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Lignes directrices pour l'accueil du congrès biennal de l'ISPAH

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Partie A - Introduction

À propos de l'ISPAH

The International Society for Physical Activity and Health (ISPAH) is the leading global society dedicated to physical activity and public health. Our vision is a healthy active world where the opportunities for active living are available to all. ISPAH aims to advance and promote physical activity as a global health priority through excellence in research, education, capacity building and advocacy.

ISPAH conducts a biennial Congress in even numbered years. It is organized by a Host Organization in collaboration with ISPAH. This document provides guidance on the main requirements for the organization of the ISPAH Congress.

Objet du congrès de l'ISPAH

La Société cherche à utiliser le Congrès pour contribuer à la réalisation de ses objectifs, qui sont les suivants

1. Soutenir la communication et l'excellence de la recherche et de la pratique en matière d'activité physique et de santé publique
2. Develop capacity in research and practice on physical activity and public health worldwide
3. Mener des actions de plaidoyer pour faire progresser la recherche et la diffusion des connaissances dans les politiques et les pratiques
4. Partenariat dans le cadre de collaborations mondiales pour faire progresser la recherche et les pratiques en matière d'activité physique et de santé publique
5. Être une société professionnelle mondiale de premier plan pour les chercheurs et les praticiens dans le domaine de l'activité physique et de la santé publique

Le Congrès s'efforcera en particulier de :

• promouvoir la communication et la collaboration multidisciplinaires et interculturelles entre les pays développés et en développement sur tous les aspects de l'étude scientifique de l'activité physique et de la santé, et
• Partager les politiques et les programmes innovants qui encouragent et incitent les gens à être physiquement actifs et à améliorer leur santé.

Partie B - Organisation du Congrès

An agreement shall be made between ISPAH and the Host Organization of the country in which the Congress is to be held. The Host Organization must demonstrate that it has sufficient experience and capacity to organize the Congress. In partnership with ISPAH, the Host Organization is required to work with a Professional Congress Organizer (PCO). The PCO will be responsible for the organization, administration and all financial aspects of the Congress and for ensuring that Society and Congress standards can be safeguarded and maintained. All final decisions regarding the Congress will be made by the ISPAH Board, in collaboration with the Host Organization and the PCO.

Il est essentiel que les buts et objectifs de l'organisation hôte soient compatibles avec ceux de l'ISPAH. Il est souhaitable que l'organisation hôte soit une institution universitaire ou qu'elle soit étroitement liée à une institution universitaire ayant une expertise dans le domaine de l'activité physique et de la santé. Il est également souhaitable que l'organisation hôte ait des antécédents de travail ou de contribution à la mission de la Société.

It is highly desirable that the Host Organization will look to leverage the opportunity of hosting the Congress to further national actions on physical activity and plan for a Congress legacy. The Host Organization is strongly encouraged to collaborate with relevant interested stakeholders across government, non-government, academia and civil society to secure the maximum impact and benefit from hosting the Congress.

The Host Organization and ISPAH will establish an Organizing Committee which will oversee logistics and planning of the Congress in partnership with the PCO, such as contracting a venue, managing logistics including audio-visual services, and event management. In collaboration with ISPAH, a Scientific Committee will also be established which will be responsible for the organization of the scientific program of the Congress. The Host Organization will work closely with ISPAH and the PCO for the successful and efficient conduct of both the Organizing Committee and the Scientific Committee. The composition and leadership of these Committees, including roles and responsibilities of ISPAH and the Host Organization will be documented, in the agreement.

Partie C - Structure du Congrès

La langue officielle du congrès est l'anglais. 

Le congrès doit contenir des combinaisons des formats de session suivants :

• Cérémonie d'ouverture
• Plenary Sessions / Invited Lectures
• Sessions de communications libres (simultanées sur plusieurs thèmes)
• Poster Display Sessions
• Symposiums (invités ou identifiés à partir de résumés soumis)
• Cérémonie de clôture

Les autres possibilités (non obligatoires) sont les suivantes :

• Ateliers / Sessions de tutorat
• Tables rondes
• Tutoriels pour le petit-déjeuner matinal

Exigences supplémentaires spécifiques

Réunion du conseil d'administration de l'ISPAH

During the Congress, ISPAH will hold a face-to-face Board meeting, usually on the day before the Congress opening. The meeting will be a minimum of a half day and could be up to a full day in duration. The Host Organization is requested to help arrange this meeting and venue.

