Lf ational Coun nc! Applied M: Inter Memorandum of Understanding between ICIAM ASAMACT Asoc Argos Moe (international Council for Industrial and Applied CuINSSCMAL Cola poli nl Inds Mathematics) Sehnert Se cena and Sa tins acentr Comeuions ICIAM 2019 (International Congress on Industrial Sian Can ery neil nt ‘and Applied Mathematics, 2019) Conley Maneatis 2 Soumns ts {ECA Lope Consort fr Maes industry ESM Loopcan Society fr Math nd Tews Soy GAMM Geslsctat ‘iui ch IMA oo Mt This document spells out some of the responsibilities of the Congress Organizers (Congress) and the ICIAM Council (Council) wa for the ICIAM 2019 Congress. ‘The group hosting the Congress is {SIAM Indian Socoty of Indust and the Association “ICIAM 2019-Valencia”, a separate organization Anni sahenae from the Council, and is not legally part of the Council. This group ISTAM. Te apa Soi frigate and Applied Nistherates sma is a separate legal entity according to the laws of Spain. SIAM the Rowan Soc ferns Sy Aplicd Nations sua eta : meee : Soy "Mana Opin Say ‘A. Programmatic and Organizational Responsibilities re cea SMa Gace Atte Etptcnal 1, Statutory and Traditional Components of the Congress SEMA. Soreed Lapa de Mat SAH soci I eoedilsial Apis 1. Congress Director. This is the title of the person with overall Mati natana di tonnien responsibility for the Congress, who serves as point of contact ay noe eibinclleis between the Council and the Congress (bylaws). “Appliquées ct Indusiriclles 2. Scientific Program Committee. The SPC and its Chair must be Tiguytenne ee approved by the Council. Once they are approved, changes in aan alee aay Fane Nay membership or chair require the approval of the Council Asoclte members: (bylaws). SIRO" Ass AIO Avosinesne tala Recht) 5 Invited lectures, minisymposia, contributed paper sessions S80 Asin fr Won i thn and poster sessions, ‘The status of these is that in the bic ‘ rules they are described as recommended elements of a Congress. They have been part of every Congress in the past. All four components are to be weighted equally; contributed papers are to be accepted to the maximum extent possible; GaechMIS Cesk ate DMY Deutsche Maths EMS _ European Matis ixBlaiae senses | Tssmposia topics are to consider all fs, parteuary ieee those not represented by the invited speakers, and are to be of AMS "Institute of Mathematical Statistics. the highest quality (bid rules). Tou gsel Mathemete! ien, 4. Welcome session and opening ceremony. This is traditional. KMS Korean Matiaticl Sosy At-74 EMS) London Mathematical Society) ‘The tradition is to have a “welcome session” in the evening Eee | before the Congress opens (traditionally, then, Sunday evening). ONG, Oaenahe Manatee This is a plenary, often open-air, brief and casual event, with PIM ole Towareysto Masons only a brief formal presentation, or no presentation at all. The ee ae teemeedicesy opening ceremony, traditionally, takes up the first morning of SF Sect Matias the Congress, and is more formal, with dignitaries opening the ‘Cian “Soe athena: Suse Congress. ‘Sa mica Sie SNIN La Socadnd Nstemities Messina SPM. Sociedade omupucsa de Matematica Seas. Svenska Mattern! UM Chine Matai aia huputwwdlanor/ MWTERPage 2 of 5 5. ICIAM Prizes. The ICIAM prizes are presented at the opening ceremony, by the ICIAM President assisted by others, as arranged by the Council. The ceremony is designed by the ICIAM President in cooperation with the Congress and preferably a rehearsal session is done in the previous evening. The duration of this ceremony is approximately one hour, including time to take pictures (see Item 5 under “Communication"). The prize certificates are prepared by the Council and signed by the President. They are presented at the ceremony. If laudations for the prizewinners are given, these should be included in, or should immediately follow, the prize ceremony. The Council should be given the option of choosing the persons giving the laudations. 6. Olga Taussky-Todd lecture (a designated plenary event by resolution of the board). This is now a statutory part of the Congress, and is a plenary talk. It may be arranged in the evening. If an honorarium is given, it is prepared by the Council (treasurer). If there is a certificate, it is prepared as for the Prizes. 7. Arrangements for Board meeting after the Congress. The day-long Board meeting takes place the day after the Congress ends (that is, on Saturday). It requires a room that will hold 55-60 people, preferably at long tables around a hollow square, with a data projector and with Internet capability. 8. Timelines for reports, pre- and post-congress. A report by the Congress Director is to be presented to the ICIAM Board at the annual Board meeting each year before the Congress, and at the close of the Congress. A final report is presented one year following the Congress II. Optional Activities 1, Embedded meetings. As member societies are encouraged to cancel their annual meetings during Congress years (if they hold annual meetings), the Congress organizers are expected to cooperate with societies that wish to hold a few events during the Congress. In particular, the Council appreciates that the prize lectures of the societies organizing embedded meetings could be accommodated at the Congress if thus wished by those societies (This should be negotiated between the Congress and those societies in separated MoUs). 2 Satellite meetings. This term refers to independently organized events that take place at times near the Congress dates, but not conflicting with them, and, typically, in geographical locations near the Congress site. Congress organizers are expected to encourage such synergistic activity and, if possible, to advertise them along with the Congress. Congress organizers are not expected to be responsible for the quality or the financing of satellite meetings. 