Call for Contributions

Questions?

If you have any questions, please do not hesitate to contact the Forum Event Coordinator at congressforumiucn.org.

Should you require general information about the Congress contact congressiucn.org.

Frequently Asked Questions

For convenience questions are clustered according to broad categories:

Procedure questions

May non-IUCN members submit proposals for event in the World Conservation Forum? 

Yes.  Anyone may submit a proposal to organize an event at the World Conservation Forum. In reviewing and selecting proposals we will ensure that the final programme is balanced geographically culturally.   We will also strive to ensure that there is a balance amongst different sectors, e.g., government, non-government organization, community groups, private companies; young professionals, etc. 

Are there alternative methods for submitting proposals or am I obliged to use the on-line Forum Events Management System?  

Yes.  We can provide a MS Word or PDF file with the proposal template, which you can submit via email. Proposals submitted in this manner will be entered into the system by staff and will be treated like all other proposals.  However, the various tools that are being developed to aid and support organizers will not be available.  Examples of the assistance that is planned includes: assistance in designing your event to ensure the outcomes desired are achieved; web chat rooms and blog space; password protection to access to your event details as you develop your programme; and, ability to grant access to your event programme details to a small group, when you are developing your event programme.

Must a prospective event organizer submit a separate proposal for each event they wish to organize?

Yes. Each event requires a separate proposal.  However, you need to register only once.  This ensures that we are able to keep track of proposals and individual events in the relation to the overall availability of time-slots.

Event questions

May I propose a standard workshop as an Aliances Workshop event?

Yes.  The Aliances Workshop rooms can accommodate a traditional workshop involving up to 75 people. However, we are striving to promote creative formats that promote audience participation and have a greater chance of achieving the objectives of the sessions (which are established by the organizers).  Traditional workshops tend to emphasize presenters and participants are more often than not relegated to just listening to talking heads. As a rough guideline, if a workshop is to engage participants in a meaningful way there should be no more than 3 presentations at a maximum of 15 minutes each.  That would ensure that there is time for participants to engage in the discussion. A facilitator may be necessary to guide the discussion to the desired result.  This would be particularly important if the organizer wishes the outcome to carry the endorsement of the participants.

Can my institution/agency/company organize an exhibit at the Congress?

Maybe. The space available in the Conference Centre is very limited.  The Congress team is trying to find ways to accommodate members’ and partners’ exhibits, but it will be later in the summer before we have an answer.  If you are interested in organizing an exhibition it is suggested that you monitor the Congress website.

In what language can events be organized or presented?

Organizers are encouraged to work in IUCN’s official languages: English, French, and Spanish. If other languages will be used in the event, organizers are encouraged to have such presentations interpreted into English, French, or Spanish to ensure that participants can engage fully in the discussions.

Cost questions

If my proposal is accepted, will funding be provided?

No.  Each prospective organizer of an event presented in the Forum is responsible for funding that event, including transportation and per diems for speakers and other guests they may invite. If a proposal is accepted and a proponent requires financial support in order to present that event, we will gladly provide a supporting letter that can be used in fundraising.

What kind of support can IUCN provide? 

IUCN will provide the venue for your event.  For Aliances a room, seating setup, computer, LCD projector and screen, flip chart, and microphones will be provided; for Knowledge Café discussions round tables, seating, and discussion guidance will be provided.  For all events IUCN will: provide the organizers with web tools to foster community involvement; promote the event(s) on the Congress Website and in the published programme; ensure that the outcomes the event delivers are communicated; and provide appropriate attribution to the organizing institution, staff and any financial supporters on the website and in the published programme.

We recognize that in many cases organizers will have to raise funds to cover their costs.  In the submission form we ask if the event is fully funded or if it will depend on raising funds.  We are striving to put in place means to help those who must raise funds to underwrite development and delivery of their event.  While we are not able to guarantee that this assistance will be available at this time, if you want to organize a Forum event, submit your proposal now.  If your proposal is accepted we will provide a statement to that effect which will help you seek sponsorships.  

Are there any other fees associated with organising an event? 

Yes.  There will be costs for services if they are requested, such a catering, special staging, interpretation, or facilitation.  If exhibit space can be arranged there will be a cost for the space as well as the display set-up.

In addition, all Congress participants are required to pay a registration fee, which varies according to the persons’ status and whether or not they will be attending only the Forum or both the Forum and Members’ Assembly (see registration fees).