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Notes for Potential Organisers
1. Accommodation for participants
The organisers of the Joint Sessions are responsible for accommodation arrangements.
Ideally a range of hotel or pension/student accommodation should be offered, with the emphasis on moderately
priced rooms. Some 500 to 600 participants attend the Joint Sessions and some are accompanied by partners.
Thus, accommodation for up to 700 people may be necessary. If this number is likely to cause problems,
the organisers should inform the ECPR Central Services before the final workshop programme is settled and
preferably on acceptance to hold the Joint Sessions.
An agency is often used to organise hotel bookings, but increasingly, participants at conferences are using
the internet to book their hotel accommodation direct, since this is usually cheaper than through an agency.
Prospective organisers of Joint Sessions should consider whether the location of their institution and nearby
hotels make this an option, since it is clearly the simplest solution. Thus, all the local organisers would
need to do is provide a list of hotels within reasonable distance of the Joint Sessions, together with the
url and other contact information. The cheapest rooms, that is, youth hostels, student campus rooms etc.,
would need to be handled in the usual way, since these cannot normally be booked on-line.
2. Seminar Rooms
Organisers need to provide sufficient rooms to accommodate approximately 25 workshops.
The final number of workshops will be confirmed one year before the Joint Sessions. Each room should
accommodate up to 25 people, seated in a seminar (not classroom) style. Two or three smaller rooms
should also be made available should small groups wish to meet occasionally. Two rooms should also
be provided for committee meetings. Overhead projectors, TVs and videos may well be requested by
workshop directors.
3. Office Facilities
An office should be available for use by the ECPR Secretariat, preferably with telephone, computer and photocopier.
If possible, it is also nice to offer the workshop directors an office or small room.
4. Additional Requirements
A lecture theatre seating approximately 250 people should be available for the Stein Rokkan lecture,
and in years when the ECPR Council meets it is necessary to have a room which seats approximately 140 people.
(The Council meets every three years; it will next convene in 2009). It is the ECPR tradition to host a council
dinner the night before the meeting and a suitable venue needs to be found and booked. Local organisers are not
expected to cover any costs for this.
A computer room should be available to participants who wish to check their e-mail whilst at the Joint Sessions.
5. Refreshments
There should be adequate facilities for refreshments in the morning and afternoon. If at all possible,
it is good to have drinks and light snacks available all day. Suitable arrangements should be made, or
information given, for all participants to get lunch within the allotted time.
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