BIDDING PROCEDURE TRIENNIAL CONGRESS 2015

Requirements to host an ISH conference
ISH policy is that Constituent Societies can place a bid to host a conference. If a Constituent Society is interested in arranging the conference please read the information below. This list is not exhaustive. We have tried to make the procedure as quick and easy as possible for all concerned.March 1st 2009.
1. Societies interested in hosting the Triennial ISH Congress should make a presentation of their resources and structures and present this in written format to the BOD of ISH. These proposals can be very brief as well as informal.
2. The basic requirement is the acceptance that the ISH Board is the final arbitrator of any disputes.
3. It should be very clear that the hosting congress covers all expenses. In addition, $20,000 USD (or whatever figure) should be budgeted for the ISH. This expense line item should also insure that the hosting congress does not declare as expenses the entire gross income thus leaving ISH without any shared surplus because there is none. Usually a formula for sharing the surplus (beyond the expense line item noted above) is 50/50, after the first $50,000 is split 60/40 in favor of the hosting society or some such negotiated formula.
4. There are further guidelines which include event cancellation insurance by the hosts.
5. Deadline for proposals for hosting is specified below. Bids can be proposed any time to admin@ish-web.org
The decision will be made during the BOD meeting prior at the conference predating the one that the bid is for. Committee members whose institutions are among the candidates will not participate in the decision.

Further requirements:
- Location preferably in a suitable venue (hotel or other) for a meeting of 3 to 5 days; at a reasonable rate; and at an appropriate time – probably in August/September – that doesn't conflict with other important meetings and enables clinicians to come.
- The host institution will also have to: agree to reserve an adequate number of meeting rooms for the activities that can accommodate a large enough number of people, specifically at least 200, plus other meeting rooms as appropriate for parallel sessions, panels or tutorials; and a suitable room for posters. Rooms should be within small distance to allow for easy "hopping". Unless these rooms are very close to the conference hotel, good transportation must be available between the hotel and the meeting rooms.
- Agree to a registration cost comparable to that of previous ISH conferences.
- Commit to publishing and distributing the proceedings, in close collaboration with IJCEH editor.
- Describe resources (funds, people, infrastructure, links to industry, special fund possibilities, etc.) they can draw on to plan and organize the meeting.
- List persons from their organization who attended previous ISH conferences. Continuity is important; an institution that had no one at a previous conference is at a major disadvantage.
- Include events like a welcome reception, a banquet, and appropriate social activities.
- Waive the registration fee for BOD members.
- A "large number of rooms" depends on where the conference would be. Typically attendances ranged between 400-1500 over last few conferences. We generally consider a "reasonable rate" for hotel rooms to be a rate not much above the previous year's.

From the bylaws:
ARTICLE IX. INTERNATIONAL CONGRESSES
Section I. An International Congress of Hypnosis shall be held every three years, with the place of the next Congress announced, if possible, at the time of the prior Congress. A Congress Committee shall be established which shall include the President of the International Society, a member of the Board of Directors of the International Society (not a member of the Host Society), as well as one of the members of the Council of Representatives of the Hosting Constituent Society.
Section 2. The Congress shall provide opportunities for invited addresses and volunteered papers on issues of mutual interest, covering research on hypnosis and closely related phenomena, and clinical and other applications of hypnotic procedures and knowledge.
Section 3. The Congress shall provide opportunities to deal with the affairs of the International Society. (a) A regular meeting of the Board of Directors shall take place, with an agenda prepared by the President and the Secretary-Treasurer of the International Society. (b) A regular meeting of the Council of Representatives shall take place with an agenda prepared by its Chairman and Secretary. The President of the International Society and the Secretary-Treasurer shall be present ex officio to report on the affairs of the International Society and to reply to inquiries. (c) A plenary session of all members in attendance at the Congress shall be called to hear reports and to discuss such matters as may be pertinent.

Next Triennial Congress:
XIX ISH Congress
Hypnosis in the Global Community
Melbourne 7-11 August 2010