CALL FOR
INTER-CONGRESSES
Rev. 30 March 2015
All proposals for IUAES Inter-Congresses are welcome. Inter-Congresses are organized in the years
between IUAES World Congresses. The next World Congress will be held in 2018.
Those who propose to hold an IUAES Inter-Congress should write to the following:
Nominating Committee for Congresses and Inter-Congresses:
Gustavo Lins Ribeiro gustavor@unb.br
Rajko Mursic
rajko.mursic@ff.uni-lj.si
Secretary-General:
Junji Koizumi
iuaes.s-g@glocol.osaka-u.ac.jp
IUAES Inter-Congresses have previously been held, hosted or organised by one or more than one
IUAES Commissions or by national/regional anthropology associations. We welcome proposals from
IUAES Commission chairs as well as other proposals submitted by credible anthropology or
ethnology associations, organizations or institutions. The Executive Committee very much appreciates
and encourages all anthropologists’ participation in the intellectual activities of the IUAES.
Demonstrated commitment to the IUAES and the academic quality are given the highest priority in
considering proposals. Adequate rotation of venues between continents is also a consideration.
All proposals must include a formal letter of proposal according to the guidelines provided below. In
contrast to the selection of IUAES World Congresses, which is decided by a members’ vote attending
an IUAES General Assembly and after presentations by the various bidders, the hosts of InterCongresses will be selected by the IUAES Executive Committee after it has carefully examined and
assessed submitted proposals and been in contact with the proposers if there is need for clarification.
Once a proposal has been approved by the Executive Committee the organisers of that Inter-Congress
will be expected to make a presentation, normally at a meeting of the General Assembly where
members in attendance will be able to make comment which the EC and organising committee should
consider. In instances where the timing makes that impossible, the organising committee will be
required to prepare for a formal on-line presentation in order to solicit IUAES members’ comments to
the EC.
There need not necessarily be only one Inter-Congress a year, but the Executive Committee will
oversee general coordination about dates and topics. In case a proposed conference only partially
fulfils the conditions for it to be treated as an Inter-Congress, the Executive Committee may approve
the proposed conference not as an Inter-Congress but as another form of IUAES-sponsored meeting.
IUAES World Congresses
London, UK (1934); Copenhagen, Denmark (1938); Brussels, Belgium (1948); Vienna, Austria (1952); Philadelphia,
USA (1956); Paris, France (1960); Moscow, Russia (1964); Tokyo, Japan (1968); Chicago, USA (1973); New Delhi,
India (1978); Quebec and Vancouver, Canada (1983); Zagreb, Croatia (1988); Mexico City, Mexico (1993);
Williamsburg, USA (1998); Florence, Italy (2003); Kunming, China (2009); Manchester, UK (2013); Florianópolis,
Brazil (2018).
IUAES Inter-Congresses
Amsterdam, Netherlands (1981); Lisbon, Portugal (1990); Florence, Italy (1995); Linkoping, Sweden (1996); Perth,
Australia (1997); Beijing, China (2000); Gottingen, Germany (2001); Tokyo, Japan (2002); Calcutta and Ranchi,
India (2004); Pardubice, Czech Republic (2005); Cape Town, South Africa (2006); Antalya, Turkey (2010); Perth,
Australia (2011); Bhubaneswar, India (2012); Chiba, Japan (2014); Bangkok, Thailand (2015); Dubrovnik, Croatia
(2016).
SUBMISSION GUIDELINES
Please submit your proposal giving information on the items below.
If inadequate information is provided, the Executive Committee may not consider the bid.
1. General information
The month and year in which the proposed Inter-Congress will occur; the city and country
2. Information about the bidder
Names of the person/s responsible for the bid and also of the proposed Inter-Congress convenor;
those persons’ titles/positions and institutional affiliations; their office addresses, phone numbers (with
country codes) and e-mail addresses.
3. Organization of the Inter-Congress
Name/s of the IUAES Scientific Commission/s, if the proposed Inter-Congress is to be organized by
one or more of the IUAES Commissions; name of the host organization (national organization and/or
academic institution); names of supporting or cooperating anthropological associations or institutions
(of your country/region) – with evidence of that support; names of supporting or cooperating
international associations or institutions – with evidence of that support; names of the members of the
local organizing committee.
4. Academic plans
Conference theme/topic; the intended objective behind holding the proposed Inter-Congress; plans for
calls for panels/papers; plans for publication of proceedings, books and so forth, if already committed.
