Procedures & Guidelines for the Organization of AMPERE events
Approved by the AMPERE Bureau on March 16
th 2017 in Zurich
1. Preamble
a) The organization of the Groupement AMPERE is described in the
Statutes of the society.
b) AMPERE events are organized
by the subdivisions of the Groupement AMPERE, whereby the Groupement AMPERE acts as
umbrella organization, which coordinates the events over the years, provides long-term
stability, experience, and quality assurance, and administers their finances.
2. Definition
a) An AMPERE event is a periodically occurring congress, colloque, school,
symposium or workshop, which has been approved by the AMPERE Bureau and which is
organized by one of the AMPERE subdivisions.
b) The guidelines stated below apply to all of these events.
c) Other meetings can be approved by the AMPERE Bureau to obtain the label
‘Organized under the auspices of AMPERE‘. They shall comply with the guidelines
stated below, with exception of point 4 (Finances).
d) The principal AMPERE event is the EUROMAR conference. It follows the
AMPERE guidelines with detailed statutes determined by the EUROMAR Board of
Trustees. For additional rules for the EUROMAR conferences, see point
9.
3. Applications
a) Applications to obtain the label ’Organized under the auspices
of AMPERE’ can be submitted to the Groupement AMPERE at any time and can
be voted on by e-mail by the AMPERE Bureau.
b) Applications for the organization of AMPERE events need to be
submitted to the Secretariat of the Groupement AMPERE two years in the case
of the principal event or 6 months for colloques, symposia, summer schools,
and workshops before the event takes place unless they are recurring annual
or biannual events.
c) The AMPERE Bureau will discuss and approve applications during its
next regular meeting and decide on whether further information, including a
local inspection, is needed.
d) If the proposal is accepted, the chairperson of the meeting appointed
by the AMPERE Subdivision will become a temporary ex officio member of the
AMPERE Bureau according to Section VII of the statutes. The chairperson has
the full responsibility for the organization and the program of the meeting.
4. Finances
a) The finances of an AMPERE event are the sole responsibility of the
local organizer. The Groupement AMPERE does not take any financial
responsibility
b) AMPERE members will receive a discount on the registration fee
corresponding to a one-year membership fee
(full members 35 Euro,
students 17.50 Euro).
c) For non-members, the one-year AMPERE membership fee (full/student)
has to be included in the full/student registration fee. The full amount of
these membership fees has to be paid to the Groupement AMPERE.
If registration numbers are not provided, they will be estimated by the AMPERE Bureau.
d) The local organizers should aim at the lowest possible conference
fees in order to give scientists from any country the possibility to
participate.
e) The local organizing committee needs to present a financial report
within 12 months after the conclusion of the event to the corresponding
AMPERE subdivision. In case of a financial surplus, the chair of the local
organizing committee will transfer 50% to the account of the subdivision
of the Groupement AMPERE in support of future events.
5. Announcements
a) The first announcements of AMPERE events will be sent to all members
of the Groupement AMPERE except for small events with a restricted number of
participants (<50). Please send your announcement to
admin@ampere-society.org
b) Every AMPERE event will be advertised in the AMPERE Bulletin along
with all relevant data. Please be aware of the publication period of the
bulletin and send the announcement you would like to have printed to
admin@ampere-society.org
c) The web page of the event shall display the
AMPERE logo with a link to the AMPERE web page.
The AMPERE web page will link back to the conference web page from the list
of conferences. Please send us the link to the web page to
admin@ampere-society.org
d) The ‘AMPERE tree’ page available via
admin@ampere-society.org
should be included into the conference program to create awareness for the
Groupement AMPERE.
6. What the Groupement AMPERE requires and offers
a) ) Organizers should inform the Groupement AMPERE regarding dates and
location of the event as well as web page, as soon as possible so that we
can publish the event on the web page and inform all AMPERE members.
b) AMPERE conference participants must become AMPERE members (see Finances).
In order to check if someone is a member or not, an interface must be
implemented into the online registration process, further information can
be found in the right column of this page.
Small events, with less than 50 participants and with no online registration,
please contact us at
admin@ampere-society.org
c) For small events with less than 50 participants, the Groupement
AMPERE offers the possibility to the organizer to have participants pay the
registration fee for the event by credit card, reimbursing the effective amount
(i.e., less the credit-card charges) to the local organizer in one payment
within 10 days after the registration period has closed.
d) AMPERE also offers simple webhosting
e) AMPERE publishes the abstracts of poster prize and award winners in
the AMPERE Bulletin. Award winners of ‘Young Investigator Ampere
Prize’ and ‘Raymond Andrew Prize’ will be published on
AMPERE‘s web page.
7. Proceedings
If proceedings or a book of abstracts of an event is published, an electronic
copy has to be sent to AMPERE for archiving.
8. Final report
A final report of the conference for reproduction in the AMPERE Bulletin
has to be sent to the Groupement AMPERE within two months after the conclusion
of the event.
9. EUROMAR conferences
a) Suggested time line for EUROMAR conferences
- 4 years: Call for conference proposals detailing location, conference chair,
lecture halls, poster space, vendor space, rough budget, support by national
funding agencies, general time table of sessions and events.
- 3 years: Decide on conference location and date.
- 2 years: Finalize local organizing committee and international organizing committee.
- 18 months: Collect suggestions for session titles, chairs, plenary and
invited speakers. Setup webpage
- 12 months: Advertise conference in journals, mailing lists, and the Bulletin
AMPERE. Attract sponsors. Contact vendors for sponsoring and vendor space.
b) Vendors are an important part of EUROMAR.
They should be given the option to inspect the location prior to the event and
should be placed in good locations with high traffic in participants. To attract
visitor flow to the vendors, it is recommended to organize coffee breaks in the
vendor area. Finally we recommend that EUROMAR organizers visit the vendor suites
during the conference to ensure their satisfaction.
c) The conference organizer of the yearly EUROMAR conference provides
rooms and facilities for the meetings of the organs of the Groupement AMPERE
(AMPERE Bureau, AMPERE Committee, and General Assembly).
d) Organizational meetings of the Groupement AMPERE and the EUROMAR
Subdivisions shall be publicly announced during the conference so that members
are reminded to attend.
e) the Groupement AMPERE sponsors a ‘AMPERE Tutorial’ speaker as well
as ‘Magnetic Resonance Stipends’ for an overall of 7000 Euro. Please contact us at
contact@ampere-society.org’.
