CONFERENCE GUIDELINES:

European Conference for Social Work Research

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Introduction

The European Conference of Social Work Research (ECSWR) is the major event of ESWRA. It has been taking place since 2011 and is highly regarded amongst social work researchers across Europe, as an important annual event for sharing and debating research findings and ideas as well as networking. There are certain elements to the programme and nature of ECSWR that the ESWRA Board view as essential for the identity and strategy of ESWRA, as well as to maintain the high quality of the conference. The Board recognises, however, that every conference also has its own unique characteristics, ‘flavour’ and shape to reflect where it is being held, its distinctive themes etc., and that this is a key strength of ECSWR.

This guidance, therefore, seeks to provide a useful outline of the ESWRA requirements for hosting the conference, together with some helpful hints based on the experience of previous hosts to help guide each Conference Committee in their task.

The communication between the local hosts and the ESWRA Board is channeled through the ESWRA Vice-Chair, who is the main link and first person of reference.

The ESWRA Board is very appreciative of all the efforts, time and planning that host Committees put into each ECSWR, and we firmly believe that social work research in Europe is made stronger by their contribution.

The agreement between ESWRA and conference hosts will be formalised in writing, setting out the terms of the agreement. In addition to these guidelines and the formal agreement, conference hosts are bound to read the criteria set out in the Call for Bids for ECSWR and the ESWRA bylaws. Hosts may also wish to find out about previous conferences on the ESWRA website www.eswra.org and may ask the ESWRA Administrator for additional information or advice at any time at info@eswra.org

Local host committee

Required

Every conference should be organised by a Conference Committee of not less than 5 people. The Committee is responsible both for the research leadership and the practical leadership of the conference. So, the members of the Committee must have knowledge and experience of social work research, and capacity and commitment to plan, organise and deliver the conference. The Committee will also put in place management arrangements to cover contingencies. The host Chair must be a person with significant experience of senior leadership, in order to take a strategic approach to conference planning. The Conference Committee is co-Chaired by the local host Chair and the Vice Chair of ESWRA. The ESWRA Vice-Chair is the main link and first port of call between the local hosts and the ESWRA Board. Another member of the Conference Committee, preferably the host Chair, should attend part of the ESWRA Board meeting held around the time and at the venue of the preceding year’s conference, to discuss their plans and planning to date for the conference. A Conference Committee report on progress in preparation for the conference should be provided to each meeting of the ESWRA Board.

Agreed arrangements for co-chairing the conference need to take place, including the nature and frequency of conference committee meetings, setting the agenda, and a plan with clear allocation and sharing of responsibilities. It is expected that local hosts arrange for the conference committee to have strong administrative support throughout the conference planning and this needs to be estimated in the budget too.


Helpful hints

It is strongly advised that an initial task of the Conference Committee is to develop a timeline of key dates and actions (-15 months at the latest) as this will contribute to the overall conference planning.

Workload for the Committee in preparation for the conference is considerable and should not be underestimated. Therefore, it is suggested that hosts think carefully about how many people should be on the Committee (8 or 9 people has worked well previously) and their capacity and commitment to play a role in the practical organisation.

In previous conferences, as well as the need to have excellent secretariat support, extra student support for registration and administration during the conference itself has been essential. Free registration at the conference could be offered in return for some student assistance at key times.

Venues and accommodation

Required

The lecture halls and meeting rooms need to be of appropriate size and number. One main conference hall with capacity for 500+ people is essential, along with rooms to accommodate at least 10 parallel oral paper or symposium sessions for up to 50 people each. All rooms must be physically accessible and of good overall standard. Access for those with other particular requirements - such as a hearing loop - should also be available when requested.

There also need to be approximately 12-15 rooms available for pre-conference sessions earlier in the day that the conference begins. Some of these could be the same rooms as for parallel sessions during the conference proper, but they could also be slightly smaller (for up to 40 people).

An appropriate venue for the ECSWR dinner needs to be considered at an early stage. The Conference Committee needs to ensure that the venue is capable of accommodating at least two thirds of the participants.

A room for up to 10 people is also required for a meeting of the ESWRA Publication Series Advisory Group at some point during the conference. In addition, the ESWRA Board requires a room to meet the day before and after the conference; this Board room should accommodate up to 18 people. The ESWRA Administrator will contact the Conference Committee to make the necessary arrangements for this and all costs for this meeting are paid directly by the Association, not from the conference budget.

Catering must be provided at the conference for different dietary requirements. In addition, hosts should provide information or links to a range of good accommodation options within a short distance of the conference venue.