5. Details of proposed Inter-Congress
Proposed date of the Inter-Congress; proposed venue; expected number of participants; the reason
why the proposed location is a good one for an IUAES Inter-Congress (The IUAES is particularly
interested in invigorating local development of anthropological scholarship in various regions of the
world).
6. Finance
Names of agencies or organizations likely to provide financial support; availability of grants,
subventions and other financial resources; availability of travel subsidies for colleagues from lowincome regions; expected registration fees; a statement of commitment that all Inter-Congress
participants will be required to be or to become individual members of the IUAES (or charged a
premium to cover a full membership fee) and that the Inter-Congress organizers will collect IUAES
membership fees and remit that fee income plus the income from any premium that non-members of
the IUAES are charged; a statement about responsibility in case the Inter-Congress suffers a financial
loss or produces a financial surplus. See the Memorandum of Understanding document below to
be signed once the proposal has been approved.
7. Local information
Weather and climate; information on tours and planned excursion, if any; types of available
accommodation and its costs.
8. Other
Related events; experience in organizing large-scale (inter)national conferences; present state of
preparation for the proposed Inter-Congress; other relevant information.
Submit necessary information
with your letter of proposal to
<iuaes.s-g@glocol.osaka-u.ac.jp>
<gustavor@unb.br>
<rajko.mursic@ff.uni-lj.si>
Memorandum of Understanding:
IUAES Executive Committee and Organisers of 20[XX] IUAES Inter-Congress in [City, Country]
It having been agreed by the IUAES [General Assembly/Executive Committee] that the [Name of host
institution – hereafter NHI] in [City, Country] will host an IUAES Inter-Congress in 20[XX], the
following has been agreed in respect of the responsibilities of the [NHI] towards the IUAES.
1. In all general matters regarding the Inter-Congress, the [NHI]’s Inter-Congress organising
committee will work with an advisory committee comprising the following members of the
IUAES’s Executive Committee (hereafter EC):
[Between four and six EC members’ names as nominated by the EC].
1.1 The short name of the Inter-Congress will be IUAES20[XX City name]
2. The [NHI] will create a scientific committee which will be responsible, along with [three to
five senior experienced members of the IUAES nominated by the EC], for all aspects of the
scientific programme of the Inter-Congress, including the selection of all keynote speakers as
well as arranging the role of panel convenors and the role of IUAES Scientific Commission
chairs in respect of Inter-Congress panels.
3. Although it may appoint a professional conference organiser (PCO) – which should normally
be the IUAES’s membership administration and conference organiser (presently NomadIT as
represented by Rohan Jackson) – the [NHI]’s Inter-Congress organising committee will be
responsible for all facets of the organisation of the Inter-Congress. These include, among
others not here listed:
a. Registration of participants and providing all necessary support to ensure that they
are able to participate effectively in the formal activities of the Inter-Congress –
including guidance as to accommodation at the venue and as to all associated
activities relating to local travel etc.
b. Ensuring that there are appropriate and spatially contiguous venues and sufficient
technical support systems for all formal Inter-Congress activities.
c. Ensuring, in correspondence with the IUAES Secretary-General, [S-G’s name], that
accommodation is made in the Inter-Congress programme, and venues provided, for
all necessary IUAES committee meetings, including meetings of the IUAES Scientific
Commissions.
d. If there is to be a differentiated registration fee charged for participation in the InterCongress, then the [NHI]’s Inter-Congress Committee must ensure (i) that it is
differentiated on the same basis as the IUAES’s differentiated individual membership
fee -- that is on the basis of each individual’s self-declared income; and (ii) that
participants are charged Inter-Congress registration fees that are consistent with how
they are categorised for IUAES membership fee purposes (that is, in terms of income
level).
e. Ensuring that each and every potential Inter-Congress participant is a paid up
member, for 20[XX – the year in which the Inter-Congress is held],1 of the IUAES, and
to do that prior to finally registering any participant for the Inter-Congress. To this
end, and in the event that the IUAES’s membership administration and conference
organiser has not been appointed as Inter-Congress organiser, the [NHI]’s InterCongress organising committee must of necessity, liaise closely with the IUAES’s
membership administration and conference organiser. This is in order to ensure that
no non-IUAES member is permitted to register for the Inter-Congress. To that end,
and in the event that the IUAES’s membership administration organisation and
conference organiser has not been appointed for the purpose,
i. The [NHI]’s organising committee must oblige any non-IUAES member who
wishes to register for the Inter-Congress, to go to NomadIT’s on-line IUAES
membership application page prior to so registering and to sign up as a new
member. If this is to be done on site, then the [NHI]’s organising committee
must also then ensure that the new applicant member joins IUAES using the
online membership application form, must take receipt of the necessary
IUAES member subscription fee/s in cash from that new applicant member,
must keep a record of all such receipts including the names and contact
details of those new members and must, immediately after registration has
closed, transfer that amount to the IUAES bank account as well as provide
NomadIT with a full list of all those who have paid new membership fees.
