ISBA Program Council Procedures

ISBA sponsors or co-sponsors four types of meetings: (A) ISBA World Meetings; (B) regional meetings of ISBA local chapters; (C) meetings originating from or co-organized by ISBA, and (D) meetings primarily sponsored by other groups, individuals or societies who request ISBA endorsement and support.

(A) World Meetings:

• Timing: The biennial ISBA World Meetings occur in even-numbered years. World Meetings are typically run during June or July, although timing may vary depending on the local circumstances of the chosen venue.

• Venue: About two years in advance of each World Meeting, suggestions and formal proposals to site and organize the next meeting are requested from the ISBA membership, subject to the following criteria:
  • World meetings should be held in locations easily accessible to a large proportion of our membership around the world, and at a time of year that is conducive to maximizing attendance. June/July is the preferred time period.
  • A local organizing committee needs to be in place before ISBA commits to a venue. This local organizing committee has primary responsibility for the usual organizational tasks and local funding of the meeting.
  • Local organizers will develop plans for local institutional funding to provide some funds for the running of the meeting and other expenses, including travel funds for junior members of ISBA.
  In considering proposals to site and organize a World Meeting, the ISBA Board, based on recommendations from the Program Council, will have the final decision and will weigh the above criteria in choosing between potential locations.

  Funding: In addition to the resources raised by local organizers, ISBA generates travel grant proposals to raise funds from institutions and government agencies such as the National Science Foundation in the United States. These grants assist with travel costs of student and junior researcher participants, especially those coming from developing countries. ISBA's Program Council, through the chair and any organizing committees created for World Meetings, has the responsibility for generating proposals and soliciting funds from all possible sources. The Program Committee has a memory and communicates past proposals and successful strategies from one World Meeting committee to the next.

  World Meetings are the first priority for ISBA funding. ISBA commits a budget to ensure junior participant travel awards via the dedicated categorized awards (Graduate Travel Award Fund, ISBA Lifetime Members Junior Researcher Award, Pilar Iglesias Fund) and with supplemental finance from core ISBA funds. Modest funding may be committed to organization and administration of World Meetings, although the main source of such funding must generally come from local organizers following the international competition to site and host/run the World Meeting.

(B) Regional meetings of ISBA Local Chapters:

(C) Meetings co-organized or initiated in part by ISBA:

(D) Other meetings:

General criteria and conditions of sponsorship

The decision to lend ISBA's name to meetings is made with careful consideration of the nature of each meeting, depending on criteria including: (1) quality and appropriateness; (2) whether the conference theme is of potential interest to ISBA membership; (3) timing; (4) who the other co-sponsoring organizations are.

The terms and conditions associated with ISBA co-sponsorship of meetings include the following:

• ISBA members will receive a discount on registration fees.
• Meeting organizers will include the ISBA logo and a link to the ISBA web site on the conference web site and in all printed announcements.
• Organizers will include the ISBA logo and printed flyer in the conference packet, and have flyers displayed at the meeting registration.
• In some cases, ISBA will be invited to organize a session or sessions at the meeting, and participate in other aspects of programming.
• In cases of financial contribution from ISBA (all but category D above), the primary if not exclusive use of ISBA funds will be for junior participant support. Conditions imposed by ISBA may, depending on context, include use of ISBA funds preferentially for senior/advanced students over young researchers post-PhD, and/or preferentially to students from economically disadvantaged countries. ISBA expects that such awards will be spread to ensure the maximum participation. When travel awards are made, they will carry a note to the effect that "partial support comes from ISBA". Finally, any travel awardee who is not currently a member of ISBA will be given a 1-year membership.
• As part of ISBA support for meetings not organized by ISBA, the Society may agree to provide registration services using the ISBA membership and event management data base system and personnel support. This support will be provided based on negotiations between ISBA and the group organizing the meeting, and typically involve ISBA costs being covered by an agreed fee charged to the registrations.