Guidelines for hosting EUCAPA PDF Print E-mail

Guidelines for hosting a European Congress of Adapted Physical Activity (EUCAPA)

December, 18, 2006

Objectives of EUCAPA

EUFAPA is concerned with the promotion and dissemination of research in adapted physical activity and sport science, and their practical application to the benefit of individuals across the lifespan. The various fields of professional practice include education, adaptation, inclusion, coaching, leisure, recreation, and rehabilitation. The objectives of each EUCAPA, while locally determined, must reflect the mission of EUFAPA.

A European Congress of Adapted Physical Activity is an excellent vehicle to raise local awareness, to provide an outstanding setting for local professionals to interact with world leaders in adapted physical activity, and to allow the region to make an international contribution to adapted physical activity.

General Structure of EUCAPA

Each EUCAPA needs to have an official host institution (e.g. university, professional organization, sport organization)

The Congress committee should include at least the following.

  • Congress Chairperson(s).
  • Organizing Committee.
  • Scientific Committee.
  • The local EUCAPA group may deem other committees for a video contest, social activities, cultural events, practical workshops and training, or expositions.

Target Audience

Each EUCAPA attracts scientists, professionals and practitioners of adapted physical activity from Europe, but experience has demonstrated that local participants form the largest single group.

Congress Dates

The EUCAPA is a biennial event, occurring in the years 2006, 2008, 2010 etc. Dates in May, June, or early July have been common, but late August, September and October are possibilities. The EUCAPA is usually a three-day event. The Executive of EUFAPA must approve the specific dates.

Congress Theme

The EUCAPA theme should reflect the mission of EUFAPA and the desires of the local organizing group. The executive of EUFAPA must approve the theme.

Proposed Timetable

  1. Proposal is submitted to the EUFAPA Executive at their annual meeting, three years before the EUCAPA.
  2. Official presentation and first announcement of the EUCAPA is made during the closing ceremonies of the previous congress.
  3. A second announcement and call for abstracts occurs one year prior to the congress. Keynote speakers should be included.
  4. Notification of acceptance of papers occurs no latter than four months prior to congress.
  5. Preliminary program is available and distributed to participants two months prior to congress.
  6. EUCAPA proceedings should be published within 15 months of the congress.
  7. EUCAPA proceedings must be indexed in research databases within 15 months of the congress.

Organizing Committee

The organizing committee should consist of individuals with expertise in organizing international congresses and symposia. In preparation for the congress, the following must be considered:

  • General structure of sessions.
  • Venue suitable for research presentations, symposia, and activity sessions.
  • Appropriate hall for opening and closing ceremonies.
  • Accessibility.
  • Communication with target audience through vehicles such as APA bulletin, EUFAPA and other appropriate websites.
  • Establishing of EUCAPA website and link to EUFAPA.
  • Housing of participants.
  • Transportation.
  • Security.
  • Publicity and advertising.
  • Time and place for EUFAPA and APA bulletin board meetings.
  • Audio-visual technology.
  • Opening and closing ceremonies.
  • Translation if needed.
  • Congress evaluation and report.
  • Dignitaries/VIPs.
  • Cultural and social programs.
  • Meal functions and nutrition breaks.

Specific budget requirements are:

  • Creating an overall budget.
  • Registration and fee structure.
  • Funding and sponsorship.
  • Publicity and advertisement.
  • Funding of one committee member to attend EUFAPA Board meetings from acceptance of bid until the end of the biennium following the symposium.
  • Waiving of registration for EUFAPA Board members.
  • Accommodation and meals for invited speakers.
  • Written plan for development and funding of proceedings.

Finally, the organizing committee must work closely with EUFAPA to ensure that the following EUFAPA events are included in the program:

  • The EUFAPA General Assembly, which should be 2 hours without other programming conflicts.
  • Awards Presentation.

Scientific committee:

These individuals should be selected for their expertise in adapted physical activity and previous experience with international symposia. At least two members of the EUFAPA board should be appointed to the scientific committee. Membership on the Scientific Committee should also reflect equity, including gender and geographical location. The following should be considered by this committee:

  • Selection of sub-themes.
  • Invitations to keynote speakers.
  • Call for papers and communicating with potential participants.
  • Criteria for selecting papers.
  • Review of all submissions and notification of speakers.
  • Free communications and poster presentations.
  • Selection of session moderators.
  • Preparation of symposium program.
  • Planning and judging of video contest.
  • Peer review of papers for publication in Proceedings.

Proposal to EUFAPA

A proposal to host a EUCAPA should be sent to the current President of EUFAPA.

It must contain:

  • Suggested dates.
  • Specific location (including symposium centre and hotels).
  • Symposium theme.
  • Name of Organizing Chairperson.
  • Members of the organizing committee.
  • Preliminary budget including sources of funding.
  • Registration hosts to delegates.
  • Planning timetable.
  • Supporting organizations (e.g. local APA associations, tourism departments, universities, city council).
  • Other details that might enhance the proposal, such as links with local cultural events, should be included.

The proposal will be evaluated on the basis of its clarity with regard to all points listed under the Organization Committee and the Scientific Committee.

The Chairperson of the Organizing committee will present the proposal to the EUFAPA Board at their annual meeting, at least three years prior to the symposium. The bid should be distributed to the EUFAPA Board members one month prior to the meeting. The EUFAPA Board will reach its decision, and the President will notify the successful group.

Agreements

The successful group agrees to keep the EUFAPA board fully informed of its planning and progress. A specific EUCAPA should reflect local customs and culture, but must maintain high international symposium standards. A representative (usually the Chairperson of the Organizing Committee) of EUCAPA will be listed as a EUFAPA Board member and will receive all EUFAPA documentation. It is expected that the representative will attend EUFAPA board meetings preceding the symposium, the EUCAPA congress prior to its own, and will provide EUFAPA with a post-symposium report.

EUFAPA will allow EUCAPA to use its name and logo, and will act in an advisory capacity before and during the congress. The organizers must pay attention to ensure nondiscriminatory language is used throughout the symposium, and that all facilities associated with the symposium are accessible. Moreover, the organizing committee should be attentive to, and sensitive of cultural differences.

EUFAPA believes that a successful congress is assured by careful, ongoing communication between EUFAPA and EUCAPA.

 

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