13th International Congress of Dentomaxillofacial Radiology
INTRODUCTION
The
British members of IADMFR decided to bid for the 13th Congress in 1994 and
submitted their bid to the 10th Congress in Seoul, Korea that year. Several
venues were considered, and Glasgow was chosen, because of its excellent facilities
and because there had not been a previous Congress in Scotland. The timing
of the 13th Congress in August, later in the year than previously, was to
allow delegates to attend the Edinburgh International Festival of Arts immediately
after the Congress.
The Organizing Committee decided that it was essential to employ professional conference organizers to undertake the routine administration of the Congress. Of the bids received from conference organizers, four professional congress organizers were short listed, and Concorde Services Ltd. finally chosen. Concorde are licensed users of the Congrex congress organizing programme, which was also used for the 6th European Congress of DMFR in Oslo, Norway in 1998. The Organizing Committee cannot stress too strongly that employing professional conference organizers is essential to ensure the smooth running of an international congress.
REGISTRATION
Paper registration forms were included in the Second Announcement and Call for Papers but delegates were strongly encouraged to register through the website. This method worked well with over 110 delegates registering in this way.
DELEGATE NUMBERS
| Members before 30th April |
150
|
|
| Members after 30th April |
16
|
|
| Non-Members before 30th April |
48
|
|
| Non Members after 30th April |
8
|
|
| Students |
32
|
|
| Day Registration, Tuesday |
2
|
|
| Day Registration, Wednesday |
1
|
|
| Exhibitors & Speakers |
48
|
|
| Total Registered Delegates |
305
|
FINANCES
The Secretariat of IADMFR arranged an interest free loan of US$9,000.00 to the Organizing Committee for start up costs. This was very helpful, as expenses are always incurred before any income from delegate registration is available.
The cost of registration and all events was agreed between the organizing committee and the congress organizers, who have wide experience in planning and budgeting this type of event. The congress organizers were also able to negotiate favorable terms for accommodation and facilities.
INCOME
|
UK£
|
||
| Loan from IADMFR [US$9,000] |
5,481
|
|
| Registration fees |
133,334
|
|
| Accommodation fees |
26,496
|
|
| Sponsorship |
16,160
|
|
| Trade exhibition |
16,875
|
|
| Bank interest |
2,099
|
|
| VAT refund |
8,533
|
|
| Total |
UK£208,998
|
EXPENDITURE
|
UK£
|
||
| Preliminary bid: | ||
 Video |
3,632
|
|
| Travel |
1,589
|
|
| Promotional
material and First Announcement |
1,575
|
|
| Hire of halls |
11,582
|
|
| Communications |
6,386
|
|
| Printing |
13,315
|
|
| Personnel |
5,387
|
|
| Programme |
8,632
|
|
| Equipment/Presentation |
750
|
|
| Financial charges |
6,311
|
|
| Catering/Social |
32,218
|
|
| Exhibition and Posters |
9,431
|
|
| Conference administration |
24,397
|
|
| Audiovisual |
14,138
|
|
| Accommodation |
27,636
|
|
| Tours |
11,868
|
|
| Accompanying Persons |
1,160
|
|
| Registration bad debts [no show] |
802
|
|
| Administrative charges |
3,364
|
|
| Refund of IADMFR loan [US$9,000] |
 5,950 |
|
| Transfer to IADMFR Trust Fund |
18,855 |
|
| Total |
UK£208,998
|
|
Because of the conversion into US$ involved in the transfer of funds to
the IADMFR Secretariat,
these two amounts may have varied slightly, but the total amount remained
the same.
FULL CONGRESS REPORT
The full report of the 13th International Congress of Dentomaxillofacial Radiology, which has been submitted to the Secretariat of the Association by the Organizing Committee, is available on the IADMFR Website or from Douglas Lovelock.
E-mail: d.j.lovelock@ncl.ac.uk
