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IFIP EVENT REQUEST FORM - HELP |
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HELP CONTENTS:
- OVERVIEW
- CONTACT DETAILS
- GENERAL INFORMATION (for event registration)
- EVENT SPECIFIC INFORMATION
- FINANCIAL PLAN & REPORT FORM
- STATEMENT OF UNDERSTANDING
- REVIEW YOUR EVENT REQUEST
- EVENT REQUEST FORM SUBMISSION
- FURTHER DETAILS
OVERVIEW:
After reading the overview you can move on to complete the Event Request From. If you are unsure about anything in the Notes, you should discuss the process with your Working Group or Technical Committee Chair. You will need to have as much information as possible about the event before completing the form. Not all fields on the form are required to be completed in order for you to submit your request, however the more information you can provide at this stage will mean it is less likely that you will have to provide additional information before your event can be approved. If you are unsure about what information you will require, please read through all the help information below before proceeding. When you are ready to complete the form, click on the ‘Start Application’ button.
You can also edit an unsubmitted or unsuccessful application form from this page by entering your password and pressing the ‘Edit Form’ button. Please note you cannot edit applications that have been submitted, but not yet decided upon.
CONTACT DETAILS:
On the Contact Details page you are asked for two sets of contact details. The first set of details you need to provide are your own details, so you will be able to be kept informed of the progress of your request and in case there are any queries regarding the information you have provided. If you are also going to be the contact person for the event, if it is approved, then tick the checkbox labelled ‘As above (the organiser will be the contact person for the event)’. This will mean that if your event is approved, your contact details will be provided to anyone with enquires regarding the event. If such enquires should be directed to someone else, please instead fill in their details in the ‘Contact Person for Event’ fields.
The Name, Email address and Phone number for both the Organiser and the Contact Person are all required for you to be able to continue completing the form.
GENERAL INFORMATION (for event registration):
The General information page asks for information about the event you are submitting a request for. This page must be completed carefully as it has an impact on the financial information required regarding this event request.
Choose which type of event you are requesting. If you are unsure about the type of event please refer to the information below. You will then be asked to provide information about the event including the event name, location, dates and the event URL of the website where the event will be advertised. Next choose which category of event you are requesting. If you are unsure about the event categories, please refer to the information below. You will then be asked to provide further information including whether the attendance for the event will be open or restricted, and the expected number of participants, as well as details of the main organising institution and any co-sponsors.
The Request For (type of event), Official Name of the Event, Acronym, URL, Venue City and Country, Event Category, Attendance (Open/Restricted), Expected Number of Participants, and Main Organiser are required for you to be able to continue completing the form. In addition the Expected Number of Participants must be entered as a whole number only.
From this screen onwards a password will appear on the screen. Keep a note of this as it will enable you to close the form and come back to it later if you do not have all the information.
Request For (type of event):
Please choose, from the options available, which type of event you are requesting. If you are unsure about the type of event please refer to the information provided here:
- IFIP Event
- Events of Technical Committees (TC), Specialist Groups (SG), Working Groups (WG), Special Interest Groups (SIG), Domain Committees (DC), InterYIT, etc.
- Full program responsibility with IFIP (others may participate in program committees).
- Events have to be clearly visible and recognisable as an IFIP event.
- Other roles than IFIP can be announced as hosted by, organised by, sponsored (financially) by, supported by, media partners, etc.
- Organisation is usually done by an IFIP member, university, research institute, etc.
- The IFIP responsible group has to sign the event approval form in which responsibilities, financial arrangements and other arrangements are agreed.
- Approval by Activity Management Board (AMB).
- IFIP Joint Event
- Joint event of TC, SG, WG, SIG, DC, InterYIT with other organisations, often similar bodies of IFIP member societies.
- Shared program responsibility.
- Role of IFIP must be clearly visible and recognisable.
- Require a Memorandum of Understanding (MoU) (can be one MoU for a series of events) in which responsibilities for organisation and program, liabilities and financial consequences are regulated.
- Approval by Activity Management Board (AMB).
- IFIP Supported Event
- Event of another organisation that is supported by IFIP, as a way of moral support.
- Typically events that serve goals of IFIP and cannot be (co)organised by IFIP (e.g. UN events, government events )
- Role of IFIP will be identified as “Supported by”.
- No program or organisational responsibility for IFIP, however IFIP may be invited to contribute to the program and / or organisation.
- Approval by Executive Committee (EC).
- IFIP Sponsored Event
- Any kind of event for which IFIP has decided to grant financial sponsorship.
- Approval by Executive Committee (EC).
- WCC / WITFOR / WCF (IFIP Flagship Events)
- Events on IFIP general level: World Computer Congress (WCC), World IT Forum (WITFOR), World CIO Forum (WCF).
