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OCTOBER 15 - 30

Duties of the Vice President of the ISST Board

Responsibilities include:

  • The ISST Vice-President (VP) has primary responsibility for organizing the ISST’s biannual Inspire conference. He or she must therefore possess the skills and knowledge to carry out this important task. Beginning at least one and a half years of the conference, the VP:

    Lays the groundwork for the conference: preparing an estimate budget for the conference
  • Forms a local organizing committee. The local committee should include capable, enthusiastic and preferably experienced people since they will have to be doing a lot of the ground work on site
  • Sets the dates for the conference; choosing a conference venue; hiring an on-site coordinator (or conference bureau). There will be 3 parties involved in the organisation of the Inspire conference:
    1. the EB’s organizing committee
    2. the local committee
    3. the professional conference organizer/bureau
    The VP will be the central coordinator who communicates the wishes and needs from the EB’s organizing committee to the local committee and vice versa. The local committee will be closely working together with the conference organizer/bureau on site and will report back to the VP regularly.
  • Proposes a theme for the conference to the EB for approval
  • Interfaces with members of the ISST board to accomplish these tasks including the Treasurer, Public Affairs, Training & Certification and Scientific Representatives.
  • Keep the membership list up to date and help to process new membership applications, assign membership numbers, activate accounts on the website. These tasks are more and more done by the board assistants and therefore the VP is asked to have a pro-active approach and stay in close contact with the board assistant.

Important issues to consider:

  • Balance the desire to attract as many attendees to the conference as possible, with the costs involved of holding the conference at a particular location.
  • Makes an accurate and conservative estimate of the number of people who are likely to attend (essential to prevent cost over-runs)
  • Once foundations for the conference are in place -- works together with the EB Representatives for Science and Research and Training & Certification of the ISST to create the conference’s program.
  • Once the theme for the conference has been decided, the VP and Scientific Director generate names of possible keynote speakers, propose them to the EB for approval and secure commitments from them to participate.
  • Participate in the evaluation of proposals submitted for paper and poster presentations
  • Assists the scientific coordinator in the rating and decision-making about which scientific proposals to accept
  • Works with the ISST’s board, the local organizing committee, and the conference coordinator, to plan and carry out the myriad detailed tasks concerning the conference.

Since the location of the conference will not automatically be situated in the home country of the VP, it is therefore essential that the local organizing committee is capable of preparing the ground work for the conference. The VP needs to be in regular contact with both the local committee and the EB to make sure that the organisation is handled successfully, in a timely way and along the lines of the needs and wishes of the EB’s organizing committee.  Where needed, the VP intervenes directly, to insure that any problematic issues are resolved.

Beyond the Conference: The VP participates in the monthly board meetings to help make decisions about the various issues related to the ISST.

Final Note:  Candidates for this position should be prepared to invest the time and energy required to field a successful conference, and be willing to have chief responsibility for this task.  The ISST board offers a supportive group of colleagues with whom to collaborate.  However, the responsibility for the conference primary rests with the VP.  In their statements of candidacy, candidates should provide evidence of their qualifications for this position.  Experience in having organized large-scale meetings, such as scientific meetings or conferences; excellent organizational skills; communication skills; and collegiality; are very important in evaluating candidates’ suitability for the position.  The successful candidate should not be evaluated solely on the basis of having a good reputation as a scientist or clinician, but on the ability and commitment to carry out the tasks involved.

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