ENPHE CONFERENCES & SEMINARS ORGANISATION GUIDE€¦ · and recommendations to be presented at conferences and be available to all the members. A conference, occurs in the fall term

ENPHE CONFERENCES & SEMINARS

ORGANISATION GUIDE

ENPHE Executive Board

2017

ENPHE Conferences & Seminars Organisation Guide 2/29

---------------------------------------------------------------------------------------------------------------- ENPHE Administration

Saxion University of Applied Sciences, School of Health P.O. Box 70.000 - NL-7500 KB Enschede - the Netherlands

Tel: +31 53 4871242 Fax: +31 53 4320373 E-mail: [email protected] Website: www.enphe.org

Preface

The European Network of Physiotherapy in Higher Education – ENPHE, is a network that aims to

bring together and enhance collaboration between European Institutes and physiotherapy educational

institutions in the European region in order to:

provide a forum for interaction and exchange of educational developments;

promote the convergence of physiotherapy educational programmes;

stimulate the development of a European dimension in physiotherapy educational

curricula;

facilitate mobility of staff and students between physiotherapy educational institutions;

encourage and support standards of high quality education in physiotherapy in

accordance with the recommendations of the World Confederation for Physical Therapy

(WCPT and ER-WCPT);

advance the body of knowledge of physiotherapy;

facilitate collaborative research projects between physiotherapy educational institutions;

establish and maintain contacts and exchange information with other national and

international bodies, organisations, and with the European authorities.

ENPHE, Is an organisation sustained by the institution members annual fee and conferences &

seminars. A seminar occurs once a year in the spring term and are meant to develop educational products

and recommendations to be presented at conferences and be available to all the members. A conference,

occurs in the fall term and aim to share best practices, recommendations, keynote sessions and the

products of the working groups in the seminars. In both moments, the networking among institutions is

a central goal and activity.

These events take place at the institutions members, being dependent on the good will and

motivation of the teams for the whole organisation. Also, the executive board of ENPHE can request the

collaboration of a specific institution when strategically is beneficial for the network, like gathering new

members.

http://www.enphe.org/





INDEX

1. HOW TO APPLY TO ORGANISE AN EVENT AT YOUR UNIVERSITY ........................................................ 4

2. WHAT ARE THE TASKS AND RESPONSABILITIES OF ORGANISING AN EVENT...................................... 4

3. GUIDE ................................................................................................................................................... 6

A. Conferences & Seminars structure ............................................................................................. 7

B. Organizing committee ................................................................................................................. 9

C. Finances .................................................................................................................................... 11

D. Event information ..................................................................................................................... 13

E. Event programme ..................................................................................................................... 15

F. Logistics for and during the event ............................................................................................ 15

G. Registration and information to participants ........................................................................... 16

H. Accommodation and transportation ........................................................................................ 17

I. Social events and catering ........................................................................................................ 17

J. After event tasks ....................................................................................................................... 18

K. Appendices: ............................................................................................................................... 18

I. Appendix 1 Application form ........................................................................................... 20

II. Appendix 2 Financial agreement ...................................................................................... 21

III. Appendix 3 Program with scientific and social activities ............................................ 22

IV. Appendix 4 Event budget plan .................................................................................... 22

V. Appendix 5 Conference Evaluation form ......................................................................... 25

VI. Appendix 6 Seminar Evaluation form .......................................................................... 28

VII. Appendix 7 Financial balance ..................................................................................... 28






1. HOW TO APPLY TO ORGANISE AN EVENT AT YOUR UNIVERSITY

If your institution is willing to organise an ENPHE conference, you are kindly asked to send an

application form (appendix 1) to the ENPHE Administration ([email protected]) with at least 1 year before

the event. Your application will be discussed in an ENPHE Executive Board meeting and after it you will be

notified of the Executive Board’s decision. Sometimes, when justified, the board can ask you to organise

one of the events.

2. WHAT ARE THE TASKS AND RESPONSABILITIES OF ORGANISING AN EVENT

When offering or accepting the request to organise an event (seminar or conference) at your institution,

you will be the responsible to organise all the logistics involved and the program.

