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INTERNATIONAL SOCIETY FOR THE PREVENTION OF CHILD ABUSE AND NEGLECT

International Congress and Regional Conferences Conference Manual

INTERNATIONAL SOCIETY FOR THE PRCONFERENCEION OF CHILD ABUSE AND NEGLECT ___________________________________________________________________________________________________________

Conference Manual of 39

Table of Contents 1 About ISPCAN ...................................................................................................................................... 3

2 Sample Program .................................................................................................................................. 4

3 Conference Planning Timeline ............................................................................................................ 5

4 Conference Leadership Responsibilities & Tasks ............................................................................... 6

5 Youth Forum ....................................................................................................................................... 13

6 Countries in Transition Forum ........................................................................................................... 14

7 Master Class ........................................................................................................................................ 15

8 Working Group on Child Maltreatment Data Collection ................................................................. 16

9 Working Group on Child Death Review ............................................................................................ 18

10 Scientific Program .............................................................................................................................. 19

11 Exhibits ................................................................................................................................................ 21

12 Social and Cultural Programs ............................................................................................................ 22

13 Member and Partner Meetings ......................................................................................................... 24

14 Post Conference Activities ................................................................................................................ 26

15 Registration ........................................................................................................................................ 27

16 Delegate Materials ............................................................................................................................. 29

17 Food and Beverage Requirements .................................................................................................... 31

18 Marketing Support ............................................................................................................................ 32

19 Appendices ......................................................................................................................................... 33

19.1 Bidding .................................................................................................................................. 33

19.2 Site Visit ................................................................................................................................. 39



1 ABOUT ISPCAN ISPCAN is the only multi-disciplinary international membership organization that brings together a cross section of committed professionals from over 100 countries to work toward the prevention and treatment of child abuse, neglect and exploitation internationally. ISPCAN connects over 4,500 professionals each year from the fields of psychiatry, psychology, medicine, nursing, social work, education, legal, law enforcement, faith communities and government. ISPCAN is dedicated to preventing cruelty to children in every nation, in every form; this includes physical abuse, sexual abuse, homelessness, child fatalities, child prostitution, emotional abuse, child labor, forced migration, trafficking, and all forms of neglect. Over one million children a year are exposed to violence. www.ispcan.org

The purpose of the ISPCAN Legacy is to continue to build a safety net to prevent child abuse and neglect in the region long after the conclusion of an ISPCAN conference. The ISPCAN Legacy includes the cultivation of ongoing partnerships in the region to bring together all the disciplines (law enforcement, doctors, social workers, lawyers, case workers, etc.) that work together more effectively when interwoven to create a stronger system of care in the community. Working in many languages, across cultures, utilizing emerging technology and by remaining flexible, ISPCAN helps create new policy and solutions for protecting children. Some unique ways ISPCAN leaves a legacy through our conference programs:

• Youth Forums bring together youth 16-25 years of age on a topic of their choosing that is a relevant concern in this age group around vulnerability, abuse and neglect. The group of local youth also connect virtually with a global ISPCAN youth council to enhance the discussion and sharing of ideas. ISPCAN greatly values youth participation in our work.

• Working Group on Child Death Review assesses the public health response and system in

place to examine unexpected child death to uncover abuse and neglect in order to establish better prevention triggers within a country’s child protection system.

• Working Group on Child Maltreatment Data Collection reviews the method of collection of

child maltreatment data and the reporting system in place for a country. Discussion and research results are used to establish and strengthen intervention, treatment and prevention.

• Declaration for the Conference is created at the conclusion of the event in order to capture

the main points. ISPCAN leaders, regional leaders and local dignitaries work together to provide political will to drive policy change, influence government and civil decision makers and raise awareness about child abuse and neglect prevention.

The valuable outcomes from these initiatives are provided to the hosting region at no cost. This information helps to create/augment regional child maltreatment and death data collection which forms the foundation critical to successful intervention, critical care and prevention in your region.

http://www.ispcan.org/



2 SAMPLE PROGRAM

Saturday: Pre-Conference Programs Full Day Pre-Conference Registration Full Day Countries in Transition Forum Full Day Youth Forum

Saturday: Pre-Conference Programs Full Day Pre-Conference Registration Full Day Working Group on Child Maltreatment Data Collection Full Day Working Group - Working Group on Child Death Review Full Day Master Class 5:00 PM Opening Ceremony and Award Presentations 6:00 PM Presidential Address and Keynote Speaker(s) 7:30 PM Welcome Reception

Day 1 and Day 2 Schedule Full Day Registration Full Day Exhibition 8:30 AM Concurrent Sessions 9:30 AM Coffee/Tea Break and Poster Presentations 10:00 AM Keynote Speakers 10:30 AM Keynote Speaker 11:00 AM Concurrent Sessions 12:30 PM Lunch, Networking, ISPCAN Regional Resource Center Meeting 1:30 PM Keynote Speaker 2:00 PM Concurrent Sessions 3:30 PM Coffee/Tea Break 4:00 PM Concurrent Session 5:30 PM ISPCAN Member Meeting

Day 3 (half day) Half Day Violence Against Children Partner Workshop 8:30 AM Registration 8:30 AM Exhibition 9:30 AM Coffee/Tea Break and Poster Presentations 10:00 AM Keynote Speaker 10:30 AM Keynote Speaker 11:00 AM Concurrent Sessions 10:00 AM Exhibits, Poster Presentation, Coffee/Tea Break 12:00 PM Closing Ceremony 1:00 PM ISPCAN Conference Debrief Meeting

---- International Congress Only ---

Thursday, Friday, Saturday - Days 4, 5, 6

Full Day ISPCAN Executive Council Meetings (meeting space for 25 people required)



3 CONFERENCE PLANNING TIMELINE

International Congress Regional Conference

18 to 24 Months Prior 12-18 months Prior

1. ISPCAN Board Awards Bid. 2. Local Partner(s), ISPCAN and PCO (if applicable) sign contracts at the Site visit. 3. All parties approve preliminary budget and work assignment* 4. Launch website, generate conference brochure and begin “Save the Date” Campaign. 5. Kickoff monthly Planning Committee meeting. 6. Planning Committee approves topics for Pre-Conference events, Scientific Program and

ISPCAN Institute Core Competency Courses.

12-18 Months Prior 6-12 Months Prior

7. Test abstract submission software, establish timelines and confirm reviewers. 8. Establish and test registration fees, system and processes. 9. Invite Keynote Speakers and confirm VAC workshop and pre-conference presenters (CIT,

MC, WGs, Youth Forum, etc.). 10. Approve Sponsorship and Marketing Plan.


11. Post Keynote speakers, workshop presenters and award recipients to website. 12. Finalize marketing materials and social media campaigns. 13. Begin regional and international marketing. 14. Finalize cultural events/entertainment/tours and post to website. 15. Complete abstract review and notify authors. 16. Post Program Overview to conference website. 17. Open registration for early bird/author rates. 18. Test and finalize Conference App.


19. Finalize, post to website and print Conference Program. 20. Prepare Keynote Speakers, presenters, dignitaries and entertainers. 21. Prepare VIP guests and delegates. 22. Receive electronic and print media. 23. Finalize on-site signage, banners, décor and AV equipment. 24. Finalize and communicate speaker check in plan. 25. Finalize catering numbers and menus. 26. Prepare all VIP and delegate materials. 27. Finalize on-site registration process, systems, volunteers and set up. 28. Finalize post conference Evaluation Survey. 29. Load the Conference Mobile App with program. 30. Provide delegates an e-certificate and CEUs. 31. Post conference presentation materials to ISPCAN website.

Post Conference

32. Complete Evaluations. 33. Send “Thank you” notes.

*specific tasks of who is doing is assigned for each conference



4 CONFERENCE LEADERSHIP RESPONSIBILITIES & TASKS CONVENTION BUREAU (CB)

The Convention Bureau (CB), engages in the success of the conference by remaining an active participant throughout planning, execution and follow up. The CB supports the conference by providing logistical support, local business connections and a representative to serve as Co-Chair for the Sponsorship and Marketing Subcommittee. Responsibilities include, without limitation:

• Identify conference destination and venue(s). • Identify potential discount hotels(s). • Determine cost effective options. • Identify and vet up to 3 local PCOs (if hiring a PCO). • Confirm 5 or more Corporate Sponsors, Financial Partners, Government or other Grants. • Provide Exhibitor contact information. • Create the projected budget utilizing the ISPCAN Budget Template. • Identify additional support for the conference from the local community including

Dignitaries, Royalty, government, public transportation, fire and police departments, etc. • Serve on the Conference Planning Committee Sponsorship and Marketing Subcommittee.

LOCAL CHILD ABUSE AND NEGLECT PARTNER ORGANIZATION (CAN PARTNER)

The local child abuse and neglect partner organization (CAN Partner), engages in the success of the conference by remaining an active participant throughout planning, execution and follow up. The CAN Partner must be, or be willing to become, an ISPCAN member. Responsibilities include, without limitation:

• Determine Conference Scientific Theme. • Identify Conference Scientific Sub-Themes. • Nominate 1 member as Conference Co-Chair. • Confirm 1-2 regional child abuse and neglect professionals as Co-Chairs for each Planning

Committee Subcommittee. • Commit to establish and provide on-going support for the post conference ISPCAN Legacy. • Work with the CB to determine the need for a PCO. • Work with the CB to discuss financial model for the Local Partnership. • Help the CB with budget.

