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planning and distribution of roles roadmap from start to finish when you have won your
congress
, the forthcoming host prepares a project road- map and schedule. the roadmap lists the tasks, resources and timing. the roadmap may, for example, include descriptions of: ? main
congress
activities
? steps towards achieving these ? timing of the different steps ? financial resources ? which
activities
can we get off the ground? ? what kind of resources are needed and how much is needed of each? ? who is responsible for running the respe- ctive
activities
? ? how will the people responsible for acti- vities report on their progress? ? deadlines for individual
activities
and steps towards achieving them. typical timing of an international
congress
you often have to
bid
for an international
congress
several years before it is to be held. 6 months to 1 year before submitting your
bid
request information about hosting re- quirements and terms and conditions for
bid
ding for the
congress
. establish contact with relevant partners. 2-4 years before the
congress
prepare your
bid
along with a marketing and lob- bying campaign to position the
bid
as best you can. 1-2 years before the
congress
prepare the
congress
. establish local organising committee and scientific committee. enter agre- ements with sub-suppliers and sponsors. plan the programme, prepare communication and marketing campaigns. contact colleagues, etc. who have previously organised a
congress
. they can provide experience, good ideas and warn of any potential pitfalls. 16
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