WMA Council Session Planning (v2017)

WMA Council Session Planning
1
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 600 Euros: Advisors, Associate
Members, Observers
300 Euros: Accompanying
persons
Exempted: Council members,
Officers, Officials, International
guests (upon invitation)
Amounts in this table are for the council
session since April 2015. Registration fee
will be adjusted by the budget estimation
six months prior to the meeting.
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-les-Bains, France. 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 150,000 Euros in consideration of increased number of council
members and inflations.
WMA Council Session Planning
2
WMA Constituent Member Notes
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
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 05.05.17
Sunny Park