Helpful hints

Making early contact with hotels to arrange discount prices for conference participants is very helpful. Usually it works best where participants can use a special code or link to then book with the hotel directly, to avoid the conference organisers from having to make any other hotel arrangements.

Budget

Required

The budget is crucial and needs careful planning. The ESWRA Treasurer in co-operation with the Vice-Chair has a key role in the development of the budget. The ESWRA Board must approve an outline budget one year before the conference; updates on the budget then need to be produced in continuous discussion with the Vice-Chair, Chair and Treasurer of ESWRA. The budget proposal should be agreed by the Treasurer, Chair and Vice-Chair.

The prices for individual participants are listed in the table below.

Guideline – fees from ECSWR 2019 Leuven

Guideline – fees from ECSWR 2019 Leuven

Early Bird

Normal

Main Conference

Participant from higher income country

€ 410

€ 460

Participant from lower income country

€ 200

€ 250

Student and emeritus member from higher income country

€ 225

€ 275

Student and emeritus member from lower income country

€ 125

€ 175

Suggested rate for service users

€ 125

€ 175

SIG Events Programme

Participant from higher income country ½ day

€ 20

€ 20

Participant from lower income country ½ day

€ 10

€ 10

Suggested rate for service users - ½ day

€ 10

€ 10

Participant from higher income country full day

€ 40

€ 40

Participant from lower income country full day

€ 20

€ 20

Suggested rate for service users - full day

€ 20

€ 40

Conference Dinner

Conference dinner for participant from higher income country

€ 50

€ 50

Conference dinner for participant from lower income country

€ 35

€ 35

Conference dinner for service user

€ 35

€ 35


A list of countries and the category they belong to is attached in the appendix to these guidelines.

These fees could be adjusted in the course of time which it is up to the Board to decide. In regard to service user fees, it is recommended to offer the same reduced rates as for student and emeritus member from lower income countries, for the main conference, the SIG Programme (see below comments for SIG Programme) and the conference dinner.

The budget should be planned based on the above figures and a minimum of 450 participants. Conference arrangements should be made for this number.

Please also see comments below in relation to sponsorship.

Budget headings must include:

  • Venue hire for main conference and pre-conferences
  • Catering costs and keynote speaker expenses
  • Printing costs of flyer and programme and other copy centre expenses
  • Conference website development
  • Local administration and administrative support to the conference committee
  • Cultural programme (if applicable)
  • Other expenses (e.g. small gifts to keynote speakers if not offered by sponsors, etc)
  • Surplus of at least 20,000 Euros for ESWRA
  • Membership fees

ESWRA will bear all risks and upfront costs associated with the conference when these relate to the agreed budget and the successful administration of the conference. Over and above this, any surplus generated by the conference will belong to ESWRA.

Payment Responsibilities and Charging Policy

As the ECSWR may involve participants with different status, the table below summarises the expectations related to charging registration fees and other payment responsibilities.


Who

Charging registration fee/ payment costs and by whom

Notes

Board Members

Own arrangements for registration fee, conference dinner, travel and accommodation

However, ESWRA covers these costs where own institutional support is not available.

Conference Committee members

No registration fee

However, the membership fees should still be paid to ESWRA

Vice Chair

No registration fee

Own arrangements for travel and accommodation

However, the membership fee should still be paid to ESWRA. ESWRA covers costs where own institutional support is not available.

Keynotes

All costs paid by ECSWR Budget

Exhibitors/Publishers

Not registered as participant, see specific related fees at the relevant section

ESWRA Invited Guests on behalf of their Association (i.e. EC, IFW, EASSW) for brief welcome/introduction speeches

If not attending the full conference: ESWRA will offer to pay travel and substance costs and 1 overnight if required. – Not registered as a participant.

If attending the full conference: On a case-by-case basis, ESWRA may contribute to their registration cost/expenses 100-euro max.

Award Winners

ESWRA reimburses or pays the registration fee.

Own arrangements for travel and accommodation.

ESWRA Executive administrator

No registration fee - Not registered as participant.

Volunteers

Organised locally, not registered as a participant.

(If presenting usual rules apply, given that they don’t have to volunteer).


Helpful hints

It may be helpful to compare your budget with previous conference budgets. The ESWRA Administrator can provide figures on previous conference participants to help with budget planning.

As far as a conference dinner is concerned, the Board suggests charging a reduced price for participants from lower income countries.

