European Paediatric Orthopaedic Society

The Annual Meeting for 2019 is scheduled for April 3-6, 2019.

RULES FOR THE ORGANIZATION OF THE ANNUAL CONGRESS

Throughout EPOS history the Local Host/National Paediatric Orthopaedic Society has always been an important partner for a successful congress. To ensure continuity, the EPOS Board has decided to use a Professional Congress Organiser (PCO) to organize the congress and social events. The local host will work together with the PCO and the EPOS Board to further make certain that the congress is a success within the financial parameters as set by the EPOS Board.

Each year, the congress is held in a different European country. The city that applies must be sufficiently large and have good accessibility via public transport. The EPOS Board only accepts applications for evaluation from a National Paediatric Orthopaedic Society or from individual EPOS members that are supported by his/her National Paediatric Orthopaedic Society via a signed letter.

Potential local hosts must present their plans for the congress to the Executive Committee at least two years prior to the congress date.

A Congress Advisory Committee consisting of three Board members and the EPOS Professional Congress Organiser (PCO) will assess the applications to ensure that the preliminary budgets presented are in accordance with the requirements written in the Annual EPOS Congress Guidelines. Members of the Congress Advisory Committee will serve for three years.

The Congress Advisory Committee will present the approved applications to the Board.

The Board shall present up to three options to the General Assembly at the EPOS Annual Meeting and EPOS members will vote to select future congress cities.

Applications submitted by PCO’s will not be considered.

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YOUR EMAIL ADDRESS*

YOUR NAME AND CONTACT INFORMATION*

Please provide your Society contact information and doiescription

NAME & DESCRIPTION OF YOUR PROPOSED EUROPEAN CITY*
Where the Annual Meeting may take place in particular cultural aspects.

NEAREST INTERNATIONAL AIRPORT & PUBLIC TRANSPORTATION*
Description of the Venue nearest International Airport given by name and address and the daily connections in Europe and worldwide.
Access to the city by air and rail system (direct flight, daily connection to European and if possible intercontinental destinations).
Please, also describe in detail the public transport system in the city and to the venue (free public transport would be welcomed, otherwise specify cost).

PROPOSED ANNUAL MEETING VENUE (Centre)*:
The EPOS Annual Meeting Venue must provide:
a) one (1) auditorium or plenary room for approximately 1000 participants in theater style,
b) and at least two (2) auditoria/break-out room for 150-200 participants adjacent to the main auditorium.
c) All meeting rooms must provide contemporary Audio-Visual equipment and Internet connectivity for a medical conference.
d) Free access to Wi-Fi for all participants at the Congress Venue must be offered.
If the main meeting room is build in non-theater style a minimum of 6 meter high is requested.

RECOMMENDATION LETTER*
Please copy and paste your letter in the field below

REQUESTED EPOS MEETING ROOMS*
EPOS needs two (2) smaller meeting rooms:
- For the presenters (Speaker room and lunch) and executive committee with approx. 2-350 sqm.
- And a Speakers Room and VIP Lounge for the Presenters and Executive Committee must be available in the Congress Venue.

ANNUAL MEETING VENUE SURFACE*:
EPOS needs two (2) smaller meeting rooms with pillar-free space on and one floor near the main conference rooms, for the commercial exhibition and poster area.
Please note that there are usually 20 posters physically presented (poster boards) and minimum of 5 screens for e –posters.
All Coffee breaks and if possible lunches should be in the congress venue.

EPOS ANNUAL MEETING SOCIAL EVENTS*
The congress has 3 main social events:
a) The welcome reception: On Wednesday and in the congress venue (can be ideally co-sponsored by the city) Participation 600-1000 pax, Duration 90’
b) The Congress dinner (Friday): in a memorable place in the city and not included in the registration fees. Expectation 500 participants. (Set up round table, 3 courses dinner with entertainment and access to microphones). Duration 2 to 3 hours
c) Presidential Dinner on Tuesday paid by EPOS for approximately 60 participants in a charming restaurant

ACCOMMODATION & RESTAURANT*
A list of possible hotels, near the congress venue in different categories:
a) ideally 200 rooms in a 5 stars hotel,
b) 400 rooms in a 4 stars hotel,
c) 300 rooms in a 3 stars hotel.
Please, provide also a list of possible restaurants in the area nearby and average cost of a meal in each restaurant.

PROVISIONAL COST ESTIMATE*
Provisional Costs estimates must include:
a. Rental price for the Congress Venue according to the requirements
b. Rental price for the commercial exhibition
c. Rental price for audio-visual equipment in the meeting rooms
d. Estimated price for Coffee break (xs 5)
e. Estimated price for lunch (xs 2)
f. Estimated price for the Welcome Reception
g. Estimated price for the Congress dinner (rental place + dinner)
h. Estimated price for the President’s dinner (rental place + dinner)
i. Expected Hotel room prices per categories:
- Hotel 5 stars
- Hotel 4 stars
- Hotel 3 stars
- Other (please specify)