Planning an InSEA Event

If you, or your organisation, are interested in having a local event endorsed by InSEA, or hosting a Regional or World InSEA Congress, please follow these guidelines. If you have further questions, contact the Secretary: secretary[at]insea.org (NOTE there is a two-stage application process for World Congresses)

Please note: Only InSEA members can submit proposals. The World Councillors in the relevant Region must first discuss and agree all proposals.

The following tables list the specific requirements for each type of event application:

Timings

  • InSEA can endorse events every year

  • InSEA can co-organize events with local partners every year if they do not compete with Regional or World congress

  • InSEA normally promotes one World Congress every 2 years

  • InSEA normally promotes one Regional Congress in each region every 2 years (alternate years to World Congress)

  • InSEA may promote/ organize Regional Congress in the same year on different continents

  • InSEA Regional Congresses must not be held in the same year as an InSEA World Congress

  • InSEA reserves the right to withdraw support for events

NOTE: Endorsement does not imply any legal or financial responsibility on the part of the Society.

InSEA World Congress

NOTE: there is a two-stage application process for World Congresses - for details, contact secretary[at]insea.org

Requirements:

  • The audience is expected to be from all continents,

  • Liaise with InSEA Secretary, Treasurer and Executive Board on all preparations.

  • Participants must be InSEA members.

  • Include InSEA logo and link to the InSEA website and on all publicity in preeminent position.

  • The organisers must be member organisations.

  • Include members of InSEA from the region; world councillors: and executive officers in the Expert or Scientific Committee.

  • Registration fees for InSEA congress must be kept as low as possible.

  • Every effort should be made to provide virtual access to as much of the event as possible.

  • Opening and closing sessions with InSEA Executive officers.

  • Host the InSEA General Assembly and handover between World Councils and Executive Officers.

  • Host the InSEA Awards ceremony.

  • Make available suitable meeting rooms for the InSEA World Council, Executive Board, Publications, Research & Praxis and Advocacy & Networking Boards, IJETA & IMAG Boards and Regions.

  • Make a room available for exclusive use as an InSEA office.

  • Include InSEA leaflets and other InSEA materials in participants' folders.

  • A printed program for delegates.

  • Free registration for Executive Officers and InSEA world Council Representatives up to 25.

  • Free registration and, if possible, accommodation for the award recipients (up to 4) and accommodation for the InSEA Executive officers (up to 6).

  • Open access E- Proceedings published by InSEA. Editing and review by the Congress Expert or  Scientific Committee(s).

  • Plenary Opening ceremony with InSEA officers (not concurrent with other events)..

  • Plenary Closing ceremony with InSEA officers (not concurrent with other events).

  • Place in the program for the InSEA Awards Ceremony.

  • Include the InSEA General Assembly (not concurrent with other events).

  • InSEA information/registration desk.

  • InSEA executive room.

  • InSEA Publications desk.

  • Space in the Programme for InSEA exhibitions.

  • Plastic-free and sustainable policies must be Congress priorities.

  • InSEA reserves the right to withdraw support for events

InSEA Regional Congress (Guidelines for Regional Congresses)

Requirements:

  • Liaise with InSEA Secretary, Treasurer and Executive Board on all preparations.

  • Liaise with World Councillors that represent the Region on all preparations.

  • Liaise with Regional Council if one exists (currently Asia and Europe).

  • Include the InSEA logo and link to the InSEA website and on all publicity in preeminent position.

  • The audience is expected to be mainly from the region, but InSEA members from other regions can also participate.

  • Advertise the congress widely to InSEA members and beyond

  • The organizers must be members or affiliated organisations.

  • Registration fees for InSEA congress must be kept as low as possible.

  • Discount for InSEA members in the registration fees.

  • Include regional meetings in the program

  • InSEA poster/video in the venue.

  • InSEA leaflets and other advertising material in participants' folders to promote membership.

  • Free registration for InSEA world Council Reps of the region (up to 3) and Executive officers (up to 6) and to the recipient of the regional award InSEA Award Excellence in Research.

  • Provide accommodation for at least 3 Executive officers.

  • Open-source E- Proceedings published by InSEA (reviewed and edited by the Congress Expert or Scientific Committee).

  • Plenary Opening ceremony with InSEA officers (not concurrent with another event).

  • Plenary Closing ceremony with InSEA officers (not concurrent with another event).

  • InSEA information desk.

  • At least one Keynote must be from InSEA.

  • Include Members of InSEA from the region; regional world councillors: and executive officers in the Expert or Scientific Committee.

  • Space in the Programme for InSEA Exhibitions.

  • Place in the program for the Regional Award ceremony (InSEA Award Excellence in Research).

  • Plastic-free and sustainable policies must be Congress priorities.

  • InSEA reserves the right to withdraw support for events

InSEA Events-Seminars, Webinars Symposia & small-scale Conferences

Requirements:

  • The format should include interactive participation, for example, workshops, performances; exhibitions;  conversation time.

  • Advertise events widely to InSEA members and beyond.

  • Include the appropriate official InSEA logo and link to the website on all publicity in a preeminent position.

  • Registration fees must be kept to an absolute minimum.

  • Discount or free participation for InSEA members.

  • InSEA desk/poster/video in the venue(s).

  • InSEA leaflets and other advertising material in participants' folders.

  • Free registration for InSEA world Council Reps of the region (up to 3) and Executive officers (up to 6 ) and, if appropriate, to the chair(s) of the InSEA Regional Council (up to 2).

  • Open-access E- Proceedings or resultant publication published by InSEA (reviewed and edited by the organisers/ Scientific Committee).

  • Plenary Opening ceremony with InSEA officer(s) (not concurrent with another event).

  • Plenary Closing ceremony with InSEA officer(s) (not concurrent with another event).

  • Include members of InSEA from the region; regional world councillors: and executive officers in the Expert or Scientific Committee.

  • Space in the program for InSEA Exhibitions.

  • Plastic-free and sustainable policies must be priorities.

Endorsed events (events may be, for example, webinars, small conferences, exhibitions, interventions, calls to participate, e-events or community-based activities that are NOT organised by InSEA, but are in line with the aims of the Society)

InSEA will advertise the event on the INSEA website, InSEA Members' e-news and social media.

The Organising Committee of the event must:

  • Apply to InSEA for endorsement status.

  • Add the InSEA endorsed logo and a link to the InSEA web page in the event web pages.

  • Ensure a discount on registration fees for InSEA Members (for example at a conference, if there is a fee).

  • Ensure the distribution of InSEA leaflets to participants (InSEA will send the leaflets by email to be printed out to the organisation prior to the event - or linked in the event web page).

  • Where appropriate, include space in the program for an InSEA presentation or workshop, to be conducted by an InSEA representative to promote InSEA to new members and offer free registration for the InSEA representative.

  • Plastic-free and sustainable policies must be priorities.

  • InSEA reserves the right to withdraw support for events