This document is 'Appendix A' to the IVU Bylaws.
- Preliminary Matters
- All proposals will be considered by the International Council
(IC) which will consult all Member Societies by email. Views expressed
shall be taken into account by IC before a recommendation is made
to the Member Societes at the appropriate General Meeting (GM).
Should it not be possible for a decision to be taken at a GM then
IC will decide on the venue.
It is desirable to seek the support of the national/regional/city
Convention and Visitors Bureau for a proposal. They can offer support
with finance, literature and promotion. Information about the venue, hotel and other accommodation, registration
fee and catering arrangements and costs at current rates should
be provided to help with a decision. Subsequent inflation may involve
price increases.
Travel costs from various parts of the world should be considered
when offering a venue in a country. Excursions should be offered
and priced at current rates.
- It is very desirable that a representative of any country hosting
a world congress should be at any previous Congress to give a presentation
and deal with questions etc. Ideally this presentation should be
made on a separate occasion to the main General Meeting.
Congress Organisational Matters
- The venue should provide a suitable lecture hall with adequate
seating, exhibition space, accommodation for simultaneous translation
and visual aids facilities. It should be reasonably close to the
hotel and other accommodation. It should also offer adequate accommodation
for lectures, workshops and committee meetings. An exhibition area
should be available.
Clear information must be provided to enable delegates to find
the congress venue and hotel accommodation. Advice about travel
from airports and railway stations should be provided.
Food should be entirely free of all animal products or derivatives
and of a type likely to achieve international support. Ample quantities
of raw fruit and salad vegetables (preferably organic) should be
available at all meals.
Breakfast is usually taken at the hotel accommodation. Other meals
are taken together and should be in a special dining room and one
not shared with any group or individuals not attending the congress.
There is usually a congress dinner on the final evening and social
events each evening of the congress. If the lecture hall or dining
room are not suitable for such gatherings then suitable alternative
accommodation should be provided.
The registration fee should be fixed to take account of hire charges,
simultaneous translation needs and any free places at the congress.
Financing of individual Congresses may be open to discussion between
IC and the local organisers. As far as possible finances should
be a local responsibility but IVU may become directly involved in
appropriate circumstances as determined by IC.
The programme should address techniques and campaigning for the
promotion of vegetarianism, academic topics, cookery demonstrations
and visual aids. Sufficient time should be allowed between lectures
for questions and discussion.
The programme should allow time for
leisure and excursions should be provided to suitable places of
interest. Congresses normally last for five to seven days. Excursions
may also be offered prior to and following the congress.
- Applications may be made to the organisers before a Congress for
simultaneous translation facilities to be made available at the
Congress, usually subject to a guarantee that Congress fees for
a minimum of thirty persons of a single linguistic group shall be
paid prior to the Congress.
IVU'S Role
- The programme and catering arangements and menus for any world
congress are subject to the approval of the International Council
of IVU. The information must be sent to the International Council at least four
months before the start of the congress.
The meeting of member societies will be included in the programme
by the congress organisers and shall be at a time when no other
congress activities, other than cooking demos, and, possibly videos,
are on the programme.
- The International Council will meet during each congress and a
suitable room needs to be provided for this purpose. The first meeting
will be before, and the second after the general
meeting of member societies.
Publicity
- An important aspect of any congress is to obtain publicity for
the vegetarian message and for the organising society. Arrangements
need to be made to encourage the media to attend and report the
congress. IVU and other officials as well as suitable delegates
should be earmarked for participation in publicity opportunities. A press reception should be organised and relevant press releases
should be issued prior to, during and following the congress.
- Attempts should be made to encourage the attendance of civic dignitaries
and political figures of note for particular flinctions during the
congress.They might also be invited to participate in the lecture
programme.
Registration Fees for members of the International Council
(note: the registration fee does not include travel, accommodation
or food)
- IVU is authorised to meet the cost of registration for each council
member attending a World Vegetarian Congress. The precise amount
to be determined by the full council prior to each congress. The registration fee for each councillor shall be paid by IVU
in a manner appropriate to the financial arrangements for each Congress,
as agreed with the IVU Treasurer.
- All the above may apply to any staff or contract employee of IVU
at the discretion of the Council.
Congress Websites
- Each Congress should have a website maintained on the ivu.org
domain, at www.ivu.org/congress/xxxx , along with a suitable ivu.org
email address.
Local organisers can be provided with a password to maintain
the website themselves if they wish, or assistance can be given
by the IVU webmaster and relevant translator/webmasters.
The email address will be used to forward mail to the local organisers.
All information on the website will remain the property of IVU
after the Congress.
- Any domain owned by the local organisers can be used to create
a virtual link to the site on ivu.org, for example the Edinburgh,
2002, Congress was at www.ivu.org/congress/2002
which has a virtual link from the VSUK site at www.vegsoc.org/congress
- giving the impression of the site being on the local domain.
- Congress Countdown
- IC to consult all Member Societies before proposing a venue
for the Congress four years ahead.
- 4 months before the Congress - Programme and Catering
arrangements to be approved by IC
- 3 months before GM - last date to send
out call for nominations for the
International Council (draft letter)
Bylaws, S.4.3.c: Calls for nominations shall be made by
at least three months prior to a General Meeting. Anyone nominated
who wishes to run shall be placed on the ballot, provided they are
vegetarians and members of a member organisation.
- 3 months before GM - last date for Societies to join
IVU and get a vote
Bylaws S.4.2.g: Member societies may only vote at a General Meeting
if their membership has been valid for a minimum of three months.
- 3 months before Congress start - last date for proposals
to alter the IVU Constitution
Bylaws S.7.a: Proposed alterations to the Constitution shall be
submitted no later than three months before the
opening of the next World Congress.
- 2 months before GM - deadline for General Meeting agenda
items (draft agenda)
Bylaws, S.4.2.c: The General Meeting shall carry out such business
as has been requested by the International Council
or Member Societies at least two months prior to the commencement
of the meeting. Items submitted on the day may be accepted at the
discretion of the General Meeting.
- 2 months before Congress opens - last date for circulation
of proposals to alter the IVU
Constitution
Bylaws S.7.a: . . . and shall be circulated to the member organisations
and the members of the International Council no later than two months
before the opening of the next World Congress. Additional amendments
(to the proposed alterations) may be proposed at the General Meeting.
- 1 month before GM - last date for circulation of names
of candidates
Bylaws S..4.3.d: mail or email a list containing
the names of candidates to all voting member organisations one month
prior to a membership meeting. The list shall be accompanied by
position statements submitted by the candidates, of a length and
format prescribed by the IC. The election shall be held at the General
Meeting.
- this will also be a call for email votes:
Bylaws S.4.3.b: All elected IC members shall be nominated by member societies. Voting shall be by a secret ballot of official delegates of member societies combined with an email poll of those member societies not sending delegates to the Congress. Member Societies which would be entitled to voting delegates at the General Meeting but are unable to send a delegate in person may cast a single vote by email, listing their choice of up to ten candidates. Such email votes shall be kept confidential until all votes have been cast in the IC election at the General Meeting, then counted with the other votes. Email votes should be sent to a person nominated by the International Council who will be attending the General Meeting and is not standing for election.
- Congress begins
- IVU General Meeting
Bylaws, S.4.2.a: At each World Vegetarian Congress a General Meeting
shall be held to deal with the business of IVU within the first
three days of the Congress. Sufficient time shall be allowed to
deal with all current business.
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