INTRODUCTION

These guidelines have been prepared with two aims in mind:

• to supply national organisations that are considering hosting an international IAML conference with information and advice about the work and costs involved; and
• to assist IAML officers (and those of associations meeting jointly with IAML) and local organisers in the planning of an actual conference.

The guidelines are not definitive, as local conditions will vary, but they aim to provide a general framework.

While it will be useful to the IAML Board and Council in evaluating an invitation to have as much information as possible about costs, type of accommodation, meeting site, etc., it is understood that this information is not always available as far in advance as an initial invitation. However, any national branch that extends an invitation is expected to be able to comply with the majority of the following instructions, and with all that are stated to be "musts".

1. GENERAL

IAML meets once a year; every third year the meeting becomes a congress, at which the IAML General Assembly¹ (comprising all IAML members) takes place, and the newly elected Board takes office. The voting for the new Board takes place prior to the Congress. The conferences/congresses may be held jointly with other national or international associations. Should this happen, members of the different associations involved may take part in any of the sessions, except for those designated 'closed' (usually meetings of Commissions Mixte, and occasionally working groups). In the following text, "(etc.)" used as a suffix after 'IAML' refers to other participating associations.

If IAML does meet with another association, this must be clearly stated in any conference documents, such as the preliminary and official programmes, registration forms, posters, etc.

The conferences are held at the invitation of a national organisation, usually a national branch of IAML. The IAML Council must approve the location and dates of the conference, so it is advisable to discuss proposed dates with the IAML Secretary General (SG) beforehand. The host organisation is responsible for obtaining funding for the conference, with a few exceptions noted below (see Finances) including Outreach.

The conferences are organised by the SG of IAML, the IAML Programme Committee, and the local organising committee. In the case of a joint conference, this latter group should include representatives of all associations involved.

The conferences are open to all interested parties, not just IAML members (etc.). The SG will inform the organising committee if there are any other associations to whom it might be useful to issue invitations. A higher conference fee is normally charged for non-members, though exceptions may be made for invited speakers who are not members (see Conference fees).

2. DATE AND DURATION

The conferences should be held preferably sometime during July and August, though local conditions may dictate otherwise, e.g. weather conditions, availability of facilities and accommodations. Other than in exceptional circumstances, the interval between two conferences should not be less than ten (10) months. Ideally, the dates should not clash with those of IFLA.

The conferences normally last for one week. The working sessions extend from Monday morning until Friday afternoon. The official Opening Session is traditionally held on the Sunday evening, and the Closing Session last thing on Friday afternoon, followed by the Farewell Dinner. The Board of IAML meets on the Saturday preceding the conference, and the IAML Council meets all day Sunday. If possible, it is useful if the conference office can be open from Saturday afternoon onwards, to accommodate early arrivals, but it is appreciated that this may not be possible.

There may be half-day excursions during the week, usually on the Wednesday afternoon, and post-conference tours, which may vary from half a day to several days. It is advisable to have at least one evening during the week free of organised events, e.g., concerts, receptions, etc.

3. PROGRAMME RESPONSIBILITY

Programme responsibility is divided between the participating associations and the local organising committee, as follows:

• IAML (etc.): Working sessions
• Local organisers: Meeting accommodation, equipment, social events

The local organisers receive the draft programme for the working sessions at various intervals from the IAML SG. This should be coordinated with the programme for any other participating associations, which should be done by the IAML Programme Committee and the IAML SG. The local organisers may, if they wish, organise a plenary session, probably on some aspect of the music of their country. This should be done in consultation with the IAML Programme Committee. The local committee may not make any changes to the professional programme without prior consultation with the IAML Programme Committee, or the IAML SG.

Hours for the working sessions, Monday through Friday, are:

• 09:00 - 10:30
• Coffee break
• 11:00 - 12:30
• Lunch break
• 14:00 - 15:30
• Coffee break
• 16:00 - 17:30

Some modifications may be made on the day of the half-day excursions, and to accommodate the Closing Session and the General Assembly, if required. This would be arranged in consultation with the IAML SG. Coffee, tea, and soft drinks should be provided during the morning and afternoon breaks.

