Policies

A3.1 General policies

A3.1.1 Commercialization
No paper may be permitted that is overtly commercial.  Session chairs, and programming group chairs, and topical conference chairs bear responsibility for monitoring adherence to this requirement.

A3.1.2 Company-sponsored events
Care must be exercised so as not to suggest that AIChE endorses company functions that are organized in conjunction with the AIChE Spring and Annual Meetings.  Consequently, such events are not listed in the AIChE program as official events, and tickets should not be distributed as part of the official registration material. Such events can not conflict with technical sessions.

A3.1.3 Competitive meetings
AIChE will not generally cosponsor any technical meeting, joint or otherwise, scheduled directly in conflict with an AIChE Spring or Annual Meeting.  Usually, no publicity or promotion shall be given to competitive meetings, whether or not they occur at the same time as the related AIChE meeting.

A3.1.4 Conference publications
Conference proceedings are available online for download via the AIChE website.  Post-conference and pre-conference printed documents will be considered where justified by demand.

A3.1.5 Maximum number of papers to be presented by a single author
The current recommendation to authors is to present a maximum of three podium papers. Submissions/admission of a larger number of papers is permitted at the discretion and approval of the MPC and the EBPC.  A change of this policy may be instituted by EBPC following consultation with the PC.

A3.1.6 Meeting registration fee
All participants, including speakers, are expected to register and pay the appropriate registration fee.  Presentation of a paper is felt to be only one form of participation along with chairing sessions, attending sessions and participating in business meetings or other collegial activities.

In certain cases, a particular invited speaker may be felt by conference organizers (Topical Chairs, Group Chairs, and the Meeting Program Chair) to be especially important to the effective implementation of an important part of the conference.  The organizers are encouraged to raise financial support from outside AIChE to support the speaker.  However, if the invited speaker is attending exclusively to present the invited paper but not attending other sessions, a request can be forwarded to the AIChE Program Development Department at programming@aiche.org requesting fee waiver.  This request should be made as early as possible in the meeting formation process, and in no case can a binding commitment be made to any speaker without prior approval of the AIChE Program Development Department.

A3.1.7 Naming of events
Events and technical sessions may be named in honor of an individual or individuals, living or deceased, whether an AIChE member or not.  The naming of a special social event, such as a reception or dinner, in honor of an individual or group of individuals, requires approval of the Chair of the EBPC.  Proposals for named technical sessions shall be approved by the Chair of the EBPC after consultation with, and concurrence of, the appropriate programming unit.

A3.1.8 Open-to-the-Public Concept
All AIChE meetings are open to the public, but every attendee must register and have a badge.  All meeting programs are to carry a statement to the effect: “Admission to any AIChE technical meeting must be by badge only.”

A3.1.9 Site selection for meetings
AIChE staff, in consultation with the Meetings Site Selection (MSS) committee of EBPC, shall assess cities with sufficient concentration of hotel and meeting facilities to accommodate meetings, their anticipated attendance, and their number of sessions.

A3.1.10  Unopposed events at the Annual and Spring Meetings
The Institute Business meeting and Institute Lecture shall be scheduled such that they are unopposed by other technical sessions at the Annual Meeting.  At the Spring Meeting, the Keynote Address shall be scheduled so as to be unopposed.

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A3.2 AIChE Presentation Record Policy

Speakers at AIChE Spring and Annual meetings (and other appropriate venues) are requested to submit a “presentation record” (e.g., paper, PowerPoint presentation) to AIChE by the meeting-specific submission deadline(s).  This deadline (typically one to two months before the meeting) is established and published for each specific meeting.  This requirement is established to serve the needs of meeting attendees, improve the quality of presentations, and to enable AIChE to publish the presentations/papers of the meeting.

The “presentation record” should not be confused with the Proposal-to-Present (PTP) form (with abstract) that all prospective presenters are required to enter in the abstract collection system earlier to initiate a request for acceptance of a presentation at a meeting.

Each programming group (or area) is required to adopt specific criteria to satisfy this requirement for presentation records in its sponsored or cosponsored sessions.  Minimum requirements for this presentation record are an extended abstract including an introduction, results and discussion (may be augmented with figures and tables, visual aids, poster panels), and references.  For a given group, formal full-length manuscripts may be preferred for the presentation record.

Each programming Group or Area is responsible for disseminating their specific presentation record requirements to session chairs and ensuring their understanding of this requirement.  Authors will be also advised on the specifics of the submission process, such as e-mail or hardcopy submission options and deadlines.  Authors are advised to confirm any special format requirements with their session chairs well in advance of the presentation record submission deadline.

Note: Further background information and instructions for submitting presentation records may be obtained from the AIChE web page at the URL http://www.aiche.org/resources/conferences/programming-resources/present...

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A3.3 Co-sponsorship of meetings with other organizations

A3.3.1 Introduction

The AIChE encourages the pursuit of joint activities in areas of mutual interest with other societies and organizations.  This section of the manual is intended to protect the Institute while facilitating cooperation by providing some guidelines for reviewing requests for co-sponsorship or inviting co-sponsorships.

These guidelines apply to any unit of the Institute, including Divisions and Forums entering into agreements for co-sponsored events as requested by other entities and for agreements where the Institute invites a co-sponsorship.  They are intended as guidelines and not as absolute rules.  These guidelines will be applied by the EBPC of AIChE in the consideration of requests for approval of co-sponsorships involving the Institute, its technical divisions and forums, and its local sections.

Policy objectives:

• To define the way in which the AIChE (including Divisions, Forums) lends its name to co-sponsor meetings of other societies.
• To encourage the pro-active solicitation of co-sponsorship.
• To use co-sponsorships as a vehicle to increase attendance at AIChE meetings, and
• To widen the AIChE's visibility by co-sponsoring meetings of other organizations.

