Regulation for the organization of Congresses of the Asociación Andaluza del Dolor.
The Board of Directors from now on (JD), of the Andalusian Association of Pain from now on (AAD), with the intention of guaranteeing the quality of the scientific content of the Congresses and Scientific Meetings and ensuring the availability of sufficient financial resources for their realization, decides dictate these regulations as mandatory regulations for the holding of future Congresses and Meetings. The guarantee of compliance with these rules is under the guardianship of the Board.
Chapter 1. – Election of the venue
The venue for each edition of the Annual Congress will be chosen by the members of the society gathered in a General Assembly and expressly convened for this purpose, for which the election of the venue for the Congress will be imperatively included in each call, with reference express year of celebration of the event.
In the General Assembly of each year, the venue for the Congress to be held two years later will be chosen, thus ensuring the continuity of the events sufficiently in advance.
Any full member of the AAD may submit their candidacy to organize the Congress and the Meeting, provided that the city proposed to host it has sufficient infrastructure and the venue of the Congress meets the minimum requirements in article 13.
The documentation that each candidate must provide must include at least:
- Letter of application signed by the applicant.
- Detailed description of the venue (auditorium and capacity, rooms, exhibition areas)
- Hotel capacity distributed by categories and communication possibilities
- Institutional supports
- Letter of express acceptance of these regulations (Annex 1).
Candidacies must be registered with the AAD Secretariat six months before the day of the General Assembly in which the election of the venue will take place. Accepted candidacies will receive notification of such a condition at least two months before the General Assembly is held, and support for their candidacy may be requested from the rest of the members as of that moment.
In order for the Congress to be distributed evenly throughout Andalusia, the possibility of a candidate being elected whose City has previously organized a Congress will be excluded provided there is a request from a City that meets the requirements and has never done so. organized.
The election of the venue will be held as the last point in the General Assembly convened in Congress, prior to the election of a new Board if it coincides with it. Each applicant will have a maximum time of 15 minutes to defend his candidacy, and the organization of the Congress will provide the necessary audiovisual media for the presentation.
The presentation of the candidates will be moderated by the Secretary of the AAD, who will take care of strict compliance with the times and will guarantee fairness and equal opportunities among the applicants. The signatory of the request to organize the Congress will personally defend his candidacy and his delegation will only be allowed for reasons of force majeure. The order of the exhibitions will always be decided by lottery among the different candidates.
Applicants may use the AAD stand to present publicity for the different candidates.
The election of the venue will be carried out by a show of hands as long as it is guaranteed that all those present in the room are members of the AAD. If this cannot be guaranteed, candidates may require that each voter be identified. Previous voting by mail and proxy voting are excluded.
The Secretary of the AAD will record the result of the vote and the President of the AAD will officially notify the resolution.
The President of the elected Congress is obliged to sign a contract with the AAD within two months of his election and to strictly comply with the regulations in force at the time of signing the contract.
Chapter 2. – Election of the Technical Secretariat
After the election of the venue and within a maximum period of three months, the President of the Congress is obliged to make a budget of income and expenses foreseen for the Board.
The budget will be discussed at the JD meeting, to request by vote the corrections that they believe pertinent and that are considered mandatory
All economic management of the Congress (expenses, income and benefits) will be fully and exclusively assumed by the AAD.
Once the budget is approved by the Board, three months are available to select the OPC company that will assume the tasks of the Congress operation. To this end, economic offers will be requested from various OPC companies with recognized capacity to act as the Technical Secretariat of the Congress. These companies will send their proposals to the secretary of the AAD. Once the envelopes have been delivered to the AAD, the participating companies will not be able to redo their proposal or make counter-proposals.
A detailed report with the chosen offer will be recorded in the minutes. Before three months have elapsed, the Board will meet to proceed with the election of the OPC that will act as Technical Secretariat in Congress. If after this period no candidate has been presented to act as Technical Secretary, the BD is obliged to look for a candidate for approval in the BD within a period of one month.
The company responsible for the execution is obliged to sign a Contract with the AAD under the conditions stipulated by it.
Chapter 3. – Organization of the Congress
The President of the Organizing Committee of the Congress must notify the BD of the composition of the Organizing Committee, within a period never exceeding six months after his election. The BD will ratify, where appropriate, the proposed team and will proceed to appoint the Scientific Committee.
For the formation of the Scientific Committee, the Organizer of the Congress can propose 50% of its composition, the definitive composition being the power of the Board of Directors.
The company chosen as the Technical Secretariat will be in charge of executing everything related to the congress in collaboration at all times with the President of the Organizing Committee, although the economic management of payments and collections will be carried out without exception by the AAD treasury, and Congress invoices will be issued by the AAD.