The social programme (concerts, receptions, excursions) is the responsibility of the local organizers. Visits to local libraries may also be arranged. Separate modest excursion programmes for accompanying persons have sometimes been arranged, but are not compulsory.

4. TIMETABLE

As many members of the local organising committee should meet with the IAML SG at the preceding conference (a year in advance) in order to discuss the schedule of activities, deadlines for mailings and for the receipt of information about the programme and technical equipment. The time limits are as follows:

• Month 8 before the conference or earlier: the organising committee reports the time of all social events that might affect the working sessions of IAML to the IAML SG.
• Month 7 before the conference: the final draft of the preliminary programme is sent to the organising committee by the IAML SG.
• Month 6 before the conference: the brochure for the conference, which should include the preliminary programme, and registration forms, should be mailed out to all IAML members. IAML Chairs should be asked for the names and addresses of any speakers who are not IAML members, who should also be sent this information. In the case of joint conferences, participating associations are responsible for mailing out this information to their own members.

The brochure and accompanying matter should be in English, French and German², though the preliminary programme may be in English only. A set of address labels may be obtained from the IAML Treasurer, who can also advise on the number of brochures required. About fifty (50) extra copies should be printed. Postage (air mail for overseas) and envelopes are paid for by the local organisers.

The brochure should contain general information about the conference, including all tours, registration, payments, cancellations, accommodation, etc. Participants should be advised, if necessary, to check if they will require a visa. A map of the location should be included, indicating the conference location, and local information provided regarding weather, expected temperatures, facilities for changing and obtaining money, local transportation systems if necessary. Directions should be provided as to how to reach the town or city centre from the airport, train station, harbour, etc., and the approximate cost of transportation (airport bus, bus, metro, taxi). The address, email, telephone and fax numbers of the conference organisers should be provided. A single, reliable email contact address is advisable for dealing with all conference matters.

Conference web sites are usually put up nowadays, which contain all the above details. The location and time of the opening session should be indicated, as some participants may be going straight there on arrival. Please note that email addresses of delegates should not be displayed on the website, even though they should (with permission) be included with the printed list of delegates supplied with the conference bags.

The IAML SG will ask the local organisers for their deadline for the text of the final programme.

The official printed programme must be in English, French and German. Translation is the responsibility of the local organisers. Titles of papers should not be translated, and should be supplied in the language in which the paper will be given.

Deadlines for the submission of registration and accommodation forms, and conditions governing the payment of the conference fee and any hotel deposits are set by the local organisers. The organisers should be aware that these may not be observed, and be prepared to deal with last-minute registrants and requests for changes.

5. LOCATION

Local organisers should try to use a location that is easily accessible to international travellers. Normally a smaller place might be preferable, so that it is easy for participants to navigate. If a large metropolis is chosen, then it is advisable to select one with a good local transportation system. Inquire about the availability of special bus or metro passes for visitors. It is important that either at least one member of the national branch lives in the selected location, or, if not, that it is familiar to the organising committee, and near enough for one (or more) to visit on a regular basis, to keep track of local arrangements.

The most important requirements for the building in which to meet are the adequate number of rooms of appropriate size, and access to technical equipment. Also important is the cost of using the accommodation. A conservatory, university, or library is usually the most reasonable; hotels or conference centres tend to be more expensive, but sometimes these may be the only suitable option. The important thing is to try not to make the conference fee too high.

The general estimate of the number and size of rooms required for IAML only is as follows:

• One (1) room seating at least ca. 350 persons for the General Assembly (if there is one), the Closing session, and any plenary sessions. The Opening session will require a location large enough to accommodate all participants and accompanying persons, plus any local invited dignitaries.
• Two (2) rooms seating ca. 90-100 persons.
• Two (2) rooms seating ca. 40-60 persons.
• A suitable communal area where coffee etc. can be served. This could be in an adjacent building, but, not too far away.
• Room for working lunches, if possible (see Eating facilities for details).
• Space for exhibits, both professional and commercial.
• If IAML is meeting with another association, then additional rooms will be required. The size and number will depend upon the requirements of that association.

