INTERNATIONAL ASSOCIATION FOR VOLUNTEER EFFORT 21st IAVE WORLD VOLUNTEER CONFERENCE
The Board of IAVE was pleased to accept the bid from (the host organisation) to host the 21st IAVE World Volunteer Conference, to be held in (venue and date)
This Memorandum of Understanding (MoU) sets out the terms of the agreement between the International Association for Volunteer Effort (IAVE) and (the host organisation) for the planning and organising of the conference.
IAVE and (the host organisation) will work together on:
- The overall planning, organisation and delivery of the conference.
- Identification of themes and topics for the conference and development of the programme, including a youth conference.
- Securing the funds necessary to organise a scholarship programme to support attendance by: IAVE Board members; IAVE national representatives; members of IAVE, and especially youth volunteers and those from developing countries. It is recognised that part-scholarships will be the norm.
- Global promotion of the conference by all means available, with particular emphasis on IAVE members worldwide. (The host organisation) will establish a conference website with its own independent website address, and with links to the IAVE website, and to other key websites as agreed.
- Making appropriate provision within the framework of the conference venue and programme for IAVE meetings as required by the Board, and incorporating them in the formal published programme.
(The host organisation) will be responsible for:
- Securing an appropriate venue for the conference and related activities, and putting arrangements in place for the accommodation of delegates, offering if possible a range of options and rates. Delegates are responsible for their own accommodation costs.
- Securing the funds necessary for the successful running of the conference through conference fees, fund-raising, sponsorship, help-in-kind etc. IAVE cannot accept liability for any funding shortfalls or debts incurred in the organisation of the conference. In the event of a profit from the conference, the host organisation will make a donation to IAVE. Consideration should be given to establishing a separate entity for the purpose of organising the conference.
- Appointing a staff team for the organisation of the conference, including teams of volunteers as required.
- All conference documentation. Conference documentation will carry the logos of IAVE and (the host organisation), in addition to any special conference logo and sponsor information as required.
- Registration; provision of advice and information to conference delegates as required; translation; provision of letters of invitation in support of visa applications.
- Provision of progress reports as required to the IAVE Board.
IAVE will:
- Appoint designated Board members to act as support and liaison for the conference organisers, including the Board member for the region. They will be key contacts for advice and information and, as funding allows, will meet from time to time with the planning team. The President of IAVE will have particular responsibility in this regard.
- Provide contact lists as required, including IAVE membership lists, lists of Board members and National Representatives.
- Support the fund-raising effort by providing contact lists and where necessary making direct approaches to funders.
- Plan and organise the IAVE meetings within the conference.
- Take the lead in planning and organising the topic-based forums.
See also
Call for bids
Guidelines
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