We now welcome all bids to organise the 2021 and 2022 ISBNPA meeting

MORE INFORMATION TO COME SOON!
We now welcome all bids to organise the 2021 and 2022 ISBNPA meeting

05 - 08 Jun US, Europe or Other

We now welcome all bids to organise the 2021 and 2022 ISBNPA meeting.

 

At this stage we invite research groups within the field of behavioural nutrition and/or physical activity, who are interested in organising the meeting in their city/country. A private conference organiser will be selected at a later stage, in close collaboration with the organising team. 

In 2018 the meeting will be held in Hong Kong, SAR, China, in 2019 in Prague, Czech Republic and in 2020 in Auckland, New Zealand.

As the annual meeting rotates between continents, bids from North America are preferable for the 2021 meeting. For the 2022 meeting, bids from Europe are preferable, but we will consider any proposed location.

 

1.     The local organisers are expected to:

  • a)    be able to attract a local delegation to the meeting of at least 50 participants, preferably more
  • b)    communicate how many participants are needed at the meeting to reach the budgetary ‘break even point’
  • c)     attract sponsors for the meeting, taking into account that ISBNPA will review every potential sponsor for consistency with its sponsorship policy.

 

2.       Dates of the meeting should take other meetings into account, thinking about overlap, a possible combination of meetings, and other relevant factors. Dates should also take vacation periods into account in different parts of the world. Late May or early June are generally the most appropriate schedule for ISBNPA annual meetings.

 

3.       ISBNPA will provide support through Venue West in the preparation of the budget and other components of the bids. Please contact us in advance to schedule preparatory meetings.

 

VENUE CONSIDERATIONS

 

1.       The venue should facilitate a collegiate atmosphere and “family” feel, that strongly encourages networking opportunities.

 

2.       The venue needs to be able to accommodate at least 800 participants in one room for the keynotes and the plenary sessions, and needs at least 6 parallel rooms (in addition of the plenary room) for the parallel sessions of the symposia and orals.

 

3.       The venue needs to have a place available for the posters (Which is large enough to put up 150 posters per day. Poster standard size is 90cm wide x 150cm high portrait style.) The poster room should have enough space to allow for poster session and can be potentially used as meeting place for people during breaks and lunch.

 

4.       The venue needs at least one room for additional meetings of the EC, IJBNPA editorial board, etc. As previous meetings attracted more participants (up to 1,200) the possibility to accommodate a larger crowd is preferable. As in previous meetings, the use of two venues located within walking distance can also be considered.

 

5.       The venue needs appropriate rooms and facilities not only for presentations and posters but also for workshops, EC annual meeting, Annual business/membership meeting, mentoring meetings, committee meetings/journal editorial meetings, etc.

 

6.       We have found that as a medium size meeting we may be too small for large convention centres and as such innovative conference venues that make use of University / Hotel / large halls within the city or a combination of such settings may be interesting options that provide a stimulating, interactive meeting for between 600 and 900 people. When considering venues examine not just the cost of venue hire but also AV and food costs as often these last two costs can be very large and are an area that is open to negotiation.

 

7.       A variety of budget options should be available for accommodation, covering a wide range of prices, especially considering the large number of students and early career researchers that typically attend ISBNPA meeting.

 

8.       The annual meeting normally runs from Wednesday evening with a first keynote and an opening reception, to Saturday afternoon, with a closing ceremony. The day before the actual meeting (i.e. the Wednesday) a full day EC meeting and preconference workshops take place. On the evening of this day the first keynote and the opening reception are held. Further, the meeting continues for 3 complete days with presentations.

 

BUDGET CONSIDERATIONS

1.       ISBNPA is very dependent on the income derived from each and every annual meeting. A minimum profit of 35,000 USD is needed. Previous 5 years attendance rates ranged from 600 to 1,200 and profits from 40,000 USD to 150,000 USD.

 

2.       ISBNPA takes financial responsibility for the meeting, this means that all profit from the meeting (including sponsorship) goes back to ISBNPA. Although this has never happened, if a deficit occurs, it would be covered by ISBNPA.

 

3.       A contract will be signed in advance by the chair of the local organising committee with the venue and with the local facilitator. Finances needed at this point are made available by ISBNPA through its treasurer.

 

4.       Sponsorship is an important source of revenue to the society. However, all sponsors must be approved by the EC and be consistent with our sponsorship policy. Inevitably, this reduces the amount of income that can be derived from sponsorship and we therefore think it is important that all potential host teams set realistic sponsorship targets when setting the bid. In recent years we have secured 52,000 USD in sponsorship for meeting in Ghent and 74,500 USD for our meeting in Austin Texas. Sponsors have included local non‐profit organisations, government agencies, physical activity monitoring companies, software companies and publishers.

 

5.       In setting the registration fees we want to make sure that affordable fees for students (but they should cover at least 80% of the cost of F&B) are available and that the fee for members are at least $200 less than the non‐member fee. (This is to encourage attendees to become members of the society which currently costs $200). We have included at the end of this document the fees for each category for the meetings in last 5 years.

 

DOCUMENTATION TO SUBMIT THE BID

 

Bids need to be sent to Ralph Maddison, ISBNPA president (president@isbnpa.org and Cc to António Palmeira executivedirector@isbnpa.org) by January 31st 2018. They will be discussed at the mid‐year EC meeting (February 2018) and a decision is expected to be reached during the Annual Meeting 2018 in Hong Kong. It is likely that the EC will seek additional information from the best-placed bids before making a final decision.

 

Bids need to include the following information:

  • a)    Description of the local research group and links with ISBNPA
  • b)    Location of the conference
    c)     Accommodation costs (high, mid-range and budget options)
  • d)    Additional activities in the area
  • e)    Possible sponsors and estimated amount of financial support
  • f)     Number of ‘locals’ (i.e. from the state or country) expected to attend the conference
  • g)    The break-even number of paying delegates needed to cover the costs
  • h)    Closest airport and distance/accessibility to conference venue including International accessibility by air
  • i)      Brief summary of why ISBNPA should have a meeting in that location

 

Any questions should be addressed to António Palmeira, ISBNPA' Executive Director (executivedirector@isbnpa.org ).

 

 

REGISTRATION CATEGORY EARLY BIRD STANDARD (USD$) FOR THE LAST MEETINGS HELD IN NORTH-AMERICA AND EUROPE

 

2015 Edinburgh, Scotland

Registration Category

Early Bird

Standard

Member

$679

$850

Non Member: Conference + Membership

$892

$1,066

Non Member: Conference ONLY

$971

$1,145

Student Member

$410

$458

Student Non Member: Conference + Membership

$513

$560

Student Non Member: Conference ONLY

$592

$639

Daily registration

$339

$339

 

 

2017 Victoria, BC, Canada

Registration Category

Early Bird

Standard

Member

$650

$750

Non Member: Conference + Membership

$850

$950

Non Member: Conference ONLY

$850

$950

Student Member

$250

$300

Student Non Member: Conference + Membership

$350

$400

Student Non Member: Conference ONLY

$350

$400

Daily registration

$450

$450

 

Please consider that LMIC delegates should have a registration similar or lower to the student fee (about USD $250 or less) 

Important Dates
To be defined.Call for symposia
To be defined.
To be defined.Call for abstracts
To be defined.
To be defined.Author Notification
To be defined.
To be defined.Early bird registration
To be defined.
To be defined.Late-breaking abstracts
To be defined.
To be defined.Registration
To be defined.
05 to 08 JuneAnnual Meeting
05 to 08 June