Réunion d'affaires biennale de l'ISPAH

During the Congress, the society will hold its biennial business meeting. This meeting will take place at a time when no other sessions are being held and when attendance is likely to be maximised. The Host Organization is requested to help arrange this 90-minute meeting and venue.

Possibilité de réunions ou de symposiums des conseils et des partenaires de l'ISPAH

Pendant le congrès, chacun des conseils et partenaires de l'ISPAH devrait avoir l'occasion, dans le cadre du programme, de rencontrer ses membres et/ou d'organiser un symposium.

Programme social

The Host Organization and Organizing Committee are responsible for suggesting potential venues and themes for the social functions during the Congress, as well as a range of physical activity opportunities. The Host Organization and Organizing Committee will work with the PCO and ISPAH to manage the logistics of the events. Organizers are encouraged to propose events which will allow delegates and guests to experience the culture of the host region. Examples of previous activities include formal dinners, music and dancing, led walks, ‘fun’ runs and performing arts performances.

Ateliers facultatifs

ISPAH aims to ensure that delegates maximize their experience while at the Congress. This may be facilitated by offering optional workshops or symposiums on the days before or after the Congress. The Board will particularly favor bids that offer workshops or other opportunities to early career delegates, and these events can be supported by the ISPAH Early Career Network.

Partie D - Installations

Les détails suivants doivent être considérés comme des lignes directrices et peuvent être modifiés en fonction des besoins locaux.

Localisation

Le site proposé pour le congrès de l'ISPAH doit être situé dans une zone facilement accessible et à proximité d'un aéroport international qui doit être desservi par des transports publics et privés. Lors de la sélection de l'organisation hôte, une attention particulière sera accordée au coût du voyage et du séjour sur le site.

Accommodation/Lodging

The Congress venue should be in close proximity to adequate hotel accommodation. The Host Organization should provide proposals from various hotel properties which will serve as the Congress hotel room block. Various facilities differing in price and services should be available, with at least some options within walking/city cycling distance to the venue. The Host Organization, in collaboration with the PCO, will conduct final negotiations with the hotel properties and be responsible for the management of the hotel room blocks.

Installations du lieu

Les installations suivantes sont recommandées pour accueillir le congrès de manière adéquate.

A. Cérémonie d'ouverture et sessions plénières

Seating capacity for approximately 1,000 delegates in a theatre-style hall with large-screen projection capabilities.

B. Salles de sessions parallèles

Facilities should be available that allow for the holding of 4-8 concurrent sessions that can accommodate the total number of delegates. Ideally these sessions will take place in relatively equal sized rooms, with careful consideration given to the seating capacity and seating configuration for the types of sessions planned.  

C. Espace réservé aux affiches

Adequate space for poster sessions (either electronic or hard copy) should be arranged along with the necessary boards for mounting posters (if hard copy format is opted for). The programme and space should allow for 600-700 posters across the event (e.g., at least 200 posters per day for a 3-day event).

D. Espace d'inscription

L'espace d'inscription doit être facilement accessible pendant toute la durée du congrès et avoir une taille et une configuration suffisantes pour permettre l'inscription sans heurts de tous les délégués.

E. Salle de réunion de l'ISPAH

ISPAH aura besoin d'une salle de réunion/bureau pouvant accueillir jusqu'à 18 personnes, qui devra être à la disposition exclusive du conseil d'administration d'ISPAH pendant toute la durée du congrès. Le conseil d'administration aura également besoin d'un PC, d'une photocopieuse, de papier et d'une imprimante pendant toute la durée du congrès.

F. Salle de réunion

Une petite salle doit être mise à la disposition des orateurs pour qu'ils puissent préparer et tester leurs présentations multimédias et les télécharger dans les salles et sessions concernées. Une équipe de techniciens compétents devrait être disponible pour aider les orateurs dans cette tâche.

G. ISPAH Membership Booth 

A 3 X 3-meter space is required for ISPAH to promote the Society and to register new members.

H. Future Congress Promotion

Un espace d'exposition pour le prochain congrès devrait être disponible afin de promouvoir la participation et de fournir des informations sur le prochain congrès biennal.

I. Exhibition Area

Exhibits featuring the latest products and programs about physical activity and health add to the educational value of the Congress. The Host Organization and venue must provide for an exhibition area in close proximity to the educational sessions. Refreshments should be served in or near the exhibit area during scheduled refreshment breaks. The Organizing Committee is responsible for determining hours of operation and viewing. 