ISPCAN

ISPCAN responsibilities include, without limitation: • Confirm 1 ISPCAN Councilor as Conference Co-Chair. • Confirm 1-2 ISPCAN Councilor(s) as Co-Chair for each Planning Committee Subcommittee. • Coordinate and participate in all necessary planning meetings. • Provide assistance planning pre-conference events. • Publish and disseminate the World Perspectives Guide to conference delegates. • Manage and participate in Site Visit(s). • Provide marketing support.



• Promote of the conference throughout the ISPCAN network, including members, Country Partner, Regional Resource Centers, the ‘Child Abuse and Neglect Journal’ and other appropriate external organizations and networks.

• Support efforts to secure international sponsorships. • Help identify sponsored Keynote Speakers. • Manage the conference website. • Provide ISPCAN Conference Mobile App. • Manage scientific abstract request, submission and review processes.

LOCAL PROFESSIONAL CONFERENCE ORGANIZER (PCO)

A Professional Conference Organizer (PCO) can be hired to assist with the conference planning, marketing, logistics and on-site services. The local Convention and Visitors’ Bureau (CB) will assist with identifying qualified PCO’s and the interview process. If it is decided NOT to hire a PCO, ISPCAN and the local CAN Partner Organization will divide the PCO responsibilities and specify ownership for these tasks within the conference contract.

The PCO will maintain constant communication with Conference Co-Chairs and ISPCAN for all matters regarding the conference. The PCO will provide professional conference management, support the Planning Committee as requested, oversee financial and business transactions and serve as the key contact for all details relating to the conference and other responsibilities detailed in the scope of work described in the PCO proposal, including, but not limited to:

• Develop and implement conference marketing plan. • Keep the conference website current. • Manage all local promotion and public awareness of the conference. • Coordinate content, logistics and delivery of conference print and electronic media and

marketing materials including signage, décor, brochures, promotional items, delegate and VIP materials, awards, VIP Care kits, media kits, etc.

• Arrange general liability and meeting cancellation insurance. • Manage the scientific abstract request, submission, review, selection, format assignment

and author communication processes. • Manage pre-conference, conference and post-conference planning. • Schedule and manage planning, preparation, execution and follow-up tasks. • Manage planning and logistics for the overall program format. • Manage conference planning and logistics for meeting, social events, exposition and

overflow spaces. • Manage planning and on-site logistics for social and cultural and events, entertainment,

food/beverage catering, housing, emergency planning. • Manage on-site logistics including meeting room preparation, audio/visual and recording

processes and technology and emergency plan. • Recruit, confirm, schedule and train volunteers. • Recruit and confirm exhibitors. • Prepare the exhibition floor plan and manage exhibition logistics. • Manage on-line and on-site registration. • Provide personal VIP care and VIP care staff.



• Provide delegate materials, including the conference Program, on-line App, delegate badges and gift bags, local restaurant list, attendance certificates, ISPCAN membership brochure, roster of delegates (name, Region, Country and email address) and conference presentation materials and other items as determined in the PCO contract.

• Provide optional delegate materials such as notepads/pens, special reports, sponsor materials, CAN Partner materials, exhibitor materials, etc.

• Disclose all sources of potential or realized revenue including commissions. • Research pricing and confirm local vendors for such items as photocopying, temporary

assistance, audio/visual equipment, entertainment, decorations, translation services, ground transportation, premiums and gifts.

• Present multiple quotes from different suppliers of goods or services for approval by the Planning Committee (PC) and IPSCAN prior to engaging any services.

• Ensure that payments are made and income secured promptly in accordance with the budget.

• Reconcile invoices, pay vendors, process expense reports and submit data and materials for final audit.

• Provide support to the Sponsorship and Marketing PC Subcommittee. • Develop and track sponsorship opportunities. • Provide all final conference reports, including abstract submissions by week and by day

during month 4. • Provide post-conference final report of all activities completed for the conference.

PLANNING COMMITTEE (PC)

The Conference Planning Committee (PC) is comprised of the ISPCAN Executive Director (ED), a PCO representative (if a PCO is hired), 2 Conference Co-Chairs (1 ISPCAN Councilor and 1 local CAN Partner Organization member) and Subcommittee Co-Chairs (1-2 ISPCAN Councilor(s) and 1-2 local CAN professional(s) for each Subcommittee). Decisions will be made on a consensus basis. The decision making process will seek agreement of a majority vote of the PC members. PC Responsibilities include, without limitation:

• Develop, plan and execute a successful conference. • Oversee the conference budget. • Conduct monthly planning meetings and keep minutes of all meetings. • Decide on the principal format and core aspects of the conference. • Assist with preparations for all pre-conference, conference and post-conference events. • Coordinate all subcommittee work. • Manage the Professional Conference Organizer (PCO), if applicable. • Conference Co-Chairs serve as press liaison and manage media relationships. • Oversee abstract request, submission, review, selection and assignment processes. • Oversee conference timelines, assist with challenges and brainstorm solutions. • Oversee registration processes and data. • Identify regional sponsors, grants, exhibitors, dignitaries and city support. • Distribute “Thank You” letters within 30 days of the conference conclusion.



ISPCAN SECRETARIAT (ISPCAN)

The ISPCAN Secretariat oversees all aspects of the conference and maintains the master timelines, tracking and all system management (abstract, registration, and membership systems). The financial oversight is also maintained by the Executive director of ISPCAN. Any and all contracts, expenses or obligations of the conference must be approved by the ED.

SUBCOMMITTEES

Each Conference Planning Committee Subcommittee is responsible for the development and implementation of their particular area of the conference. PC Subcommittees meet monthly, on their own, until work is completed. Subcommittees keep and report minutes, progress, issues and financial updates to the PC at monthly PC meetings.

Subcommittee Co-Chairs are established by the Conference Co-Chairs and ED. Subcommittee Co-Chairs maintain constant communication with Conference Co-Chairs and the ED for all matters regarding the conference. Subcommittee Co-Chairs are responsible for communicating budget needs to the Finance Subcommittee and sponsorship and marketing needs to the Sponsorship and Marketing Subcommittee. At least 1 Subcommittee Co-Chair is required to attend each monthly PC meeting and report the Subcommittee’s progress and challenges or send an email update prior to the meeting.

1. Countries in Transition (CIT) Subcommittee

Responsibilities include, without limitation: • Develop the topic and scientific program for Countries in Transition. • Determine program theme, title, abstract and learning objectives. • Determine, speakers/facilitators and content. • Provide theme, title, abstract and learning objectives to PC to post on website prior to

registration. • Provide speaker/facilitator names, headshot and CV/Biography to the PC to post on website

prior to registration. • Provide speaker/facilitator contact information to PC. • Provide budget to PC and Finance Subcommittee. • Work with Sponsorship and Marketing Subcommittee to secure donated meeting space,

food/beverage and technology support. • Recruit local attendees. • Provide onsite support prior and during CIT. • Publicize the Countries in Transition Forum and the conference.

2. Finance Subcommittee

Responsibilities include, without limitation: • Oversee all financial, legal and business matters for the conference. • Prepare and present regular financial and budget reports. • Continuously monitor budget expenditures and incomes. • Ensure payments are made and income secured promptly. • Continuously monitor PCO financial and business responsibilities.



• Establish and operate conference bank account. • Provide credit card facilities, including Visa, MasterCard and American Express. • Reconcile bank account and statements on a monthly basis. • Submit business activity statements. • Publicize the conference.

3. Master Class Subcommittee Responsibilities include, without limitation: • Ensure Master Class content and program is suitable for the needs of regional delegates. • Determine Master Class theme, title, abstract and learning objectives • Determine speakers/facilitators and content. • Provide theme, title, abstract and learning objectives to the PC to post on the website prior

to registration. • Provide speaker/facilitator names, headshot and CV/biography to the PC to post on website

prior to registration. • Provide speaker/facilitator contact information to the PC. • Provide budget to PC and Finance Subcommittee. • Coordinate with Sponsorship and Marketing Subcommittee to secure donated meeting

space, food/beverage and technology support. • Provide on-site support prior and the Master Class. • Publicize the Master Class and conference.

4. Scholarship Subcommittee (If Applicable)

Responsibilities include, without limitation: • Determine scholarship application process. • Determine scholarship selection criteria. • Select scholarship recipients, with a focus on delegates from developing countries. • Provide any available scholarship information to the PC to post on website prior to

registration. • Provide scholarship provider and recipient contact information to the PC. • Provide budget to PC and Finance Subcommittee. • Coordinate with Sponsorship and Marketing Subcommittee to secure financial support for

scholarships. • Publicize available scholarships and the conference.

5. Scientific Program Subcommittee

Responsibilities include, without limitation: • Develop and recommend conference themes/sub-themes, scientific content and program of

the conference. • Compile materials for the management and application of continuing educational credits. • Manage the recruiting, selection and preparation of Keynote speakers. • Enlist suitable abstract reviewers for a double-blind peer review process. • Select abstracts.



• Determine appropriate presentation format for each selected abstract (Workshop, ISPCAN Training Institute Core Competencies Course, Documentary, Multi-Media Presentation, Concurrent Session or Poster Presentation).

