ICPP 2018 Workshop and Field Trips Guidelines and Submissions

SUBMISSION DEADLINE:

AUGUST 15, 2017 11:59 p.m. (U.S.A. Central Daylight Time).

Thank you for your interest in planning a workshop and/or field trip during ICPP2018. Workshops and field trips provide a great scientific value to those attending the Congress.

Workshops are usually ½ to full day in-depth sessions on a specific topic with lots of interaction between the audience and presenter(s).

Field trips are ½ to full day excursions to area locations of scientific interest to plant pathologists allowing participants to experience first-hand the work/research that is occurring in that particular area.

Before a workshop or field trip can be approved for ICPP2018, there are a few guidelines that need to be met to insure success for the attendees, organizers, and ICPP.


Submission Process


Submissions will be accepted through August 15, 2017 at 11:59 p.m. (U.S.A. Central Daylight Time).

  1. Read carefully the guidelines for workshops or field trips.
  2. Complete the submission online form by August 15, 2017.
  3. Do not leave blank areas on the form; acceptance of submission improves with complete information.
  4. Workshops and field trip submitters will be notified of acceptance by October, 2017.


Guidelines for Planning Workshops and Field Trips


Guidelines for Submitting Workshops

  1. Workshops take place on the Saturday and/or Sunday pre-congress.
  2. A very limited number of 1-1/2 day workshops (Saturday - Sunday) will be considered.
  3. One day workshops can be from 3 to 7 hours in length, not including lunch break. Workshops on Sunday must be completed by 3:30 p.m. 
  4. Organizers are responsible for all planning of content for the workshop.
  5. A minimum of 20 attendees must be anticipated for participation.
  6. Workshops must be self-supported through the registration fee and any outside funding secured by the organizer before the workshop is approved.
  7. A complete budget with all anticipated expenses must be completed by the organizer and approved by ICPP Scientific Program Committee so appropriate registration fees can be determined – this includes AV needs, and any food and beverage.
  8. A minimum of $25 must be charged as a registration fee for any workshop. If your other expenses add up to $25 per person or more the $25 basic fee is waived.
  9. ICPP staff will provide a meeting room (in either the convention center or the Congress headquarters hotel) and set-up, and will order AV and any food and beverage.
  10. Any ICPP staff labor required beyond the basic room set, AV and minimal food and beverage will be billed as part of the cost of the workshop. Organizers will be updated on registration numbers for their workshop and will be alerted if the registrations are low.
SUBMIT

Guidelines for Submitting Field Trips

  1. Field trips take place on the Saturday or Sunday pre-congress.
  2. Saturday field trips can be held all day; Sunday field trips must return by 3:30 p.m.
  3. Organizers are responsible for all planning of content, locations for the field trip, food and beverage, transportation (ICPP staff will assist with charter bus transportation).
  4. A minimum of 20 attendees must be anticipated for participation.
  5. Field trips must be self-supported through the registration fee and any outside funding secured by the organizer before the field trip is approved.
  6. Any expenses that require onsite payment will be covered by the organizer and with receipts reimbursed by ICPP. Invoices and transportation costs will be paid by ICPP with the field trip money generated through registration for the field trip.
  7. A complete budget with all anticipated expenses must be completed by the organizer and approved by the ICPP Scientific Program Committee so appropriate registration fees can be determined.
  8. A minimum of $25 must be charged as a registration fee for any field trip. If your other expenses add up to $25 per person or more the $25 basic fee is waived.
  9. Eight weeks prior to the field trip, the organizer must provide ICPP with the final agenda, including location of each stop on the trip, for the transportation company. Due to liability and insurance, organizers and field trip participants are not allowed to drive other registered field trip participants to and from the locations on the trip.
  10. Organizers will be updated on registration numbers for their field trip and will be alerted if the registrations are low.
SUBMIT
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