Preamble: IAPR is a nonprofit organization whose goal is to promote better
worldwide communication by sponsoring Conferences and Meetings in the field of
Pattern Recognition. Sponsorship entitles organizers to use the IAPR name and
logo on all official announcements and documents. IAPR promotes the meetings.
There are three types of meetings involving IAPR:
These meetings are completely organized under the umbrella of an autonomous and independent organization. The topics of the meeting are of interest to IAPR members, and IAPR is only involved indirectly in terms of publicity and promotion in its newsletter. The name of the meeting does not generally refer to IAPR directly.
These meetings are initiated either by the Governing Board or its committees, principally IAPR Technical Committees. The meetings in this category should bear the name of IAPR (i.e. IAPR Conference on..., IAPR Workshop on ...). In some cases, such a meeting may be organized jointly with other learned societies.
These meetings automatically qualify for loan facilities and for enhanced publicity outlets (for example, announcements in Pattern Recognition Letters or Machine Vision and Applications). The size of loan is determined by the Treasurer and for a TC organized event would typically not exceed US$ 3000. The main financial responsibility for such meetings normally rest with the bodies accepting to host them.
These meetings are either of Category A or B but the Society provides substantial amounts of money to support the activities and is committed to share any deficits but entitled to share any profits with co-sponsors.
LEVY RULES
1) CATEGORY A MEETINGS
For any meeting co-sponsored by IAPR, a flat fee is payable to IAPR according to the following scales:
* US$ 200 if attended by 100 participants or more
* US$ 100 if attended by less than 100 participants
2) CATEGORY B MEETINGS
For any meeting organized by IAPR, a maximum of 10% levy on the meeting participation fee for every participant is payable to IAPR. For major regular Governing Board initiated conferences, this percentage is fixed by the Governing Board. For TC organized events, the per capita payment is 10% up to a maximum of US$ 20.00 per participant. For joint events (organized jointly by several learned Societies), the appropriate levy is determined by Treasurer at the recommendation of the Chairman of the Conferences and Meetings Committee and the Technical Committee Chairman. IAPR-TC is not liable for more than the amount of the loan, in case of a deficit.
3) CATEGORY AF/BF
For any meeting underwritten financially by IAPR, a share of any profits generated by
the meeting is payable to IAPR, in addition to any charges that may be payable depending
on the meeting category type. This share is in proportion to the share of the potential
losses that IAPR has agreed to underwrite. A signed contract between the different
co-sponsors is required before the preregistration deadline concerning the sharing
of any deficit.
4) Any deviation from the above charges will require approval of the executive committee
HOW TO GET A SPONSORSHIP
The procedure that is followed is set up to allow an efficient and fast decision by IAPR. Please provide the necessary information promptly to enable quick reactions of the IAPR Conferences & Meetings Committee. Make sure to indicate which type of meeting category you are applying for.
Requests should be submitted to the Chairman of the Conferences and Meetings Committee. All requests should contain the following information:
1. Subject and title of meeting
2. Date and location
3. Expected number of participants
4. Tentative program
5. Clarification whether the Proceedings will be published before or
after the meeting
6. Names of the organizing societies and the scientific committee
members.
The Chairman of the Conferences and Meetings Committee will determine if the meeting is in compliance with IAPR standards, Constitution and Bylaws, and will obtain approval from the organizer's local Governing Board member. (To speed up the process, you may send copies of the request and additional material to your local Governing Board member). If sponsorship is approved, the Chairman will inform the organizers, the IAPR Secretary, the newsletter editor and the treasurer. The meeting will be announced in the Newsletter. Following the meetings, a list of registered participants must be sent back to the treasurer, with the payment of the fee.
Requests should be submitted to the Chairman of the Conferences and Meetings Committee by the TC Chairman(s). All requests should contain the following information:
1. Subject and title of meeting
2. Date and location
3. Tentative program
4. Clarification whether the Proceedings will be published before or
after the meeting
5. Names of the scientific committee members
6. Budget showing a realistic tentative income from registration/other
sponsors and estimated expenditure with the repayment of the loan shown as an expenditure
item.
The Chairman of the Conferences and Meetings Committee will seek approval from the organizer's local Governing Board member. (To speed up the process, you may send copies of the request and additional material to your local Governing Board member). After the Chairman has preliminary approved sponsorship, the IAPR Treasurer will evaluate the loan request in light of the available funds. He may consult with other members of the Executive Committee to determine if such a loan can be made.
When the final decision is made, the Chairman of the Conferences and Meetings Committee will inform the organizers and the Newsletter editor and the IAPR Secretary. The meeting will be announced in the Newsletter and possibly in IAPR co-sponsored Journals (Pattern Recognition Letters, Machine Vision and Applications).
Following the meeting, organizers must reimburse the loan and promptly return the
percentage of the registration fee from all participants to the Treasurer. A list of
registered participants and a copy of the final financial report of actual income and
expenditure must be submitted to the IAPR Treasurer at the book closing. After
the meeting, the conference chairman should submit a short report, extracts of which may
be used in the newsletter, and send information of how to obtain Proceedings to the
Secretariat.
Requests should be submitted to the Chairman of the Conferences and Meetings Committee and to the IAPR President and should contain the previously mentioned items according to the category A or B of meetings.
After the Chairman has preliminary approved sponsorship, the IAPR Treasurer will evaluate the budget and will discuss with the members of the steering committee to come up with a signed contract about the profit/deficit sharing of the different co- organizers. In light of the available funds, the Treasurer may consult with other members of the Executive Committee to determine if such an underwriting can be made.
On top of the specific levy previously described for category A or B meetings, organizers must promptly return the profits to the Treasurer with a list of registered participants and a copy of the final financial report of actual income and expenditure. If there is any deficit, IAPR will be part of it, as stipulated in the contract.
After the meeting, the organizers should submit a short report, extracts of which may be used in the newsletter, and send information on how to obtain Proceedings to the Secretariat.