Call for Hosting – 2019 Congress of the International Society for Vascularized Composite Allotransplantation

The 2019 Call for Hosting is now CLOSED, please check back for more information on the call for hosting for future ISVCA Congresses

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About the International Society for Vascularized Composite Allotransplantation (formerly IHCTAS)

The International Society for Vascularized Composite Allotransplantation aims to serve its scientific community in providing a forum for the open exchange of knowledge and expertise in order to promote vascularized composite allotransplantation as a safe, ethical and effective therapeutic modality.

Aims of the Society:

  1. To promote and encourage research and training relevant to the transplantation of vascularized peripheral tissues as a functional unit;
  2. To provide a scientific forum for the exchange and discussion of clinical and experimental results and experiences relevant to transplantation of composite tissue allotransplantation of vascularized composite allotransplantation;
  3. To promote and encourage contacts between clinical and experimental researchers from different institutions all pertinent disciplines irrespective of their country of origin;
  4. To promote and facilitate support in the planning and execution of collaborative studies, and pursue collaboration with other associations, societies, and/or organizations serving similar purposes.

ISVCA Congress History

Every two years, the ISVCA Congress brings together clinicians and scientists from all parts of the world in the fields of vascularized composite allotransplantation.

The most recent Congress was hosted in April 2015 in Philadelphia, USA and had a total of 122 delegates, invited speakers and spanned two days.

Date

Congress

Location

Congress Chair

October 26-27, 2015

13th Congress

Salzburg, Austria

Annemarie Weissenbacher

April 15-17, 2015

12th Congress

Philadelphia, USA

L. Scott Levin

August 29-31, 2013

11th Meeting

Wroclaw, Poland

Jerzi Jablecki

April 7-9, 2011

10th Meeting

Atlanta, USA

Linda Cendales

September 11-12, 2009

9th Meeting

Valencia, Spain

Pedro Cavadas

Local Organizing Committee

The Congress is organized by the ISVCA Council in conjunction with a Local Organizing Committee. The Local Organizing Committee (LOC) is typically composed of professionals involved in the transplantation community in their respective region or country. Aside from operational and legal responsibilities, the LOC assumes a major role in raising funds for the Congress and must be committed to taking a portion of the financial risk of organizing the Congress.

The Local Organizing Committees must demonstrate that they are:

  • Members of ISVCA. Specifically, the Chairman of the LOC must be a paid member of ISVCA at the time of submitting the proposal until the conclusion of the event;
  • Able to undertake and manage key elements of the Congress. Demonstrated previous experience by the Chair in organizing other meetings is required;
  • Capable of promoting, organizing and hosting the Congress in a manner consistent with ISVCA’s profile, including adherence to quality standards of content, organization and additional Association principles with regards to the treatment of sponsors, ethical policy and communication.
  • Legally permitted to sign a Memorandum of Understanding (MOU) to host the Congress and carry out all contracts and negotiations. The MOU will underline obligations of all parties involved.

Congress Bid Requirements for the 2019 ISVCA Congress

Each city preparing a bid to host will be requested to participate in a 30 to 45-minute conference call with the ISVCA Council to present the operational and strategic details of the bid as outlined below:

Brief Description of The Proposed Host City

The description should include: the size of the city and population, access for international delegates; distance from the airport to the city; and sample costs from major capitals.

A letter from the City Convention and Visitors Bureau or the National Tourism Authority is to be submitted along with the bid. Recommended details including assistance with Congress promotion, financial support, site inspections, logistical assistance or any other cost-effective benefit for the Congress are to be specified. Facilitating entry for delegates, such as prompt visa delivery and onsite security is encouraged to be included.

Dates

Typically, the meeting has been held between April and September (excluding July/August) and usually extends 2 to 2 and a half days.

Venue

Specifications concerning the following items are recommended to be included in the bid:

  • Meeting Rooms
    • Floor plans and room capacities
    • Photographs of the proposed space
  • Food and Beverage
    • Facility availability and proposed set-up for lunch, coffee breaks and social receptions as well as current estimated costs
  • Equipment
    • Audio-visual packages for the proposed venue
    • Internet/Wi-Fi infrastructure and costing
  • Nearby Conveniences
    • Restaurants and/or other venues for social receptions
    • Access and recommendations of public transportation
  • References
    • Recommendations of social venues for Welcome Reception and Conference Dinner(s) should be described with approximate costs and guest capacities

Hotel Accommodations

A range of accommodations from three to five star category, availability and pricing should be provided for each proposed hotel, including breakfast, free Wi-Fi and additional taxes.

Designation and Description of the Local Organizing Committee

A general description of the local organization or institution, containing their previous experience, along with local or national transplant society partner(s) that can promote and support the Congress should be comprised in the bid.

The Chairman and key contact person, along with other members of the national transplant community and Scientific Program Committee (SPC), entrusted with the content of the Program, should be listed.

Preliminary Budget for the Congress

All items listed in the attached budget template must be completed in order to be considered. Other items such as communications, promotion and local contract costs may be estimated but will not be factored into the final analysis.

Congress Promotion

The host organization will begin the promotion of this meeting on its website with the signing of the Congress MOU. All publications and print-based promotional materials to members and inquirers, who are unable to access electronic information, must be provided. Invitations for abstracts will be sent to all members and posted on the Congress and ISVCA websites. Registration and abstract submission tools, linked to the Congress website should be developed and organized by a Professional Conference Organizer (PCO). Ongoing website maintenance and promotional material updates should be completed by the Congress PCO.

Bidding Procedure and Deadlines

ACTIVITIES

DEADLINE

Deadline to submit your complete proposal. Proposals should be sent to the attention of the ISVCA President, Dr. Linda Cendales, at the ISVCA Secretariat address This email address is being protected from spambots. You need JavaScript enabled to view it. . The ISVCA Council may request additional information and/or documentation in support of host city’s proposal.

May 15th, 2016

Presentations in person or by Skype to the ISVCA Council of the complete proposal.

June 2016

Final selection of the bid to host 2019 Congress of the IRTA. The IRTA Council will review and determine the winning city.

Fall 2016

Proposals should be forwarded to Sondra Livingston (This email address is being protected from spambots. You need JavaScript enabled to view it. ) with attention to Professor Linda Cendales by May 15th, 2016. Presentations in person or via Skype of the bid to the ISVCA Council should be completed in June of 2016. The final selection of the bid to host 2019 Congress will be informed in early fall 2016. All proposals should contain the following information along with all aforementioned requirements mentioned in this document:

  • Contact information and brief description of host organization
  • Full contact list of proposed committee members and Local Organizing Committee
  • Local Organizing Committee internal structure

  Click here to download ISVCA 2019 Congress Budget template

International Society for Vascularized Composite Allotransplantation
c/o The Transplantation Society
505 Boulevard René-Lévesque West, Suite 1401
Montreal, QC, Canada H2Z 1Y7
T. +1.514.874.1717 ext. 205
F. +1.514.874.1716
This email address is being protected from spambots. You need JavaScript enabled to view it.