARS to approach you for a meeting and approval. The discussion between you and them will be helpful in CRF budgeting in details and rationale and to return back to you for your approval.

Meeting Committee Information

In this portion, the main technical organizational positions should be ascertained. If you have a list of committee persons you may reference it in the CRF. During the course of your conference planning, if addresses or assignments change, please inform changes to the OARS so that it may help in updating records of the conference. It is generally undesirable to select a conference committee from only one or two organizations or companies. Selection of a broader range of participants in the technical area will allow for cross-fertilization of ideas. Employers have also been known to withdraw support for volunteers when the number of people involved becomes excessive. The Conference Chairperson and the Conference Treasurer must be members of OARS

A list of conference committee job descriptions is available in the conference manual under each functional section.

Conference Revenue Detail

Registration Income

Assuming no. of participants should be calculated reasonably as it is better to assume too low than too high. All surpluses are returned to the sponsoring sub-unit to fund non-revenue producing activities, or to subsidize student activities. The most common reason that a conference does not deliver its surplus to the sponsoring sub-unit is an overestimation of registration revenue. You should base your estimates on the previous year's actual registration, unless you know of some factor, which would lower the participation i.e. inconvenient location of meeting, overlapping of other conferences being held on the same topic, reduction in the membership, etc.

Important: conferences should offer a discount for early registration as an incentive to encourage advance registration, which cuts down on personnel for on-site registration and also gives an indication of the expected number of participants. There should be a deadline of approximately one month before the conference and the discount should be lucrative enough ($60-$120) to make it worthwhile to the participant. Please ensure that registration forms are available several weeks before the early registration deadline. If membership dues are to be accepted at the conference the procedure must be reviewed in advance by OARS

In assuming income, attendance should be reasonably estimated by category: Members registration fees (except student fees) should be approximately 20% lower than the fees for non-OARS/Members. Conferences of two or more days should consider offering one-day registrations. The categories of registrations reflected in the budget are for planning purposes only. You may or may not wish to have all of these registration categories. There are four possible groups of registrants at a members meeting:

  • OARS and members
  • OARS only
  • Members only
  • Non-OARS and Non-member

The registration fee for an above numbered group cannot be higher than that of the next higher numbered group. This policy does not apply to special categories like students, exhibitors, etc.

If gratis registrations are provided, please attach a list indicating eligibility for which such exceptions are being made. Keep in mind that gratis registrations will reduce your registration income, so minimize gratis registrations with discretion and only if they have been included in the budget. Gratis registrations are normally given to media and press representatives so that editorial coverage on conference might be availed free or at a cheaper rate.

Special Functions

Revenue from special functions, which is excluded in the registration fee, should be based on be assumed price of tickets and the number you expect to sell. Tickets should be priced at cost plus 25% to cover eventualities (such as minimum guarantees). Most hotels and conference facilities will require minimum guarantees from 60 to 98 hours in advance. Therefore, estimates should be justified and the Conference Committee should be cautioned against over expectation. Assumptions for food and beverage functions can always be higher, but never lesser.

On-site Merchandise Sales

Thecostingof outcomes is calculated as follows: OARS $.10 per page / Non-Members $.20 per page. Therefore, if you are planning to have a 500 page proceedings, OARS's post-conference selling price would be Members $50.00/Non-Members $100.00. The conference committee may fix the price of proceedings for on-site sales using the post conference prices as a guideline. Conferences should make extra copies of the proceedings available on-site. Estimate only the income from sales of proceedings at the conference. Proceedings of members conferences sold by OARS Headquarters after the conference are credited to the sponsoring members. Aside from the member discount given, the conference policy regarding who shall not be given free copies or proceedings (e.g., student, partial registrations) will influence the number of proceedings sold. Conference by-products such as CD-ROM's, posters, T-shirts, mugs, etc. can also be listed in this section.

Tutorials

The registration fee listed above also applicable to tutorials.