- Full program responsibility with IFIP (others may participate in program committees).
- Events have to be labelled as IFIP WCC, IFIP WITFOR, IFIP WCF in all documents and media releases.
- Other roles than IFIP can be announced as hosted by, organised by, sponsored (financially) by, supported by, media partners, etc.
- Organisation in cooperation with third parties such as IFIP members, government departments or agencies, commercial organisers.
- Formal agreements between IFIP and organiser / host have to be signed. Agreements may vary per event.
- Responsibilities concerning organisation, financial arrangements and other arrangements may vary and will be agreed in the formal agreement.
- Approval by Executive Committee (EC).
Event Category:
Please choose from the options available which category of event you are requesting. If you are unsure about the event categories, please refer to the information provided here:
- Congress or Forum
- Open and large event, 700+ participants.
- Scope can be general / wide (like WCC) or specific (like WCCE).
- Type of target audience can be broad (all stakeholders) or specific (CIOs).
- Open Conference
- General category for events
- Open and medium to large sized event, 100+ participants
- Scope usually the area of the Technical Committee or the joint areas of a number of Working groups
- Professional / scientific purpose
- Mix of invited and solicited, refereed contributions, often presented in several parallel tracks and with published proceedings.
- Working conference
- General category for events within a special subject area
- Open and small to medium sized event, 50 – 100 participants
- Professional / scientific purpose
- Mainly refereed contributions with published proceedings
- Workshop
- Special subject area
- Open and small sized, less than 50 participants
- Professional / scientific purpose
- Unrefereed contributions normally not intended for published proceedings
- Tutorial or Seminar or Lecture
- Special subject area
- Open, variable sized
- Educational purpose
- Invited contributions, not intended for published proceedings
- IFIP School
- An event of usually one or two weeks intensive study and discussion
- Can be a mix of subject areas
- Brings together young students, research assistants and academics with researchers and peers in the field
- Invited and refereed contributions, normally with published proceedings.
EVENT SPECIFIC INFORMATION:
Key information about the event is requested on this page. Please ensure you choose the correct responsible body from the list available so your event request can be sent to the correct people for processing.
This page asks you to provide as much detail as possible about the program and organising committees, main and co- editors, papers and proceedings. This information will help in the request consideration process, but it is expected that you may not have all of this information in place yet, so not all of this information is essential at this stage, please just fill in as many details as you can.
The IFIP Responsible Working Group / Special Interest Group, Program Committee Total Number of Members and Number Nominated by IFIP, Program Committee Chair Full Name and Email Address, Expected Number of Papers, Papers Solicited by and Papers Selected as fields are required for you to be able to continue completing the form. In addition, the Program Committee Total Number of Members and Number Nominated by IFIP, and the Expected Number of Papers must be entered as whole numbers only.
FINANCIAL PLAN & REPORT FORM:
Financial information regarding the event will only be requested in certain cases, depending on the type of event and event category you are requesting.
Please read the guidance notes provided at the top of the page before entering the requested data. You will be asked to input the event duration and expected number of participants, along with the proposed registration fee and expected fixed income and fixed and variable expenses, in Euros.
Based on this data, and the type and category of event requested earlier in the form, the rest of the fields will automatically be calculated (based on the calculation details provided below). Click on the ‘Calculate’ button to see the calculated amounts, and an explanation of the calculated data will also appear at the bottom of the page.
You must enter the amounts into all six of the input boxes, as whole numbers only, to be able to continue completing the form.
Calculated amounts:
Click on the ‘Calculate’ button to see the calculated amounts:
- Sponsorship per participant per day is based on the event category you are requesting (details below).
- Total Variable Income is the ‘Expected Participants’ multiplied by the ‘Registration Fee’.
- Total Income is the ‘Fixed Income’ plus the ‘Total Variable Income’.
- Sponsorship fee to IFIP per participant is the ‘Sponsorship per Participant per Day’ multiplied by the ‘Duration of the Event’.
- Contingencies is the variable expenses for ‘Proceedings, coffee, lunches, social events, etc per participant’ multiplied by 0.1.
- Total Variable Expenses is the sum of the variable expenses for 'Proceedings, coffee, lunches, social events, etc per participant', 'Sponsorship fee to IFIP per participant', and 'Contingencies' multiplied by the ‘Expected Participants’.
- Total Expenses is the ‘Fixed Expenses’ plus the’ Total Variable Expenses’.
- Surplus (or deficit) is the ‘Total Income’ minus the’ Total Expenses’.
- Break even number of participants is the ‘Fixed Income’ minus the ‘Fixed Expenses’, divided by the calculation of the ‘Total Variable Expenses’ minus the ‘Registration Fee’, with the output being rounded up to the next whole number.
