The IRA is always interested in ideas for topics for half-day or one to one and one-half day New York Academy of Sciences meetings or 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!

Ideally programs for a 1 to 2 academic year period are planned in advance. Board members met this fall to discuss and identify future programs. Start planning at least 6 months (for half-day) to one year ahead. Once you have decided on a topic, which may cover one of the broad areas of inflammation, prepare an outline of potential presentations and relevant speakers. 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.

Then contact the Program Chairperson John Lord or any Board member to discuss your proposal. We generally ask that 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.

Currently, the cost to organize a half-day meeting at the NYAS is approximately $5000. This includes meeting room rental, as well as travel and lodging costs for speakers. The IRA will provide funds for travel for academic speakers. While speakers from overseas locations can be invited, it is advisable (from a cost standpoint) to balance out the program with speakers from the U.S. and from industry. We generally do not provide an honorarium for speakers other than at our biennial conferences. For a one-day (or longer) meeting, you may be asked to seek additional funding to support your program.

In May of each year, we book four to six dates for the coming academic year at the NYAS. If a half-day program is selected, your only task is to plan the scientific program and invite the speakers (after obtaining approval from the Program Chairperson). A sample letter of invitation, which outlines the arrangements can be provided by the Program chairperson. However, if you wish to organize a longer meeting, such as a regional or satellite meeting, your task is a little more labor intensive. In addition to the usual program planning, you will need to identify a hotel or conference venue in your area with suitable meeting space. The NYAS meeting room has a capacity for 75-100 persons. How many attendees do you think your session will draw? Our regional meetings have 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, at a hotel. Or the meeting could be held at a venue such as the Art Institute of Chicago, which was the site of several very successful Midwest Regional meeting. Often, at a longer meeting, 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.

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.

Travel Expenses
The IRA will pay for coach airfares, room and meals (not incidentals) and will reimburse the speaker after the meeting upon submission of receipts by the IRA Treasurer. For a half-day meeting at the NYAS, an overnight stay, or a two-night stay if the distance is sufficient, can be arranged at the Barbizon Hotel in New York, three blocks from the NYAS. The IRA is eligible for a reduced NYAS room rate. It is often advantageous to invite a speaker to your company at the time of the meeting, so that travel expenses to the Association can be offset. These specifications should be outlined in the invitation letter. Generally, a group of interested meeting attendees and board representatives will go out to dinner after the session.

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:

9-12 months in advance:
O Decide on topic
O Identify organizers
O Identify site/location
O Identify date (month)
O Submit proposal to IRA Program chairperson or Board member

6 months in advance:
O Outline of program
O Relevant speakers proposed
O Define date and venue
O Preliminary budget
O Start publicizing
O Obtain approval from IRA Program chairperson

3 months in advance:
O Finalize speakers and titles
O Arrange for luncheon, coffee breaks, etc.
O Determine if registration fees necessary
O Mailing to announce specific program

Before the meeting:
O Identify individuals who will prepare meeting report for Newsletter and Inflammation Research
O Identify individuals who will handle advance and/or on-site registration
O Make arrangements for name badges
O Confirm projection facilities at venue and speakers’ projection needs
O Provide speakers with Expense Report form with instructions for reimbursement

After meeting:
O Meeting report to be prepared and sent to speakers for confirmation
O Send meeting report to Newsletter editor who will then forward report to Inflammation Research
O Confirm speakers’ expenses to Treasurer

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