The President of the Organizing Committee and, if applicable, the Congress Agency, will meet with the Board at least every three months and as many times as required, to account for everything related to the organization of the meeting, scientific program, relationship with speakers, hospitality, travel, venue, communication, publications and funding status.
The Board reserves the right to supervise all the decisions that are adopted related to the organization and development of the Congress.
Both the President of the Organizing Committee of the Congress and the President of the AAD will be free to interact with the Technical Secretariat and the Scientific Committee.
In case of contradictory proposals, both the Agency that acts as the Technical Secretariat and the members of the Scientific Committee must know that the opinion of the BD will always prevail.
The President of the Organizing Committee will have the capacity to propose and accept collaborations and content, always under the supervision of the BD.
The Board will have regular knowledge of the advances in the organization of the Congress.
For this, every six months the President of the Organizing Committee is obliged to present to the Board a summary with a synopsis of the situation of the Congress and the actions scheduled for the following six months. In the period of six months prior to the Congress, said report will be made every two months.
The Board will supervise the scientific content of the Congress, and will advise the president of the Organizing Committee on those scientific issues that the Organizing Committee sees fit to entrust to it.
Since its constitution, the Scientific Committee of Congress is required to prepare a quarterly report for the Board, in which the development of the scientific program is notified.
Chapter 4. – Seat of the Congress
The city chosen to host the Congress venue must be easily accessible and have good means of communication.
- You must have a minimum of 400 hotel beds (70% medium/high quality).
- If necessary, the organization will provide congress participants with a collective transport service for their transfer from the official hotels to the Congress venue at the beginning and end of the working days.
The Congress venue will have the following elements: 1) Auditorium with a minimum capacity of 100 people; 2) at least two intermediate rooms with capacity for 50-200 people; 3) accessory rooms with capacity for 50 people. All of them equipped with decent audiovisual supports 4) meeting rooms for Working Groups, Board of Directors, Committees, etc.; 5) press room, 6) secretarial area equipped with computer (Internet) and communication support; 7) commercial exhibition area with a minimum area of 500 m2; large rest areas outside the transit areas; 9) restaurant with the capacity to serve enough meals to the anticipated registrants 10) storage area to deposit the material to be used in the commercial exhibition or by the organization 11) security plan.
The President of the Local Organizing Committee of the Congress will assign and provide a large stand free of charge for the AAD, which will be located in a priority area of the commercial exhibition.
Chapter 5. – Development of the Congress
The official language of the Congress will be Spanish.
The Congress will last three days; from Thursday at 3 p.m. to Saturday at 3 p.m. The first day will be devoted to the inaugural acts and on Friday to the General Assembly. On Friday there will be a dinner where the scientific prizes will be awarded.
Attendance at this event will be encouraged among the members of the AAD, and the presence of the commercial exhibition will be compulsory until the closing of the congress on Saturday.
The scientific information of the Congress will be presented following five different formats: 1) Official Lectures 2) Special Lectures 3) Seminars of current affairs/interest 4) Scientific Communications in the form of oral presentations or posters 5) Sponsored Symposium.
80% of the speakers will be from Andalusia and members of the AAD, and all the members of the BD of the AAD will have some activity in charge.
The Official Presentations tables (Plenary Conferences) will be dedicated to large areas of knowledge of the specialty, lasting 90 minutes; They will be composed of at least three speakers and a president who will act as moderator. This space includes time for discussion between attendees and their components.
- The Scientific Committee will appoint the chairpersons of the tables. These will be in charge of presenting the components of the same, will direct the debate and will make the final summary of conclusions.
- Each speaker, national or foreign, must present in writing and in computerized format the content of their participation, within the period of time indicated by the Organizing Committee, with the aim of publishing the Book of Presentations. All speakers must accept in writing the transfer of the rights corresponding to their image and the scientific content of everything that is exhibited or published in the Congress in favor of the AAD.
- Each speaker will be given an explanatory note on their rights (travel and accommodation expenses) and obligations (date of delivery of the original and of the visual presentation).
The Special Lectures (Special or Master Lectures) will deal with a scientific topic (medical or from another area of knowledge) or not strictly scientific but that could be of interest due to its content and human interest; They will have a duration of 45 minutes including the time dedicated to the discussion.
- Scientific Committee and will enjoy the same rights and obligations as the speakers of the official tables.
- The special/magisterial conferences will be chaired by a member of the Society designated by the Organizing Committee, who will present the paper and the speaker and will ensure normal compliance with the rules, especially with regard to punctuality at the beginning and the duration of the conference.
The Current or Special Interest Workshops or Seminars will deal with scientific medical, nursing, psychology and management issues or others related to pain of special interest. They will last 90 minutes.
