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CONTENTS FOREWORD PAGE 3 PREVIOUS IASP WORLD CONFERENCES PAGE 5 WHY HOST AN IASP WORLD CONFERENCE? PAGE 6 THE ROLE OF THE LOCAL CONFERENCE PAGE 10 HOST WHAT SHOULD THE CONFERENCE PAGE 13 DESTINATION OFFER? APPLICATION PROCESS PAGE 16 KEY CONTACTS PAGE 21 FOREWORD Ebba Lund, IASP CEO IASP conferences are major events, where the full potential of our dynamic association comes into play. Since 1984, we have helped people meet, exchange knowledge and information, establish alliances and develop new joint projects, and the cities which host our conferences are a key pillar in how we do this. The members of our global network are areas of innovation, science parks, research parks, innovation districts, knowledge cities and the like: organisations which play a key role in the economic development of their cities, regions and countries. With over 300 members in 80 countries, IASP is the gateway to over 100,000 innovative companies located in member communities around the world. Representatives from this industry come together every year for our annual World Conference in a carefully chosen city destination, where a local host plays an important role connecting IASP members with the city’s innovation ecosystem and its key players. While the conference is managed by IASP as the main organiser, we look to the innovation destination and its local host to act as the anchor institution, showcasing the best of your city’s culture and history, and helping our international delegates to form lasting relationships with your innovation ecosystem and create business opportunities for your companies. This guide provides an overview of IASP conferences and the many benefits of hosting one, as well as setting out what we are looking for in an innovation destination and how you can bid to be a local host. Ebba Lund 3 About IASP IASP is the leading association of organised innovation spaces and their managers. As a knowledge centred network for these spaces, such as Science Parks (STPs), Areas Of Innovation (AOIs), Innovation Districts (IDs) and similar projects,* our mission is to drive growth, internationalisation and effectiveness for our members. We do this by enhancing new business opportunities for members and their companies, increasing their visibility and multiplying their global connections. We also represent science parks, areas of innovation and other innovation spaces at international forums and institutions, and assist the development of new projects around the world. IASP is a worldwide membership- based, independent and non-profit organisation, managed by experts in the field. Find out more about us in our online brochure. WHAT IS A: SCIENCE PARK A science park is an organisation managed by specialised professionals, whose main aim is to increase the wealth of its community by promoting the culture of innovation and the competitiveness of its associated businesses and knowledge-based institutions. To enable these goals to be met, a Science Park stimulates and manages the flow of knowledge and technology amongst universities, R&D institutions, companies and markets; it facilitates the creation and growth of innovation-based companies through incubation and spin-off processes; and provides other value-added services together with high quality space and facilities. The expressions “technology park”, “technopole”, “research park” and “science park” encompass a broad concept and are interchangeable within this definition. The acronym STP (science and technology park) is used to refer to all of these expressions. AREA OF INNOVATION "Areas of innovation" are places designed and curated to attract entrepreneurial-minded people, skilled talent, knowledge-intensive businesses and investments, by developing and combining a set of infrastructural, institutional, scientific, technological, educational and social assets, together with value added services, thus enhancing sustainable economic development and prosperity with and for the community. There are many different models of areas of innovation (also known by the acronym AOIs)– spanning from the broader city or region model with innovation activities in different locations within the area, to more place-specific projects like innovation districts, knowledge quarters, innovation hubs and the like. As a common feature they all have a management team tasked to execute a strategy conducive to growing innovation activity in the area. *All these projects can be referred to as ‘Organised Spaces of Innovation’, a generic label that embraces them all. 4 Previous IASP World Conferences 1984: Sophia Antipolis (France) "We had the privilege of hosting the IASP 1985: Edinburgh (UK) 2009 World Conference and through that 1986: Kumamoto (Japan) experience created lasting connections to 1987: Birmingham (UK) peer parks and innovation experts 1988: Montpellier (France) worldwide." 1989: Adelaide (Australia) 1990: Chicago, IL (USA) Rick Weddle, IASP 2009, USA 1991: Limerick (Ireland) 1992: Oulu (Finland) 1993: Montreal (Canada) 1994: Bordeaux (France) "The IASP Conference caught the attention 1995: Beijing (China) of the Government and helped our Park to 1996: Rio de Janeiro (Brazil) strengthen its position as an important 1997: Trieste (Italy) actor within the 'green policy' strategy of 1998: Perth (Australia) our country." 