J. Lunch and Break Facilities

There should be adequate eating facilities for lunch during the Congress that permit all delegates to eat within a reasonable time period and in a comfortable setting. This may be provided through on-site catering or through the recommendation of off-site catering establishments within close proximity of the venue. This provision should cater for a range of dietary requirements. Beverages should be provided for morning and afternoon breaks.

K. Information and Communications

A wi-fi internet service should be provided within the Congress venue, and if at all possible, this should be provided free or at reduced costs to delegates within the Congress center.

L. Carbon Footprint

ISPAH is committed to reducing the environmental and carbon footprint of its congresses. Measures should be taken, wherever possible, to minimize the carbon emissions associated with the Congress. This may include the use of renewable energy sources; heating, cooling, lighting, and ventilation efficiency measures; and building energy performance ratings or standards.

Partie E - Logistique

Site web

ISPAH will develop and manage a secure Congress website, including abstract submission system and registration portal, accessible through the main ISPAH website at www.ispah.tecology-hosting.co. The cost of the website, abstract submission system and registration portal shall be included in the Congress budget. The Host will provide relevant content and imagery for inclusion in the Congress website when requested and in a timely manner. The website will go live no later than 15 months prior to the Congress.  

Inscription en ligne des délégués

ISPAH will manage registration of delegates through its dedicated Congress website. The Host and PCO will work with the Chair of the ISPAH Communications Committee and the Director of IT Systems to finalize the delegate registration form.

The Congress outline program should be finalized before registration is launched to ensure delegates can sign up for all available sessions and activities that require pre-registration (e.g., ECN workshop, Council meetings, and social activities). There should be an option for delegates to indicate their main area of interest specific to the themes/sessions decided by the Scientific Committee so as to organize appropriate room sizes.There should be an option for delegates to provide social media handles.

L'image de marque

Le comité de communication de l'ISPAH sera responsable de l'élaboration de tout le matériel de marketing du congrès, conformément aux lignes directrices de l'ISPAH en matière d'image de marque. L'hôte et le PCO fourniront tout le contenu nécessaire au comité de communication d'ISPAH (comme des informations sur l'hôte, le lieu et l'emplacement, des images spécifiques au pays dans des formats appropriés et les biographies des conférenciers principaux) à la demande et en temps voulu. Toute image fournie ne doit pas enfreindre la loi sur les droits d'auteur et doit être d'une qualité suffisante pour être affichée sur le marketing numérique et imprimé.

Stratégie de communication

The ISPAH Communications Committee, with support from the Host and PCO, will prepare a Congress communications strategy no later than 12 months prior to the Congress. The plan will include email marketing, newsletters and social media posts. The ISPAH Communications Committee will be responsible for formatting and disseminating all congress communications outlined in the plan. The Host is responsible for providing the required content to the ISPAH Communications Committee.

Tous les messages sur les médias sociaux seront communiqués via les comptes de médias sociaux de l'ISPAH en collaboration avec le comité de communication de l'ISPAH.

All marketing and communications should be GDPR compliant as ISPAH is an international organization.

Partie F - Conditions financières

SPAH and the Host Organizations will negotiate the arrangements for the underwriting of the Congress. The preferred arrangement is that ISPAH will underwrite 75% of the Congress costs, and the Host is expected underwrite the remaining 25%. Bids that have secured funding support, either internally or from external agencies, will be viewed favorably. All financial contributors to the Congress must comply with ISPAH’s partnerships and sponsorship policy.

In the EOI, potential Host Organizations are asked to provide an indicative budget. This budget should include the proposed venue, catering, venue AV and any ticketed social events. Following an agreement, ISPAH, the Host Organization and the PCO will work closely to develop a preliminary budget for the Congress including registration fees for delegates (typically differential rates for low, middle and high-income countries), catering, keynote speaker fee waiver and expenses, expected sponsorship, fees for exhibitors, advertising, expendables such as delegate badges, and costs of social activities. The budget should include registration fee waiver for all ISPAH Board members including the Secretariat (14-18 delegate places). We also encourage the hosts to waiver the delegate fee for members of the Scientific and Organizing committees.

Les tarifs d'inscription pour les membres de l'ISPAH devraient être nettement inférieurs à ceux des non-membres, afin d'inciter les délégués à devenir membres de l'ISPAH.