However, the ENPHE executive board will be a collaborator on the organisation and the development of

the program is according to the directives of the board. To maintain the homogeneity and identity of

ENPHE, the seminars and conferences should follow an institutional framework. For that, we provide you

this guide, to facilitate. You are free to choose any other method of work, ensuring the success of the

conference. However, the period, the structure of the events and the appendices are compulsory.

The appendices, should all be sent to the ENPHE Administration [email protected] according to the

timetable.

This guide will help you organising an ENPHE conference in a few steps. The guide consists of 11 parts:

1. Conferences & Seminars structure

2. Organizing committee

3. Contact details

4. Finances

5. Conference information

6. Registration, information and evaluation

7. Accommodation and transportation

8. Social events and catering

9. Conference programme

10. Appendices:

a. Application form (appendix 1) – to be sent at least 1 year before the event


mailto:[email protected])

mailto:[email protected]





b. Financial agreement ENPHE conference (appendix 2) – to be sent at least 1 year before

the event

c. Program with scientific and social activities (appendix 3) - – to be sent until 6 months

before the event

d. Budget plan – standard form (appendix 4) – to be sent until 3 months before the event

e. Evaluation form ENPHE conference (appendix 5) - to be sent until 3 weeks before the

event

f. Evaluation form ENPHE seminar (appendix 6) - to be sent until 3 weeks before the event

g. Financial balance sheet ENPHE conference (appendix 7) - to be sent until 3 weeks before

the event






3. GUIDE






A. Conferences & Seminars structure

CONFERENCE

Goal – share the work developed by the working groups and provide plenary keynote sessions in specific topics and inspirational sessions

Occurs in the fall – between half of September till beginning of November

1 day for Students Conference and Executive Board, Country Coordinators and Working Groups meeting

2 days for the conference

Thursday – ESB day Friday - conference Saturday - conference

9:00 – 10:30

Students conference - ESB

Executive Board meetings 10:30 – 11:00 Coffee break & networking meetings 11:00 – 12:30


Country Coordinators with Executive Board meeting

Working groups meetings (when requested) 12:30 – 14:00 Lunch break & networking meetings 14:00 – 16:00 Students conference 14:00 – 15:00


Working groups leaders with Executive Board meeting

Working groups meetings (when requested) 15:00 – 16:00 ESB and Executive Board meeting 19:00 Social Program – Conference Welcome Reception and early registration

8:30 – 9:00 Registration 9:00 – 9:30 Opening of conference 9:30 – 10:30 Keynote Speaker 1 10:30 – 11:15 Coffee break & networking meetings 11:15 - 12:15 Posters with discussion 12:15 - 13:00 Thesis Awards 13:00 – 14:30 Lunch & networking meetings 14:30 – 15:30 Keynote Speaker 2 16:00

ENPHE sports

International collaboration/projects meetings (organised by the members)

19:00 Social Program

9:00 – 10:00 Keynote Speaker 3 10:00 – 11:15 Presentations of Working Groups 11:15 – 12.00 Coffee break Coffee break & networking meetings 12:00 – 13:30 INSPIRATION SESSIONS (demonstration and sharing of best practices) 13:30 – 14:30 Lunch & networking meetings 14:30 – 16:00 INSPIRATION SESSIONS (demonstration and sharing of best practices) 16:00 - 17:00 – Plenary session

General Assembly (when applicable)

Presentation of next seminar & conference

Closing 19:00 Social Program- Dinner&Dance






SEMINAR

Goal – working groups developing specific topics to present / share with the ENPHE members and in the following conference

Occurs in the spring – between half of March till beginning of May

1 day for Students Conference and Executive Board and Working Groups meeting

2 days for the seminar

Thursday – ESB day Friday - seminar Saturday - seminar

9:00 – 10:30


Executive Board meeting 10:30 – 11:00 Coffee break & networking meetings 11:00 – 12:30


Executive Board meeting

Working groups meetings (when requested) 12:30 – 14:00 Lunch break & networking meetings 14:00 – 16:00 Students conference 14:00 – 15:00


Working groups leaders with Executive Board meeting

Working groups meetings (when requested) 15:00 – 16:00 ESB and Executive Board meeting 19:00 Social Program

