Bidding process to host

Any bid to host an International Congress of Entomology must come from one or a group of National Entomological Societies or a similar internationally recognised organisation of entomological research. The Chair of the Local Organising Committee is appointed by the lead hosting Society or organisation and can be replaced at the discretion of the host. While Congresses are organised by scientific organisations, they usually rely on the services of a Convention Centre or a Professional Conference Organiser. This commercial partner must be selected very carefully because the partnership will determine both the quality of the Congress and the costs incurred by participants. The scientific programme is in the hands of the local Organising Committee that co-operates with the Council for International Entomological Congresses. Bidders should refer to Council’s Constitution for further details.

The Council selects the site of the next Congress on the basis of written proposals made available before the commencement of the prior Congress. An opportunity to make an oral presentation to Council will be provided to bidders during the prior Congress.  However, potential bidders should make contact with the Council’s Secretary at least one year in advance of the prior Congress to advise of the intention to make a bid.

The bid should include the following items:

  1. Official invitation signed by a representative of the National Entomological Society or a similar organisation and by the prospective chairman of the Organising Committee.

  2. Organising Committee: Evidence that a robust and competent Organising Committee can be mustered to prepare and run the Congress should be provided.  Where possible names should be provided with a statement of willingness of committee members to serve on the Organising Committee.

  3. Host summary: Brief history and status of entomological research in the host country, experience in organising scientific meetings, and general justification of the proposal.

  4. Letters of intent from organisations likely to be involved in the arrangements for the Congress (the city, university, etc.) and, if possible, letters of interest from prospective sponsors.

  5. Outline of the scientific programme of the Congress: scientific themes, etc. should be indicated but details of symposia are not necessary.

  6. Venues and accommodation: Facilities for Congress proceedings and accommodation, local transport and provisions for meals.

  7. Previous Congresses at the Convention site: Examples of recent Congresses at the site.

  8. Access to the Congress site: Air and surface transport, possibility of discounts.

  9. Tourist and cultural attractions of the Congress site.

  10. Safety issues related to international travel and local activities.

  11. Possible programme for accompanying partners and suggestions for before and after-Congress recreation.

  12. Preliminary budget for 2000 - 5000 participants, source of seed money, financial support and expected sponsoring.

  13. Preliminary assessment of the costs for average participant and expected subsidies for the students and entomologists from developing countries.

  14. Other information: Any additional information that the bidder feels will assist Council in making an informed decision.  Perusal of the bid document of the successful host of the prior Congress could prove a useful source of ideas.