The following technical equipment should be available if required: (* = essential)

• * Photocopier
• Flipcharts
• Black or white boards
• DAT recorder
• Cassette recorder
• CD player
• * Overhead projectors (ideally one per room)
• Slide projector
• Video cassette player (preferable with PAL+SECAM+NTSC, plus screen or data projector)
• * PCs with data projector and screen, CD-ROM drive
• * PCs with Internet connection
• * Email facilities (minimum of 4 terminals)
• * Adequate public address system and podium for Council meetings, Closing session, and General Assembly
• * Cassette recording equipment for Council and General Assembly sessions.
• Microphones in large rooms
• PC with printer for Board use
• * Fax in conference office

The IAML SG will provide details of equipment required for specific sessions.

The conference office should be centrally located, easy to find, and clearly indicated. Access to email, fax and telephones should be available for conference delegates.

6. ACCOMMODATION

If possible, accommodation should be within walking distance of the conference site, though in larger cities, local transport may be necessary. If this is the case, please provide good directions. A range of accommodation rates should be offered, including modestly priced rooms, such as university residences, if possible. If making block bookings in large hotels, make sure that a good proportion of the rooms are singles. If a special conference rate is negotiated, be sure to say whether or not this rate will be available before and after the conference, for the benefit of those arriving early, or staying on afterwards. In larger European cities, where it will be more economical to use a number of smaller hotels, the local organisers will probably find it useful to use the services of a travel agency. In their own best interests, they should do their best to ensure that such an agency is reliable, and will select appropriate accommodation. Payment for accommodation in advance, with the exception of some kind of deposit, should not be expected, unless there is no way that this can be avoided. Confirmation of accommodation should be sent out, by the hotels, travel agency, or local organisers, as appropriate.

7. FINANCES

As many participants pay some, or all of their travel, accommodation and conference costs out of their own pockets, it is essential that expenses are kept to a moderate level, as far as possible.

a) Number of participants

This is one of the most crucial factors in planning the conference, and also one of the most difficult to predict. In a European location, a minimum of 250 should be assumed, however, as many as 400 have attended some recent meetings, though these have been held jointly with other groups. Local organisers are advised to budget for a lower attendance, but be prepared to deal with a larger one, although this is difficult to do.

b) Budget

Some copies of budgets from previous conferences are available, however, these may not be all that helpful, as costs and conditions can vary enormously from country to country, as can the amount of funding available.

The following is an indication of the main items for which funds may be required:

• Printing of the conference brochure, preliminary programme, registration and accommodation forms.
• Mailing of the above (air mail for overseas).
• Translation of the above into the three official languages.
• Printing and translation of the official programme.
• Printing of invitations, tickets, concert programmes, list of participants, etc.
• Rent for meeting rooms, equipment, telephone, fax etc.
• Costs of photocopying for participants.
• Folder/bag for conference materials.
• Receptions, if not sponsored, including the opening session.
• Tea, coffee etc. for breaks, if not sponsored.
• Transportation to/from events, if required³.
• Mid-week excursions.

Concerts (if not sponsored),and the Farewell Dinner can be charged at cost. Note that not all participants will attend the Dinner.

There are two main sources of conference funding; the conference fees and money from sources within the host country itself, such as government grants, donations from institutions, or sponsorship. Latterly there has been less and less money available from these sources in general, though it is always a good idea to take a look at agencies in your country that give grants to the arts and humanities. Additional possible sources are: advertising in the printed programme, rent of exhibit space, donations in kind (pens, pencils, paper, etc.), and local organisations can sometimes be persuaded to underwrite some specific expenses wholly or partially, if they receive suitable acknowledgement. The names of all donors and local hosts and contributors should be listed in the printed programme. Voluntary donations to IAML Outreach may be requested, but these should be targeted specifically for that purpose.