• Inform authors and speakers of selection. • Finalize the scientific program. • Approve design and content of abstracts book. • Review Keynote Speaker suggestions and forward final suggestions to the PC. The final

decision on all Keynote Speakers is to be agreed upon jointly by ISPCAN and the local CAN Partner.

6. Social and Cultural Program Subcommittee Responsibilities include, without limitation: • Develop culturally appropriate cultural events and tours. • Determine theme, program, speakers/facilitators and content. • Recommend cultural event locations, programs, menus and ticket pricing. • Provide program and facilitator information to PC to post on website prior to registration. • Manage cultural event hosts, entertainers, caterers, transportation and budget. • Provide budget to PC and Finance Subcommittee. • Market cultural events. • Provide on-site support prior and during cultural events. • Publicize the cultural programs and the conference.

7. Sponsorship and Marketing Subcommittee

Responsibilities include, without limitation: • Develop the sponsorship and marketing strategy to engage with all professional groups,

government, nonprofit and business sectors to garner support and spread the word about the conference

• Pursue sponsorships in the region • Manage exhibitors and booth sales • Market, promote and raise public awareness of the conference. • Develop conference marketing plan. • Prepare reports of income development and marketing activities. • Manage participation by local dignitaries. • Monitor conference income. • Provide accurate and suitable records for reporting to funding bodies. • Manage participation by local Dignitaries. • Recruit exhibitors. • Manage exhibition booth sales, sponsor booths and ISPCAN booths. • Develop exhibitor packet and contract and manage exhibitor communications. • Obtain logos from sponsors and exhibitors to post on website. • Create exhibitor area floor plan. • Provide exhibit information to ISPCAN for the Conference Program.

8. Working Group on Child Death Review



Responsibilities include, without limitation: • Determine theme, title, abstract and learning objectives. • Determine speakers/facilitators and content. • Provide theme, title, abstract and learning objectives to the PC to post on the website prior



space, food/beverage and technology support. • Recruit local attendees. • Provide on-site support prior and during the Working Group on Child Death Review. • Publicize the Working Group on Child Death Review and the conference.

9. Working Group on Child Maltreatment Data

Responsibilities include, without limitation: • Determine theme, title, abstract and learning objectives. • Determine speakers/facilitators and content. • Provide theme, title, abstract and learning objectives to the PC to post on the website prior



space, food/beverage and technology support. • Recruit local attendees. • Provide on-site support prior and during the Working Group on Child Maltreatment Data

Collection. • Publicize the Working Group on Child Maltreatment Data Collection and the conference.

10. Youth Forum Subcommittee

Responsibilities include, without limitation: • Invite youth leaders in the local community to serve on Youth Forum Subcommittee. • Guide youth to determine their theme, title, abstract and learning objectives. • Determine speakers/facilitators and content. • Provide program theme, title, abstract and learning objectives to PC to post on website prior

to registration. • Provide speaker/facilitator names, headshot and CV/Biography to the PC to post on website

prior to registration. • Provide speaker/facilitator contact information to PC. • Provide budget to PC and Finance Subcommittee.



• Coordinate with Sponsorship and Marketing Subcommittee to secure donated meeting space, food/beverage and technology support.

• Recruit Youth Forum attendees. • Facilitate meeting onsite, take photos and capture outcomes from the Youth Forum. • Prepare Youth Forum attendees to present at the plenary session. • Budget and locally print ISPCAN Youth Forum t-shirts for attendees. • Work with ISPCAN secretariat to include Global Youth Advisory Council. • Provide all final materials from Youth Forum to ISPCAN Secretariat within one week after

event. • Provide on-site support prior and during Youth Forum and the Youth Forum Plenary

Presentation. • Publicize Youth Forum and the conference.

5 YOUTH FORUM

Youth Forum is held on Saturday prior to each ISPCAN conference as a pre-conference event. The Forum allows youth from different countries to spend time together discussing a topic that is of particular interest to them. The conference Planning Committee (PC) Youth Forum Subcommittee membership is by invitation only and youth committee members plan the event and determine the topic. The day may incorporate music, art, visual displays, photography and other creative avenues for expression and communication. The youth leadership for this activity then prepares a Plenary Presentation to share at the conference. All Youth Forums must follow the ISPCAN Youth Participation Guidelines for the protection of the youth involved. This is typically a full day event with lunch provided and is held at a venue separate from the conference.

The Youth Forum PC Subcommittee is tasked to determine and report the Youth Forum budget to the Finance Subcommittee so the Youth Forum budget needs will be included in Sponsorship Proposals. The Youth Forum budget will include expenses (audio, visual, recording and technical support if not provided free of charge by the sponsored location), proposed ticket price and expected attendance. The Youth Forum Subcommittee is responsible for working with the Sponsorship and Marketing Subcommittee to confirm local child abuse and neglect prevention organization(s) to donate meeting space at a location with easy access from the conference venue, arrange for food/beverage and internet, audio, visual, recording and technical support for the Youth Forum program. In our experience, finding local child abuse and neglect prevention organizations to showcase their location and provide meeting space, food/beverage and technological support for this event is very manageable.

KEY TASKS

Tasks Whom Responsible Participate in Planning Committee Kickoff Meeting. Co-Chairs Circulate Youth Forum Guidelines to committee. ISPCAN Email 1-3 suggestions for Keynote speakers with brief bio and LinkedIn profile Co-Chairs Connect with Co-Chair and establish Subcommittee monthly meeting schedule. Co-Chairs Invite youth to serve on Youth Forum Subcommittee Co-Chairs Assist youth to Determine overall theme. Co-Chairs and Youth Members



Provide program title, abstract and learning objectives to PC prior to opening of registration.

Co-Chairs

Provide Speaker/Facilitator name(s), headshot(s) and bio(s) to PC prior to registration. Co-Chairs Provide Speaker/Facilitator contact information to PC Co-Chairs Update conference website with Speaker and Program information prior to opening of registration.

ISPCAN

Invite local participants. Co-Chairs Invite international and/or virtual participants. ISPCAN Provide budget needs to Finance Subcommittee. Co-Chairs Provide sponsorship needs to Sponsorship/Marketing Subcommittee. Co-Chairs Work with Sponsorship and Marketing Subcommittee to secure sponsor(s) for event meeting space, food/beverage and audio/visual.

Co-Chairs and Sponsorship/Marketing Subcommittee

Inform ISPCAN of required materials and other on-site logistics. Co-Chairs Confirm sponsor for meeting space. Co-Chairs Confirm sponsor for internet, audio, visual, recording equipment and technical support. Co-Chairs Confirm sponsor for food/beverage. Co-Chairs Provide guidelines and prepare speakers/presenters. ISPCAN Design certificate of attendance. ISPCAN Provide onsite support prior and during Youth Forum. Co-Chairs Prepare Plenary Presentation. Co-Chairs and Youth

Delegates Give Plenary Presentation. Co-Chairs and Youth

Delegates Send “Thank You” letters Co-Chairs

6 COUNTRIES IN TRANSITION FORUM The Countries in Transition (CIT) Forum brings together expert and newcomers to multidisciplinary work in Child Abuse & Neglect. Delegates from developing countries meet global experts in the field of child abuse and neglect prevention to share practical experiences and best practices. CIT provides a highly interactive forum for professionals working to develop and/or enhance child protection and child welfare systems in their region to discuss challenges, share knowledge, exchange research ideas and receive specialized training. CIT is a full-day program and includes lunch. Registration is required and a registration fee is charged to cover program costs.

The CIT Subcommittee is tasked to plan and execute the Counties in Transition Forum and determine and report the budget to the PC and Finance Subcommittee so budget needs will be included in sponsorship proposals. The CIT Forum budget will include expenses (audio, visual, recording and technical support if not provided free of charge by the sponsored location), proposed ticket price and expected attendance. CIT Subcommittee is also responsible for working with the Sponsorship and Marketing Subcommittee to confirm local child abuse and neglect organization(s) to donate meeting space at a location with easy access to the conference venue and provide food/beverage, internet, audio, visual, recording and technical support for the CIT Forum program. In our experience, finding local child abuse and neglect prevention organizations to show case their location and to sponsor the event is very manageable.

Speakers for this event are not supported financially by the conference so they should be drawn from ISPCAN councilors, members or others who are already planning to attend the conference.



Attendance: 80-130 delegates Room Set Up: Theatre AV Needs: Projection system, audio/visual recording, internet and mic/amplification if needed

KEY TASKS

Tasks Whom Responsible Participate in Planning Committee Kickoff Meeting. Co-Chairs Email 1-3 suggestions for Keynote speakers with brief bio and LinkedIn profile Co-Chairs Connect with Co-Chair and establish Subcommittee monthly meeting schedule. Co-Chairs Determine overall theme. Co-Chairs and Youth Members Provide program title, abstract and learning objectives to PC prior to opening of registration.

Co-Chairs

Provide Speaker/Facilitator name(s), headshot(s) and bio(s) to PC prior to registration. Co-Chairs Update conference website with Speaker and Program information prior to opening of registration.

ISPCAN

Invite local participants. Co-Chairs Provide budget needs to Finance Subcommittee. Co-Chairs Provide sponsorship needs to Sponsorship/Marketing Subcommittee. Co-Chairs Coordinate with Sponsorship and Marketing Subcommittee to secure sponsor(s) for event meeting space, food/beverage and audio/visual.


