Rules & procedures

Part 4 of the I-INCE Rules for Operation
FUTURE CONGRESS TECHNICAL PLANNERS
PDF version of Part 4

Article 1. INTRODUCTION

The Next Congress Planning Committee (NCPC) was established by the I-INCE General Assembly on 2001 August 27. Seven NCPC meetings were held at INTER-NOISE congresses from 2001 through 2007. The operation and scope of the NCPC were given in the 2001 edition of Part 4 of the I-INCE Rules.

Five I-INCE Technical Divisions were established by the General Assembly on 2002 August 18. Six meetings of each Technical Division were held at INTER-NOISE congresses from 2002 through 2007. The operation and scope of the Technical Divisions were given in the 2002 edition of Part 6 of the I-INCE Rules.

In 2008 it became apparent that the objectives of the NCPC and the Technical Divisions had not been achieved and that changes were needed to provide meaningful assistance to the Organizing Committees of future INTER-NOISE congresses as well as to provide a means for wide participation in the planning process. This 2008 edition of Part 4 of the I-INCE Rules creates the Future Congress Technical Planners (FCTP) and replaces the 2001 edition.

Article 2. SCOPE OF THE FCTP

The scope of the FCTP includes at least the following tasks. Other tasks may be undertaken as situations evolve for future congresses.

The principal task of the FCTP is to assist the Organizing Committees of future INTER-NOISE congresses with planning for Structured (or Special) Sessions as well as Poster Sessions. The primary efforts will focus on the next congress, but ideas may be considered for the next + 1 or even the next + 2 congress.

A technical session (Structured or Poster) may be limited to the time available in a morning or afternoon (or even part of a morning or afternoon of a congress). Technical sessions may also be developed as special multi-session "tracks" with related presentations in a series of mornings and afternoons.

The FCTP may offer advice on other aspects of a congress including the maximum number of parallel sessions, the type of Structured Sessions, the need for Poster Sessions, etc.

The FCTP may recommend new concepts for future INTER-NOISE congresses. The concepts may involve items that are specific to a particular congress and which depend upon local circumstances and local ideas.

Article 3. LEADERSHIP OF THE FCTP

Each meeting of the FCTP shall have two co-chairs.

One co-chair shall be the I-INCE Vice President-Technical Activities; the other co-chair shall be the president of the next INTER-NOISE congress.

The I-INCE Vice President-Technical Activities provides continuity and a link to the I INCE Board of Directors and the I-INCE General Assembly.

The president of the next INTER-NOISE congress provides the direct link to the next congress and its technical program.

Article 4. MEMEBERS OF THE FCTP AND TERMS OF SERVICE

The Corresponding Members of I-INCE Member Societies shall be requested by the Secretary-General to appoint one or two experienced persons to serve as appointed members of the FCTP for two- to four-year terms. A Corresponding Member shall provide the I-INCE Secretary-General with the name(s) and e-mail address(es) of the appointee(s). All members of the Board have an obligation to participate in FCTP meetings if their schedules permit.

As the meetings of the FCTP are open, others who may wish to participate are welcome.

Article 5. MEETINGS OF THE FCTP

To provide sufficient time for the development and discussion of ideas and recommendations, FCTP meetings shall be scheduled for a two-hour period in the afternoon of the last day of a congress. In the program for a congress, an FCTP meeting shall be considered to be equivalent to a technical session. The meeting shall be held in one of the technical session rooms of moderate seating capacity and equipped with the same audio-visual facilities as the other session rooms, as requested by the co-chairs of the FCTP.

An FCTP meeting shall end at least 30 minutes prior to the start of the closing ceremony.

Attendance at FCTP meetings is not limited to members appointed by the Member Societies, but is open to all attendees of an INTER-NOISE congress.

The co-chairs of an FCTP meeting shall prepare the agenda for the meeting.

Sign-up sheets shall be provided for recording names and e-mail addresses of the attendees at a meeting of the FCTP.

After introductory remarks by the co-chairs, the agenda shall provide an opportunity for the Technical Program Chair of the next congress to make a presentation about plans for the technical program consistent with the chosen theme and including deadline dates for receipt of abstracts and manuscripts.

Ideas and suggestions for technical sessions at future congresses may be offered by any attendee at a meeting of the FCTP.

At least six months before the scheduled date of a meeting of the FCTP, the I-INCE Secretary-General shall notify the appointed members of the FCTP and the members of the I INCE Board of Directors about the meeting.

The president, the Technical Program Chair, and representatives of the organizing committee for the next + 1 and next + 2 INTER-NOISE congresses shall also be invited by the I-INCE Secretary General to attend the meeting of the FCTP.

Article 6. FCTP REPORT

Within 30 days after a meeting of the FCTP, the co-chairs shall prepare and transmit a report to document the suggestions that were made for the next and future INTER-NOISE congresses. A copy of the report shall be transmitted via e-mail to the president of the next and future congresses, with a copy to each appointed member of the FCTP.

The report shall list the names and e-mail addresses for those persons who were recommended as possible organizers for the structured sessions.

It is the responsibility of the organizing committee for the next congress to follow up and contact the persons suggested as organizers and then to develop the various structured sessions or poster sessions.

NOTES: This edition of Part 4 of the I-INCE Rules for Operation of the Future Congress Technical Planners was accepted by the I-INCE Board of Directors at its meeting on 2008 October 25 and by the I-INCE General Assembly at its meeting on 2008 October 26 in Shanghai, China. Further editing, approval, and review was accomplished in Lisbon, Portugal, on 2010 June 13.