Guidelines for organizers of Lipidforum seminars or symposia

The meeting is arranged by Lipidforum and the organizers, i.e. institute and/or company. Lipidforum and the organizers will share equally the profits from the meeting but Lipidforum will be responsible for any deficit at the conclusion of the meeting.

In case the organizers do not have within the institute or company the expertise to organize meetings it could be helpful to contact a travel agency (experienced in organizing conferences) to help with the arrangements.

The role of Organizing Committee:

• Responsible for arrangements and budgeting of the meeting. The Organizing Committee sets up a budget for the meeting including all expenses and income from registration fees and sponsors. The budget should be balanced and approved by the Board.
• Decide on the location of the meeting.
• Decide on social events.
• Contact a travel agent specialized in conferences if needed.
• Contact and provide sponsors.
• Arrange for Announcements.
• Determines the registration fee, including an abstract booklet, reception, coffee, lunches and a farewell dinner.
• Responsible for Program, Book of abstracts, list of registrants, etc.
• Arrangements for Meeting Proceedings if appropriate.

The role of Scientific Committee, if appointed,
or the Organizing Committee:

• Decide on the scientific and technical program.
• Selects and contacts invited speakers.

Practical arrangements by Organizing Committee or Travel Agent :

• Send out 1 st and 2 nd Announcement.
• Arrange for printing of Announcements, Book of Abstracts, List of registrants, Program, etc.
• Registration.
• Book a hotel, site of seminar, social events, etc.
• Hotel accommodation booking of the registrants and participants.
• Registration on site.
• General travel assistance and service to the participants.
• Arrange for social events.

Role of Secretary General:

• Provides general assistance and information for the organizers by serving on the Organizing Committee. Sends announcements to members regarding the meeting and posts the program and other information on the website. The Secretary informs Lipidforum members by e-mail.
• Posts information about Lipidforum student grants and Marcuse grants on the website..
• Posts reports from seminars (Lipidforum News, Inform, European Journal of Lipid and Fats Technology, etc.) on the web.
• Editing Proceedings (if appropriate).

Role of Board Members:

• Make decisions on strategic seminars, country, etc.
• Board members take the initiative to select suitable individuals to organize a meeting. They should be available to the organizers to help and take seat on Organizing or Scientific Committees if requested. The Board approves the proposed budget.
• Other Board members should be available, especially in relation to their specialized field.

Donors or sponsors of the meeting