Sponsorship, publishers and financial assistance

Required

Hosts should make efforts to find sponsors for various elements of the conference costs (i.e. conference bags, printing, welcome reception).

There needs to be space set aside at the conference for publisher exhibition stalls. Taylor and Francis receive a free exhibition space due to their partnership with ESWRA to provide member access to the European Journal of Social Work. Other publishers should be asked to pay a fee to have an exhibition stall at the conference.

The total cost of participating in European conferences can be a barrier to the participation of some delegates, particularly doctoral students or those from low income countries. Reduced fee rates are intended to mitigate this, and the Conference Committee should consider further ways to reduce this total cost.

Helpful hints

In 2017, for example, publishers were charged 400 Euros for an exhibition stand and participation of one representative at the conference. This price included also welcome reception and food in conference lunch breaks. For further attendees, they were charged the normal participant rate. Publishers may also be asked if they wish to attend the conference dinner and charged the normal rate for this.

It has been helpful to provide in advance for publishers a summary of exactly what is provided for them at the conference, times for set-up and take down, and the relevant addresses for materials to be sent from publishers to the host University. This information could also be placed on the conference website.

Conference Committees could explore whether members of the host university can provide accommodation in their homes and whether any grant funding or sponsorship is available in the host country to support conference participants who come from low income countries or are students.

Carers policy

Carers for participants are not required to pay any conference expenses. Different Universities and countries may have different carer policies, and the Conference Committee needs to ensure that an appropriate policy is followed for the ECSWR.

Signature Theme and ECSWR Series Themes

Each Conference Committee needs to consider and propose a ‘Signature Theme’, for approval by the ESWRA Board at an early stage (approx.-20months). This should be ready and approved in time to print a flyer to publicise the conference at the preceding ECSWR. The Signature Theme will be distinctive to each particular conference. There are three guiding principles for the selection of themes for the European Conference for Social Work Research:

1. This is a research conference – the focus of all conference themes must be on research, including its relationship to, and concerns with, social work practice, policy, education etc.

2. Each annual conference should have a distinctive identity but also be readily identifiable as part of ESWRA’s flagship annual ECSWR series.

3. It is important to achieve a balance between the distinctive focus of each Conference, and the inclusive principle that most high quality European (and sometimes wider) social work research should be eligible for presentation at the conference.

Accompanying the Signature Theme will be a set of Series Themes – these are decided by the ESWRA Board and are common across the ECSWR series. From time to time these will change, by decision of the Board, but broadly they remain the same from one conference to the next.

The Call for Papers for each conference should invite prospective presenters to submit abstracts addressing either the Signature Theme or one of the Series Themes, or any combination of these. Conference hosts may also choose to divide the Signature Theme into a maximum of 3 Sub-themes, to enable and encourage specific focuses. It should be clear that all themes and sub-themes are concerned with social work research. The combination of Signature and Series Themes should also provide structure for parallel streams within the conference programme.

Therefore, the ECSWR Series Themes are research-focused contributions that consider:

· Challenges and opportunities for social work research, practice, policy or education in contemporary contexts

· Social work research, policy, practice or education across boundaries – including across national, social, cultural, disciplinary and professional boundaries

· Exploring the impact and effectiveness of social work

· Social work history and identity as profession and discipline

· Theorising social work and/or social work research

· Connecting social work research and practice, including co-creation of knowledge

· Methodological development, innovation and capacity building in social work research

Keynotes

Required

It is expected that keynote speakers will be selected and invited specifically to speak to the Signature Theme (with the exception that one keynote per conference may be dedicated either to innovation in research methodology or to a social work research topic particularly relevant to the host country). There are normally four keynote speakers. Issues of social work research relevance as well as inclusivity (i.e. gender, nationality) and whether individuals have previously given an ECSWR keynote need to be considered. It is also important that keynote speakers and their presentations relate to the European context; normally therefore, at least two of the four people should be based in European countries.

The Conference Committee needs to prepare a list with potential keynote speakers providing the rationale for this selection, including their profile, relevance with conference theme(s) and provisional presentation titles. It is highly important that the Board approves prospective keynote speakers first rather than after they have been approached.

Permission should be sought where possible from keynote speakers to record their presentation for online dissemination after the conference. Keynote speakers are not paid but are reimbursed all expenses.

Helpful hints

Some Conference Committees have bought or arranged sponsorship for small gifts to give keynote speakers in recognition of their contribution e.g. signed books, pictures. If this is planned, then it should be included in the conference budget.

