Guidelines for Organising ISPRS Events and ISPRS Co-sponsored Events
Version November 2016
1. ISPRS Events and ISPRS Co-sponsored Events
WG officers are expected to organise ISPRS events and ISPRS co-sponsored events during the odd-numbered years between Congresses and Symposia. ISPRS events are events primarily organised by ISPRS, in particular Symposia and workshops, the latter being usually conducted by one or more WGs. ISPRS co-sponsored events are organised by other parties, co-sponsorship is granted if it serves the aims of the Society.
WG Chairs should consult the ISPRS Events Calendar to identify other events with which they can conveniently coordinate dates and locations. All event organisers are encouraged to co-locate ISPRS events and ISPRS co-sponsored events which are on the same or similar topics. If this coordination is not feasible and a proposed meeting topic clashes and is scheduled within four months of another approved meeting, special approval may be granted by the Secretary General with the agreement of the affected TCPs.
2. Approval and Announcement
Both, ISPRS events and ISPRS co-sponsored events need approval from Council. The procedure for approval is as follows:
(a) Working group officers review the ISPRS Events Calendar, and consult with their TCP on the topic and date of the event. Then, an application form for hosting the event (see appendix 3), which includes proposed dates, topic, location, organiser with contact details and names of co-sponsors etc., is to be completed by the WG Chair and approved by the TCP. The TCP then forwards the application form with his/her signature to the Secretary General for approval.
(b) If the event is approved, the Secretary General will give formal approval to the TCP and the event convenors with copy to the ISPRS web master, Markus Englich, email@example.com and Copernicus (firstname.lastname@example.org). If full details cannot be provided at that stage, they should be provided by the organisers to the web master as soon as they become available.
(c) As a result of the agreement signed by ISPRS Council with Copernicus GmbH, three service packages called A, B and D are available to assist organisers of ISPRS events. Service Package A includes management of Abstracts, Full Papers and publication of the papers in the Archives and/or Annals. Service Package B provides support for registration of delegates, names badges etc. Service Package D covers the publication of camera-ready pdf-files of all papers on the ISPRS Web page.
While Packages A and B are optional, Package D is mandatory for all ISPRS events to ensure consistent publication of ISPRS proceedings. The event organisers contact Copernicus GmbH for publication of the proceedings. A separate agreement must be established between organisers of each ISPRS event and Copernicus GmbH.
(d) ISPRS co-sponsored events are not handled by Copernicus GmbH.
Event organisers are entitled to contribute an announcement and a call for participation of all ISPRS events and ISPRS co-sponsored events in the ISPRS eBulletin. The text and 1-2 images for this entry must be prepared by the event organisers and submitted to the Editor-in-Chief of the ISPRS eBulletin.
3. Publication of Proceedings
Organisers of ISPRS events and ISPRS co-sponsored events may opt to publish proceedings of the event.
For ISPRS events, proceedings appear in the Archives (abstract review) or Annals (full-paper double-blind review) according to the contractual arrangements with Copernicus GmbH. Copernicus also determine the volume number. Review and publication of the contributions is to be carried out according to the ISPRS publication policy, see appendix 4; all contributions accepted for the event must be part of the proceedings.
Proceedings of ISPRS co-sponsored events do not appear in either Archives or Annals. Publication should be coordinated with the main event organiser.
A summary report on all ISPRS events must be prepared for publication in the ISPRS eBulletin and submitted by the WG officers to the Secretary General no later than three months after the event.
Event organisers are encouraged to help The ISPRS Foundation in raising funds by including an appropriate box on the registration form, requesting support for the benevolent aims of the Foundation.