POLICIES AND PROCEDURES

Policies and procedures

The Administrative Council has during the past year summarised and updated its policies and procedures. This initiative has been carried out by Prof. Dov Jaron who in the Nice General Assembly was elected our next Vice-President (president elect).

This document explains the conditions of use of the IFMBE logo and how to arrange conferences with IFMBE participation.

Section 1 IFMBE logo

The IFMBE logo is a registered trademark owned by the IFMBE. Any form of use of the logo must be submitted for approval and any form of use which has not received such approval shall be considered as unauthorised use of the logo

1.1 Incorporation the IFMBE logo into another design

Upon approval by the IFMBE President, the IFMBE logo may be incorporated in the design of awards or for similar purposes, provided that the total logo is used without modifications.

1.2 Use in conference announcements and publications

Conferences meeting the requirements in sections 2.1 and 2.2 may display the IFMBE logo in their announcements or publications.

Section 2 Conferences

This section delineates the role of IFMBE in conferences, defines the requirements for managing a conference sponsored by IFMBE and provides guidelines for partnership in conferences organised by other organisations. These include conferences whose purpose is to promote the mission of IFMBE.

2.1 Sponsorship

The IFMBE may sponsor conferences that are consistent with the mission and bylaws of the organization. The term “conference” in this section refers to conferences, meetings, workshops or symposiums.

Sponsorship indicates complete responsibility for technical, financial and administrative elements of the conference. In the technical area, IFMBE will plan the scope of the program, plan the sessions, organise panel discussions, invite special speakers and review and select contributed papers. In the financial area, IFMBE will prepare the conference budget, monitor the financial affairs and prepare the final financial report. IFMBE will be responsible for local arrangements, publicity, public relations and publications. IFMBE sponsored conferences are financially accountable to the IFMBE Administration Council.

2.2 Conference affiliations

The IFMBE may be affiliated with conferences of its national society members or conferences of non-IFMBE organizations and entities that have substantial and continuing interest in the field of Medical and Biological Engineering. In all cases, the conference objectives must be consistent with the mission and bylaws of IFMBE. Prior to final IFMBE approval, notification will be given to the Chair of the National Secretaries Council on any pending request for co-sponsorship, cooperation or endorsement. The Chair will circulate the request to member organisations for response within thirty days, should they wish.

Types of conference affiliation:

2.2.1 Co-Sponsorship

Co-sponsorship indicates a shared significant involvement in the financial, technical, publicity and administrative elements of the conference as defined under sponsorship. Financial involvement may be either in the form of a loan and/or a grant to the conference. In either case, a portion of the conference surplus is to be shared with the IFMBE. The portion to be shared is to be negotiated prior to approval of the co-sponsorship. Co-sponsorship must be approved by the Administration Council at its regular meeting in time to be incorporated into the annual budget of the Federation for the coming year. A request for co-sponsorship must be accompanied by a list of conference officers and the conference budget.

All conference announcements and publications must include a statement acknowledging the IFMBE’s co-sponsorship. Local or regional co-sponsored conferences must include participation by the local national society holding membership in the IFMBE.

2.2.2 Cooperation

Cooperation indicates direct involvement in the organisation of the technical program and encouraging members to submit papers and to attend the conference. Cooperation by IFMBE entails no financial involvement in the conference. The president is authorised to approve the cooperation of IFMBE with the conference. All such actions must be reported to the IFMBE Administration Council at its following meeting.

All conference announcements and publications must include a statement acknowledging IFMBE’s cooperation. Local or regional conferences which are in cooperation with the IFMBE must include participation by the local national society holding membership in the IFMBE.

2.3 Endorsement

The IFMBE may provide endorsement for conferences. Endorsement indicates that the IFMBE approves the conference and its objectives but has neither financial involvement in the conference nor direct involvement in the organisation of the conference or its technical program. Endorsement by the IFMBE may be used to publicise the conference and to help solicit financial support. The president is authorised to provide endorsement. All such actions must be reported to the IFMBE Administration Council at its following meeting.

2.4 Obligations for co-sponsored conferences

This section provides guidelines for financial and administrative arrangements between the IFMBE and conferences co-sponsored by the Federation. The term conference in this section refers to conference, meeting, workshop, symposium, or other professional or educational event. The term Federation refers to the IFMBE. This section delineates the financially related responsibilities and obligations of an entity organising a conference, which is co-sponsored by the IFMBE and outlines several possible financial models that can be adopted. The objective is to encourage financial responsibility and to ensure financial viability of the conference. A secondary objective is to create financial surplus for the entity organising the conference and for the IFMBE. The share of surplus to be retained by the IFMBE shall be commensurate with the level of the Federation’s potential financial exposure. At the same time, however, any arrangement must strive to minimise the financial risk to the IFMBE.

2.4.1 Conference finances

2.4.1.1 Budget expectation

The conference budget must be based on a non-deficit expectation. It shall include a projected surplus of approximately 15-20% of the total conference budget.

2.4.1.2 Conference surplus

Conferences co-sponsored by the IFMBE shall return to the Federation a portion of the conference surplus. That portion can be either a percentage of the surplus in proportion to the financial stake in the conference by the IFMBE, a fixed amount of money, or a combination of a fixed amount of money plus a percentage of the surplus. The formula is to be negotiated and agreed upon before the conference budget is approved by the Administration Council.

