WMA Council Session Planning (v2024)

WMA Council Session Planning
1
WMA Constituent Member Notes
Person in charge Secretary General Assign Senior staff
Registration Responsible for whole process Being informed WMA needs onsite support from the NMA
staff a day before (and during) the meeting.
Promotion Mailing social program (incl.
tour)
Introduction Video (host city & venue)
and leaflet
At the Council Session when the decision
will be taken and if selected at the Council
Session a year before. (Persentation must
not exceed 5 min.)
Hotel Signing contract
– guest rooms
– Council meeting room
– 2 secretariat offices
– Workgroup pre-meeting 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 two years before ideally (at least a
year before). If necessary, the WMA will
proceed the site inspection and needs the
NMA’s support.
Hotel reservation Responsible for whole process Being informed via hotel reservation link with group code
Interpreters Contact interpreters Providing advice For the meetings in Latin America, the
WMA needs the NMA’s advice to find the
simultaneous interpreters for three WMA
official languages. In the other regions, the
WMA brings the team from Geneva, but
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 small pop-up stands with
WMA logo
– Name badges
– Seating arrangement for
meeting and dinner
– Table name plates for meeting
and dinner
General principle
Expenses related
Administration related
It has been agreed by the Council that the host medical association will cover all costs exceeding the cap amount
which is set at 180,000 Euros at the moment. (Increased due to the inflation and the increased number of council
members and ASCMs)
WMA Council Session Planning
2
WMA Constituent Member Notes
Registration 600-800 Euros: Advisors,
Associate Members,
Observers
300-400 Euros: Accompanying
persons
Exempted: Council members,
Officers, Officials, International
guests (upon invitation)
Registration fee will be adjusted by the
budget estimation six months prior to the
meeting.
Interpreters English, French, Spanish
– service fee
– travel costs
– per diem
* Japanese and Chinese will be covered by
JMA and ChMA respectively.
Equipment for
interpretation
Rental Charge
– booths
– microphones
– technician
Office equipment Purchase or rental
– stationery
– 2 printers
Providing advice
Attending council
members, officials,
staff
– travel costs
– hotel costs
– per diem
Per diem rate will be decided by Secretary
General.
Banquet and tour Welcome reception (1st day)
Council dinner & cocktails (2nd
day)
– Music, if wished
– centrepieces (optional)
Half day tour and informal dinner (3rd
day, optional)
Others Local hired personnel, if
neccesary
– Extra manpower
– Meeting banner (hanging banner of
pop-up stands)
– Photographer
updated 24.10.24
Sunny Park