Guidelines for the Conduct of the Annual and Midterm Conferences of AOMSI

General:

  1. There shall be two official conferences of the AOMSI every year namely the
    1. Annual Conference of the AOMSI to be held in November- December of a particular year and
    2. The mid-term conference to be held in June-July of a particular year.
  2. Both Conferences shall be the official conference of the AOMSI and shall be conducted by any state or city that has successfully bid for the conference as per the bidding norms outlined hereafter.
  3. All Bids for the conference (Annual and Midterm) will be made to the Secretary of the AOMSI with the support of at least 10 persons from that region.
  4. Six members who are signing the bid should have attended at least 6 conferences each of the AOMSI.
  5. The immediate Past President of the AOMSI shall be the Conference secretary of the conference and will be responsible for all co-ordination between the Conference Organizing Committee and the head office. He/ She shall ensure that the guidelines are adhered to.
  6. The State Chapters can conduct separate conferences and AGM’s and shall follow the same guidelines or any other guideline officially approved by the Head Office.
  7. The State / regional chapters shall not hold their annual conference or midterm conference two months prior to the Annual or Midterm National Conference and should not conflict with the Annual Conference.
  8. During AGM one member from the group of the 10 members should make a presentation preferably an audio visual feature highlighting the venue, the proposed registration fees, accesibility to the proposed venue and also the nature of the scientific programme.
  9. In case there is more than one bid the AGM will decide the bid either by voice vote or through the ballot.
  10. The conference venue will be decided 2 years in advance.

Conference organizing Committee

  1. The City/ Region/ State that has successfully bid for the conference shall elect an Organizing Chairman and Secretary from amongst the Life members/ Annual members in the region
  2. Others members of the organizing committee should be Life or Annual members in good standing
  3. The organizing chairman should have attended at least 10 conferences of AOMSI, the organizing secretary 8 conferences and the scientific committee chairman at least 7 conferences.
  4. In case the local organizing committee cannot fulfill the above, the AOMSI (National Body) will decide on the organizing chairman, secretary and scientific chairman.
  5. The Conference Secretary shall oversee the election/ selection of office bearers and shall attend the Conference committee meetings when needed. The expense will be borne by the conference committee.
  6. The Conference secretary will ensure that the guidelines are adhered to.
  7. The Organizing Chairman will be over all in-charge of the conference and shall chair all meetings ( the Co- Chairman in his absence)
  8. The Organizing Secretary shall be in charge of the execution of the conference and shall jointly hold the funds of the conference with the treasurer and the chairman.
  9. There shall be no Patron or any supernumerary post other than the Organizing Chairman, Co- Chairman, Organizing Secretary, Joint Secretary, Treasurer, Scientific Chairman and Co-Chairman and Convenors and Co-Convenors for the various committees.
  10. All organizing committee members should pay the registration fee fixed for the conference
  11. The registration fee should be fixed in consultation with the secretariat through the conference committee and must be approved by the EC.

Invited Speakers

  1. All invited speakers and including the Oration speaker who are members of the AOMSI must pay the registration fees.
  2. No travel allowance or accommodation costs will be paid for speakers who are members of the AOMSI.
  3. Invited speakers who are Non maxillofacial surgeons may however be paid travel and accommodation costs. They need not register for the conference.
  4. The final list of speakers must be submitted to the Secretariat to verify their membership (if they are maxillofacial surgeons)
  5. The Ginwalla and Col. Madan Oration speakers will be selected by the EC as the oration is sponsored by the head office.
  6. No person can be invited more than once to deliver the same oration.
  7. The Ginwalla and Col Madan Oration will be chaired by the President and Vice President of the Association.

Funds of the Conference

  1. The Conference organizing committee shall start an account in a nationalized bank based on the resolution passed by the AOMSI EC/ AGM
  2. The conference is the annual event of the AOMSI and all expenses of the conference have to be submitted as a statement with vouchers, pass books and other details within 4 months of the conclusion of the conference.
  3. An assured amount of Rs 500 per delegate and Rs 200 per student delegate must be paid at the start of the conference by Cheque or Draft to the head office. A complete list of all delegates and their payment details must be submitted to the Head office at the same time.
  4. In addition the profit from the conference must be paid to the treasurer before the next midterm or Annual conference or six months after the event, whichever is earlier
  5. The Head office will audit all accounts based on the statements and vouchers.
  6. Any loss incurred by the Conference Committee will have to be borne by the members of the Organizing Committee. The Head Office will have no responsibility
  7. Only the President, Secretary and their spouses may be provided free registration, accommodation and local travel facilities
  8. The conference secretary may be provided travel allowance and accommodation when he officially visits the venue or COC meeting. This should not ordinarily exceed two visits. The Conference secretary is not exempt from registration fees.

Conduct of Conference

  1. The Inaugural function of the Annual and Midterm Conference shall be chaired and presided over by the President of the AOMSI
  2. There shall be only one chief guest preferably from the local academic, scientific, social, political, cultural or medical community
  3. Local travel expenses for the chief guest must be borne by the Organizing Committee. Airfare and accommodation for outstation chief guests must be avoided as far as possible
  4. The President and Vice President shall Chair the Oration
  5. The new President will effectively take over at the end of the AGM in the case of the Annual Conference
  6. The ceremonial passing of jewel of office will be done during the Banquet of the Annual Conference
  7. The Secretary will conduct the official function at the Banquet followed by introduction of COC and the new EC.
  8. The Organizing committee will provide space and time for the conduct of the AGM and EC meetings as requested by the Secretary
  9. The Organizing committee will provide space for the running of the AOMSI office during the period of the conference

Resolution of Conflicts

  1. Any conflict in the conduct of the conference must be reported to the EC through the conference secretary and the EC shall meet to resolve the same.
  2. As discussed and passed by the AGM on 27/11/2009 with suggestions. Any further input or suggestion will be taken up by the EC and considered for inclusion if submitted to the Secretary AOMSI before 15th January 2010.