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2008 4TH ICHPER.SD AFRICA REGIONAL CONGRESS AT THE UNIVERSITY OF BOTSWANA, GABORONE
Operating Code Conditions and Guidelines for the ICHPER·SD REGIONAL CONGRESS ORGANIZING COMMITTEE I. ICHPER·SD Regional Congress
The ICHPER·SD Regional Congress is a biennial program of ICHPER·SD and must be conducted according to the conditions and guidelines, and/or any modified addendum as set by ICHPER·SD and its concerned geographic area organization. There shall be seven ICHPER·SD Regional Congresses (Africa, Asia, Europe, Middle East, Latin America, North America and Caribbean, and Oceania). These Regional Congresses are encouraged and supported to organize in non-ICHPER·SD World Congress years.
II. Participants All individuals and national or institutional organizations participating at the ICHPER·SD Regional Congress shall be currently registered members of ICHPER·SD in good standing, and they shall register with the concerned ICHPER·SD Regional Congress.
III. Program A. A proposed theme for the ICHPER·SD Regional Congress shall be submitted by the Regional Congress Organizing Committee (RCOC) at least eighteen (18) months prior to the first day of the Regional Congress to the Office of the Vice President for the concerned geographic area and the Office of the Secretary General.
B. The completed abstract form as instructed by RCOC for presentation consideration shall be submitted at least five (5) months prior to the first day of the Regional Congress to the RCOC headquarters.
C. The Scientific Committee consisting of seven (7) members including the Vice President and Regional Secretary General shall review and approve or disapprove, and it shall notify the result of its review to each applicant at least four (4) months prior to the first day of the Regional Congress. The Chairperson and other five (5) members of the Scientific Committee shall be appointed by the President of the RCOC.
D. The Regional Director appointed by the Vice President and Assistant Regional Director(s) appointed by the President of the RCOC for each of the ICHPER·SD Regional Commission shall coordinate and work together in an effort to organize the symposium sessions as a part of the Regional Congress program.
E. The names of those individuals recommended by the RCOC to be keynote speakers along with their brief background information shall be submitted to the Regional Executive Committee for its approval at least four (4) months prior to the first day of the Regional Congress.
F. The Presidential address and one speaker selected by the ICHPER·SD Executive Committee shall be honored as keynote speakers at all ICHPER·SD Regional Congresses.
IV. Registration Procedures The RCOC headquarters shall be the center for all congress registration procedures and processes including the receiving of abstracts as well as providing notification of approval or disapproval of abstracts. All participants may register in accordance with the established procedures in the Regional Congress Booklet either at the website or by submission of registration application along with appropriate fees to the RCOC headquarters.
V. Registration Fees There shall be three registration fee categories for the ICHPER·SD Regional Congress. On the basis of economic status of the country as defined by the ICHPER·SD Executive Committee, the members in Group A countries pay 100% of the Regional Congress registration fees; in Group B, 75%; and Group C, 50%.
A. The RCOC’s proposed registration fees for the Regional Congress shall be submitted to the ICHPER·SD Executive Committee through the Office of the Vice President along with other documentation as set forth under section XXI. Bidding and Selection of this Operating Code.
B. The proposed registration fees may be adjusted by a joint effort of the RCOC and the ICHPER·SD Executive Committee.
C. The registration fees of the Regional Congress shall be equally divided, and shall revert through the ICHPER·SD headquarters to the ICHPER·SD geographic area organization (50%) and the RCOC shall retain (50%).
D. The net surplus of the Congress shall be totally retained by RCOC.
E. All ICHPER·SD membership fees (100%) received by RCOC shall be submitted with applications to the Secretary General before or at the Closing Ceremony of the Regional Congress.
F. The ICHPER·SD Executive Committee reserves the right to negotiate with the Regional Congress Organizing Committee on matters relevant to the Regional Congress. Both the Secretary General with the capacity to function as the Council’s Executive Vice President and the Vice President for the geographic area concerned shall represent ICHPER·SD as the main coordinators in negotiation and planning all matters pertaining to the Regional Congress.
