1. INTRODUCTION
The Indian Academy of Pediatrics has been holding the National Conference every year during the month of January/February. It has been the custom so far to organize the conference at different parts of the country so that maximum number of delegates from in and around the place could participate in the conference with least expenses and inconveniences. There is a lot of interaction and fellowship during conference days and it also provides sample opportunity to the delegates, to know the vivacity of the culture and the customs of out vast nation. Hence for the smooth organization and functioning of the conference following suggestion are submitted.

The organizers should try to provide a cozy, pleasant and comfortable atmosphere in the venue. The audiovisual arrangements should be of excellen quality and should be checked in advance by the organizers in each hall.

1. There shall not be more than 2 guests at the inaugural function. One will be Chief Guest and the other Guest of Honour.
2. The inaugural ceremony time table will be as follows:
3. Secretary announces over the mike on the dais that the inaugural Ceremony is starting and requests the compere to take over (1 minute)
4. The compere welcomes the dignitaries on the stage and requests the volunteers to offer bouquets to them. The dignitaries are invited in the same order as the sitting arrangements. (3 minutes)
5. Invocation (3 minutes)
6. Welcome address by Chairman of the organizing committee (3 minutes)
7. Secretary general's report including declaration and presentation of all IAP Awards (30 minutes)
8. Installation ofo incoming president and change of medallion (3 minutes)
9. Remarks by immediate past president (3 minutes)
10. Presidential address (15 minutes).
11. Release of souvenir by the guest of honour (3 minutes)
12. Address by guest of honour (3 minutes)
13. Introduction of chief guest and his address (15 minutes)
14. Mementos to dignitaries on stage (2 minutes)
15. Vote of thanks by the organizing secretary (5 minutes)

    The inaugural ceremony should not exceed total of 90 minutes.

16. Seating arrangements for audience: The first three rows should be reserved for VIPs including executive board members, past presidents, media people and senior citizen members of IAP. The next two rows on one side should be reserved for FIAP awardees and award winners.
17. Role of Local Organizing Committee: Local organizing committee shall help finalize venue, finalize chief guest and guest of honour in concurrence with president and secretary general, arrange for food, beverages, mementos to dignitaries on dais, bouquets , compering and security. The compere should be well aware of IAP dignitaries and designations and should accordingly introduce them when inviting them to the stage. He/she should also be well aware about IAP and its procedures, hence preferably a pediatrician.

GENERAL CME

SCIENTIFIC PROGRAMME

The sub-specialty chapter symposia will be held concurrently on day 2 and day 4. They will each be of 90 minutes of which 30 minutes will be for question/answer session at the end and 60 minutes for the speakers. The faculty speakers and the topics will be decided by the chairperson/secretary of that particular chapter. One of the chairpersons for the symposium will be decided by the chapter and the other chairperson will be decided by the central scientific committee.

Meet the Experts session will be held concurrently on day 2 and day 4 at 8.00 a.m. It will be a 90 minutes session. There will be one moderator and not more than four faculty experts. It should be more interactive with the attending delegates.

VENUE INFRASTRUCTURE

1. 1. Preview room should be available from previous day of the conference. Each day it should start at least one hour before the conference time.

   2. There should be echo free audio arrangements. Each hall should have one collar mike, one mike for chairperson, two floor mikes. For meet the experts session/dialogue session there should be one mike for the moderator, two mikes for the panelists and two floor mikes for the delegates.
2. Cloakroom & Toilet facilities:
   There should be reasonable number of cloakrooms and toilets, which should be spread over the venue and nearby the halls. They should be clean, hygienic, have running water and be cleaned at regular intervals.
3. Telecommunication:
   There should be facilities for fax, photocopiers, local phone, STD, ISD, email etc on payment.
4. Organizing committee office:
   There should be an organizing committee office at a suitable place in the venue to help delegates, faculty speakers, chairpersons and for receiving emergency messages for the delegates. It should be manned by at least one competent local organizing committee member and by one IAP staff member.
5. Scientific Exhibition:
   IAP trade brochure is available from central secretariat and should be strictly followed. To emphasize again, the following activities should be prohibited strictly in the exhibition area:

   1. Gambling activities
   2. Open housy type games during conference time.
   3. Live animals for any purpose.
   4. Mascots of any type outside the exhibition area
   5. Personal advertisement of handouts outside the exhibition area.
   6. Lottery type incentives and sale.
   7. Sale based lottery/lucky dips.
   8. Noise or sound pollution by way of audio.

   One prominent stall should be reserved for IAP office in the main scientific area.

6. Registration Area & Details
   

   1. Fee structure for the conference will be decided by the executive board.
   2. All delegates shall have to register for the conference.
   3. All faculty speakers and chairpersons who are IAP members shall have to register for the conference.
   4. Non-IAP faculty members who are pediatricians shall have to register for the conference as decided by the executive board.
   5. Registration should start two hours before the conference time on day 1 of the conference and shall continue till last day of the conference.
   6. Participation certificate, food coupons and invitation cards for various functions and the delegate badge should be handed over to the delegates along with the delegate kit at the time of registration.
   7. Delegate badge should have sufficient place to write the name and place of delegate.
7. Awards & Mementos:
   FIAP certificates, branch awards, chapter awards, mementos to outgoing IAP office bearers, president's medallion will be arranged by the central secretariat. Mementos for dignitaries on dais for inaugural function, faculty speakers and chairperson and for valedictory function should be organized by the local organizing committee.
8. Certificates:
   Certificate of participation, certificate for speaker and chairperson, poster and oral paper presentations shall be printed by the organizing committee. The certificate of participation shall be signed by the president, secretary general, chairperson of organizing committee, organizing secretary and the chairperson of reception committee of the national conference. The certificate for poster, oral paper presentation, speakers and chairpersons will be signed by president, secretary general, chairperson of organizing committee, organizing secretary and the chairperson of scientific committee of the national conf4erence.
9. Poster Presentation: Area for poster presentation should be able to accommodate at least 150 posters and preferably should have 3 rooms or a large hall for further discussion on posters. Provisions for boards, pins, clips, tapes etc. should be made and volunteers to direct and help the poster presenters should be available at the site.
10. Food Arrangement:
    At the venue of the conference and the various functions, enough space should be available for food arrangements. The site should have sufficient counters to avoid queue. The vegetarian and non-vegetarian counters should be separate. Clean potable water should be available.
11. Requisites of Central IAP:
    

