Short Guidelines for Organizing an IPS Event

IPS welcomes its members, National Committees and Commissions to organize events, such as conferences, workshops, and excursions, on all topics related to peat and peatlands. If you would like to organize a conference under the auspices of IPS, you will benefit from:

  • use of name and logo of IPS as a worldwide organisation of peat and peatland experts
  • potential participant network of approx. 1,400 members, their institutions, colleagues and project groups
  • promotion of your event in IPS publications, such as Peat News, Peatlands International, by e-mail, in the IPS events calendar and on the IPS website
  • use of IPS distribution lists on agreement with/via the IPS Secretariat
  • time and venue planning in coordination with other IPS events
  • attracting high level expert papers and presentations
  • awareness of decision makers and opinion leaders
  • temporary membership in IPS for full-paying participants
  • support and guidance by the IPS Secretariat and its cooperation partners in event organization, promotion, registration, publishing proceedings and organising administrative meetings if agreed on

What you have to take care of

  • announce your event one year ahead to the IPS Secretariat, for events with less than 100 participants expected 6 months ahead and ask for approval as IPS event
  • where appropriate provide a € 45 discount on registration fees for IPS members - which will make your conference more attractive and raise the number of participants
  • provide the IPS Secretariat with a list of participants and their contact details - non IPS members who pay the full registration fee (without the above mentioned discount of € 45) will be signed up as IPS temporary members for one year
  • where appropriate include 15% commission or other agreed percentage on the overall registration fees into your overall budget (payable to the IPS Secretariat – this can be negotiated with the Executive Board according to a recommendation of the Scientific Advisory Board
  • reserve copies of the proceedings for IPS to be sold on its own accounts (number to be agreed on)
  • guarantee free entry for the IPS Honorary President, and IPS staff involved in the organisation of the event
  • reserve a free stand for IPS

Guidelines for organizing IPS events 2.11.2006.doc (DOC)

General benefits of organizing the event under the auspices of IPS

  • better image and profile of event due to IPS logo and name (franchising concept)
  • articles and announcements in Peatlands International, Peat News, on IPS website, flyers, e-mails to key persons
  • use of IPS member database for distribution of circulars
  • guidance, expertise and support by IPS staff
  • break even with approx. 15% more visitors due to IPS promotion and support
  • lower registration fees for IPS members (minus 42 euro) – makes event more attractive for attendants
  • publication of event report in Peatlands International

Approved by the IPS Scientific Advisory Board and Executive Board on 17 - 18 November 2005.

Congress Application Example

application2012.pdf (PDF)