An administration fee of $50 (USD) should be factored into the delegate fee and paid to ISPAH for administrative services provided, including website development, support with branding, and advertising.

Any profit from the Congress will be distributed in proportions with the underwriting agreement. E.g., where ISPAH is underwriting 75% of the Congress and the Host 25%, ISPAH will retain 75% of any profit; the Host Organization will receive the remaining 25%.

Part G – Selection Process

Manifestations d'intérêt

The call for EOI is conducted at least 2 and preferably 3-4 years prior to the year of the Congress under consideration.

Sélection de l'organisation d'accueil

All EOI’s for hosting the Congress will be reviewed by the ISPAH Board. Final selection of the Host Organization will be decided by a majority vote of the ISPAH Board. There will be a minimum quorum present at the time of voting. Members of the Board will declare any conflict of interest prior to the voting. If required, the President-Elect will cast the deciding vote.

Tous les candidats seront informés de la décision dans les plus brefs délais.

The preferred Host Organization must provide a written acceptance and proceed to establish a written and signed Memorandum of Understanding with ISPAH to secure the hosting of the Congress. If a Memorandum of Understanding is not finalised within a reasonable timeframe, ISPAH reserves the right to withdraw the offer to Host the Congress.

Part H – Summary of Congress Roles and Responsibilities

Suggested organizational structure

1. Organizing/Leadership Committee (oversight and strategic decision making – with representation from ISPAH, PCO and the local team)
2. Scientific Committee – responsible for developing programme content (led by the local team, with representation from ISPAH as co-chair)
3. PCO - responsable de la logistique

Indicative roles and responsibilities are outlined below, with final arrangements outlined in the signed agreement between ISPAH and the Host Organization.

ISPAH le fera :

• Avoir le pouvoir de décision final
• Appoint a representative to Co-Chair the Scientific Committee
• Develop and host a Congress website, abstract submission system, registration portal and any required email accounts, to support the technical management of the congress
• Diriger la création de l'ensemble du marketing et des communications du Congrès conformément aux lignes directrices de l'ISPAH en matière d'image de marque, y compris les courriels, les messages sur les médias sociaux et les entrées dans les bulletins d'information.
• Disseminate marketing and promotional materials via ISPAH’s communication channels in line with a congress communications strategy

L'hôte devra :

• Convene a Scientific Committee to develop the Congress programme. Committee membership should align with ISPAH’s Equity, Diversity and Inclusion Policy
• Apporter une contribution à tous les éléments du Congrès
• Provide ISPAH with relevant content and imagery for inclusion on the Congress website
• Work with the ISPAH Communications Committee to develop relevant marketing materials that conform to the ISPAH Brand Guidelines
• Recruter des bénévoles pour apporter un soutien sur le terrain tout au long du Congrès
• Work with the PCO to compile a post-congress report to ISPAH

Le BCP devra :

• Fournir un soutien en matière de gestion administrative et financière à l'hôte et à l'ISPAH.
• Oversee and manage all Congress logistics including managing the speakers, venue, accommodation, food and beverages, suppliers, and sponsors and exhibitors
• Gérer les événements sociaux avec l'aide des hôtes locaux et de l'ISPAH.
• Provide onsite support during the Congress
• Work with the Host to compile a post-Congress report to ISPAH

Part I – Guidance for Expressions of Interest to Host the ISPAH Congress

Thank you for your interest in hosting the ISPAH Congress. Please complete the following questions using the online form as best you can to reflect your intention to host the Congress and potential plans. We understand that you may not have all the details available or confirmed at this time, but we ask you to provide as much information as possible to determine the viability of hosting the Congress in your country.

Host Organization/Coordination

1. Who will be the responsible Host Organization? Please list the lead and any other planned or confirmed collaborative partners. 
2. Please describe how the mission, aims and activities of the lead organization and any partner organizations/institutions align with those of ISPAH and any direct links with the Society to date. 
3. Please indicate which year you would be interested in hosting the ISPAH Congress.
4. Please indicate your ideal/preferred months of the year and even possible dates to hold the 3-4-day ISPAH Congress. Please provide any reasons why you prefer/suggest these dates. NOTE: ISPAH favours October, but late September or early November dates may be able to be negotiated.
5. Please specify the individuals who would serve on your Organizing Committee with a short description of their expertise. There is no fixed number for committee size.