Exhibits Program

Normally, industry increase for growth in Exhibit space is 5-7%. Therefore, you should budget reasonably. Exhibits should be included as part of the program only if the hands-on examination of equipment products or direct discussion is very important to the audience. Both technical program participants and exhibitors must agree that exhibits add a positive intention if exhibits are to be successful.

The price charged for exhibitors must cover all costs and should contribute some financial gain to the seminar. In 2012, OARS Conferences charged in the range of $2500 -$3,750 per 8' x 10' or 10' x 10' booth. Table top exhibit fees ranged between $250 and $800.

Miscellaneous Income

Before expectation is made for funds from sources outside OARS, it is advisable to check with OARS to be certain that the policy on Seeking of Funds is followed. All Grant requests must obtain OARS Headquarters approval in advance of submission. Raising of funds of small scale (not to exceed $6,000), from a single source and which are for specific goals or services of temporary value may be approved in advance by the chairman of the OARS sub-unit, as appropriate, who shall also be responsible for ensuring that donors are acknowledged. A copy of the acknowledgment letter shall be provided to the OARS Director of Member ServicesThe purpose of the fundraising should be identified to donors and should be directly related to the sub-unit's activities, e.g., chapter newsletter, travel to programming contest, conference reception, etc.

While seeking funds of small scale, sub-units should control their solicitations to organizations related to the sub-unit's scope of activity, e.g., corporations or branches thereof in the locality of a chapter or conference, organizations with products or services in the technical area of the sub-unit. In accepting small charity, sub-units shall not force OARS to any liabilities or delivery of services. Credits acknowledging patrons are appropriate, e.g., in newsletters or conference programs.

Other Solicitations

Any seeking of funds that exceeds the level of small scales, or is crossing other limitations defined above, requires the advance approval of the OARS President. Written Requests for approval will be sent to the OARS President with a copy to the OARS Executive Director, providing the specific details for the requirement, the dollar amount of funds to be solicited, and the organizations to be solicited. No action should be taken until approval is received. In those cases, where the contributor requires a special letter for tax purposes, the OARS Executive Director upon receipt of such request will prepare the letter. Some conferences are funded in part by grants (corporate, school) or gifts. This income should be included in the budget and appropriate confirmation of such funding or in-kind contributions must be on kept before the meeting can be approved.Interest earned on bank account/investments, etc. should also be included in miscellaneous income.

Conference Expense Detail

This section is helps to assure a realistic estimate of the costs associated with conducting the technical meeting. The budget should be reviewed carefully to assure that OARS's monetary obligations for the meeting are not excessive.You should make every effort to get information such as menus or AV supplier prices that are from the city or facility in which you will be meeting.

The budget advises three promotional parts for the conference: a Call for Papers (CFP), an Advance Program (AP) and a Final Program (FP). The Advance Program could also be used as a Final Program for distribution at the conference. Each meeting may, of course, determine its own promotion program. We have found, however, that an average of 25% of the conference budget should be allocated to the promotional activities. Most CFP's and AP's are printed and mailed by a OARS vendor. Because of the special permit requirements for third class bulk mail, it is usually more efficient to use the mailing house than to mail flyers yourself. There are many cost components to each publicity catalogue. Therefore, this budget may seem very detailed, but to prevent overlooking, it is supposed to call to your attention to items.

Typesetting/Design

Provision for additional cost in conference budget should be made in case you want to have your programs skillfully typeset with extraordinary artwork/design.

Printing

To receive estimate on printing prices please mail your specifications to This email address is being protected from spambots. You need JavaScript enabled to view it.

Labels

OARS members(s) lists are gratis to OARS sponsored and co-sponsored conferences. If the meeting is to be encouraged outside organizations which charge a payment for their mailing lists include that cost in this. The regularprice for outside lists is $150.00/1,200.

Labeling

A mail house commonly a charge fee of about $40/1100 to set their machineries to label self-mailers and envelopes.

