General Organisation and Planning

Event Timeline

Check out our sample timeline to get an overview of how your event might look. The actions and tasks are listed for planning your event. Download example of timeline here.

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Committees

Local Organising Committee (LOC)

The LOC is responsible for the general organisation of the event, including coordinating the programme and managing the logistics. The LOC also may determines the event themes and topics, defines the reviewing process and establish the International Scientific Committee.

International Scientific Committee (ISC)

The task of the ISC is the development of the Scientific Programme. It will support the abstract reviewing and may advise on topic selection. The Members of the ISC could also act as keynote lecturers or masters and session chairs.

The Members of the ISC, when possible, should be leaders in their respective fields in order to raise the visibility and profile of the event. Be aware that leading scientist often already sit on multiple similar committees, and thus their time may be limited.

For  IWA’s Specialist Conferences, the ISC  must include the Specialist Group Chair and/or members of the Specialist Group.

Programme Committee of the World Water Congress 2018 (Tokyo, Japan)

Venue, Social Events

Selecting the venue

Finding the right venue for your event can take some time. Key considerations include:

• Location with parking and public transport links;
• Venue size, according to estimated delegate numbers;
• Layout and on-site amenities, including meeting rooms and space for posters;
• A/V suppliers, Wi-Fi, catering and waiting staff;
• Booking and cancellation policy;
• Insurance and security on premises.

Location

Finding the right location is a key element in planning the perfect event. Memories linger when an event seems welcoming and invites a personal connection with the attendee. Guests often leave with an overall impression of an event based largely on their perception of the atmosphere.

The other consideration when choosing a venue is the tourism element for delegates. Is the venue in an unknown town or a popular city?  Is it an interesting area or region, or perhaps a good base for visiting other places of interest?  Delegates are often attracted to a venue by the potential to stay on and explore the region.  Many university delegates bring partners and opportunities for them may also be a consideration.

Networking opportunities remain one of the most important benefits of attending a conference.  People who achieve a lot are always busy. The willingness to give up personal or professional time to respond to an enquiry or make new commitments often only follows from personal friendships developed over tea/coffee breaks, lunches and dinners. Thus a venue which keeps everyone together for the whole conference is desirable, and may be achieved at a large hotel or university campus. Some delegates will always want to be in an expensive hotel however; nearby options would then be desirable when selecting a venue.

Florianópolis, Brazil, location of the IWALET2017 Conference

Article

Check out the article “20 Questions Event Planners should ask when selecting venues” to find ideas of what else to consider when selecting the venue!

Choose the venue according to the numbers of delegates. Not too big, not too small.

“Raising the importance of poster papers helps add value for delegates (Brian D’Arcy)”

Plenty of space for poster presentations is essential; make sure to set them close to the coffee stands to facilitate networking.

Communication, Marketing and Promotion

IWA Branding

Please be vigilant with the use of our name and logo, using it only on documents and the website relating to your conference – our brand and image are important to maintain and raise our reputation and strengthen our image.

For designing conference flyers and other marketing materials, please refer to the IWA Event Manual – Branding Communications.

The IWA logo should be used on the event website and with a link to www.iwa-network.org
On the registration page, there should be a banner announcing: “Join IWA now for discounted registration” –  with a link to https://iwa-connect.org/subscribe#/explore-subscriptions. Download IWA Logo and  Download join IWA Logo

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Website and social media

Define and use a URL and hashtag that can be used in the future, for example we use www.worldwatercongress.org and #WorldWaterCongress – this should allow the website and hashtag to to show first in search result particularly when used over the years.

The event website should be kept up to date, closely linked to the main IWA website providing information on all aspects of the event including the programme, exhibitors, visit schedules, event facilities, destination information, local tourism sites, hotel accommodation, registration fees and event contact details. Facilities for online registration and payment should be available. Note that the style of the website should complement the IWA Brandbook. Align your website’s design and menu structure with IWA’s main event websites: http://worldwatercongress.org. You can request the use of the same website platform and we can link IWA’s content to your site, namely blogs which IWA will publish to promote your event – please note this has costs. You will be responsible for managing your website.

On social media use @iwahq and the hashtag #iwacongress and #water. You can create a special hashtag for your event, but always also use the ones above to increase the global visibility of your event. A temporary hashtag will only talk to a narrow audience, so make sure you create a hashtag that is used for the next edition of the event.

Example of a blog written to promote the “Water Reform and Governance Online Training”

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Programme

Programme development timeline

Allow enough time to organise the conference and have all the resources you need to develop the programme. Try to get the advance programme out (web version) at least 3 months before the event – at a minimum. Try to get the final programme out (web and printed version) at least one month before the event. Download here an advance programme example. Download here a programme book example.

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Abstract submission

The abstract submission may be done manually (by email) or via an online submission system. We believe that an online submission system simplifies the abstract management tremendously and substantially reduces the time spent on it. There are plenty of event management software solutions in the market.   You are free to choose the system that best suits your needs.