3. Lectures by prizewinners. By resolution of the Board, beginning with ICIAM 2019, the prizewinners should give at least 30 minute talks (which may be held in parallel with other events or not. A possibility could be to have them scheduled in a period of 2 1/2 hours set aside for these lectures). 4. Giving a lecture is not a requirement for accepting a prize. The Council appreciates that the Congress is adopting this practice for ICIAM 2019 as encouraged by the Board (Minutes of Oslo Board meeting, 2009). If it turns out that an invited speaker is also WIECPage 3 of S awarded a prize, the Congress may move their invited talk to a prizewinner spot, and invite another invited speaker (choice to be approved by the Counci. 5. Public lecture(s). At least one lecture aimed at a scientifically literate public, and advertised reasonably widely in local media, has been part of recent Congresses, and is encouraged. Choice of the speaker rests with the Congress. This lecture should be scheduled in the evening, or at a time when general outside public can attend. 6. Proceedings. The Congress organizers may choose to publish, formally or informally, Congress Proceedings. As this will bear the name of ICIAM, it is expected that any Proceedings will be of high quality, be carefully edited, and be published by a reputable publisher. Beyond that, the decision about how and what to publish is up to the Congress, as are all financial responsibilities and profit 7. VIP Dinner. A VIP dinner or other special event to thank dignitaries, invited speakers, and prizewinners is recommended. ‘This is the responsibility of the Congress to arrange. 8. Other optional items. It is recommended that the Congress considers other optional items that have been part of earlier Congresses, such as lunches with invited speakers, student networking lunch, taking official photos of the Congress, press conferences and media interaction. 9. Officers’ meeting at Congress. The ICIAM Officers (there are six officers) require the use of a small, internet-enabled conference room for one day (determined by the Officers) during the Congress. 10. Board meeting at Congress. ‘The Board meeting takes place on the day following the Congress and includes a mid-day meal for the attendees and guests. The size of the Board, including officers and other non-voting members, is between 55 and 60. Most will probably be present for this meeting. The Council will be grateful for the Congress organizers’ help in locating a restaurant for a dinner after the Board meeting, 11, Member Societies’ Presidents Meeting. During recent Congresses, there has been an additional 1-day meeting (preceding the Congress) for member societies’ presidents. It is the decision of the ICIAM Officers whether to hold such a meeting in 2019. If it is scheduled, then it will require a room (for about 30 people, similar to the room for the Board meeting) B. Assignment of Financial Responsibility 1. Profit sharing and loss underwriting. The License Fee for ICIAM 2019 is 37,000 USD. ‘This amount should be paid to the Council at the conclusion of ICIAM 2019. However, the Council has, for recent Congresses, made a grant to the Congress for the support of mathematicians from developing countries, and this grant, if authorized for ICIAM 2019, may be used to partially offset the License Fee, as long as documentation is provided to show that the extra funds were usec for developing countries’ support. This documentation should include a spreadsheet with the names and status of the grantees (Ph.D. Student, post-coc or young scholar) and the amount that each grantee received. This information should be made available to ICIAM soon after the congress, and at least one month before the Board meeting following the congress. 2. Registration fees. The registration fees, in local currency, are part of the bid. It may be necessary to raise them owing to inflation or other circumstances. Note that it is intended for the Congress to be revenue-neutralPage 4 of 5 3. Amount of funding provided to help attendees from developing countries. This amount is part of the bid, and should be honored. 4, Expenses for invited speakers, As for all previous meetings, the economy travel (including such things as taxis to and from the airport) and local accommodation (hotel but not necessarily meals) are paid by the Congress, and the registration fee is waived. 1 traditional to offer speakers the option of contributing any part of these costs to extra funding for delegates from developing countries by paying these expenses themselves. (If this is done, the accounting should show this additional funding, and the contributions should be acknowledged in the congress program.) 5. Expenses of prizewinners and the Olga Taussky-Todd lecturer. For ICIAM 2019, a Board resolution states that beginning with ICIAM 2019, the Congress pays for both economy travel and accommodation, for both prizewinners and the Olga Taussky-Todd lecturer. Registration fees are waived for invited speakers and prizewinners and the Olga Taussky-Todd lecturer. (Minutes of Vancouver Board meeting, 2011) 6. Expenses for the public lecture. If a public lecture is arranged, the expenses of the speaker are treated as for the invited speakers; that is, they are responsibility of the Congress. Any other expenses (room rental, publicity, reception if arranged) are also the responsibility of the Congress. 7. Expenses for embedded meetings. Any costs associated with embedded meetings (including events of other societies) are to be negotiated between the Congress and the societies responsible for the meetings/events. 