Inform ISPCAN of required materials and other on-site logistics. Co-Chairs Confirm sponsor for meeting space. Co-Chairs Confirm sponsor for internet, audio, visual, recording equipment and technical support. Co-Chairs Confirm sponsor for food/beverage. Co-Chairs Provide guidelines and prepare speakers/presenters. ISPCAN Provide onsite support prior and during CIT. Co-Chairs Send “Thank You” letters Co-Chairs

7 MASTER CLASS The Master Class is held on the Sunday prior to each ISPCAN conference as a pre-conference event. The Master Class provides an opportunity to spend a day with leaders in the field of child abuse and neglect, hear their extensive and seasoned experience on a spectrum of topical areas, gain knowledge that will improve practice for clinicians and to assist in formulating and implementing best practices. The experience is enriched by the opportunity to interact with the presenters in a formal and informal manner. The Master Class is a 6 hour program that takes place Sunday before the opening ceremony and includes lunch. Registration is required and a registration fee is charged to cover program costs. The Master Class Subcommittee is tasked to plan and execute the Master Class and determine and report the budget to the Finance Subcommittee so the budget needs will be included in Sponsorship Proposals. The Master Class budget will include expenses (audio, visual, recording and technical support if not provided free of charge by the sponsored location), proposed ticket price and expected attendance. The Master Class Subcommittee is responsible for working with the Sponsorship and Marketing Subcommittee to confirm local child abuse and neglect prevention organization(s) to donate meeting space at a location with easy access from the conference venue,



arrange for food/beverage and internet, audio, visual, recording and technical support for the Youth Forum program. In our experience, finding local child abuse and neglect prevention organizations to showcase their location and provide meeting space, food/beverage and technological support for this event is very manageable. Attendance: 80-130 or more if space is available Room Set Up: This can be theatre or classroom AV Needs: Projection system, audio/visual recording, internet and mic/amplification if needed

TIMELINE

Tasks Whom Responsible Participate in Planning Committee Kickoff Meeting. Co-Chairs Email 1-3 suggestions for Keynote speakers with brief bio and LinkedIn profile Co-Chairs Connect with Co-Chair and establish Subcommittee monthly meeting schedule. Co-Chairs Determine overall theme. Co-Chairs and Youth Members Provide program title, abstract and learning objectives to PC prior to opening of registration.

Co-Chairs

Provide Speaker/Facilitator name(s), headshot(s) and bio(s) to PC prior to registration.

Co-Chairs

Provide Speaker/Facilitator contact information to PC Co-Chairs Update conference website with Speaker and Program information prior to opening of registration.

ISPCAN

Invite local participants. Co-Chairs Provide budget needs to Finance Subcommittee. Co-Chairs Provide sponsorship needs to Sponsorship/Marketing Subcommittee. Co-Chairs Work with Sponsorship and Marketing Subcommittee to secure sponsor(s) for event meeting space, food/beverage and audio/visual.


Inform ISPCAN of required materials and other on-site logistics. Co-Chairs Confirm sponsor for meeting space. Co-Chairs Confirm sponsor for internet, audio, visual, recording equipment and technical support.

Co-Chairs

Confirm sponsor for food/beverage. Co-Chairs Provide guidelines and prepare speakers/presenters. ISPCAN Provide onsite support prior and during the Master Class. Co-Chairs Send “Thank You” letters Co-Chairs

8 WORKING GROUP ON CHILD MALTREATMENT DATA COLLECTION The Working Group on Child Maltreatment Data Collection (WGCMDC) is held Sunday prior to each ISPCAN conference as a pre-conference event. This interactive workshop is designed for professionals involved in planning and developing child maltreatment data collection programs or actively working with government data collection. Attendees share innovations, best practices and experiences regarding maltreatment data collection and the use of the ISPCAN Child Abuse Screening Tool (ICAST). The ISPCAN Child Abuse Screening Tool (ICAST) has successfully served as a common instrument worldwide to enable systematic collection and comparison of data across cultures, time or between research groups for collecting data on the extent and depth of child abuse. ICAST has been translated and validated into at least 20 languages. Participants who have completed ICAST studies are encouraged to share their experiences. Anyone interested in data collection and the ICAST instrument is invited to attend.



The Working Group on Child Maltreatment Data Collection takes place before the opening ceremony and includes lunch. The ICAST group attends the WGCMDC meeting in the morning and split off for a separate meeting in the afternoon on Sunday before the opening ceremonies. Both are complimentary to all who wish to participate.

The WGCMDC Subcommittee is tasked to plan and execute the Working Group and determine and report the budget to the PC and Finance Subcommittee so the budget needs will be included in Sponsorship Proposals. The budget will include expenses (audio, visual, recording and technical support if not provided free of charge by the sponsored location), proposed ticket price and expected attendance. The WGCMDC Subcommittee is responsible for working with the Sponsorship and Marketing Subcommittee to confirm local child abuse and neglect prevention organization(s) to donate meeting space at a location with easy access from the conference venue, arrange for food/beverage and internet, audio, visual, recording and technical support for the Youth Forum program. In our experience, finding local child abuse and neglect prevention organizations to showcase their location and provide meeting space, food/beverage and technological support for this event is very manageable.

WGCMDC

Attendance: 50-75 people Room Set Up: Theatre or classroom AV Needs: Projection system, audio/visual recording, internet and mic/amplification if needed ICAST

Attendance: 25-30 people Room Set Up: Classroom is preferred AV Needs: Projection system, audio/visual recording, internet and mic/amplification if needed KEY TASKS

Tasks Whom Responsible Participate in Planning Committee Kickoff Meeting. Co-Chairs Email 1-3 suggestions for Keynote speakers with brief bio and LinkedIn profile Co-Chairs Connect with Co-Chair and establish Subcommittee monthly meeting schedule. Co-Chairs Determine overall theme. Co-Chairs Provide program title, abstract and learning objectives to PC prior to opening of registration (for both WGCMDC and ICAST).

Co-Chairs

Provide Speaker/Facilitator name(s), headshot(s) and bio(s) to PC prior to registration (for both WGCMDC and ICAST).

Co-Chairs

Update conference website with Speaker and Program information prior to opening of registration.

ISPCAN




Co-Chairs

Confirm sponsor for food/beverage. Co-Chairs



Provide guidelines and prepare speakers/presenters. ISPCAN Provide onsite support prior and during the Working Group on Child Maltreatment Data Collection and ICAST.

Co-Chairs

Send “Thank You” letters Co-Chairs

9 WORKING GROUP ON CHILD DEATH REVIEW The Working Group on Child Death Review (WGCDR) is held on Sunday prior to each ISPCAN conference as a pre-conference event. The purpose of the Working Group on Child Death Review (WGCDR) is create connections and collaborations among individuals with an interest in studying child death and near-fatal maltreatment from the perspective of policy makers, practitioners and researchers. This working group is designed to share current work and explore new ideas about how the process of reviewing data regarding child death and near-fatal injury can inform policy and practice.

The WGCDR Subcommittee is tasked to plan and execute the Working Group and determine and report the budget to the PC and Finance Subcommittee so the budget needs will be included in Sponsorship Proposals. The budget will include expenses (audio, visual, recording and technical support if not provided free of charge by the sponsored location), proposed ticket price and expected attendance. The WGCDR Subcommittee is responsible for working with the Sponsorship and Marketing Subcommittee to confirm local child abuse and neglect prevention organization(s) to donate meeting space at a location with easy access from the conference venue, arrange for food/beverage and internet, audio, visual, recording and technical support for the Youth Forum program. In our experience, finding local child abuse and neglect prevention organizations to showcase their location and provide meeting space, food/beverage and technological support for this event is very manageable.

Attendance: 50-75 people Room Set Up: Theatre or classroom AV Needs: Projection system, audio/visual recording, internet and mic/amplification if needed TIMELINE

Tasks Whom Responsible Participate in Planning Committee Kickoff Meeting. Co-Chairs Email 1-3 suggestions for Keynote speakers with brief bio and LinkedIn profile Co-Chairs Connect with Co-Chair and establish Subcommittee monthly meeting schedule. Co-Chairs Determine overall theme and program. Co-Chairs and Youth Members Provide program title, abstract and learning objectives to PC prior to opening of registration.

Co-Chairs

Provide Speaker/Facilitator name(s), headshot(s) and bio(s) to PC prior to registration.

Co-Chairs

Update conference website with Speaker and Program information prior to opening of registration.

ISPCAN






Co-Chairs

Confirm sponsor for food/beverage. Co-Chairs Provide guidelines and prepare speakers/presenters. ISPCAN Provide onsite support prior and during the Working Group on Child Death Review. Co-Chairs Send “Thank You” letters Co-Chairs

10 SCIENTIFIC PROGRAM The Scientific Program includes Keynote Speakers, Abstract Management, Concurrent Sessions and Poster Presentations. The Scientific Program is planned and executed by the Scientific Program Subcommittee.

KEYNOTE SPEAKERS

Conferences normally have 4 to 8 keynote speakers. ISPCAN will have the right to select a minimum of two sponsored keynote speakers. Additional keynoter speakers may be suggested by ISPCAN for the Scientific Program Subcommittee’s review. The Scientific Sub-committee will review the suggestions and forward their final recommendations to the Planning Committee.

Once the keynote speakers have been selected, ISPCAN will issue the letters of invitation and take care of their arrangements. All keynoter speakers will be offered complimentary economy airfare, transportation to and from the airport in the host city, accommodation, and registration, all of which will be included in the conference budget. They may also receive, at the discretion of the organizing committee, free tickets to the cultural event.