ii. The [NHI]’s organising committee must also ensure that any IUAES member
who has fallen behind in paying IUAES membership fees pays all the
outstanding amounts prior to being registered for the Inter-Congress. As in (i)
above, if this occurs on site, the [NHI]’s organising committee must take
receipt of the necessary IUAES member subscription fee/s in cash from any
debtor member delegates as per the list sent by NomadIT on the eve of the
1
If an approved Inter-Congress is held in the months January to March of any year, then IUAES membership for the
immediate previous year is required. Organisers of any Inter-Congress that starts or runs over into April of any year must
require participants to be paid up as individual IUAES members for the year of the Inter-Congress.
Inter-Congress, must keep a record of all such receipts including the names
and contact details of those members and must, immediately after
registration has closed, transfer that amount to the IUAES bank account as
well as provide NomadIT with a full list of all those who have paid
membership fees.
iii. In order to avoid errors and accidents, and also for the IUAES to keep a clear
electronic record of membership, the [NHI]’s organising committee should
cooperate with the IUAES’s Secretary General and Treasurer, and with
NomadIT, in order to minimise the amount of membership money actually
taken in cash at the event.
iv. To facilitate the above, NomadIT will provide the [NHI]’s organising
committee with monthly lists of paid up IUAES members on agreed dates.
v. If there is to be any exception to the rule that all participants must be IUAES
members, then such persons must be required, on registration, to pay a
premium registration fee to the value of at least 150% of the maximum
annual IUAES individual membership fee for 20[XX – the year in which the
Inter-Congress is held], and that at least two-thirds of that premium must be
paid to the IUAES bank account within no more than 30 days after the final
day of the Inter-Congress. Moreover, a full list of the names and contact
details of any persons who register by paying this premium must be handed
to NomadIT at the same time that that payment is made.
vi. Where the [NHI]’s organising committee offers participants any special IUAES
membership fee payment possibility that is separate from the regular
registration for the Inter-Congress and that incurs any extra administration
costs in addition to those for routine administration of IUAES membership,
the IUAES may request the [NHI]’s organising committee for a payment to
cover such additional costs.
4. The [NHI]’s organising committee will be solely responsible for the Inter-Congress budgeting
and for ensuring that the Inter-Congress is run without financial loss. In addition, the [NHI]’s
organising committee will report to the IUAES EC at least three times on the finances of the
Inter-Congress: before the start of the Inter-Congress, immediately after the conclusion of
the Inter-Congress and also once all the finances have been finalised – no more than 90 days
after the end of the Inter-Congress. The final report should include a full written account of
all income deriving from and expenditure incurred in running the Inter-Congress.
a. If the final accounts reveal that the Inter-Congress has suffered a financial loss, then
that loss will be the responsibility solely of the [NHI] and its Inter-Congress organising
committee, while the IUAES and its EC will not be liable in any way to make good that
loss.
b. If, on the other hand, the final accounts reveal that the Inter-Congress has produced
a financial surplus, at least one half of that surplus is expected to be paid into the
IUAES bank account in recognition of the use by the [NHI]’s organising committee of
the IUAES name for the Inter-Congress.
5. In case any disagreement or misunderstanding concerning the Inter-Congress arises on a
matter not specified in this Memorandum of Understanding, the [NHI]’s organising
committee shall make every effort to resolve the issue in the best interest of the IUAES.
Signed on behalf of:
Signed on behalf of:
The Executive Committee of
The [Name of Host Institution, City, Country],
the International Union of Anthropological
and the organizing committee of
and Ethnological Sciences (IUAES)
Inter-Congress IUAES20[XX City name]
________________________________
________________________________
[S-G’s name]
[Name]
Secretary-General
[Director/President/Chair]
The International Union of Anthropological
[Name of Host Institution/Organization/Association]
and Ethnological Sciences (IUAES)
[City name, Country]
Date:
Date: