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=== Where should we organise the orienteering event, and how we can find someone to support us? === | === Where should we organise the orienteering event, and how we can find someone to support us? === | ||
| − | Experience has shown that the closer the orienteering event is to the conference venue, the better the attendance. This may not always be possible, in which case it is important that there are transport arrangements for delegates | + | Experience has shown that the closer the location of the orienteering event is to the conference venue, the better the attendance. This may not always be possible, in which case it is important that there are transport arrangements for delegates to/from the orienteering venue. |
=== How should delegates register for the orienteering, and should they pay a fee for participating? === | === How should delegates register for the orienteering, and should they pay a fee for participating? === | ||
Revision as of 21:08, 23 March 2024
This page has a collection of lessons learnt from previous International Cartographic Conferences (ICCs). It is intended as a resource to support the local organizing committee (LOC) of an ICC.
ICC FAQs
Delegates
How many delegates can I expect at my ICC?
It depends... on the city and country, for example. At recent ICCs, there were at least 800 delegates. Official reports, statistics, lists of scholarships, rewards, etc. of previous ICCs and RCCs are recorded on the website of the International Cartographic Association, go to 'ICA conferences and events' on the top menu.
What is the split between local and international delegates?
The biggest group of delegates is usually from the local host country. You can probably count on 300-400 international delegates, and the rest will be from your local host country.
Do you have any advice on a tool for managing registrations?
Scientific programme
When should we send out the first call for papers?
The earlier the call is sent out, the better. This gives time to plan submissions and funding to attend the conference.
Do you have advice or suggestions for a tool to use for managing submissions and reviews?
You are free to use any tool of your choice.
For ICC 2023, [EasyChair www.easychair.org] was used. Advantages include that many academics are familiar in EasyChair because it is also used for other conferences. Note that you will probably need to purchase the Professional license for a conference the size of an ICC.
Another (free) option is [Indico https://indico.un.org/], which is used for the RCC, EuroCarto 2024.
Where do we find reviewers for all the abstracts and papers?
How many presentations should we expect?
How should we structure the programme into sessions?
Where do we find session chairs, and what is their role?
How many keynotes should we invite?
What are suitable topics for keynote presentations?
Exhibitions
How much space do we need for the Technical Exhibition?
How much space do we need for the International Cartographic Exhibition?
How big should the boards be for maps exhibited in the International Cartographic Exhibition?
How much space do we need for the Barbara Petchenik children's map competition?
How big should the boards be for maps in the Barbara Petchenik children's map competition?
=== Should the exhibitions be located in the same venue as the conference? Yes. You want to get as many as possible people to look at this exhibitions. Ideally, they should be close to the refreshments where many people will see them during the breaks.
=== Can we allow short presentations for exhibitors, when and where?
Technical Tours
How many technical tours should we arrange?
How should delegates register for technical tours?
Pre-conference workshops
How should delegates register for pre-conference workshops?
What should the LOC provide for the pre-conference workshops (e.g., venue, catering, etc.)?
When should the pre-conference workshops be scheduled?
Where should the pre-conference workshops take place?
Commission business meetings during the ICC
How do we contact the Commission Chairs?
What kind of venue is suitable for a business meeting?
Where do we announce the business meetings?
Orienteering
What is the most suitable time for the orienteering event?
The orienteering event is an important aspect and longstanding tradition of ICCs. Ideally, the orienteering event should not overlap too much with the presentations. For example, if the technical sessions end a bit earlier on the Wednesday, the orienteering could take place on the Wednesday afternoon. Alternatives are the Tuesday afternoon or Thursday morning.
Where should we organise the orienteering event, and how we can find someone to support us?
Experience has shown that the closer the location of the orienteering event is to the conference venue, the better the attendance. This may not always be possible, in which case it is important that there are transport arrangements for delegates to/from the orienteering venue.
How should delegates register for the orienteering, and should they pay a fee for participating?
Ideally, delegates should be able to register for the orienteering event when they register for the conference. If possible, participation shoudl be free.
Social dinner
Which evening is suitable for the conference dinner?
How should delegates register for the conference dinner?
How many participants can we expect?
Up to 50% of delegates have attended the conference dinner. However, attendance depends on several factors, such as the cost of the dinner. If there are constraints due to the venue size of the conference dinner, delegates need to be informed early on.
Refreshments
Is the LOC responsible for lunch at the ICC?
Where should refreshments be served?
Ideally, refreshments should be served in the same venue as the exhibitions to encourage delegates to spend time viewing the exhibitions.