The US National HAB Committee has developed guidelines for selecting a venue for the biennial US HAB Symposium. The guidelines are intended to make it easier for individuals and groups who have an interest in hosting a symposium to organize and plan details in advance. The guidelines allow the participation of members of the US HAB research community in the selection of a symposium venue. It is hoped that this process will reduce the time and effort of all involved in proposing and selecting a venue.
The guidelines comprise to following steps for proposing and selecting a venue. Once established, a preliminary local organizing committee would submit a brief letter of intent to the co-chairs of the US National HABs Committee. Upon approval, the organizing committee would be encouraged to draft a proposal for hosting the next symposium, which would be presented in-person to symposium participants. Symposium participants would vote among competing proposals to select the venue for the next symposium.
Individuals or groups interested in hosting a symposium are encouraged to follow the outline below for establishing preliminary local organizing committees; drafting letters of intent; submitting proposals; and presenting the proposals to symposium participants. The chances of success are likely to be enhanced through careful preparation and attention to all of the items in the outline.
Guidelines (approved by the NHC July 2009)
Preliminary Local Organizing Committees (PLOCs) should be formed 1-2 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:
PLOCs draft and submit Letters of Intent (LOIs) (≤3 pages to NHC)
LOIs may include the following (good preparation is important, but it is not necessary that all items be completed at this early point):
Preliminary approval of LOIs
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)
Approval of Symposium Plan and selection of venue for the next US HAB Symposium:
Location of chosen venue (and proposed meeting dates) will be posted on the National Office website
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