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Future HAB Symposia

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» Guidelines for choosing future HAB symposium
Please download the guidelines for choosing future HAB symposia here.

Guidelines (approved by the NHC July 2009)

Preliminary Local Organizing Committees (PLOCs) should be formed more than 2 years prior to the symposium they are proposing to host in order to allow enough time for adequate planning. A PLOC will have responsibility for:

  • Identifying the venue
  • Identifying opportunities for conference financing
  • Submission of Letter of Intent (LOI) to the NHC (detailed below)
  • Presentation of Symposium Proposal to the National HAB Symposium (detailed below)

PLOCs draft and submit Letters of Intent (LOIs) (≤3 pages to NHC)

  • LOIs must be submitted at least 3 months prior to the symposium at which potential Symposium Proposals are to be presented 

  • LOIs are submitted to one of the co-chairs of the NHC
LOIs may include the following (good preparation is important, but it is not necessary that all items be completed at this early point):
  • Location
  • Dates
  • Theme suggestions
  • Potential participating/collaborating organizations
  • Venue description
    • Main and breakout rooms
    • Poster display space
    • Seating capacities
    • A/V & IT support
    • Local accommodations (including affordable alternatives for students);
    • Transportation
  • Rough budget
    • Venue rental costs
    • Organizer time
    • Reception(s)
    • Banquet
    • Potential funding opportunities for speakers, students
    • Other
  • Potential funding sources
    • Sponsors
    • Attendee conference fees
    • In-kind donations (e.g., venue rentals)
Preliminary approval of LOIs
  • The NHC will evaluate all LOIs at least two months prior to the symposium at which potential Symposium Proposals are to be presented based on the extent to which details regarding venues and budget have been described
  • All satisfactory LOIs will be posted on the National Office Website at least 2 months prior to the National Symposium.
The approved PLOCs will be invited to present their plans at the next US HAB Symposium (2 years prior to the symposium they will host)
  • 10 minute oral presentation which should include:
    • draft budget
    • Specific plans for obtaining funding
    • Plans to solicit support from collaborating or sponsoring organizations
  • 10-minute question-and-answer period
Approval of Symposium Plan and selection of venue for the next US HAB Symposium:
  • Symposium attendees select the preferred venue based on majority vote of attendees present when the vote is taken. Vote is to be by written ballot
  • Once the site is selected, the PLOC becomes a Local Organizing Committee (LOC) and its composition may be modified as needed
Location of chosen venue (and proposed meeting dates) will be posted on the National Office website

Last updated: February 10, 2010

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