1999: Istanbul (Turkey) 2000: Edinburgh (UK) Junseok Seo, IASP 2010, South Korea 2001: Bilbao (Spain) 2002: Québec (Canada) 2003: Lisbon (Portugal) 2004: Bergamo (Italy) 2005: Beijing (China) "The IASP World Conference brought 2006: Helsinki (Finland) together opinion leaders, managers of the 2007: Barcelona (Spain) global STP scene and local authorities, and 2008: Johannesburg (South Africa) the outcome resulted in a more effective 2009: Raleigh, NC (USA) national structure for developing the 2010: Daejeon (South Korea) innovation community." 2011: Copenhagen (Denmark) 2012: Tallinn (Estonia) Martin Gorosko, IASP 2012, Estonia 2013: Recife (Brazil) 2014: Doha (Qatar) 2015: Beijing (China) 2016: Moscow (Russia) 2017: Istanbul (Turkey) "Organising the IASP World Conference in 2018: Isfahan (Iran) Recife was a great opportunity to blend 2019: Nantes (France) the event with our urban environment, 2020: Virtual allowing delegates to be fully immersed in 2021: Virtual the experience." 2022: Seville (Spain) 2023: Luxembourg City (Luxembourg) Francisco Saboya, IASP 2013, Brazil 2024: Nairobi (Kenya) 2025: Beijing (China) 2026: Pending elections at IASP 5 WHY HOST AN IASP WORLD CONFERENCE? The annual IASP World Conference on Science Parks and Areas of Innovation is the main networking event of our association, gathering an ever-increasing number of delegates and speakers from all over the world. IASP World Conferences take place in a different country every year, acting as a tool to link innovation leaders around the world and keeping the association truly global. The conference is IASP branded and the local host will be able to build on a long track record of past events, with the 2026 edition being the 43rd IASP World Conference. The local host will be elected by IASP Full members at the association’s General Assembly two years prior to the event – elections that always bring about a lot of excitement and global visibility to shortlisted candidates. What are the benefits of hosting an IASP World Conference? IASP World Conferences are a unique chance for STPs, AOIs and other innovation spaces to network and build relationships in some of the world’s most emblematic and successful innovation ecosystems. As the host, you will play a key role in showcasing your local innovation community and building international connections, putting both your organisation, companies and city on the world stage. By hosting the global IASP community, you also help opening doors and creating opportunities for international AOIs/STPs and their companies through the meetings and connections facilitated by the event. An IASP World Conference makes the host highly visible, both internationally and within its own local and regional context: the local host will receive global visibility in promotional actions carried out by IASP before, during and after the event, and will enjoy a significant presence in this international forum. The local host also receives complimentary registrations and other benefits for its staff and stakeholders. Experience shows that the key stakeholders behind science parks and areas of innovation (such as national and regional government, city authorities and private developers or PPPs) appreciate the opportunity to showcase their role in these projects. 6 Who attends IASP World Conferences? IASP’s annual World Conference brings together an average of 500-800 experts in developing and managing STPs, AOIs, innovation districts and hubs, technology-based incubators, accelerators and similar projects, together with academia and the public and private sectors, as well as other supporting organisations such as chambers of commerce, development and funding agencies, industry associations, networks, venture capital funds, and city policy-makers. This wide variety of innovation actors all make contributions to IASP conferences, and come together to discuss and debate the latest trends in professional innovation support, how STPs and AOIs can better serve their companies and communities, and always remain ahead of the curve with global insights from IASP and peers around the world. Can my organisation/city host an IASP World Conference? Our call for candidate destinations is an open call, and IASP members as well as non-members can bid to host an IASP World Conference. A host organisation would typically be a local innovation hub, science park or similar entity, but also top destination cities active in strengthening their innovation ecosystem and who can put forward one or more innovation projects to act as flagship host, can bid to host the IASP World Conference. Convention bureaus and convention centres that can demonstrate close links to the local innovation ecosystem and can ensure that IASP delegates have the opportunity to explore it are also welcome to apply. In such cases it is important to identify who the innovation actor will be and to ensure their participation. In summary, those who can apply and sign the host agreement are preferably: Science and technology parks, innovation hubs or districts, areas of innovation, business incubators, accelerators, corporations with an innovation campus, or other agents of innovation recognized as such by IASP. City councils, agencies depending on the city council such as the economic development office, City Convention Bureaus (CVBs), convention centres and similar. To request the applicable Host Agreement, see the Application Process on p. 20. 