Envelope Insertion

Envelopes are required for all the mails meant for dispatching outside USA even in case of direct mail pieces or self-mailers. You should assume that an average of 30% of membership mailings is outside of the USA (If you are from USA).

U.S. Postage

Being a non-profitable organization, Open Association of Research Society, (USA) is entitled to get concessional 3rd class Bulk rate for mailings which are meant to be sent within U.S.A.To avail this facility, advance planning should be made to prepare mailings well in advance,which may take up to 6 weeks for delivery. First Class mailings must be budgeted and requested specially. In case, you do not want to avail bulk rate applicable to OARS, a permit must be applied for at the specific post office from which the third class mailing will be done. To avail concessional bulk rate, you are required to follow rigid terms and conditions of post office for sorting and bundling mail toenable them to accept mail at the bulk rate. Most mailings are budgeted at this rate unless there are special reasons to mail First Class.

Non-US Postage

As per OARS’s policy,all foreign mailings are sent by airmail or especially drop-shippedprovided that approximate 25% of your mails are meant for outside the U.S.

Shipping

Shipment of catalogues in bulk to committee members [which also depends upon the size and their locations]should also be budgeted at average cost @ $25.00 per shipment.

Advertisements

This section of the database allows you to budget for advertisements in journals for each of the direct mail pieces.

Committee Expenses

This category is for the general conference committee. Program Committee expenditures are to be listed. Employer normally assumes committee expenses. Though, in some situations, expenses such as staff support, telephone, limited committee travel, copying, postage, and supplieswhen not available from other sources are justified.

Other (mementos, etc.)

As ours’ is non-profitable scientific society (Open Association of Research, Society), we are supposed to give major cash rewards, gifts, mementos or gift certificates as a goodwill and gesture to appreciate conference committee volunteers but the such transactions are legally restricted.It is therefore, advised tobudget towardsthe cost of such mementos.

Committee Meetings

Budgeting should also be done for Travel Expenses which should include train/air fare, local conveyance, other essential expenses, boarding and lodging expenses, for key Conference Committee members who are entitled to receive travel support.

Committee Social Functions

Budgeting should include the costs of social functions for members of the Conference Committee. These functions should not be unnecessary.

Registration Expenses

Registration management is one of the most important activities at the conference. It is usually the first activity a meeting participant faces and therefore sets the tone for the meeting in that person's mind i.e. “1ST IMPRESSION IS LAST IMPRESSION”. Since on-site registration is also where many problems surface, it may be easier to have a third party responsible for carrying out the policies of the conference committee.

Personnel

If volunteers are not available,Registration personnel should be hired from local convention bureaus. Costs will be in the range of $15.00 - $20.00 per hour with a minimum of 5 to 9 hours per day. The direct expenditures of professional supervision personnel should also be included here (hotel, travel, etc.).

Computer Rental

It is advisable to use local equipment hiring agencies and hence contact the hotel or convention bureau to obtain quotation from their sources for hiring equipment (for badges) and any other office equipment required.

Registration Desk Rental

TheRegistration counters costs from $40 - $150 depending on selected design. However, if you hire an "Exhibit Decorating Firm" to provide booths for exhibitions at registration counters, then nothing extra to be paid as the same is normally included on a free basis. You can also bargain for getting 50-60% discount inall other decorating equipment hiring charges to be paid for the conference.

Telephone

Budget should include estimated telephone charges and any data communications charges for computer operations.

Registration Supplies

Procure Badges, ribbons and tickets from local suppliers at actual cost. Generally prices are in the range of $30.00 per hundred for plastic badge holders and blank inserts.

On-Site Logistical Expenses

Room Rental

If the reasonable number of sleeping rooms relative to the number of meeting rooms is occupied, room rental can be saved. Usually hotels build meeting space in such a way that they can earnmore income from the sleeping room and food and beverage. In order to avail more leverage in negotiating low meeting room rates, you will have to quantify your past room and food/beverage use. To avail this savings, simply rely on OARS HQ to handle the negotiating and contract requirements.

