Guidelines for Organising Secretary

1. Organizing Secretary is responsible for overall physical/ technical/ financial arrangements of the symposium/ conference/ seminar/ workshop.
2. Organizing Secretary must be the faculty member from the place/ city where symposium/ conference/ seminar/ workshop is to be organized.
3. Organizing Secretary is responsible for arranging appropriate funds for the successful organization of the event.
4. The organizing secretary, co-organizing secretary and treasurer will be from the discipline of Surgery. However, the members from other departments may be taken for enrolment in local committees.
5. The information brochure and list of ISVS awards to be approved prior to publication and circulation by the Executive Secretary, ISVS.
6. Organizing Secretary must take prior approval of the symposium title/ theme, dates, lead paper speakers and technical sessions schedule from the Executive Secretary, ISVS before circulation.
7. Organizing Secretary to finalize sitting arrangement of dignitaries on the dias during inaugural and general body/ plenary sessions in consultation with Executive Secretary, ISVS.
8. Organizing Secretary or his/her representative or nominee must check the technical sessions for smooth conduct of the sessions. Any deficit may immediately be attended and rectified by the organizing team.
9. Organizing Secretary must ensure that the number of lead papers should be restricted to one only in each session.
10. Organizing Secretary must ensure that not more than three technical sessions are conducted in parallel at a given time. The schedule of technical sessions to be finalized date/ day wise in consultation with Executive Secretary. In no case the deviation is permitted, with exception only after approval from Executive Secretary, ISVS.
11. Organizing secretary/ team must arrange sufficient number of computers/ laptops for technical sessions. In no case, the computer/ laptop of students should be used. Once the technical session is over, the presentations must be transferred in hard disk/ pen drive and deleted from the computer system to avoid misuse by the students.
12. Organizing Secretary to ensure that the deadline for submission of abstracts will be at least one month before the scheduled dates of symposium. Abstracts received late should not be considered/ included in the compendium.
13. Clinical case reports involving single case studies may be considered for poster presentation. However, the interesting and unique clinical case reports, if any, may be allowed for oral presentation.
14. Organizing Secretary should submit the technical report of the symposium within one month after the organization of the event to society headquarters.
15. Organizing Secretary is solely responsible to submit the income and expenditure statement duly audited by the Chartered Accountant to the Treasurer within six months after the organization of the event.
16. Organizing Secretary to surrender the unspent amount to the society in order to deposit in its account within a period of six months of the event.
17. Organizing Secretary is responsible to submit the soft copies of photographs, videos, brochure, schedule, compendium, presentations etc. preferably in pendrive/ hard discs to the society headquarters for record and updation of website within a month after the event.
18. The accommodation of Society Patrons, President, Executive Secretary, Joint Secretary and Treasurer should be provided preferably at one place near to the venue of symposium/ seminar/ workshop.
19. Organizing Secretary/ Nominee/ Team to personally monitor the boarding and lodging facilities arranged for the delegates.
20. Organizing Secretary to ensure the adequate transportation facilities for timely pick and drop of the delegates, especially seniors, ladies and children during the Symposium/ Conference/ Seminar/ Workshop.
21. Organizing Secretary to ensure the availability of ad lib drinking water and tea during/ in between/ after the technical sessions for the delegates.
22. The technical session schedule and compendium soft copy to be provided to the Executive Secretary, ISVS at least 10 days prior to the date of symposium.