Duties of Organizing Committee and Guide lines for Organization

1. The Organizing Committee (OC) of 3 members is elected at the Annual General Meeting of the Society.
   
   1. The Committee shall elect its own convenor and decide on procedures.
   2. The OC may co-opt any number of members to assist with its tasks.
   3. The OC shall be responsible for all aspects of the Organization of a Congress viz.:
      1. Accommodation for delegates
      2. Halls for meetings, discussion groups, annual general meeting etc. and provision of all facilities e.g. projectors, poster board etc.:
      3. Reception, entertainment, teas
      4. Collection of funds, sponsors, in collaboration with the Vice-President, spending and allocation of funds and reporting to the Council
      5. Preparation and circulation of circulars, notices, information etc. about the Congress inviting contributions in the form of papers or posters, special addresses for the symposium sessions
      6. Presentation of papers and posters
      7. Preparation and distribution of Congress Programme
      8. Compilation and distribution of Congress Proceedings
      9. The OC will select the speaker for the opening "VanderPlank" Lecture and negotiate about his/her availability for the occasion. The formal invitation must come from the Council however.
      10. Arrange for the publication of abstracts in the selected journal. Costs for this are to be borne by the OC.
   4. The OC shall receive a loan from Council to finance cost incurred in correspondence, printing and typing etc. until such time as other funds become available. The amount of the loan will be determined by Council in consultation with the OC.
      1. The OC shall open a savings or current account at a convenient bank or building society for depositing funds received and withdrawing for payments
      2. After Congress any credit balance in this account shall be withdrawn and paid over to Council. Deficits will be paid out by Council although these should be avoided.
      3. After Congress the OC shall report its expenditure and income to the Council within three months
      4. The OC may charge a registration fee to the offset costs for the reception, refreshments, etc of the Congress.
      5. Non-members attending Congress shall pay an additional fee at least equal to one year's membership fee.
2. The essential requirements for a successful Congress are:
   1. a relaxed, friendly atmosphere with well organized, smoothly running procedures
   2. ample opportunity for formal and informal presentation of information by means of papers and poster
   3. ample opportunity for formal and informal discussions and personal contact
   4. meetings in comfortable localities equipped for slide and other media projection, taking of notes and with good acoustics, suitable pin boards for posters and good ventilation
   5. proper grouping of papers according to the grouping used by Phytopathology (copy of categories attached)
   6. well prepared papers and posters
   7. official entertainment, e.g. Reception
   8. accommodation in hotels and hostels to provide for all tastes
3. The successful Congress can be attained by:
   1. Giving members full information on all aspects of the organization, procedures and facilities offered
   2. Implicit instructions to authors on presentation of papers and poster
   3. Allowing authors to authors on presentation of papers and poster
   4. Preference should be given to posters. Posters should be presented in proper sessions to alternate with paper sessions. Posters should be grouped in the same way as papers and should be numbered and hung on allocated panels bearing the corresponding number
   5. Symposium sessions of papers can be arranged to cover a specific topic and speakers may be invited, according to their subject and to include experienced, as well as young inexperienced workers
   6. Chairpersons for paper and poster sessions should be invited to act in this capacity well in advance of the Congress
   7. Selected speakers may be invited to give key note addresses or general lectures on specific topics
   8. Discussion groups, workshops or other special sessions should be called for in the first circular
   9. Parallel paper session should be avoided. Instead poster sessions offering posters in different groups should be encouraged
   10. The Annual General Meeting should be held on the afternoon of the first day and provision made for at least two hours' discussions
   11. Official receptions/entertainment sponsored by SASPP shall be offered only after the official opening when all the delegates can be present and shall be available to every delegate and guest without restrictions, e.g. compulsory dress on attendance
   12. Special Symposia should be included as part of the Congress and should end with discussion of resolutions and recommendation on action etc
   13. Each Donor/sponsor must receive copies of all circulars relating to Congress as well as a copy of the programme and proceedings and a letter of thanks for contribution
   14. Every member of SASPP must receive ALL notices, circulars relating to Congress as well as a copy of the programme and proceedings irrespective whether he or she attends the Congress
   15. Congress should be organized to last 3 days i.e. Opening at 9h00 or 9strong0 on Tuesday and terminating at 15h00 or 16h00 on Thursday
   16. The OC should keep Council informed on progress and consult with Council on any matter or procedure and organization which might present problems or uncertainty.

