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Guidelines for Hosts of the Annual Conferences of the International Society for African Philosophy and Studies (ISAPS)
I PREAMBLE
ISAPS is an organization of scholars interested in the study, understanding and enhancement of African Philosophy and African Studies. ISAPS has two categories or members, ordinary members and student members. Membership of the organization is open to anyone who subscribes to the aims and objectives of ISAPS as outlined in our constitution.
The purpose of this document is to provide information about the standards, criteria, facilities to be provided, and procedures to be met, by institutions that have requested, are interested, or have agreed to host an annual conference (meeting) of ISAPS.
This document is to be read in conjunction with the constitution of ISAPS, which is the official document outlining the aims, objectives, and membership of the ISAPS. The guiding principle of this document is the desire to achieve a successful conference, with a view to promoting the continued development of ISAPS.
II CONFERENCE COORDINATION OPERATIONS
a. The hosting institution shall set up a Local Organizing Committee (LOC) for the purposes of the conference.
b. The LOC shall liaise with the Executive Committee of ISAPS in drafting, writing, and disseminating information about the conference theme and submission guidelines.
c. The LOC will have latitude in the selection of the conference theme, but with input and advice from the ISAPS Executive. Every effort should be made to select a theme that has an international appeal, but which is also of current interest, relevance and concern to the host institution/country.
d. The LOC shall have responsible for collecting, evaluating, and accepting submitted abstracts, and for communicating information about acceptance to interested participants.
e. The LOC shall have the responsible of arranging and communicating information about accommodation, travel and sustenance to all those interested in attending the conference.
f. The LOC shall be responsible for drafting and communicating the conference program to all participants.
g. The hosting institution and the LOC shall have the responsibility for ensuring that the following requirements are met:
III REQUIREMENTS
1. Hotel/Lodgings
a. Hotel or other lodgings for conference participants should be located conveniently to the conference venue and to a restaurant. Accommodation should be in a comfortable and safe environment.
b. A selection of single and double rooms are be made available so that conference participants will have a choice of packages to choose from.
c. Unless the hosting institution expresses the desire to provide free accommodation, each participant shall be responsible for the cost of her own lodging and other incidental expenses.
2. Conference Rooms
- It will be necessary to have suitable meeting and seminar rooms. The number of meeting and seminar rooms required would depend on the number of papers submitted, and on whether we will be having concurrent sessions.
- Where possible, host institutions should make available to presenters overhead projectors, PowerPoint Presentation equipments, flipcharts, easel pad and pen, or at the very least, a board and some writing materials.
3. Meal Arrangements.
a. Conference participants should be supplied with adequate information about facilities available for food both on campus and off campus.
b. Servings of tea, coffee, mineral water, biscuits and other snacks should be made available during session breaks.
c. Unless the hosting institution expresses the desire to provide free food, each participant shall be responsible for the cost of her own sustenance and other incidental expenses.
4. Transportation
a. Suitable arrangements should be made to ensure that there is safe and adequate transportation from the point of arrival (i.e., local airport, local train or bus station) to lodgings, and for the transportation of participants to the point of departure (i.e., local airport, local train or bus station) at the end of the meeting. This obligation can be discharged either by meeting each participant and the point of entry (and providing adequate transportation for them on the date of departure), or by supplying information about safe and adequate transportation to participants in advance.
b. If the lodging/hotel is not within easy walking distance of the conference venue, adequate arrangements are to be made for the safe and easy commute of participants from hotel/lodgings to conference venue and to all other meeting activities.
c. Unless the hosting institution expresses the desire to provide free transportation for participants, each participant shall be responsible for her own transportation costs throughout the meeting.
d. Information about transportation arrangement (including estimates of transportation cost) is to be made available to participants in advance.
5. Advertising the Conference
· Our sessions are open to members and non-members of the Society. Adequate steps are to be taken to ensure that information about our conference is circulated to the local audience in advance.
6. Financial Transactions
· All on-site financial transactions (registration fees, membership dues, etc.) are to be handled by the appropriate ISAPS Officers.
· Hosts are primarily responsible for the securing of funds in preparation for the conference. If necessary the ISAPS Executive Board will serve in an advisory role.
· A conference budget will be presented to the ISAPS Executive board prior to the initiation of the conference.
6.1. Conference Registration Fees
a. There are two categories of participants for the purposes of registration: international participants and local participants. Only those who reside and/or work in the host country shall be classified as local participants.
b. All participants (subject to 6.1.c below) including ISAPS executives, session chairs, discussants and moderators are required to pay registration dues.
c. Full-time students of the hosting institutions who are not also currently in employment are exempt from paying conference registration fees.
d. A previously agreed upon portion of the registration fees will go toward local organizing expenses, the remaining funds will go to ISAPS.
6.2. Membership Dues
· All membership dues will go directly to ISAPS.
IV INABILITY TO FULFILL HOSTING RESPONSIBILITIES
a. Subject to section III 6 above, the hosting institution is responsible for the overall safety of conference participants, and for the effective planning and organization of the conference.
b. In the event that a chosen institutional host is unable to fulfill its responsibilities of effectively planning, obtaining funding for, and executing the conference, they are required to notify ISAPS as soon as possible and at least one year in advance of the proposed conference date.
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