7 IASP World Conference name: city as brand The official name of an IASP World Conference is “IASP World Conference on Science Parks and Areas of Innovation”. This name is preceded by the respective ordinal number of the conference and is followed by the year in which it is held. The main theme of each conference constitutes the subtitle of the name of each IASP conference. For example: 40th IASP World Conference on Science Parks and Areas of Innovation 2023 Megatrends in Innovation Ecosystems: what are the impacts for STPs and AOIs? However, in marketing material the name is commonly abbreviated to IASP + city name, for example IASP Lisbon. This also constitutes the hashtag for each conference, i.e. #IASPlisbon, thus making the host city the cornerstone of all promotional activity, and ensuring maximum visibility for it as an innovation destination. What are the key elements of an IASP conference? An IASP World Conference consists of a scientific programme, social events, and technical tours of local innovation destinations such as the host science park or area of innovation, top companies and other key locations that add to the innovative fabric of the city. Scientific programme: The scientific programme is decided by the conference Steering Committee and based on papers received in response to a Call for Contributions. This part of the conference is handled by IASP, but the local host is a key member of the Steering Committee and actively engaged in making suggestions of relevant topics under a main conference theme, which is subject to approval by IASP. Social elements: The social programme usually includes a welcome reception, an informal dinner, a gala dinner and a farewell lunch. The evening programme is where the local host has a key role to play, inviting international peers to experience unique local venues that reflect both their city’s history and its innovation ecosystem, as well as entertainment and other activities typical of the conference destination. IASP can help share insights on formats that have worked over the years, but also welcome innovations and value a high degree of flexibility the local host can tailor to fit the local setting. Technical tours: Another moment to showcase local locations is in connection to our industry, as the host is in charge of identifying the innovation hotspots in their city and leveraging their connections to provide tours that offer an outstanding delegate experience. IASP delegates want to get to know their counterparts in the innovation destination, and the local host plays a vital role in engaging local innovation actors. 8 Who is involved in organising an IASP World Conference and what do they do? IASP Headquarters: IASP is the main organiser, and responsible for the overall delivery of the association’s annual world conference. Led by the CEO, an experienced Communications & Events team and relevant conference professionals, IASP is in charge of the general conference management, suppliers, registration platform, budget, conference secretariat and overall administrative tasks. This helps secure consistency in the delegate experience, and a smooth transition between conference editions, as IASP takes care of onboarding future hosts and closely collaborates with the local host at all stages from bidding and preparation through to delivery of the event. In terms of marketing and content, the IASP team also leads the international promotion of the conference and heads the Steering Committee, helping to secure speakers and enrich the scientific programme. Steering Committee: in coordination with IASP, this group is responsible for setting conference content and subthemes based on the main theme as set by the IASP Board of Directors, preparing the Call for Contributions, evaluating papers, identifying keynote and invited speakers, and putting together the Scientific Programme. Local host organisation: The local host is IASP’s main partner in each conference destination, working closely with IASP on content and operational aspects, with the common goal of delivering a high-quality event with positive impact for both IASP and the local host. Delivering a conference of this calibre has a cost, and the local host is the main driver when it comes to securing local funding and support for the conference. This can be funding for the evening programme which is covered by the local host (see below)is covered by the local host (see below), but also in the form of additional support that can help alleviate other conference expenses. The host brings their local knowledge and contacts into play when it comes to recommending the main venue and ensuring a valuable connection between conference delegates and the local innovation ecosystem, as well as proposing an inspirational conference theme that can work both locally and globally. Tech tours, promoting the conference, and attracting delegates at local, regional and national level fall to