Signs

Check with the hotel to find out what kind of signs they will provide.Signs for the registration area may cost as much as $50 - $120 each from sign makers. Be reasonable in your budgeting process in this area.

Audio Visual

As most speakers require at least an overhead, data projector and screen, please check up with the local supplier for thecost of audio visual equipment and include the total cost impact calculating rates payable per day basis regardless of how many hours the equipment to be used in the budget . Video equipment, including projector screens, is generally more expensive than other types. Most conference venues and hotels can provide you a list of reputable suppliers. Some equipment may require operators; check the facility for union regulations. Try to keep maximum gap between planning and actual date of conference as lesser the gap, higher [may be double] the rate payable

Music Licensing Fees

Firstly decide whether you want live or recorded music.Fees for both are different and the same is also based on the number of people at the event. OARS has a comprehensive license for music and hence contact them with the decision whether music is required or not. If yes, which type of music is required and ascertain the fee amount. Please obtain and complete necessary form. However each conference must file a specific form. Submit the completed forms along with check to OARS The actual filing of the forms will be handled by a OARS Member

Conference Food and Beverage

Budgeting should be made skillfully to include those food and beverage expenses which are non-recoverable as the same is included as part of the normal registration fee. Keep these expenses separatelyfrom the events which require an additional fee, which will enable you to look at the economy in the point of balance between making either a profit or a loss standpoint. Budgeting for receptions and food functions is a tough task. Scrutinize menus, taxes and gratuities, and beverage costs with the catering manager carefully before finalizing.

The Catering Manager is the most reliable source of cost estimates at the venue where you are planning to hold your event. Even if you have not finalized or perhaps even chosen the site, if you know generally which city you will be in, then you can estimate your food and beverage from hotel menus with increases built in for future prices. This budget will automatically calculate an 20% service fee and an 10.5% tax on all food and beverage listed. You may apply this method in the spreadsheet based on the local taxes and gratuities required at the conference site.

The registration fees should also include expenses to be incurred for Social functions which playan important role in communication among participants. These functions are leads to unanticipated expenses but are in good taste. Budget should include the cost of social functions and such costs may be included in the conference registration fees but should notimpose unnecessary fees.

Program/Publications

Proceedings

Theevent expense of printing proceedings should include all copies being sent to the conference. Quantities for single copy sale should be included into the cost estimates but will be paid for by the member. Whether the member is to purchase copies for sale after the conference or is to distribute the proceedings to the membership, you must coordinate with the OARS Program Coordinator for Proceedings to be sure that the amount budgeted by both the member and the conference are the same.

In case, you want to skip use of OARS printing services, you may go through the guidelines for production of proceedings which are available on the OARS website. A OARS/Program Coordinator can be contacted for Proceedings sign-off on Proceedings Covers, Spines, and Title Page and Copyright Forms.

Cost Allocated to Conference

Indicate unit cost based on quantity to be printed

Shipping to conference site

Calculate thefreight which depends upon distance and the time available for dispatching by road for the proceedings to the conference venue.

Shipping Proceedings post-conference

Organizers should sendback residual sales proceedings to the OARS warehouse from the conference site after conference is over

CD ROM

Indicate unit cost based on quantity to be produced

Speakers Expenses
Honoraria

Although, OARS does not pay a speaker's fee as per their guidelines but special speakers for keynotes or banquets generally charge actual expenses along with a reasonable honorarium which is approximately $200 per day as per guideline of the OARS

Travel/Hotel/Subsistence

Sometimes registration fee for seminars include sleeping accommodations. The conference organizer is required to reimburse certain expenses towards transportation and other allied expenses to the speaker as per the travel policies of OARS

Evaluation

Conference Chairperson and Program Chairperson to be consulted for designing feedback forms.The Feedback form should be completed and submitted by all participants at the end of the conference. This will enable the Chairperson to provide an evaluation summary and review of the event for the sponsoring sub-unit.

