Guidelines for Planning ISPRS Symposia
Version March 2017
Planning for the midterm Symposium should begin immediately after the Congress. A proposed schedule is given in this appendix. ISPRS shall be the primary sponsor of the Symposium. Additional sponsors are welcome. Details of Symposium organisation are agreed upon between Council and Ordinary Member running the Symposium in a written contract. A sample contract can be obtained from the Secretary General.
2. Conference Management
Conference facilities should be selected according to the most suitable options for the host country. They may be in a hotel, rented facilities, or within the host’s facilities, e.g. university lecture theatres. The location of housing and the conference in the same venue ('residential format’), in a hotel or in a university college, is a suitable option, since it facilitates contact and discussions between the participants, and generates a good workshop-like atmosphere. Common lunches further add to exchange between the participants.
As many of the ISPRS Council members as possible will attend the Symposia. TCPs should plan their budgets for the Symposium and other events to be hosted by the Commission in a way that that Council can be provided with complimentary registration and accommodation.
TCs must organise a meeting of the TC and WG officers and the Council during the Symposium to review progress of the Commission.
As a result of a contract signed by ISPRS Council with Copernicus GmbH, a publishing service is available. It is binding for all ISPRS events including Congress, Symposia and the Geospatial Week, to ensure consistent publication of ISPRS proceedings.
A separate agreement must be established between organisers of each ISPRS event and Copernicus GmbH. More details of the Contract can be provided by the Secretary General. Contact details are as follows: email@example.com, www.copernicus.org
3. Programme and Symposium Structure
The programme should be determined by the TPCs in consultation with the WG officers. The final programme should be distributed on the Web and by e-mail.
Organisers should ensure that all speakers attend the Symposium by communicating with them by e-mail and/or a process of advanced registration.
The Symposium Opening Session should include a keynote speaker who identifies the important developments in the Commission’s activities. Keynote papers and/or sessions on relevant inter-disciplinary topics through other international bodies should be included in the Symposium.
The Symposium programme may be single-track or based on parallel sessions (preferably not more than two), or a mix of both, depending on the number of papers presented.
Oral Sessions should normally last 90 minutes, preferably comprising four speakers. Poster sessions should also be included in the programme.
A final session, comprising summary reports by the WG Chairs and the TCP on the content of the technical sessions, is a good approach for presenting the main issues of the Symposium.
An exhibition may be included in the Symposium. An “Exhibitor's Showcase Session” provides the exhibitors with an opportunity to present themselves to the participants, and hence integrates them into the symposium.
5. Announcement and Advertising
Modern means of communications should be used for the distribution of announcements on the Symposia.
Advertisements should also be placed in ISPRS eBulletin, the ISPRS Journal for Photogrammetry and Remote Sensing, the ISPRS International Journal for Geo-Information, as well as other journals and especially during other conferences.
TCPs are responsible for keeping Council informed of the plans and progress for the Symposium and for providing multiple copies of Symposium brochures to Council.
6. Paper Submission and Publication
The submission of abstracts and full papers must follow the ISPRS publication policy (see appendix 4). Papers must be prepared according to ISPRS Guidelines (see appendix 5); TCPs are responsible that these guidelines are followed. Paper submission should be in electronic form to enable production of the Archives or Annals on an appropriate electronic medium. Only those papers for which the author will attend the Symposium should be included in the proceedings.
All Symposium proceedings must be published as a Volume of The ISPRS International Archives of the Photogrammetry, Remote Sensing and Spatial Information Sciences and/or The ISPRS International Annals of the Photogrammetry, Remote Sensing and Spatial Information Sciences.
Proceedings in digital form must be available to registrants upon arrival to the Symposium.
7. Registration Fees
On-site full-registration fees will vary according to local conditions. Registration fees for students and seniors should be about half the full fee. Developing countries may find it appropriate to offer a much reduced registration fee for local participants.
Symposium planning will be facilitated by offering a reduced fee for advanced full-registration and by including the price of the conference dinner.
Organisers may request authors to submit an advanced registration fee with their full paper to ensure publication of the paper in the proceedings.
The Society surcharge equivalent to 10% of all paid registrations shall be rebated to the ISPRS Treasurer.
Best poster awards and young authors’ awards are encouraged. The decision of the awards can be made in advance of the Symposium based on the submitted papers, or during the symposium based on the papers and its oral presentations. Awards should be presented at a plenary session.
9. Reports and Publication of Symposium Papers in ISPRS Journals
A Commission rapporteur should be identified to the Secretary General three months in advance by the TCP of each Commission for the preparation of a Symposium report for publication in the last issue of ISPRS eBulletin of the Symposium year.
TCPs and WG officers should identify about 5 suitable papers for consideration by the Editor-in-Chief for publication in the ISPRS Journal of Photogrammetry and Remote Sensing or the ISPRS International Journal for Geo-Information.
10. Suggested Schedule for Symposium Planning
according to the contractual arrangements made with Copernicus GmbH
Finalise and sign contract with Council
First Announcement and initial call for Exhibits
Second Announcement and Call for Papers
Deadline for paper submission
Notification of paper acceptance
Deadline for submission of manuscripts
within 3 months of Congress
15-18 months prior to Symposium
15-18 months prior to Symposium
9-12 months prior to Symposium
4 months prior to Symposium
3 months prior to Symposium
3 month prior to Symposium
1,5 months prior to Symposium
about 2 weeks prior to Symposium