A3.3.2 Definitions

Co-sponsorship.

• Financial co-sponsorship, is where the Institute or one or more of its technical divisions or local sections in collaboration with other organizations jointly arranges the event, contributes to its programming and has a financial stake in the meeting. 
• Non-Financial co-sponsorship is where the Institute or one or more of its technical divisions or local sections allows other organizations to use its name and symbols as a co-sponsor but has no formal involvement in the programming or arranging of the event and no financial responsibilities.
• Invited co-sponsorship – where the Institute or one or more of its technical divisions or local sections pursues the co-sponsorship of an outside organization which may or may not be governed by a specific agreement.

A3.3.3 Requests for Co-sponsorship

Requests for co-sponsorships must be sent to the AIChE Program Development Director (programming@aiche.org).  Requests should be accompanied by an explanation addressing adherence or exceptions to the general guidelines for AIChE co-sponsorship of meetings. 

All requests for co-sponsorship should at a minimum contain the following: (see Request for Co-Sponsorship Form found at http://www.aiche.org/conferences/cosponsored/policy)

• The dates, location, purpose and official title of the event.
• The names and address of the external organization and the key contact in each organization.
• A statement regarding the financial status--for-profit or not-for-profit--of the other co-sponsoring organizations.

A3.3.4 Requirements for Co-sponsorship

Co-sponsored events should meet the following criteria:

A. Co-sponsorship of an event must advance the goals of the Institute or one of its entities.
B. The principal objective of any co-sponsored event should be the dissemination of technical information and topics appropriate to the Institute and its entities.  Ancillary profit-making operations such as expositions and meeting reprints, etc., are permitted only in support of the principal objective.
C. The Institute, a technical division, or a local section should not co-sponsor an event where the co-sponsor is a commercial profit-making organization unless there is a clear benefit to the Institute or its membership. 
D. Co-sponsorship of an event in direct conflict with dates of an AIChE Program Development (i.e., national, regional, local, and/or divisional meetings) should first have a consultation from all affected groups with the final approval by EBPC. 
E. AIChE members should be granted a favorable registration rate (preferably equal to the sponsoring society’s member rate).

A3.3.5 When the Institute is the co-sponsor

When AIChE is the non-financial co-sponsor, the EBPC is delegated and is authorized to approve the request.  If AIChE has a financial stake in a conference, EBPC should be consulted, but the final decision rests ultimately with the Executive Director and/or the Board of Directors.

A) New Requests:  The AIChE Program Development Director should review any new requests and make a recommendation to EBPC (or its delegated subcommittee) for approval or disapproval after completion of the following:

• The AIChE Program Development Director has examined the proposed program for compliance with the requirements for co-sponsorship.
• The AIChE Program Development Director has reviewed the list of requirements for consideration of AIChE co-sponsorship of meetings contained in section A3.3.4.
• All appropriate technical division(s) and AIChE entities have been contacted and consulted regarding the recommendation to consider co-sponsorship and have expressed themselves with a willingness to take an active part in arranging the event if the request is for a cooperative co-sponsorship.

B) Repeated Requests:  When an outside organization requests the AIChE to co-sponsor an event, and:

• the request is for co-sponsorship of a corresponding meeting that has been previously approved by the EBPC (and there are no significant changes),
• and the event has been executed satisfactorily in the past.

then the AIChE Program Development Director is delegated and authorized to approve the request.  Such repeat requests must be communicated to the Chair of EBPC and appropriate technical divisions.

A3.3.6 When a Technical Division, Forum or Other Similar Entity is the Co-sponsor

A. When a technical division or forum is the co-sponsor, the proposal should be submitted to the AIChE Program Development Director (programming@aiche.org) for concurrence.  Any announcement or publication of such an event must bear the specific name of the particular technical division or entity only.
B. The AIChE Program Development Director will consult with the appropriate membership division(s) and EBPC if necessary.  Written evidence that the program meets the requirements for co-sponsorship must be given.

A3.3.7 When a Local Section is the Co-sponsor

A. When a local section co-sponsors a regional meeting, it should comply as much as possible with the requirements for co-sponsorship for AIChE meetings listed in section A3.3.4.  All co-sponsorships of conferences or special meetings should be reported by the local section chair to the AIChE Program Development Director (programming@aiche.org) for approval.  It will be normal practice that if the meeting has been previously approved and no substantial changes have been made, then prior approval is not required but the local section should still report the co-sponsorship to the AIChE Program Development Director. 
For conferences or special meetings that do not require any substantial new financial commitment, the request will be quickly reviewed and posted (if appropriate).  In co-sponsorships that have a substantial new financial commitment (e.g., larger than 20% of the local sections annual operating budget), then a more substantive review may be conducted. 
B. The AIChE Program Development Director will consult with appropriate Local Section Committee or Membership Director prior to submitting the request to the EBPC for approval.

A3.3.8 When an AIChE Entity invites a Co-sponsor

A. When the AIChE or a Division, Forum, or Local Section invites a co-sponsorship, the request should first be submitted to the AIChE Program Development Director for concurrence by EBPC.
B. The outside organization should meet the objectives of this policy as well as all applicable criteria as put forth in “A3.3.4. Requirements for Co-sponsorship.”
C. The co-sponsorship may or may not be governed by a specific agreement.

*Note: When EBPC is mentioned, it is meant to be the officers or subcommittee of EBPC acting on behalf of the entire EBPC.  However, the officers may consult the entire EBPC if they believe that a more extensive review of the potential co-sponsorship is required.

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A3.4 Session allocations to programming groups

Session allocations to programming Groups (base allocation and supplemental allocation) have been used in the past in planning Annual Meetings when available presentation rooms are a constraint.  A change of this policy may be instituted by EBPC following consultation with the PC.

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