Tutorials

Honorarium

Honorarium payment guidelines for Tutorials speakers are $375 per half-day tutorial, and $750 per full-day tutorial.Sometimes travel and subsistence within the OARS travel as per guidelines may also be paid. With each Speaker Agreement Letter, you should provide for cancellation without penalty if the tutorial sign up does not meet a break-even number by 30 days prior to the conference.

Meeting Room Expenses

Budget to be included printing expenses for seminar materials which is to be distributed to participants

Exhibits Program

Such programs generally require only the expense of the meeting rooms and solicitations by the committee; exhibit programs are more critical and involve additional risk of loss. The budget includes expenses for exhibit space, storage, booth setup, decorating requirements, sales (telephone, printing of brochures, mailings, etc.), signs, planned social functions, on-site security, additional insurance (if required) and management of the exhibit area. Consult experienced persons to get opinion who have successfully managed exhibits.

Financial Activity

Bank charges

U.S.A. based conferences have the option of choosing between an OARS in-house Account and Indian Bank Account to handle the conference finances. Please note that there are fees associated with utilizing anIndian Bank Account (Foreign Transfer). Please contact us for further information

Returned Checks

Normally a fee is levied for every check received by the conference but returned by the bank on which it is drawn for one reason or another. Past history for the conference is the best indicator.

Credit Card Discounts

In case, you are accepting credit cards for conference registration and other fees,it will incur an extra cost towards bank transaction charges. The use of credit cards can adversely affect income by approximate 5%. This additional cost maycompensate by increase in registration because of payment convenience. Budget planning should also include thesesuppositions. There may be huge variance/increase non-U.S. participation is more, or if there are many conference publications and other products are offered.

International Transactions

In case, payments are received through non-US banks, they will debit your account with an additional expense towards conversion charges for each check. It is therefore, suggested to insistparticipants by adding a clause through registration form for making payment by checks in US Currency only which will surely avoid additional expenses and also save time in exchange process. Past records can be referred to assess approximate provision for the additional expenses to be incurred on account of non-U.S. bank checks

  • Bookkeeping Services
  • Accounting services

It is advised to collect fees by cash on-site if other modes of payment are foundcumbersome by cashier. The cost incurred in other mode may vary highly.

Bad Debts
(Un-Recoverable)

The event manager is to ensure 100% collection of fees for the seminar. The suppliers may stop supplying essential items if they are not paid full money. If collection of fee is not achievable 100%, then provision to be made for outstanding fees.

Credit Card Processing

The processing cost of credit card transection can be saved if the same is done through OARS due to higher volume and also reduces time for negotiation with bank.

Audit Review

Revenue expenditure for Conference Management Fee should be budgeted for all the events by $600,000.The cost estimate for this is roughly $8000

  • Miscellaneous Expenses
  • Sundry Expenses

The petty expenses which do not fall in specified category should be accounted in Sundry Expenses

OARS Overhead Fee (please note the exception form below)

Sponsoring members of OARS are supposed to pay an Overhead Fee to OARS for both non-substantial assistance i.e. insurance, legal representation, tax-exempt status, etc. and for substantial assistance i.e. advances, maintaining membership lists, specific staff services, copyright handling, etc. As every step is expected to incur additional cost to that analysis, you should estimate that amount to be about 20% of total expenses. Every member will have particular needs and strategies, which you should discuss with the Sponsoring member Chair(s) or the OARS

Other Sponsor Administrative Fees

External societies, with whom OARS co-sponsors organizes conferences, require money which is to be budgeted to meet certain society expenses. Traditionally, the fee is not paid directly by the conference for co-sponsored conferences hence it makes no difference whether the fee is higher or lower. It is budgeted as an expense to ensure that the residual to cover these expenses is planned. The fees are reimbursed to each sponsor as part of the residual at the end of the conference. Remember if the conference is co-sponsored, than the amount realized by each sponsor will be in proportion to his or her sponsorship percentage. Therefore, if there are numerous sponsors, the largest amount required by any of the sponsors must be divided by the sponsor percentage of sponsorship to calculate sufficient amount for budgeting purposes.