the local host, who is also welcome to join or suggest any international marketing actions to IASP. 9 ROLE OF THE LOCAL HOST With their local knowledge and connections to the innovation ecosystem, the local host plays a key role in assuring a quality event for delegates. Drawing on many years of experience, the local host can count on IASP guidance in all aspects related to their role and duties, of which we list examples in random order below. The role of local host includes: Assign staff as key contacts for IASP during the different stages from bidding to delivery of the event. Promotion of the conference to attract delegates from the host city and country, drawing on your own database of contacts. Provide suggestions on main venue, local suppliers, tours, local transportation and other elements unique to the conference destination. Support IASP in negotiations with local suppliers. Work with IASP to secure sponsorship, grants or in-kind support for the conference budget. Cover and deliver the evening programme, comprised of three dinners and related venues, entertainment and catering. See also p. 15 for more information. Cover space for the Pre-Conference Training Seminars and IASP Board meeting. Develop, coordinate and cover technical tours of the local science park/area of innovation or similar innovation locations. Support logistics to welcome delegates on arrival in the host city. Provide local volunteers to support during the conference days. Attend previous IASP conferences to promote yours and provide promotional materials about the city/region/innovation hotspots. Ensure local and national media coverage of the event. Suggest and connect IASP with local expert speakers and form part of the Steering Commitee. Support the IASP communications team to spread the news about your IASP world conference far & wide! 10 BENEFITS FOR THE LOCAL HOST IASP World Conferences make the host highly visible, both internationally and within its own local and regional context, representing a key achievement for you to share with local media and stakeholders. Quality is of the essence, and our annual world conference is also a key tool to showcase IASP and partner with our local host to continue raising the high profile of the association and its global members. Benefits of being an IASP World Conference host include:* Catch the attention of your government and local authorities by leading the main annual meeting for international innovation spaces. Gain new international connections, partnerships and opportunities for you and your companies. Influence the innovation conversation and key topics discussed in our industry. Shape the conference content with IASP by being a key member of the Steering Committee, actively engaged in recommending speakers and nominating local experts to be part of the Steering Committee alongside international peers. Inspire national innovation strategies with content shared from around the world. Showcase your local innovation ecosystem both at the conference and via tech tours. Associate your brand with up-and-coming innovative thinking by facilitating the annual meeting place for global peers and supporting the mission of AOIs/STPs worldwide. Complimentary registrations for staff and stakeholders to attend the full conference. Passes for the opening ceremony for local politicians and your key stakeholders. VIP seats at the main dinner, for highest ranking officials to sit with IASP authorities. Percentage of sponsorship income that the host secures for the conference budget. Global visibility in IASP news and conference materials, broadly distributed among members and contacts of the network before, during and after the event. Local visibility and highlight of your organisation as the conference allows you to build on IASP news and content you can share with local media. Onsite visibility: together with the main IASP and local authorities, the host addreses the audience at welcome, opening and closing ceremonies. Strengthen your social media narrative and reach, benefitting also from IASP's support of your online activities. Exhibition space at the previous year's IASP World Conference for promotion of your city, country and IASP World Conference! *Full details of the roles, benefits and duties are listed in the Host Agreement, which is available on request. 11 The financial picture The main financial and organizational responsibility for delivering the conference sits with IASP who manages the conference accounts, collects registration fees, negotiates with suppliers and handles contract commitments and bookings related to the main venue*, accommodation management and services related to the day programme of the conference. However, while IASP handles these tasks, it is important to bear in mind that the IASP World Conference is self- funding and relies on registration fees, sponsorships and local host support, all of these being important sources of revenue for our non-profit association to secure a quality conference, continuity between conference editions and financing event services, tools and staff. The evening programme and tech tours are the responsibility of the local host, who may look for financial or in-kind sponsorships to cover these parts of the