The Board can be asked for suggestions of keynote speakers from across Europe (and beyond, though see above).

Website and advertising

Required

The conference website should be set up at an early stage (-14 months) including theme, subthemes and relevant dates (call for papers, submissions etc). This needs to be constantly updated throughout the conference planning process. It also needs to be user-friendly with appropriate information on registration, travel, access, accommodation, etc.

The conference flyer should be available for dissemination at the previous conference. A representative of the Conference Committee (preferably the Host Chair) should speak for approximately 5 minutes to present and publicise the conference at the final session of the previous year’s conference.

The conference needs to be amply advertised throughout the year, but especially on important dates such as the call for papers and deadlines for submission as well as registration dates. The Conference Committee holds the main responsibility, in liaison with the ESWRA Administrator, to identify various ways to disseminate information in national and international networks.

Helpful hints

It is helpful for the Conference Committee to prepare regular items for the ESWRA Newsletter and also publicise through the ESWRA website and social media such as Facebook and Twitter by contacting the ESWRA Administrator at info@eswra.org

The conference flyer should preferably be sent in advance to the previous Conference Committee for inclusion in their conference pack.

Also, it has proved very attractive to include a short video introducing the venue and theme of the next year’s conference at the final session of the previous conference.

SIG Programme

Required

SIG Programme events at ECSWR are suggested and planned by the ESWRA Special Interest Groups (SIGs) – details of these are available at www.eswra.org . The planning and organisation of these should start at an early stage (-15 month, please check timeline at the end) as venue booking and cost implications need to be considered.

Attendance, including catering (coffee/tea and some lunch) is charged with an additional cost to participants. The Conference Committee needs to include these costs in the conference budget taking into account participants coming from lower income countries and students. In addition, the Conference Committee needs to ensure the option for participants to attend and pay SIG Programme events without attending and paying for the main conference.

SIG convenors should be contacted to ask if they wish to have a slot in the SIG Programme (see below for possible arrangements for doing this). They should be asked to provide the event title early enough to be included in the planning of the venue booking and finalising the program etc.

The SIG Programme can offer slots on either the morning or afternoon of the day that the conference begins or the day before, in order to give opportunity to participants to attend more than one event. However, SIG convenors can be offered the opportunity to plan, if they wish, a whole day event on the day that the conference begins. It is also suggested to offer a common one-hour slot as a networking lunch, where participants of the SIG Programme can be welcomed.

The Doctoral and Early Career Researchers SIG, however, should be allocated an event slot within the main conference programme itself so that their members can attend the other SIG pre-conference events too.

Helpful hints

The ESWRA Administrator can provide SIG Convenors’ contact details and/or contact the Convenors directly to make any arrangements for the SIG Programme.

SIG Programme events are very popular and need careful planning, for example in ECSWR 2017, 150 delegates attended 12 different events.

In relation to the extra costs for tea/coffee and lunch, in ECSWR 2017, the participation fee to a SIG Programme event included tea/coffee drinks. For a lunch provision, there was an optional small extra cost. We generally propose to include in the budget a SIG Programme event fee of 50 Euro for participants from higher income countries and 25 Euro for lower income countries, which includes tea/coffee drinks and lunch. The fee rate needs to be discussed and agreed with ESWRA Treasurer and it may be different from this overall suggestion.

Conference Programme

Required

The conference programme is built throughout the process and it needs to be publicised as early as possible. It has been a commitment to the conference to ensure that oral presentations, symposia and workshops allow for some depth and discussion. Oral presentations should not be less than 15 minutes and the structure of the programme needs to include 5 minutes at the end of each presentation for discussion or grouped at the end of each session. In addition, the programme needs to plan in extra time for transfer especially where different buildings are used.

The programme also needs to provide space for: the ESWRA General Assembly (1 hour 20 minutes at least) with space for 100 people; ESWRA Annual Awards presentation (either in the last session or during conference dinner); SIG Convenors Meeting (during first lunchtime); SIG business meetings (preferably during the last lunchtime); meeting for representatives of national research organisations/learned societies; meeting of the Advisory Board of the ESWRA Publication Series (1.5 hours for 10 people); and a Social Programme.

The conference programme (showing the session slots, with title of each presentation and lead presenter, and room/venue) should be both available online and printed in hard-copy. This should include the SIG Programme too. There are different variations of conference programme as well as options for access to this, such as using an application in portable devices, online version, etc. Proposals for the conference programme design need to be considered at an early stage and discussed within the Conference Committee.

