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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