programme. Although costs differs from conference destination to conference destination, the IASP team is always happy to join you for a conversation on past editions and format examples that can guide you in the process. In addition to the mandatory items, the local host is encouraged to offer more support to help secure a high-quality event if selected to host the 2026 edition. See p. 16 for guidance on the application and annex 2 of the conference agreement for our list of recommended activities and items available for support. *When the main venue or other optional items are covered by the local host such negotiations will be done in close collaboration with the local host. 12 WHAT SHOULD THE CONFERENCE DESTINATION OFFER Below are some indications of the sort of characteristics and facilities that IASP is looking for in a conference destination. Please include information on these points in your bid application. The destination city Many factors contribute to a successful conference. The proposed city is key, as are travel times from major global hubs and travel times from the local airport(s). While several innovation projects may join efforts to host the IASP World Conference, ideally only one city should be proposed as conference destination. Optional pre- or post-conference tours can always be offered to other locations for delegations who may want to do additional learning visits. Support offered by the city, municipality or convention bureau to enhance the conference experience and to make delegates feel welcome is also crucial: any subvention, public transportation discounts, free entrance to museums, etc, that the host city can offer to conference delegates enhance its attractiveness as a destination. The city and local government is often a key partner for the local host, providing venues for the evening programme or funds to cover catering or entertainments costs. The conference venue Responsibility for choosing and securing the conference venue lies with IASP, but when deciding to bid, potential hosts should check if their local venue(s) meet the requisites of an IASP World Conference. If more than one could be a good fit, the candidate can indicate their preferred venue(s) and reason the pros & cons of each in the bid package, as well as including a list of any additional options for IASP to explore. Accurate preliminary information must be included in the Bid Proposal, as well as direct contacts to ease IASP follow up during the assessment of bids. The conference venue is the place where delegates will spend most of their time during the conference. As well as conference sessions, networking and business meetings also take place here, and it is thus of vital importance that the venue satisfies the requirements of space, access and infrastructure for holding a quality conference and provide the best experience for the delegates. 13 The ideal venue, and the one most valued by delegates, is a conference hotel with adequate meeting and exhibit space and that covers the accommodation needs of a majority of delegates (minimum capacity: 200 rooms per night). Should this type of venue not be available, having the venue adjacent to or within walking distance of the conference hotels is the next best option. Meeting room requirements The conference venue of any IASP World Conference must have, as a minimum, a main auditorium seating approximately up to 1,000 people for plenary sessions. Additional smaller theatre-style rooms are required for breakout sessions (3-4 rooms of approx. 200-400 seats each, or that the plenary session room can be split into smaller rooms during these tracks), as well as boardroom-style meeting rooms, a registration area, hospitality rooms, a speaker ready room and a space to hold B2B meetings. Full specifications are available on request. IASP can also join you for a conversation about your proposed venue to determine the options that best meet IASP requirements. Exhibition IASP World Conferences are knowledge-sharing events and the main focus is on the scientific programme, although there is also an exhibition. As standard in many conferences, lunches and coffee breaks often take place in the exhibition area, easing networking as well as offering visibility for exhibitors, so the exhibition space should be large enough to also accommodate catering areas (min. 1.000 sqm gross). Conference hotels The selection of appropriate hotels for a conference will have a great influence on how delegates assess the overall quality of the event. There is a strong preference for sites that provide all facilities within easy walking distance. To meet the needs of different delegate budgets, we recommend that delegates have at least three different categories of hotels (5, 4 and 3 stars), and thus different price ranges to choose from. Hotels should be as close to each other as possible, and at the same time close to the conference venue, whether it be a special place for holding conferences (convention centre, etc.) or one of the hotels for delegates which also has appropriate facilities for holding the conference. Further details on exhibition and hotel needs are available on request. Social programme - evening events The aim of the social programme is to offer