Contingency

Emergency/Eventuality Fund

In order to meet unexpected expenses towards food, beverage, postal, other overhead expenses including loss of income through decline in no. Ofthe participants, some provision to be budgeted for at least 15%

Please Note: If you utilize the online version of the CRF, the summary and break-even analysis will automatically be calculated (JavaScript Browser is Required).

Revenue and Expense Summary

With a view to proper planning and to enable reviewer to analyze, summaries are prepared after preparation of the budget. It is desirable to reflect the previous year information as a ready reference .The summaries group the revenue and expense by categories as reflected in the Budget Detail. Expenses should be divided into 2 groups:

Fixed expenses

These are fixed expenses which do not change upward or downward in comparison with fluctuation in the number of participants. Such expenses include all those expenses which are payable because of lead times, and based on some figures irrespective actual registration. The difference in this budget summary cannot take into account all of the variances found event to event, hence a general guideline can be referred. Fixed expenses also acts as indicator in anticipating loss in the event of cancellation or decline in registration, since most of the fixed expenses are incurred prior to considering cancellation. Financial, Food & Beverage expenses are variable and whereas remaining all other expenses are treated as fixed expenses. In other words, we can conclude that all non-controllable expenses are fixed expenses

Variable expenses

The expenses which gets fluctuated and vary depending on number of participants such as Conference food and beverage and financial activities are treated as variable and all other expenses are considered as fixed expenses. In other words, we can conclude that all controllable expenses are variable expenses.

Break-even Analysis

In order to analyze the exact effect of certain part of program on income and expenditures, on the overall effect on finances of the conference. It also helps to understand which conference activities are subsidizing other activities. And, over time, it helps to see patterns in attendance, giving some insight into changes going on with the member preferences.

Break-even Number of Registrants

The significance of understanding the break-even number of participants for the event is that it enables us to assess the degree of risk associated with attendance assumptions. By comparing break-even attendance to the previous year's actual attendance, we can get some idea about the probability of the conference plan materializing.

Here calculation assumes expenses like Tutorials, Special Functions, and Exhibits equal to REVENUES. If you want a surplus of revenue over expenses for any of these areas, reduce that surplus from the total of fixed expenses and contingency. If you expect a decline of revenue compared to expenses, add that shortfall to the total of fixed expenses. Since each of those activities themselves is a variable expense, creating different scenarios will provide different break-even registration figures.

Conference Advances

If you desire to have any advance of funds from OARS, indicate that amount and date needed. Any such advance is FULLY REPAYABLE LOAN and to be repaid before any calculation or distribution of proceeds is made.

Money received in Advance should be utilized to meet pre-conference expenses only. It is observed in case of co-sponsored meetings, each sponsoring organization pays an advance l amount. Participants should be requested through the CRF form mentioningintention for taking advance and tentative date when the funds are needed. The advance must be shared by all co-sponsoring societies in proportion to their share of the conference. The total requested advance should be equivalent to the financial requirement to meet immediate expenses which cannot be postponed or kept pending tillactual recovery of receivables.

After the CRF, approval of budget and advance payments/receipts, bank account is opened. OARS pays OARS Headquarters for direct expenses towards services which are to be availed such as advertisements in Communications, Calls for Papers, printing, etc. The amount should be withdrawn from conference bank account to meet expenses for other conference expenses.

Conference Milestones

In order to make a successful technical meeting,advance planning is to be done many months before the actual conference schedule. Using online spreadsheets can be proved to be very helpful. It automatically calculates the milestones immediately after simply entering the date of the conference start date. Organizers should adhere to these guidelines to avoid trouble in organizing a successful technical meeting. In case of any problems is faced, contact amember of OARS immediately for finding suitable solution.Special attention to be paid for advertisingobjectives, and the technical paper review process. If you have already decided a different set of milestones, you may enclose them with marking on CRF instead of completing this section.

