For International and Regional Conferences

1.  General

1.1 Conferences should contribute to the following IVETA objectives:

  • To foster and promote professional linkages among international vocational educators and trainers.
  • To serve as a forum for sharing vocational education and training problems and solutions worldwide.
  • To assist in the further development of vocational education and training as an international enterprise.
  • To facilitate the worldwide dissemination of vocational education and training information.

1.2 Selection Process:

  • Potential hosts are invited to send a letter of intent expressing their interest to the IVETA Secretariat, if possible at least 18 months prior to the proposed date of the conference, to ensure adequate time for planning. The Secretariat will respond with information related to the schedule of upcoming conferences, the “Guidelines for IVETA’s International and Regional Conferences” and the “IVETA Conference Guideline Template.” The Secretariat will notify the Executive Committee that a letter of intent has been received.
  • If there is continued interest, the potential host will develop and present a written proposal using the IVETA Conference Guideline Template for consideration by the Association’s Executive Committee.
  • If the invitation and proposal are accepted by the Executive Committee, the host will work with an IVETA member designated as the “conference liaison” in the further development of the proposal and organization of the conference.

1.3 Conference venues will be selected on the basis of IVETA’s worldwide interests.

1.4 Where possible, conferences should not conflict with other similar activities in the region or with IVETA’s annual business meeting for members usually held in November each year.

1.5 Potential hosts are encouraged to combine an IVETA event with an existing event to maximise the potential to attract a viable number of attendees. Potential hosts should be aware that if they wish to propose a stand-alone IVETA event, they will need to plan for extensive marketing to generate a viable number of attendees from the host country. IVETA membership attendance may be limited due to the widely geographic dispersal of members.

2. Program Design

2.1 The conference organizer must submit a draft of the proposed program to the IVETA Executive Secretariat or designated conference liaison for comment and final approval by the IVETA Executive Committee.

2.2 The following elements are important considerations in program design:

  • Selection of a theme and topics in line with IVETA interests, mission and values
  • Variety of presentation and discussion formats e.g., keynote speeches, short presentations followed by discussion, panels and workshops
  • Presentations which reflect perspectives from different countries and regions
  • Requirement that speakers provide abstract and/or complete presentation in English to the program organizers prior to the conference date, and
  • Arrangements for Executive Committee meetings and IVETA’s annual business meeting for members.

3. Communications and Publicity

3.1 The official language of all IVETA conferences is English. Simultaneous translation into the language of the host country and other languages is encouraged.

3.2 The conference organizers will develop draft publicity and registration materials and present them to the IVETA Secretariat or designated liaison person for comment and approval at least ten months prior to the conference date for international conferences and 5 months for regional conferences

3.3 Final registration, promotional materials, and a program outline are due to the IVETA Secretariat at least eight months prior to an international conference and four months for regional conferences to ensure adequate time is available to provide the membership with this information and promote participation in the conference.

3.4 Confirmation of the conference registration and lodging reservations is to be one month prior to the conference made by the host organizing committee.

3.5 All media coverage in the host country is to be coordinated by the conference organizers.

4. Financial Arrangements

4.1 Conferences are to be self-supporting. IVETA accepts no responsibility for any expenditures related to the conference beyond a promotional mailing to IVETA members.

4.2 The registration fee will be set by the conference organizers and will include a discounted rate for IVETA members with the discount being at least equivalent to IVETA’s current individual membership dues. Registration materials must offer non-members the opportunity to join IVETA in order to qualify for the discounted registration fee.

4.3 Registration fees will go to the conference organizer for the operation of the conference. At the conclusion of the meeting, the conference organizer will make arrangements to transfer to the IVETA Executive Secretariat a percentage of the net profits, with the percentage to be negotiated during the conference proposal process. The percentage of net profits is payable to IVETA for use of the IVETA brand and for IVETA’s promotion of the conference to its members.

4.4 For international conferences, the conference organizer will waive the registration fee and will cover the costs of accommodation expenses and a return economy airfare for a minimum of five official IVETA representatives.    In relation to regional conferences while it is preferable that the conference organizer provides complimentary registration and return economy airfare and accommodation expenses for one to three IVETA Executive members, this may be waived by the Executive where it is considered this may create hardship for the hosts and undermine the viability of the conference.

5. Registration

5.1 All conference participants will pay the same registration fee, except as noted in 4.2, 5.2, and 5.3.

5.2 Host country participants’ registrations may be pro-rata-d on a daily basis, depending on the number of days they are at the conference.

5.3 The conference organizer will designate an individual who is responsible for all registration matters.

6. General Conference Operations

6.1 Wherever practical, a guest program will be organized.

6.2 If a trade show is organized in conjunction with the conference, it will be open to all international exhibitors.

6.3 The conference organizer is encouraged to arrange visits to exemplary training centres and industrial enterprises before, during, or after the conference.

6.4 The conference site and participant lodging are to be at the same location or within close proximity.

6.5 The conference organizer is encouraged to develop a “package” approach to registration (e.g., registration, housing, and special conference events) for one total amount/payment.

6.6 The conference organizer will provide office/support services, including secretarial, printing, communications, translators, and audiovisual equipment needed to assist presentations.

6.7 The host will make arrangements for emergency medical services, as may be required by the participants.

7.  At conclusion of the conference

7.1 As soon as practicable, but no later than 60 days, after the conclusion of the conference, the conference organizers will transfer to the IVETA Executive Secretariat:

  • the mailing, contact and e-mail addresses of all conference registrants, with new IVETA members separately identified
  • the percentage of the net profits referred to at 4.3 above; and
  • all membership fees paid by new IVETA members.

Adopted by the IVETA Executive Committee at Executive meeting 2 August 2017