delegates the opportunity to meet in a setting different from the day programme, and have some valuable time to network and connect with 14 colleagues. These are the moments that enhance the delegate experience, representing an excellent occasion for the local host to be seen and acknowledged by innovation peers by selecting unique venues, innovative formats, entertainment and local cuisine. The following evening events are an integral part of the conference, indicating the different format: Day 1 Welcome dinner (usually standing/networking reception) Day 2 Informal dinner (standing or seated dinner) Day 3 Gala dinner (seated dinner) In terms of attendance this may differ depending on local attendance, but tentative capacity of venues should be for a minimum of 500 guests, and up to 800-1000 guests. With their local knowledge, the host is perfectly placed to identify the right sites for these three evening events. While entertainment such as an impressive show or musical performance is expected at the Gala Dinner, this can be approached diffently for the Informal and Welcome Reception, for instance in more low-key style for the Welcome Reception to create a pleasant background atmosphere as people meet and greet, rather than being the focus of attention. The Informal Dinner on the other hand is often more activity or location oriented, e.g. in connection to the local innovation community or cultural sites. When it comes to the Welcome Reception, the host should bear in mind that international delegates may have had a long journey, and should give priority to attractive locations close to the hotels selected for the conference, or the main hotel if it has sufficient capacity and a venue that fits the purpose. For the Informal and Gala Dinners, unique sites which are characteristic of the city offer a good way for delegates to discover locations typical of the region, often being the peak social and cultural moments in their conference experience. The proposed evening programme is subject to IASP approval and as accurate information as possible must be included in the bid. Should venue availability or suitability change, alternative options of similar quality must be provided. At preparatory site visits or meetings, the IASP can also help you determine the most suitable venues for the evening programme and help fine-tune any pre-bookings made at the bidding stage. When considering whether to bid for an IASP World Conference, make sure with your local convention bureau and city administration that venues for the conference and the social events are both available on the proposed dates and have sufficient capacity, as this is an essential requisite to be eligible for shortlisting. 15 APPLICATION PROCESS 2026 Requisites for presenting a candidature to host the IASP World Conference If you are interested in bidding, please contact IASP at [email protected] who will be happy to answer any questions. Please note that the decision about the IASP World Conference host and location is made by the IASP General Assembly two years in advance; see p. 20 for a tentative timeline. Potential conference hosts must sign the IASP conference agreement for local hosts (available upon request) with the IASP Headquarters and pass a Board review in order to be shortlisted as an official conference host candidate. Application process The steps when bidding to host an IASP World Conference are as follows: a) Application b) Longlisting a maximum of 5 candidates (only applies if 5+ applications are received) c) Shortlisting up to 3 official candidates d) Election of the local conference host a) Application The bidding period is open until 17th January 2024, with the deadline for submissions approximately two and a half years prior to the conference in question. The application consists of three elements: Application letter Local Host Agreement Bid information package and cost overview Application Letter Organisations wishing to be candidates must send a letter of application to the CEO of IASP, requesting to host an IASP World Conference, and indicating the year for which the conference is intended (as per call open at the time). Agreement Potential hosts must sign two copies of the Local Host Agreement. One of these copies, signed by the CEO of IASP, will be returned to the applicant if shortlisted by the IASP Board (step c in the application process) for consideration by the General Assembly. 16 Bid information package and indications of cost Applicants must provide information that enables the IASP Board of Directors and General Assembly to evaluate the overall quality of the bid. In addition to the financial offer and motivation (application letter and bid package text), other elements taken into consideration include the attractiveness of the destination, host engagement and profile, wider innovation ecosystem and relevance to the AOI/STP community, value that the IASP World Conference can bring to a particular destination, its travel accessibility, tech tours and social programme, as well as operational considerations such as cost, local support and available conference professionals such as DMCs, PCOs and CVBs, and suitability of the suggested venue and hotels. Here is a non-exhaustive list of the main items