Section III - Meeting Budget Rationale

Planning Assumptions

Being the member ofconference planning committee, you are supposed to describe the basic suppositions you've based your budget in this portion of the CRF. You may consult the expert or the people who have been involved with the previous seminars who can act as the best source for deciding reasonable and justified assumptions. These people can also guide you with a list of "surprises" and pitfalls, which will be helpful. The Steering Committee or the Vice-Chairperson for event Planning or the member Chairperson can also advise you about expectations that the sponsoring member may have for this conference. You may also seek guidance for Final reports from organizers of previous seminars, comprehensions from the member Services Department at OARS Headquarters, which can also acts asvery helpful source of information in your planning.

The following procedure is recommended for individual scientist and their ICSU forums

1. Before Symposia or Conferences are arranged:
The genuine scientists who are willing to attend conference should obtain written undertaking from the event organizers sincerely cooperate and to pursue with concerned government authorities in granting the visas if the application for visa is processed accurately.
In case, genuine scientists are deprived from the visas, the organizers should be informed immediately to take suitable actions.

2. The method recently adopted by the IUPAC is commended for compliance by other unions namely:

The participant is supposed to complete his visa application at least 03 months prior to the date of conference and in case, the visa is not granted till one month prior to conference date, he should withdraw the sponsorship, and,

All the provisions for forthcoming conferences which are not conforming to these guidelines in any country may be postponed till the suitable conditions are restored.

The OARS forum is required to appeal to the concerned authorities of their country to expedite attendance and exit visas for scientists for enabling them to attend such conferences likewise.

The OARS forum is supposed to communicate the OARS and its scientist regarding withdrawal of sponsorship which will facilitate the other unions to make alternative arrangements for the conference.

It is suggested to the Chairman of the Committee for Free Circulation and the Dean of the OARS tokeep written record for the instances whichscientific unions and other OARS forums informs.

OARS Council, willing to motivate open information exchange and complete scientific liberty, suggests the following policies relating to international scientific conferences sponsored by, or held in cooperation with, OARS:

We sustains that official OARS participation in all meetings shall be guided by the principles expressed in that provision: "In pursuing these objectives of the OARS, the OARS Council shall observe the basic policy without prejudice and support the rights of scientists throughout the world to follow to or to associate with international activity irrespective to caste, religion, or sex." The OARS Council shall recognize and respect the freedom of the internal scientific planning of its national members.

Council indicates that the implementing guidelines contained in the Resolution On The Free Circulation of Scientists of the OARS General Meeting should be adhered to the maximum extent possible in developing implementing procedures specifically meant for OARS sponsored conferences in or outside the United States, recognizing the obligation of the OARS Council as final mediator in such matters.

It is the perspective of the OARS Council that whether seminar is sponsored by OARS or not, the concerned community should support such events and also to these guidelines. However, OARS or any of its sub-units undertakes neitherto encourage sponsoring the seminar at international level nor even to participate unless the sponsoring organization has strictly agreed to follow these principles in the host country.

With a view to assist international participants in the event of anticipated violations of this contract, the conference should incorporate the following paragraph in the registration form, making the necessary modifications to apply to country in which the conference is being held. If the conference chairpersonfaces any problem in this jurisdiction, bring it to the notice of the Chairperson of the OARS Conference Board immediately with all of the documentary evidence.

VISAS AND INTERNATIONAL ASSISTANCE

Almost all the non-American emissaries will need a U.S. visa to enter the United States. Visas are usually easy to obtain. Contact the nearest US consulate or US interest department for visa applications in your country. It is suggested to submit visa application well in advance for smooth and timely processing of your visa. Emissaries are strongly recommended to apply for their visas at least three months before departure along with a copy of the Congress Program attached to your application and indicate that the event is an open scientific meeting. If you do not receive your visa within thirty days after the submission of your complete visa application, you should visit US consulate where you sent your application and inquire on the status of your application.

© Copyright 2013 by Open Association of Research, Society (USA). A Non-Profit Delaware Incorporation No.: 50248-42

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