All keynote speakers will be assigned a “host” for the event. This person may be drawn from ISPCAN or the Planning Committee and will be responsible for meeting the speaker at the airport and helping them get to their hotel. Other duties may include introducing them to other delegates at the conference, joining them for dinner or lunches, and insuring they know how to get around at the meeting venue.

The Planning Committee is responsible for obtaining small gifts for each speaker. These should be items that are not breakable and are easily transported. ISPCAN will be responsible for all correspondence with the keynote speakers, including post-event thank you letters.

Room Set-Up: Theatre or banquet depending on the number of delegates and space available The same room may be used for lunch if needed. Raised platform, podium, and décor including floral pieces or foliage.

AV Set-Up: Wireless microphone, laptop computer, projector, screen(s), sound projection and recording system, video and video recording capacity

Cue Cards: 10, 5,1 min and “Please Stop” If a panel is presenting then the arrangements will be modified to accommodate that set-up. All keynote speakers’ presentations should be video-taped at the conference and those videos will be made available, along with their PowerPoint presentations, on the conference website.



ABSTRACT MANAGEMENT

The Scientific Program Subcommittee enlists suitable abstract reviewers for a double-blind peer review process, selects abstracts, determines appropriate presentation format for each selected abstract (Workshop, ISPCAN Training Institute Core Competencies Course, Documentary, Multi-Media Presentation, Concurrent Session or Poster Presentation) and inform authors and speakers of selection. The call for abstracts, submission and review process is marketed and managed by the ISPCAN Secretariat. Approximately 800 abstracts are received for an International Congress, and 200 -400 are received for a Regional Conference.

CONCURRENT SESSIONS

Concurrent Sessions include oral presentations (20 minutes each, preferably 15 mins presentation and 5 mins for questions), Workshops (60-90 minutes each), Symposium (90 minutes each). Documentaries (60 minutes each) and Multi-Media Presentations (60 minutes each). Concurrent sessions are held Monday through Wednesday. There are usually 7-10 parallel tracks and each room needs to hold a minimum of 50 seats.

Room Set Up: Theatre with a presenter(s) table in front AV Set Up: Laptop, LCD projector and screen set up, speakers Cue cards: “5 minutes”, “1 minute” and “Please Stop” POSTER PRESENTATIONS

Posters go on display on Monday morning and remain up until Wednesday at the morning coffee/tea break. The room needs to hold 75-100 posters in standard A1 size. Display boards may be set with posters displayed on both sides. The coffee/tea breaks should be held in this room to help draw delegates into that space. If the space is of sufficient size, the exhibits can also be held in this room.

KEY TASKS

Tasks Whom Responsible



Participate in Planning Committee Kickoff Meeting. Co-Chairs Confirm conference theme and subthemes. Co-Chairs Open Call for Abstracts ISPCAN Email 1-3 suggestions for Keynote speakers with brief bio and LinkedIn profile Co-Chairs Connect with Co-Chair and establish Subcommittee monthly meeting schedule. Co-Chairs Provide budget needs to Finance Subcommittee. Co-Chairs Provide sponsorship needs to Sponsorship/Marketing Subcommittee. Co-Chairs Select Keynote Speakers. Planning Committee Identify Abstract Reviewers Co-Chairs, PC and ISPCAN Provide ideas for Poster Presenter Communication to PC Co-Chairs Provide Keynote presentation titles, abstracts, speaker headshots and bios to PC prior to registration.

Co-Chairs

Identify Poster Presentation on-site set-up coordinator. Co-Chairs Update conference website with Keynote Speaker and Program information prior to opening of registration.

ISPCAN

Confirm Keynote Speaker assigned conference days and times Co-Chairs Close Abstracts ISPCAN Send Abstract Reviewers Information, link and login ISPCAN Abstract review. Reviewers Select Abstracts and Assign Format Reviewers and Co-Chairs Inform Authors Co-Chairs Confirm Keynote travel arrangements and accommodations Co-Chairs Inform ISPCAN of required materials and other on-site logistics. Co-Chairs Confirm “hosts” for Keynote Speakers Co-Chairs Close early bird/author registration ISPCAN Obtain gifts for Keynote Speakers Co-Chairs and ISPCAN Provide guidelines and prepare Keynote Speakers and presenters. ISPCAN Confirm poster presentations Co-Chairs and ISPCAN Create poster area floor plan Co-Chairs and On-Site

Coordinator Notify poster presenters of logistics, location, when they can set up, timing, expectations for traffic and where/when to ship materials

Co-Chairs

Provide poster presentation information to ISPCAN for Program Co-Chairs Provide onsite support prior and during the Master Class. Co-Chairs Send “Thank You” letters Co-Chairs

11 EXHIBITS The Sponsorship and Marketing Subcommittee is responsible for managing the Exhibits and Exhibitors. There will normally be 10-25 exhibitors. The space provided will include a table, two chairs and a trash can, unless special arrangements are made with an exhibitor. ISPCAN is guaranteed three complimentary exhibits. This space needs to be in a high traffic area such as ballroom foyers, but preferably where tea/coffee refreshments are served in the same area with the poster presentation. Space is to be provided for to one or two vendors who will sell souvenirs and/or local crafts. A book seller should be recruited to exhibit and Springer Publishing is often willing to attend. If there is a book signing by a keynote speaker, it would be held in this area. In addition to the confirmation email that exhibitors receive, there should be an on-going stream of communication with exhibitors. At least two months before the conference exhibitors should be notified of the total number of registered delegates to date, the location of their exhibit area, what will be available (table, chairs, internet, electricity, etc.), when they can set up, timing for the breaks, when they can expect the highest traffic and information on how/where to ship materials.



KEY TASKS

Tasks Whom Responsible Recruit Exhibitors. Sponsorship and Marketing Subcommittee Co-Chairs

Provide Exhibitor Communication Plan to PC. Sponsorship and Marketing Subcommittee Co-Chairs Identify exhibition on-site set-up coordinator. Sponsorship and Marketing Subcommittee Co-Chairs

and ISPCAN Develop exhibitor information packet and contract and provide to PC.

Sponsorship and Marketing Subcommittee Co-Chairs

Post Exhibitor information to website. ISPCAN Open Exhibitor registration. ISPCAN Conform Exhibitors. Sponsorship and Marketing Subcommittee Co-Chairs

and ISPCAN Finalize Exhibit floor plan. Sponsorship and Marketing Subcommittee Co-Chairs Notify exhibitors of registration totals, location of their exhibit area, items available in their exhibit area (table, chairs, internet, electricity, etc.), when they can set up, timing for breaks, expectations for largest traffic on information on how/when/where to ship materials.

Sponsorship and Marketing Subcommittee Co-Chairs

Provide exhibitor information to ISPCAN for Program Sponsorship and Marketing Subcommittee Co-Chairs Send “Thank You” letters Sponsorship and Marketing Subcommittee Co-Chairs

12 SOCIAL AND CULTURAL PROGRAMS Social and Cultural Programs include the conference Opening Ceremony, Awards Presentation, Welcome Reception, Lunch Networking, Closing Ceremony, Cultural Dinner, Tours, Entertainment and any additional ideas for social and networking ideas to incorporate during the conference. The Social and Cultural Programs Subcommittee is responsible for the planning and execution of the social and cultural programs.

OPENING CEREMONY AND AWARD PRESENTATION The Opening Ceremony and Award Presentations begins at 5:00PM on Sunday (Congresses only) 5:00 pm – 5:15 PM Welcome – 15 Minutes

Conference Co-Chair Welcome – 5 minutes each Politician/Dignitary Welcome – 5 minutes

5:15 PM – 6:00 PM Award Presentations – 45 minutes (Congress only) 6:00 PM – 6:45 PM Keynote Speaker 1 – 45 minutes 6:45 PM – 7:30 PM Keynote Speaker 2 - 45 minutes WELCOME RECEPTION This event takes place on Sunday evening immediately following the opening ceremony and usually has an attendance of about 30% of the registered delegates. It is not meant to replace a meal and consists of light appetizers and non-alcoholic beverages. A cash bar may be available if decided upon by the organizing committee. This normally lasts 1 hour. LUNCH NETWORKING For each lunch, a networking topics are selected. At the tables in the area where delegates sit to eat, signs are created with the subtopics and placed in areas inviting delegates interested in the specific topic or theme to gather together for the meal at the designated table.



CULTURAL EVENT The cultural event is held Tuesday evening following the conclusion of the Scientific Program. The Cultural Event includes dinner and local entertainment meant to showcase the country’s cuisine and arts. It may be held in the conference venue, at a local restaurant or another local event site. This is a ticketed event and the number of tickets will depend on the space available. There are several things to consider in planning this event:

• Cost: While we want to keep the price of this event low enough that developing country delegates can afford to attend, it also needs to be run on a breakeven budget. So having a set budget is very important.

• Food: Food must be provided for differing dietary needs. Things that have worked well are

buffets with various food stations scattered around which get the delegates up and moving or restaurants with set menu options. We must always be aware that our delegates come with many different dietary restrictions. Whether those restrictions come from religion, culture or health reasons doesn’t matter, we need to be respectful of them. This means some will not eat meat, some don’t eat pork and others won’t eat beef. Today many people are also going gluten or dairy free. When selecting any menus, lunches or social events, we need to review them carefully with these restrictions in mind.

