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The Inflammation
Research Association is always interested in ideas
for topics for half-day to one and one-half day
regional meetings. Do you have an idea for a
relevant topic but don’t know how to get started?
Then this article is for you!
First decide on a topic, which may cover one of the
broad areas of inflammation, and prepare an outline
of potential presentations and relevant speakers.
Then speak with the current Vice President of the
Inflammation Research Association who has
responsibility for coordinating regional meetings.
If the VP is supportive, Board members will then
meet to discuss the proposal and approve or
recommend changes. Planning should start at least 6
months to one year ahead. For a half-day meeting,
usually 4 to 5 speakers works best in the 4 hour
format. For a longer meeting, you can increase that
by 2-3 times, depending on the desired length of the
program. We generally ask that a regional meeting be
co-chaired by at least two scientists. If you don’t
have a co-chair in mind, we can help you identify
someone to help you organize the session.
Apart from conventions style of plenary lectures,
meetings can include posters, workshops, debates or
other formats that may be stimulating or productive.
Generally, speakers should be encouraged to present
relevant data from their work and their views of
their area of research. It is helpful to include an
introductory presentation to the specific subfield
of inflammation for those in the audience needing an
introduction to a specific area.
Venue
You will need to identify a hotel or conference
venue in your area with suitable meeting space. How
many attendees do you think your session will draw?
Our regional meetings in the past have typically
attracted approximately 75-150 participants. These
meeting should be planned ahead in sufficient time
to reserve a block of sleeping rooms, as well as
meeting space. We have found that space provided by
a host company works very well with corporate rates
to nearby hotels offered to attendees.
Expenses
The IRA will provide a grant of up to $6,000 to help defray
costs of your meeting. While this may be sufficient for
half-day meetings, it will be inadequate for meetings of 1
to 1.5 days. In these situations the organizer(s) are
encourage to seek additional funding to support their
meeting. It is encouraged that you ask industry speakers to
pay their travel costs but offer to reimburse academic
speakers. We generally do not provide an honorarium for
speakers. Advance registration (with or without a fee) may
be necessary to allow for estimates of likely numbers
attending. A luncheon or dinner may be financially supported
by a host company or the cost may be passed on to the
attendees. Innovative ideas for funding and financial
support are always welcome! Publicity and advertising will
be handled by the IRA.
Meeting Reports
Meeting organizers or their designees are asked to provide a
factual summary of the meeting for publication in the issue
of the IRA Newsletter following the meeting and the journal
Inflammation Research. The reports should follow the format
of the journal and should not exceed 2000 words. The title
page should include the meeting title, the authors, dates
and site of the meeting, with the name and address of the
author to whom galley proofs should be forwarded. Speakers
should approve the text and should agree to the publication
of their work. This request should be noted in the formal
invitation letter.
Checklist:
6-12 months in advance:
-
Decide on topic
- Identify organizers
- Identify site/location
- Identify date (month)
-
Submit proposal to IRA Vice President or
Board member
6 months in advance:
- Outline of program
- Relevant speakers proposed
- Define date and venue
- Preliminary budget
- Start publicizing
-
Obtain approval from IRA Board
3 months in advance:
- Finalize speakers and titles
- Arrange for luncheon, coffee breaks, etc.
- Determine if registration fees necessary
-
Mailing to announce specific program
Before the meeting:
- Identify individuals who will prepare meeting report for Newsletter and Inflammation Research
- Identify individuals who will handle advance and/or on-site registration
- Make arrangements for name badges
- Confirm projection facilities at venue and speakers projection needs
-
Provide speakers with Expense Report form with
instructions for reimbursement
After meeting:
- Meeting report to be prepared and sent to speakers for confirmation
- Send meeting report to Newsletter editor who will then forward report to Inflammation Research
-
Confirm speakers’ expenses to Treasurer

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