OPERATING PROCEDURE:

OP14 Rev 3

SUBJECT: SELECTION, PREPARATION AND ORGANISATION OF
WORLD CONFERENCE
Issue/Draft
Rev. 31.

Date
14 June 2018

Details
Version agreed tocorrespond to v4 of theConstitution following
Organisation Review
2015-2017

Status/Approval
Approved by postal
ballot 31 October 2017and implemented
14 June 2018

Scope
This Operating Procedure sets out procedures and guidelines for theselection, preparation and organisation of the World Conference
WCNDT to complement the guidance in the ICNDT Constitution.

2.

Selection of host
1. The selection of the host for the (x+1)th conference takes place at the(x-1)th WCNDT conference, i.e. eight years before the event.
2. At least nine months before the (x-1)th conference, the ICNDTExecutive announces a call for proposals, with a deadline of 3 months
for responses. Bidders will be reminded that that they will be asked topresent their proposals at the 1st General Assembly at the (x-1)thconference and that bids can come from the floor at that meeting.
3. Proposals will be presented at the 1st General Assembly at the (x-1)thconference. Bidders are invited to present their proposals forcomplimentary attendance for ICNDT members and Officers, booths
for NDT Societies and Regions, anticipated donations etc.
4. Voting will take place at the 2nd General Assembly. In the event of
more than two bidders there will be a series of votes with the bidderwith lowest votes eliminated until one bidder has more than half of theeligible votes cast.

Secretariat: The British Institute of NDT, Midsummer House, Riverside Way, Bedford Road,
Northampton NN1 5NX UK
Tel: +44 1604 438300 Fax: +44 1604 438301 Email: gensec@icndt.org
The ICNDT is registered as a legalised Association with its seat in Vienna, Austria.
ICNDT Registered Office: 1230 VIENNA, Deutschstraße 10
Chair: S K Babu Email: chairman@icndt.org

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3.

Advisory Committee
A World Conference Advisory Committee shall be formed by theselected Conference host Member Society and shall consist of theWorld Conference President, the Conference Secretary, the Immediate
Past World Conference President, the ICNDT General Secretary, theICNDT Chair and preferably one or two other members who may befrom the host country or from member societies from other countries.
It is suggested that, in addition to the Immediate Past World
Conference President, another member of a former World Conference
Organising Committee be a member of the Committee in order tobenefit from past experience and to help maintain continuity between
Conferences.
The functions of the Committee shall be:• to provide advice on the organisation of the forthcoming
Conference;• to arrange the ICNDT meetings during the conference;• to report on Conference progress and activities to ICNDTChairman, General Secretary, Executive Committee as well as
the ICNDT Advisory Committee.

4.

Conference Proceedings
The conference host is required by ICNDT to arrange the publication ofthe conference proceedings in accordance with ICNDT Operatingprocedure OP 29.

5.

Preparations
1. Summary Timetable1.1. Promotion for (x+1)th WCNDT starts at the xth WCNDT (anearlier start is not appropriate because all activities must focus
on the success of the current xth WCNDT).
1.2. Recommended timetable Conference Organisation (see Annex1)
1.3. Recommended timetable Exhibition Organisation (see Annex 2)
1.4. Recommended calculation (see Annex 3 - calculation is basedon experience and may vary depending on the country,organisation and location).
2. The WCNDT organiser should follow the recommended timetable
for the conference organisation (see Annex 1) or otherwise agree
modifications with the ICNDT Executive committee.
3. The WCNDT organiser should follow the recommended timetable
for the organisation of the Exhibition associated with the Worldconference (see Annex 2) or otherwise agree modifications with theICNDT Executive committee.

OP14 Rev 32

4. The WCNDT organiser is recommended to use the calculator/spreadsheet (see Annex 3) as a basis for budgeting in order toallow comparison/cross-checking with previous conferences.
5. Notwithstanding the above, full financial responsibility for the World
Conference remains with the Organiser.