• Entertainment: Please do not schedule entertainment during the meal. The guests will

converse during the meal and it is impossible to hear the entertainment. Likewise, please avoid having performances between courses for the same reason. Things that have worked well are performances that then allow for some interaction (instruments that can be seen or played, local outfits that might be put on as costumes for pictures, performers strolling among the participants, children performing).

The Social and Cultural Events Subcommittee is tasked to determine and report the budget to the Finance Subcommittee so the budget needs will be included in Sponsorship Proposals. The budget will include expenses proposed delegate and ticket prices for the Welcome Reception and Cultural Event and expected attendance. KEY TASKS

Tasks Whom Responsible Participate in Planning Committee Kickoff Meeting. Co-Chairs Research local dignitaries. Co-Chairs Coordinate with Sponsorship and Marketing Subcommittee to secure sponsor(s) for tours, Cultural Event, Ceremonies and Networking Lunch.

Co-Chairs and Sponsorship and Marketing Subcommittee

Email 1-3 suggestions for Keynote speakers with brief bio and LinkedIn profile Co-Chairs Connect with Co-Chair and establish Subcommittee monthly meeting schedule. Co-Chairs Provide sponsorship needs to Sponsorship/Marketing Subcommittee. Co-Chairs Research local tours. Co-Chairs Provide Cultural Event location, program overview menu and pricing to PC prior to opening of registration.

Co-Chairs

Provide Cultural Event/Entertainer contact information to PC. Co-Chairs Update conference website with Cultural Event location, program overview and pricing prior to opening of registration.

ISPCAN

Provide local tours recommendations to PC. Co-Chairs



Provide budget needs for Cultural Event, tours, ceremonies and lunch networking to Finance Subcommittee.

Co-Chairs

Provide awards and dignitary gifts recommendations to PC. Co-Chairs Confirm tour options and provide information to PC. Co-Chairs

Provide Cultural Event location, program, entertainment, menu, transportation and ticket pricing final details to PC.

Co-Chairs

Provide transportation information for Cultural Event and Tours to PC. Co-Chairs Update website with tour and Cultural Event details ISPCAN Provide Network Lunch plan to PC. Co-Chairs Provide final plan for Opening and Closing Ceremonies, Award Presentation to PC. Co-Chairs Inform ISPCAN of required materials (signage, etc.) and other on-site logistics for Cultural Event, Tours, Ceremonies, Networking Lunch

Co-Chairs

Confirm dignitaries and speakers/presenters for Opening, Award and Closing Ceremonies.

Co-Chairs and Sponsorship and Marketing Subcommittee

Order awards for award recipients and dignitary gifts. Co-Chairs Confirm sponsors. Co-Chairs Finalize agenda, menu and catering for Welcome Reception. Co-Chairs Finalize logistic with venue for social and cultural events Co-Chairs and ISPOCAN Provide guidelines and prepare speakers/presenters. ISPCAN Provide onsite support prior and during the conference for Cultural Events, tours, ceremonies, networking and other social events.

Co-Chairs

Send “Thank You” letters Co-Chairs

13 MEMBER AND PARTNER MEETINGS The ISPCAN Membership and Marketing Committee Co-Chairs are responsible for planning and executing the Membership Meeting, Country Partner Meeting, Regional Resource Center Meeting and the Association Partner Meeting. These meetings typically occur during lunch on Monday and Tuesday. They may also be held in the evening space is available without incurring additional conference costs.

ISPCAN MEMBER MEETING

Key Tasks Determine theme and agenda. Provide budget to PC & Sponsorship/Marketing PC Subcommittee. Confirm Speakers/Facilitators. Provide presenter and program information to PC. Update conference website prior to opening of registration.

Confirm internet, audio, visual, recording and technical support. Arrange for site, materials and logistics. Invite local participants Invite international participants. Send thank you letters.

ISPCAN COUNTRY PARTNERS MEETING

Key Tasks Determine theme and agenda.



Provide budget to PC & Sponsorship/Marketing PC Subcommittee. Confirm Speakers/Facilitators. Provide presenter and program information to PC. Update conference website prior to opening of registration.


REGIONAL RESOURCE CENTER MEETING

Key Tasks Determine theme and agenda. Provide budget to PC & Sponsorship/Marketing PC Subcommittee. Confirm Speakers/Facilitators. Provide presenter and program information to PC. Update conference website prior to opening of registration.


ASSOCIATION PARTNER MEETING

Tasks Determine theme and agenda. Provide budget to PC & Sponsorship/Marketing PC Subcommittee. Confirm Speakers/Facilitators. Provide presenter and program information to PC. Update conference website prior to opening of registration.




14 POST CONFERENCE ACTIVITIES The ISPCAN Secretariat and Conference Co-Chairs are responsible for planning Post Conference meetings, including the Conference Debrief Meeting and the Executive Council Meeting. The Conference Debrief Meeting is typically held Wednesday following the Closing Ceremony. The Executive Council Meetings are held the Thursday and Friday following an International Congress. The Executive Council Meetings may be held at the venue or at another location. Costs for the meeting are built into the budget, or the meeting space, food/beverage and technology may be sponsored.

CONFERENCE DEBRIEF MEETING

Tasks Confirm agenda. Provide budget to PC and Finance Subcommittee. Confirm Speakers/Facilitators. Provide program information to PC. Confirm internet, audio, visual, recording and technical support. Recruit sponsor for event. Arrange for site, materials and logistics.

EXECUTIVE COUNCIL MEETINGS

Tasks Confirm agenda. Provide budget to PC and Finance Subcommittee. Confirm Speakers/Facilitators. Provide program information to PC. Confirm internet, audio, visual, recording and technical support. Recruit sponsor for event. Arrange for site, materials and logistics.



15 REGISTRATION On-line registration for delegates is managed by either the PCO or the ISPCAN. This insures that individuals who register at the members’ rate are in fact members of ISPCAN. This arrangement must be decided by the Planning Committee. If the PC does conduct registration, all names and contact information must be shared with ISPCAN to maintain a permanent record of attending delegates. Delegates should receive a confirmation email when they register, a pre-conference information email, a conference evaluation (this may be sent electronically) and a post-conference thank you email. All delegate communication should be coordinated through the PCO and ISPCAN Executive Director.

There are varying levels of conference registration for all ISPCAN events which include:

• Developed Country ISPCAN Member • Developed Country Non-Member (includes membership) • Developing Country ISPCAN Member • Developing Country Non-Member (includes membership) • Student Registration

Additional events that are offered with registration include:

• Master Class Registration • CIT Forum Registration • Welcome Reception Guest Ticket (free for conference delegates) • Cultural Dinner Ticket • Cultural Dinner Guest Ticket • Exhibitor Ticket Upgrade

Approximately 30 complimentary conference registrations are provided for the Planning Committee and ISPCAN and included as expenses in the conference budget. Complimentary registrations for Keynote Speakers are assigned from within these 30 complimentary registrations. The PC and ISPCAN agree on which keynote speakers they will cover from their pool of 15 registrations and any additional registrations may be assigned as each side chooses. Complimentary registrations given to sponsors as part of their sponsorship package are not included in this group.

It is ISPCAN’s policy to allow delegates to pay only a deposit at the time of registration. However, the balance of the registration fee is due 1 month in advance of the conference or that delegate’s registration will be dropped and the deposit retained as revenue to the conference. Exception to this must be approved by ISPCAN’s Executive Director.

Providing space is available, we do allow on-site registration and arrangements must be made to accept on-site registrations along with payments for them at the main registration desk. Wireless Internet must be available to help facilitate this process.



ON-SITE LOGISTICS

On-site logistics are managed by the PCO (if applicable), ISPCAN, the CAN Partner and/or the venue event coordinator. The Planning Committee and ISPCAN will determine the process and those responsible for the on-site logistics, depending on the availability of a PCO, destination, venue and CAN Partner.

PRE-CONFERENCE EVENTS

Registration lists for the pre-conference sessions shall be run and available for check-in on the morning of the events. ISPCAN staff will be responsible for checking attendees in for the CIT Forum and Master Class. If additional pre-conference classes or events are scheduled, PC Members will be responsible for checking people in for those events. Sign-in sheets will be provided for the non-ticketed events such as the various working group meetings.

MAIN REGISTRATION AREA

The main registration check-in will be staffed by the ISPCAN Secretariat or PC members. The PCO (if applicable) may also provide 1-2 people. Hiring additional staff through the PCO or other sources to staff the registration desk is highly discouraged to protect cash flow and delegate privacy. Unaffiliated volunteers should not check in or register delegates. Volunteers may assist ISPCAN Secretariat Staff.

SIGNAGE

The PCO or PC will be responsible for developing signage for the meeting venue. This will include signs directing people to the registration area and meeting rooms that will be placed through the meeting venue. Signage for the exhibitor area, registration desk and other signage shall be determined based on the meeting venue.

Task Determine Registration Levels and Rates. Create registration on-line system. Write and send registration confirmation email. Manage registration system Provide visa letters of invitation Process payments. Write and send pre-conference emails Provide pre-conference event lists and sign in sheets. Produce conference registration list. Manage registration desk set up and procedures. Manage funds on-site. Develop conference evaluation form. Recruit volunteers. Develop volunteer assignments and instructions. Arrange for storage, assembly and transportation of delegate materials. Determine and cross communicate complimentary registration names. Determine signage needs. Receive signage.