Occasionally it has been possible for local organisers to obtain funds to enable IAML members from certain other countries to attend a conference, such as via Unesco. This is something that should be discussed with the IAML Outreach Committee.

c) Conference/registration Fee

This should be kept at a moderate level, if at all possible, though with the reduction in the amount of additional monies available, it is becoming necessary to have more and more items covered by the registration fee. In recent years, the fee has been in the region of € 165-190, or equivalent. The fee for accompanying persons can be about half the amount, and should serve to cover the costs of social events that they will attend. It is anticipated that they will not be attending the working sessions. The President, Secretary General and Treasurer are not required to pay the registration fee. Speakers who are members of IAML (etc.) are required to pay the fee. Speakers who are not members of IAML (etc.), who are usually invited, are not expected to pay the single day registration fee, as IAML does not give honoraria for speakers. It is anticipated that most speakers of this nature would only be attending for the day of their session. If a speaker who is not a IAML member wishes to attend the conference on other days, then a registration fee is payable by that speaker for those additional days. All attendees should be expected to pay for the Farewell Dinner.

Participants who are not IAML (etc.) members (with the exception of invited speakers as defined above) may be charged a higher registration fee; there is also usually a higher fee for those registering after a given date. This is to encourage people to register early so that the local organisers can get a feel as soon as possible for what the total attendance will be. Local organisers may have a daily rate, but it is recommended that this only be made available for a maximum of two days. The various rates and dates for payment should be laid out clearly in the registration form.

Refunds, or partial refunds should be available for monies paid in advance, if a participant has to cancel. The form should also state the final date after which a refund is not available, except in special circumstances, such as sudden illness, or a death. This would be at the discretion of the national branch. All refunds should be the responsibility of the organising committee.

d) Payment of fees and other expenses

All fees and other expenses (e.g. accommodation costs, tours, Farewell Dinner, concerts) MUST be clearly stated in the registration form, as well as details of how payment may be made. As previously mentioned under Accommodation, payment of accommodation costs in advance should be avoided. If this is not possible, then the option to pay by credit card must be offered. In general all fees should be set in the local currency, except where this is not possible, i.e. the currency is not a hard currency. It should be made quite clear in what currency payment should be made. Possible options for payment are:

• International money order
• Bank draft
• Electronic transfer
• Credit card via a secure site
  

If any payment option is NOT acceptable, state this clearly, e.g. some countries do not wish to deal with international money orders, as they are charged large sums to deposit them. For electronic transfer, provide details of the bank to which payment should be made, and the transit number/sort code, and specify what details should be given by the participant. The easiest and most convenient method these days is credit card, and local organisers are encouraged to use this if at all possible. Receipts should be provided for all monies paid, and can be given to participants when they register. If the payment of any participant incurs bank charges for the national branch, they may bill the participant for these charges.

It is unacceptable for a national branch, or a travel agency nominated by that branch, to deviate substantially from conditions and amounts of payment already specified in the conference brochure. If use is made of a travel agency for all or part of the conference arrangements, then the national branch should establish a clear agreement with them at the start that is acceptable to both parties.

8. INDIVIDUAL PROGRAM ITEMS

a) Opening Session

The official opening session usually consists of welcoming speeches by national, regional, and/or local officials, the branch president and/or chair of the local organising committee, and the president(s) of the Association(s) taking part. These should not be full blown lectures, but a few words of welcome to the participants. The session may include music, but if it does, this should be kept fairly brief; it is inadvisable to have a full-scale concert. The session is normally followed by a reception.

b) Receptions

If possible, one additional reception should be provided. It is useful if there can be some indication as to the type of reception, e.g. buffet reception, to give some indication as to whether or not participants will need to find dinner afterwards. If only one large-scale reception can be managed, then it is preferable that this be the one after the opening session. Please ensure that the dietary needs of all delegates are catered for.

c) Farewell Dinner

It is essential that as many participants as possible can participate in this event, so try not to make the costs too high. Local organisers should liaise with the Outreach Committee about possibility of subsidising outreach recipients. If possible, wine should be provided for dinner, even if it is only a limited amount. Pre-dinner drinks are welcome, but if this is not financially feasible, then a cash bar might be provided for this purpose, and also for participants to purchase additional wine for dinner, etc. Please ensure that the dietary needs of all delegates are catered for.

