Guidelines
for Symposium Host Candidates (cont...)
1. MISSION
2. BACKGROUND
3. GENERAL CONDITIONS
4. THE SYMPOSIUM PROGRAM
5. ELEMENTS OF THE SYMPOSIUM
6. AGENCIES
6a. The
International Program Committee (IPC)
6b. ISEA
and ISEA Headquarters
7. INCOME
7a. Symposium Registration Fees
7b. Subsidies
7c. Commercial Sponsoring
7d. Global Insurance
8. PROPOSAL SUBMISSION
9. AGREEMENT BETWEEN THE HOST
ORGANIZATION AND ISEA
6a. The International Program Committee (IPC)
The Host Organisation, in consultation with the ISEA Board, is responsible for appointing International Program Committees (IPC) consisting of the best experts in their field. The role of the IPC is to jury applications submitted for inclusion in the event.
Recommended Structure of the IPC:
1. There can be more than one IPC designated to consider submissions.
2. Each IPC should comprise of at least three experts in the relevant fields.
3. The expertise of the IPC members will be specifically suited to the disciplinary themes and sub-topics of the Symposium.
4. The ISEA board, with the assistance of the Host, will assemble a list of IPC candidates. In consultation with the ISEA Board, the Host shall determine the IPC membership.
5. The selection of IPC members should take into account: gender, cultural, economic and geographical diversity.
Operation of the IPC:
The specific operations of the IPC shall be determined by the Host Organisation in consultation with the ISEA Board prior to the commencement of the jurying process. However, it is useful to note the following in the operations of the IPC:1. IPC members shall be permitted to submit work in the category for which they are selecting proposals. However, they will not be eligible to vote on or speak for their own submissions.
2. Timing and announcement of preliminary and final selection will be determined in concert with the host to ensure that those selected will have adequate time to secure funding.
3. The names of the IPC members shall be prominently published in the proceedings indicating their fields of expertise and the sub-topics they represented at the symposium.
6b. ISEA and ISEA Headquarters
ISEA Headquarters works with the Host Organisation on the development and implementation of the Symposium. The Inter-Societyıs Board may be contacted through its headquarters staff. The Inter-Society is responsible for the following:
1. Coordinate the continued occurrence of the symposia.
2. Work with the Host Organisation in the selection of the members of the IPC.
3. Supply its electronic networks and database of addresses to the Host Organisation.
4. Actively promote the Symposium, and will acknowledge the Host Organisation as the Producer of the event in all communication related to the Symposium.
5. Assist in the distribution of the Preliminary Program (print and electronic form).
6. Through its Board of Directors and advisory committees provide advice, guidance, and consultation.
7. Hold a General Meeting during the symposium. Time and site are decided in consultation with ISEA. This meeting is to be announced in the Preliminary and the Final Program.
The Host Organisation is the producer of the event. In this capacity, it is required to do its utmost to gather the necessary means to organize the Symposium. In doing so, it may solicit any and all public and private funding organisations, institutions, sponsors and partners in any country. The Host Organisation also has the right to sales of catalogues, advertising, derivative products, and registration fees.
7a. Symposium Registration Fees
These should be established in consultation with the ISEA Board, and should be set commensurate with previous symposia. The Host Organisation however is encouraged to set the registration fees with due consideration of the target audience. A reduced registration cost will be made available to:
1. Members of the Inter-Society
2. Students
3. Individuals and Institutions deemed appropriate by the Host Organisation (e.g. sponsors, local societies, etc.)
The Host Organisation should make special concessions available for the participation of economically disadvantaged participants.
In principle, invited speakers and artists selected to participate in exhibitions receive free admission. ISEA Staff and Board members are also granted free admission. If volunteers are engaged, ISEA encourages the Host Organisation to waive registration fees for volunteers.
The name of the subsidizing party may be mentioned in all printed materials related to the Symposium. As the sole intermediary with financial partners and sponsors, the Host Organisation reserves the right to decide the order, size and placement of partner logos and acknowledgments on all Symposium-related documents.
The name of the sponsoring party may be mentioned in all printed materials related to the Symposium, although naming rights to the sponsor is not permitted. In instances where heavy exposure of a sponsor is planned, permission from the Inter-Society is necessary.
The Host Organisation will take out a global insurance policy for the Symposium. A copy of the policy should be forwarded to ISEA.
Proposals to host an ISEA symposium are to be submitted to the ISEA Board approximately two years in advance of the event. A signed copy of these ISEA Symposium Guidelines must accompany the proposal. Any deviations from the guidelines must be explicitly stated and explained by the potential conference organizers within their proposal. After due consideration of competing proposals, the ISEA Board will select the host and notify the successful conference organizer in writing. ISEAıs Board will make the final selection on the basis of submission quality, the proposed location and its conformance with ISEA/Symposium goals and guidelines.
Each proposal must include the following:
1. A designated individual (the ISEA liaison), through whom all communication between ISEA and the organizers will be channeled.
2. An Organisational Structure of the Host Organisation outlining clearly the roles and responsibilities of specific individuals and lines of reporting.
3. A Financial Plan - including budget, proposed sources of funding, strategies for fund raising, and proposed earned income (including registration fees).
4. A Symposium theme.
5. A timetable, including months from the call for papers to the end of the conference.
6. A preliminary conference schedule.
7. A list of institutions participating in the organisation of the ISEA symposium, together with a plan outlining the symposium organisational structure.
8. A description of facilities and resources for display of work, performances, display and performance spaces, technical support for these spaces.
9. Demonstration of the capacity for developing and organizing the Symposium.
10. Demonstration of the capacity to work with local constituencies.
11. Confirmation of prominent ISEA branding on all print and online public communication and promotion materials connected
to the symposium.
12. In case the Symposium is held in conjunction with another event a detailed outline is required clarifying the relationship
between the ISEA symposium and the co-hosted event.
13. A list of any additional private and/or public organizations, educational institutions to be engaged in the development
of the symposium.
14. Letters of Support from organizations and individuals who are likely to be affiliated with the event.
9. AGREEMENT BETWEEN THE HOST ORGANISATION AND ISEA
The Host Organisation shall designate an appropriate representative to sign an agreement with the Inter-Society. The Host agrees that it will:
- do everything in its power to ensure that the symposium is organized in accordance with the accepted proposal and these
Guidelines and inform the ISEA Board immediately of any planned changes to the accepted proposal.
- pay the agreed fee, currently 10.000 EURO fee to the ISEA headquarters within six months of being selected to host the
event.
- commit to submitting a financial report and an activity report after the event.
- submit all materials and the updated database for the event to the ISEA HQ.