Helpful hints

The social programme has usually included a welcome reception on the first evening that is included in the overall price (often with sponsorship – see above), and a conference dinner on the second night at additional cost to participants. These social elements often reflect the culture and entertainment local to the conference.

Ideas for a printed version of the programme can be obtained by looking at previous conferences, for example ECSWR2017. These are available online in the relevant conference website, whilst ESWRA Administrator will be also able to provide you with these.

Call for Papers

The Call for Papers should be issued at least 10 months before the conference and should close 5 months before the conference, to give sufficient time for review, registration and programme planning. Submissions for oral presentations, symposia and posters should be accepted. It is important that the Conference Committee takes all appropriate measures to maximize the number of high-quality submissions. It is anticipated that around 50% of abstracts submitted may be acceptable; therefore, for the target of 450 delegates, the majority of whom will give presentations, this should reach 800 – 900 abstract submissions.

The Call for Papers should set out clearly the main conference theme and sub-themes.

The Call should invite oral or poster presentations, symposia or workshops, which are research focused or based. They may be based on empirical studies, theoretical and literature-based enquiry, or other practice, policy or educational knowledge sources, and they may include:

  • studies or theoretical discussion of research-based knowledge for social work practice and education, the epistemology of that knowledge and the implications for social work research;
  • studies or theoretical papers on developing research methods or that show novel application of methods;
  • policy, training, funding or systems to support research in social work;
  • research ethics and the development of research governance systems;
  • meta-analysis and other evaluative processes that support research and its use through the synthesis of knowledge; and
  • bringing knowledge from research into practice, including publishing, evidence-based practice, evidence-informed practice, research dissemination, knowledge transfer, knowledge exchange, implementation science, etc.


The Call for Papers should actively encourage SIGs contribution by inviting them to submit proposals for symposia and/or workshops. It should also include submission instructions as well as rules on the number of abstracts that each author can submit to the conference.

It is important that the Conference Committee prepares and sends regular reminders for the Call, especially approaching the deadline for submission across to all identified advertising networks.

Helpful hints

For submission instructions and guidance to authors, it may be helpful to look at previous conferences’ policy and subsequent evaluation and hosts’ suggestions. The Vice-Chair will be able to offer the Conference Committee such insights.

Abstract review process

Required

The ESWRA Administrator holds a list of abstract reviewers; the list can then be added to by the Conference Committee to include others, particularly other researchers local to the conference. Whilst it is not mandatory for the reviewers to be ESWRA members or to have attended the ECSWR previously, it is important that the Conference Committee provides a frame of reference according to the ESWRA’s profile and the ECSWR’s identity.

Potential reviewers should be contacted early, to confirm their willingness to act as a reviewer, their particular areas of research expertise as well as the themes they would like to review the abstracts on. After the reviewing has been completed, all reviewers should be sent certificates to recognize their role on the review panel.

A blind scoring system should then be used by reviewers to assess individual abstracts or symposia on the basis of quality. Symposia abstracts should be reviewed as a whole. Scoring should use a rating scale from 0-5 (rather than just accept/reject) to allow finer grained judgments to be made. Guidance to reviewers should clarify explicitly the meaning of scale points, for example: 1 = very poor, 2 = poor, 3 = satisfactory, 4 = good, 5 = excellent.

The ESWRA Administrator and Vice-Chair can provide previous review forms used in the ECSWR.

On completion of reviewing, it is important the co-Chairs of the Conference Committee (local Chair and ESWRA Vice-Chair) review the final lists of accepted and rejected papers to take into account the whole picture of the abstract selection. They should consider issues such as social work research relevance, inclusivity and representation from countries that are under-represented in ESWRA (the ESWRA Vice-Chair will have details of these).

In addition, the Conference Committee needs to consider a) the maximum number of symposia and workshops accepted and b) the number of presentations included in the suggested symposia/workshops, taking into account their impact on the set of slots for oral presentations.

Helpful hints

It is useful to consider the registration process and dates to ensure that those with an accepted abstract are given priority booking. It is also useful to have a pool of abstracts that are on a ‘reserve’ list in case of cancellations; authors of ‘reserve list’ papers should be notified of this status and advised they will be invited to present should space in the conference program arise.

In case that a paper shows sufficient quality and promise but is not accommodated within the program, the Conference Committee may wish to consider offering a poster presentation instead.