d) Music/concerts

When planning concerts and other musical and social events, it should be remembered that if IAML is meeting with another association, these should be of appeal to all participants, particularly if the costs are included in the registration fee.

e) Mid-week excursions

Mid-week half-day excursions should be arranged if possible, as they provide a break during a busy week, and offer the opportunity to meet other participants socially, and to see something of the local area. The cost should be for the most part covered by the registration fee. Local organisers may offer just one option, or several, depending upon the location. If several options are offered, then four is probably the maximum that is manageable. If a choice is offered, then ask participants to indicate their preferences, in case numbers are limited for any of the options.

If any excursions extend into the evening, then it should be clearly stated what arrangements there are for eating, and whether the charge for this is covered, or participants are expected to pay for themselves, and if so, how much. Excursions should take place ideally on the Wednesday, but could be on another day if there is some special reason for this. Venues can be wholly touristic, or can be visits to libraries, archives, or places of professional interest. However, remember that not all participants will be music librarians, and that accompanying persons will be taking part too.

f) Post-conference excursions

Post conference excursions, which are optional, may be arranged, and charged to participants at cost. If such excursions are offered, full details should be provided in the brochure as to dates, duration and costs, so that participants can make their travel plans accordingly. It is advisable not to offer too many choices, that they are not too expensive, or too long in duration (one to two days is probably best). Accept payment for tours only when you are certain that the tours will take place. If it is necessary to cancel an excursion for any reason, inform those who have signed up for it immediately, in case it affects their travel plans. As an alternative local organisers may wish to direct those interested in such excursions to a local travel agency. If you do, make sure the agency is a reliable one.

9. PRACTICAL HINTS

a) Confirmation of registration

An acknowledgement of the receipt of registration forms and advance payments is essential. This can probably be done by email for most participants.

b) Official (final) Program

See Timetable for language specifications. The programme should include a map of the conference building(s), indicating the location of all the meeting rooms, exhibits, coffee breaks, etc. All local information as mentioned in the brochure should be included, and departure times and places for mid-week and post-conference tours. The layout and printing style is a matter for the local organisers, but note that even if a specially designed conference logo is included, the official IAML logo design should also be used (see here for a selection of logos). The programme may include advertisements and logos of other organizations.

c) Room allocations

The local organisers are responsible for allocating rooms for the different sessions. The IAML SG can advise as to the estimated number of participants for each session.

d) Abstracts

Local organisers may undertake to collect abstracts of papers to be presented, and to make these available to participants. The IAML SG and session chairs should be informed of the deadline for submitting these. They may be inserted in the conference kit, made available at the individual sessions, or from the conference office on request.

e) Conference folders/bags and contents

The containers may take the form of a bag, or folder, to hold the conference materials. This is a possible item for which to obtain sponsorship. It should contain the official programme, receipts for monies received, invitations and tickets for receptions, concerts and other events (it is a good idea to put the latter two items in an envelope bearing the participant's name), a pad of paper, pen or pencil, list of participants, a city plan, a city guide if possible. These can often be obtained free from municipal offices. Sometimes a sponsor can be persuaded to donate a gift of some kind (score, CD, book). A bag and contents should also be provided for accompanying persons.

f) Badges

Name badges should include the participant's name, without titles (such as Dr, Miss, Mr), and institution, with city. The lettering should be large enough to be legible at speaking distance. Conference organisers should wear badges of a different colour, or with some distinguishing mark. This can also be done for those such as first time attendees, IAML officers and exhibitors.

g) List of Participants

This should be in two sections. The first should be arranged alphabetically by surname, giving country, institution. Email addresses should also be included, but only if the delegate has authorized you to do so on the registration form. The second should be arranged by country, listing names and institutions. The terminology of countries should follow that of the national branch concerned, e.g. United Kingdom, not Great Britain, or England.
Registered accompanying persons should be included in the list of participants.