8. Costs of ICIAM bodies' meetings. The Council would appreciate it if the costs of the Officers Meeting, Board Meeting and Society-Presidents Meeting (Items 8-10 under “Optional Activities”), as well as those related to the Board meeting to take place in Valencia in 2017, could be covered by the Congress. However if this is not possible, then the Congress must inform the Council ahead of time so that organizational and financial matters can be negotiated between the two partie 9, Other costs. Any costs other than those specifically mentioned in this Memo are the responsibility of the Congress, not the Council. C. Communication and Other Items. 1. Communications about awarding the Congress and setting up the SPC. When the Board decision is mace on the organizer of the Congress, the ICIAM President writes to the successful applicant, announcing the decision and outlining the future relationship between the Council and the Congress, including deadlines and the responsibilities of both parties. 2. The Congress Director or his/her designee initiates formal and informal communications concerning the Congress. The three components of the Congress over which the Council has some control or oversight are a. The invited talks, Invitations should be issued soon after the decision on invited speakers has been approved by the Board (or by the Officers). Formal letters of invitation may be issued by the Congress Director, on behalf of the ICIAM President and the Chair of the SPC. All further communication with the speakers will involve the Congress organizers. ‘The Council will not be involved, unless problems arise (for example, a late cancellation). b. The ICIAM prizes. Once the winners have been selected and have agreed to accept their awards, the President of the Council sends each winner a formal letter, and refers them to the Congress organizers for local arrangements and arrangements to give a lecture.Page 5 of S Although the public announcement of prizewinners is September 15, 2018, it is intended that the decisions be complete by March 15, 2018. On this date, the ICIAM President will inform the Congress Director of the names of the winners, so that they can be invited, by the Congress Director, to give a lecture at the Congress. (They do not need to agree to give a lecture.) The President's letter to the winners will state that the Congress will be responsible for local arrangements and travel expenses (economy class). The winners will be asked to direct correspondence about travel costs and reimbursements to the Congress. c. The Olga Taussky-Todd lecture. Selection of the lecturer is the responsibility of the Council. The ICIAM President informs the person selected and obtains her acceptance. This will be complete by April 10, 2018. Responsibility for travel and local arrangements is the same as for prizewinners, and correspondence is handled the same way. 3, Arrangements for logo. A high-resolution file of the ICIAM logo is available from the ICIAM Webmaster, Ross Moore. The Congress is expected to design a Congress logo that highlights the connection with the Council through the design of the logo, but is appreciably different from it. 4, Publicity and media appearances. ‘The Council Officers and Board members will make themselves available, to the greatest extent possible, for any publicity and media appearances arranged by the Congress. The Council will help in all possible ways, by publicity in the ICIAM Newsletter and by requesting member societies to carry notices of the Congress in their newsletters without charge, to advertise the Congress to the community. 5. Photographs. As part of organizing the meeting, the Congress organizers will arrange for @ photographer to take official pictures at important events, such as the opening ceremony, the awarding of prizes and the OTT lecture. The pictures will be made available to the Council. D. Reporting The Congress makes reports each year at the Board meeting, and gives a final report to the Board at the meeting in the year following the Congress. Ha TH alb& Haae J. €tetbon Pretest / 6 cea AREGuidelines for Reimbursement of Expenses for Invited Speakers, Prize Winners, and the Olga Taussky-Todd Leeturer ‘The invited speakers, prize-winners, and the Olga Taussky-Todd lecturer receive complimentary conference registration and are invited on a complimentary basis to all special events of the ICIAM 2019 Congress. The Congress reimburses expenses up to 1,400 € per speaker travelling within Europe, or 2,400 € for speakers travelling from outside Europe. These expenses include (economy class) travel and hotel room (see below). If the speaker’s expenses are expected to execed these allotted amounts, the speaker should contact the Congress Director. if invited speakers wish to support young scientists from developing countries to attend the congress and are willing to cover some or all of your travel and/or local accommodation costs from their own funds, then the organizers will use the corresponding amount to cover costs of participants from developing countries. In addition the following rules should be taken into account. Travel If requested, reimbursement for travel will be made only for the most direct and convenient route from the speaker's principal place of residence to and from the site of ICIAM 2019 Congress. The Congress will reimburse speakers for economy-class fare only Hotel If requested, the organizers will reserve a hotel room for the invited speakers, prize winners, or the Olga Taussky-Todd lecturer The number of nights that will be mbursed may not exceed the length of the meeting plus one night. Meals If requested, the organizers will provide an additional 40 € per diem for the prize winners and the Olga Taussky-Todd lecturer. Date / Name of Congress Chair