2.4.1.3 Financial obligations

For conferences initiated by the IFMBE, a percentage of the income derived from registration fees shall be retained by the Federation. A conference receiving a loan from the IFMBE shall also return a percentage of the conference surplus to the Federation. The fraction of the surplus to be returned to the Federation is to be negotiated and agreed upon before the conference budget is approved by the Administration Council.

2.4.1.4 Registration fee structure

Conferences co-sponsored by the IFMBE shall charge members of IFMBE affiliated organisations at least 25% lower registration fee than that charged to registrants who are not members of an IFMBE affiliated entity or the co-sponsoring entity.

2.4.1.5 Benefit/risk assessment

The IFMBE shall perform a risk-benefit assessment prior to entering into co-sponsorship of a conference. This assessment shall be used to guide decisions relating to the nature and degree of IFMBE support. This approach is particularly useful for conferences which are strategically desirable, yet financially risky; for example, co-sponsorship of an event in a developing country, particularly if other sources of support may not be available or may not materialise. In such situations, the decision may be taken to proceed with IFMBE support if the risks have been identified and quantified and the potential benefits outweigh the risks involved.

2.4.1.6 Conference insurance

The IFMBE strongly recommends that conferences co-sponsored by IFMBE shall include conference insurance coverage in their budget. Such insurance would provide protection against a financial loss in the event a conference is canceled or postponed due to unforeseen circumstances.

2.4.1.7 Approval of conference budget

Co-sponsored conferences with a budget exceeding $100,000 (US) must have their budget approved by the IFMBE Administration Council. The budget shall be submitted to the Administration Council for approval at its regular meeting in time to be incorporated into the annual budget of the Federation for the coming year. If the budget of the conference is less than $100,000 and the fiscal exposure of IFMBE is minimal, approval may be obtained from the Conference Committee, except in such cases where the IFMBE is providing a loan to the conference.

2.4.1.8 Pre-conference loan

Co-Sponsored conferences may receive an interest-free loan to enable the organising entity to launch the conference. A loan must be repaid in full no later than 180 days after the conclusion of the conference. 2.4.1.9 Financial reporting For the last six months leading to the conference, monthly financial statements will be made available to the IFMBE Finance and Conference Committees. A final financial report is due no later than 90 days after the conclusion of the conference if the conference budget is less than $250,000 US and no later than 12 months after the conclusion of the conference if the budget is more than $250,000 US, to allow time for a professional audit.

2.4.1.10 Conference audit

All conferences co-sponsored by the IFMBE must be audited if their budget is in excess of $100,000. If the budget is between $100,000 and $250,000, the audit can be performed by a suitably qualified volunteer. The volunteer must not be part of the conference organisation. If the budget exceeds $250,000, the audit must be performed by a professional audit firm. The cost of the audit shall be included in the conference budget.

2.4.2 Conference administration

2.4.2.1 Membership on conference finance committee

Conferences co-sponsored by the IFMBE shall include on the Conference Budget Committee either a member of the IFMBE Conference Committee, its designee or a designee of the Administration Council.

2.4.2.2 Promotional material

Conferences co-sponsored by the IFMBE shall submit all promotional material for approval by the IFMBE conference committee or another body designated by the Administration Council.

2.4.2.3 Copyright of conference digest

For conferences initiated by the IFMBE, all copyrights shall be the property of the Federation. For conferences that are co-sponsored by the IFMBE, the Federation shall participate in the income derived from the publication of the conference digest and also receive an agreed upon number of free copies of the digest.

2.4.3 Special allotments

This section lists special free arrangements that are expected of conferences co-sponsored by the IFMBE.

2.4.3.1 Complimentary hotel rooms and air transportation

Conferences co-sponsored by the IFMBE which receive complimentary hotel rooms and/or air transportation, shall allocate to the IFMBE a share of the complimentary benefits in proportion to the financial stake by the Federation.

2.4.3.2 Function rooms

Conferences co-sponsored by the IFMBE shall provide the Federation complimentary rooms for holding meetings of administrative nature such as council, committees, general assembly, office space for equipment and/or social functions. These meetings can take place just prior to, during, or just following the conference.

2.4.3.3 Booth space

Conferences co-sponsored by the IFMBE shall receive adequate complimentary exhibit space for promotion, information dissemination and/or recruitment purposes.

2.4.3.4 Official ceremonies

Conferences co-sponsored by the IFMBE shall allocate time in the opening and closing ceremonies for addresses by the IFMBE president or his/her designee.

2.4.3.5 Awards

If necessary, conferences co-sponsored by the IFMBE shall provide time during the closing ceremonies or during a special awards ceremony for the presentation of IFMBE awards.

2.4.4 Other provisions

2.4.4.1 Conference cancellation

In the event that a conference being co-sponsored by the IFMBE is considered for either postponement or cancellation, the conference chair/s shall advise the IFMBE Secretary-General of the intention to initiate such postponement or cancellation. The request shall include a financial statement from the conference budget committee detailing expenses incurred thus far and expenses still to be incurred. An appropriate course of action will then be established by the IFMBE Executive Committee, in consultation with the conference chair/s, conference organising committee and conference budget committee. In the case of cancellation, a financial report from the conference budget committee will be due 60 days after the decision to cancel the conference is taken.