h) Exhibits

Space should be provided for exhibitors (publishers of music materials, etc.). If possible, it is useful to have coffee breaks in this area, or have it adjacent to where coffee is served. No charge may be made for exhibits of IAML material. Commercial firms may be charged at the local organisers' discretion.

i) Conference notice board

This should be centrally located, and used to indicate programme changes, location changes, departure times and places for excursions, posting personal messages, visits to local libraries and other institutions, informal meetings, etc. It is useful to have both a cork board to stick things on, and a black or whiteboard to write things on.

j) Conference office

The conference office should be in a central location, well signposted, and staffed, as far as possible, throughout the conference. Its purpose is to provide general information and assistance to participants about just about anything.

k) Photocopying

Photocopying facilities should be available in or near the conference office, preferably free of charge, for conference papers. There may be some big jobs to do, if copies of documents for the Council or for all participants are required.

l) Eating facilities

A short list of recommended restaurants/cafés is useful to have in the conference kit, especially inexpensive places nearby for lunch. When choosing a conference site, the proximity of such places should be borne in mind. It is not acceptable to make charges for lunch compulsory.

There will be working lunches held during the week for various groups, e.g. Programme Committee, planning lunch for the next year's conference, etc. As it is difficult to conduct a meaningful meeting in a restaurant, it is helpful if the local organisers can arrange to have lunches provided somewhere on the site, e.g. sandwiches, cold buffet, (nothing fancy), or, if cafeteria facilities are available, a room where participants can gather after collecting their food. The costs for any food brought in will be paid by the participants. If the local organisers have to pay anything in advance, they will be reimbursed for the full amount.

Please remember the dietary needs of delegates and ensure that there are options for vegetarian, vegan and other meals specified in the registration form.

m) Professional conference organisers

Many local organisers will consider the use of a travel agency or professional conference organiser to assist with all or part of the conference. While recognising that the organisation of a IAML conference is a huge amount of work, we do advise using caution if following this route. Past experience has shown that, on occasions, this has led to considerable extra work, additional expense, and even loss of money for both delegates and local organisers, so it is advisable to check out the performance and credentials of such an organisation if their use is envisaged. For more detailed information on this point, consult with the IAML SG. Some national branches have received advice and assistance from their municipal bureau of tourism, which should be safe enough.

n) IAML policy on support for outside speakers

Funding for outside speakers to help support travel and lodging is not normally offered by IAML. However, funds may be made available to support these expenses for non-IAML members who are speaking or giving a paper at the annual conference/congress. Such speakers should be considered an expert in the field on which they will speak, and be outside the profession of music librarianship. All IAML members who speak or give papers at the conference/congress are not eligible for such support.

As such, the IAML Board will set aside an amount each year to help support travel and lodging expenses for non-IAML members who will speak or give a paper at the annual conference/congress, and who reside outside the country organising the conference/congress. The IAML Programme Committee will oversee the distribution of this money, and the awarding of such funding will be at its discretion. The deadline to request travel support for outside speakers will be 1 March of each year. A list of potential outside speakers should be sent to both the local organizing committee, the chair of the Programme Committee, and the Secretary General, with an outline of potential expenses that need to be covered. Upon receipt, these requests will either be fully or partially funded depending on availability of budget.

Official invitations will be sent to outside speakers after the Programme Committee has finalised the conference programme. Such invitations will confirm the date and time of the presentation, and the total amount of support for travel/accommodation expenses made available by the Programme Committee. The committee chair may not offer travel support to outside speakers until the Programme Committee has finalised the annual conference programme. No honorarium will be offered in addition to this support.

o) Outreach funding

Please consult with the IAML Outreach Committee.

 

May 2005
(last update february 2006)

Notes:

1 Note that General Assemblies may take place more frequently than every three years, should circumstances require it.

2 If necessary, the local organisers can ask the IAML SG for advice in finding translation assistance.

3 Note that it takes at least ten (10) minutes to fill or empty a bus, and that there will be latecomers.