8:30 – 9:00 Registration 9:00 – 9:30 Opening of seminar 9:30 – 10:30 Working groups development 10:30 – 11:15 Coffee break & networking meetings 11:15 - 13:00 Working groups development 13:00 – 14:30 Lunch & networking meetings 14:30 – 15:30

Working groups development

Executive Board meeting (when requested) 16:00

ENPHE sports

International collaboration/projects meetings (organised by the members)

19:00 Social Program

9:00 – 11:00 Working groups development 11:00 – 11.30 Coffee break Coffee break & networking meetings 11:30 – 13:00 Working groups development 13:00 – 14:30 Lunch & networking meetings 14:30 – 16:00 10 min presentations of each Working Groups and ESB 16:00 - 16:300 – Plenary session

Presentation of next seminar & conference

Closing 19:00 Social Program- Dinner&Dance






B. Organizing committee

The Organizing Committee is a group of people from the host institution, that holds some

responsibility for shaping the conference/seminar and planning the programme. The committee should

distribute the workload among many people. It also ensures that the conference represents the thinking

and planning of more than one individual.

Establish an Organising Committee. This should include input by 3 or 5 persons from the

organising institution. The final amount of members of the committee is at the discretion of the

hosting institution.

Arrange a programme for meetings of the Organising Committee.

Provide a flow chart, indicating the strategic target dates, meetings, and channels of responsibility

for organisational progress.

Make sure to delegate responsibilities: establish smaller working parties if appropriate.

Establish roles and responsibilities:

– The responsible of the Organising Committee: supervises the whole teamwork.

– A responsible financial manager

– A responsible for registration, information and evaluation

– A responsible for accommodation and transportation

– A responsible for social events and catering

– A responsible for the conference programme

Figure 1. Structure of Organizing Committee of ENPHE conference

Accommodation & transportation responsible

ORGANIZING COMMITTEE responsible

Registration information & evaluation responsible

Social events & catering responsible

Financial manager

Conference programme responsible






ORGANISATION CONTACT DETAILS

ENPHE Contact person

Name: First name:

Phone: Fax: E-mail:

The responsible of the Organising Committee

Name: First name:

Phone: Fax: E-mail:

Responsible financial manager of the conference

Name: First name:

Phone: Fax: E-mail:

Conference venue

Name:

Address:

City: Postcode: Country:

Website:

Phone: Fax: E-mail:

The organising committee will develop the organisation of the event in contact with the in charge element of the executive board responsible for the events organisation. Any organisational issues or questions should be addressed to the person mentioned above.






C. Finances

The organisation of a conference/seminar, should not represent any costs for the host institution and all

the costs should be supported by the conference/seminar fees and possible sponsors for the event. For a

transparent and clear organisation, please follow the recommendations:

Sign a financial agreement with the responsible member of the ENPHE Board. (appendix 2).

Prepare a conference organization plan and a budget plan.

What is the break-even of delegates’ attendance to meet costs?

Bank account. Establish a separate conference account. Determine who will control the

finances.

Underwrite costs.

Submit a budget plan (standard form - appendix 3) 3 months prior to the conference to the

ENPHE Administration for approval.

Submit the financial balance sheet (appendix 4) at the latest 2 months after the conference.

Notice that any surplus of the conference shall be transferred from the hosting institution at

the latest 3 months after the conference to the ENPHE bank account.

Notice, that if there should be a loss, half of the loss will be covered by the hosting institution

and half of the loss will be covered by ENPHE.

Aim for a financial surplus.

The recommendation is to make a good financial estimation since ENPHE aims to have a

surplus to cover its expenses for preparation work.

CONFERENCE/SEMINAR FEES

Types of fees:

students members teachers members students non-members teachers non-members

Fee amounts for conferences

Students members - until the max of 150 euros

Teachers members – until the max of 250 euros

Students non-members - until the max of 250 euros

Teachers non-members – until the max of 400 euros

Fee amounts for seminars

Students and teachers members same fee – until the max of 100 euros

Students and teachers non-members same fee – until the max of 200 euros






Registration fee includes:

Gifts/gadgets Arranged: / Not arranged yet: / Not required:

Copies of the minutes or hand-outs of

the texts/presentations

Arranged: / Not arranged yet: / Not required:

Name badge Arranged: / Not arranged yet: / Not required:

Participants’ reception Arranged: / Not arranged yet: / Not required:

Lunches and coffee-breaks Arranged: / Not arranged yet: / Not required:

CONFERENCE/SEMINAR COSTS

Eligible costs Verification

Executive Board: 2 extra nights with

breakfast (E):


Coordinating Committee: 1 extra night

with breakfast (P) (1 night E):


Lunch (E): Arranged: / Not arranged yet: / Not required:

Invited Speakers: Arranged: / Not arranged yet: / Not required:

Hotel with breakfast (E): Arranged: / Not arranged yet: / Not required:

Travelling costs (E): Arranged: / Not arranged yet: / Not required:

Welcome reception Arranged: / Not arranged yet: / Not required:

Rooms rental Arranged: / Not arranged yet: / Not required:

Lunches and coffee-breaks Arranged: / Not arranged yet: / Not required:

Social events Arranged: / Not arranged yet: / Not required:

Material Arranged: / Not arranged yet: / Not required:

Symbolic secretary work Arranged: / Not arranged yet: / Not required:

Others Arranged: / Not arranged yet: / Not required:

When the social events represent an imbalanced budget, those should be paid by the participants.






SPONSORING

When using sponsor to organise the event, and ENPHE leaflet should be provided to the sponsor and room

for a stand should be available if requested.

D. Event information

Select a date, time and duration of the Conference. Propose the title of the conference and discuss

it with the Executive Board responsible at least 1 year before conference. When selecting a date, be sure

to leave enough time to plan ahead for the conference.

Provisional conference title:

Provisional conference dates:

Conference aims and objectives

Determine a draft format and theme for the conference, ensuring the ENPHE’s conference track.

What are the aims and objectives of the conference?

Will this be an ENPHE conference or a joint venture with another organisation?

Do these aims and objectives fulfil the aims and objectives of the main participating

organisations?

Identify the optimal time scale for organisation: the time period required to ensure that the main

aims and objectives are achieved. When selecting dates, check the calendar of events to avoid

conflict with international, national or local activities, or arrange the dates of the programme to

link with prearranged activities of other organisations.

Conference organisation (these are issues to be addressed, indicative, not sequential)

Collate information on costs/suitability/practicality of venues. Choose a venue.

Discuss the conference-meeting theme with the (conference responsible of the) Executive Board.

Student arrangements. Consult with students to determine the most useful student involvement.

Send regularly information to the ENPHE administration about conference updates.

Review venue resources.






Publicity

Prepare publicity material: application forms, distribution date, distribution methods, who will be

responsible for circulation of information?

Circulate for speakers/presenters/papers/displays/posters.

Circulate for sponsors.

Organise speakers-session chair persons.

Advertise.

Circulate to delegates: programme, application forms, payment forms, accommodation

information, accommodation forms, maps, contacts, etc.

Application and accommodation administration, database.

Support staff for day(s), stewards and helpers.

Advice for speakers, presenters, session chairs as required.

Event website

Create a specific website to host all the information regarding the event including:

o Title and dates

o Programe

o Registration

o Accomodation and transportation recommendations

o Location of the venue

o Location of social events

General

Prepare reception-registration base.

Special requirements delegates. Are there any delegates with special requirements which need

to be considered?

Conference progress flow chart. Maintain a progress chart for the Organising Committee. Most

computer software packages have appropriate programmes.

Welcome address

Host, VIP’s, delegates, new members, etc.

Closing comments

Presentations.

Acknowledgements.






Follow-up

Printing of session papers.

Publish on ENPHE website final reports, summaries, papers, appendix material, references.

Evaluation.

Submit financial balance sheet for approval of ENPHE (see also checklist).

Prevent possible mistakes!

Lack of information/reference

Uncomfortable sitting

Poor sound quality

Standing in a long row during coffee break

Catering and other logistical problems

Lack of interest from the involved people

E. Event programme

The programme should be discussed previously with the Executive Board and should respect the line of

development and the input of the working groups. A provisional programme should be sent to the

Executive Board with at least 6 months previously to the event (appendix 5).

