How to organise an EuCAP conference

With the heritage from AP 2000 and all previous EuCAPs, the EuCAP Steering Committee (StC)
decided to make available the present set of guidelines in order to ensure EuCAP consistency and
quality of EuCAP over the years. The key aim of these guidelines is to make the maximum re-use of
past conference heritage all along the conference development phases from the preparation of the
proposal, its consolidation after agreement with the EuCAP Steering Committee and up to the
conference organization.


The guideline set includes two main parts:

- Part A covers the preparation phase needed actions and expected content of proposals for
hosting EuCAP (see below).


- Part B covers the tasks for the consolidation and organization of the conference as well as
the different chairs’ roles and responsibilities (see below).


The guidelines are complemented with other major documents:


- The EuCAP key requirements gives more details and figures for the conference preparation,
consolidation and organization (see below).


- The EuCAP budget template enables the candidate to elaborate a budget with adequate
figures regarding number of delegates, number of lunches … and check that all cost elements are
present in his or her proposal (available on-demand).


- The EurAAP-PCO draft contract contains the anticipated agreement at the time of final
negotiation. It is only for information at the time of the conference preparation (available on-
demand).


- The Liaisons with other associations having signed MoU with EurAAP contains all the
benefits/commitments captured in signed MoU at EurAAP level. It is only for information at the time
of the conference preparation (available on-demand).


- The EurAAP Toolbox user manual provides all necessary info for using the EurAAP registration
tool during the conference organization. It is only for information at the time of the conference
preparation (available on-demand).


- The EDAS user manual for EuCAP Chairs explains all the process for the technical program
elaboration using the EDAS tool. It is only for information at the time of the conference preparation
(available on-demand).
Beside these documents, after a successful proposal, EurAAP gives access to the EuCAP Conference
organizing Committee (CoC) a large set of documents and data repository with history, letter models,
etc.


While keeping the EuCAP structure and format in place is required, it is welcome that some
improvements/changes are proposed from one conference to the next, with innovations and added
local colour.


For more information and documentation, please contact the EurAAP Chair:


Cyril Mangenot
 

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