Write and send delegate thank you letters. Write and send volunteer thank you letters.

16 DELEGATE MATERIALS DELEGATE BAGS

The cost for conference bags given to delegates and containing registration materials are to be included in the conference budget. These bags have an exterior design identifying the conference. The Local Partnership is encouraged to identify sponsors to cover the cost of the delegate bags in exchange for their name/logo being on the bag. The cover design must be approved by the Planning Committee and the number of bags purchased must be approved in advance by the ISPCAN Executive Director.

Materials to be included in delegate bags:

• Conference Program. • Roster of delegates (to include their names, country and email address). • Flash/Thumb Drive. • ISPCAN Membership Brochure.

Other materials which may be included:

• Notepads/Pens. • Special reports. • Sponsor materials. • Local Partner materials. • Exhibitor materials. • Local restaurant lists.

CONFERENCE PROGRAM:

The conference program is a printed book that includes the following:

• Planning Committee Members List. • Information on ISPCAN. • Information on the Local CAN Partner Organization. • List of the ISPCAN Councilors. • Map of the meeting venue. • Welcome letter from the Conference Co-Chairs. • Welcome letters from Dignitaries. • Keynote Speaker information photos, bios and presentation titles. • List of poster presentations. • Program Schedule. • List of Exhibitors. • List of Sponsors. • Information on the ISPCAN Working Groups.



• Information on Youth Forum and participants. • Social Event information. • Cultural Event and Tour Information • Registration desk hours. • Check in process and other information for presenters. • Location of ATM machines or banks in the area. • Internet access information. • What to do in case of emergency. • Location of lost and found. • Photography and Recording restrictions. • Smoking policies. • Tipping policies. • Liability statement. • Ads for future ISPCAN events. • Advertisements sold to local business or other agencies.

ISPCAN will assist with assembling the materials and lay out but the book itself needs to be printed locally. The Conference program in its entirety must be reviewed and approved by ISPCAN before being published.

THUMB/FLASH DRIVE:

Each delegate will receive a thumb/flash drive containing the book of abstracts and conference PowerPoint presentations. Other materials may be downloaded onto this device as agreed to by the organizing committee. Pricing for producing these can vary greatly from country to country and it is sometimes cheaper to produce them in the United States and have them shipped to the local country so a cost comparison needs to take place. The content, cost andnumber of devices ordered must be approved in advance by the ISPCAN Executive Director.

Key Tasks Research pricing for delegate bags, printing and USB drives Develop delegate bag design Order bags Recruit volunteers to help assemble bags Manage bag assembly Develop delegate roster Print delegate roster Develop Book of Abstracts Provide list of powerpoint presentations Assemble items for and order flash/thumb drive Assemble items for program book Layout program book Print program book Recruit additional items for delegates



17 FOOD AND BEVERAGE REQUIREMENTS Food must be available to accommodate delegates’ various dietary religious, cultural or health restrictions and preferences. Restrictions can include meat, pork, beef, gluten, peanut and dairy. When selecting any menus please review them carefully with these restrictions in mind. Buffets with various food stations and restaurants with set menu options have worked well. Food and beverage requirements include:

• Food provided must be available to meet all dietary restrictions. • Full service bar(s) with bartenders, stationed and passed hors d’oeuvres and miniature

desserts for %30 of delegates for Welcome Reception. • Lunch for 100% if delegates Monday and Tuesday. • Full bar in Presidential Suite to include refresh of set-ups daily. • Bartenders and cashiers for all food and beverage Conferences at which alcohol is served. • Breakfast cash and carry stations in designated public areas with no minimum catering

guarantees. • Continental breakfast for 20 in the ISPCAN office Tuesday through Friday of the convention

week. • Coffee/Tea break beverage and pastries for 100% of delegates, served mid-morning and mid-

afternoon Saturday through Tuesday and mid-morning only Wednesday.

COFFEE/TEA BREAKS

These are placed in the same areas as the poster presentations. Additional food items (cookies, pastries, etc.) may be served depending on local customs and the budget.

Lunches are provided to delegates on Monday and Tuesday. There must be food available to meet all dietary restrictions. Buffets generally work best. They do not have to be hot meals, sandwiches or boxed lunches are acceptable to help hold costs down. If possible, we prefer to have an area where delegates can sit to eat.



18 MARKETING SUPPORT ISPCAN, the PCO and the Sponsorship and Marketing Subcommittee will work closely with the local CAN Partner to fully promote and market the conference. ISPCAN WILL:

• Assist in the development of Marketing Plan. • Promote the Conference throughout the ISPCAN member and partner network. • Promote the Conference at other ISPCAN meetings and Conferences. • Provide printed advertisement in the monthly ‘Child Abuse and Neglect Journal’. • Advertise through other appropriate external organizations and professional networks. • Provide assistance and information required to develop the overall marketing plan. • Provide suggestions concerning content and feedback on print media, including the abstract

book. • Assist with advance promotional marketing.

THE SPONSORSHIP AND MARKETING SUBCOMMITTEE WILL:

• Develop the sponsorship strategy. • Pursue sponsorship. • Manage income development. • Market and promote and raise public awareness of the Conference. • Develop Conference marketing plan. • Prepare reports of income development and marketing activities. • Manage participation by local dignitaries. • Monitor conference income and marketing. • Provide accurate and suitable records for reporting to funding bodies.

THE PCO WILL:

• Coordinate content, logistics and receiving of print media. • Keep the Conference website current. • Promote and market the Conference locally. • Raise public awareness of the Conference.



19 APPENDICES

19.1 BIDDING

LOCAL PARTNERSHIP

The first step for planning an ISPCAN International Congress or Regional Conference is to form a Local Partnership to submit the Expression of Interest and Proposal jointly from:

• The Convention and Visitor’s Bureau (CB) and; • Local child abuse and neglect expert organization, University, non-profit, government,

ministry, institution, foundation working to prevent child abuse and neglect (CAN Partner). The CAN Partner must be, or be willing to become, an ISPCAN member.

The Local Partnership engages in the success of the conference by remaining active participants throughout the planning, execution and follow up of the conference. The convention bureau provides community business contacts, financial support, assistance and accountability. The local CAN partner is responsible for the theme, subthemes and has an overall responsibility to manage the conference content.

A PCO (Professional Conference Organizer) can be jointly hired by ISPCAN and the Local Partnership to manage the onsite logistics and help negotiate the vendors. In some cases the PCO assumes financial liability, and in other cases they do not.

ISPCAN is responsible for oversight and management of the entire process and event. ISPCAN Council also provides scientific content and co-manages the conference content with the local partner.

Convention Bureau-logistics-business connections-PCO vetting oversight

Local CAN Partner Organization-scientific program-local NGO's and support-professional networks

Local Partnership

ISPCAN Secretariat & Council-Business management oversight for event -Scientific program co-chairs

PCOhired by both ISPCAN and Local CAN Partner Organization

ISPCAN



CONTRACT AND FINANCIAL MODEL

The Local CAN Partner, working with the convention bureau and/or PCO must determine the preferred contract and financial model for the ISPCAN conference in order to achieve at minimum a break even budget. The conference proposal will have a financial model for the conference, defining how the break out of the percent liability/profit for the local parties will be undertaken with ISPCAN.

Option 1: ISPCAN conference contract is a 2 party contract between ISPCAN and the local CAN Partner Organization. In this arrangement, ISPCAN and the local CAN Partner Organization each assume 50% conference financial profit / liability. If a PCO is hired, the PCO would be paid a flat fee and/or % of the profit for the services outlined in the PCO contract.

Option 2: ISPCAN and the PCO to enter into a 2 party contact, each assuming 50% of the conference financial profit/liability. In this arrangement, the local CAN Partner Organization would be paid a flat administrative fee and/or % profit for planning and managing the conference scientific program.

Option 3: No liability for ISPCAN, only a flat administrative fee for having equal responsibility for planning and managing all aspects of the conference. All risk and liability assumed by the local partnership

Flexibility in the contact and financial models are possible in order to accommodate the unique economic, social and political climate of the hosting country/region/city. If an alternate contract/financial model is proposed, please clearly define the rationale and proposed structure of the conference contractual and financial arrangement. The contract will be sent by ISPCAN once a bid has been accepted and will be signed at the time of the site visit.



ISPCAN CONFERENCE BUDGET

1. ISPCAN Budget Template

Please see www.ispcan.org for a fillable version of the ISPCAN Budget Template.

2. Ticket Pricing and Levels History - $USD

There are 2 types of tickets for registration for an ISPCAN conference. A non-member and member price for both developed and developing country delegates. ISPCAN Membership Fees: $165 (developed country) or $65 (developing country)

REGISTRATION TICKET TYPE

Developed Country

(International Congress or Regional Conference)

Developing Country (Regional Conference Only)

Early Late On-Site Early Late On-Site

Member 585 640 725 450 500 550

Non-Member (includes membership**) 695 750 835 615 665 715

Developing Country Member 295 340 400 200 250 300

Developing Country Non-Member (includes membership**)

345 390 450 265 315 375

**ISPCAN Membership Fee is not included in shared conference revenue and goes directly to ISPCAN.

3. ISPCAN Support Budget

The ISPCAN Support budget provides for staff time allocated. As and international non-profit, ISPCAN must recover administrative costs for staff time during planning, execution and follow up of the Conference. Exact support budget costs will be determined by ISPCAN and the work split. Approximate Costs Incurred:

CONFERENCE STAFF COST FORMULA 50/50 split International Congress

Total Staff + ERE costs (40% of year total

salaries + 33 % ERE)

US$60,000 – $75,000

Regional Conference

Total Staff + ERE costs (20% of year)

US$15,000 - $25000

ISPCAN is a non-profit organization with the highest scientific standards. Therefore, the highest financial priorities are to provide reduced rate registrations fees, support students or developing country delegates, fund the post-conference regional ISPCAN Legacy resources and education, and offset ISPCAN conference administrative support costs.