OP14 Rev 33

ANNEX 1

Timetable for Preparation and Organisation of WCNDT Conference(Based on a start of the conference October 1st)year of the Xth WCNDTPresentation of the conference venue, city and logo at the Xth WCNDT
Printing of the first brochure of the WCNDTDistribute first information’s through the national societies
year + 1 of the Xth WCNDT(if not already done)

Check of the rooms and halls for lectures, exhibition, poster show, reception, etc. at theconference venue, including rooms for ICNDT meetings which will normally include
full GAs the day before the opening ceremony and on the penultimate day of theconference.
Definition of the terms for sponsorship
1st printing and distribution of the Call for Sponsorshipyear + 2 of the Xth WCNDT
2nd Printing and distribution of the Call for Sponsorship
Check-up of the contingents of the hotels
Middle year

Printing and distribution of posters, First Announcement, Call for participation in theexhibition
Setting up the website for the (X+1)th WCNDTEnd of the year

1st meeting of the programme committee, definition of the general conditions for oral andposter presentations, nomination of the Scientific Committee

End of the year

Preparing of the 2nd Announcement and Call for Papers

End of the year

Request of participation to the nominated members of the Scientific Committee

year + 3 of the Xth WCNDT
first quarter

Request national societies (per email) for ordering the 2nd Announcement (number).
Request national societies (per email) about their additional possibilities to promote the(X+1)th WCNDT

end of the first quarter

Printing of the 2nd Announcement and Call for Papers including participants registration
form and forms for hotel reservation

end of the second quarter Distribute 2nd Announcement
Publication of the 2nd Announcement on the Internet
Publication of first Press release
October 1stDeadline for paper submission and sending the abstract

following

Preparing the 2nd meeting of the Programme/Scientific Committee
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end of October

2nd meeting of the Programme/Scientific Committee, viewing all paper submissions,decision about their acceptability

end of the year

Information sent to authors about the acceptance of their papers

year + 4 of the Xth WCNDT / year of the (X+1)th WCNDTFebruary 28th

Deadline for registration of the authors and payment, including deadline for early bird
registrations!

March 1st

3rd meeting of the Programme Committee

MarchRequest national societies (per email) for ordering the programmes (number)March/April

Preparing and printing of the final programme incl. participation registration form andforms for hotel reservation; Publication on the Internet
Publication of second Press release

April/May

Distribute the final programme

May 15th

Deadline for Papers

July

Preparing and printing of the booklet with the abstracts and/or a CD-ROM for theAbstracts

July 15thDeadline for registration of participants

AugustPreparing the CD-ROM with the proceedings

August/September

Check-up and clarifying last questions regarding catering, technique, Conference Dinner,
reception, special sessions, excursion programme, registration on-site, etc.

August/September

Preparation of the conference(documents for participation, conference bags, badges, information’s about excursions,brochures with a lot of useful information about Venue and City, etc.)

Beginning of September

Sending the confirmation of participation to the registered participants per email(including information about opening of the conference secretariat, address of theconference venue etc.)
final preparations

October 1stOpening

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ANNEX 2

Timetable for Preparation and Organisation of WCNDT Exhibition(Assuming start of the exhibition October 1st)year of the Xth WCNDTPresentation of the conference venue, city and logo at the Xth WCNDT
year + 1 of the Xth WCNDT
first half of the year

Preparing and printing of the first brochure for exhibitors

second half of the year send brochure to members of the national society and to other companies
year + 2 of the Xth WCNDTJanuary

Preparation of exhibitor manual (incl. general conditions etc.)

SummerPrinting of exhibitor manual

2nd half of the year

send manual and contract to exhibitors, ask for company profiles for exhibitor catalogue

SummerAsk all exhibitors if they want to add an advertisement in the exhibitor catalogue

year + 3 of the Xth WCNDT
DecemberDeadline for advertisements in the exhibitor catalogue

year + 4 of the Xth WCNDT / year of the (X+1)th WCNDTFebruary - August

Preparing exhibitor catalogue

April

Contact all exhibitors to confirm/update their profile

AugustPrinting Exhibitor catalogue

October 1st

Opening of the exhibition

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Calculation(may vary depending on country, organisation and location)
Expenditures (100%)
Fees/Rents

Typical Percentage- conference venue

20% - 30%

- technical support
Exhibition- construction

10%

Labour Costs- personnel

20% - 25%

- honorarium
Advertisement- prints, brochures- promotion

15% - 20%

Catering
Social events

10%- welcome reception

10% - 15%- conference dinner- etc.
Sum Expenditureadditional calculated surplus

100%
5% - 10% of expenditures

Must be covered by the earnings
EEarnings(100%)
registration fees

-Percentage

depending on estimated
30% - 50%
number of participants (It is
the decision of theorganisers whether to allow
free registration for
representatives attending
the ICNDT General
Assembly. Normally it isrecommended to limit thisto one per
ICNDTmemberplus
members of the IEC.)

Exhibitors fees

- depending on number of exhibitors

30% - 50%

Advertisements- e.g. in brochures and proceedings,
catalogue

10% - 15%

Sponsorship

15% - 25%

OP14 Rev 37