Where the Conference Committee wishes to purchase an abstract review online system, it is strongly recommended by former conference hosts that they opt for the professional version of EasyChair or similar system. The free or cheaper versions of EasyChair have proven to be difficult to use. However, this may involve cost implications; therefore, the Conference Committee needs to consider their option and include it in the conference budget.

The ESWRA Administrator has examples of previous certificates sent to reviewers.

Book of Abstracts and Special Issue at the European Journal of Social Work

Required

A book of abstracts (even a first version) should be available online before the conference which can then be finalized and publicized with an ISBN following the conference. The Board – on environmental grounds - actively discourages printing individual copies of the book of abstracts for the conference participants.

In some ECSWRs, a special issue of the European Journal of Social Work (EJSW) has been published, following the conference. This needs to be considered early in the conference planning and hosts need to send their proposal with the issue’s theme, guest editors, timeline and other practicalities for Board’s approval prior to liaising with the EJSW.

Registration

The conference website should have a link to the conference registration. The ESWRA Administrator will usually run the registration process (except when other arrangements have agreed) and will pass regular updates on participants to the Conference Committee.

Cancellation policy

Cancellations are normally accepted until the early bird deadline, against an administration fee of EUR 100.

After the early bird deadline, cancellations cannot be accepted, but substitutes will be accepted at any time provided that the Conference Committee is informed of the change, and that the substitute participant has not been previously registered.

In special cases refund may be possible at the discretion of the Conference Committee. If the paper is not accepted, then the conference fee can be reimbursed without deduction. However, at least one author for each paper must be registered at any time. The registration will be cancelled, if the Conference Committee has not received the payment by the latest two weeks before the conference.

GDPR Compliance

It is expected that the hosts and their institution will hold liability for GDPR compliance according to the EU regulations.


Required actions based on a timeline

TIME

ACTION

To be discussed with Vice-chair

To be approved by BOARD

Comment

-24 mth

Board accepts conference bid and informs of decision (April Board)

/

/

-23 mth

Formation of a local host committee

/

/

-23 mth

Establish contact with vice-chair and set a provisional plan of meetings

YES

/

-23 mth

Conference dates: Set dates of the conference

YES

YES

-22 mth

Venue: Start securing an appropriate venue

YES

YES

-22 mth

Accommodation: Start negotiations with hotels etc and secure rooms

YES

NO

-21 mth

Services: Start exploring services related to the conference (catering etc)

YES

NO

-21 mth

Budget: Start drafting a detailed budget

YES

Not yet

-20 mth

Theme and subthemes: Start developing conference theme and subthemes

YES

Not yet

-18 mth

Conference and pre-conference program: Start developing

YES

Not yet

-17 mth

Progress report: Present all progress at Board meeting (November Board) and receive comments and suggestions

YES

YES

-16 mth

Budget: Continue developing the detailed budget (with Board comments)

YES

Not yet

-15 mth

Theme: Develop conference theme and include association subthemes

YES

YES

-15 mth

Time plan: Develop a conference time plan (CFP, deadlines, early-bird …)

YES

YES

-15 mth

Keynotes: Suggestions for keynotes

YES

YES

-15 mth

Pre-conferences: Establish communication with SIGs on pre-conferences

YES

NO

-14 mth

Flyers: flyers of the conference set, printed and sent to the upcoming ECSWR

YES

NO

-14 mth

Website: Set an initial website of the conference including theme, subthemes, relevant dates (call for papers, submissions etc)

YES

NO

-12 mth

Progress report: Present all progress at Board meeting (April Board). Board gives final green light on major issues, such as budget which is agreed and approved

YES

YES

-12 mth

Conference presentation: present the upcoming conference

YES

NO

-12 mth

Website: conference website published

YES

NO

-12 mth

Services: Detailed plan of needed services, contact and sign contracts

YES

YES

-11 mth

Sponsors: Start seeking for sponsors (including local governments and universities)

YES

NO

-11 mth

Advertising: Start advertising the conference, also together with ESWRA (website, newsletters etc)

YES

NO

-11 mth

Keynotes: contact keynotes and have a final list of confirmed keynotes

YES

NO

-10 mth

Pre-conferences: start developing the pre-conference program with SIGs

YES

NO

-10 mth

Call for papers: publish and disseminate CFP

Disseminate regular reminders up to the deadline.

YES

YES

-10 mth

Website: fully developed website published

YES

YES

-9 mth

Publishers: start contacting the publishers and other bodies present at the conference

YES

NO

-9 mth

Reviewers: establish contact with pool of reviewers

YES

NO

-8 mth

Conference and pre-conference program: develop a detailed program plan

YES

YES

-8 mth

Conference practicalities: develop details in the program, such as awards, workshops with publishers etc.; as well as organization of the Board meeting ahead and after the conference, meetings of relevant groups etc.