For seminars the programme should occur in 2 days and be centred on the development of the working

groups topics according to the indication of the working group leaders. For the conferences, the

programme should occur in 2 days and the keynote speakers should correspond to the topic of the event

and the line of development discussed. At every event, exists a previous day for student’s conference and

working meetings.

The structure of the programme should follow the proposal presented at A. Conferences & Seminars

structure.

F. Logistics for and during the event

Each event will require a conference room and several working rooms to host the working groups,

inspirational sessions and executive meetings. These rooms should be equipped with computer






connection, datashow and screen and internet. The amount and size of the rooms are to be discussed

with the executive board according to the programme to be developed.

Other specific material, should be asked to working group leaders and keynote speakers.

The ENPHE representative of the host institution, will be the host person to the participants and

development of the programme. A permanent team of support during the event should be available.

G. Registration and information to participants

The responsible for registration and information, should organise the registration of participants in 2

different moments:

Online registration for the event

Registration at the venue 1st day

This organisation should include:

the registration,

payments

a welcome package,

name tags (participants and organisers),

publicity,

information desk with personnel during the whole conference,

distribution and retrieving of the evaluation sheet,

guiding of participants to meeting rooms and restaurant, etc.

The online registration form should include

Name

Institution name

Type of participant: student, teacher, member, non-member

Contacts: email and telephone

Working groups to participate

Inspirational sessions to participate

Attendance to the welcome reception

Attendance to optional social events with extra fee

Prove of payment






The registration and information committee, should provide a contact person for informations

and questions, with specific email account indication on the website.

The Registration at the venue 1st day, should be made at the registration desk, where a team of

collaborators check the arrival and financial situation of the participants.

At the registration the participants should receive a conference folder containing:

Final programme

General information

Leaflet of the hotel and institute

Distance from each hotel to the work shop venue (walking distance/by bus or subway)

City map with location hotels and conference venue (or link to website)

Bus map (or link to website)

Subway map (or link to website)

Security telephone number: fixed and mobile number

Participants’ list

Certificate of participation

Fee payment invoice

H. Accommodation and transportation

Accommodation and transportation, should be at the participant’s costs. However, the organising

committee is responsible to provide information to guide participants in order to make the event smooth.

The responsible for accommodation and transportation, arranges the hotel facilities, the

transport from the airport to the hotel, from the hotel to the conference venue and from the hotel to the

social event, if needed. Maps, links, alternative transportations and prices, should be available at the

website to guide participants.

Accommodation and transportation, should be organised for keynote guests.

I. Social events and catering

A responsible for social events and catering

He or she arranges the social events (gala dinner, etc.), the catering during lunch, dinner and coffee

breaks, the welcome reception, information for optional programmes (round tours, cultural events, etc.),






hosting honourable guests and press if invited, socials events in the programme (sport activity, dance,

etc.). He or she is also responsible for information distribution.

J. After event tasks

ORGANISATIONAL EVALUATION

The Hosting institution sends the evaluation (appendix 6 or 7), the conference report and all the

presentations, abstracts, pictures, etc. within 1 month after the conference to the ENPHE administration

to be put on the website.

EDUCATIONAL EVALUATION

The hosting institution is responsible for the overall summary of the conference. Follow-up on the working

groups: 1 person from each working group is responsible to make the summary and conclusion of the

work of the group and has to give this to the Organising Committee at the end of the conference.

Submit the financial balance sheet (appendix 4) at the latest 1 month after the conference.

K. Appendices:











I. Appendix 1 Application form

On the official headed paper of the organisation

Our institution: (full name) -----------------------------------------------------------------------------------

--------------------------------------------------------------------------------------------------------------------------------- ,

Address: ---------------------------------------------------------------------------------------------------------------------

Post code: --------------------------------- Town/city code ------------------------------------------------------------

Country ------------------------------------- , is willing to organise ENPHE conference -------------------------

----------------------------------------------- (provisional dates).

Short description of organization: motivation to organise an ENPHE conference, International

events organising experience et cetera).

Short description of arrival, accommodation, conference venue conditions.

We confirm that this application is approved of our institution administration meeting (rector,

senate, executive board, administration et cetera).

