How to Bid for an International Congress of Toxicology
Every three years, during the International Congress of Toxicology, the General Assembly of IUTOX votes for the site of an International Congress of Toxicology. The ballot at the General Assembly takes place six years in advance of the date of the International Congress, thus allowing ample time for planning and preparation. In the General Assembly, all national and regional IUTOX Member Societies in good standing have the right to vote. A Member Society in good standing means a society that has paid its membership fee. The voting power of each society depends on the number of individual members in the Society. If a Member Society fails to pay its membership fee in due time, it loses its right to vote in the General Assembly.
Only proposals from IUTOX Member Societies can be considered for a venue for an International Congress of Toxicology. Proposals from Member Societies to host an International Congress must be sent in the form of a proposal to the Secretary-General of IUTOX who will report the proposal to the Executive Committee for evaluation. The President of IUTOX will submit valid proposals to the General Assembly, which will then decide the Host Society by secret ballot.
All invitations to host an International Congress should be received by the Secretary-General at least six months prior to the General Assembly at which they are to be considered. Each IUTOX Member Society bidding for the International Congress has the possibility to shortly introduce the bid to the General Assembly. The following issues should be considering when preparing a proposal for the General Assembly:
- The proposal shall be presented in a written form to the Secretary-General of IUTOX. It shall include a letter of invitation by the bidding society, and the material that will be used to support the proposal should be enclosed. Usually bidding societies prepare a booklet that contains the bidding material.
- Selection of the proposed congress venue, i.e. the congress city and convention center, should be done with care. It is important to consider the geographical location of the venue, i.e. to guarantee that it is within easy reach for international travel. The bidding material must include the proposed dates of the Congress. The bidding society should indicate how it plans to organize the Congress, and include names of key individuals within the organizing committee, e.g. the president, treasurer, chairperson of the program committee, and chairperson of the local organizing committee. It is a good idea to include an organizational plan of the congress in the bidding material.
- The budget of the Congress is a key element of the proposal. The Budget shall be prepared for 750 and 1500 participants separately for assessing the potential of the Congress to provide revenue for IUTOX. A detailed budgetary plan for the expenses and income of the Congress, including proposed registration fees are required. The bidding materials for International Congresses of Toxicology should also contain information how continuing education courses during the congress will be.