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Notes for Potential Organisers
6. Book Display
The ECPR runs a book-exhibition alongside the Joint Sessions. It is essential that this exhibition is
centrally sited so that participants are continually passing the books without having to seek out the exhibition.
The ideal location is by the cafeteria, where participants have morning coffee, afternoon tea, and perhaps lunch,
depending on what arrangements have been made. It is also important that the books should be secure over night,
if possible in a room which can be locked.
The ECPR will liaise with the publishers, arrange shipping of books, and provide staff to run/service the exhibition.
Some assistance would however be appreciated in dealing with customs, storage of books prior to the Sessions and
with setting up the exhibition at the beginning of the meeting and dismantling it at the end. In this connection
it would be helpful if the organisers could find a student to help out, and to be available to relieve staff for
coffee and lunch breaks.
7. Social Arrangements
The organisers are requested to arrange a modest social programme. This should involve 2-3 evening receptions
(possibly one of which is paid for by the publishers whose books are being exhibited), and one afternoon outing
in the middle of the Joint Sessions. Participants cover the cost of the local outing. A dinner is also held for
the workshop directors.
8. Timetable
Workshops meet for five full days, normally during the Easter period, though occasionally they have
taken place as early as Feburary and as late as May. Registration takes place the day before the workshops begin.
Exact dates of the Joint Sessions are decided between the organisers and the ECPR.
9. Staffing
A number of helpers (usually graduate students) should be available for the following:
- Registration - normally 3 to 4 people for 1 full day and 1 half day
- general secretarial assistance for the Executive Committee and ECPR Central Services Staff
- one person all week
- assistance on the book exhibition - one person all week
- general help to deal with local queries/problems, particularly regarding accommodation.
Exact numbers will depend on the local organisation.
10. Budget
The costs of organising joint sessions vary a great deal, depending on the country and institution
where they take place. Local organisers should budget for the following:
- Administrative/secretarial assistance. The amount of time and, therefore, cost of
this will depend largely on whether the host institution is handling all the hotel/accommodation bookings.
If there is a comprehensive web site, less time will be spent answering queries from participants, so the
cost of maintaining this should also be taken into account.
- Seminar/lecture rooms, OHPs etc.
- Student help at registration and to man the information desk.
- Workshop directors' dinner, for approximately 60 people.
- At least one reception in the book exhibition area on registration day (it may be possible for this to be paid
for by the publishers but this depends on whether publisher's express a wish to sponsor).
- The travel and hotel costs of the Rokkan lecturer, plus a small dinner for him/her.
- Final programmes and conference wallets.
Notes to budget:
- Participants normally pay for their own tea and coffee, but if local organisers are able to
raise enough money to cover this, it is greatly appreciated.
- The costs of the afternoon excursion should be covered by participants
- If it is awkward for participants to reach the location of the Joint Sessions, buses
can be provided on arrival and departure days, but participants should be charged for this service,
so that the costs are covered.
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