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CANDIDACIES FOR FUTURE CONGRESSES

ESSENTIAL RULES REGARDING THE SUBMISSION OF AN APPLICATION TO HOST THE ERA-EDTA CONGRESS


PRE-REQUISITES

  1. It must be held in Europe, or in a country bordering Europe, or bordering the Mediterranean sea.
  2. It cannot be held in one of the countries hosting the most recent ERA-EDTA Congresses (held in the last 5 years before the dates for which a candidacy is submitted).

TECHNICAL ASPECTS

CITY

  1. Hotel capacity: 13,000-15,000 rooms, in hotel categories not lower than 3*. Most of the rooms should be in 4* hotels (about 6,000);
  2. International airport with excellent connections with all European countries and also direct flights to US, Asia and Africa;
  3. An efficient public transportation system that connects the airport(s), the hotels and the congress venue.

CONGRESS CENTER

  1. Minimum of 11 main meeting rooms so divided:
    - No. 1 auditorium with at least 3,000-4,000 seats;
    - No. 2 auditoria with about 1,000-1,200 seats;
    - No. 4 session halls with at least 500-600 seats;
    - No. 4 session halls with a capacity of 300-400 seats;
  2. At least 40-50 break-out rooms (20-100 seats – 30-150 sqm gross) for internal and corporate meetings;
  3. A hall or foyer of at least 2,000 square metres/gross to accommodate the posters;
  4. A hall or foyer of at least 2,000 square metres/gross to accommodate the registrations;
  5. An exhibition area of at least 10,000 square metres/gross.

 PROCEDURE

  1. It is essential to have the full support of the National Society of Nephrology of the Country in which the ERA-EDTA annual Congress is held. For this purpose if the submission is not done by the National Society President, the ERA-EDTA must receive, at the time of the candidature, a letter from the local National Society of Nephrology stating their support for the event, as well as the clear evidence that the persons indicated as the prospective local Presidents are supported by the local community of nephrologists. With regard to this last matter the applicant must submit minimum two, and maximum three names for the Congress President. The applicant must also include some background information of each candidate as well as the reasons that explain the support to each candidates. The Council will then evaluate the proposals and elect one of them as the local Congress President or ask for further candidates.
  2. It is extremely important that the technical aspects of the Congress are taken into consideration when the decision of the venue is made by the Council (see previous page). The priority list regarding the choice of a venue should be based on:
    - Quality of the venue, its technical equipment, reliability of services as well as the city’s infrastructures;
    - All costs involved;
    - Availability of the venue in suitable dates;
    - Relevance with regard to geographical matters.
  3. When all the essential requirements regarding the venue for the congress are met, precedence should be given to cities where no ERA-EDTA congress has been held or to the ones where congresses were held further back in time (there must however be a minimum break of at least 5 years before an ERA-EDTA congress can go back to the same Country – CONGRESS LOCATION).
  4. Irrespective of the number of candidates, the final decision about the choice of a city for a future congress will be made by secret vote.
  5. If a venue is suitable, but is not chosen for the year it was applying for, it can be chosen for a future year according to what is chosen in the Application Form.

Official applications must be sent to the ERA-EDTA President (with copy sent to the ERA-EDTA Secretary-Treasurer and the ERA-EDTA Chair of the Administrative Offices). For any information please contact event-planning@era-edta.org


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