WMA_Council_Session_Planning__v2012_

WMA Council Session Planning
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WMA Constituent Member Notes
Person in charge Secretary General Assign Senior staff
Registration Responsible for whole process Being informed
Promotion Mailing social program (incl. tour) Introduction DVD (host city & venue) and leaflet At the General Assembly when the decision will be taken
and if selected at the GA the year before. (Persentation
must not exceed 5 min.)
Hotel Signing contract
– guest rooms
– Council meeting room
– secretariat office
– press room
– catering services
Providing advice Need quotations from at least 2-3 hotels (for the details of
requirements, see the last part of this document). Should
be done about a year before (at least 10 month).
Hotel reservation Responsible for whole process Being informed via either hotel reserviation site or the WMA Secretariat
Interpreters Contact interpreters Providing advice might need one or two local interpreters
Equipment for
interpretation
Signing contract, if necessary Providing advice
Office equipment Signing contract, if necessary Providing advice
Miscellaneous – Bring table cloths/pop-up stands with
WMA logo
– Producing copies of official documents
– Name badges
– Seating arrangement for meeting and
dinner
– Table name plates for meeting and dinner
Providing assists
General principle
Registration 200 Euros: Advisors, Associate Members,
Observers
100 Euros: Accompanying persons
Exempted: Council members, Officers,
Officials, International guests (upon
invitation)
Registration fee can be adjusted by the WMA.
Interpreters English, French, Spanish
– travel costs
– per diem
* Japanese will be covered by JMA.
Equipment for
interpretation
Rental Charge
– booths
– microphones
– technician
Office equipment Rental Charge
– photocopier
Providing advice
Expenses related
Administration related
It has been agreed by the Council that the host medical association will cover all costs exceeding those of previous Council Sessions in Divonne. The
principle when the Council decided that we have the Council meeting in other cities every two years, was that the cost should not be excessive from the
cost that the WMA paid in Divonne, which was constantly around 125,000 Euros at that time. Therefore the host NMA will be asked to pay the excessive
amount from the toal expense of pervious council meeting in Divonne, which is around 125,000 Euros. This amount has been adjusted upto 140,000
Euros in consideration of increased number of council members and inflations.
WMA Council Session Planning
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WMA Constituent Member Notes
Purchase
– stationery
Attending council
members, officials, staff
– travel costs
– hotel costs
– per diem
Banquet, etc. Welcome reception (1st day) – Music, if wished
– centrepieces (optional)
Council dinner & cocktails (2nd day)
Bankquet – Gala dinner (3rd day, optional)
Tour City tour for all participants (post Council, optional)
Others Local hired personnel, if neccesary Extra manpower
updated 08.02.12
Sunny Park