    1. Executive Board meeting
    2. A mini conference hall with capacity of minimum 50 with preferably round conference table and seating arrangements with good audio system and three mikes.
    3. The venue of the meeting should be fixed and informed in advance to the central secretariat.
    4. Lunch and dinner should be provided by the organizers.
    5. President and spouse, secretary general and spouse will be the guests of the organizing committee.
    6. The central secretariat staff should be given free accommodation at a convenient place and local transport should also be provided.
    7. Sufficient space and arrangements should be made for functioning of the central secretariat at the venue at a prominent place and for storing the publications and other materials.
12. Valedictory Function
    

    1. It is a function held to thank the organizing committee.
    2. The sitting arrangements on the stage will be as follows:

    PRESIDENT
    Chief Guest	Vice President
    Chairman	President-Elect
    (Org.Committee) Organizing Secretary	I.P.President
    Chairman (Reception Committee)	Treasurer Secretary General

    1. The actual function will be as follows:

       1. Secretary general makes opening remarks
       2. The dignitaries are invited to the stage with floral greetings (if any) in the order of sitting arrangements.
       3. President will thank and give away mementos to the important persons of the local organizing committee.
       4. Response from organizing chairman.
       5. Response from organizing secretary
       6. Response from delegates (not more than 3)
       7. Address from Chief guest
       8. Vote of thanks by the Secretary General
    2. Accounts and Report

       1. A detailed report and the audited accounts of the conference should be presented to the executive board.
       2. At least Rs. 100 per delegate or 50% of the surplus of the conference or Rs. 2 lakhs, which is higher, should be handed over to the Central Secretariat. The final settlement of the account should be done before the next year's conference. (At least 50% of the profit made through the conference should be handed over to the central secretariat). This will be modified by the executive board from time to time.

       GUIDELINES FOR HOLDING INTERNATIONAL CONFERENCES
       (Special Addendum)

       All the guidelines of the IAP's national conferences must be strictly followed in addition to the foregoing guidelines:

       Bidding for the International Conference:
       No individual can bid for an international conference to be held under the banner of IAP unless:
       1. Prior written permission of the Central secretariat of IAP is obtained in advance.
       2. Prior concurrence of the concerned IAP Subspeciality chapter is obtained in writing.
       3. If no IAP subspeciality chapter is involved, prior concurrence of the local IAP branch is obtained in writing.
       1. Once the bid is won the modalities of the organizing of the conference will be as follows:
          1. The elections of the organizing chairman, organizing secretary, treasurer and whenever required the zonal representatives to the executive committee of the conference shall be held by secret postal ballot by the central secretariat of IAP.
          2. If the IAP subspeciality chapter has won the bid, the elections of the organizing chairman, the organizing secretary and the treasurer of the conference shall be held from amongst the IAP eligible voters of the concerned chapter.
          3. If the conference is being held by central IAP (without any of the IAP subspeciality chapter involved) the organizing chairman, organizing secretary and the treasurer of the conference shall be elected from amongst the eligible IAP voters on all India basis. The zonal representative to the executive committee of the conference shall be elected from amongst the IAP eligible voters of their particular zone.
          4. The organizing secretary and the treasurer of the conference shall be from the host city and the organizing chairman can be from any part of the country. The zonal representative to the executive committee of the conference if any shall be from the concerned zone.
          5. If the IAP member who presents and wins the bid for the international conference does not get elected as chairperson or secretary he/she should be co-opted into the organizing committee.
          6. Accounts of the conference.
             1. Opening of a bank account: The bank account for the conference should be opened only in the name of "Indian Academy of Pediatrics (Name or title of conference)" after obtaining prior permission from the central secretariat IAP.
             2. The bank account shall be operated by any two of the following three i.e. organizing chairman, organizing secretary , the treasurer of the conference.
          7. Scientific Programme: When the international conference is held combined with the national conference of IAP of that year, the second day of the conference should be reserved as the IAP day.
          8. Inaugural Function:
             During the inaugural function of the international conference the IAP President, IAP President-elect, IAP immediate past president and the secretary general of IAP shall be on the dais. The president of IAP shall be seated next to the Chief guest. In case the conference is conducted by the subspeciality chapter of IAP, the president and one of the office bearers of the central IAP will be on the dais during the inaugural function of the conference.
          9. Profit Sharing:
             In case of loss, the central IAP shall not be liable for any financial implications. The central IAP will also not be liable for any legal implications of the conference. Both of these will be the responsibility of the local organizing committee. The profits if any will be shared as 25% for the organizing local IAP branch and 75% of the profit or Rs. 150 per delegate whichever is higher to the central IAP. In case sub-specialty chapter is hosting the conference, it will keep 75% of the profit and central IAP will get 25% This will be reviewed and modified by the executive board from time to time.