VI. Exhibit Fees Administration and operation of exhibits and setting of fees shall be the prerogative of the Regional Congress Organizing Committee.
VII. Budget The Regional Congress Organizing Committee shall develop and submit a detailed initial budget including estimated revenues and expenses from all sources when applying for the bid, and it shall provide the final financial report to the Executive Committee of ICHPER·SD within four (4) weeks following the last day of the Regional Congress.
VIII. Finances The Regional Congress Organizing Committee is solely responsible for financing any and all costs for the preparation, organization, and carrying out of all responsibilities for the Regional Congress.
In order to encourage a large attendance, the Regional Congress Organizing Committee must make every effort to reduce traveling and accommodation expenses for participants and their accompanying family members or guests. For example, reasonable tariffs and discount rates should be established for hotel rooms and meals, and less expensive public or governmental housing facilities should be offered whenever possible.
X. Official Language The Regional Congress shall be conducted in English and provide simultaneous interpretation for the language spoken in the host country or another language at the discretion of the RCOC and ICHPER·SD. The RCOC and the ICHPER·SD Executive Committee may decide to provide multi-interpretation services if it is deemed an absolute necessity.
XI. Facilities and Meeting Rooms The Regional Congress Organizing Committee must arrange suitable facilities for the Regional Congress and its programs including the Opening Ceremony, Closing Ceremony, Regional Commissions’ meetings, Regional Executive Committee meetings, and Regional Board of Governors’ meetings. In general, the Regional Executive Committee and Board of Governors shall be held prior to, during, and after the Regional Congress, if necessary.
XII. Identification Card An identification card shall be issued for all participants in the Regional Congress. It shall contain: (a) surname; (b) given names; (c) nationality; (d) function at the Congress; (e) ICHPER·SD registration number; (f) Regional Congress registration number; and (g) participant’s photograph and signature. The I.D. card may be issued by the RCOC for a participant’s accompanying family members or guests by charging a minimal fee. The colors of the I.D. card may be different in order to differentiate bearer’s function in the Regional Congress.
XIII. Transportation In the event that the venue(s) of the Regional Congress or its programs is more than a reasonable walking distance from the official hotel, the RCOC must provide scheduled transportation service to and from the official hotel.
XIV. ICHPER·SD Officers Preparation Visit At the discretion of ICHPER·SD and the Organizing Committee, the RCOC may organize and sponsor a preparation visit for a pre-coordinating working session for the Regional Congress, including one or two ICHPER·SD main coordinators as defined in this Operating Code under V.F. The RCOC shall provide room and board, and round trip airfare for the coordinator(s).
XV. Special Accommodation and Airfares The RCOC shall provide round trip airfare for the President, Secretary General, Vice President, and Regional Secretary General. In addition, the RCOC shall provide room and board for these officials from one day before the beginning of the Regional Congress through one day after the closing of the Congress.
XVI. Fee Exemption and Reduction of Congress Registration Fees A. The President, Secretary General, Vice President, the Editor of the ICHPER·SD Journal, and Regional Secretary General of the Council shall be exempted 100% of the Congress registration fees.
B. Any other participating members of the ICHPER·SD Executive Committee, the members of the Regional Board of Governors, and those Directors and Assistant Directors who organized their respective symposium as a part of the Regional Congress shall pay 50% of the Congress registration fees.
C. The President and Secretary General of the RCOC shall be exempted 100% of the Congress registration fees.
D. Twelve (12) members of the Regional Congress Organizing Committee selected at its own discretion shall pay 50% of the Congress registration fees.
XVII. Official Report and Proceedings A. On the last day of the Regional Congress, the RCOC shall submit a detailed financial report and submit to ICHPER·SD an international certified check of 50% of the congress registration fees and along with 100% of the ICHPER·SD membership fees received by RCOC.