• Pathogen identification and characterization
• Disease detection and losses
• Etiology
• Disease control and management
• Ecology and epidemiology
• Physiology and Biochemistry
• Genetics and Breeding
• Disease Resistance
• Cytology and histology
• Post-harvest pathology and mycotoxins

1. FEBRUARY:
   1. Book Venues, Approach Hotels, University Residences.
   2. Prices Congress facilities to include 1 conference room to accommodate 220-300 delegates, 1 room for parallel sessions (120 delegates), poster room for 80 posters, possible workshop venues, room for social functions (braai, dinner dance).
2. MARCH:
   1. Prepare a detailed budget to cover all expenses.
   2. Contact possible guests speakers and make tentative invitations in writing.Keep Council Secretary informed of guests. DO NOT make a firm invitation until financial arrangements are finalized. Formal invitations must be made by President.
   3. Approach Sponsors. Experience has shown that Organizers are more likely to be successful in raising funds if potential sponsors are requested to sponsor a specific event, function or overseas visitor. Liase with Vice-President as this is his/her responsibility within Council. Get to them early and try to find the right person within each company to whom your letters should be addressed to.
   4. The following sponsorships should be sought:
      1. Transport for delegates (tours, airport to venue etc)
      2. Overseas visitors
      3. Drinks and food for a braaivleis
      4. Cocktail party
      5. Printing
      6. Folders
   5. Provide provisional arrangements on Listserver(SASPP.ORG.ZA)
   6. Transport inquiries
   7. Printing arrangements (how many programmes, circulars etc) Contact Treasurer about address labels
   8. Deadlines: Very important. Chairperson's job to ensure that they are met
3. APRIL:
   1. Prepare FIRST NOTICE OF CONGRESS
   2. Dates, Place, types of accommodation, approximate costs of accommodation, preliminary transport arrangements
   3. Publicity brochures
   4. Overseas guests (tentative list)
4. MAY:
   1. SEND OUT FIRST NOTICE to all members by post.
   2. Obtain list from Council.
   3. Registration fee for non-members must be more than SASPP membership.
   4. Be harsh on registration (a way to get more cash)
   5. Accommodation: Charge more for a single than for a person sharing.
   6. Decide now how to handle refunds and if you will charge penalties
5. JULY/AUGUST:
   1. Keep in touch with venue, printers, hotels and residential arrangements,
   2. Prepare registration and paper/posters forms. Ensure that Organizer's address and space for delegates name/address is on all blank forms
   3. Organize Teas, lunches and social functions for delegates (Note that bands/music needs to be booked well in advance)
6. SEPTEMBER: SEND OUT:
   1. Registration form for papers/posters
   2. Instructions for Authors
   3. Registration form for accommodation, transport, lunches, social programme and registration fee.
   4. Organize a speaker for the Vanderplank opening Keynote Address according to the criteria set down in the constitution
   5. Also give an opportunity to those who wish to organize Workshops.
   
   
   

   Ensure that your ADDRESS and FINAL DATE for submission is written prominently on the actual form to be filled in by delegates as well as the circular accompanying the forms.

   Keynotes: Place them on your mailing lists to ensure they get all the relevant mail Deadlines for returns of completed forms:
   1. OCTOBER 15 : Registration forms, Poster/Paper entry form
   2. NOVEMBER 15 : Abstracts (this date can be amended according to a deadline set by the printers for typesetting of the final program)
7. OCTOBER:
   1. Invite Chairpersons after preparing a preliminary programme. Institute a system whereby speakers must introduce themselves to the Chair persons before a session. Ensure that they stick to the times, especially if speakers finish early and there are parallel sessions
   2. Send out:
      1. Receipts for registration fee
      2. Acknowledge registration
      3. Accommodation booked/arranged
      4. Acknowledgement of Paper/poster entry
      5. Make final transport bookings (coach, time).
      6. Remind delegates of abstract deadline - November 15.
8. NOVEMBER:
   1. Not later than 25 November, send out preliminary or final programme containing sessions, chairperson, invited speakers, authors and titles, session times and social events. This can be typewritten. The final printed Programme & proceedings (with abstracts) can be distributed at registration
   2. Printing of the programme
   3. Prepare display area/boards for posters
   4. Organize best poster/paper adjudicators
9. DECEMBER/JANUARY

   Well laid plans tend to go wrong if a close check is not made at regular intervals on arrangements:

   Checklist:
   1. Transport - airport, tours (pre- and post Congress)
   2. Accommodation:
      1. residences (Credit card payments: Arrange with venue to use theirs)
      2. hotels
   3. Lecture theatres
   4. Two slide projectors/ computer projectors
   5. O/H projector and spare bulb
   6. Microphone and speaker check
   7. Poster display area
   8. Teas and Lunches
   9. Registration: Table, chairs, venues, folders
   10. Social Programmes
       1. Cocktail party, invitations
       2. Braaivleis / Annual Dinner
       3. Tours
   11. AGM (liase with Council)
   12. Keynote Speakers: Appoint someone to act as their chaperone during the congress and also to coordinate their itinerary
10. JANUARY:
    1. Extra programmes
11. FEBRUARY:
    1. Send a list of Sponsors and addresses to the secretary so that the sponsorship can be officially acknowledged
    2. Prepare an income-expenditure statement for submission to Council
    3. Pay over any profit to Council
    4. Prepare abstracts for publication in SA J Science or other journal approved by AGM (note that publication costs are the responsibility of the organizing committee)