YES

NO

-7/6 m

Reviewers: Distribute papers for reviewing

YES

NO

-6 mth

Conference practicalities: organize practicalities, such as conference volunteers, keynotes’ plane tickets, social program etc

-5 mth

Website: Registration available

YES

NO

-5 mth

Notifications: Sent notifications to authors

YES

YES

-5 mth

Conference and pre-conference program: finalize the detailed program

YES

YES

-4 mth

Conference chairs: Contact persons to chair sessions

YES

NO

-4 mth

Book of abstracts: develop book of abstracts

YES

NO

-3 mth

Conference practicalities: Continue to attend to conference practicalities

YES

NO


+ 1 mth

Notifications: Mail participants with thank you, stats about the conference, success of the conference, any publications and further events

YES

NO

+ 1 mth

Report: prepare final conference report, including detailed budget and stats

YES

YES










-24

-22

-20

-18

-16

-14

-12

-10

-8

-6

-4

-2

0

2

Board accepts conference bid and informs of decision (April Board)

Formation of a local host committee

Establish contact with vice-chair and set a provisional plan of meetings

Conference dates: Set dates of the conference

Venue: Start securing an appropriate venue

Accommodation: Start negotiations with hotels etc and secure rooms

Services: Start exploring services related to the conference (catering etc)

Theme and subthemes: Develop conference theme and subthemes

Budget: Start drafting a detailed budget

Progress report: Present all progress at Board meeting & receive comments etc

Budget: Continue developing the detailed budget (with Board comments)

Time plan: Develop a conference time plan (CFP, deadlines, early-bird …)

Keynotes: Suggestions for keynotes to Board for approval

Flyers: flyers of the conference set, printed and sent to the upcoming ECSWR

Website: Set an initial website of the conference

Progress report: Present all progress to Board. Board gives final ok on major issues

Conference presentation: present the upcoming conference

Services: Detailed plan of needed services, contact and sign contracts

Sponsors: Start seeking for sponsors (including local governments and universities)

Advertising: Start advertising the conference with ESWRA

Keynotes: contact keynotes and have a final list of confirmed keynotes

Pre-conferences: start developing the pre-conference program with SIGs

Call for papers: publish and disseminate CFP

Publishers: start contacting the publishers and other bodies present at the conference

Reviewers: establish contact with pool of reviewers

Develop details in the program, Board meeting, meetings of relevant groups etc.

Reviewers: Distribute papers for reviewing

Organize practicalities e.g. conference volunteers, keynotes’ plane tickets, social program

Website: Registration available

Notifications: Sent notifications to authors

Conference and pre-conference program: finalize the detailed program

Conference chairs: Contact persons to chair sessions

Book of abstracts: develop book of abstracts

Conference practicalities: Continue to attend to conference practicalities

Email participants

Report: prepare final conference report, including detailed budget and stats


Overview GDP economies

EU classification based on Eurostat data (accessed on July 2018)

Higher income countries

Austria, Belgium, Denmark, Germany, Ireland, Iceland, France, Finland, Liechtenstein, Luxembourg, Monaco, Netherlands, Norway, San Marino, Sweden, Switzerland, United Kingdom

Lower income countries

Albania, Armenia, Azerbaijan, Belarus, Bulgaria, Bosnia and Herzegovina, Croatia, Cyprus, Czech Republic, Estonia, Former Yugoslav Republic of Macedonia (FYROM), Greece, Italy, Serbia, Spain, Turkey, Kosovo, Latvia, Lithuania, Hungary, Malta, Moldova, Montenegro, Poland, Portugal, Romania, Russian Federation, Slovenia, Slovakia, Ukraine

Other countries in the world classification based on World Bank data (accessed July 2018)

Higher-income economies (GDP per capita >20.000)

Australia, Bahrain, Brunei, Canada, Hong Kong, Israel, Japan, Korea Rep, Kuwait, Macau, New Zealand, Puerto Rico, Qatar, Saudi Arabia, Singapore, Taiwan, The Bahamas, United Arab Emirates, United States

Lower/ middle-income economies (GDP per capita < 20.000)

