The local host will be asked to enter into an agreement with the International Society for Horticultural Science (ISHS). As part of this agreement, the local host agrees to have the proceedings published together with Bioversity International, as a volume of the ISHS series Acta Horticulturae.
The local host takes full financial responsibility for the symposium and is responsible for handling all finances related to the symposium. This includes receiving all registration fees (local and international) and paying for all symposium-related costs.
The registration fees should be calculated to cover all costs that vary with the number of participants: conference facilities, rental of equipment, lunches, coffee breaks, field trip, welcome reception, gala dinner, local transport, conference bag, abstracts booklet and proceedings. Non-ISHS members will also pay the ISHS membership fee, and these membership fees will be transferred to ISHS by the local host after the symposium. The local host can decide to have different registration fees for such items as early/late registration, people from least developed countries and from host country, students, day registrations.
The local host will be responsible for covering all costs that are not covered by the symposium registration fees, either through direct contributions from the institute or through sponsorships. The local host will also cover the participation of its own staff members in the symposium. Other costs include items like the costs associated with inviting keynote speakers (travel, hotel, visa, per diem), printing costs (for banners and others), poster boards, flower arrangements, gala dinner and social events.
The main language of the meeting will be English. If the local host wants to provide translation, then this will be an additional cost to be assumed by the local host.
Bioversity will seek to contribute a maximum of US$20,000, funds permitting, to the publication of the proceedings in a volume of Acta Horticulturae. This amount will be transferred to ISHS at the latest 6 months before the symposium as an advance payment to cover the costs of the volumes for each the participants at the symposium. The estimated difference to Bioversity’s contribution needs to be covered by the local host through the registration fees.
In addition to the US$20,000 maximum towards the proceedings, Bioversity will pay for the participation of a number of its own staff members in the symposium.