Contact person:

Name: Tel: Fax: e-mail:

Stamp and signature of a legal representative of organisation

Name: Position: Date: Place:






II. Appendix 2 Financial agreement

Herewith the undersigned financial responsible manager of the hosting institution declares to pay

possible financial surpluses of the conference to ENPHE on following Bank account:

ENPHE

IBAN Number (International Bank Account Number): BE15 7344 0714 0230

BIC-code Bank (Bank Identifier Code) (= Swift Code): KREDBEBB

Bank: KBC-Gent ― BE-9000 Gent ― Belgium

Or to share possible financial losses with ENPHE on a 50% bases.

For the hosting institution: For ENPHE:

Date: Date:

……………………………………….. …………………………………………….






III. Appendix 3 Program with scientific and social activities

IV. Appendix 4 Event budget plan

CATEGORY BUDGET AMOUNT

INCOME:

Conference fee

Sponsors

Grants

Other incomes

Other incomes

Other incomes

Other incomes

Income total

EXPENSES:

Registration:

Gifts/gadgets

Copies of the minutes or hand-outs of the texts/presentations

Name badge

Other costs

Hotel (if applicable):

Rates (with breakfast)

Other costs

Catering:

Coffe breaks

Lunch

Dinner

Welcome reception

Social event

Other costs

Transportation (if applicable):

Car Payments

Gasoline/Oil

Auto Repairs/Maintenance/Fees

Auto Insurance

Other Transportation (tolls, bus, subway, taxis)






Conference costs:

Conference rooms

Meeting Rooms

Computers

LCD projector

Video projector

Transparent

Paper

Photocopy

Certificates

Printer

Screen

Translation

Gifts

Other

Other

Other

Keynote speakers:

Conference Fee

Travel

Accomodation

Gifts

Other

Other

Social programme (if applicable):

City tour

Other

Other

Other

Other

OTHER PAYMENTS:

Total Expenses

Predictable Surplus (Income minus total expenses)

Notice: hours spent by organizing committee to organize conference can not be included into budget plan

and won’t be paid as salary by ENPHE.











V. Appendix 5 Conference Evaluation form

Conference Title: _____________________________________________________________________

___________________________________________________________________________________

Conference Dates: ___________________________________________________

We would like to hear from conference participants about what you liked and what you didn’t like during this conference. Please take some minutes to fill the evaluation form of this conference and either deposit it in the box marked "Conference Evaluation" near the registration table or return it to our office later.

Thank you.

1. How did you know about this conference?

Previous conference

ENPHE website

E-mail

Surface post

Colleagues

Other, describe:

2. How do you qualify the content of the conference?

excellent good sufficient poor

Discussed topic of the conference:

Was the content of the conference focused adequately on the topic:

Coherence between keynote speakers and group discussions:

Coherence between keynote speakers and the topic of the conference:

3. How do you qualify the speakers?


Keynote speakers: content:

Keynote speakers: way of presentation:

Other presentations: content:






Other presentations: way of presentation:

Working groups:

Poster session:

4. How do you qualify the conference organisation?


Hospitality

Transportation (if applicable)

Registration in the hotel

Conference registration

Welcome reception

Social programme

Catering (lunch, coffee/tea break)

Schedule of the conference

Accommodation

Guidance during the conference

5. How do you qualify the following meetings?


Coordinating Committee meeting

Group meetings

General Assembly (if applicable)

6. Did the organising committee provide the necessary and requested information?

Yes

No

7. Would you like to attend the next conference?

Yes

No

8. For students:

Was this conference also interesting for you?

Yes

No











VI. Appendix 6 Seminar Evaluation form

VII. Appendix 7 Financial balance

RECEIPTS

DATE DESCRIPTION Foreseen budget Spent budget

€ €

€ €

€ €

€ €

€ €

€ €

€ €

€ €

€ €

€ €

€ €

€ €

€ €

TOTAL € €

EXPENDITURES

DATE DESCRIPTION Foreseen budget Spent budget

€ €

€ €

€ €

€ €

€ €

€ €

€ €

€ €

€ €

€ €

€ €






€ €

€ €

TOTAL € €


Documents

ENPHE CONFERENCES & SEMINARS ORGANISATION GUIDE€¦ · and recommendations to be presented at conferences and be available to all the members. A conference, occurs in the fall term