B. The RCOC must provide and submit an official report of the Regional Congress within thirty (30) days of the last day of the Congress including: (a) detailed final financial report including an adjusted balance of corresponding amount of international certified check; (b) a copy of each participant’s registration application; (c) a copy of all publications (information brochures, programs, etc.); (d) a copy of photographs of the Regional Congress; (e) names and addresses of all keynote speakers; (f) names and addresses of principal members of the RCOC; and (g) names and addresses of organizations that made significant contributions to the Regional Congress.
C. The Proceedings of the Regional Congress must be assembled and published by the RCOC and disseminated on the first day of the Congress. The publication must be of high quality. The RCOC is also responsible to disseminate copies of the Proceedings of the Regional Congress directly to individuals and organizations that are entitled to receive them in accordance with arrangements as established by the RCOC, and approved by ICHPER·SD.
D. ICHPER·SD shall be entitled to ten (10) complimentary copies of the Proceedings of the Regional Congress.
XVIII. Publicity It is the responsibility of the RCOC and the Office of the Vice President to promote and advertise the respective Regional Congress, especially at the national and regional levels. ICHPER·SD shall join and assist the promotion effort of the RCOC and Vice President at the worldwide level.
XIX. Miscellaneous Responsibilities of RCOC A. The RCOC is responsible to organize any special event in cooperation with the ICHPER·SD Regional Executive Committee.
B. The RCOC is responsible to select official carriers and hotels.
C. The RCOC is responsible to search for corporate sponsors and governmental subsidies for the Regional Congress.
D. The RCOC is jointly responsible with ICHPER·SD to make their best effort and to create new ideas for the greatest success of the Regional Congress.
E. All preparation affairs and administration of the Regional Congress shall be orchestrated by the RCOC, the Regional Executive Committee, the ICHPER·SD official coordinators, and in full compliance of this Operating Code.
XX. Duties of ICHPER·SD Officials A. The Secretary General and Vice President for the geographic area shall serve as ICHPER·SD’s main coordinators for the Regional Congress.
B. The Vice President shall inform all members in the geographic area as to the schedules of the meetings of the Regional Executive Committee and Board of Governors and any other relevant programs that should be called to their attention.
C. The Editor of the ICHPER·SD Journal shall promote all Regional Congresses through the Journal.
D. The Regional Directors and Assistant Regional Directors of the ICHPER·SD Commissions shall suggest program components to the Scientific Committees of the RCOC and solicit papers in their area of special interest. All Regional Directors of the ICHPER·SD Commissions shall be appointed by the President upon the recommendation of the Vice President. Assistant Regional Directors shall be appointed by the President of the Regional Congress Organizing Committee.
Hosting of the Regional Congress of the International Council for Health, Physical Education, Recreation, Sport, and Dance (ICHPER·SD)
Letter of Agreement
This Letter of Agreement is duly executed between the parties of:
_____________________________________________________________________ (Proposed Hosting Organization)
and
The International Council for Health, Physical Education, Recreation, Sport, and Dance for______________________________________ that the___________________Regional Congress Organization Committee (RCOC) agrees to host and organize the Regional Congress of ICHPER·SD for ______________________from the _______________________. Furthermore, the_______________________Regional Congress Organizing Committee for ICHPER·SD agrees to organize and conduct in full compliance with the attached Operating Code for Regional Congress as guidelines of ICHPER·SD and/or any modified addendum as executed by the representing officers of the respective parties herein.
__________________ _______ ___________________________ _______ Secretary General Date Regional Secretary General Date Organizing Committee ICHPER·SD for
___________________ _________ ___________________ ______ President Date Vice President Date Organizing Committee ICHPER·SD for
APPROVED BY THE ICHPER·SD EXECUTIVE COMMITTEE:
________________________________________ Date
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