主办我们的大会

主办 ISPAH 双年度大会的指导方针

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A 部分--导言

关于 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.

国际公共卫生协会大会的宗旨

学会力求利用大会帮助实现学会的目标，这些目标是

1. 支持有关体育活动和公共健康的研究与实践的交流和卓越表现
2. Develop capacity in research and practice on physical activity and public health worldwide
3. 领导宣传行动，推动将研究和知识传播到政策和实践中去
4. 成为全球合作的伙伴，推动体育活动和公共卫生研究与实践
5. 成为体育活动和公共健康领域研究人员和从业人员的全球领先专业学会

大会将特别寻求

• 推动发达国家和发展中国家在体育活动与健康科学研究的各个方面开展多学科和跨文化交流与合作，以及
• 分享创新政策和计划，促进和吸引人们积极参加体育锻炼，改善健康状况。

B 部分 - 大会的组织

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.

主办机构的宗旨和目标必须与国际体育运动与健康协会的宗旨和目标一致。东道组织最好是一个学术机构，或与一个在体育活动和健康方面具有专长的学术机 构有密切联系。东道主最好还具有与学会合作或为学会使命做出贡献的记录。

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.

C 部分--大会的结构

大会的正式语言为英语。 

大会应包括以下会议形式的组合：

• 开幕式
• Plenary Sessions / Invited Lectures
• 自由论文会议（多个主题同时进行）
• Poster Display Sessions
• 专题讨论会（特邀或根据提交的摘要确定）
• 闭幕式

其他可能性（非强制性）包括

• 研讨会/辅导课
• 圆桌讨论
• 清晨早餐教程

具体附加要求

ISPAH 董事会会议

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.

ISPAH 两年一次的商务会议

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.

为 ISPAH 理事会和合作伙伴举行会议或专题讨论会提供机会

在大会期间，ISPAH 的每个理事会和合作伙伴都应有机会与其成员会面和（或）举行座谈会。

社会计划

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.

可选讲习班

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.

D 部分 - 设施

以下细节应视为指导原则，可根据当地需要进行修改。

地点

为 ISPAH 大会建议的会址应位于交通便利的地区，距离国际机场较近，并有公共和私 人交通工具。在选择主办机构时，将认真考虑前往会址和在会址逗留的费用。

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.

场馆设施

为充分承办大会，建议使用以下设施。

A.开幕式和全体会议

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

B.平行会议厅

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.海报空间

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.注册空间

登记处应在整个大会期间方便使用，并有足够的面积和布局，以便所有代表顺利登记。

E.国际公共卫生协会会议室

ISPAH 将需要一间最多可容纳 18 人的会议室/办公室，在整个大会期间专供 ISPAH 董事会使用。理事会还需要在整个大会期间使用个人电脑、复印机、纸张和打印机。

F.发言人准备室

为发言者提供一个小房间，以准备和测试他们的多媒体演示，并将演 示上传到相关的房间和会议。应配备一组知识丰富的技术人员协助发言者完成这项任务。

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

应为下届大会提供一个展览空间，以提高出席率并提供有关下届双年度大会的信息。

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.

E 部分--物流

网站

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.  

代表在线注册

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.

打造品牌

ISPAH 宣传委员会将负责根据《ISPAH 品牌准则》编制所有大会营销材料。主办方和PCO将按要求及时向ISPAH传播委员会提供所有必要的内容（如关于主办方、会场和地点的信息，以适当格式提供的具体国家图像，以及主旨发言人的简历）。所提供的任何图像均不得违反版权法，其质量应足以在数字和印刷营销中显示。

传播战略

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.

所有社交媒体帖子都将与 ISPAH 传播委员会合作，通过 ISPAH 社交媒体账户发布。

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

F 部分 - 财务条款

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.

ISPAH 会员的注册费应大大低于非会员的注册费，以鼓励代表成为 ISPAH 会员。

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

意向书

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

选择主办机构

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.

所有申请者将尽快收到决定通知。

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 - 负责后勤工作

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

协会将

• 拥有最终决策权
• 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
• 根据《ISPAH 品牌准则》，领导所有大会营销和传播活动的创建工作，包括电子邮件、社交媒体帖子和通讯条目。
• Disseminate marketing and promotional materials via ISPAH’s communication channels in line with a congress communications strategy

主持人将

• Convene a Scientific Committee to develop the Congress programme. Committee membership should align with ISPAH’s Equity, Diversity and Inclusion Policy
• 就大会的所有内容提供意见
• 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
• 招募志愿者在整个大会期间提供现场支持
• Work with the PCO to compile a post-congress report to ISPAH

PCO 将

• 为东道方和国际公共卫生协会提供行政和财务管理支持。
• Oversee and manage all Congress logistics including managing the speakers, venue, accommodation, food and beverages, suppliers, and sponsors and exhibitors
• 根据当地主持人和国际公共卫生协会的意见管理社交活动
• 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.

地点和后勤

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. 请说明为国内和国际媒体报道提供便利的任何计划。
5. Please outline your intended plans for catering. For example, would the ISPAH Congress registration price be inclusive of:
   • 早上抵达时的茶点--茶/咖啡和新鲜水果
   • 中午 - 茶/咖啡和新鲜水果 
   • Lunch – with primarily vegetarian, healthy options (and where appropriate, locally sourced animal protein when it is deemed culturally appropriate)
   • 下午茶/咖啡和新鲜水果 
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.

资金筹措

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.

东道国

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. 

感谢您对主办伊斯帕大会的兴趣

PLEASE SUBMIT YOUR EOI THROUGH OUR ONLINE FORM ABOVE