to include for consideration: Local host profile Existence of science parks, areas of innovation, innovation districts or similar organisations in your city/region, indicating also which innovation project would act as host if the bidding entity is not directly a science park, innovation hub or the like. Letters of support from governments, important companies in your city/region, university, innovation stakeholders, etc. Details about the evening programme that you propose, indicating venues, catering and entertainment. To get an idea about the quality and level of costs in your location, the most accurate cost estimates possible must be obtained from the potential suppliers and provided in the cost template provided by IASP. Details about tech tour(s) Details of any other financial or in kind contribution to the conference, including national/local public funding that would contribute to the conference budget Potential conference venue/facilities, indicating their suitability Information about available hotels, their categories and price ranges Information about your city, the nearest airport, connecting flights available, etc. Suggested social and cultural activities typical of your city Suggested dates (ideally within the usual IASP World Conference period between mid- September to mid-October, though other options can also be discussed) Video greeting (max 3 mins) directly by the local host to support your candidature (while in the bidding phase you’ll have a meeting with the IASP team, the video is your opportunity to also greet and pitch your bid to the IASP Board) 17 To optimise your chances in the assessment of candidates, you can also indicate any additional items that you would fully or partially cover (subject to a formal commitment in the Local Host Agreement). Such items could be: Funding: Commit to raise local public or private funds for the conference budget Food & Beverage (F&B): Cover the costs of day programme items such as coffee breaks and/or lunches Venue: alleviate the IASP budget by contributing to the booking of the main venue (scientific programme location) Miscellanea: this could be preparatory meetings’ cost, keynote speaker(s), awards during the main dinner, gifts to speakers or delegates, and any other kind of support you may like to offer! The IASP Events team is available for any clarifications during the bidding stage, and will also acknowledge receipt of the bids and all related documentation. Once the deadline has passed, the IASP Board of Directors will be informed of all the applications received, and applicants will be duly notified at each of the below steps. b) Longlisting a maximum of 5 candidates Up to a maximum of 5 candidates can be longlisted. If more than 5 candidates present a bid, the full list of applications will be reviewed by the IASP governing bodies, who will longlist 3-5 candidates for the next stage. c) Shortlisting up to 3 official candidates The Board will shortlist up to a maximum of three official candidates for a final decision by the IASP General Assembly. At this point, IASP will inform successful applicants that they are official candidates for hosting the conference, return a signed copy of the IASP Local Host agreement to them, and inform all IASP members and contacts of the designated candidates, adding visibility to the destinations via a newspiece too. From this moment on, the candidates may start their promotional activities and campaign to ask IASP members to vote for them at the next IASP General Assembly. Indications for how to do this will be provided by the IASP Headquarters. 18 d) Election of the local host The election of the local host takes place at the IASP General Assembly held two years prior to the relevant conference. Shortlisted candidates will be informed by the IASP Headquarters about the election process, and will have the opportunity to present their bid to the General Assembly and ask for its support. The election will be held during the General Assembly itself and from that moment on the winner will be the designated IASP World Conference local host. Agreements to host the IASP World Conference signed by candidates who are not elected shall automatically be considered null and void, and the respective signatories free of any commitments. 19 THE APPLICATION PROCESS IN A NUTSHELL STEP 17th January 2024 APPLICATION Submission of the bid to the IASP HQ: 01 Application letter Signed local host agreement Bid information package Cost overview & suggested local conference professionals STEP 02 1st February 2024 LONGLISTING In case of multiple candidates, a maximum of 5 are selected for further assessment STEP MID-February 2024 03 SHORTLISTING The IASP Board of Directors evaluates the bids and shortlists a maximum of 3 as official candidates STEP 04 19th September 2024 ELECTION The IASP General Assembly elects the local host from the official candidates 20 YOUR KEY CONTACTS ON THIS JOURNEY Francesca Antoniazzi Elena Aguado Director of Communications & Events Events & Marketing Manager Your contacts for any questions about the bidding guidelines, the role of the local host, the application process or about IASP World Conferences in general, and to request the Local Host Agreement. [email protected] 21