- They will be made up of one, two or three speakers, appointed by the Scientific Committee and approved by the Board and will have the same rights and obligations as the previous speakers.
- These seminars will be held in the number indicated by the Scientific Committee with the approval of the Board.
Scientific Communications must be presented in the form of Oral Communication or Poster. The Scientific Committee has the power to decide the way in which each communication will be presented following criteria of distribution of time and spaces. No later than two months before the Congress is held, this decision must be notified to the first author of the communication.
The Organizing Committee will provide adequate space and time for oral communications or Posters accepted by the Scientific Committee. Each communication will have a specific time and hour for its presentation and defense that will be established by the Organizing Committee and expressly announced in the Congress program.
- Poster sessions and oral communications tables will be directed by one or two moderators who will ensure compliance with the rules stipulated by the Organization. Both must be members of the AAD and will be designated by the Organizing Committee and ratified by the DB. At the end of the session, the President will deliver a diploma accrediting the presentation to the defender of the same.
- The non-presentation to the defense of any communication (oral or Poster) will extinguish your right to any certification. They will not have the right to their publication that will be edited in this regard. In case of recurrence, the author will be warned of non-acceptance at the next Congress of communications in which he is included as author.
- The evaluation of the communications/poster and the consequent acknowledgments assigned to it will be the responsibility of the scientific committee and finally approved by the boards of directors of the AAD and the FAD.
The President of the Local Organizing Committee will propose to the DB, the holding of Scientific Symposiums Sponsored by pharmaceutical and/or health companies, in the number that he considers appropriate and in the morning or afternoon.
- The financing of the trips, displacements, stay and registration of the speakers of these Symposium will be borne by the sponsor.
- The emoluments of the speakers at these Symposiums will not form part of the budget of the Congress and the Technical Secretariat will not intervene in their administration, being understood as a prior agreement between the speaker and the sponsor.
- If requested by the speakers, the President of the Local Organizing Committee of the Congress or the President of the BD can mediate to establish minimum requirements for the sponsor.
It is not advisable that the participants in the different scientific formats (both speakers and moderators) are in turn in several tables. If this happens, the Scientific Committee will study it individually, trying to rationally apply this regulation in each case.
Coinciding with the celebration of the Congress, the Auditorium will be available for the celebration of the General Assembly of the Company, which can be attended by all the full members of the same.
This Assembly will be held on Friday and the organization is obliged to provide the necessary secretarial and hostess support for its development (identification, photocopies, voting, microphones). The Assembly cannot coincide with any other activity of the Congress.
It will be necessary to have enough ballot boxes to be able to exercise the right to vote, in case of coinciding with elections.
The President of the Organizing Committee will design Complementary Programs for the congressmen and their companions with the approval of the Board.
An institutional meal will be organized: the awards dinner, for all the official participants in which the awards and distinctions granted during the Congress will be delivered.
Chapter 6. – Financing
The responsibility for the financing of the Congress will fall on the Board of Directors of the AAD.
The president of the Congress will prepare a report specifying the forecast of income and expenses and guiding the prices of the stand, the inscriptions of the different attendees, the prices of the sponsored symposium and of any other budgetable sponsored activity. With this study, the Board of Directors will approve the final prices and the final budget and the strategic plan.
All income from the economic activities of the AAD Congress must be invoiced in the name of the AAD (with assignment of the corresponding CIF), proceeding to deposit it in the current account that the AAD has opened for this purpose in the entity that the treasurer appoint. Said account will be administered by the President and the Treasurer of the AAD.
The President of the Organizing Committee of the Congress must report in writing at least quarterly, of all its activities, efforts and projects to the Board of Directors
- The Ex-Presidents of the AAD, the members of the Board of Directors and the Andalusian Pain Foundation and the companions of both bodies, will not incur expenses for attending the Congress.
- Retired physicians will not pay a registration fee.
- Resident doctors will have a 30% discount on the registration fee.
- AAD members will enjoy a 20% discount on said fee.
- In addition to this discount, a discount may be established for advance payment.
- The Board may award a limited number of assistance scholarships.
After the Congress, the President of the Congress will present to the Board of Directors, within a maximum period of three months, a detailed and exhaustive economic report of all income and expenses, with the economic balance and its deviation from the budget.
The president of the Congress will provide the President of the AAD with a copy of all the invoices and documents referring to the income and expenses of the Congress.
In those cases in which the economic balance is positive, the benefits will go to the AAD, allocating 30% of them to the President of the Organizing Committee. In those cases in which the balance is negative, the Board of the AAD will determine the way in which the debt must be settled.
The Board of Directors is sovereign before any scientific or financial decision that affects the Organization of the Congress.