The IWA Secretariat uses a conference online submission and review system, AbstractLogic, which uses Shocklogic software. We have negotiated with Shocklogic providers a better price for event projects. We may set up a project in AbstractLogic for your event. The cost of the submission system project is based on the number of submissions. For each submission, the system costs GBP 2.80. (Note that this is the discounted price negotiated by IWA). The creation of the project (by IWA Staff) is not included in this cost and will not be charged. If you intend to use the software, you can download the guidelines and instructions here (download submission system manual). You can also have a look at the Quick Start guidelines created by IWA staff.

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Shocklogic Online Abstract Submission System

Review process

Once the papers have been collected, they have to be reviewed by the Programme Committee (ISC). The primary duty of the Programme Committee is to ensure the integrity and reliability of the research literature. People who attend the conference, and who consult its proceedings in the future, must be confident that the results reported here are honest, accurate and may be relied upon. Note that this is quite different from the duty of a commercial conference.

If the number of papers is very large (>300) a review committee may be formed in order to pre-review the papers. The Programme Committee may use the pre-review results to create the Programme.

• The allocation of papers to the reviewers can be done manually, taking into consideration that each conference’s submissions should be reviewed at least three times (by different reviewers) in order to have an objective assessment.
• We encourage you to use online reviewing systems to simplify this process. One option is the IWA conference online submission and review system, which uses the Abstract Logic Software. If you intend to use the software, you may download the guidelines and instructions. Download submissions system guidelines.

Download resource

Article

Check out this article which contains useful tips on Reviewing Conference Papers.

Poster presentations

Be sure to accept offers of poster papers, including peripherally relevant ones, from paying delegates. Most delegates will want to present something, and raising the importance of poster papers helps add value for delegates. The practice of changing posters after a day or two and erecting a new set prevents casual perusal of papers over the week and bringing fellow delegates to look at one seen earlier. A poster can be more effective than a platform presentation at setting out research effectively to delegates (especially on sleepy afternoons). If close to coffee stands, a poster area is a great networking place too. (Bryan D ‘Arcy)

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Technical Tours

Post-congress and pre-congress tours should be scheduled to provide a well-balanced programme of tourist and technical highlights. It is usually important to have qualified experts guide technical visits. Merely touristic programmes need not be offered except as a courtesy. They should not be part of the official programme. A technical visit is normally arranged on the last day of the event.

Professionally far more important, although often under-valued, is ‘technical tourism’ – a conference is an important opportunity to see case studies in reality rather than just as published papers. It can greatly enhance understanding and insight, especially when led by well-informed active researchers, and representatives of stakeholder groups (e.g. farmers, local council/water utility staff).  How did they measure this or that? What difficulties (and solutions) were encountered by farmers/householders/councils? What about variable weather events? Technical tours also provide opportunities to learn more about the research interest and expertise of friends and hitherto unfamiliar colleagues on the tour, who add their own perceptions, questions and insights during the informal exploration of sites; another valuable networking chance.  It is also a chance to see a bit of the country (Brian D’Arcy).

Logistics and Practical Organisation

Registration

IWA processes data about individuals in the context of selling services to citizens in EU countries. The GDPR not only applies to organisations located within the EU but it will also apply to organisations located outside of the EU if they offer goods or services to, or monitor the behaviour of, EU data subjects. It applies to all companies processing and holding the personal data of data subjects residing in the European Union, regardless of the company’s location. (For more information visit: http://www.eugdpr.org/gdpr-faqs.html)

Registration fees.

Organisers must know the conference budget in order to set the registration fees. Since it is usual that different parts of the conference programme are organised by different people, it is necessary that all their inputs are coordinated and submitted a few weeks before the registration fees are defined.

There should be a significant difference between IWA and non-IWA delegates registering, which we recommend is at least €100 to provide a clear benefit to our members.

IWA also aims at lower fee for students and individuals from low income countries.

High Income Country (HIC)/ Low Income Country (LIC) Classification: IWA operates a High / Low Income Country classification for its membership and registration fees. The HIC/LIC classification is based on the country of residence  of the delegate and not on the country of origin. Please consult the IWA Country Classification table to verify the status of your delegates. You can also share that list on your registration page.

Registration desk during World Water Congress 2016 in Brisbane (Australia)

Venue

Finding the location is a key element in planning the perfect event. Memories linger when an event provides a warm welcome and invites a personal connection with the attendee. Often, guests leave with an overall impression or feeling based solely their perception of the atmosphere at the event.

Networking opportunities remain one of the most important benefits of attending a conference.  People who achieve a lot are always busy. The willingness to give up personal or professional time to respond to an enquiry or make new commitments often only follows from personal friendships developed over tea/coffee breaks, lunches and dinners. Thus a venue which keeps everyone together for the whole conference is desirable, and may be achieved at a large hotel or university campus. Some delegates will always want to be in an expensive hotel however; nearby options would then be desirable when selecting a venue.