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TIMELINE, TASKS AND PROCESS FOR BIDDING

Convention Bureau and Local CAN Expert are identified and Unite to form Local Partnership

Local Partnership Submits Expression of Interest (EOI)

ISPCAN Board Approves EOI within one week and Invites Local Partnership to Submit Bid

Bid Proposal Contains:

Convention Bureau CAN Partner Organization

1. Identify destination and venue(s). 2. Identify potential discount hotels (s). 3. Determine cost effective options. 4. Identify and vet up to 3 local PCOs (if hiring a PCO). 5. Confirm 5 or more Corporate Sponsors, Financial

Partners, Government or other Grants. 6. List potential Exhibitor contact information. 7. Create the Projected budget with CAN partner

utilizing the ISPCAN Budget Template. 8. Identify additional support for the conference from

the local community including Dignitaries, Royalty, government, public transportation, fire and police departments, etc.

1. Determine Scientific Theme. 2. Identify Scientific Sub-Themes. 3. Identify a minimum of 10 Planning Committee Co-

Chairs from 5 or more different regional child abuse and neglect prevention organizations.

4. Describe commitment to establishing and providing on-going support for the post conference ISPCAN Legacy in your region.

5. Work with the Convention Bureau to determine the need for a PCO.

6. Work with the Convention Bureau to discuss financial model for the Local Partnership.

Local Partnership Submits Complete Proposal to [email protected] and works through any edits with ISPCAN team.

ISPCAN reviews all competitive submissions awards Bid providing a draft contract for review by all parties. Contract contains all tasks and work split along with financial terms.

ISPCAN ED Completes Site Visit to meet Co-Hosts and PCO (if applicable), tour venue, the city, hotels, transportation options for delegates, etc. Must Sign Final Contracts and Finalize Initial Budget and Meet the Local Organizing Committee. Costs for travel & accommodation of ISPCAN staff for site visit and for actual conference to be covered by convention bureau or tourism board.

ISPCAN Conference Manual and Project Timeline is Reviewed by all parties at the Site Visit.

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PROPOSAL

Please submit the final proposal to Pragathi Tummala, Executive Director at the email address: [email protected]. Proposals must be received by 9 months prior to the proposed regional conference dates and 2 years prior to an International Congress. For questions or inquiries, please email Abby Sweeney, Global Marketing and Conference Manager at [email protected].

CHECKLIST

Please ALL of the following information, within your own proposal template, in the submitted ISPCAN conference bid proposal:

Convention and Visitor’s Bureau � Organization complete name, email address, website, address and phone number. � Organizational structure and leadership team. � Number of part and full time staff/volunteers. � Main contact person name and title, email address, address and phone number.

Local Child Abuse and Neglect Prevention Organization � Organization complete name, email address, website, address and phone number. � Organizational structure and leadership team. � Number of part and full time staff/volunteers. � Main contact person name and title, email address, address and phone number. � Brief history of the organization.

Professional Conference Organizer (PCO) � Confirm whether a local PCO will be employed to assist with conference logistics. � Describe the rationale for employing/not employing the services of a local Professional

Conference Organizer. � If a PCO will be employed, identify and include proposals from a minimum of 3 vetted local PCOs.

Conference Contract Model � Describe the proposed contract model (2 party, 3 party or other model) � Identify parties entering the contract. � Identify the profit/liability percentage for each party entering the contract.

Commitment to the ISPCAN Legacy � Describe the Local Partnership’s commitment to establish and nurture the post-conference

ISPCAN Legacy. � Describe specific regional needs to be addressed by the ISPCAN Legacy in your region. � List any requests or ideas for the ISPCAN Legacy in your region.

Proposed Planning Committee Subcommittee Co-Chairs � Demonstrate the strength of the local child abuse and neglect partner organization (CAN Partner)

by nominating a minimum of 8 Planning Committee Subcommittee Co-Chairs, representing a minimum of 5 local child abuse and neglect prevention organizations, associations, non-profits, corporations, institutes, agencies or universities.

Proposed Conference Dates � Propose a minimum of 2 conference dates.

Destination � Nominate the conference destination country, state/region and city. � Recommend a minimum of 2 conference venues and provide photos or video of all spaces to be

used. � Recommend hotels/housing with easy access to the venue within a variety of price ranges. (no

hotel blocks accepted, only discounted group rates) � Describe local travel season peaks and off-seasons. � List local weather conditions during recommended conference dates.

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� List local currency and exchange rates. � List any travel or visa restrictions

Scientific Theme and Sub-Themes � Describe the conference target audience – is the topic targeting all or part of ISPCAN’s

membership? � Propose the conference Scientific Program Theme. � Recommend a minimum of 3 Scientific Program Sub-Topics incorporating a multi-disciplinary

approach to Child Abuse and Neglect Prevention. Tours/Cultural event Recommendations

� Source local cultural dinner event options. � Recommend for purchase optional tours/sightseeing trips for delegates. � Propose half day educational tours of local child abuse and neglect prevention facilities

(treatment facilities, children’s hospitals, juvenile justice facilities, refugee relocation centers, etc). � Propose half day observation/shadow opportunities with local child abuse and neglect prevention

organizations. Financial Support for the Conference

� Describe the conference income strategy. � Confirm 5 or more Corporate Sponsors, Financial Partners, Government or other Grants. � List Non-Government Organizations (NGOs) contacted. � List any additional organizations with financial involvement in the conference. � Identify corporate financial and/or donated products/services from regional businesses. � List pledged total conference financial support from all sponsors, financial partners and grants.

Budget � Complete ISPCAN Budget Template with actual costs (download template at www.ispcan.org). � List expected number of delegates by region and discipline. � Propose ticket pricing and levels (see Appendix 10.3). � Include ISPCAN administrative support costs (see Appendix 10.4). � Include site visit agenda and budget. � Describe the exhibition sale projections and layout management plan. � Describe the city financial support package. � Describe all VAT and other tax considerations. � List insurance costs, considerations and risk assessment. � Include a budget line item for 30 complimentary registrations for local + ISPCAN organizers. � Include costs for general liability and meeting cancellation insurance. � Include ISPCAN staff and speakers’ economy airfare, accommodation and registration.

Political Support � List confirmed support from national, regional or international government, ministries and

agencies. � List confirmed support from local country, region, city and/or town government agencies, political

agencies public transportation, fire and police agencies, political figures, dignitaries, royalty and celebrities.

Travel and Health � Describe visa requirements or restrictions � Explain entry and exit restrictions. � List required and recommended vaccinations. � Describe airport to venue and other local transportation options and pricing.

Press and Media Coverage Plan � Describe the proposed press and media coverage plan for the conference.



SELECTION CRITERIA

Application for ISPCAN conferences is a competitive process. Multiple proposals are considered for each conference and selection is based on the following criteria:

1. Strength of the Local Child Abuse and Neglect Partner Organization (CAN Partner) is indicated by the strength of the local CAN Partner Organization is the organization’s relationships, partnerships, connections and collaboration with other CAN organizations throughout the region.

2. Commitment to the ISPCAN Legacy is a factor when awarding the conference bid, demonstrated by specific regional needs and ideas for the ISPCAN Legacy.

3. Financial Support for the Conference must be demonstrated by including committed sponsorship, identified grants, a strong city financial/support package, vetted exhibitors, secured scholarship sources for delegates from developing countries, regional and international corporate financial committing financial contributions and/or donated products/services that offset conference costs. Please include the pledged financial support in US dollars within the bid proposal.

4. Budget must be detailed, transparent and fully disclose all cost and PCO commissions in each line item. A transparent budget is necessary to provide all financially responsible parties every opportunity to minimize conference costs and realize profits.

19.2 SITE VISIT

Once the bid is awarded, members of the ISPCAN staff and Congress & Conference Committee will visit the recommended destination city, venue and lodging to discuss budgeting and other areas of importance to the Conference. The site visit is to be hosted and funded by the Co-Host CB and results will be reported back to the ISPCAN Executive Council.

THE SITE VISIT IS TO INCLUDE:

1. Tour the suggested destination city. 2. Tour recommended venues. 3. Tour of suggested hotels and lodging, including sleeping rooms. 4. Tour the suggested social event location. 5. Visit to sightseeing option. 6. Experience of local transportation 7. Meet with C0-Hosts – CB and CAN Partner. 8. Meetings with PCO. 9. Meetings with LOC Members. 10. Meetings with any additional members of government.

EXPENSES The site visit is to be financed by the Co-Host Convention Bureau, funded by outside sources or included in the Conference budget.

international congress and regional conferences …...9:30 am coffee/tea break and poster...

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