WMA_General_Assembly_Planning__v2012_

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WMA ASSEMBLY PLANNING
The planning is required to begin functioning 1.5 to 2 years before the meeting. The logistical
planning of the meeting varies slightly from year to year, to allow for variations of staffing
within each host National Medical Association (NMA). For example, the WMA is responsible
for organizing the scientific session with input from the host NMA. Pending each host NMA,
a staff person may be appointed to liaise with the WMA. The degree to which the person
liaises may vary from host NMA. Generally, the informal planning committee is composed
of:
• WMA Secretariat Secretary General
• Host NMA Staff Representative from NMA secretariat or “professional affairs
area” to liaise with WMA regarding documents, etc.
• Scientific Program Contact Representative(s) of the host NMA secretariat, Secretary
General or their representative, other officials or staff as
required.
• Meeting Logistics Option: Host NMA staff responsible for managing all the
logistical aspects of the meeting including hotel liaison for hotel
negotiations, liaison for room set up with WMA Secretary
General. Staff person designated by the host NMA who serves
as point of contact for information regarding many suppliers
and to assist with logistics of host city and facility. Liaison with
WMA Secretary General and host NMA senior staff.
The host NMA may appoint their meeting planner or other staff
person to assist WMA with hotel negotiations and
recommendations for tour companies. It is advised that the host
NMA staff person attend a WMA meeting two years prior to
hosting the Assembly to observe logistics.
Major Policy decisions relative to the Assembly are referred to the WMA Secretary General.
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THE WMA RESPONSIBILITIES
• The registration process for all persons attending the Assembly.
• The operation of its own housing bureau. Therefore all hotel requirements are
coordinated by the WMA.
• Signing all contracts for which the WMA is fiscally responsible.
• The promotional mailings of the social program including the tour program.
• The organisation of the scientific program including all correspondence to speakers. (If
not agreed by the host association to take this over and to organize it in close
communication with the WMA secretariat.)
• All sponsorship issues in connection with the General Assembly. (If the responsibility for
organizing the Scientific Session is taken over by the host NMA, acquiring sponsorship
for the Scientific Session will be done by the host association in accordance with WMA
operating policies.)
EXPENSES
• WMA is responsible for the simultaneous interpretation equipment.
• WMA is responsible for securing interpreters and for payment for the interpreters’ fees. (3
official languages: English, French and Spanish). The Japanese Delegation provides its
own interpreters.
• WMA is responsible for transportation and hotel costs for the interpreters.
• WMA is responsible for any room rental fees for the Assembly and Council meetings and
secretariat office if not totally gratuitous through arrangements with hotel.
• WMA is responsible for office equipment for the WMA office and press office.
• WMA is responsible for all expenses associated with WMA Secretariat Staff including
travel.
• WMA is responsible for the meal for the Assembly Dinner and the cocktails before hand.
• WMA is responsible for fees associated with personnel: WMA Secretariat staff, and local
hired people if necessary (i.e. translation services and on site staffing in WMA office).
• WMA is responsible for any costs associated with the registration function (with the
exception of the delegate satchels). This can include tickets, badges.
• WMA is responsible for the costs associated with the provision of the tour program for the
spouse/companion.
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THE HOST NMA RESPONSIBILITIES
• Where necessary the host NMA will ensure the availability of Visas for delegates from all
Member Organizations.
• The function of the NMA is to provide advice. All contacts, contracts, budgeting and
management are provided by the WMA.
• Where appropriate, the host NMA may receive direction from the WMA to provide
contact and negotiations on behalf of the WMA for certain aspects, i.e. hotel negotiation,
audio-visual bids, interpretation bids.
• Providing the WMA Secretary General with suggestions for plans for a one and a half day
or a full day tour program for all delegates and a one half day program for spouses.
Tours are subject to WMA approval and within the WMA budget.
• Providing recommendations for other pre and post tour programs.
• Providing designated persons to liaise with the WMA Secretary General on an ongoing
basis for 8-12 months prior to the Assembly. Planning is completed by e-mail and/or
through teleconferences scheduled by the WMA.
• Providing advice on provincial or local governments with respect to the political
sensitivities, political invitations, financial sponsorships, tourist information, etc.
• Providing advice on local service companies for obtaining technical and offices equipment
or services such as printing, catering, transportation etc.
• Promoting the Assembly at the previous year’s Assembly.
EXPENSES
• The host NMA covers all expenses incurred with provision of a Welcome Reception for
all delegates on day one.
• The host NMA covers all expenses incurred with provision of a Traditional and
Informal Dinner for all participants.
• The host NMA covers all expenses incurred with provision of a Half day City Tour for
all participants.
• The host NMA covers all expenses incurred with the provision of delegate Satchels (bags)
(Host NMA may wish to seek sponsorship).
• The host NMA covers all expenses incurred with the provision of Registration Fees for
host NMA registrants. NMA is encouraged to speak with WMA regarding exceptions
(i.e. staff persons (not delegates) who attend meetings only. Special fees for attending the
Scientific Session only can be arranged.
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• The host NMA covers all expenses incurred with provision of a Cyber Café. Computer
equipment, printers, and broadband Internet access to provide delegates with opportunity
to send and retrieve e-mails and to surf the Internet.
• The host NMA covers all expenses incurred with provision of a photographer and
CD/DVD for official photos and give a copyright to the WMA.
• The host NMA is recommended to provide few helpers who can assist WMA staff before
and during the meetings.
• The host NMA seconds 2 English speaking host member association personnel to the
WMA conference office starting 2 days before the conference and 1 day after the
conference to assist WMA staff.
The host NMA provides at least on physician trained and current in emergency medicine to
attend all meetings and functions including necessary equipment for emergency treatment. If
the venue is out of reach (>15 minutes) for the emergency medical service an ambulance car
will be placed close to the venue.
Please note that no honorarium or maintenance rates are paid to planning committee
members.
The host NMA is responsible for any travel expenses for all host NMA committee members
associated with attending meetings. The host NMA is also responsible for their expenses with
regards to phone/fax and/or teleconference calls. (For Council Members the ordinary WMA
rules apply.)
Optional Expenses
• The host NMA may wish to provide entertainment for the Ceremonial Session for when
the delegates arrive (15 minutes prior to 11:00 am) and then for 1-2 songs at the end of the
roll call.
• The host NMA may wish to provide centrepieces for the Assembly Dinner, if not
supplied free by the hotel or venue.
SPOUSE/COMPANION TOUR PROGRAM
The host NMA appoints a staff person to provide suggestions to the WMA Secretary General
as to the content of the spouse/companion tour programs.
It is the responsibility of the host NMA to obtain quotes on tours and activities for the
spouse/companion/delegate tour program.
Proposals are reviewed with the WMA Secretariat.
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Tour Program is generally designated as follows:
The spouse/companion/delegate program is publicised by the WMA Secretariat in the WMA
Registration documents; Reservations are accepted by the WMA staff. The tours are included
in the registration fees.
Fees for all optional events and tours are set to recover actual costs.
The WMA staff will liaise with the host NMA staff on final numbers for guarantee.
Initiated: Oct. 98
Revised: Feb. 12