Be sure to accept offers of poster papers, including peripherally relevant ones, from paying delegates. Most delegates will want to present something, and raising the importance of poster papers helps add value for delegates. The practice of changing posters after a day or two and erecting a new set prevents casual perusal of papers over the week and bringing fellow delegates to look at one seen earlier. A poster can be more effective than a platform presentation at setting out research effectively to delegates (especially on sleepy afternoons). If close to coffee stands, a poster area is a great networking place too.

The other issue in choosing a venue is the tourism element for delegates: is it an unknown town or a popular city?  Is it in an interesting area or region, somewhere that is a good base for visiting places of interest?  Delegates are often attracted to a venue by the potential to stay on and explore the region.  Many university delegates bring partners and opportunities for them may be a consideration (Brian D’Arcy ).

Choose the venue according to the numbers of delegates. Not too big, not too small.

“Raising the importance of poster papers helps add value for delegates (Brian D’Arcy)”

Destination, Travel and Arrival Information

To facilitate delegate travel, you should provide them with as much information as possible about their trip.

Give delegates precise information about how to get to the venue – a map is helpful, along with public transport details. Be sure to give them the exact address. Remember that most of your delegates will be in a foreign country, possibility visiting the event city for the first time. Make it as easy for them as you can. Give them key information about local customs, weather, bank/money change facilities, and anything else you think might be useful.

Make sure that information is also provided about the visa process and health recommendations (in case vaccinations are required).

IWA Publishing

At the event

Delegates Packages

We encourage our members to reduce the amount of waste produced by an event. IWA advocates paperless events. Mobile event apps and digital technologies (i.e. online proceedings instead of Flash-drive devices) have already massively reduced onsite printing.

• Try to assure that bags, lanyards and badges (where used) are reusable and biodegradable.
• Try to all delegates to ensure they remove any of their unwanted materials (to be reused again) when they depart from the Conference.

• Try to assure that bags, lanyards and badges (where used) are reusable and biodegradable.

Note that preparation of the bags and badges may require quite a lot of time!

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Event Secretariat Office – Speakers’ Preparation Room (SPR)

A Secretariat Office should be established in an easily- accessible location at the centre of the venue. This “Congress Secretariat” deals with all issues relating to the programme of the Conference – papers, room location, contact between delegates, technical and other visits, and so on. The Secretariat should have the following facilities:

• Large sign at entrance marked ‘Event Secretariat’ or ‘Speakers’ Preparation Room’
• Sets of tables and chairs for secretariat officers
• At least one (and preferably two) PCs, one of which is equipped with an internet connection for authors to upload their presentations
• Do not forget a corner supply of soft drinks and coffee, tea and biscuits
• Additional table and PC + printer for displaying material (e.g. copies of documents and handouts)

Image from the SPR at Singapore Water Week 2016

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IWA staff attendance at the conference

If you would like an IWA representative (President, Executive Director, Officer, etc.) at your conference to open the event, chair a session or man the IWA stand etc. then we would seek funding from you to cover the costs. As registration is free for one IWA Representative we would hope that some form of funds can be found for accommodation, travel or subsistence. As a not for profit organisation with over 30 conferences a year, it is very difficult for a representative to attend every conference, and hence any support from the conference organisers is appreciated.

Cheikh Tidiane FALL, IWA West and Central Africa Sub-region

Kirsten de Vette, IWA Learning & Capacity Development 

Agreements between
Event organiser & IWA

Agreements

1 Guidelines notes for endorsement proposal

In order to submit your event proposal you have read our guidelines for event organisers. If you would like to review the notes, you may find the full document here. Guidelines for event endorsement

2 Budget template

As part of our marketing process, we aim to contact the delegates who attended the conference and who are not members of IWA, introducing them to the International Water Association. This process will entail sending out a standard email explaining the benefits of becoming an IWA member and inviting them to become a member of our association which includes many benefits like access to our ground-breaking magazine The Source. Please create a group for your event in IWA-Connect where you can post information about the event and delegates can discuss it with other IWA members – you can use IWA-Connect at the event, ask delegates to download it to their phones at the event – For IOS and Android.

In addition, please send us a copy of the Conference Delegate List, using the attached excel file to record the delegate information. It is important that you indicate who is a member of IWA and fill out as much information as possible. Download delegate list template

3 Membership Marketing Agreement

Your assistance in promoting IWA membership is essential in helping us to expand our network. Our conferences are our primary source for recruiting new members and we ask all conference organisers to help us grow the IWA network. We have a number of membership marketing requirements for you to use to make sure that conference delegates do not miss the opportunity to join the IWA as a member and benefit from the registration discount – please see the IWA Memberships Marketing guidelines

50% of the difference between IWA and non-IWA member fees. Download IWA Invoice

4 Payment of IWA Fee

As an IWA Event organiser, you have access to our support package. Furthermore, from IWA Headquarters we will assist you with the promotion of the event and provide help desk as much as possible. In order to continue being a good support for the organisers and to improve our services, we ask the organisers to pay IWA Fee.

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