- Sponsorship fee to IFIP is the ‘Sponsorship fee to IFIP per Participant’ multiplied by the ‘Expected Participants’.
All calculated fields (except the ‘Break even number of participants’) will be rounded to two decimal places.
An explanation of the calculated data will also appear at the bottom of the page.
Criteria & details of fees payable to IFIP:
- IFIP Event:
- For all IFIP events: cost for IFIP volunteers if any (e.g. for preparatory meetings) must be included in the event budget.
- For all types of events except School: fee structure must provide a discount for participants who are member of IFIP member societies
- Congress / Forum (other than flagship events)
- Fee per participant per day (10 euro), number of days has to be officially mentioned in event request form, may be half days.
- Conference
- Fee per participant per day (10 euro), number of days has to be officially mentioned in event request form, may be half days.
- Working conference
- Fee per participant per day (5 euro), number of days has to be officially mentioned in event request form, may be half days
- Workshop
- Fee per participant per day (5 euro), number of days has to be officially mentioned in event request form, may be half days
- Tutorial / Seminar / Lecture
- Financial aspects of a tutorial / seminar / lecture will be decided on a case by case basis.
- School
- Fee per participant per day (2 euro), number of days has to be officially mentioned in event request form, may be half days
- IFIP Joint Event:
- For all joint events an agreement (MoU or otherwise) has to be signed in which the specific financial arrangements for that (series of) event(s) are agreed. If profit / loss sharing is agreed, criteria for this have to be followed (see elsewhere in this procedure or in the standing orders). Wherever possible discount for members of IFIP member societies should be negotiated.
- IFIP Supported Event:
- No financial implications other than possible arrangements by the organiser for IFIP contributors. Income and / or cost for IFIP only in very exceptional occasions.
- IFIP Sponsored Event:
- Amount of sponsorship can vary and must be agreed in the sponsor contract.
- No other financial aspects.
- IFIP Flagship Events:
- For all IFIP flagship events: cost for IFIP volunteers if any (e.g. for preparatory meetings) must be included in the event budget. IFIP may pre-finance this but has to be refunded irrespective of the event result.
- WCC
- Fixed fee to be paid by the conference to IFIP
- Plus fee per participant per day (10 euro), number of days has to be officially mentioned in event request form, may be half days
- Congress fee structure must provide a discount for participants who are members of IFIP member societies
- WITFOR
- No fee to be paid to IFIP (because no fee is required from participants and the surplus of a WITFOR event is to be used for WITFOR type activities)
- WCF
- Fixed fee to be paid by the conference to IFIP
- Fee per participant per day (10 euro), number of days has to be officially mentioned in event request form, may be half days
- Forum fee structure must provide a discount for participants who are members of IFIP member societies
STATEMENT OF UNDERSTANDING:
In order to proceed with you application, you must agree to the statement of understanding, which details the conditions relating to any event application. You will be asked to confirm that you understand and agree to these conditions and declare that you have the authority to make legal commitments for the organising institution, which you are asked to specify along with your name and title. You can also enter any additional comments regarding this application on this page.
The Statement of Understanding Agreement, Name and Address of the Organising Institution that the form is being submitted for, and the Name and Address of the Authorised Representative that the form is being submitted by are required for you to continue with your request.
REVIEW YOUR EVENT REQUEST:
After completing all pages of the request form, you will be presented with the review screen which displays all the information you have input on the form and gives you the option to make any changes needed before submitting your completed form using the ‘Submit and Print Request’ button at the bottom of the screen.
Please note that you will not be able to change the Event Type or Category or financial data on this screen, as this data affects the type of information requested from you. If you notice that you have entered these incorrectly you should use the buttons at the top of the screen to go back to the relevant pages of the form and edit the information there, and then use the ‘Next’ button to work through the screens to get back to this review screen.
The required information on this page is based on the required information on all the previous pages, and you will not be able to submit your request if any of the required fields are left blank or entered in an incorrect format.
If you are still unsure about any of the information you have entered, you can come back to submit the form later by making a note of the password shown on the screen, and closing your internet browser. You will then be able to come back to edit and submit your form later using the ‘Edit Form’ option available from the main event request page.
EVENT REQUEST FORM SUBMISSION:
When the ‘Submit and Print Request’ button is pressed, the event is uploaded to the event database and a confirmation screen is displayed, including a print version of the form. An email is automatically sent to the appropriate IFIP officer requesting approval of your event. You must print your completed form, sign it and post or fax it to the address displayed on the screen. You may also want to keep a copy for your records.
Once your request has been received by the appropriate IFIP officer, you should be notified of a decision within approximately two weeks. If your application is not approved, you will be able to edit and resubmit your application using the password provided.
FURTHER DETAILS:
For any further details regarding the event request process, please refer to the ‘Event Approval Guidelines’ provided on the IFIP website.