Lieu et logistique

1. Please indicate if you have one preferred venue or are considering more than one possible venue
2. Please state the name and address of the proposed venue for the ISPAH Congress.
3. Please specify whether your selected venue can accommodate these activities: opening ceremony and plenary sessions (for approx. 1000 delegates); parallel sessions (4-8 concurrent sessions); rooms and equipment to host parallel sessions (e.g., large tables for workshop activities) poster display area for 600-700 posters across the event; exhibition/trade space; registration space; dedicated meeting rooms/spaces; speaker-ready room.
4. Veuillez décrire tout projet visant à fournir des installations pour la couverture médiatique nationale et internationale.
5. Please outline your intended plans for catering. For example, would the ISPAH Congress registration price be inclusive of:
   • Rafraîchissements à l'arrivée le matin - thé/café et fruits frais
   • En milieu de matinée - thé/café et fruits frais 
   • Lunch – with primarily vegetarian, healthy options (and where appropriate, locally sourced animal protein when it is deemed culturally appropriate)
   • Après-midi - thé/café et fruits frais 
6. Please outline what provision there is for pre- or post-Congress workshops or events, hosted either at the congress venue or at other venues locally.  
7. Please describe what measures will be taken to minimise carbon emissions associated with the Congress.
8. Please describe any available energy-efficiency features and practices of the proposed congress venue (e.g., use of renewable energy sources; heating, cooling, lighting, and ventilation efficiency measures; building energy performance ratings or standards). 

Travel and Accommodation/Lodging

1. Please describe what accommodation/lodging options would be available at or close to the venue. Indicate whether it offers an adequate amount of suitable lodging and approximate average price for the season of the conference.
2. If lodging options are not in walking distance to the Congress location, what are your plans for attendees to travel to and from the Congress?
3. Please describe the availability and convenience of the international airport and ground transportation to the host city from around the world. Comment on whether the airport is well served by major airlines from different regions and whether any internal flights or other modes of transportation (trains, buses) are required (and if so, the frequency, price and convenience of these).

Social and Other Activities

1. Do you plan on hosting an opening reception and/or dinner or another social event? Please outline any preliminary ideas or intention. If you do not plan to include these events, please indicate.
2. Please indicated if there are any other social events you are considering planning around the Congress. For example, any events which would allow delegates and guests to experience the culture of the host region.
3. Please outline any physical activity opportunities you envisage will be available to delegates at the start or end of each day or during the event itself.
4. ISPAH feels it is important that hosts leverage the Congress to gain greater national commitment and/or a lasting legacy/impact of the event to support physical activity. Please describe the potential impact of hosting the Congress on policy, practice and research in your country.

Host Experience

1. Please indicate if you have made contact with your local convention bureau and if so, with whom you have made contact.
2. Please state if this PCO/Organization includes in their services the ability to finance up-front payments
3.  Please state if you as the nominated hosts have any prior experience in organizing and hosting national or international conferences on physical activity or related scientific areas
4. Within the broad field of physical activity and health, and taking into account the local context of the proposed location, please identity 2-3 potential themes for the Congress. Please note, the final themes will be agreed through discussion with the ISPAH Congress Scientific and Organizing Committees, and the ISPAH Board.

Financement

1. Please list any agencies that have agreed to financially support the Congress. If any agencies are from the private sector, please outline the main industry/products they are responsible for.
2. Please list other potential sources of funding to support the Congress. If you plan to approach any agencies from the private sector, please outline the main industry/products they are responsible for. 
3. Please insert a draft estimated budget for the event, indicating major cost elements and projected revenues. Items in a draft estimated budget may include (but are not limited to), venue rental, furniture, catering, AV.

Pays d'accueil

1. Are there any cultural or religious considerations and customs of the host country that ISPAH should be aware of?
2. Please describe what entertainment/dining/physical activity and exercise options (e.g., green space/parks/fitness and recreation centers) there are in the proposed city and in and around the congress venue and lodgings?
3. Are there any safety considerations in the proposed city, as well as specifically in and around the proposed congress venue and proposed lodging locations? E.g., Crime, conflict.
4. Please add any other documents relevant to your EOI. This many include brochures from the proposed venue or region, or information about host or partner organizations. 

MERCI DE L'INTÉRÊT QUE VOUS PORTEZ À L'ORGANISATION DU CONGRÈS DE L'ISPAH

PLEASE SUBMIT YOUR EOI THROUGH OUR ONLINE FORM ABOVE