Afghanistan, Algeria, Angola, Antigua and Barbuda, Argentina, Bangladesh, Barbados, Belize, Benin, Bhutan, Bolivia, Botswana, Brazil, Burkina Faso, Burundi, Cabo Verde, Cambodia, Cameroon, Central African Republic, Chad, Chile, China, Colombia, Comoros, Congo Republic, Congo Democratic Republic, Costa Rica, Côte d'Ivoire, Djibouti, Dominica, Dominican Republic, Ecuador, Egypt, El Salvador, Equatorial Guinea, Eritrea, Ethiopia, Fiji, Gabon, Gambia, Ghana, Grenada, Guatemala, Guinea, Guinea-Bissau, Guyana, Haiti, Honduras, India, Indonesia, Iran, Iraq, Jamaica, Jordan, Kazakhstan, Kenya, Kiribati, Kyrgyzstan, Laos, Lebanon, Lesotho, Liberia, Libya, Madagascar, Malawi, Malaysia, Maldives, Mali, Marshall Islands, Mauritania, Mauritius, Mexico, Micronesia, Mongolia, Morocco, Mozambique, Myanmar, Namibia, Nauru, Nepal, Nicaragua, Niger, Nigeria, Oman, Pakistan, Palau, Panama, Papua New Guinea, Paraguay, Peru, Philippines, Rwanda, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, Samoa, São Tomé and Príncipe, Senegal, Seychelles, Sierra Leone, Solomon Islands, Somalia, South Africa, South Sudan, Sri Lanka, Sudan, Suriname, Swaziland, Tajikistan, Tanzania, Thailand, Timor-Leste, Togo, Tonga, Trinidad and Tobago, Tunisia, Turkmenistan, Tuvalu, Uganda, Uruguay, Uzbekistan, Vanuatu, Venezuela, Vietnam, West Bank and Gaza, Yemen, Zambia, Zimbabwe


Appendix

MoU

Memorandum of Understanding between European Social Work Research Association (ESWRA) and

HOST UNIVERSITY FULL NAME

Purpose

The purpose of this Memorandum of Understanding (MoU) is to set out our agreement around holding the XTH European Conference of Social Work Research at UNIVERSITY, LONG DATE, hosted by the DEPARTMENT, UNIVERSITY

The ESWRA Board will:

  • Approve the preliminary budget, and final conference budget, submitted by the Conference Committee.
  • Provide active support and guidelines throughout the conference planning and organisation, mainly through the ESWRA Vice-Chair who co-Chairs the Conference Committee.
  • Hold liability for the finances of the conference. The host university will not be liable for any losses from the conference that are the result of budgeting and other processes approved by the Association.
  • Approve the general conference theme, any subthemes and keynote speakers.
  • Agree with the host university arrangements for administering the conference registration process and act in accordance with the agreement.
  • Provide guidelines and generic criteria for the review of conference abstracts.

The University will:

· Manage the planning and organisation of ECSWR 20XX under the leadership of the host University

  • Establish a Conference Committee in accordance with the ESWRA Bylaws and ECSWR Guidelines. The Committee will be co-chaired by the Vice-Chair of the Association and the lead representative of the host University. In addition to the Co-Chairs, the Conference Committee will consist of at least four other members, comprising persons representing the university and qualified to manage the planning, programming and conduct of the conference. With the exception of the Association’s Vice-Chairperson, the members of the Conference Committee will be drawn from and appointed by the host University.
  • Administer the conference registration.
  • Transfer to ESWRA a balance of at least 20,000 Euros as well as the membership fees of the conference participants.
  • Produce and provide to the ESWRA Treasurer a comprehensive conference budget in the form of projected income and expenditure. The conference budget should be in accordance with the above transfer to ESWRA and the fee rates outlined in the Guidelines for Conference Hosts and should include any proposed honoraria payments. The budget must be submitted via the ESWRA Treasurer for the approval by the Association’s Board.
  • Provide appropriate resources and make appropriate leadership, management and administrative arrangements to successfully deliver the conference, and to safeguard against any risks that may arise through changed individual or institutional circumstances.
  • Agree with ESWRA arrangements for administering conference registration process and act in accordance with the agreement.
  • Make all necessary arrangements for hosting the conference, hiring of rooms, conference advertising, abstract submission and review process, programme development, book of abstracts, social programme, preconference room hire, and catering.
  • Submit proposed conference themes, subthemes and keynote speakers to the ESWRA Board for approval.
  • Transfer to ESWRA any remaining balance from the conference budget, by the October following the conference in this case [date]

Signed on behalf of the ESWRA Board

Signed on behalf of the University

Chair

Co-Chair

Date:

Date:

ESWRA